HomeMy WebLinkAboutFCS-13-057 - Waterloo Reg District School Board - Office and Educational Supplies
REPORT TO:Committee of the Whole
DATE OF MEETING:
2013-06-24
SUBMITTED BY: Larry Gordon, Director of Supply Services, 519-741-2200
ext. 7214
PREPARED BY:
Ryan Scott, Buyer, 519-741-2200 ext.7216
WARD(S) INVOLVED:
N/A
DATE OF REPORT:
2013-06-07
REPORT NO.:
FCS-13-057
SUBJECT:
Waterloo Region District School Board Proposal No. 6324-
RW-13 – Office and Educational Supplies (Co-operative)
RECOMMENDATION:
That the City of Kitchener’s portion of the Waterloo Region District School Board request for
Staples
proposal Ref. No. 6324-RW-13, Office and Educational Supplies, be awarded to
Advantage, Mississauga, Ontario
, for a three (3) year term, with an option to renew for two (2)
additional twelve (12) month terms.
BACKGROUND:
This is a co-operative tender issued by the Waterloo Region District School Board (Lead
Agency) on behalf of the Co-operative Purchasing Group of Waterloo Region (CPGWR).
Participating agencies included: Waterloo Region District School Board, Waterloo Catholic
District School Board, Upper Grand District School Board, Conestoga College, Wellington
County District School Board, Regional Municipality of Waterloo, City of Cambridge, City of
Kitchener, City of Waterloo, Waterloo Wellington Community Care Access Centre (WWCCAC),
Kitchener Public Library, Cambridge Public Library, County of Brant, Grand River Conservation
Area, Student Transportation Services of Waterloo Region, Township of Wilmot, Waterloo North
Hydro, Waterloo Public Library, and Waterloo Regional Police Services.
This proposal is based on fixed unit prices on an estimated representative sampling of office
supplies purchased over the previous year and actual spend will depend on the level of activity
throughout the term of the contract.
The City of Kitchener’s estimated average annual spend over the past three (3) years was
$83,183.41.
REPORT:
This Proposal was advertised publicly on the internet website Biddingo.com and on the Ontario
Public Buyers Associations, Electronic Tendering Information System. Proposal documents
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were downloaded by fifty-four (54) interested parties and by the closing date of Thursday April
4, 2013, six (6) proposals had been received.
The following proposals were received:
B&B School Supplies Mississauga ON
Beatties Basics Saint Catharines ON
Blue Water Sourcing Inc. Ottawa ON
Lyreco Canada Markham ON
Office Central Inc. Markham ON
Staples Advantage Mississauga ON
Proposals were reviewed by a committee consisting of A. Dooling, Region of Waterloo, L.
Johnson, Waterloo Catholic District School Board, P. Penlington, Waterloo Regional Police, R.
Witteman, Waterloo Region District School Board, and S. Renforth, Upper Grand District School
Board, whoelected to award the contract to Staples Advantage, Mississauga, ON.
The price for office supplies has decreased 10% from the previous contract.
The proposals were rated on the following criteria:
a. Key Personnel and Resources
b. Website and Online Ordering
c. Reporting Requirements
d. Account Management – Strategy and Accountability
e. Technology and Innovation
f. Cost
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:
Potential vendors are informed of bid opportunities through the public posting of bid documents
as outlined in the City’s Purchasing By-Law. Vendors, local media and the general public are
informed of purchasing recommendations to Council through the public reports which are
included with the Council agenda the week prior to the Council meeting.
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate
Services
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