HomeMy WebLinkAboutCOD-035-03
,.,
Clw:illglOn
REPORT
CORPORATE SERVICES DEPARTMENT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
F\%.QQ
Date:
September 8th, 2003
GPPt - 3S 3~~03
Report #: COD-035-03
File#_
By-law # r900 3-1 d9
Subject:
RFP2003-12, Purchasing Card
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1, THAT Report COD-035-03 be received;
2, THAT the U,S. Bank Canada, Montreal, being the lowest most responsible bidder
meeting all terms, conditions and specifications of RFP2003-12, be awarded the contract
for the Purchasing Card Program as per the requirements of the Finance and Corporate
Services Departments;
3, THAT the agreement be effective October 1, 2003;
4, THAT the award be subject to a satisfactory contract agreement being negotiated
between the Municipality of Clarington and U,S. Bank Canada; and
5, THAT the attached by-law marked Schedule "A" authorizing the Mayor and Clerk to
enter into the necessary agreement with U.S, Bank National Association be approved,
BACKGROUND
MMENT
Reviewed blJ~ Q , -t'tSL...
Franklin Wu,
Chief Administrative Officer
Submitted by:
Marano, H,B,Sc" C.M,O,
Director of Corporate Services
~.~~
1I,INa ~YIOr, B.B,A" CA,
{U \. Director of Finance
MM\NTlLABlkm
1209
"
REPORT NO.: COD-035-03
PAGE 2
BACKGROUND AND COMMENT
The Purchasing card program for the Municipality of Clarington was implemented in 1998 and has
been extremely successful in streamlining the purchasing process, reducing paperwork, and
administration costs,
Up to now, this program has been part of the Municipality of Clarington over all banking contract.
However, recently the TD Bank advised the Municipality that their purchasing card program was sold
to American Express, TD Bank have advised that they will honour the existing arrangement until
September 30, 2003,
A request for proposal was therefore issued with proposals being submitted from both Americsn
Express and U,S, Bank Canada (Visa). Upon review of the proposals, it became evident that the
submission by U,S. Bank best meets the needs of the Municipality of Clarington through the ease
and availability of the financial reports available to staff, at a minimal annual cost per card, The card
offered that being Visa is also more widely used by the Municipality of Clarington locsl vendors and
therefore would cause them the least inconvenience and cost.
It is therefore respectfully recommended that the contract for the Purchasing Card Program be
awarded to U,S. Bank Canada, subject to a contract agreement containing terms, conditions
satisfactory to the Municipality of Clarington. The effective date of the new program will be October
1",2003.
The subject finn have provided a similar satisfactory service for several other Ontario Municipalities
including City of Kingston,
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 F (905)623-4169
1210
.
Schedule "A"
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW 2003-
Being a By-law to authorize a contract between the
Corporation of the Municipality of Clarington and U.S. Bank
National Association, to enter into agreement for the
Purchasing Card Program.
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS
FOLLOWS:
1. THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the
Corporation of the Municipality of Clarington and seal with the Corporation Seal, a
contract between, U.S, Bank National Association, and said Corporation; and
2. THAT the contract attached hereto as Schedule "A" form part of this By-law.
By-law read a first and second time this day of
,2003.
By-law read a third time and finally passed this day of
,2003.
John Mutton, Mayor
Patti L. Barrie, Municipal Clerk
1211