Item - 2024.BA94.3

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 22, 2024) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation Doc4447613860   

Description:

For the non-exclusive supply and delivery of Fitness Equipment for Purchasing and Materials Management (Stores) from the date of award to July 31, 2025, with the option to renew the Contract for one (4) additional separate option 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 with the lowest bid 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 vendor and that the 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:

Spartan Athletic Products Limited   

Contract Award Value:

$844,627 net of all applicable taxes and charges (including 20 percent for miscellaneous items and $70,000 contingency)   

$954,429 including Harmonized Sales Tax and all applicable charges

$859,493 net of Harmonized Sales Tax 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)         

$867,866 net of all applicable taxes and charges (including 20 percent for miscellaneous items and $70,000 contingency)   

$980,689 including all applicable taxes and charges   

$883,141 net of Harmonized Sales Tax recoveries

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

$891,802 net of all applicable taxes and charges (including 20 percent for miscellaneous items and $70,000 contingency)   

$1,007,736.59 including all applicable taxes and charges

$907,498 net of Harmonized Sales Tax recoveries

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

$916,456 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$1,035,596 including all applicable taxes and charges

$932,586 net of Harmonized Sales Tax recoveries

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

$941,850 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$1,064,291 including all applicable taxes and charges

$958,427 net of Harmonized Sales Tax recoveries

The total potential combined contract award identified in this report including option years is $4,462,602 net of all applicable taxes and charges, $4,963,641 including all applicable taxes and charges. The total potential cost to the City including option years is $4,541,144 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: March 28, 2024      Solicitation Closed: May 31, 2024

Number of Addenda Issued: Four (4)

Number of Bids: Five (5)

Table 2: Summary of Bid Received including bid price   

*Bid Price does not contain the 20 percent miscellaneous items and $70,000 contingency for repairs

** Suppliers were non-compliant as they did not submit price