Item - 2024.BA94.6

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 Doc4590475191

Description:

For the non-exclusive supply and delivery of batteries 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 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 Material 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:

POWERTRADE ELECTRIC LIMITED

Contract Award Value:

$ 116,457 net of all applicable taxes and charges

$ 131,596 including Harmonized Sales Tax and all applicable charges.

$ 118,507 net of Harmonized Sales Tax recoveries

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

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

$119,951 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$135,544 including all applicable taxes and charges.

$122,062 net of Harmonized Sales Tax recoveries

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

$123,549 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$139,611 including all applicable taxes and charges.

$125,724 net of Harmonized Sales Tax recoveries

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

$127,256 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$143,799 including all applicable taxes and charges.

$129,495 net of Harmonized Sales Tax recoveries

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

$131,073 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$148,113 including all applicable taxes and charges.

$133,380 net of Harmonized Sales Tax recoveries

The total potential combined contract award identified in this report including option years is $618,286 net of all applicable taxes and charges, $698,663 including all applicable taxes and charges. The total potential cost to the City including option years is $629,168 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: June 13, 2024       Solicitation Closed: July 8, 2024

Number of Addenda Issued: None

Number of Bids: Five (5)

Table 2: Summary of Bid Received including bid price

*Bid Price does not contain the 20 percent miscellaneous items