HomeMy WebLinkAboutCOD-029-10COIl REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: June 7, 2010 Resolution#: ~ IOA'3'~17-IO By-law#: N/A
Report: COD-029-10 File#:
Subject: RFP2010-01, MULTIFUNCTIONAL DIGITAL COPIERS
DATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-029-10 be received;
2. THAT the proposal received from Ricoh Canada Inc., Toronto, Ontario being the
most responsive bidder meeting all terms, conditions and specifications of
Request for Proposal RFP2010-01 be awarded the contract for the
Supply and Maintenance of Digital Multifunction Copiers for the Municipality of
Clarington, Various Departments for a five year term. The estimated annual
value of this contract is $51,501.76 (net of HST rebate); and
3. THAT the funds be drawn from the current operating budget Account # 100-16-
130-00000-7152.
Submitted by:
arie Marano, H.B.Sc., C.M.O.,
Director of Corporate Services
Reviewed by:~ ~~-- - -`"-' '-' ""
Franklin Wu,
Chief Administrative Officer
MMW DB1smlkm
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169
REPORT NO.: COD-29-10
PAGE 2
1.0 BACKGROUND AND COMMENT
1.1 A Request for Proposal (RFP) was drafted for the Supply and Maintenance of
Multifunctional Copiers as required by the Municipality of Clarington.
1.2 This RFP was publicly advertised on the Municipality's website as well as the
Ontario Public Buyers' website. Eleven firms picked up or downloaded the
specifications.
1.3 The RFP asked bidders to provide their ideas/suggestions on how the
Municipality of Clarington could best meet the copying requirements for the
various departments.
1.4 A total of seven (7) companies responded to the RFP. Of the seven submissions
received, six (6) were deemed to be compliant. The following six (6) companies
submitted compliant bids: Sharp Electronics of Canada, Mississauga, ON;
Toshiba of Canada Ltd, Markham, ON; Ricoh Canada Inc., Mississauga, ON;
40ffice Automation (Panasonic), Mississauga, OCE Canada, Waterloo, ON; and
Kyocera Milta Canada, Mississauga, ON. The submission received from Better
Business Equipment (Xerox), Newcastle, ON was deemed to be non-compliant
as the original bid forms had been modified.
1.5 Each submission contained a comprehensive proposal addressing all issues
contained in the bid document including copying speeds, scanning capabilities,
fax options, service response times, etc.
1.6 The compliant submissions were reviewed by the Municipality's evaluation team
consisting of staff from Clerk's Department, Corporate Services Information
Technology as well as Purchasing Services.
REPORT NO.: COD-29-10
PAGE 3
2.0 ANALYSIS
2.1 Representatives from the Clerks Department, Information Technology and
Purchasing reviewed and scored each proposal based on the criteria contained
within the RFP. Some of the areas on which the submissions were evaluated are
as follows:
- Previous Experience
- Features of Proposed Equipment
- Compliance with Specifications
- Training
- Overall Performance of Proposed Equipment
- Ease of Use of Equipment and Software
- Price
2.2 Upon completion of the document review by the Evaluation Team, the following
firms where short-listed: Ricoh Canada, Toshiba of Canada Limited and Sharp
Electronics of Canada Ltd.
2.3 The pricing envelopes for the three short-listed companies were opened. Below
is the tabulation of the pricing of these three companies.
REPORT NO.: COD-29-10
PAGE 4
2.4 The three short-listed firms were visited for a product demonstration and
presentation by the firms on their proposals. The companies were rated on the
following criteria for these demonstrations:
- Ability to Communicate
- Attention to Concerns/Questions
- Overall Impression of Demonstration
- Ability to Understand a Problem and Identify a Practical Solution.
2.5 Upon the completion of the evaluation Ricoh Canada Incorporated was the
highest ranked company.
3.0 FINANCIAL
3.1 The cost per copy pricing includes toner and the maintenance for the proposed
equipment. The only additional cost would be for staples and paper.
3.2 The required funds will be drawn from the various years Current Budget
Accounts.
3.3 For the information of Council, the overall estimated contract pricing received
represents an approximate increase of twenty six percent (26%) over the current
agreement established in 2005.
3.4 For clarification, the proposed equipment includes fax capabilities thereby
eliminating the need to replace the current fax fleet. This will result in a cost
savings for the Municipality as the current fax fleet has exceeded its life
expectancy and parts have not been manufactured for these machines for three
years. As well as the departmental costs for toners and service calls for this
equipment would be eliminated. Also included on the proposed equipment is
capability to scan directly to the user's desktop. This feature would help reduce
REPORT NO.: COD-29-10
PAGE 5
the need for individual desktop scanners. These features were not included on
all of the equipment provided in the current agreements.
3.5 Part of the recommendation is to network the new copiers in each area. This
would enable staff to print directly from their desktop to the copier. As existing
printers exceed their life expectancy, they will be removed and properly disposed
of and in most situations, not be replaced. The result of these actions would not
only be an energy cost savings for the Municipality but also a budgetary savings
for departments and the Municipality as areas no longer need to stock expensive
toners for individual printers.
4.0 CONCLUSION
4.1 It is therefore recommended that the proposal received from Ricoh Canada
Incorporated, being the highest ranked proposal, be accepted.
4.2 That Ricoh Canada Incorporated be awarded the contract on a five year term to
provide Multifunctional Copiers to the Municipality
5. INPUT FROM OTHER SOURCES
5.1 This report has been reviewed for recommendation by the Purchasing Manager
with the appropriate departments and circulated as follows.
Concurrence:
Rob Van Dyk, Information Systems Manager
Anne Greentree, Deputy Clerk