Award of Request for Quotation 1669551201 to Supply Line for the Supply and Delivery of Poly/Wool Socks

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The decision

2019-07-31 · 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 (July 23, 2019) from the Chief Purchasing Officer: Call Number: Request for Quotation Number 1669551201 Description: For the non-exclusive supply and delivery of Poly/Wool Socks to various Purchasing and Materials Management (Stores) locations from the date of award to June 30, 2020, with the option to renew the Contract for additional four (4) years period at the sole discretion of the City and subject to budget approval(s).

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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 vendor and that the Stores Division will monitor vendor 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 Purchasing Officer of Purchasing and Materials Management to process the renewals under the same terms and conditions. Recommended Bidder: Supply Line Contract Award Value: $130,815 net of all applicable taxes and charges (including 25 percent for misc. items) $147,821 including HST and all applicable charges $133,117 net of HST recoveries Contract is expected to start on date of award and end on June 30, 2020. Option Year 1 (July 1, 2020 to June 30, 2021) $134,739 net of all applicable taxes and charges (including 25 percent for misc. items) $152,255 including all applicable taxes and charges $137,110 net of HST recoveries Option Year 2 (July 1, 2021 to June 30, 2022) $138,782 net of all applicable taxes and charges (including 25 percent for misc. items) $156,824 including all applicable taxes and charges $141,225 net of HST recoveries Option Year 3 (July 1, 2022 to June 30, 2023) $142,945 net of all applicable taxes and charges (including 25 percent for misc. items) $161,528 including all applicable taxes and charges $145,461 net of HST recoveries Option Year 4 (July 1, 2023 to June 30, 2024) $147,233 net of all applicable taxes and charges (including 25 percent for misc. items) $166,373 including all applicable taxes and charges $149,824 net of HST recoveries The total potential contract award including all option years is $706,737 net of HST recoveries, $784,801 including all applicable taxes and charges and $694,514 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.

On the agenda

As the city filed it

Call Issued: February 27, 2019 Call Closed: April 4, 2019 Number of Addenda Issued: 1 Number of Bids: 1 Table 2: Summary of Bids Received (net of all taxes and charges) Bidder Name Bid Price (including 25 percent Miscellaneous) Supply Line $130,815

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 1669551201 Description: For the non-exclusive supply and delivery of Poly/Wool Socks to various Purchasing and Materials Management (Stores) locations from the date of award to June 30, 2020, with the option to renew the Contract for additional four (4) years period at the sole discretion of the City and subject to budget approval(s).

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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(s) be exercised, then the Manager of Materials Management and Stores will request the Chief Purchasing Officer of Purchasing and Materials Management to process the renewals under the same terms and conditions. Recommended Bidder: Supply Line Contract Award Value: $130,815 net of all applicable taxes and charges (including 25 percent for misc. items) $147,821 including HST and all applicable charges $133,117 net of HST recoveries Contract is expected to start on date of award and end on June 30, 2020 Option Year 1 (July 1, 2020 to June 30, 2021) $134,739 net of all applicable taxes and charges (including 25 percent for misc. items) $152,255 including all applicable taxes and charges $137,110 net of HST recoveries Option Year 2 (July 1, 2021 to June 30, 2022) $138,782 net of all applicable taxes and charges (including 25 percent for misc. items) $156,824 including all applicable taxes and charges $141,225 net of HST recoveries Option Year 3 (July 1, 2022 to June 30, 2023) $142,945 net of all applicable taxes and charges (including 25 percent for misc. items) $161,528 including all applicable taxes and charges $145,461 net of HST recoveries Option Year 4 (July 1, 2023 to June 30, 2024) $147,233 net of all applicable taxes and charges (including 25 percent for misc. items) $166,373 including all applicable taxes and charges $149,824 net of HST recoveries The total potential contract award including all option years is $706,737 net of HST recoveries, $784,801 including all applicable taxes and charges and $694,514 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.

On the record

The item as the City filed it