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HomeMy WebLinkAboutCAO 13-12 city o! - Report to Council PICKERING Report Number: CAO 13-12 Date: July 9;2012 39 From: Tony Prevedel Chief Administrative Officer Subject: Supply and Delivery of One New Latest Model Year 55 Foot Aerial Quint Fire Truck - . File: A-1440-001-12 Recommendation: 1. That report CAO 13-12 of the CAO regarding the supply and delivery of one new 55 Foot Aerial Quint Fire Truck be received; 2. That Quotation No. Q-33-2012 dated June 22, 2012, as submitted by Safetek Emergency Vehicles for the supply and delivery of one new 55 Foot Aerial Quint Fire Truck in the amount of$669,800 (HST extra) be accepted; 3. That the total gross purchase cost of $758,004 for the Fire Truck and a net purchase cost of$682,606 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows as provided for in the 2012 Capital Budget; (a) the sum of$680,000 be financed by the issue of debentures through the Regional Municipality of Durham for a period not exceeding ten years, at a rate to be determined; (b) the balance of $2,606 plus issuing costs be funded from property taxes; (c) the sum of$157,394 for the future purchase of rescue tools and fire hoses be financed through an internal loan under terms and conditions to be determined by the Director, Corporate Services & Treasurer; (d) the financing and repayment charges in the amount of approximately $98,000 be included in the annual Current Budget for the City of Pickering commencing in 2013 and continuing thereafter until the loan is repaid; 5. That the draft by-law attached to this report be enacted; and, 6. That the appropriate City of Pickering Officials be authorized to take the necessary action to give effect hereto. sport CAO 13-12 July 9, 2012 Subject: Supply and Delivery of One 2013, 55 Foot Aerial Quint Fire Truck Page 2 Executive Summary: As approved in the 2012 Capital Budget this 2013 model year, 55 Foot Aerial Quint Fire Truck (Truck) will replace the oldest piece of fire apparatus in the City, a 1990 50' "Tele Squirt" Ladder Truck. Upon review of the quotations received, the quotation that best met the City's requirements and specifications is being recommended. Safetek Emergency Vehicles Ltd. was the highest ranking proponent and the Truck is the lowest price. Financial Implications: . 1. Quotation Amount No. Q-33-2012 $669,800.00 HST (13%) 87,074.00 Gross Quotation Amount $756,874.00 HST— Rebate (11.24%) (75,285.52) Total net Quotation Amount $681.588.48 2. Approved Source of Funds 2012 Capital Budget— Fire Services Item Project Code Source of Funds Available Required 55' Aerial Vehicle 5340.1201.6158 Debt — 10 year $840,000.00 $680,000.00 Property Taxes 0.00 2,606.00 Internal Loans — 0.00 157,394.00 10 year Total Amount $840,000.00 $840,000.00 3. Estimated Project Costing summary Quotation No. Q-33-2012 55 ft. Aerial Quint Fire Truck $669,800.00 License Fees and Associated Costs 1,000.00 Total Cost 670,800.00 HST (13%) 87,204.00 Gross Project Cost 758,004.00 HST Rebate (11.24%) (75,398.00) Total Net Purchase Cost $682,606.00 Net Project Cost (over) under Approved Funds 0 Report CAO 13-12 July 9, 2012 Subject: Supply and Delivery of One 2013, 55 Foot Aerial Quint Fire Truck Page 3 At this time we are proceeding with the supply and delivery of the 55 Foot Aerial Quint Fire Truck. This Truck will be required to be custom-fitted with the necessary rescue tools and fire hose in order to ready the truck for service. The balance of the unspent funds in the amount of $157,394 will be required for these purposes. Due the differing life span between the Truck and its rescue tools and fire hose, it is best to undertake an internal loan for the rescue tools and fire hose. The Director, Corporate Services and Treasurer has updated the City's Annual Repayment Limit and certified that this loan repayment thereof falls within the Limit, and therefore, Ontario Municipal Board approval is not required. It is anticipated that the internal loan for equipment will be for a term of 5 years. Discussion: City of Pickering Fire Services currently utilizes a fleet of fire apparatus to perform many fire suppression related duties throughout the City. One of our oldest and most valuable pieces of fire apparatus has been our 1990 50' "Tele Squirt" ladder truck. This 22 year old vehicle has been very effective over its years of service — allowing us the functionality of a pumper but with the advantage of an•elevated master water stream and mounted ladder. The new Truck will incorporate the same useful attributes as the "Tele Squirt" but with the added advantage of larger compartments to carry rescue tools. Quint is derived from the Latin word "five" and refers to the functions of a pump, water tank, fire hose, aerial device and ground ladders. The engine powering this equipment meets the Environmental Protection Agencies T4 emission standard. This will significantly reduce the amount of harmful emissions created by the operation of this vehicle as well as provide increased fuel economy. This vehicle will also be equipped with the latest in passenger safety technology including roll over stability control, supplemental inflatable restraints and data logging. This fire apparatus will be utilized as a first response vehicle, as our new rescue pumpers are, with the added benefit of a 55 Foot ladder and an elevated master water stream available for each fire call. The 2013 Safetek Smeal 55 Foot Aerial Quint fire apparatus will replace the City's oldest piece of fire apparatus, a 1990 50' "Tele Squirt" which has experienced the following serious mechanical issues over the last few years: • engine is obsolete and extremely difficult to find parts; • frame is significantly corroded and unrepairable. Specifications for the replacement were compiled utilizing previous purchases and . functional requirements by the Manager, Municipal Operations & Fleet Services, the Deputy Fire Chief, Operations and a truck specification committee from Fire Services. • Report CAO 13-12 July 9, 2012 Subject: Supply and Delivery of One 2013, 55 Foot Aerial Quint Fire Truck Page 4 Quotation No. Q-33-2012 was issued on May 30, 2012 and closed on June 26, 2012. Four companies were invited to participate and the Request for Quotation was advertised on the City's website. Two companies submitted a quotation for this vehicle. Submissions were evaluated by an Evaluation Committee consisting of the Deputy Fire Chief, Manager, Fleet Operations and Senior Purchasing Analyst on June 28, 2012 at Fire Station No 5. A combined average score for each quotation was determined and Safetek Emergency Vehicles Ltd. is the highest ranking proponent and the lowest cost. As a result, Safetek Emergency Vehicles Ltd., (Smeal), is recommended based on the specifications of the Request for Quotation. Fire Services, and the Manager, Municipal Operations & Fleet Services recommends the acceptance of the quotation No. Q-33- 2012 submitted by Safetek Emergency Vehicles Ltd. (Smeal), in the amount of $669,800 (HST extra) and that the total net purchase cost of $682,606 be approved. Attachments: 1. Supply & Services Summary Memo dated June 28, 2012 2. By-law to Authorize the Supply and Delivery of One New 55 Foot Aerial Quint Fire Truck in the City of Pickering and the Issuance of Debentures in the Amount of $680,000 Prepared By: William T. Douglas Fire Chief J�nHa @ep hief, (48,(l . .tions Gillis A. Paterson, CMA Director, Corporate Services & Treasurer Caryn Kong, CGA Senior Financial Analyst-Capital & Debt Management Report CAO 13-12 July 9, 2012 Subject Supply and Delivery of One 2013, 55 Foot Aerial Quint Fire Truck Page 5 4 3 Vera A. Felg macher C.P.P., CPPO, CPPB, C.P.M., CMM Ill Manager, Supply & Services Recommended for the consideration of Pickering • Council 9",ti_ ,Qaloa Tony Preve•el, '.Eng. Chief Administrative Officer • ATTACHMENT#_I TO REPORT#1.14. l3-12` X14 jag r4 4." S 141 Memo To: Bill Douglas June 28, 2012 Fire Chief From: Vera A. Felgemacher Manager, Supply & Services Copy: Senior Purchasing Analyst Manager, Operations & Fleet Services Subject: Quotation No. Q-33-2012 Quotation for the Supply & Delivery of One New Latest Model Year 55 Foot Aerial Quint Fire Truck Submission Date: Tuesday, June 26, 2012 - 12:00 pm (local time) - File: F-5300-001 Further to the memo dated June 27, 2012, two (2) quotations proceeded to Stage II of the evaluation process. Stage II consists of a scoring on the basis of the Rated Criteria. Subject to the Terms of Reference and Governing Law, the top-ranked respondent as established under the evaluation will be selected to enter into a contract for the provision of the Deliverables. An Evaluation Committee meeting was held Thursday, June 28, 2012 at 9:00 am and each member of the Evaluation Committee has completed evaluating the two (2) quotations. A combined averages score for each quotation was determined, completing Stage II of the evaluation process. Safetek Emergency Vehicles Ltd. is the highest ranking respondent. The total purchase price is $669,800.00, HST extra. In accordance with Purchasing Policy Item 06.12, where the compliant quotation meeting specification and offering best value to the City is acceptable or where the highest scoring quotation is recommended and the total estimated price is over $125,000.00, the Manager, may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. 4 5 Please prepare a Report to Council to include the following items: (a) any past work experience with Safetek Emergency Vehicles Inc.; (b) if reference information is acceptable; (c) the appropriate account number(s) to which this vehicle is to be charged; (d) the budget amount(s) assigned thereto; (e) Treasurer's confirmation of funding; (f) related departmental approvals; and (g) related comments specific to the project. Please do not disclose pricing to enquiries. Calls can be redirected to Supply & Services. Re pondents will be advised of the outcome in due course. If y require further information or assistance, please contact me or a member of Supply & Sery ces. . J , ` VAF • June 28, 2012 Request forQuotation No. Q-33-2012 Page 2 One New Latest Model Year 55 Foot Aerial Quint Fire Truck 4d Z 7 (/) D N CD -I (D 0 = = m CD o cn m 5' v ,.7.7, a m 7r, 3 C) () ' . F CD D U Cl) i ca C 0 cn co 0 rh c =� CD • .. C/) 0 o -h tn x r* o ,7 Rl . 0 0 O 0 p < C fin`' CI) 0 D D C a D a ,...% O o D ° r,,...,:), A cn -=r D - 0 o 2 O c) Z v OJ CD H O v n 0 .; 3 CD N ............_.. ................. . .........._._ ATTACHMENT# _TO REPORT# The Corporation of the City of Pickering By-law No. Being a by-law to authorize the supply and delivery of one new 55 Foot Aerial Quint Fire Truck in the City of Pickering and the issuance of debentures in the amount of $680,000 Whereas Section 11 of the Municipal Act, 2001, as amended, provides that a lower-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in that Section; and, Whereas Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way; and, Whereas Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures; and, Whereas The Regional Municipality of Durham has the sole authority to issue debentures for the purposes of its lower-tier municipalities including The Corporation of the City of Pickering (the "City"); and, Whereas the Council of the City wishes to proceed with the supply and delivery of one new 55 Foot Aerial Quint Fire Truck; and, Whereas before proceeding with the supply and delivery of one new 55 Foot Aerial Quint, the Council of the City had the Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated Limit and therefore, Ontario Municipal Board approval is not required as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder; And whereas after determining that Ontario Municipal Board approval is not required, the Council of the City approved report CAO 13-12 on the date hereof and awarded Quotation Q-33-2012 for the supply and delivery of one new 55 Foot Aerial Quint Fire Truck. 48 By-law No. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That the City proceed with the project referred to as "The supply and delivery of one new 55 Foot Aerial Quint Fire Truck"; 2. That the estimated costs of the project in the amount of $682,606 be financed as follows: a) That the sum of $680,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed ten years at a rate to be determined; b) That the sum of $2,606 be funded from property taxes; 3. That the funds to repay the principal and interest of the debentures be provided for in the annual Current Budget for the City commencing in 2013 and continuing thereafter until the loan is repaid. By-law passed this 9th day of July, 2012. David Ryan, Mayor Debbie Shields, City Clerk