Item - 2019.BA42.9

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 26, 2019) from the Chief Purchasing Officer:

Call Number:

Request for Quotation Number 1004-19-0068

Description:

To provide non-exclusive supply, delivery, installation, unpacking, assembly, setting in place, removal of debris and warranty of various furniture, related accessories and miscellaneous items for the City of Toronto's Seniors Services and Long-Term Care Division, from the date of award for a period of two (2) years, with the option to renew the Contract for three (3) additional separate optional year periods.

Should the option(s) be exercised, the Director of Management Services, Seniors Services and Long-Term Care will request the Chief Purchasing Officer of Purchasing and Materials Management to process the renewals under the same terms and conditions.

Recommended Bidders:

POI Business Interiors (Parts A, B, C, and F)

Specialty Furniture (Part E)

POI Business Interiors

Contract Award Value:

$2,230,215 net of all applicable taxes and charges

$2,520,143 including HST and all applicable charges

$2,269,467 net of HST recoveries

Contract is expected to start on Date of Award and end on August 31, 2021.

Option Year 1: September 1, 2021 - August 31, 2022

$1,148,561 net of all applicable taxes and charges

$1,297,874 including HST and all applicable charges  

$1,168,776 net of HST recoveries

Option Year 2: September 1, 2022 - August 31, 2023

$1,183,018 net of all applicable taxes and charges

$1,336,810 including HST and all applicable charges  

$1,203,839 net of HST recoveries

Option Year 3: September 1, 2023 - August 31, 2024

$1,218,508 net of all applicable taxes and charges

$1,376,914 including HST and all applicable charges  

$1,239,954 net of HST recoveries

The total potential cost to the City including all option years is $5,882,036 net of HST recoveries, $6,531,741 including all applicable taxes and charges and $5,780,302 net of all applicable taxes and charges.

Specialty Furniture (Part E)

Date of Award to August 31, 2021

$1,157,380 net of all applicable taxes and charges

$1,307,839 including HST and all applicable charges

$1,177,750 net of HST recoveries

Option Year 1: September 1, 2021 - August 31, 2022

$596,051 net of all applicable taxes and charges

$673,538 including HST and all applicable charges  

$606,541 net of HST recoveries

Option Year 2: September 1, 2022 - August 31, 2023

$613,932 net of all applicable taxes and charges

$693,743 including HST and all applicable charges  

$624,737 net of HST recoveries

Option Year 3: September 1, 2023 - August 31, 2024

$632,350 net of all applicable taxes and charges

$714,556 including HST and all applicable charges  

$643,479 net of HST recoveries

The total potential cost to the City including all option years is $3,052,507 net of HST recoveries, $3,389,676 including all applicable taxes and charges and $2,999,713 net of all applicable taxes and charges.

The above cost calculations for the Option Year reflects an estimated annual 3 percent increase as per the Consumer Price Index (CPI).

The total potential award for all contracts identified in this report, including all option years is $8,934,543 net of HST recoveries, $9,921,417 including all applicable taxes and charges and $8,780,015 net of all applicable taxes and charges.

Call Issued: May 24, 2019                         Call Closed: July 5, 2019

Number of Addenda Issued:  Four (4)

Number of Bids:  Two (2)

Table 2: Summary of Bids Received for Request for Quotation 1004-19-0068 including bid price