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HomeMy WebLinkAboutFCS-13-145 - T13-059 - Arena Refrigeration Maint. and Repair REPORT TO:Committee of the Whole DATE OF MEETING: 2013-09-16 SUBMITTED BY: Larry Gordon, Director of Supply Services, 519-741-2200 ext. 7214 PREPARED BY: Steve Rudak, Buyer, 519-741-2200 ext. 7213 WARD(S) INVOLVED: N/A DATE OF REPORT: 2013-09-05 REPORT NO.: FCS-13-145 SUBJECT: T13-059 - Arena Refrigeration: Preventive Maintenance & Repair Services RECOMMENDATION: That Tender T13-059 - Arena Refrigeration: Preventive Maintenance & Repair Services, be Black & McDonald Limited, Stoney Creek, Ontario, awarded to at their tendered price of $34,696.22, plus H.S.T. of $4,510.50, for a total of $39,206.72, with an option to renew for two (2) additional twelve (12) month terms. BACKGROUND: Arena refrigeration is an ongoing maintenance, repair and operational requirement. The tendered price is for the preventative maintenance. The average annual spend is dependent upon the amount of parts and labour required to maintain the refrigeration equipment in good working order. The average annual spend over the past two (2) years was $137,899.82. REPORT: Tenders were advertised publicly on the City of Kitchener website and the Internet through the Ontario Public Buyers Electronic Tendering Information System. Documents were downloaded by ten (10) interested parties, and by the closing date of Thursday August 15, 2013, three (3) tenders had been received. The following tenders were received: Bid Price Black & McDonald Limited Stoney Creek ON $ 39,206.72 * Cimco Refrigeration London ON $ 44,862.97 SCS Refrigeration Inc. Kitchener ON $ 64,217.00 1 iii. - 1 The price for arena refrigeration preventative maintenance has decreased 29% from the previous contract. The quotation was reviewed by J. Coulter, Supervisor, Event Operations (Aud), and R. Baulk, Supervisor of Community Arenas, 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 operational 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 1 iii. - 2