Award of Ariba Document Number 3398439422 to Sensory-scapes for Environmental Enhancements for Seniors Services and Long-Term Care

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The decision

2022-07-06 · 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 (June 29, 2022) from the Acting Chief Procurement Officer: Solicitation Number: Request for Proposal (RFP) Ariba Document Number 3398439422 Description: To provide all labour and materials needed for environmental enhancement for various long term-care home locations of Seniors Services and Long-Term Care Division for a period of one (1) year, with the option to renew the contract for four (4) additional separate one (1) year periods.

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Should the option(s) be exercised, then the Director of Seniors Services and Long-Term Care will request the Acting Chief Procurement Officer to process the renewals under the same terms and conditions. Recommended Supplier: Sensory-scapes Contract Award Value: $937,964 net of all applicable taxes and charges $1,059,899 including HST and all applicable charges $954,472 net of HST recoveries Contract is expected to start on date of award and end on July 31, 2023. Option Year 1 (August 1, 2023 to July 31, 2024) $966,103 net of all applicable taxes and charges $1,091,696 including HST and all applicable charges $983,106 net of HST recoveries Option Year 2 (August 1, 2024 to July 31, 2025) $995,086 net of all applicable taxes and charges $1,124,447 including HST and all applicable charges $1,012,600 net of HST recoveries Option Year 3 (August 1, 2025 to July 31, 2026) $1,024,939 net of all applicable taxes and charges $1,158,181 including HST and all applicable charges $1,042,978 net of HST recoveries Option Year 4 (August 1, 2026 to July 31, 2027) $1,055,687 net of all applicable taxes and charges $1,192,926 including HST and all applicable charges $1,074,267 net of HST recoveries The total potential contract award including all option years is $5,627,150 including all applicable taxes and charges and $4,979,779 net of all applicable taxes and charges. The total potential cost to the City including all option years is $5,067,423 net of HST recoveries. The above cost calculations reflect a 15% contingency cost for SSLTC and a 3 percent CPI adjustment applied annually to the yearly cost after the initial one (1) year period.

On the agenda

As the city filed it

Solicitation Issued: April 1, 2022 Solicitation Closed: May 16, 2022 Number of Addenda Issued: Two (2) Number of Bids: Two (2) Table 2: Summary of Bids Received for Ariba Document Number 3398439422 Supplier Name Sensory-scapes** Steels Art Signs Corp* *Supplier did not meet the required minimum technical score, therefore their cost of services envelope were not opened **Pursuant to the Request for Proposal document the contract award value includes contingency Range of Scores: 41.50 to 87.80

Staff recommended

The Acting Chief Procurement Officer recommends that the Bid Award Panel grant authority to award the following contract: Solicitation Number: Request for Proposal (RFP) Ariba Document Number 3398439422 Description: To provide all labour and materials needed for environmental enhancement for various long term-care home locations of Seniors Services and Long-Term Care Division for a period of one (1) year, with the option to renew the contract for four (4) additional separate one (1) year periods.

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Should the option(s) be exercised, then the Director of Seniors Services and Long-Term Care will request the Acting Chief Procurement Officer to process the renewals under the same terms and conditions. Recommended Supplier: Sensory-scapes Contract Award Value: $937,964 net of all applicable taxes and charges $1,059,899 including HST and all applicable charges $954,472 net of HST recoveries Contract is expected to start on date of award and end on July 31, 2023. Option Year 1 (August 1, 2023 to July 31, 2024) $966,103 net of all applicable taxes and charges $1,091,696 including HST and all applicable charges $983,106 net of HST recoveries Option Year 2 (August 1, 2024 to July 31, 2025) $995,086 net of all applicable taxes and charges $1,124,447 including HST and all applicable charges $1,012,600 net of HST recoveries Option Year 3 (August 1, 2025 to July 31, 2026) $1,024,939 net of all applicable taxes and charges $1,158,181 including HST and all applicable charges $1,042,978 net of HST recoveries Option Year 4 (August 1, 2026 to July 31, 2027) $1,055,687 net of all applicable taxes and charges $1,192,926 including HST and all applicable charges $1,074,267 net of HST recoveries The total potential contract award including all option years is $5,627,150 including all applicable taxes and charges and $4,979,779 net of all applicable taxes and charges. The total potential cost to the City including all option years is $5,067,423 net of HST recoveries. The above cost calculations reflect a 15 percent contingency cost for SSLTC and a 3 percent CPI adjustment applied annually to the yearly cost after the initial one (1) year period.

On the record

The item as the City filed it