HomeMy WebLinkAboutCOD-007-02
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Leading the Way
REPORT
CORPORATE SERVICES DEPARTMENT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Report #: COD-007-02
File #E1ir If
bPA~{)~3-o;;J-
Date: January 21,2002
By-law #
Subject:
RFP2001.11
OUTSOURCING OF MUNICIPAL TAX BILLS
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-007 -02 be received;
2. THAT Cover-All Computer Services, Markham, Ontario, with a total bid in the amount of
$1 ,054,60/thousand (plus GST and PST), for the first year, being the lowest
responsible bidder meeting all terms, conditions and specifications of RFP2001-11 be
awarded the contract for the Outsourcing of Municipal Tax Bills;
3, THAT the contract be awarded for a one (1) year term, with the option to extend for a
second and third year, pending satisfactory performance and pricing;
4, THAT the funds expended be drawn from the respective years Finance Department
Printing and Reproduction Account #7006-00000-0205; and
5. THAT the attached By-law, marked Schedule "A" authorizing the Mayor and Clerk to
execute the agreement be approved; FORTHWITH.
Attachment #1, Schedule "A"
AIIB"'~oI'~' "S"
Submitted by: ,~
rie Marano, H.B.Sc., C,M.O,
Direct of Corporate Servi s
Reviewed bQ ~~'l.c....0Lt.
Franklin Wu,
Chief Administrative Officer
1232
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REPORT NO.: COD.()22.()1
PAGE 2
BACKGROUND AND COMMENT
A request for proposal was issued with firms being invited to submit on providing all necessary
services required to outsource the municipal tax bills, Subsequently, bids were received as per
Schedule "B" attached.
The successful proponent will be responsible for the production and inventory of all tax bills,
window envelopes, return envelopes, and inserts as required. They will also be responsible for
all services related to the sorting and posting of each mailing, as follows:
)> approximately 25,000 interim tax bills (one mailing per year);
)> approximately 25,000 final tax bills (one mailing per year);
)> approximately 1,000 supplementary tax bills (four mailings per year);
)> approximately 4,000 reminder notices (four mailings per year).
)> approximately 70,000 postal sorts, First Class High Density Mail at a reduced rate of 40
cents per piece.
Based on the above estimated quantities, the total amount to provide all services required to
outsource the tax bills, for the first year of the contract, is $17,475.50 (plus G.S.T. and P.S.T.).
The contract may be extended for a second and third year, pending satisfactory performance
and pricing. If extended, the total contract value for the three (3) years would be approximately
$53,127.40 (plus G.S.T. and P.S.T.),
The funds expended will be drawn from the respective years Finance Department Printing and
Reproduction Account #7006-00000-0205,
Timing is of the essence in the award of this contract, in order to avoid any delays in the
issuance if the tax bills. Therefore, a FORTHWITH approval is requested.
The Director of Finance has reviewed the funding requirements and concurs with the
recommendation. Queries with respect to department needs, specifications, etc., should be
referred to the Director of Finance.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOW MANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169
1233
REPORT NO.: COD-022.()1
PAGE 3
After further review and analysis of the submissions, the firm Cover-All Computer Services,
Markham, Ontario, are recommended for the contract to provide the service of outsourcing the
municipal tax bills.
The subject firm has previously provided satisfactory service for the Municipality of Clarington.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 F (905)623-4169
1234
Schedule "A"
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW 2002-
Being a By-law to enter into an agreement between the
Corporation of the Municipality of Clarington and Cover-All
Computer Services, Markham, Ontario, to outsource the
municipal tax bills.
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 with the Corporation Seal, a contract
between Cover-All Computer Services Ltd., Markham, Ontario, and said
Corporation; and
2. THAT the contract attached hereto as Schedule "B" form part of this By-law.
By-law read a first and second time this day of
, 2002.
By-law read a third time and finally passed this day of
, 2002.
John Mutton, Mayor
Patti L. Barrie, Municipal Clerk
1235
SCHEDULE "B"
RFP2001-11
OUTSOURCING MUNICIPAL TAX BILLS
BIDDER TOTAL BID PRICE
(per thousand)
Cover-All Computer Services $1,054.60
Markham, Ontario
Cole Layer Trumble Canada Inc. $1,239.57
Oakville, Ontario
A.M. Stone Direct Mail Services $1,379.00
PeterborouQh, Ontario
The Strategem Group $1,450.20
St. Catherines, Ontario
Christensen Communications $1,568.68
Markham, Ontario
IntelliMaillnc, $2,277.75
North York, Ontario
G.S.T and P.S,T, Extra
1236