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←Bid Award Panel · 2020-02-12 · 2020.BA66.5

The filed record

Award of Request for Quotation Number 0501-19-0012 to Belco Safety Products Ltd. for the Supply and Delivery of Prescription Safety Eyewear, Suitable for Use by Various City of Toronto Divisions and Toronto Transit Commission

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The decision

2020-02-12 · 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 30, 2020) from the Chief Purchasing Officer: Call Number: Request for Quotation No. 0501-19-0012 Description: For Request For Quotation 0501-19-0012 for the Supply and Delivery of supply, fitting and delivery of Prescription Safety Eyewear, suitable for use by various City of Toronto Divisions and Toronto Transit Commission, from Date of Award to February 28, 2021, with the option to renew the Contract for four (4) additional one (1) year periods.

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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 Divisions will monitor vendor performance during the first term of the contract. Should the option(s) to renew be exercised, then individual participating Divisions will request the Chief Purchasing Officer of Purchasing and Materials Management to process the necessary contract renewals under the same terms and conditions. Recommended Bidder: Belco Safety Products Ltd Contract Award Value: $ 471,104 net of all applicable taxes and charges $ 532,348 including HST and all applicable charges $ 479,395 net of HST recoveries Contract is expected to start March 1st, 2020, and end on February 28th, 2021. Option Year 1: (March 1, 2021 to February 28, 2022) $ 485,237 net of all applicable taxes and charges $ 548,318 including HST and all applicable charges $ 493,777 net of HST recoveries Option Year 2: (March 1, 2022 to February 28, 2023) $ 499,794 net of all applicable taxes and charges $ 564,768 including HST and all applicable charges $ 508,589 net of HST recoveries Option Year 3: (March 1, 2023 to February 29, 2024) $ 514,788 net of all applicable taxes and charges $ 581,711 including HST and all applicable charges $ 523,848 net of HST recoveries Option Year 4: (March 1, 2024 to February 28, 2025) $ 530,232 net of all applicable taxes and charges $ 599,162 including HST and all applicable charges $ 539,563 net of HST recoveries The total potential contract award including all option years is $2,545,172 net of HST recoveries, $2,826,305 including all applicable taxes and charges, and $2,501,155 net of all applicable taxes and charges. The above cost calculations for the Option Period reflects an estimated annual 3 percent increase as per the Consumer Price Index. Toronto Transit Commission also participated in this Call and will be seeking their own authority.

On the agenda

As the city filed it

Call Issued: June 27, 2019 Call Closed: July 29, 2019 Number of Addenda Issued: (5) Number of Bids: (1) Table 2: Summary of Bids Received for 0501-19-0012- including bid price Bidder Bid Price PART A (including H.S.T.) Belco Safety Products Ltd $ 412,273.90 (incl. Volume Rebate 5 percent + Prompt Payment 1.5 percent net 30 days ) Bid Price PART B (including H.S.T.) Belco Safety Products Ltd $109,426.62 (incl. Volume Rebate 5 percent + Prompt Payment 1.5 percent net 30 days )

Staff recommended

The Chief Purchasing Officer recommends that the Bid Award Panel grant authority to award the following contract: Call Number: Request for Quotation No. 0501-19-0012 Description: For Request For Quotation 0501-19-0012 for the Supply and Delivery of supply, fitting and delivery of Prescription Safety Eyewear, suitable for use by various City of Toronto Divisions and Toronto Transit Commission, from Date of Award to February 28, 2021, with the option to renew the Contract for four (4) additional one (1) year periods.

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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 Divisions will monitor vendor performance during the first term of the contract. Should the option(s) to renew be exercised, then individual participating Divisions will request the Chief Purchasing Officer of Purchasing and Materials Management to process the necessary contract renewals under the same terms and conditions. Recommended Bidder: Belco Safety Products Ltd Contract Award Value: $ 471,104 net of all applicable taxes and charges $ 532,348 including HST and all applicable charges $ 479,395 net of HST recoveries Contract is expected to start March 1st, 2020, and end on February 28th, 2021. Option Year 1: (March 1, 2021 to February 28, 2022) $ 485,237 net of all applicable taxes and charges $ 548,318 including HST and all applicable charges $ 493,777 net of HST recoveries Option Year 2: (March 1, 2022 to February 28, 2023) $ 499,794 net of all applicable taxes and charges $ 564,768 including HST and all applicable charges $ 508,589 net of HST recoveries Option Year 3: (March 1, 2023 to February 29, 2024) $ 514,788 net of all applicable taxes and charges $ 581,711 including HST and all applicable charges $ 523,848 net of HST recoveries Option Year 4: (March 1, 2024 to February 28, 2025) $ 530,232 net of all applicable taxes and charges $ 599,162 including HST and all applicable charges $ 539,563 net of HST recoveries The total potential contract award including all option years is $2,545,172 net of HST recoveries, $2,826,305 including all applicable taxes and charges, and $2,501,155 net of all applicable taxes and charges. The above cost calculations for the Option Period reflects an estimated annual 3 percent increase as per the Consumer Price Index. Toronto Transit Commission also participated in this Call and will be seeking their own authority.

    On the record

    The item as the City filed it

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