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←Bid Award Panel · 2021-01-27 · 2021.BA119.6

The filed record

Award of Ariba Doc Number 2641630053 to City Dispensers Inc., for the Non-Exclusive Supply and Delivery of Prescription Eyewear for the City of Toronto’s Employment and Social Services Division

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The decision

2021-01-27 · 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 21, 2021) from the Chief Procurement Officer: Solicitation Number: Request for Quotation (RFQ) Number 2641630053 Description: For the non-exclusive supply and delivery of Prescription Eyewear for the City of Toronto's Employment and Social Services (TESS) Division from date of award to January 31, 2022, with the option to renew the Contract for an additional four, one (1) year periods at the sole discretion of the City and subject to budget approval.

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Prior to the renewal of the contract, Purchasing and Materials Management will perform a market analysis to verify the current market conditions as compared to the proposed increase by the vendor and that the City of Toronto's Employment and Social Services (TESS) divisions will monitor vendor performance during the first term of the contract. Should the option(s) be exercised, then the Manager of Employment and Social Services (TESS) will request the Chief Procurement Officer to process the renewals under the same terms and conditions. Recommended Supplier: City Dispensers Inc. Contract Award Value: $3,507,189 net of all applicable taxes and charges $3,963,123 including all applicable taxes and charges $3,568,915 net of HST recoveries Contract is expected to start on February 1, 2021 and end on January 31, 2022. Option Year 1 (February 1, 2022 - January 31, 2023) $3,612,404 net of all applicable taxes and charges $4,082,017 including all applicable taxes and charges $3,675,983 net of HST recoveries Option Year 2 (February 1, 2023 - January 31, 2024) $3,720,776 net of all applicable taxes and charges $4,204,477 including all applicable taxes and charges $3,786,262 net of HST recoveries Option Year 3 - February 1, 2024 - January 31, 2025 $3,832,400 net of all applicable taxes and charges $4,330,612 including all applicable taxes and charges $3,899,850 net of HST recoveries Option Year 4 - February 1, 2025 - January 31, 2026 $3,947,372 net of all applicable taxes and charges $4,460,530 including all applicable taxes and charges $4,016,845 net of HST recoveries The total contract award including all option years is $18,947,855 net of HST recoveries, $21,040,759 including all applicable taxes and charges and $18,620,141 net of all applicable taxes and charges. The above cost calculations for the Option Years reflect an estimated annual 3 percent increase as per the Consumer Price Index (CPI).

On the agenda

As the city filed it

Solicitation Issued: October 5th, 2020 Solicitation Closed: November 4th, 2020 Number of Addenda Issued: One (1) Number of Bids: One (1) Table 2: Summary of Bids Received for Ariba Doc Number 2641630053 including bid price Bidder Bid Price (including H.S.T.) City Dispensers Inc. $3,963,123

Staff recommended

The Chief Procurement Officer recommends that the Bid Award Panel grant authority to award the following contract: Solicitation Number: Request for Quotation (RFQ) Number 2641630053 Description: For the non-exclusive supply and delivery of Prescription Eyewear for the City of Toronto's Employment and Social Services (TESS) Division from date of award to January 31, 2022, with the option to renew the Contract for an additional four, one (1) year periods at the sole discretion of the City and subject to budget approval.

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Prior to the renewal of the contract, Purchasing and Materials Management will perform a market analysis to verify the current market conditions as compared to the proposed increase by the vendor and that the City of Toronto's Employment and Social Services (TESS) divisions will monitor vendor performance during the first term of the contract. Should the option(s) be exercised, then the Manager of Employment and Social Services (TESS) will request the Chief Procurement Officer to process the renewals under the same terms and conditions. Recommended Supplier: City Dispensers Inc. Contract Award Value: $3,507,189 net of all applicable taxes and charges $3,963,123 including all applicable taxes and charges $3,568,915 net of HST recoveries Contract is expected to start on February 1, 2021 and end on January 31, 2022. Option Year 1 (February 1, 2022 - January 31, 2023) $3,612,404 net of all applicable taxes and charges $4,082,017 including all applicable taxes and charges $3,675,983 net of HST recoveries Option Year 2 (February 1, 2023 - January 31, 2024) $3,720,776 net of all applicable taxes and charges $4,204,477 including all applicable taxes and charges $3,786,262 net of HST recoveries Option Year 3 - February 1, 2024 - January 31, 2025 $3,832,400 net of all applicable taxes and charges $4,330,612 including all applicable taxes and charges $3,899,850 net of HST recoveries Option Year 4 - February 1, 2025 - January 31, 2026 $3,947,372 net of all applicable taxes and charges $4,460,530 including all applicable taxes and charges $4,016,845 net of HST recoveries The total contract award including all option years is $18,947,855 net of HST recoveries, $21,040,759 including all applicable taxes and charges and $18,620,141 net of all applicable taxes and charges. The above cost calculations for the Option Years reflect an estimated annual 3 percent increase as per the Consumer Price Index (CPI).

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