HomeMy WebLinkAboutCOD-011-09Clari~~gton
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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATI;O~N COMMtITTEE
Date: February 2, 2009 rt~~O~C.~IlOY1~PA^ ~~~~~
Report#: COD-011-09
File #
By-law #.
Subject: RFP2008-8- Supply and Installation of Storage Shelving
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee recommend
to Council the following:
THAT Report COD-011-09 be received;
2. THAT the proposal received from Tab Products of Canada, Willowdale, Ontario being the
most responsive bidder meeting all terms, conditions and specifications of Request for
Proposal RFP2008-8 be awarded the contract for the supply and installation of Storage
Shelving with a bid amount of $113,167.07 (excluding GST); and
3. That the funds required in the amount of $113,167.07 (excluding GST) be drawn from Clerks
Department 2009 Capital Account # 110-19-130-81920-7401 for the Records Retention
Centre:
Submitted by:
Marie Marano, H.B.Sc., C.M.O
Director of Corporate Services
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~~ Nandy Taylor
Director of Finance
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Reviewed by:
Franklin Wu,
Chief Administrative Officer
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE,.ONTARIO L1C 3A6 T (905)623-3379 F (905)623169
REPORT NO.: COD-011-09
BACKGROUND AND COMMENT
PAGE2
1.1 A Request for Proposal was drafted for the supply and installation of storage shelving for
the basement of Townhall. The RFP was called with award conditional upon Budget and
Council approval.
1.2 RFP2008-8 was advertised on the Municipality's website as well as the Ontario Public
Buyers' website. In addition, a number of potential bidders were advised of the
opportunity.
1.3 Bidders were asked to provide their ideas on how the Municipality of Clarington could
best maximize storage space to meet the corporate records management requirements
in the allotted basement area.
1.4 A total of seven (7) shelving companies obtained the bid document. Submissions were
received from the following five (5) companies: Carr McLean, Toronto, ON; Commander
Warehouse, Oshawa, ON; Tab Products of Canada, Willowdale, ON; Lynda Howard
Sales, Mississauga, ON; and Johnston Equipment, Markham, ON. The submission
received from Johnston Equipment had to be rejected due to bid document bearing no
authorized signature.
1.5 Each firm submitted a comprehensive proposal addressing all issues contained in the
bid document.
1.6 As per the Request for Proposal documents, the selection would be made on the basis
of the written proposal, a potential interview as well as reference checks.
1.7 All submissions received were then reviewed by Municipality's evaluation team
consisting of staff from Clerk's Department, Operation Department as well as Purchasing
Services.
1.8 Based on the evaluation committee's review and scoring of the submissions the
submission received from Tab Products of Canada, Willowdale, Ontario is the
recommended supplier.
REPORT NO.: COD-011-09 PAGE 3
2. ANALYSIS
2.1. Tab Products of Canada, Willowdale, Ontario best met all of the Municipality's
requirements, maximized the space, offered the most suitable shelving layout and was
the most economical on per-box fee.
2.2. .Staff was impressed with the coverage of the proposed shelving units and understanding
of the requirements reflected within the submission as well-their solution provided us the
opportunity to more than double our existing storage capacity.
3. FINANCIAL
3.1. The Proposal submitted by the subject firm was in the amount of $113,167.07 (excluding
GST) and is within the approved 2009 Capital Budget of $120,000.00.
3.2. The required funds are to be drawn from account # 1 1 0-1 9-1 30-8 1 92 0-7401.
4. CONCLUSION
4.1. To award the contract for the supply and installation of the required shelving to Tab
Products of Canada, Willowdale, ON.
4.2. Queries with respect to the project should be referred to the Municipal Clerk.
4:3. This report has been reviewed for recommendation by the Purchasing Manager and the
appropriate department and circulated as follows:
Concurrence: Municipal Clerk