HomeMy WebLinkAboutFCS-16-181 - T16-087 Inter-Facility Mail Services
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: Steve Rudak, Buyer, 519-741-2200 ext. 7213
WARD(S) INVOLVED: N/A
DATE OF REPORT: 2016-11-10
REPORT NO.: FCS-16-181
SUBJECT: T16-087 Inter-Facility Mail Services
___________________________________________________________________________
RECOMMENDATION:
That Tender T16-087 Inter-Facility Mail Services, be awarded to J.M. Finnegan
Cartage Limited o/a Crown Courier, Kitchener, Ontario, at their tendered price of
$50,504.30, plus H.S.T. of $6,565.56, for a total of $57,069.86, for a one (1) year
term, with an option to renew for four (4) additional twelve (12) month terms.
BACKGROUND:
The City requires daily, timely mail service by a qualified courier, to and from City Hall,
City facilities and Canada Post. On a weekly basis, packages are also required to be
delivered to Council members and to other public agencies throughout the region.
The average annual spend over the past three (3) years was $49,510.87, before taxes.
The actual spend will depend on the level of activity throughout the term of the contract.
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 six (6) interested parties and by the closing date of Thursday
October 27, 2016, two (2) tenders had been received.
The following tenders were received: Bid Price
J.M. Finnegan Cartage Limited o/a Crown CourierKitchener ON $57,069.86 *
*** 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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Medical Courier Services (1708998 Ontario Limited) Kitchener ON $60,431.50
The price for courier services has decreased 3.2% from the 2014 contract.
The tender was reviewed by M. Santos, Manager Corporate Records, Archive & Mail
Services and S. Rudak, Buyer, who concur with the above recommendation.
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:
The net cost for this tender (A), is fair and reasonable for a purchase of this scope and
the upset limit is within the budget allowance (B) provided within the budget. Funding
for this service is included within the approved operating budget. The estimated surplus
(D) will be closed out to the tax stabilization reserve fund.
Tender T16-087
Supply Inter-Facility Mail Services
Estimated Cost for this Tender
Tender T16-087 costs, including HST $ 57,069.86
less: HST rebate on tender (5,676.68)
Net Cost Being Awarded 51,393.18 A
Projected Additional Costs
Total Estimated Cost for this Tender 51,393.18 C
Budget for this Tender
Mailroom Contract Services Operating Budget 52,250.00 B
Estimated Surplus/(Deficit) for this tender (B - C) 856.82 D
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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