Item - 2024.BA97.7

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 (September 12, 2024) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation Doc4158506855

Description:

For the non-exclusive supply and of delivery Disposable Dining Supplies for Purchasing and Materials Management (Stores) on behalf of Transportation Services from the date of award to April 30, 2025, with the option to renew the Contract for four (4) additional separate 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 a 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 will perform a market analysis to verify the current market conditions as compared to the proposed increase by the Supplier and that Materials Management and 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:

MCL - Mister Chemical LTD.   

Contract Award Value:

$332,686 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$375,935 including HST and all applicable charges

$338,541 net of HST recoveries

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

Option Year 1 (May 1, 2025 to April 30, 2026)  

$342,667 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$387,214 including all applicable taxes and charges

$348,698 net of HST recoveries

Option Year 2 (May 1, 2026 to April 30, 2027)  

$352,947 net of all applicable taxes and charges (including 20 percent for miscellaneous items)   

$398,830 including all applicable taxes and charges

$359,159 net of HST recoveries

Option Year 3 (May 1, 2027 to April 30, 2028)  

$363,535 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$410,795 including all applicable taxes and charges

$369,933 net of HST recoveries

Option Year 4 (May 1, 2028 to April 30, 2029)  

$374,442 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$423,119 including all applicable taxes and charges

$381,032 net of HST recoveries

The total potential combined contract award identified in this report including option years is $1,766,277 net of all applicable taxes and charges, $1,995,893 including all applicable taxes and charges. The total potential cost to the City including option years is $1,797,363 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: February 23, 2024                           Solicitation Closed: April 19, 2024

Number of Addenda Issued: Seven (7)

Number of Bids: One (1)

Table 2: Summary of Bid Received including bid price

*Bid Price does not contain the 20 percent miscellaneous items