Item - 2024.BA76.1

The Bid Award Panel adopted the following:

1. Bid Award Panel grant authority to award the contract in accordance with the Contract Details set out in the report (April 18, 2024) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Doc4227802467

Description:

For Supply, Delivery and Installation of Office Furniture and Task Chairs for Corporate Real Estate Management Division from date of award to January 31, 2025, with the option to renew the Contracts for additional one (1)-year period.

This utilized the Vendor of Record Arrangement Tender Number 13685 for Office Seating and Furniture established by Province of Ontario’s Ministry of Public and Business Service Delivery, with the agreement to be executed based on the terms and conditions set out in Request for Quotation Number Doc4227802467, and on such other terms and conditions satisfactory to the Controller and in a form satisfactory to the City Solicitor.

Should the option be exercised, the General Manager, Corporate Real Estate Management will request the Chief Procurement Officer of Purchasing and Materials Management to process the renewals under the same terms and conditions.

Recommended Suppliers:

ergoCentric Inc. operating as ergoCentric Seating Systems, healtHcentric (Lot 1)

Haworth Ltd. (Lot 4)

POI Business Interiors LP operating as POI Business Interiors (Lot 6)

Contract Award Value: 

ergoCentric Inc. operating as ergoCentric Seating Systems, healtHcentric (Lot 1)

$5,000,000 net of all applicable taxes and charges

$5,650,000 including HST and all applicable charges

$5,088,000 net of HST recoveries

Contract is expected to start on date of award and end on January 31, 2025.

Option Year 1 (February 1, 2025 to January 31, 2026)

$5,000,000 net of all applicable taxes and charges

$5,650,000 including HST and all applicable charges

$5,088,000 net of HST recoveries

The total potential contract award including option year is $11,300,000 including HST and all applicable charges and $10,000,000 net of all applicable taxes and charges. The total potential contract cost to the City for ergoCentric Inc. operating as ergoCentric Seating Systems, healtHcentric including option year is $10,176,000 net of HST recoveries.

Haworth Ltd. (Lot 4)

$5,000,000 net of all applicable taxes and charges

$5,650,000 including HST and all applicable charges

$5,088,000 net of HST recoveries

Contract is expected to start on date of award and end on January 31, 2025.

Option Year 1 (February 1, 2025 to January 31, 2026)

$5,000,000 net of all applicable taxes and charges

$5,650,000 including HST and all applicable charges

$5,088,000 net of HST recoveries

The total potential contract award including option year is $11,300,000 including HST and all applicable charges and $10,000,000 net of all applicable taxes and charges. The total potential contract cost to the City for Haworth Ltd. including option year is $10,176,000 net of HST recoveries.

POI Business Interiors LP operating as POI Business Interiors (Lot 6)

$5,000,000 net of all applicable taxes and charges

$5,650,000 including HST and all applicable charges

$5,088,000 net of HST recoveries

Option Year 1 (February 1, 2025 to January 31, 2026)

$5,000,000 net of all applicable taxes and charges

$5,650,000 including HST and all applicable charges

$5,088,000 net of HST recoveries

The total potential contract award including option year is $11,300,000 including HST and all applicable charges and $10,000,000 net of all applicable taxes and charges. The total potential contract cost to the City for POI Business Interiors LP operating as POI Business Interiors including option year is $10,176,000 net of HST recoveries.

The total potential contract award including option year for all awards is $33,900,000 including HST and all applicable charges and $30,000,000 net of all applicable taxes and charges. The total potential contract cost to the City for all awards including option year is $30,528,000 net of HST recoveries.

Solicitation Issued: October 19, 2023   Solicitation Closed: November 13, 2023

Number of Addenda Issued: Two (2)

Number of Bids: Four (4)

Table 2: Summary of Bids Received including bid price:

* Bid prices are based on a percentage discount and are for evaluation purposed only. The contract award values were set at $5,000,000 net of all applicable taxes and charges for Initial Term and Option Year respectively, as per Part 5, Section 1.3 of Request of Quotation.
** Suppliers were found non-compliant with mandatory ergonomics requirements.