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HomeMy WebLinkAboutCS 26-10 Report to Executive Committee PICKERING Report Number: CS 26-10 120 Date: June 14, 2010 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Tender T-3-2010 Supply and Delivery of HP & Cisco Equipment Recommendations: 1. That Report CS 26-10 regarding The Supply and Delivery of HP & Cisco Equipment be received; 2. That Tender T-3-2010 submitted by GENX Solutions (Section 1, Model 2) at a cost of $25,000.78 (HST included) and a net cost of $22,513.97 be accepted; 3. That Tender T-3-2010 submitted by Conpute (Section 2) at a cost of $20,253.85 (HST included) and a net cost of $18,239.22 be accepted; 4. That Tender T-3-2010 submitted by Konnecud Tech (Section 4) at a cost of $7,886.29 (HST included) and a net cost of $7,101.85 be accepted; 5. That Tender T-3-2010 submitted by MIAD Information Systems (Section 3, Model 2) at a cost of $48,423.44 (HST included) and a net cost of $43,606.81 be accepted; 6. That Tender T-3-2010 submitted by MIAD Information Systems (Section 3, Model 4) at a cost of $3,582.37 (HST included) and a net cost of $3,226.04 be accepted; 7. That Tender T-3-2010 submitted by MIAD Information Systems (Section 3, Laptop and Docking Station) at a cost of $9,862.18 (HST included) and a net cost of $8,881.19 be accepted; 8. That the total gross project cost of $115,008.91 (HST included) and the total net project cost of $103,569.08 be approved; 9. That Council authorizes the Director, Corporate Services & Treasurer to finance the project from the approved Information Technology 2010 Capital Budget from property taxes; 10. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Report CS 26-10 June 14, 2010 Subject: Tender T-3-2010 12 Supply and Delivery of HP & Cisco Equipment Page 2 Executive Summary: As part of the 2010 Information Technology Capital Budget, the Supply and Delivery of HP and Cisco Equipment was approved as capital projects. Excepting three lower-end laptops, the hardware is to be considered replacements for existing equipment at the end of their life cycles. Tender T-3-2010 was issued on Thursday, April 22, 2010 and closed on Wednesday, May 12, 2010 with seven (7) bidders responding. The total gross project cost is estimated to be $115,008.91 and an estimated total net project cost $103,569.08 (net of HST rebate). The City's purchasing policy requires staff to report to Council on results of the tender and financing in order to proceed with this project in a timely manner. Financial Implications: 1. TENDER AMOUNT T-3-2010 $101,777.80 HST 13,231.11 Sub-Total $115,008.91 HST Rebate (11,439.83) Total $103,569.08 2. APPROVED SOURCE OF FUNDS Information Technology Capital Budget Project Code Description of projects Budget Required 5206.1002.6175 PCs $48,000 $46,832.85 5206.1003.6175 Laptop 2,900 1,725.43 5206.1004.6175 Laptop 2,900 1,725.43 5206.1005.6175 Laptop 2,900 1,555.29 5206.1010.6177 Servers 20,000 22,513.97 5206.1013.6177 VMware 18,000 12,110.26 5206.1020.6177 SAN Server Licenses 6,000 6,128.96 5206.1025.6190 Laptops 7,350 3,875.04 5206.1032.6177 Switches 12,000 7,101.85 Total $120,050 $103,569.08 Source of Funds-Property Taxes 122 Report CS 26-10 June 14, 2010 Subject: Tender T-3-2010 Supply and Delivery of HP & Cisco Equipment Page 3 3. ESTIMATED PROJECT COSTING SUMMARY T-3-2010 $101,777.80 HST (13%) 13,231.11 Total Gross Project Cost 115,008.91 Rebate (11.24%) (11,439.83) Total Net Project Cost $103,569.08 Project Cost under (over) approved funds by $16,480.92 With the new Harmonized Sales Tax (HST) coming into effect starting July 1, 2010, the supply and delivery of HP and Cisco Equipment will be affected by the HST. Under the HST, municipalities will be charged 13% on most goods and services and subject to a rebate of 11.24%, resulting in a net cost of 1.76% to the City. The above table has presented the impact of the HST and the reflected the net cost to the City. Sustainability Implications: This report does not contain any sustainability implications. Background: As part of the normal computer equipment maintenance cycle, Tender T-3-2010 was issued on Thursday, April 22, 2010, and closed on Wednesday, May 12, 2010, with seven (7) bidders responding. The tender was for the supply and delivery of HP and Cisco Equipment. The total gross project cost is estimated to be $115,008.91 for an estimated net cost to the City of $103,569.08 (net of HST rebate). Four suppliers were chosen to provide the replacement equipment, they being GENX Solutions, Conpute, Konnected Tech, and MIAD Information Systems. As a result of lower than expected costs and additional rebates under the HST plan, approximately thirty-four percent more PCs can be purchased than was initially estimated. The original estimate (Section 3, Model 2) was for fifty microtower PCs, but sixty-three are now able to be purchased. The original estimate (Section 3, Model 4) was for three small form factor PCs, but four are now able to be purchased. i Additionally, it is projected that $16,480 will remain unspent once the replacement exercise has been completed. Installation of the equipment will be performed by Information Technology staff. 123 Report CS 26-10 June 14, 2010 Subject: Tender T-3-2010 Supply and Delivery of HP & Cisco Equipment Page 4 Upon careful examination of all tenders and relevant documents received, the Corporate Services Department recommends the acceptance of the low bids submitted by GENX Solutions, Conpute, Konnecud Tech, and MIAD Information Systems for Tender T-3 -2010. The total amount being $115,008.91 (HST included) and that the total net project cost of $103,569.08 be approved. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Attachments: 1. May 13, 2010, Memorandum re: Tender No.: T-3-2010 2. T-3-2010 - Bid Results Summary Prepared By: Approved / Endorsed By: Jon orms Gillis A. Paterson Ma ager, Information Technology Director, Corporate Services & Treasurer Vera A. Fe emacher C.P.P., CPPO, CPPB, C.P.M., CMM III Manager, Supply & Services Copy: Chief Administrative Officer Recommended for the consideration of Pickering 7i y i 11 Tony e e , P.Eng. Chief Administrative Officer 1 2 4 ATTACHMENT #.L-To REpom-a Call o~ l;~l - I I o ERIi~TG MEMO PICK To: Gil Paterson May 13, 2010 Director, Corporate Services & Treasurer From: Vera. A. Felgemacher Manager, Supply & Services Copy: Manager, Information Technology Subject: Tender No. T-3-2010 Tender for Supply and Delivery of HP & Cisco Equipment Closing: Wednesday, May 12, 2010 File: F-5400-001 Tenders have been received for the above project. Six (6) bidders were invited to participate and an advertisement was posted on the City's website. As the tendering document allows entire sections to be awarded separately, the most cost effective award would be: Section 1: GENX Solutions - (Models 1 & 2) Section 2: Conpute - (Server License and Software) Section 3: MIAD - (Models 1, 2, 3, 4 & Laptop and Docking Station) Section 4: Konnected Tech (Cisco Switches) A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. " Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit prices and extensions; unit prices shall govern and extensions will be corrected accordingly, which has been done. Copies of the tenders are attached for your review along with the summary of costs. Include the following items in your Report to Council: 125 (a) without past work experience, if reference information is acceptable; (b) the appropriate account number(s) to which the equipment is to be charged; (c) the budget amount(s) assigned thereto; (d) Treasurer's confirmation of funding; (e) related departmental approvals; (f) any reason(s) why the low bids are not acceptable; and (g) related comments specific to the project. Please do not disclose any information to enquiries except you can direct them to the City's website for the unofficial bid results as read out at the public tender opening. Bidders will be advised of the outcome in due course. If you require further information, please feel free to. contact me or a member of Supply & Services. 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