Award of Request for Quotation 0609-18-0204 to Colio Estate Wines Inc. for the Non-Exclusive Supply and Delivery of White Wine, Beer and Kegerator System

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The decision

2019-04-17 · 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 (April 4, 2019) from the Chief Purchasing Officer: Call Number: Request for Quotation 0609-18-0204 Description: For the non-exclusive supply and delivery of White Wine, Beer and Kegerator System for Seaton House, Annex as and when required, for the period of one year from date of award to April 30, 2020 with the option to renew for four (4) additional separate one (1) year terms at the sole discretion of the City and subject to budget approval(s).

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Should the option(s) be exercised, then the General Manager, Shelter, Support and Housing Administration will request the Chief Purchasing Officer to process the renewals under the same terms and conditions. Recommended Bidder: Colio Estate Wines Inc. Contract Award Value: $130,204 net of all applicable taxes and charges (including 25 percent for miscellaneous) $147,131 including HST and all applicable charges $132,496 net of HST recoveries The contract is expected to start on date of award and end on April 30, 2020. Option Year 1 (May 1, 2020 to April 30, 2021) $134,111 net of all applicable taxes and charges (including 25 percent for miscellaneous) $151,545 including HST and all applicable charges $136,471 net of HST recoveries Option Year 2 (May 1, 2021 to April 30, 2022) $138,134 net of all applicable taxes and charges (including 25 percent for miscellaneous) $156,091 including HST and all applicable charges $140,565 net of HST recoveries Option Year 3 (May 1, 2022 to April 30, 2023) $142,278 net of all applicable taxes and charges (including 25 percent for miscellaneous) $160,774 including HST and all applicable charges $144,782 net of HST recoveries Option Year 4 (May 1, 2023 to April 30, 2024) $146,546 net of all applicable taxes and charges (including 25 percent for miscellaneous) $165,597 including HST and all applicable charges $149,125 net of HST recoveries The total potential cost to the City including all Option Years is $703,438 net of HST recoveries. The total potential award including all option years is $781,138 including all applicable taxes and charges and $691,273 net of all applicable 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: January 7, 2019 Call Closed: February 7, 2019 Number of Addenda Issued: none Number of Bids: (1) Table 2: Summary of Bids Received for Request for Quotation 0609-18-0204 including bid price Bidder Bid Price (including H.S.T.) Colio Estate Wines Inc. $147,131

Staff recommended

The Chief Purchasing Officer recommends that the Bid Award Panel grant authority to award the following contract: Call Number: Request for Quotation 0609-18-0204 Description: For the non-exclusive supply and delivery of White Wine, Beer and Kegerator System for Seaton House, Annex as and when required, for the period of one year from date of award to April 30, 2020 with the option to renew for four (4) additional separate one (1) year terms at the sole discretion of the City and subject to budget approval(s).

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Should the option(s) be exercised, then the General Manager of Shelter, Support and Housing Administration will request the Chief Purchasing Officer to process the renewals under the same terms and conditions. Recommended Bidder: Colio Estate Wines Inc. Contract Award Value: $130,204 net of all applicable taxes and charges (including 25 percent for miscellaneous) $147,131 including HST and all applicable charges $132,496 net of HST recoveries The contract is expected to start on date of award and end on April 30, 2020. Option Year 1 (May 1, 2020 to April 30, 2021) $134,111 net of all applicable taxes and charges (including 25 percent for miscellaneous) $151,545 including HST and all applicable charges $136,471 net of HST recoveries Option Year 2 (May 1, 2021 to April 30, 2022) $138,134 net of all applicable taxes and charges (including 25 percent for miscellaneous) $156,091 including HST and all applicable charges $140,565 net of HST recoveries Option Year 3 (May 1, 2022 to April 30, 2023) $142,278 net of all applicable taxes and charges (including 25 percent for miscellaneous) $160,774 including HST and all applicable charges $144,782 net of HST recoveries Option Year 4 (May 1, 2023 to April 30, 2024) $146,546 net of all applicable taxes and charges (including 25 percent for miscellaneous) $165,597 including HST and all applicable charges $149,125 net of HST recoveries The total potential cost to the City including all Option Years is $703,438 net of HST recoveries. The total potential award including all option years is $781,138 including all applicable taxes and charges and $691,273 net of all applicable 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 record

The item as the City filed it

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