Award of Ariba Document Number 3220681346 to ePlanSoft for the Development Review File Circulation Tool for the Concept 2 Keys Division, City Manager’s Office

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The decision

2023-02-01 · 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 26, 2023) from the Acting Chief Procurement Officer: Solicitation Number: Negotiated Request for Proposals, Doc 3220681346 Description: Contract Award Development Review File Circulation Tool for the Concept 2 Keys Division to ePlanSoft for a three (3) year initial term with two (2) additional one (1) year option periods.

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Should the option(s) be exercised, then the Concept 2 Keys division head will request the Chief Procurement Officer to process the renewals under the same terms and conditions. Recommended Supplier: e-Plan Inc. (ePlanSoft) Contract Award Value: $1,580,950 net of all applicable taxes and charges $1,786,473 including HST and all applicable charges $1,608,774 net of HST recoveries Contract is expected to start on February 1st, 2023 and end on January 31st, 2026. Option Period 1 (one year): February 1, 2026 through January 31, 2027 $475,800 net of all applicable taxes and charges $537,654 including HST and all applicable charges $484,174 net of HST recoveries Option Period 2 (one year): February 1, 2027 through January 31, 2028 $475,800 net of all applicable taxes and charges $537,654 including HST and all applicable charges $484,174 net of HST recoveries Total Potential Contract Award, including Option Years $2,532,550 net of all applicable taxes and charges $2,861,781 including HST and all applicable charges $2,577,122 net of HST recoveries

On the agenda

As the city filed it

Solicitation Issued: Nov. 8, 2021 Solicitation Closed: Dec. 22, 2021 Number of Addenda Issued: Seven (7) Number of Bids: Three (3) Table 2: Summary of Bids Received Supplier Name Avolve Software ePlanSoft Switch Creative Solutions Inc. Range of Scores: High Score = 105.0 Low Score = 21.5 (out of 130 points)

Staff recommended

The Acting Chief Procurement Officer recommends that the Bid Award Panel grant authority to award the following contract: Solicitation Number: Negotiated Request for Proposals, Doc 3220681346 Description: Contract Award Development Review File Circulation Tool for the Concept 2 Keys Division to ePlanSoft for a three (3) year initial term with two (2) additional one (1) year option periods. Should the option(s) be exercised, then the Concept 2 Keys division head will request the Chief Procurement Officer to process the renewals under the same terms and conditions.

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Recommended Supplier: e-Plan Inc. (ePlanSoft) Contract Award Value: $1,580,950 net of all applicable taxes and charges $1,786,473 including HST and all applicable charges $1,608,774 net of HST recoveries Contract is expected to start on February 1st, 2023 and end on January 31st, 2026. Option Period 1 (one year): February 1, 2026 through January 31, 2027 $475,800 net of all applicable taxes and charges $537,654 including HST and all applicable charges $484,174 net of HST recoveries Option Period 2 (one year): February 1, 2027 through January 31, 2028 $475,800 net of all applicable taxes and charges $537,654 including HST and all applicable charges $484,174 net of HST recoveries Total Potential Contract Award, including Option Years $2,532,550 net of all applicable taxes and charges $2,861,781 including HST and all applicable charges $2,577,122 net of HST recoveries

On the record

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