HomeMy WebLinkAboutCOD-005-02
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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Report #:
COD-005-02
File#:
F !'t[i2
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GPA--o~3d--D;}
By-law #:
Date:
JANUARY 21st, 2002
Subject:
RFP 2001-13, PRINTING REQUIREMENTS
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-005-02 be received;
2. THAT James Publishing Company, Bowmanville, Ontario, with a total bid amount
of $105,053.78 (includes printing and distribution) including G.S.T. and P.S.T.,
being the lowest responsible bidder meeting all terms, conditions and
specifications of RFP 2001-13, be awarded the contract for Supply and
Distribution of the Clarington Community Guide, the Clarington Today
Newsletter, Directory of Municipal Services, and three Promotional publications;
3. THAT the total funds in the amount of $105,053.78 be drawn from the current
year approved Communication and Tourism Printing Account # 7710-00000-
0205 budget as appropriate; and
4. THAT the contract be extended for a second one-year term pending satisfactory
pricing and services.
Submitted by:
rie arano, H.B.Sc., C.M.O.
Director of Corporate Services
Reviewed bO ~ -.....::f~t-
Franklin Wu,
Chief Administrative Officer
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Last Revision Date: Wednesday, 16 January 2002
1229
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REPORT NO.: COD-OOS-02
PAGE 2
1,0 BACKGROUND
Tenders were advertised, issued, and subsequently recalled, to address concerns raised by
the bidders. Modification were made to the specifications and re-issued in an RFP format;
which allows bidders flexibility in bidding on the 2nd year requirement. Bids were received
and tabulated as per schedule "A" attached.
The tender 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, versus the traditional two prints. The print tender in 2001
was approved at $76,000. Due to the requirements to have the print order in place, pre-
budget approval is requested to accommodate the 2002 printing requirements.
It is recommended that funds in the amount of $105,053.78 be drawn from the
Communication and Tourism Printing Account # 7710-00000-0205.
Note, the Request for Proposal document asked the bidders to provide a module formula for
future price adjustments in the event of being awarded the 2nd year contract. The RFP
specifications provides for a second year extension pending satisfactory pricing and service.
Both the lowest two qualified bidders were in compliance with this requirement.
The Director of Finance has reviewed the funding requirements and concurs with the
recommendation. Queries with respect to the department needs, specifications, etc., should
be referred to the Director of Corporate Services.
The subject firm is an incumbent supplier of print requirements to the Municipality of
Clarington, with satisfactory service.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T (905)623-3379 F (905)623-4169
1230
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SCHEDULE "A"
Bidder Response
Summary Table - Re: RFP 2001-13
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$ 1,955.35
Bidder
Mothersill Printing, Bowmanville, ON
Kempenfelt Graphics, Barrie, ON
$
2,840.11
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Maracle Press, Oshawa, ON $
James Publishing, Bowmanville, ON $
York Region Printing, Newmarket, ON $
KingsWeb Inc., Mississauga, ON $
Mediamix Marketing, Mississauga.ON $
General Printers, Oshawa,ON $
Candz Print, Pickering, ON $
100,626.15 ".It
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105,638.17
111,497.60
116,570.21 i~;
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Kinetic Colour, Mississauga, ON $
135,588.24
163,893.5811"
173,581.46
174,770.56 :,liIl'
182,940.16
212,872.59
221,269.39
Champlian Graphics, Pickering,ON $
Spinnaker Graphics, Mississauga, ON $
McArthur & Galloway, Enniskillen, ON $
* The noted bidders did not provide pricing on all components of the RFP.