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TO: |
Mayor and
Members of Council |
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FROM: |
Barbara Roth,
R.D.M.R., Director of Recreation & Culture Services Catherine
Biss, Chief Executive Officer, Markham Public Libraries |
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PREPARED
BY: |
Alan Wolfe,
Project Consultant Debbie Walker,
Manager of Library Strategy Glen Taylor,
Manager of Community Centre Operations Ivy Ho,
Purchasing Supervisor |
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DATE
OF MEETING: |
2004-June-28 |
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SUBJECT: |
089-R-04
Interior Furniture for Angus Glen Community Centre and Library (AGCC&L) |
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RECOMMENDATION:
THAT the staff report entitled “089-R-04 Interior Furniture for
Angus Glen Community Centre and Library (AGCC&L)” be received.
THAT RFP 089-R-04 Interior Furniture for Angus
Glen Community Centre and Library be split and awarded to the lowest
priced proponents in the upset limits as listed below:
Part A - Angus Glen
Community Centre
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Inclusive of GST and PST |
Exclusive of GST and Inclusive of PST |
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Hauser |
$ 32,264.40 |
$ 30,300.48 |
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POI |
$166,027.95 |
$155,921.90 |
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Holmes
and Brakel |
$ 1,687.05 |
$ 1,584.36 |
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Subtotal Part A |
$199,979.40 |
$187,806.74 |
Part B - Angus Glen
Library
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Inclusive of GST and PST |
Exclusive of GST and Inclusive of PST |
POI |
$229,727.71 |
$215,744.29 |
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Holmes
and Brakel |
$ 49,093.42 |
$ 46,105.12 |
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Subtotal Part B |
$278,821.13 |
$261,849.41 |
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GRAND TOTAL Part A and
Part B: |
$478,800.53 |
$449,656.15 |
AND THAT the Manager of Purchasing be
authorized to negotiate with the recommended proponents for more favourable
pricing;
AND
THAT funds for Interior Furniture for the Angus Glen Community Centre, Part A
will be provided for in Angus Glen Community Centre 2002 Capital Budget,
Account # 63 5350 4921 005 Furniture and Equipment Other;
AND
THAT funds for Interior Furniture for Angus Glen Library, Part B will be
provided for in Angus Glen Community Centre 2002 Capital Budget, Account # 63
5350 4920 005, Furniture and Equipment Library;
AND
THAT the remaining funds in Angus Glen Community Centre 2002 Capital Budget,
Account # 63 5350 4921 005, Furniture and Equipment Other will be applied to
the acquisition of other furniture that are required but are not included in
this RFP;
AND
THAT the remaining funds in Angus Glen Community Centre 2002 Capital Budget,
Account # 63 5350 4920 005 Furniture and Equipment Library will be applied to
the acquisition of other furnishings and equipment required for the operation
of the Library;
AND
THAT the supply and delivery of FORTY (40) Herman Miller task chairs as
specified in the RFP be excluded from the award and the Manager of Purchasing
be authorized to negotiate a contract with the three authorized dealers in the
Toronto area for the acquisition of FORTY (40) Herman Miller task chairs with
an estimated value of $20,000 inclusive of taxes.
PURPOSE:
The purpose of this report is to award the
contract for RFP 089-R-04 Interior Furniture for
Angus Glen Community Centre and Library (AGCC&L).
BID INFORMATION:
RFP for 089-R-04
Interior Furniture for Angus Glen Community Centre and Library (AGCC&L) was divided into two parts. Part
A was for the supply, delivery and installation of Interior Furniture for Angus
Glen Community Centre and Part B was for the supply, delivery and installation
of Interior Furniture for Angus Glen Library.
The majority of the interior furniture consisted of tables, chairs,
lounge seatings, computer furniture and system workstations. Proponents were provided the option of
submitting bids on specified brand name products or alternates of equal quality.
Although the intent
of the RFP was to award the contract to a proponent that could supply all of
the specified furniture, the RFP provided the option of awarding this contract
in part.
RFP for 089-R-04 Interior Furniture for Angus
Glen Community Centre and Library (AGCC&L) was
issued in accordance with Purchasing By-law 143-2000.
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Advertised, place and date |
Electronic Tender Network
(ETN) |
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Bids
closed on |
June
11, 2004 |
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Number
picking up bid documents |
13 |
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Number
responding to bid |
7 |
The following seven companies submitted
proposals.
1. A & D Enterprises
2. Drechsel Business Interiors
3. Hauser Industries Inc.
4. Holmes & Brakel
5. POI Business Interiors
6. SCI Interiors
7. Summerlee Integrated Office Solutions
All of the proposals
submitted were partial bids as none of the proponents could provide acceptable
alternates for all the products specified.
PROPOSAL
EVALUATION:
The RFPs were evaluated by an Evaluation Team
consisting of staff from the consulting architect firm, Shore Tile Irwin and
Partners, staff from Recreation and Culture, Library, Construction and
Utilities and Finance Departments with Purchasing staff verifying for accuracy
and compliance.
Due to the partial nature of the submissions,
the proposals could not be evaluated based on the whole RFP. Instead, the proposals were evaluated on a
unit-by-unit basis.
The proposals were reviewed and evaluated in
two stages. Stage One was to evaluate
the proposals based on specifications compliance and the appropriateness and
acceptability of the alternatives. The
proposals from Summerlee and A & D were not considered for further
evaluation as their alternatives were not of acceptable quality.
The remaining five proponents met all the
performance and quality requirements. Stage Two was to evaluate the proposals
on a cost per unit basis by manufacturer.
The award results are illustrated in the recommendation section of this
report. It is recommend that:
1. POI provide the majority of the furnishings and workstations, including
Steelcase product, due to lower pricing.
2. Holmes and Brakel provide the computer furniture manufactured by Teknion
and Global for the public spaces in the library due to their lower pricing and
the appropriateness of the products specified.
3. Hauser Industries provide their own product due to the lower
pricing.
Only one proponent, A & D submitted a bid
for the 40 Herman Miller task chairs. It
should be noted that A & D is not an authorized Herman Miller dealer and
therefore was not shortlisted for Stage Two evaluation. Furthermore, A & D’s prices far exceed
the retail value of these chairs and the warranties will only be applicable
when the chairs are purchased through an authorized Herman Miller dealer. Therefore, staff recommend that the 40 Herman
Miller task chairs be removed from the award of this RFP and staff be given
authority to negotiate a contract with the three authorized dealers in Toronto
to ensure full warrantees and better pricing.
FINANCIAL
CONSIDERATIONS
Staff recommend that RFP 089-R-04
Interior Furniture for Angus Glen Community Centre and Library be split and awarded to the lowest priced proponents in the upset limits as listed
below:
Part A - Angus Glen
Community Centre
|
|
Inclusive of GST and PST |
Exclusive of GST and Inclusive of PST |
|
Hauser |
$ 32,264.40 |
$ 30,300.48 |
|
POI |
$166,027.95 |
$155,921.90 |
|
Holmes
and Brakel |
$ 1,687.05 |
$ 1,584.36 |
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Subtotal Part A |
$199,979.40 |
$187,806.74 |
Part B - Angus Glen
Library
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Inclusive of GST and PST |
Exclusive of GST and Inclusive of PST |
POI |
$229,727.71 |
$215,744.29 |
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Holmes
and Brakel |
$ 49,093.42 |
$ 46,105.12 |
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Subtotal Part B |
$278,821.13 |
$261,849.41 |
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GRAND TOTAL Part A and
Part B: |
$478,800.53 |
$449,656.15 |
It is also recommended that the Manager of
Purchasing be authorized to negotiate with the recommended proponents for more
favourable pricing.
Funds
for Interior Furniture for the Angus Glen Community Centre, Part A will be
provided for in Angus Glen Community Centre 2002 Capital Budget, Account # 63
5350 4921 005 Furniture and Equipment Other.
Funds
for Interior Furniture for Angus Glen Library, Part B will be provided for in
Angus Glen Community Centre 2002 Capital Budget, Account # 63 5350 4920 005,
Furniture and Equipment Library.
The
remaining funds in Angus Glen Community Centre 2002 Capital Budget, Account #
63 5350 4921 005, Furniture and Equipment Other will be applied to the
acquisition of other furniture that are required but are not included in this
RFP.
The
remaining funds in Angus Glen Community Centre 2002 Capital Budget, Account #
63 5350 4920 005 Furniture and Equipment Library will be applied to the
acquisition of other furnishings and equipment required for the operation of
the Library.
The
supply and delivery of FORTY (40) Herman Miller task chairs as specified in the
RFP will be excluded from the award and the Manager of Purchasing be authorized
to negotiate a contract with the three authorized dealers in the Toronto area
for the acquisition of FORTY (40) Herman Miller task chairs with an estimated
value of $20,000 inclusive of taxes.
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Barbara Roth, R.D.M.R., Director of
Recreation & Culture Services |
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Catherine Biss, Chief Executive Officer, Markham Public
Libraries |
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Jim Sales,
Commissioner of Community and Fire Services |
Q:\Finance
and Administration\Finance\Purchasing\2004 File Management\Contract Management\089-R-04
Furniture Angus Glen CC & Library\0456 089-R-04 F & A Award Report.doc