HomeMy WebLinkAboutCOD-040-07
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REPORT
CORPORATE SERVICES DEPARTMENT
Date:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
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Meeting:
June 18, 2007
Report #: COD-040-07
File#_
By-law #
Subject:
Tender No. T329-2006 Co-operative Tender for Stationery Supplies and
Printer Toner Cartridges
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-040-07 be received;
2. THAT Corporate Express Canada Inc., Mississauga, Ontario with a total bid in an
approximate amount of $84,000.00 per year (plus GST and PST) for the Municipality of
Clarington, being the lowest responsible bidder meeting all terms, conditions, and
specifications for Parts A and B of Co-op Tender T329-2006, be awarded the contract
to supply stationery and printer toner products for a THREE year term to expire June
30, 2010, as required by the Municipality of Clarington;
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 be provided from the departmental operating accounts during the term
of the agreement.
Submitted by:
Reviewed by:
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Franklin Wu,
Chief Administrative Officer
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REPORT: COD-040-07
PAGE 2
BACKGROUND AND COMMENT
Co-operative tenders were publicly advertised and invited for the supply and delivery of
stationery and printer toner products as required by participating agencies (Region of Durham,
City of Oshawa, City of Pickering, Town of Ajax, Town of Whitby, Township of Uxbridge,
Township of Scugog, Durham Non-profit Housing) and the Municipality of Clarington for a period
of three years with an option to extend for two additional years. Tenders were issued on the a
basis of Stationery Products and Toner Products being Part A and Part B respectively and the
tender document contained the provision for the award to be made for Parts A and B combined
or for separate awards for these two parts.
Tenders were received and tabulated as per Schedule "A" attached. The bid amounts are a
reflection of the usage of all participants for a one year period and do not reflect the total
expense for the Municipality of Clarington. A review of Clarington's usage of stationery and
toner products for a 12 month period indicates that stationery is valued at an estimated
$38,500.00 while toner products are estimated to cost in excess of $45,500.00 before taxes.
Upon review of the bids, it is the recommendation of the staff to proceed with an award to the
low bidder, Corporate Express, Mississauga, for Part A - Stationery Products and Part B -
Printer Toner Products with a total combined cost of $523,104.94 ($352,820.21 for Stationery +
$170,284.73 for Toner products). The term of the agreement is three years with a right to
extend for two additional one year terms subject to satisfactory pricing and performance. The
reduction in the cost of stationery and toner products is expected to exceed 11 % and 13%
respectively.
The required funds to cover stationery and toner supplies during the term of the agreement are
provided in the various departmental operating accounts
The subject firm has previously provided satisfactory service for the Municipality of Clarington.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET. BOWMANVILLE, ONTARIO L 1 C 3A6 T(905)623-3379 F (905)623-4169
Clw:illglOn
Municipality of Clarington
SCHEDULE "A" BID SUMMARY
co-oP TENDER #T329-2006 - Supply and Delivery of Stationery
and Printer Toner Products
Bidder Stationery Toner Products OEM
Products
Corporate Express $352,820.21 $170,284.73
Mississauga
Grand & Toy $389,098.29 $193,187.13
Vaughan
QRX *Rejected $185,787..08
North York, ON
Ontario Data Supplies Inc. $229,823.03
Pickering
Axidata $173,185.96
Markham, ON
Lyreco Office Products * Rejected
Scarborough
Laser Recharge No Bid * Rejected
Aiax, ON
Office Depot *Rejected
Markham, ON
* Bids were rejected as they were not Compliant to tender terms and/conditions of
submission.