Item - 2024.BA93.4

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 15, 2024) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation Doc4157422445

Description:

For the non-exclusive supply and delivery of Level 3 Masks to various Purchasing and Materials Management (Stores) locations from the date of award to July 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 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 Division will perform a market analysis to verify the current market conditions as compared to the proposed increase by the Supplier. Stores Division 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:

11913930 Canada Inc. operating as JY Care

Contract Award Value:

$144,000 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$162,720 including HST and all applicable charges

$146,534 net of HST recoveries

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

Option Year 1 (August 1, 2025 to July 31, 2026)        

$148,320 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$167,602 including HST and all applicable charges

$150,930 net of HST recoveries

Option Year 2 (August 1, 2026 to July 31, 2027)        

$152,770 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$172,630 including HST and all applicable charges

$155,458 net of HST recoveries

Option Year 3 (August 1, 2027 to July 31, 2028)        

$157,353 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$177,809 including HST and all applicable charges

$160,122 net of HST recoveries

Option Year 4 (August 1, 2028 to July 31, 2029)        

$162,073 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$183,143 including HST and all applicable charges

$164,926 net of HST recoveries

The total potential combined contract award identified in this report including option years is $754,516 net of all applicable taxes and charges, $863,903 including HST and all applicable charges. The total potential cost to the City including option years is $777,971 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: October 4, 2023     Solicitation Closed: November 23, 2023

Number of Addenda Issued: Nine (9)

Number of Bids: Twenty-Nine (29)

Table 2: Summary of Bid Received including bid price

*Supplier was found non-compliant with mandatory requirements.