HomeMy WebLinkAboutCOD-018-09Claringtor~
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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION C(~OMMIITTE1E t~ n
Date: February 23, 2009 Tl~~ll-~- ~ t ~~`~ r'~ ~ $ ~~~
Report #: COD-018-09 File # By-law #
Subject: RFP2008-18 Outsourcing of Municipal Tax Bills
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee recommend
to Council the following:
THAT Report COD-018-09 be received;
2. THAT the proposal received from Data Direct Group Inc., Mississauga, ON meeting all
terms, conditions and specifications of Request for Proposal RFP2008-18 be awarded the
contract for the Outsourcing of Municipal Tax Bills as required by the Municipality of
Clarington for a two year term. The cost for this service has been estimated to be
approximately $40,308.33 (excluding GST) for the two year term;
3. THAT the contract be extended for a third year and fourth year dependant upon
satisfactory service and pricing; and
4. THAT the required funds be provided from the Finance Department's respective year's
account 100-21-210-00000-7188.
Submitted by: Reviewed by: ~ ~~-
arie Marano, H.B.Sc., C.M.O., Franklin Wu,
Director of Corporate Services Chief Administrative Officer
~~ Nan y~ for ~
Director of'Finance
MMINTW DB1SM1km
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-4169
REPORT NO.: COD-018-09
PAGE2
1. BACKGROUND AND COMMENT
1.1 A Request for Proposal was issued for the Outsourcing of the Municipal Tax Bills as
required by the Municipality of Clarington's Finance Department. RFP2008-18 was
advertised on the Municipality's website as well as the Ontario Public Buyers' website.
1.2 Twenty two (22) companies obtained a copy of this RFP document. Four (4)
submissions were received. Companies who responded to this request for proposal
were as follows: Data Direct Group Inc., Mississauga, ON; Cover-All Direct Response
Systems Ltd., Markham, ON; Taylor Demers Mail Processing Inc., Scarborough, ON and
Gilmore Docu-Link, Burlington, ON. See Appendix 'A'
1.3 As per the Request for Proposal, all submissions were reviewed and evaluated by staff
from the Finance Department as well as Purchasing Services.
1.4 Based on the evaluation committee's review and scoring of the submissions two firms,
Cover-All Direct Response Systems, Markham, ON and Data Direct Group Inc.,
Mississauga, ON, were short listed for the presentation stage.
1.5 The evaluation team proceeded to interview representatives from each of these two
companies in order to finalize the selection process.
2. ANALYSIS
2.1. Upon completion of the interview/presentation for both firms, Data Direct Group Inc. was
the top ranked firm.
2.2. Staff was impressed with the coverage of the proposed services as well as the
proponents' experience. Reference checks for the subject firm were good.
3. FINANCIAL
3.1 The Proposal submitted by the subject firm was for two year term with the option to
renew for two (2) additional one (1) year terms. The cost of the first two years was set
at $ 40,308.33 (excluding GST). This cost is based on volume noted within the RFP
document.
REPORT NO.: COD-078-09
PAGE 3
3.2 The required funds are to be drawn from account #100-21-210-00000-7188.
4. CONCLUSION
4.3. Based on the evaluation team's review, it is recommended that the contract be
awarded to Data Direct Group Inc., Mississauga, ON.
4.4. It is further recommended that the contract be extended for a third and fourth year
pending satisfactory service and pricing.
4.5. This report has been reviewed for recommendation by the Purchasing Manager and
the Director of Finance.
Attachments:
Attachment 1 -Appendix "A", Bid Summary
Appendix `A'
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Bid Summary for RFP2008-18
Request for Proposal for
Outsourcing of Municipal Tax Bills
gover-All
Data Direct
Docu-Link Taylor-
Demers Mail
Processin
2YearTerm
Estimated Cost $51,845.79 $40,308.33 $53,376.90 $61,883.56
Pro osed Annual Increases
3rtl Year $ 26,507.61 $ 21,990.90 $ 24,988.40 $ 32,341.00
4`" Year $ 26,905.22 $ 23,090.44 $ 25,488.16 $ 33,311.23
Estimated Cost for
4 ear $105,258.52 $85,389.67 $103,853.48 $127,535.79