March 10, 1998
TO: Community and Neighbourhoud Services Committee
FROM: Chief Financial Officer and Treasurer, Finance Department
Purchasing and Material Supply
Subject: Quotation for Food and Related Supplies for Child Care Centres
Purpose:
The purpose of this report is to advise the results of the Request for Quotation issued for the supply and delivery in accordance with specifications of food and related supplies for Child Care Centres during 1998 with the option to extend the contract for two additional one year periods as requested by Community and Neighbourhood Services - Childrens Services and to request the authority to issue a purchase order to the recommended bidder.
Funding Sources:
Funds in the estimated amount of $1,200,000.00 including all charges and applicable taxes are provided in the Community and Neighbourhood Services - Childrens Services - Operating Account for 1998 and funds will be provided in this account for the option years.
Recommendations:
It is recommended that:
(1) the quotation submitted by Derry Foods Limited in the estimated amount of $1,200,000.00 including all charges and applicable taxes for the supply and delivery of food and related supplies in 1998 be accepted being the lowest acceptable quotation received with the option to extend the contract for two additional one year periods;
(2) this report be forwarded to the next meeting of Council.
Council Reference/Background/History:
Nineteen (19) firms were invited to submit quotations. Two bids from the following firms were received for the supply and delivery of food and related supplies for the Child Care Centres.
1.. Derry Foods Limited
2. The Palmer Group
The Manager, Fair Wage and Labour Trades Office, has reported favourably on the firm recommended.
Comments and/or Discussions and/or Justification:
The bids received were evaluated by the Community and Neighbourhood Services Food Service Advisory Committee for completeness and conformance to specifications. The bid received from The Palmer Group offered substitutes for approximately 37% ( 50 of 133 ) of specified products. A subcommittee of the Community and Neighbourhood Service Food Services Advisory Committee was struck to review the substituted products offered. After review and testing of 29 key items of the 50 substituted products it was found that sixteen (16) of the substitutes did not meet the Community and Neighbourhood Services - Childrens Services requirements., i.e. ingredients, nutritional value, packaging size, labelling. The bid from Derry Food Limited met all of the Community and Neighbourhood Services - Childrens Services requirements.
The Commissioner of Community and Neighbourhood Services concurs in the recommendations made.
Conclusions:
This report requests authority to award the contract for the supply and delivery of food and related supplies to Child Care Centres to the lowest acceptable bidder, Derry Foods Limited.
Contact Name and Telephone Number:
Mr. L. A. Pagano
Director, Purchasing and Material Supply
Telephone: 392-7312
W. A. Liczyk
Chief Financial Officer and Treasurer
