Item - 2021.BA161.1

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 (October 21, 2021) from the Chief Procurement Officer:

Solicitation Number:

Request for Quotation, Ariba Document Number 2797513837

Description:

For the non-exclusive supply and delivery of Crewnecks and 1/4 Zip Sweatshirts to various Purchasing and Materials Management (Stores) locations from November 1, 2021 to October 31, 2022, 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).

Prior to the renewal of the contract, Purchasing and Materials Management Division will perform a market analysis to verify the current market conditions as compared to the proposed increase by the Supplier and that the Stores Division will monitor Supplier performance during the first term of the contract.

Should the option(s) be exercised, then the Manager of Materials Management and Stores will request the Chief Procurement Officer of Purchasing and Materials Management Division to process the renewals under the same terms and conditions.

Recommended Supplier:

Outdoor Outfits Ltd.

Contract Award Value:

$118,703 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$134,134 including HST and all applicable charges

$120,792 net of HST recoveries

Contract is expected to start on November 1, 2021 and end on October 31, 2022.

Option Year 1 (November 1, 2022 to October 31, 2023)          

$122,264 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$138,158 including HST and all applicable charges

$124,415 net of HST recoveries

Option Year 2 (November 1, 2023 to October 31, 2024)          

$125,931 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$142,303 including HST and all applicable charges

$128,148 net of HST recoveries

Option Year 3 (November 1, 2024 to October 31, 2025)          

$129,709 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$146,572 including HST and all applicable charges

$131,992 net of HST recoveries

Option Year 4 (November 1, 2025 to October 31, 2026)          

$133,601 net of all applicable taxes and charges (including 25 percent for miscellaneous items)

$150,969 including HST and all applicable charges

$135,952 net of HST recoveries

The total potential contract award including all option years is $641,299 net of HST recoveries, $712,135 including HST and all applicable charges and $630,208 net of all applicable taxes and charges.

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

Solicitation Issued: February 1, 2021               Solicitation Closed: March 4, 2021

Number of Addenda Issued: Three (3)

Number of Bids: Thirteen (13)

Table 2: Summary of Bids Received for Ariba Document Number 2797513837 including bid price

*Suppliers were deemed unsuccessful for not meeting the requirements of the solicitation.

**Suppliers were found non-compliant with mandatory requirements of the solicitation.