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THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
File # TI<?'-O u
Res.() P R - 3?5 - '1 s-
Date:
MONDAY, JUNE 22, 1998
Report #:
TR-48-98
File#:
By-Law #
Subject:
PURCHASE OF JANITORIAL AND CLEANING SUPPLIES
Recommendations:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1. THAT Report TR-48-98 be received;
2. THAT Staff be authorized to issue a Systems Contract Order to
Swish Maintenance Co., Whitby, Ontario, to participate in the
TOPS Buying Group for cleaning supplies, as required by the
Municipality of Clarington, to commence July 1, 1998 and
expire June 30, 1999;
3. THAT the contract term, pending satisfactory products, service
and pricing, can be automatically extended for a second and
third year;
4. THAT Purchasing By-law #94-129, Paragraph 5.06, be waived for
this transaction; and
5. THAT the required funds be drawn from each departments
Operating Fund.
BACKGROUND AND COMMENT:
The existing contract between Swish Maintenance and the
Municipality is due for renewal.
Swish Maintenance's TOPS Buying Group Proposal was originally
formulated to standardize pricing for school boards. The number of
school boards made up a buying power that was unequalled for volume
within the industry.
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REPORT NO.: TR-48-98
PAGE 2
Since further substantial discounts were offered to Swish by their
suppliers, they subsequently offered the proposal to "buying power"
entities which to date include York Region District School Board,
York Region Roman Catholic School Board, Durham Board of Education,
City of Scarborough, Scarborough Board of Education and the Town of
Markham.
The TOPS offer is typically extended to those customers who have an
existing contract through the tendering process with Swish
Maintenance and are in the process of re-tendering their supply
requirements. Prices remain firm for one year and are reviewed
annually. The contract term, pending satisfactory products,
services and pricing can be automatically extended for a second and
third year.
For the information of Council, the total estimated annual
expenditure for Janitorial and Cleaning Supplies is $32,000.00.
The TOPS Buying Group contract includes the entire Swish janitorial
and cleaning supply product line. In the past, the Municipality
contracted only for certain items that were historically used and
were required to negotiate a price for any added items.
The Purchasing staff has reviewed the contract pricing and has
found over 50% of the items normally used by the Municipality are
lower in cost using the TOPS contract.
Based on the previous satisfactory service, as well as the
additional savings, staff recommends that Purchasing By-law #94-
129, Paragraph 5.06, be waived, and that the Municipality
participate in the TOPS Buying Group for the purchase of janitorial
and cleaning supplies.
802
.
REPORT NO.: TR-48-98
PAGE 3
The Treasurer has reviewed the funding requirements and concurs
with the recommendation.
Respectfully submitted,
Reviewed by,
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M le Marano, H~BSc. ,AMCT. ,
Treasurer
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W.H. Stockwell,
Chief Administrative Officer
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