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HomeMy WebLinkAboutCOD-035-07 ~n REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE June 18,2007 ~~\u.\iO'f<:4t-e PA-'lt5lt'- 07 Date: Report #: COD-035-07 File#_ By-law # Subject: Request for Proposal RFP2007-1, Janitorial and Sanitary Paper Supplies Recommendations: It is respectfully recommended that the General Purpose and Administrative Committee recommend to Council the following: 1. THAT Report COD-035-07 be received; 2. THAT the proposal received from Swish Maintenance Limited, Peterborough, Ontario being the lowest and most responsive bidder meeting all terms, conditions and specifications of Request for Proposal RFP2007-1 be awarded the contract for the provision of the Janitorial and Sanitary Paper supplies for a three year term. This contract has an estimated value of approximately $270,000.00, (excluding GST); 3. THAT staff be authorized to extend the contract for up to an additional two years pending satisfactory pricing, service and agreement by the Durham Purchasing Co- operative; and 4. THAT the funds required be drawn from the respective operating departments; Submitted by: uD arano, H.B.Sc., C.M.O. r of Corporate Services Reviewed bY:O~~ Franklin Wu, Chief Administrative Officer seph Caruana, Director Community Services , I --~<'- Fre \ orvath, Director of Operations MM\JC\FJH\sm COD-035-07 Page 2 BACKGROUND AND COMMENT Co-operative Request for Proposal RFP2007-1 was publicly advertised and invited for the supply and delivery of janitorial and sanitary paper supplies as required by participating agencies (City of Pickering, Town of Whitby) and the Municipality of Clarington for a period of three years with an option to extend for two additional one (1) year terms. Subsequently six bids were received and reviewed. See schedule A for the list of bidders. One bid was rejected due non compliance as items were removed from the core pricing list. As stipulated in the proposal documents, proponents were evaluated based on the following criteria: . Product Range and Availability . Service . Cost . Training . Environmental Programs and Products . Ordering Ease . Delivery The evaluation committee consisting of a representative from the Town of Whitby, City of Pickering and the Municipality of Clarington met and evaluated all compliant bids using the above criteria. As per the request for proposal document, the vendor selection would be made on the basis of the written proposal, a potential interview and reference checks. Upon completion of the document review, by the selection committee, two firms, Swish Maintenance Limited, Peterborough, Ontario and G.H. Wood & Wyant, Pickering, Ontario were selected for an interview. Upon completion of the evaluation, the committee's recommendation is to award the contract to Swish Maintenance Limited as the overall highest scorer. Swish has provided satisfactory service in the past and is the current incumbent supplier for this contract. COD-035-07 Page 3 For the information of Council, the Municipality of Clarington paid approximately $90,000.00 to Swish Maintenance Limited for Janitorial and Sanitary Supplies during 2006. This would equate to approximately $270,000.00 over the 3 year term. The required funds are to be drawn for the respective operating budgets The Director of Finance has reviewed the funding requirements and concurs with the recommendation. It is therefore recommended that the proposal received from Swish Maintenance Limited, Peterborough, Ontario to provide the various departments of the Municipality of Clarington with Janitorial and Sanitary Paper Products be accepted and the contract awarded. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 F (905)623-4169 ~@!-!f!glon Municipality of Clarington SCHEDULE "A" BID SUMMARY RFP2007 -1, JANITORIAL AND SANITARY PAPER SUPPLIES Swish Maintenance Ltd. Peterborou h, ON Mr. Chemical Concord, ON G.H. Wood & Wyant Pickerin , ON Mr. Janitorial Newmarket, ON Morgan Scott Mississau a, ON Corporate Express Mississau a, ON $144,167.12 $150,010.36 $155,213.45 $162,136.48 $197,406.55 * Rejected Note: The above pricing is shown before tax and is only pricing submitted for the core items for all participating agencies and does not include any items ordered over the course of the contract. Items which do not appear on the core item listing have been priced on a "cost plus" basis. Pricing was adjusted by removing items from the core lists which not all bidders submitted pricing for. This was done to allow for proper price comparison between the companies.