HomeMy WebLinkAboutFCS-13-008 - T12-066 - Supply Installation and Servicing of MulREPORT TO:Committee of the Whole
DATE OF MEETING:
2013-02-04
SUBMITTED BY: Larry Gordon, Director of Supply Services, 7214
PREPARED BY:
Ryan Scott, Buyer, 7216
WARD(S) INVOLVED: N/A
DATE OF REPORT: 2013-01-25
REPORT NO.:
FCS-13-008
SUBJECT:
T12-066 – Supply, Installation, and Servicing of
Multifunctional Digital Photocopiers (Co-operative)
RECOMMENDATION:
That Tender T12-066 – Supply, Installation, and Servicing of Multifunctional Digital Photocopiers
Toshiba of Canada Limited, Markham, Ontario,
(Co-operative), be awarded to at their
tendered price of $2,275,032.26, plus H.S.T. of $295,754.19, for a total of $2,570,786.45, for a
sixty (60) month term with no renewals available.
BACKGROUND:
This is a co-operative tender issued by the City of Kitchener (Lead Agency) on behalf of the Co-
operative Purchasing Group of Waterloo Region (CPGWR). Participating agencies included:
City of Kitchener, Regional Municipality of Waterloo, City of Cambridge, City of Brantford,
Waterloo Regional Police, Kitchener Public Library, Waterloo Public Library, Centre In The
Square, Kitchener Housing, and the Volunteer Action Center of K-W.
Toshiba of Canada Limited is our current supplier of multifunctional photocopiers.
The City of Kitchener’s spend on this co-operative contract is estimated to be $370,799.34 over
the sixty (60) month term.
REPORT:
This Tender was advertised publicly on the Internet through the City of Kitchener website and
the Ontario Public Buyers Associations, Electronic Tendering Information System. Documents
were downloaded by twenty-seven (27) interested parties and by the closing date of Thursday
December 20, 2012, five (5) tenders had been received.
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The following tenders were received:
Bid Price
Toshiba of Canada Limited Markham ON $2,570,786.45 *
Sharp Electronics of Canada Ltd. Mississauga ON $3,255,631.25
Xerox Canada Ltd. Kitchener ON $3,270,611.65
Ricoh Canada Inc. Kitchener ON $3,352,019.89
Pitney Bowes of Canada Ltd. Mississauga ON $4,498,876.29
The pricing for the supply, installation, and servicing of multifunctional digital photocopiers has
increased 10% from the previous contract.
The tender was reviewed by M. Ruehlicke, Manager of Client Services (City of Kitchener), A.
Dooling, Buyer (Region of Waterloo), D. Hellyer, Senior Buyer (City of Cambridge), D. Bakker,
Buyer (City of Brantford) and P. Penlington, Stores/Fleet Manager (Waterloo Regional Police),
who concur with the above recommendation.
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:
Funding will be provided from various operating accounts.
COMMUNITY ENGAGEMENT:
Not applicable
ACKNOWLEDGED BY:
Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate
Services
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