Item - 2025.BA121.5

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 (February 20, 2025) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation Doc4892284211

Description:

For the non-exclusive supply and delivery of Particulate Masks and Respirators to various Purchasing and Materials Management (Stores) locations from the date of award to December 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 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 vendor 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:

Hansler Smith Ltd.

Contract Award Value:

$344,805 net of all applicable taxes and charges

$389,630 including HST and all applicable charges.

$350,874 net of HST recoveries

Contract is expected to start on date of award and end on February 28, 2026

Option Year 1 (March 1, 2026 to February 28, 2027)  

$355,150 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$401,319 including all applicable taxes and charges.

$361,400 net of HST recoveries

Option Year 2 (March 1, 2027 to February 29, 2028)  

$365,804 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$413,359 including all applicable taxes and charges.

$372,242 net of HST recoveries

Option Year 3 (March 1, 2028 to February 28, 2029)  

$376,778 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$425,759 including all applicable taxes and charges.

$383,409 net of HST recoveries

Option Year 4 (March 1, 2029 to February 28, 2030)  

$388,081 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$438,532 including all applicable taxes and charges.

$394,912 net of HST recoveries

The total potential contract award including option years is $1,830,619 net of all applicable taxes and charges, $2,068,599 including all applicable taxes and charges. The total potential combined cost to the City including option years is $1,862,837 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: December 17, 2024         Solicitation Closed: January 16, 2025

Number of Addenda Issued: Three (3)

Number of Bids: Seven (7)

Table 2: Summary of Bid Received including bid price

*Bid Price does not contain the 20 percent miscellaneous items