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HomeMy WebLinkAboutCOD-039-10REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: July 5t", 2010 Resolution#: G~l~ 'yad' 10 gy_law#: N/A Reporl#: COD-039-10 File#: Subject: CO-OPERATIVE TENDER T-530-2010 ARMOURED CAR SERVICES RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: THAT Report COD-039-10 be received; 2. THAT the G4S Cash Solutions (Canada) Ltd., Toronto, Ontario, with a bid price of $ 47,623.68 (net HST rebate) for the first year being the lowest responsible bidder meeting all terms, conditions and specifications of Co-operative Tender T-530-2010 be awarded the contract for the provision of Armoured Car Services for a one year term; 3. THAT upon expiry of the first year of the contract that the contract be extended for up to four additional one year terms, pending satisfactory pricing and service; 4. THAT the funds be drawn for the respective year's Finance Department's operating budget; and THAT all interested parties listed in Report COD-039-10 be advised of Council's decision. /J Submitted by IVrarie Marano, H.B.Sc., Director of Corporate Seni s ncy T lor, B .A., .A., Director of Finance MMW D61smVcm Reviewed by: ~ " '""" "--" Franklin Wu, C.M.O. Chief Administrative Officer CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 REPORT NO.: COD-039-10 PAGE 2 1.0 BACKGROUND AND COMMENT 1.1 Tenders were called on a co-operative basis by the Town of Whitby, which included the Armoured Car Service requirements for the Municipality of Clarington. 1.2 The tender was publically advertised and called by the Town of Whitby for the provision of Armoured Car Services as required by the co-operative agencies. 1.3 The contract resulting from this tender will cover the provision of armoured car services for a one year term with the option to extend for up to four additional one year terms. 1.4 The pricing received is firm for the first year of contract. The contractor has the option to request pricing increase on the renewal of the contract to allow for CPI cost adjustments. 2.0 ANALYSIS 2.1 A total of three (3) submissions were received in response to the tender call. One submission was non-compliant for qualifying their bid submission. Two submissions were deemed compliant and acceptable. 2.2 NOTE: This revised price reflects the change in service level to bring it equivalent to the level of service currently being received by the Municipality. The two (2) complaint tenders were reviewed and tabulated as shown below. REPORT NO.: COD-039-10 PAGE 3 2.3 The tender was written to award to one contractor with the lowest overall total bid, therefore the recommendation from the Town of Whitby was for all participating agencies to award to G4S Cash Solutions (Canada) Ltd. 2.4 After further review and analysis of the compliant bids by the Finance Department, Community Services and Purchasing, it was mutually agreed that the low overall bidder, G4S Cash Solutions (Canada) Ltd., Toronto, ON, be recommended for the contract for Armoured Car Services. 2.5 The low bidder has provided services to the Municipality in the past and is the current provider of these services. G4S Solutions (Canada) Ltd., Toronto, ON has provided satisfactory service to the Municipality. 2.6 Queries with respect to department needs, specifications, etc., should be referred to the Director of Finance. 3.0 FINANCIAL 3.1 Based on the requirements noted within the tender documents the annual cost for the Municipality has been estimated at $ 57,148.42. However, by adjusting the level of service to bring the service equivalent to that which the Municipality of Clarington currently receives, the cost for the Municipality for the first year of this contract would be reduced to approximately $ 47,623.68 (net HST rebate). 3.2 Based on the pricing of the current contract and equivalent service, the Municipality of Clarington is expected to see a savings of approximately four percent (4%). 3.3 The required funds for these services will be drawn from the respective year's Finance operating budget. REPORT NO.: COD-039-10 PAGE 4 4. INPUT FROM OTHER SOURCES 4.1 The Director of Finance has reviewed the funding requirements and concurs with the recommendation. 4.2 This report has been reviewed for recommendation by the Purchasing Manager, with the appropriate departments.