HomeMy WebLinkAboutFCS-11-201 - P11-058 Electrical SuppliesStaff Re~p~r~
I~~rc~~nT~~ Finance and Corporate Services 1~eparfinent
REPORT TO: Committee of the Whole
DATE OF MEETING: 2011-11-14
SUBMITTED BY: Larry Gordon, Director of Supply Services, 2214
PREPARED BY: Steve Rudak, Buyer, 2213
WARD(S) INVOLVED: N/A
DATE OF REPORT: 2011-10-17
REPORT NO.: FCS-11-201
www.kitchenerca
SUBJECT: P11-058 Electrical Supplies and Related Materials & Services
RECOMMENDATION:
That Proposal P11-058 Electrical Supplies and Related Materials & Services be awarded to
Gerrie Electric Wholesale Limited, Kitchener, Ontario, for a one (1) year period, with an
option to renew for four (4) additional twelve (12) month terms.
BACKGROUND:
The City of Kitchener issued a Request for Proposal (RFP) on behalf of the Cooperative
Purchasing Group of Waterloo Region (CPGWR). The intent of the RFP is to establish a
contract with a Vendor of Record for the provision of electrical supplies and in addition, for the
provision of lighting survey /energy audit and retrofit planning services for agencies.
There are fifteen (15) member agencies of the CPGWR who are participants in this proposal:
City of Brantford, City of Cambridge, City of Guelph, City of Kitchener, City of Waterloo, County
of Wellington, Guelph Police Services, Homewood Health Centre, Kitchener Public Libraries,
The Region of Waterloo, University of Waterloo, Upper Grand District School Board, Waterloo
Catholic District School Board, Wellington Catholic District School Board, and Wilfrid Laurier
University.
The combined purchases of electrical materials by the participating member agencies over the
past twelve (12) month period ending September 30t", 2011 was $1,804,979.
The average annual spend by the city over the past three (3) years was $172,560.
REPORT:
Proposals were advertised publicly in The Record, on the City of Kitchener website and the
Internet through the Ontario Public Buyers Electronic Tendering Information System. Twenty
two (22) potential bidders downloaded tender documents, and by the closing date of Friday
September 16t", 2011, three (3) proposals had been received.
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The following proposals were received:
Gerrie Electric Wholesale Limited* Kitchener ON
Graybar Canada Limited Kitchener ON
Westburne Ruddy Electric Mississauga ON
The price for Electrical Supplies and Related Materials & Services has increased 4% from the
previous contract.
Proposals were reviewed by D. Hergott, Manager Facilities Management, S. Rudak, Buyer, and
the participating members of the cooperative, who concur with the above recommendation.
The proposals were rated on the following criteria:
a. Compliance with all requirements set forth in the RFP;
b. Completeness of submission;
c. Ability to meet or exceed all specifications, information requested, terms and conditions;
d. Price and Pricing Methodology;
e. Additional value (e. g., payment terms etc.)
f. Quality;
g. Ability to supply ALL materials and the services specified in the Proposal;
h. Demonstrated ability to furnish "generic" purchase reports;
i. Demonstrated ability to provide electronic billing;
j. Capacity and strength of organization including management structure;
k. Equipment and manpower available;
I. Proponent's experience and expertise with systems contracting with accounts comparable in
size.
In addition environmental considerations such as:
m. recycled content of packaging
n. recyclability of packaging
o. reduction of packaging
p. carton and/or pallet retrieval, reuse/recycle programs
Facilities available to satisfactorily meet the requirements set forth or implied in this Proposal,
(The Co-operative reserves the right to visit the proponent's premises in order to better qualify
decisions).
Financial resources available, (The Co-operative reserves the right to perform credit
verifications in order to better qualify decisions).
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Theme: Financial Management
Strategic Direction: Ensure responsible use of public funds within a supportive policy framework.
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Staff Re~p~r~
I~~rc~~nT~~ Finance and Corporate Services 1~eparfinent w~+w.kitthenerca
The City of Kitchener's purchasing policies and practices ensure openness, fairness and
transparency in the procurement of goods and services.
FINANCIAL IMPLICATIONS:
Funding will be provided from various city indices.
COMMUNITY ENGAGEMENT:
Not applicable
Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate
ACKNOWLEDGED BY: Services
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