Award of Doc4017397184 to Gimmal LLC for Physical Records and Warehouse Management Solution for Technology Services Division

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The decision

2024-03-27 · 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 (March 21, 2024) from the Chief Procurement Officer: Solicitation Number: Request for Proposal, Doc4017397184 Description: For Physical Records and Warehouse Management Solutions for the Technology Services Division. The award is for an initial contract period of three (3) years from the date of award to 2027, with an option in favour of the City to extend the contract on the same terms and conditions for an additional term of up to two (2) separate one (1) year periods.

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Should the option(s) be exercised, the Chief Technology Officer will request the Chief Procurement Officer to process the renewals under the same terms and conditions. Recommended Supplier: Gimmal LLC Contract Award Value: $376,793 net of all applicable taxes and charges $425,776 including HST and all applicable charges $383,425 net of HST recoveries The contract is expected to start on the date of award to June 30, 2027. Option Year 1 (July 1, 2027 to June 30, 2028): $98,138 net of all applicable taxes and charges $110,896, including all applicable taxes and charges $99,865 of HST recoveries Option Year 2 (July 1, 2028 to June 30, 2029) $102,045 net of all applicable taxes and charges $115,311, including all applicable taxes and charges $103,841 net of HST recoveries The total potential contract award including optional periods is $576,976 exclusive of applicable taxes and charges and $651,983 including all applicable taxes and charges. The total potential cost to the City including optional periods is $587,131 net of HST recoveries.

On the agenda

As the city filed it

Solicitation Issued: July 20, 2023 Solicitation Closed: September 25, 2023 Number of Addenda Issued: Three (3) Number of Bids: Four (4) Table 1: Summary of Bids Received Supplier Name Gimmal Soft Expert Triangle Digital File Trail* *Supplier was found to be non-compliant with the mandatory requirements. Range of Scores: 54 - 76

Staff recommended

The Chief Procurement Officer recommends that the Bid Award Panel grant authority to award the following contract: Solicitation Number: Request for Proposal, Doc4017397184 Description: For Physical Records and Warehouse Management Solutions for the Technology Services Division. The award is for an initial contract period of three (3) years from the date of award to 2027, with an option in favour of the City to extend the contract on the same terms and conditions for an additional term of up to two (2) separate one (1) year periods.

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On the record

The item as the City filed it