HomeMy WebLinkAboutOES 38-08
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REPORT TO
COUNCIL
Report Number: OES 38-08
Date: October 20" 2008 )
L.
From:
Richard Holborn
(Acting) Director, Operations & Emergency Services
Subject:
Quotation No. Q-62-2008
City Services & Leisure Guides and Supplements
File: A 1440
Recommendation:
1. That Report OES 38-08 regarding the City Services & Leisure Guides and
Supplements be received;
2. That Quotation No. Q-62-2008 submitted by York Region Printing for the printing
of 'the City Services & Leisure Guides and Supplements in the amount of
$91,145.90 (GST extra) be accepted; and
3. Further, that the appropriate officials at the City of Pickering be authorized to
take the necessary actions to give effect thereto.
Executive Summary:
City Council approves funds annually in the Current Budget for the printing of the City
Services & Leisure Guides and Supplements. The City produces three seasonal
Guides for residents to become aware of services provided in and by the City of
Pickering. The City Services & Leisure Guide contains information pertinent to all
newcomers and existing residents. The City Services & Leisure Guide is the venue to .
communicate the good news about our City, its services, the staff and opportunities
each season.
Quotations have been received and the low bid submitted is in the amount of
$91,145.90 (GST extra). The City's purchasing policy requires this award value to have
Council approval of the quotation in order to proceed.
This Guide is produced each year and the costs are included in the annual Current
Budget. Each fall quotes are received for the following year's printing contract. Quotes
are issued in the fall to allow sufficient lead time for preparation and printing of the
Guide. In prior years, the amount has been below the threshold required for Council
approval.
Report OES 38-08
October 20, 2008
Subject:
-5
Quotation No. Q-62-2008
City Services & Leisure Guides and Supplements
Page 2
The Manager, Supply & Services, the (Acting) Director, Operations & Emergency
Services and the "Division Head, Culture & Recreation recommend acceptance of the
low quotation submitted by York Region Printing.
Financial Implications:
1.
Quotation Amount
Q-62-2008 - Quotation for City Services &
Leisure Guides and Supplements
Part A - City Services & Leisure Guide
3 Guides @ $26,790 ea
$80,370.00
Part B - Supplement
3 Supplements @ $1,341.45 ea
Subtotal
PST
GST
GST Rebate
Total Amount
4,024.35
84,394.35
6,751.55
4,219.72
(4,219.72)
$91,145.90
The Director, Corporate Services & Treasurer has reviewed the financial implications in
this report and concurs. This amount will be included in the 2009 Current Budget.
Additional costs for delivery of approximately $5,700 will also be provided in the 2009
Current Budget.
Sustainability Implications:
Residents await the distribution of this product. The City Services & Leisure Guide has
a shelf life of 6 months. Residents find this communication valuable for leisure program
registration however keep the Guide for phone numbers and information regarding
various City services.
The product is printed on 1000/0 recycled high bright 35 lb. newsprint. The covers are
printed on Hannoart Gloss from well managed forests and controlled sources. Although
many residents have access to electronic messaging, many people only have access to
the Guide. The entire Guide is posted on the website and is available in larger print
versions for accessibitity to information.
CORP0227-07/01 revised
Report OES 38-08
October 20, 2008
Subject:
4
Quotation No. Q-62-2008
City Services & Leisure Guides and Supplements
Page 3
Background:
The City of Pickering has provided a communication tool to residents since the early
1970's. The newsletter updated residents on community activities and encouraged the
community to give input toward recreation programming. The newsletter has grown into
a corporate communication tool, providing residents with a snap shot of City Services
such as Planning, Municipal Property, Bylaw and Animal Services. Information such as
how to access the Customer Care Centre, phone numbers for all city departments and
council members, information about Fire Prevention and Library Services as well as
advertisers such as Durham Region Transit and various community sport groups, use
this as a proven method of communication. Currently the Green Pages communicate
our sustainable messages while Communities in Bloom report on and encourage our
community to "Participate in Pickering".
Seniors programs & clubs encourage older adults to get active and socialize while the
Free Teen Programs offer activities and planning sessions for youth to shape the future
of Pickering's events and programming. Parents find summer camps, sport and leisure
opportunities for their children and see the benefits of Family Fitness and membership
opportunities. Aquatics, Arenas, Parks and Events - Pickering has it all and we
encourage everyone to come out, get active, and enjoy all the aspects we have to offer.
Tourists as well as our community participate in event destinations such as our
concerts, Artfest and Pickering Museum Village.
The City Services & Leisure Guide encourages community members to become
involved in all aspects of City life. Today the Guide continues to be the main method of
generating revenues for fee for service programs and memberships. Participants
register by phone, fax and "Click to Reg" on the internet. The process has improved
and the glossy cover guide is welcomed in each home 3 times per year. Production
commences in November and the product is received in March of 2009, July 2009 and
November 2009.
This Guide is produced each year and the costs are included in the annual Current
Budget. Each fall quotes are received for the following year's printing contract. Quotes
are issued in the fall to allow sufficient lead time for preparation and printing of the
Guide. In prior years, the amount has been below the threshold required for Council
approval.
The Operations & Emergency Services Department, Culture & Recreation Division
recommends the acceptance of the low bid submitted by York Region Printing for
Quotation No. Q-62-2008 in the amount of $91,145.90 (GST extra). York Region
Printing has performed this work for the City for many years to our complete
satisfaction.
CORP0227-07/01 revised
Report rOES 38-08 October 20, 2008
! )
Subject: Quotation No. Q-62-2008
City Services & Leisure Guides and Supplements Page 4
The report has been prepared in conjunction with the Manager, Supply & Services who
concurs with the foregoing.
Attachments:
1. Supply & Services memorandum of Supply of Bids dated September 30, 2008
2. Supply & Services memorandum dated October 6, 2008
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Prepared By:
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Tina Tays-- I
Supervisor, Marketing, Research &
Communications
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--'- Stephe'h-Reynolds
Division HE3,ad, Culture' & Recreation
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Approved/Endorsed By:
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Gillis Paterson -
Director, Corporate Services & Treasurer
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Vera'A. Felgema'cher
C.P.P., CPPO, CPPB, C.P.M" CMM III
Manager, Supply & Services
SR:lg
Copy: Chief Administrative Officer
Recommended for the consideration //__.
of Pickering ~"cou ,ciL.._ G/t:;//' .'
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CORP0227-07/01 revised
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MEMO
To:
Stephen Reynolds
Division Head, Culture & Recreation
September 30, 2008
From:
Jill Hone
Buyer
Tina Tays
Supervisor, Marketing, Research & Communications
Copy:
Subject: Q-62-2008, City Services & Leisure Guides and Supplements
Closing: Tuesday, September 30, 2008, 12:00 Noon
Quotations have been received for the above service. Seven companies were invited
to bid. One acceptable bid and two "Unable to Bids" were received by the deadline of
Tuesday, September 30, 2008, 12:00 Noon. The quotation shall be irrevocable for 60
days after the official closing date and time.
The summary of bids is attached along with a copy of the quotation submitted.
Please confirm that the low bid from York Region Printing is acceptable in writing.
Kindly forward a purchase requisition to proceed.
Thank you,
CULTURE. RECREATION -..
RECEIVED c-~? ~ 36 o~
FILE NO. , I
ABEY TO
o FWD OCOPV o CIRCULATE
MAYOR COUNCIL
CAO CLERK
CUL It REC CORP SERVICES
MPE HUMAN RESOURCES
MPE OPS CENTRE LEGAl
FAC OPERATIONS OFFICE SUSTAIN
C.R SUPERVISORS PLAN. DEV
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Summary of Bids
(PST/GST Extra)
Description York Region Printing
PART "A"
City Services & leisure Guide
Price/1000 $772.405
Extension/edition of 35,000 $25,284.00
Additional copies of guide/1 000 $506.00
Additional 8 inside pages $43.03
.........:... .... ..........< .............. ....c < .... ..... ...... ..... ........ ., .. .... ........
PART "B"
Supplement
Newsprint supplement/1 000 $89.43
Extension per supplement of 15,000 $1 ,341 .45
..
PART "e"
Distribution
Billed directly at the City's
Rural distribution by Canada Post Canada Post rate
Urban Distribution by Metroland, Billed directly at our preferred
News Advertiser rate
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Page 2 '
. Q-57-2007, City Services & Leisure Guides and Supplements, 2008
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MEMO
To:
Stephen Reynolds
Division Head, Culture & Recreation
October 6, 2008
From:
Jill Hone
Buyer
~a Tays
Supervisor, Marketing, Research & Communications
Copy:
Subject:
Q-62-2008, City Services & Leisure Guides and Supplements'
Closing: Tuesday, September 30,2008,12:00 Noon
This information is subsequent to my memo of September 30, 2008 and your response
of October 2, 2008 recommending award of this work to York Region Printing.
In accordance with Purchasing Policy Item 04.07, goods and services with an estimated
total purchase price exceeding $81,000.00 are subject to Council approval. The total
value of this work is approximately $90,094.35, exclusive of PST and GST.
Therefore, in addition to your formal approval and purchase requisition, Council's
approval is also required before we can proceed with the award.
I will hold purchase requisition 3270 on file pending receipt of your notification of
Council approval.
Thank you,
CULTURE ~ RECREATION DIVISION
RECEIVED (: cft-_. ~ ( bK
FILE NO. \.
ABEY TO
o FWD o COPY o ORCULATE
MAYOR COUNCIL
CAO CLERK
CUL & REC CORP SERVICES
MPE HUMAN RESOURCES
MPE OPS CENTRE LEGAL
FAC OPERATIONS OFFICE SUSTAIN
C8cR SUPERVISORS PLAN 1& DEV
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