Item - 2024.BA78.2

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 (May 2, 2024) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation Doc4348333159

Description:

For the non-exclusive supply, delivery, installation, labour and warranty of two-way radios, accessories, parts and equipment; monthly airtime per radio for a Vendor-hosted two-way radio system, exclusive use and applicable licensing of dedicated frequencies/channels/talk groups; supply of labour Programming and Fleetmap Design services, provide hardware and associated two-way radio hosting services for Solid Waste Management Services Division for a period of three (3) years, with an option to extend the agreement for one (1) additional option period of two (2) years.

Should the option to extend be exercised, then the General Manager of Solid Waste Management Services will request the Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

BearCom Canada

Contract Award Value:

$2,275,911 net of all applicable taxes and charges

$2,571,779 including HST and all applicable charges

$2,315,967 net of HST recoveries

Contract is expected to start on June 1, 2024 and end on May 31, 2027.

Option Period (June 1, 2027 – May 31, 2029):

$1,562,792 net of all applicable taxes and charges

$1,765,955 including HST and all applicable charges

$1,590,297 net of HST recoveries

The total potential contract award, including the option period is $4,337,735 including all applicable taxes and charges and $3,838,703 net of all applicable taxes and charges. The total potential cost to the City, including the option period, is $3,906,264 net of HST recoveries.

The cost calculations reflect a three (3) percent Consumer Price Index increase applied to the option period total cost after the initial term.

Solicitation Issued: January 25, 2024   Solicitation Closed: March 7, 2024

Number of Addenda Issued: Two (2)

Number of Bids:  One (1)

Table 2: Summary of Bid(s) Received including bid price.

*Pursuant to the Request for Quotation document the contract award value includes 

 contingency.