Item - 2024.BA91.3

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 (August 1, 2024) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation Doc4552573025

Description:

For the non-exclusive supply and delivery of DEB Products to various Purchasing and Materials Management (Stores) locations from the date of award to June 30, 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 Supplier and that Purchasing and Materials Management (Stores) will monitor Supplier 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:

MISTER CHEMICAL LTD

Contract Award Value:

$1,003,893 net of all applicable taxes and charges

$1,134,399 including HST and all applicable charges.

$1,021,561 net of HST recoveries

Contract is expected to start on date of award and end on June 30, 2025

Option Year 1 (July 1, 2025 to June 30, 2026)  

$1,034,010 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$1,168,431 including all applicable taxes and charges.

$1,052,208 net of HST recoveries

Option Year 2 (July 1, 2026 to June 30, 2027)  

$1,065,030 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$1,203,484 including all applicable taxes and charges.

$1,083,774 net of HST recoveries

Option Year 3 (July 1, 2027 to June 30, 2028)  

$1,096,981 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$1,239,588 including all applicable taxes and charges.

$1,116,288 net of HST recoveries

Option Year 4 (July 1, 2028 to June 30, 2029)  

$1,129,890 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$1,276,776 including all applicable taxes and charges.

$1,149,776 net of HST recoveries

The total potential combined contract award identified in this report including option years is $5,329,804 net of all applicable taxes and charges, $6,022,678 including all applicable taxes and charges. The total potential cost to the City including option years is $5,423,608 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: May 16, 2024        Solicitation Closed: June 14, 2024

Number of Addenda Issued: Three (3)

Number of Bids: Six (6)

Table 2: Summary of Bid Received including bid price

* Supplier was found to be non-compliant with mandatory requirements.