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Corporate Services Report
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Report To: General Government Committee
Date of Meeting: November 27, 2017
Report Number: COD -021-17 Resolution: #GG -485-17
File Number: CL2017-34 By-law Number:
Report Subject: Janitorial Supplies
Recommendations:
1. That Report COD -021-17 be received;
2. That Wood Wyant with an annual bid amount of $76,835.14 (Net HST Rebate) being the
lowest compliant bidder meeting all terms, conditions and specifications for Category A
Paper Products of Tender CL2017-34 supply and delivery of Janitorial supplies for an
initial term of two years;
3. That pending satisfactory pricing and service, the Purchasing Manger be given the
authority to extend the contract for this goods and service for up to three additional one
year terms;
4. That the funds required for this contract be drawn from the respective operating accounts;
and
5. That all interested parties listed in Report COD -021-17 and any registered interested
parties will be advised of Council's decision regarding the award by the Corporate
Services Department.
Municipality of Clarington
Report COD -021-17
Report Overview
Page 2
To request authorization from Council to award Category A of Tender CL2017-34 for the
supply and delivery of Paper Products at various Municipal facilities as required by the
Municipality of Clarington.
1. Background
A tender for the Supply and Delivery of Janitorial Supplies, for an initial two (2) year
contract term, with the option to extend for three additional one (1) year periods, was
issued on a Co-operative basis with the City of Oshawa, City of Pickering, Town of Ajax
and Town of Scugog participating. The tender was divided into the following sections:
Section
Description
Category A
Paper Products
Category B
Cleaning Chemicals
Category C
Speciality Chemicals
Category D
Floor Chare Chemicals
Category E
Floor Pad & Mops
Category F
Skin Care Products
Category G
Washroom Care
Category H
Cleaning Tools
Category I
Garbage Bags
Category J
Safety & Personal Protection
Category K
Miscellaneous
Category L
Wipers and Rags
The Municipality of Clarington's requirements were prepared in consultation with the
Operations Services Department, Emergency and Fire Services Department and the
Community Services Department.
As the host agency, Tender CL2017-34 was issued by the Purchasing Services Division
and advertised electronically on the Municipality's website. Notification of the availability
of the tender document was also posted on the Ontario Public Buyer's Association
website. Nineteen (19) companies downloaded the document.
The tender closed on September 12, 2017.
Municipality of Clarington
Resort COD -021-17
2. Analysis
Paae 3
Four (4) bids were received in response to the tender call. Bids were reviewed and
tabulated by the Purchasing Services Division (see Attachment 1). All submissions were
deemed compliant.
The results were forwarded to the internal Departments as well as the participating
Agencies for their review and consideration. After review and analysis of the submissions
by the Operations Services Department, Emergency and Fire Services Department, the
Community Services Department and the Purchasing Services Division, it was mutually
agreed that the low bidder for each section be recommended for the award of contract
CL2017-34.
A recommendation for award for Part A only is being requested in this report as the dollar
value award for the other parts fall below the threshold requiring Council's approval.
After review and analysis of the submission by the Operations Services Department,
Emergency and Fire Services Department, the Community Services Department and the
Purchasing Services Division, it was mutually agreed that the Wood Wyant be
recommended for the award of Category A of contract CL2017-34.
Wood Wyant has successfully worked for the Municipality on previous contracts.
3. Financial
The funding required in the annual amount of $76,835.14 (net HST Rebate) be drawn
from the respective operating accounts.
4. Concurrence
This report has been reviewed by the Director of Operations, Director of Emergency and
Fire Services and the Director of Community Services who concur with the
recommendations.
5. Conclusion
It is respectfully recommended that Wood Wyant being the lowest compliant bidder be
awarded the contract for Category A, Supply and Delivery of Paper Products in the annual
amount of $76,835.14 (net HST Rebate) in accordance to the terms and conditions of
Tender CL2017-34.
6. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Municipality of Clarington
Report COD -021-17 Page 4
Submitted by:
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Marie Marano, H.B. Sc., C.M.O.
Director of Corporate Services
Reviewed by:
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Andrew Allison, B. Comm., LLB.
Chief Administrative Officer
Staff Contact: David Ferguson, Purchasing Manager, Ext. 2209 or dferguson@clarington.net
List of interested parties to be notified of Council's decision is on file in the Corporate Services
Department.
Municipality of Clarington
Attachment 1 to
Report COD -021-17
Summary of Submissions Received
CL2017-34
Janitorial Supplies
Bidder
Category A
(net HST Rebate)
Category A — 5 Year
(net HST Rebate)
Wood Wyant
$76,835.14
$384,175.70
Corporate Express o/a Staples
$85,978.15
$429,890.75
Swish Maintenance
$115,593.50
$577,967.50
Canadian Bearings
$164,481.05
$822,955.25