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←Bid Award Panel · 2021-03-24 · 2021.BA127.2

The filed record

Award of Ariba Doc. Number 2643758673 to Whitehots Inc. for the Non-exclusive Supply, Delivery, Installation and Warranty of Literacy/Language Materials and Books for Children's Services

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The decision

2021-03-24 · 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 (March 18, 2021) from the Chief Procurement Officer: Solicitation Number: Request for Quotation (RFQ), Ariba Doc Number 2643758673 Description: For the non-exclusive supply, delivery, installation and warranty of Literacy/Language Materials and Books for one (1) year from the date of award with the option to renew for four (4) additional one (1) year terms.

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Should the option(s) be exercised, then the General Manager, Children's Services will request the Chief Procurement Officer to process the renewals under the same terms and conditions. Recommended Supplier: Whitehots Inc. Contract Award Value: $183,021 net of all applicable taxes and charges (incl. 10% miscellaneous amount) $206,814 including HST and all applicable charges $186,242 net of HST recoveries Contract is expected to start on April 1, 2021 and end on March 31, 2022. Option Year 1 from April 1, 2022 to March 31, 2023 $188,512 net of all applicable taxes and charges $213,018 including HST and all applicable charges $191,829 net of HST recoveries Option Year 2 from April 1, 2023 to March 31, 2024 $194,167 net of all applicable taxes and charges $219,409 including HST and all applicable charges $197,584 net of HST recoveries Option Year 3 from April 1, 2024 to March 31, 2025 $199,992 net of all applicable taxes and charges $225,991 including HST and all applicable charges $203,512 net of HST recoveries Option Year 4 from April 1, 2025 to March 31, 2026 $205,992 net of all applicable taxes and charges $232,771 including HST and all applicable charges $209,617 net of HST recoveries The total potential contract award identified in the report including all option years is $971,683 net of all taxes, and $1,098,002 including all applicable taxes and charges. The total potential cost to the City, including all option years, is $988,785 net of HST recoveries. The above cost calculations reflect a 10 percent miscellaneous cost and 3 percent CPI adjustment applied annually to the yearly cost after the initial year.

On the agenda

As the city filed it

Solicitation Issued: December 18, 2020 Solicitation Closed: January 25, 2021 Number of Addenda Issued: One (1) Number of Bids: Six (6) Table 2: Summary of Bids Received for RFQ, Ariba Doc Number 2643758673 including bid price: Supplier Name Bid Price (including H.S.T.) Whitehots Inc. $ 188,012.45 Bradan Press Ltd. Non-Compliant Sonsuh Educational Supplies Inc. $ 245,799.77 Nunu Educational Products $ 261,760.79 Global Staffing Solutions Inc.

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$ 271,641.22 Scholar's Choice $ 303,259.48 *Evaluated Bid Price does not contain the 10 percent miscellaneous value added upon award as shown in the Contract Award Value

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), Ariba Doc Number 2643758673 Description: For the non-exclusive supply, delivery, installation and warranty of Literacy/Language Materials and Books for one (1) year from the date of award with the option to renew for four (4) additional one (1) year terms.

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Should the option(s) be exercised, then the General Manager, Children's Services will request the Chief Procurement Officer to process the renewals under the same terms and conditions. Recommended Supplier: Whitehots Inc. Contract Award Value: $183,021 net of all applicable taxes and charges (incl. 10% miscellaneous amount) $206,814 including HST and all applicable charges $186,242 net of HST recoveries Contract is expected to start on April 1, 2021 and end on March 31, 2022. Option Year 1 from April 1, 2022 to March 31, 2023 $188,512 net of all applicable taxes and charges $213,018 including HST and all applicable charges $191,829 net of HST recoveries Option Year 2 from April 1, 2023 to March 31, 2024 $194,167 net of all applicable taxes and charges $219,409 including HST and all applicable charges $197,584 net of HST recoveries Option Year 3 from April 1, 2024 to March 31, 2025 $199,992 net of all applicable taxes and charges $225,991 including HST and all applicable charges $203,512 net of HST recoveries Option Year 4 from April 1, 2025 to March 31, 2026 $205,992 net of all applicable taxes and charges $232,771 including HST and all applicable charges $209,617 net of HST recoveries The total potential contract award identified in the report including all option years is $971,683 net of all taxes, and $1,098,002 including all applicable taxes and charges. The total potential cost to the City, including all option years, is $988,785 net of HST recoveries. The above cost calculations reflect a 10 percent miscellaneous cost and 3 percent CPI adjustment applied annually to the yearly cost after the initial year.

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