Item - 2024.BA84.3

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 (June 13, 2024) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation Doc4239751278

Description:

For the non-exclusive supply and delivery of V-Vac Equipment to various Purchasing and Materials Management (Stores) locations from the date of award to May 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 is structured to award contract to the lowest supplier meeting specifications and providing the lowest total bid price of the Pricing Form.

Prior to the renewal of the contract, Purchasing and Materials Management 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:

Equipment Medical Rive-Nord

Contract Award Value:

$181,937 net of all applicable taxes and charges

$205,589 including Harmonized Sales Tax and all applicable charges.

$185,140 net of Harmonized Sales Tax recoveries

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

Option Year 1 (June 1, 2025 to May 31, 2026) 

$187,396 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$211,757 including all applicable taxes and charges.

$190,694 net of Harmonized Sales Tax recoveries

Option Year 2 (June 1, 2026 to May 31, 2027) 

$193,017 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$218,110 including all applicable taxes and charges.

$196,415 net of Harmonized Sales Tax recoveries

Option Year 3 (June 1, 2027 to May 31, 2028) 

$198,808 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$224,653 including all applicable taxes and charges.

$202,307 net of Harmonized Sales Tax recoveries

Option Year 4 (June 1, 2028 to May 31, 2029) 

$204,772 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$231,393 including all applicable taxes and charges.

$208,376 net of Harmonized Sales Tax recoveries

The total potential combined contract award identified in this report including option years is $965,931 net of all applicable taxes and charges, $1,091,502 including all applicable taxes and charges. The total potential cost to the City including option years is $982,931 net of Harmonized Sales Tax 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: February 29, 2024 Solicitation Closed: March 28, 2024

Number of Addenda Issued: None

Number of Bids: Three (3)

Table 2: Summary of Bid Received including bid price

*Bid Price does not contain the 20 percent miscellaneous items