HomeMy WebLinkAboutFCS-16-172 - P16-081 Supply of Electrical Materials and Lighting Solutions
REPORT TO: Committee of the Whole
DATE OF MEETING: 2016-11-21
SUBMITTED BY: Michelle Palmer, 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: 2016-11-04
REPORT NO.: FCS-16-172
SUBJECT: P16-081 Supply of Electrical Materials and Lighting
Solutions
___________________________________________________________________________
RECOMMENDATION:
That the City of Kitchener’s portion of Cooperative Proposal P16-081 Supply of
Electrical Materials and Lighting Solutions, be awarded to Gerrie Electric
Wholesale Limited, Burlington, Ontario, at their proposed unit prices, for a five (5)
year term, with an option to renew for five (5) additional twelve (12) month terms.
BACKGROUND:
The City of Kitchener issued a Request for Proposal on behalf of the Cooperative
Purchasing Group of Waterloo Region (CPGWR) and the Guelph Cooperative
Purchasing Group (GCPG). The intent is to establish a contract with a vendor of record
for the provision of electrical materials and lighting solutions which include survey
/energy audits and retrofit planning services.
There are nineteen (19) agencies of the CPGWR and the GCPG who are participants in
this contract: City of Kitchener (Lead Agency), City of Waterloo, City of Cambridge, City
of Brantford, City of Hamilton, Kitchener Public Library, Regional Municipality of
Waterloo, Waterloo Catholic District Schoolboard, Waterloo Public Library, Wilfrid
Laurier University, University of Waterloo, City of Guelph, County of Wellington, Guelph
Police Service, Homewood Health Centre, Wellington Catholic District Schoolboard,
Wellington-Dufferin-Guelph Public Health, University of Guelph, The Elliott Community,
and the Upper Grand District Schoolboard.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
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The combined purchases of electrical materials and lighting solutions by the
participating agencies over the past twelve (12) month period ending October 31, 2016
was $1,643,162.
The City of Kitchener’s average annual spend over the past three (3) years was
$419,107.00.
This tender is based on fixed unit prices on an estimated representative sampling of
electrical materials and lighting fixtures purchased over the previous year. The actual
spend will depend on the level of activity throughout the term of the contract.
REPORT:
Proposals 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 thirty (30) interested parties and by the closing date of Wednesday
October 19, 2016, two (2) proposals had been received.
The following proposals were received:
Gerrie Electric Wholesale Limited Burlington ON*
Robertson Electric Vaughan ON
The price for Electrical Materials and Lighting Solutions has increased 5% from the
2011 contract.
The proposals was reviewed by M. Wigzell, Interim Manager - Project/Energy
Management, G. Egerdeen, Interim Manager - Facilities Management, G. England,
Project Manager - Energy Management and R. Scott, Buyer who concur with the above
recommendation.
The Committee rated proposals on the following criteria:
Compliance with all requirements set forth in the RFP;
Completeness of submission;
Capacity and strength of organization including management structure;
Ability to meet or exceed all specifications, information requested, terms and
conditions;
Ability to supply all materials and the services specified in the Proposal;
Demonstrated ability to provide electronic billing;
Demonstratedproject management experience on a variety of lighting solutions;
Equipment and manpower available;
Proponent’s experience and expertise with systems contracting with accounts
comparable in size.
Demonstrated recycle programs for items that fall within this contract scope.
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Pricing Methodology; Summary of Costs, Material Pricing Percentages, Volume
Rebate Program;
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendation of this report supports the achievement of the city’s strategic
vision through the delivery of core service.
FINANCIAL IMPLICATIONS:
Funding will be provided from various operating and capital accounts.
COMMUNITY ENGAGEMENT:
INFORM – This report has been posted to the City’s website with the agenda in
advance of the council / committee meeting.
PREVIOUS CONSIDERATION OF THIS MATTER:
Not applicable
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and
Corporate Services
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