MERX : Toshiba Contract Extension - Toshiba Contract Extension Announcement

Award

Award Information

Publication Date

2023/06/27 03:51:00 PM EDT

Exception Clause

Toshiba Contract Extension Announcement

Background
A consortium of institutions including Trent University, Western University, the University of Guelph and Fanshawe College ran an RFP for Multi-Function Devices in 2016 and awarded a contract for 5 years with an option for two extensions of one year each. The last extension ends Aug 31, 2023.

The consortium began their review of the contract and options in August, 2022. OECM had a contract in place for these products, expiring April 2026. OECM made the decision to proceed with a new RFP, which was posted in January 2023, and closed in June 2023. The RFP is under evaluation with awards expected in August 2023.

The timeline for award of the OECM RFP does not allow time for the consortium to select a Supplier from the OECM award, and transition hundreds of machines. The impacts of the Covid 19 pandemic on the supply chain severely restricted the availability of these machines, this situation continues today with lead times expected to be a year or longer to replace a full fleet. Printing volumes since 2019 have significantly reduced, which extended the useful life of the machines beyond the normal term.

For these reasons the consortium has made the decision to negotiate a single source extension of 2 years on the current contract, with the expectation that either an RFP will be run prior to Aug 2025, or we will join the OECM contract. This justification is made under the CETA Limited Tendering exemption;

6. (c) for additional deliveries by the original supplier of goods or services that were not included in the initial procurement where a change of supplier for such additional goods or services:
i. cannot be made for economic or technical reasons such as requirements of interchangeability or interoperability with existing equipment, software, services or installations procured under the initial procurement; and
ii. would cause significant inconvenience or substantial duplication of costs for the procuring entity;

Published By

Hui Zhu

Term

2023/09/01 12:00:00 AM EDT - 2025/08/31 12:00:00 AM EDT

Awardee

Supplier Awarded

Toshiba of Canada

Address

75 Tiverton Court
Markham, Ontario, L3R 4M8
Canada

Awarded Value

$1.00

Award Date

2023/06/27 12:00:00 AM EDT

Description

Toshiba Contract Extension Announcement
Background
A consortium of institutions including Trent University, Western University, the University of Guelph and Fanshawe College ran an RFP for Multi-Function Devices in 2016 and awarded a contract for 5 years with an option for two extensions of one year each. The last extension ends Aug 31, 2023.
The consortium began their review of the contract and options in August, 2022. OECM had a contract in place for these products, expiring April 2026. OECM made the decision to proceed with a new RFP, which was posted in January 2023, and closed in June 2023. The RFP is under evaluation with awards expected in August 2023.
The timeline for award of the OECM RFP does not allow time for the consortium to select a Supplier from the OECM award, and transition hundreds of machines. The impacts of the Covid 19 pandemic on the supply chain severely restricted the availability of these machines, this situation continues today with lead times expected to be a year or longer to replace a full fleet. Printing volumes since 2019 have significantly reduced, which extended the useful life of the machines beyond the normal term.
For these reasons the consortium has made the decision to negotiate a single source extension of 2 years on the current contract, with the expectation that either an RFP will be run prior to Aug 2025, or we will join the OECM contract. This justification is made under the CETA Limited Tendering exemption;
6. (c) for additional deliveries by the original supplier of goods or services that were not included in the initial procurement where a change of supplier for such additional goods or services:
i. cannot be made for economic or technical reasons such as requirements of interchangeability or interoperability with existing equipment, software, services or installations procured under the initial procurement; and
ii. would cause significant inconvenience or substantial duplication of costs for the procuring entity;