Item - 2024.BA82.3

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 30, 2024) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation Doc4243306865   

Description:

For the non-exclusive supply and delivery of Diversey Cleaning Supplies to various Purchasing and Materials Management (Stores) locations from the date of award to March 31, 2025, with the option to renew the Contract for four (4) additional one (1)-year periods at the sole discretion of the City and subject to budget approval(s).  

The Request for Quotation (RFQ) is structured to award the contract to the supplier that meets specifications and provides the lowest total bid price of the Pricing Form.

Prior to the renewal of the contract, Purchasing and Materials Management Division (PMMD) will perform a market analysis to verify the current market conditions as compared to the proposed increase by the vendor and that the Stores Division will monitor vendor performance during the first term of the contract.

Should the option year(s) be exercised, then the Manager of Materials Management and Stores will request the Chief Procurement Officer to process the renewals under the same terms and conditions.

Recommended Supplier:

MCL - MISTER CHEMICAL LTD.   

Contract Award Value:

$802,864 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$907,236 including HST and all applicable charges.

$816,994 net of HST recoveries

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

Option Year 1 (April 1, 2025 to March 31, 2026)         

$826,949 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$934,453 including all applicable taxes and charges.

$841,504 net of HST recoveries

Option Year 2 (April 1, 2026 to March 31, 2027)         

$851,758 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$962,487 including all applicable taxes and charges.

$866,749 net of HST recoveries

Option Year 3 (April 1, 2027 to March 31, 2028)         

$877,311 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$991,361 including all applicable taxes and charges.

$892,751 net of HST recoveries

Option Year 4 (February 1, 2028 to January 31, 2029)

$903,630 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$1,021,102 including all applicable taxes and charges.

$919,534 net of HST recoveries

The total potential combined contract award identified in this report including option years is $4,262,512 net of all applicable taxes and charges, $4,816,638 including all applicable taxes and charges. The total potential combined cost to the City including option years is $4,337,532 net of HST recoveries.

The above cost calculations reflect a 3 percent Consumer Price Index adjustment applied annually to each year's cost after the initial one (1) year period.

Solicitation Issued: March 15, 2024     Solicitation Closed: April 10, 2024

Number of Addenda Issued: One (1)

Number of Bids: Four (4)

Table 2: Summary of Bid Received including bid price

*Bid Price does not contain the 20 percent miscellaneous items.