Award of Request for Quotation (RFQ) No. 1004-18-0242 to Workplace Resource for the Non-exclusive Supply, Delivery, and Installation of New Herman-Miller Action Office (AO) Series Workstations

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The decision

2019-01-30 · Bid Award Panel · adopted

As filed

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 (January 24, 2019) from the Chief Purchasing Officer: Call Number: Request for Quotation Number 1004-18-0242 Description: The non-exclusive supply, delivery, setting-in-place, installation and removal of any debris of new Herman-Miller Action Office (AO) series

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workstations, components and accessories or approved fully compatible with the original Herman-Miller Action Office (AO) series equivalent, including availability of all the parts to various locations throughout the City of Toronto, for the Facilities, Real Estate, Environment and Energy Division and other City Divisions as and when required for a period of one (1) year from date of award, with the option to renew for an additional and separate four (4) one year periods. Should the option(s) be exercised, then the Acting Director, Facilities Management will request the Chief Purchasing Officer to process the renewals under the same terms and conditions. Recommended Bidder: Workplace Resource Contract Award: $ 1,401,619 net of all applicable taxes and charges (including 15 percent for miscellaneous items) $ 1,583,830 including all applicable taxes and charges $ 1,426,288 net of HST recoveries Contract is expected to start on date of award and end on January 24, 2020. Option Year 1: January 25, 2020 to January 24, 2021 $ 1,443,668 net of all applicable taxes and charges $ 1,631,345 including all applicable taxes and charges $ 1,469,076 net of HST recoveries Option Year 2: January 25, 2021 to January 24, 2022 $ 1,486,978 net of all applicable taxes and charges $ 1,680,285 including all applicable taxes and charges $ 1,513,149 net of HST recoveries Option Year 3: January 25, 2022 to January 24, 2023 $ 1,531,587 net of all applicable taxes and charges $ 1,730,693 including all applicable taxes and charges $ 1,558,543 net of HST recoveries Option Year 4: January 25, 2023 to January 24, 2024 $ 1,577,535 net of all applicable taxes and charges $ 1,782,614 including all applicable taxes and charges $ 1,605,299 net of HST recoveries The total potential award amount including all option years for contract award is $7,572,355 net of HST recoveries, $8,408,767 including all applicable taxes and charges and $7,441,386 net of all taxes and charges. The above cost calculations for the Option Years reflect an estimated 3 percent increase in the Consumer Price Index (CPI).

On the agenda

As the city filed it

Call Issued: July 25, 2018 Call Closed: September 26, 2018 Number of Addenda Issued: Six (6) Number of Bids: One (1) Table 2: Summary of Bids Received for Request for Quotation 1004-18-0242 Including Bid Price Bidder Name Evaluated Bid Price (incl. H.S.T) Herman Miller Canada Inc.* $1,377,243*+ * Bid prices were corrected for mathematical errors. Purchasing and Materials Management has verified that the mathematical errors were corrected.

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+ Bid price in Table 2 does not reflect a 15 percent miscellaneous line item in the Evaluated Bid Price.

Staff recommended

The Chief Purchasing Officer recommends that the Bid Award Panel grant authority to award the following contract: Call Number: Request for Quotation Number 1004-18-0242 Description: The non-exclusive supply, delivery, setting-in-place, installation and removal of any debris of new Herman-Miller Action Office (AO) series workstations, components and accessories or approved fully compatible with the original Herman-Miller Action Office (AO) series equivalent, including availability of all the parts to various locations throughout the City of Toronto, for the Facilities, Real Estate, Environment and Energy Division and other City Divisions as and when required for a period of one (1) year from date of award, with the option to renew for an additional and separate four (4) one year periods.

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Should the option(s) be exercised, then the Acting Director, Facilities Management will request the Chief Purchasing Officer to process the renewals under the same terms and conditions. Recommended Bidder: Workplace Resource Contract Award: $ 1,401,619 net of all applicable taxes and charges (including 15 percent for miscellaneous items) $ 1,583,830 including all applicable taxes and charges $ 1,426,288 net of HST recoveries Contract is expected to start on date of award and end on January 24, 2020. Option Year 1: January 25, 2020 to January 24, 2021 $ 1,443,668 net of all applicable taxes and charges $ 1,631,345 including all applicable taxes and charges $ 1,469,076 net of HST recoveries Option Year 2: January 25, 2021 to January 24, 2022 $ 1,486,978 net of all applicable taxes and charges $ 1,680,285 including all applicable taxes and charges $ 1,513,149 net of HST recoveries Option Year 3: January 25, 2022 to January 24, 2023 $ 1,531,587 net of all applicable taxes and charges $ 1,730,693 including all applicable taxes and charges $ 1,558,543 net of HST recoveries Option Year 4: January 25, 2023 to January 24, 2024 $ 1,577,535 net of all applicable taxes and charges $ 1,782,614 including all applicable taxes and charges $ 1,605,299 net of HST recoveries The total potential award amount including all option years for contract award is $7,572,355 net of HST recoveries, $8,408,767 including all applicable taxes and charges and $7,441,386 net of all taxes and charges. The above cost calculations for the Option Years reflect an estimated 3 percent increase in the Consumer Price Index (CPI).

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