HomeMy WebLinkAboutFCS-12-006 - P11-054 - Supply & Installation of Modular FurnituREPORT TO:Committee of the Whole
DATE OF MEETING:
2012-01-16
SUBMITTED BY: Larry Gordon, Director of Supply Services, 2214
PREPARED BY:
Ryan Scott, Buyer, 2216
WARD(S) INVOLVED: N/A
DATE OF REPORT: 2012-01-06
REPORT NO.: FCS-12-006
SUBJECT: P11-054 – Supply & Installation of Modular Workstations
RECOMMENDATION:
Prestige
That Proposal P11-054, Supply & Installation of Modular Workstations, be awarded to
Business Interiors, Waterloo, Ontario,
at their proposed price per modular workstation, for a
five (5) year term, with an option to renew for an additional five (5) year period, subject to mutual
agreement.
BACKGROUND:
The purpose of this proposal is to secure a vendor of record for the supply and installation of
modular workstation at various City facilities on an as-required basis. The modular
s
workstations become the City of Kitchener’s new standard for all facilities.
Annual spend will fluctuate due to budget availability of the user departments.
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. Thirty-
One (31) potential bidders downloaded proposal documents, and by the closing date of
st
Thursday September 1, 2011, four (4) proposals had been received.
The following proposals were received:
Prestige Business Interiors Waterloo ON *
Bakers At Work Office Interiors Cambridge ON
Inplus Inc Cambridge ON
ABCO Group Kitchener ON
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Proposals were reviewed by a committee consisting of R. Martinez, Project Co-ordinator, A.
Kotlarchuk, Supervisor of Corporate Health & Safety, M. Ruehlicke, Supervisor of Client
Services, R. Kruppa, Buyer, and R. Scott, Buyer who concur with the above recommendation.
The proposals were rated on the following criteria:
a. Business and End-User Flexibility
b. Furniture Ergonomics
c. Support Ongoing Change
d. Support Emerging Technology
e. Demonstrate Cost Effectiveness and Affordability
f. Product Sustainability (Is this a green product, can it be recycled)
g. General capabilities (Does it meet the City’s needs)
h. Clarity on the product being provided
i. Depth and resources(Company size, Quality of service and product)
j. Reliability in meeting set construction schedules
k. Design and Construction (Ease of installation, number of tools required)
l. Product availability (Lead time required to place orders)
m. Experience of installation in occupied settings
n. Response time/Company response to warranty calls in a timely fashion
o. Length of warranty being offered on the product being provided
p. Extent of items covered under warranty
q. Company has clear comm. path when making warranty claims
r. Value Added Solutions
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Theme: Financial Management
Strategic Direction: Ensure responsible use of public funds within a supportive policy
framework.
The City of Kitchener’s purchasing policies and practices ensure openness, fairness and
transparency in the procurement of goods and services.
FINANCIAL IMPLICATIONS:
This is a multi-year contract award where the needs will be dictated by the outcome of the
space planning study and subject to budget availability. We are not committing to purchasing a
certain number of units, but are instead guaranteeing a fixed price when we choose to purchase
units.
The cost of the typical workstation is $4350.95 which is 25% less than the previous year.
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COMMUNITY ENGAGEMENT:
Not applicable
Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate
Services
ACKNOWLEDGED BY:
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