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←Bid Award Panel · 2019-09-04 · 2019.BA42.7

The filed record

Award of Request for Quotation 0102-18-0238 to Outdoor Outfits Ltd., for the Non-Exclusive Supply and Delivery of Utility Jackets

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The decision

2019-09-04 · 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 (August 26, 2019) from the Chief Purchasing Officer: Call Number: Request for Quotation Number 0102-18-0238 Description: For the non-exclusive supply and delivery of Utility Jackets to various Purchasing and Materials Management (Stores) locations from the date of award to July 31, 2020, with the option to renew the Contract for four (4) additional year periods 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 Manager of Materials Management and Stores will request the Director of Purchasing and Materials Management to process the renewals under the same terms and conditions. Recommended Bidder: Outdoor Outfits Ltd Contract Award Value: $146,650 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $165,715 including HST and all applicable charges $149,231 net of HST recoveries Contract is expected to start on Date of Award and end on August 31, 2020. Option Year 1: (September 1, 2020 to August 31, 2021) $151,050 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $170,686 including all applicable taxes and charges $153,708 net of HST recoveries Option Year 2: (September 1, 2021 to August 31, 2022) $155,581 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $175,807 including all applicable taxes and charges $158,319 net of HST recoveries Option Year 3: (September 1, 2022 to August 31, 2023) $160,248 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $181,081 including all applicable taxes and charges $163,069 net of HST recoveries Option Year 4: (September 1, 2023 to August 31, 2024) $165,056 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $186,513 including all applicable taxes and charges $167,961 net of HST recoveries The total potential contract award including all option years is $792,288 net of HST recoveries, $879,802 including all applicable taxes and charges and $778,585 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).

On the agenda

As the city filed it

Call Issued: December 11, 2018 Call Closed: February 19, 2019 Number of Addenda Issued: Ten (10) Number of Bids: Three (3) Table 2: Summary of Bids Received for Request for Quotation 0102-18-0238 including bid price Bidder Name Bid Price (including 25 percent Miscellaneous and excluding H.S.T.) Supply Line (Bid A) $143,638* Outdoor Outfits $146,650 Supply Line (Bid B) $157,843 * Bidder was found non-compliant with requirements.

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 0102-18-0238 Description: For the non-exclusive supply and delivery of Utility Jackets to various Purchasing and Materials Management (Stores) locations from the date of award to July 31, 2020, with the option to renew the Contract for four (4) additional year periods 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 Manager of Materials Management and Stores will request the Director of Purchasing and Materials Management to process the renewals under the same terms and conditions. Recommended Bidder: Outdoor Outfits Ltd Contract Award Value: $146,650 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $165,715 including HST and all applicable charges $149,231 net of HST recoveries Contract is expected to start on Date of Award and end on August 31, 2020. Option Year 1: (September 1, 2020 to August 31, 2021) $151,050 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $170,686 including all applicable taxes and charges $153,708 net of HST recoveries Option Year 2: (September 1, 2021 to August 31, 2022) $155,581 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $175,807 including all applicable taxes and charges $158,319 net of HST recoveries Option Year 3: (September 1, 2022 to August 31, 2023) $160,248 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $181,081 including all applicable taxes and charges $163,069 net of HST recoveries Option Year 4: (September 1, 2023 to August 31, 2024) $165,056 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $186,513 including all applicable taxes and charges $167,961 net of HST recoveries The total potential contract award including all option years is $792,288 net of HST recoveries, $879,802 including all applicable taxes and charges and $778,585 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).

    On the record

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