Award of Ariba Document Number 3705909281 to Office Central Inc., for Various Arts and Crafts Supplies for Recreation Programming for Children's Services and Parks, Forestry and Recreation

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The decision

2023-01-11 · 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 5, 2023) from the Chief Procurement Officer: Solicitation Number: Request for Quotation, Ariba Document Number Doc 3705909281 Description: For the provision of Various Arts and Crafts Supplies for Recreation Programming for Children's Services and Parks, Forestry and Recreation for a period of one (1) year, with an option in favour of the City to extend the agreement on the same terms and conditions for an additional term of up to three (3) separate one (1) year periods.

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Note: Should the option(s) be exercised, then the General Manager of Children's Services will request the Acting Chief Procurement Officer to process the renewals under the same terms and conditions. Recommended Supplier: Office Central Inc. Contract Award Value: $350,060 net of all applicable taxes (including 20 percent miscellaneous) $395,567 including HST and all applicable charges $356,222 net of HST recoveries Contract is expected to start on January 1, 2023 and end on December 31, 2023 Option Year 1: January 1, 2024 to December 31, 2024 $360,561 net of all applicable taxes (including 20 percent miscellaneous) $407,434 including HST and all applicable charges $366,907 net of HST recoveries Option Year 2: January 1, 2025 to December 31, 2025 $371,378 net of all applicable taxes (including 20 percent miscellaneous) $419,657 including HST and all applicable charges $377,914 net of HST recoveries Option Year 3: January 1, 2026 to December 31, 2026 $382,520 net of all applicable taxes (including 20 percent miscellaneous) $432,247 including HST and all applicable charges $389,252 net of HST recoveries The total potential contract award including option years identified in this report is $1,654,904 including all applicable taxes and charges. The total potential cost to the City including option years is $1,490,293 net of HST recoveries.

On the agenda

As the city filed it

Solicitation Issued: October 28, 2022 Solicitation Closed: November 29, 2022 Number of Addenda Issued: Three (3) Number of Bids: Five (5) Table 2: Summary of Bids Received including Bid Price Supplier Name # of Lots bid on out of 6 Total Bid Submission Office Central Inc. 6 $291,716 Wintergreen Learning Materials Ltd. 1 $6,637 Educator Supplies Ltd. 4 $259,829 Five Star Enterprises of Canada Ltd.* 1 $713,076 Staples Professional Inc.

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1 $123,038 *Submission was Non-compliant Note: Office Central Inc. was the lowest bidding proponent on all 6 lots within the Request For Quotation.

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 Doc 3705909281 Description: For the provision of Various Arts and Crafts Supplies for Recreation Programming for Children's Services and Parks, Forestry and Recreation for a period of one (1) year, with an option in favour of the City to extend the agreement on the same terms and conditions for an additional term of up to three (3) separate one (1) year periods.

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On the record

The item as the City filed it