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←Bid Award Panel · 2022-12-21 · 2023.BA6.4

The filed record

Award of Ariba Document Number 3646531698 to Formost Data Products Inc. for the Non-exclusive Supply and Delivery of Cheques and Forms for the Toronto Employment and Social Services (TESS)

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The decision

2022-12-21 · 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 (December 15, 2022) from the Chief Procurement Officer: Solicitation Number: Request for Quotation, Ariba Document Number 3646531698 Description: For the non-exclusive supply and delivery of Cheques and Forms as and when required for the City of Toronto's Employment & Social Services Division, for a period of one (1) year from January 1, 2023 to December 31, 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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Should the option(s) be exercised then the General Manager of TESS will request the Acting Chief Procurement Officer to process the renewals under the same terms and conditions. Recommended Bidder: Formost Data Products Inc. Contract Award Value: $274,973 net of all applicable taxes and charges $310,719 including HST and all applicable charges $279,812 net of HST recoveries Contract is expected to start on January 01, 2023, and end on December 31, 2023. Option Year 1: (January 01, 2024 - December 31, 2024) $283,222 net of all applicable taxes and charges $320,041 including HST and all applicable charges $288,207 net of HST recoveries Option Year 2: (January 01, 2025 - December 31, 2025) $291,782 net of all applicable taxes and charges $329,642 including HST and all applicable charges $296,853 net of HST recoveries Option Year 3: (January 01, 2026 - December 31, 2026) $300,470 net of all applicable taxes and charges $339,531 including HST and all applicable charges $305,759 net of HST recoveries Option Year 4: (January 01, 2027 - December 31, 2027) $309,484 net of all applicable taxes and charges $349,717 including HST and all applicable charges $314,931 net of HST recoveries The total potential contract award including all option years is $1,649,651 including all applicable taxes and charges, and $1,459,868, net of all applicable taxes and charges. The total potential cost to the City including all option years is $1,485,562 net of HST recoveries The above cost calculations for the Option Years reflect, where required, an estimated annual 3 percent increase for the Consumer Price Index (CPI).

On the agenda

As the city filed it

Call Issued: October 27, 2022 Call Closed: November 29, 2022 Number of Addenda Issued: One (1) Number of Bids: Three (3) Table 2: Summary of three (3) Bid Received including Bid Price Bidder Bid Price (including HST) Formost Data Products Inc.* $310,719.29 Docu-Link International Inc. (R.E. Gilmore Investment Corp.)* $378,059.59 Positive Fulfillment Services LTD.* $1,226,646.08 *These firms offer environmentally preferred products / services.

Staff recommended

The Acting Chief Procurement Officer recommends that the Bid Award Panel grant authority to award the following contract: Solicitation Number: Request for Quotation, Ariba Document Number 3646531698 Description: For the non-exclusive supply and delivery of Cheques and Forms as and when required for the City of Toronto's Employment & Social Services Division, for a period of one (1) year from January 1, 2023 to December 31, 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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Should the option(s) be exercised then the General Manager of TESS will request the Acting Chief Procurement Officer to process the renewals under the same terms and conditions. Recommended Bidder: Formost Data Products Inc. Contract Award Value: $274,973 net of all applicable taxes and charges $310,719 including HST and all applicable charges $279,812 net of HST recoveries Contract is expected to start on January 01, 2023, and end on December 31, 2023. Option Year 1: (January 01, 2024 - December 31, 2024) $283,222 net of all applicable taxes and charges $320,041 including HST and all applicable charges $288,207 net of HST recoveries Option Year 2: (January 01, 2025 - December 31, 2025) $291,782 net of all applicable taxes and charges $329,642 including HST and all applicable charges $296,853 net of HST recoveries Option Year 3: (January 01, 2026 - December 31, 2026) $300,470 net of all applicable taxes and charges $339,531 including HST and all applicable charges $305,759 net of HST recoveries Option Year 4: (January 01, 2027 - December 31, 2027) $309,484 net of all applicable taxes and charges $349,717 including HST and all applicable charges $314,931 net of HST recoveries The total potential contract award including all option years is $1,649,651 including all applicable taxes and charges, and $1,459,868, net of all applicable taxes and charges. The total potential cost to the City including all option years is $1,485,562 net of HST recoveries The above cost calculations for the Option Years reflect, where required, an estimated annual 3 percent increase for the Consumer Price Index (CPI).

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