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HomeMy WebLinkAboutCOD-011-16 Clarington Corporate ervi Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Government Committee Date of Meeting: May 9, 2016 Report Number: COD-011-16 Resolution: ( ' File Number: RFP2016-1 By-law Number: Report Subject: Multi-functional Digital Copiers Recommendations: 1. That Report COD-011-16 be received; 2. That the proposal received from Toshiba of Canada Limited being the most responsive bidder meeting all terms, conditions and specifications of RFP2016-1 be awarded the contract by the Purchasing Manager for the supply and maintenance of Multi-functional Digital Copiers as required by the Municipality of Clarington for a five year term. The estimated annual value of the contract is approximately $65,162.12 (net HST Rebate); and 3. That the funds be drawn for the current operation budget account # 100-16-130-00000- 7152. Municipality of Clarington Report COD-011-16 Page 2 Report Overview To request authorization from Council to award Request for Proposal RFP2016-1 for the supply and maintenance of Multi-functional Digital Copiers as required by the various Municipal departments for a five year term. 1 . Background A Request for Proposal (RFP) was drafted for the supply and maintenance of Multi- functional Digital Copiers as required by the various departments of the Municipality of Clarington. RFP2016-1 was issued by the Purchasing Services Division and advertised electronically on the Municipality's website. The RFP was a two envelope system. Notification of the availability of the document-was also posted on the Ontario Public Buyer's Association website. Nine (9) companies downloaded the document. The RFP closed on Tuesday, March 15, 2016. 2. Multi-functional Digital Copiers The RFP stipulated that bidders were to provide their ideas/suggestions on how the Municipality of Clarington could best meet their copying, scanning and printing requirements for the various departments. Three (3) submissions were received by the closing date and time. Each submission contained a comprehensive proposal addressing issues contained within the bid document including copying speeds, scanning capabilities, fax options, service response times, etc. The submissions were reviewed by an evaluation team consisting of staff from the Clerk's Department, Corporate Service's Information and Technology Division as well as Purchasing Services Division. The submissions were reviewed,and scored based on the criteria contained within the RFP. Some of the areas on which the submissions were evaluated were as follows: • Previous Experience • Features of the Proposed Equipment • Training means and methods • Service Response time i Upon completion of the evaluation only Toshiba of Canada Ltd. and Xstream Services/Xerox met the established threshold of 85% for Phase 1 and moved on to the second Phase. i Municipality of Clarington Report COD-011-16 Page 3 Both Toshiba of Canada Ltd. and Xstream Services/Xerox provided a product demonstration and presentation. The purpose of the product demonstration and presentation was to ensure that the equipment lived up to the functionality and expectations as stated within the submission, as well as to ensure the following: • Validation of the Company's understanding of the Scope of Work / specifications; Details on the Proposal's value added components. • Proposed Solution, product/equipment demonstration. • Functionality (demo) such as templates, forms, workflows, scanning, etc. • Equipment performed as stated without issue with results as stated. • Equipment had the features and functionality as described. • Print copies met expectations and was demonstrated on a variety of different paper stocks. i.e. cardstock, envelopes, labels. • Access to reports was demonstrated and met expectations. • Consistency with written proposal. Upon completion of Phase 1 and Phase 2 both Toshiba of Canada Ltd. and Xstream Services/Xerox moved onto Phase 3 —The Pricing Evaluation. The pricing envelopes for Toshiba of Canada Ltd. and Xstream Services/Xerox were opened and checked. Upon completion of all three Phases it was determined that Toshiba of Canada Ltd. provided the lowest overall costing for the RFP for the supply and maintenance of Multi-functional Digital Copiers. 3. Financial and Budget Considerations The estimated annual cost of approximately $65,162.12 has been based on a cost-per- copy basis. Note that the aforementioned annual cost may vary slightly depending on the final number of pieces of equipment which require the addition of a three-hole punch finisher. This cost includes the equipment, toner and service/maintenance. Not included in the aforementioned cost is the cost for staples and paper. The required funds will be drawn from the various year's current Budget Accounts. The overall estimated contract pricing received represents an approximate savings of approximately 35% over the current agreement with Ricoh Canada established in 2010. Queries with respect to the department needs should be referred to the Director of Corporate Services. 4. Concurrence This report has been reviewed by Anne Greentree, Municipal Clerk who concurs with the recommendation. Municipality of Clarington Report COD-011-16 Page 4 . Conclusion It is respectfully recommended that Toshiba of Canada Ltd. being the most responsive bidder be awarded the contract for a five year term for the supply and maintenance of Multi-functional Digital Copers as per the terms, conditions and specifications of RFP2016-1. 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: ( . f - "" Reviewed by: i Marie Marano, H.B. Sc., C.M.O. Franklin Wu Director of Corporate Services za Chief Administrative Officer Staff Contact: David Ferguson, Purchasing Manager, 905.623.3379 Ext 2209 or dferguson@clarington.net Attachments: Attachment 1 — Tabulation of Bid Summary MM/DF/sm Attachment 1 to Municipality of Clarington Report COD-011-16 Municipality of Clarington Summary of Submissions Received RFP2016-1 Multi-functional Digital Copiers Bidder Toshiba of Canada Limited Xstream/Xerox Ricoh Canada *Bidders who were shortlisted.