HomeMy WebLinkAboutCOD-044-03
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UNFINISHED BUSINESS
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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE _
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Date:
December 8th, 2003
Resolution #: GPA-lj.loIo-o~
Report #: COD-044-03
File#:
By-law #:
Subject: REQUEST FOR PROPOSAL - RFP-2003-14, PRINTING REQUIREMENTS
Recommendations:
It is respectfully recommended that GPA:
1. THAT Report COD-044-03 be received;
2. THAT York Region Printing, Newmarket, Ontario with a total bid in the amount of
$128.943.19 (includes printing and distribution) including G.S.T. & P.S.T., being
the lowest responsible bidder meeting all terms, conditions and specifications of
Request for Proposal RFP2003-14, be awarded the contract for Supply and
Distribution of the Clarington Community Guide, Visitors Guide, Municipal
Directory, Annual Report, Annual Report to Citizens, Transit Schedules, Transit
Tickets, Post Cards, Customer Service Cards and Planning Brochures;
3. THAT the total funds required in the amount of $128,943.19 be approved from
the 2004 Communication and Tourism Printing Account # 7710-00000-0205
budget as appropriate; and
4. THAT the Purchasing Manager authorized to extend the contract for a second
one-year term pending satisfactory pricing and services.
Submitted by: /
ane Marano, H.B_Sc_, C.M_O.
Director of Corpor te Services
Reviewed by~J tV.4.~Q -:..- (Au'1,-
Franklin Wu,
Chief Administrative Officer
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REPORT NO.: COD-044-03
PAGE 2
BACKGROUND AND COMMENT
An RFP rather than a tender was issued to allow bidders flexibility in bidding on the
process and the 2nd year requirement. Bids were received and tabulated as per
schedule "A" attached.
The RFP covers the cost of the standard corporate productions for all departments as
identified in recommendation #2. It also includes printing of four community guides in
response to community demand. The print tender in 2002 was approved at
$105,053.78. Due to the requirements to have the print order in place, pre-budget
approval is requested to accommodate the 2004 printing requirements.
It is recommended that funds in the amount of $128,941.19 be drawn from the
Communication and Tourism Printing Account #7710-00000-0205.
Note, the Request for Proposal document asked bidders to provide a module formula
for future price adjustments in the event of being awarded the 2nd year contract. The
RFP specifications provides for a second year extension pending satisfactory pricing
and service. Both the lowest two qualified bidders were in compliance with this
requirement.
The Director of Finance has reviewed the funding requirements and concurs with the
recommendation. Queries with respect to the department needs, specifications, etc.,
should be referred to the Director of Corporate Services.
The subject firm have met the requirements of the request for proposal and have
provided satisfactory service to the City of Oshawa and the Town of Pickering,
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOW MANVILLE, ONTARIO L 1C 3A6 T (905)623-3379 F (905)623-4169
1202
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SCHEDULE "A"
Bidder Response
Summary Table - Re: RFP 2003-14
Bidder 2004 Contract Pricing 2005 Maximum Price
Increase
Mothersill Printing, Bowmanville, ON $ 14,598.10 * Not Supplied
Data Group (The), Brampton, ON $ 39,274.79 * Not Supplied
Baker Graphics, Markham, ON $ 46,246.35 * 3%
Maracle Press, Oshawa, ON $ 128,571.15 * Not Supplied
York Region Printing, Newmarket, ON $ 128,943.19 3%
f"..-. James Publishing, Bowmanville, ON $ 139,272.10 5%
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0-_ Thorn Press, Toronto, ON $ 168,128.25 Not Supplied
General Printers, Oshawa, ON $ 169,998.91 * 0%
Moore Wallace, Pickering, ON $ 171,411.18 Not Supplied
Publishing by Mac, Ajax, ON $ 175,374.59 Not Supplied
Relizon Canada Inc_, Bowmanville, ON $ 210,273.97 0%
University of Toronto Press, Toronto, ON $ 214,265.75 3%
Champlain Graphics, Pickering, ON $ 231,970.78 Not Supplied
KingsWeb Inc., Mississauga, ON $ 260,274.90 15%
* The noted bidders did not provide pricing on all components of the RFP