Item - 2025.BA127.7

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 (April 3, 2025) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Doc4942241050

Description:

For the non-exclusive supply and delivery of batteries to various Purchasing and Materials Management (Stores) locations from the date of award to February 28, 2026, 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 lowest supplier meeting specifications and providing the lowest total bid price of the Pricing Form.

Prior to the renewal of the contract, PMMD 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:

Nitsom Promotional Manufacturing Corp.

Contract Award Value:

$130,407 net of all applicable taxes and charges

$147,360 including HST and all applicable charges.

$132,702 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) 

$134,319 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$151,780 including all applicable taxes and charges.

$136,683 net of HST recoveries

Option Year 2 (March 1, 2027, to February 28, 2028) 

$138,348 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$156,334 including all applicable taxes and charges.

$140,783 net of HST recoveries

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

$142,499 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$161,024 including all applicable taxes and charges.

$145,007 net of HST recoveries

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

$146,774 net of all applicable taxes and charges (including 20 percent for miscellaneous items)

$165,854 including all applicable taxes and charges.

$149,357 net of HST recoveries

The total potential combined contract award identified in this report including option years is $692,347 net of all applicable taxes and charges, $782,352 including all applicable taxes and charges. The total potential cost to the City including option years is $704,532 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: January 17, 2025             Solicitation Closed:  March 5, 2025

Number of Addenda Issued: Three (3)

Number of Bids: Eleven (11)

Table 2: Summary of Bid Received including bid price

* Bid Price does not contain the 20 percent miscellaneous items

** Supplier was found non-compliant with mandatory requirements