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←Bid Award Panel · 2022-10-04 · 2022.BA208.1

The filed record

Award of Ariba Document Number 3187254549 to Outdoor Outfits LTD and Supply Line for the Non-Exclusive Supply and Delivery of Work Shirts, Pants and Shorts to Purchasing and Materials Management (Stores)

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The decision

2022-10-04 · 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 (September 29, 2022) from the Acting Chief Procurement Officer: Solicitation Number: Request for Quotation, Ariba Document Number 3187254549 Description: For the non-exclusive supply and delivery of Works Shirts, Pants and Shorts to various Purchasing and Materials Management (Stores) locations from the date of award to September 30, 2023, with the option to renew the Contract for four (4) additional separate one (1) year periods at the sole discretion of the City and subject to budget approval(s).

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Prior to the renewal of the contract, Purchasing and Materials Management Division will perform a market analysis to verify the current market conditions. Purchasing and Materials Management Division will monitor vendor performance during the duration of the contract. Should the option(s) be exercised, then the Manager of Materials Management and Stores will request the Acting Chief Purchasing Officer to process the renewals under the same terms and conditions. Recommended Supplier for Part A: Outdoor Outfits LTD Contract Award Value: $62,234 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $70,324 including HST and all applicable charges $63,329 net of HST recoveries Contract is expected to start on date of award and end on September 30, 2023. Option Year 1 (October 1, 2023 to September 30, 2024) $64,101 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $72,434 including all applicable taxes and charges $65,229 net of HST recoveries Option Year 2 (October 1, 2024 to September 30, 2025) $66,024 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $74,607 including all applicable taxes and charges $67,186 net of HST recoveries Option Year 3 (October 1, 2025 to September 30, 2026) $68,004 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $76,845 including all applicable taxes and charges $69,201 net of HST recoveries Option Year 4 (October 1, 2026 to September 30, 2027) $70,045 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $79,150 including all applicable taxes and charges $71,277 net of HST recoveries The total potential contract award including all option years is $373,360 including all applicable taxes and charges and $330,407 net of all applicable taxes and charges. The total potential cost to the City including all option years is $336,223 net of HST recoveries. Recommended Supplier for Part B: Supply Line Contract Award Value: $302,763 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $342,122 including HST and all applicable charges $308,091 net of HST recoveries Contract is expected to start on date of award and end on September 30, 2023. Option Year 1 (October 1, 2023 to September 30, 2024) $311,845 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $352,385 including all applicable taxes and charges $317,334 net of HST recoveries Option Year 2 (October 1, 2024 to September 30, 2025) $321,201 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $362,957 including all applicable taxes and charges $326,854 net of HST recoveries Option Year 3 (October 1, 2025 to September 30, 2026) $330,837 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $373,846 including all applicable taxes and charges $336,659 net of HST recoveries Option Year 4 (October 1, 2026 to September 30, 2027) $340,762 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $385,061 including all applicable taxes and charges $346,759 net of HST recoveries The total potential contract award including all option years is $1,816,370 including all applicable taxes and charges and $1,607,407 net of all applicable taxes and charges. The total potential cost to the City including all option years is $1,635,698 net of HST recoveries The total potential contract awards identified in this report including the option years is $2,189,731 including all applicable taxes and charges. The total potential cost to the City of both contracts including the option years is $1,971,920 net of HST recoveries.

On the agenda

As the city filed it

Solicitation Issued: December 8, 2021 Solicitation Closed: January 14, 2022 Number of Addenda Issued: Zero (0) Number of Bids: Four (4) Table 2: Summary of Bids Received including bid price Supplier Part A Part B Total Bid Price (excluding H.S.T.) SUPPLY LINE No Bid $242,209.50 $242,209.50 OUTDOOR OUTFITS LTD $49,787.00 $285,863.00 $335,650.00 FIVE STAR ENTERPRISE $47,950.00 $340,300.00 $388,250.00 GOLD STAR SHIRTS &

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APPAREL INC $39,576.75* $485,438.00 $525,014.75 * Gold Star was the lowest bid for Part A but did not meet all specifications for samples.

Staff recommended

The Acting Chief Procurement Officer recommends that the Bid Award Panel grant authority to award the following contracts: Solicitation Number: Request for Quotation, Ariba Document Number 3187254549 Description: For the non-exclusive supply and delivery of Works Shirts, Pants and Shorts to various Purchasing and Materials Management (Stores) locations from the date of award to September 30, 2023, with the option to renew the Contract for four (4) additional separate one (1) year periods at the sole discretion of the City and subject to budget approval(s).

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Prior to the renewal of the contract, Purchasing and Materials Management Division will perform a market analysis to verify the current market conditions. Purchasing and Materials Management Division will monitor vendor performance during the duration of the contract. Should the option(s) be exercised, then the Manager of Materials Management and Stores will request the Acting Chief Purchasing Officer to process the renewals under the same terms and conditions. Recommended Supplier for Part A: Outdoor Outfits LTD Contract Award Value: $62,234 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $70,324 including HST and all applicable charges $63,329 net of HST recoveries Contract is expected to start on date of award and end on September 30, 2023. Option Year 1 (October 1, 2023 to September 30, 2024) $64,101 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $72,434 including all applicable taxes and charges $65,229 net of HST recoveries Option Year 2 (October 1, 2024 to September 30, 2025) $66,024 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $74,607 including all applicable taxes and charges $67,186 net of HST recoveries Option Year 3 (October 1, 2025 to September 30, 2026) $68,004 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $76,845 including all applicable taxes and charges $69,201 net of HST recoveries Option Year 4 (October 1, 2026 to September 30, 2027) $70,045 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $79,150 including all applicable taxes and charges $71,277 net of HST recoveries The total potential contract award including all option years is $373,360 including all applicable taxes and charges and $330,407 net of all applicable taxes and charges. The total potential cost to the City including all option years is $336,223 net of HST recoveries. Recommended Supplier for Part B: Supply Line Contract Award Value: $302,763 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $342,122 including HST and all applicable charges $308,091 net of HST recoveries Contract is expected to start on date of award and end on September 30, 2023. Option Year 1 (October 1, 2023 to September 30, 2024) $311,845 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $352,385 including all applicable taxes and charges $317,334 net of HST recoveries Option Year 2 (October 1, 2024 to September 30, 2025) $321,201 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $362,957 including all applicable taxes and charges $326,854 net of HST recoveries Option Year 3 (October 1, 2025 to September 30, 2026) $330,837 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $373,846 including all applicable taxes and charges $336,659 net of HST recoveries Option Year 4 (October 1, 2026 to September 30, 2027) $340,762 net of all applicable taxes and charges (including 25 percent for miscellaneous items) $385,061 including all applicable taxes and charges $346,759 net of HST recoveries The total potential contract award including all option years is $1,816,370 including all applicable taxes and charges and $1,607,407 net of all applicable taxes and charges. The total potential cost to the City including all option years is $1,635,698 net of HST recoveries The total potential contract awards identified in this report including the option years is $2,189,731 including all applicable taxes and charges. The total potential cost to the City of both contracts including the option years is $1,971,920 net of HST recoveries.

    On the record

    The item as the City filed it

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