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THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
File # f='l<6 .Qu
Res.6P~ - .;;:l~~-9)?:
Dme: Monday, May 25, 1998
Report #: TR-42-98
File #:
By-Law #
Su~ect: QUOTATION Q98-4, SUPPLY OF CONCESSION ITEMS
Recommendations:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1. THAT Report TR-42-98 be received;
2. THAT Kwik Snaks, Scarborough, Ontario, be awarded the contract
to supply and deliver concession items, with a total annual bid
in the amount of $61,092.88 (excluding taxes), being the lowest
responsible bidder meeting all terms, conditions and
specifications of Quotation Q98-4; and
3. THAT the funds required be drawn from the Community Services
current concessions operating budget.
BACKGROUND AND COMMENT:
A formal quotation was issued with four (4) prospective bidders being
invited to submit a proposal.
Subsequently, bids were received as follows:
817
TR-42-98
Page 2
The supply of all concession items combined at all locations had not
been done in the past. Therefore, a quotation was inadvertently
issued, rather than a tender.
The quotation request
operating equipment
chocolate machines.
allowed the bidders the opportunity to include
such as microwaves, coffee makers and hot
As part of the contract conditions, the unit prices submitted are
estimates only based on previous usage in 1997, and subsequently
there is no penalty assessed should these usage figures not be met.
Also included as part of the bid submission of Kwik Snacks is the
supply and installation of the following equipment, on a loan basis,
with no charges to the Municipality.
. Three microwaves;
. Three two station coffee makers;
. Three hot chocolate machines;
. One nacho chip warmer;
. One nacho cheese warmer; and
. One toaster.
The servicing and maintenance of all equipment will remain the
responsibility of the successful bidder.
The term of the contract will commence on or before June 1, 1998 and
to expire on or before May 31, 2000. The unit prices quoted will
remain firm for ninety days. Any price increases will not exceed the
annual consumer price index, and any price decreases would be passed
on to the Municipality. The Municipality reserves the right to
review such increases, continue or cancel the contract. Further,
this contract could be cancelled should the successful bidder not
provide a good standard of service and quality products.
818
" .
TR-42-98
Page 3
After further review and analysis of the bid submission by both the
Communi ty Services Department and the Purchasing Manager, it was
mutually agreed that Kwik Snaks, Scarborough, Ontario, be recommended
for the contract award.
The required funds will be drawn from the Community Services
respective years operating budgets. The Treasurer has reviewed the
funding requirements and concurs with the recommendation. Any
queries with respect to departmental needs, specifications, etc.,
should be referred to the Director of Community Services.
The subject firm has been the supplier of concession items in past
years and has provided satisfactory service to the Municipality of
Clarington.
Respectfully
.(d~
1.. Marano,
submitted,
Reviewed by,
H.BSC., AMCT.,
W.H.~
Chief Administrative Officer
e P. Caruana,
r ctor of Community Services
MM*LB*ld
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