HomeMy WebLinkAboutPW 02-15 i`f's �� --- Report to
aW ,- --�-- Council
PICKERING
Report Number: PW 02-15
Date: September 21, 2015
From: Richard Holborn
Director, Engineering & Public Works
Subject: Quotation No. Q-44-2015
- Quotation for the Supply and Delivery of one 4 Ton Dump Truck with
Plow and Wing and one 5 Ton Dump Truck with Plow and Wing
-File: .. ....A-1440
Recommendation:
1. That Report PW 02-15 of the Director, Engineering & Public Works regarding
Quotation No. Q-44-2015 for the Supply and Delivery of one 4 Ton Dump Truck
with Plow and Wing and one 5 Ton Truck with Plow and Wing be received;
2. That Quotation No. Q-44-2015, submitted by Mack Sales and Service of Durham
in the total amount of$506,753.00 (HST extra) be accepted;
3. That the total gross project cost of$576,021.00 (HST included) and the total net
project cost of$518,724.00 (net of HST rebate) be approved;
4. That the Division Head, Finance&Treasurer be authorized to finance the total net
project cost of$518,724.00 by a transfer from the Vehicle Replacement Reserve;
and
5. That the appropriate City of Pickering officials be authorized to take necessary
action to give effect thereto.
Executive Summary: The City of Pickering currently utilizes a fleet comprised of
eleven 4 Ton Dump Trucks and three 5 Ton Dump Trucks. The replacement of one 4 Ton
Dump Truck (unit# 053) and one 5 Ton Dump Truck (unit# 052) was approved in the
2015 Roads Capital Budget, funded from the Vehicle Replacement Reserve.
On June 29, 2015 an advertisement was placed on the City's website and the quotation
document was sent to 8 potential respondents. One company has responded by the
closing date of Thursday, July 23, 2015. The quotation for one 4 Ton Dump Truck with
Snow Plow and Wing, Bid B, and one 5 Ton Dump Truck with Snow Plow and Wing, Bid
B, has received an acceptable score from the Evaluation Committee, meets the
required specifications and is recommended for approval.
In accordance with Purchasing Policy Item 06.12, where the compliant quotation or
tender meeting specifications and offering best value to the City is acceptable and the
estimated total purchase price is over $125,000.00, the Manager may approve the
award, subject to consultation with the appropriate Director, Treasurer, CAO and
Council.
59
PW 02-15 September 21, 2015
Subject: Quotation No. Q-44-2015 Page 2
Financial Implications:
1. Quotation Amount
Quotation No. Q-44-2015
One 4 Ton Dump Truck with Snow Plow and Wing — Bid B $250,897.00
One 5 Ton Dump Truck with Snow Plow and Wing — Bid B 255,856.00
Subtotal 506,753.00
HST (13%) - 65,877.89
Total Gross Quotation Cost $572,630.89
2. Estimated Project Costing Summary
Quotation No. Q-44-2015 for Supply and Delivery of
One 4 Ton Dump Truck with Snow Plow and Wing and
One 5 Ton Dump Truck with Snow Plow and Wing
One 4 Ton Dump Truck with Snow Plow and Wing $250,897.00
One 5 Ton Dump Truck with Snow Plow and Wing 255,856.00
Licenses 3,000.00
Subtotal 509,753.00
HST (13%) 66,268.00
Total Gross Project Cost 576,021.00
HST Rebate (11.24%) (57,297.00)
Total Net Project Cost $518,724.00
3. Approved Source of Funds
2015 Roads Capital Budget
Description Account Code Source of Funds Available Required
Budget
One 4 Ton Dump 5320.1501.6158 Vehicle $250,000.00 $256,839.00
Truck with Snow Replacement
Plow and Wing Reserve
One 5 Ton Dump 5320.1502.6158 Vehicle 300,000.00 261,885.00
Truck with Snow Replacement
Plow and Wing Reserve
Total Funds $550,000.00 $518,724.00
Net Project Cost under (over) Approved Funds $31,276.00
CORP0227-07/01 revised
60
PW 02-15 September 21, 2015
Subject: Quotation No. Q-44-2015 Page 3
Discussion: The City of Pickering currently utilizes a fleet comprised of
eleven 4 Ton Dump Trucks and three 5 Ton Dump Trucks. The replacement-of one 4
Ton Dump Truck (unit# 053) and one 5 Ton Dump Truck (unit# 052) was approved in
the 2015 Roads Capital Budget, funded from the Vehicle Replacement Reserve. An
Evaluation Committee consisting of Public Works staff met on August 24, 2015 and
each committee member evaluated the quotations based on the rated criteria. A
combined average score for each quotation was determined as part of Stage II of the
evaluation process.
After careful review of all submissions received, the Evaluation Committee and the
Engineering & Public Works Department recommends acceptance of the quotation
submitted by Mack Sales and Service of Durham — Bid B for one 4 Ton Dump Truck
with Snow Plow and Wing in the amount of $250,897.00 (HST extra) and one 5 Ton
Dump Truck with Snow Plow and Wing in the amount of $255,856.00 (HST extra)
and that the total net project cost of$518,724.00 (net of HST rebate) be approved.
Attachments:
1. Supply & Services Memorandum dated July 23, 2015
2. Supply & Services Memorandum dated August 27, 2015
3. Supply & Services Memorandum dated September 16, 2015
•
CORP0227-07/01 revised
61
PW 02-15 September 21, 2015
Subject: Quotation No. Q-44-2015 - Page 4
Prepared By: • Approved/Endorsed By:
ey7 • /
Bob Kuzma, C CMP, AMCT Ri and Holborn, P. Eng.,
Supervisor, Pu lic Works Administration erector, Engineering & Public Works
Stan Karwowski, MBA, CPA, CMA
Division Head, Finance & Treasurer
Vera , . Felgemacher
CSCMP, CPPO, CPPB, CPM, CMM III
Manager, Supply & Services
BK:mjh
Recommended for the consideration
of Pickering City Council
4"),, iGiZo/S
Tony Prevedel,‘P.Eng.
Chief Administrative Officer
•
•
CORP0227-07/01 revised
62
ATTACHMENT#1 TO REPORT#P K/ °2-
I S
City eig e2;
1 tea:
.�� Memo
To: Richard Holbom July 23, 2015
Director, Engineering & Public Works
From: Vera A. Felgemacher •
Manager, Supply&Services
•
Copy: Manager, Operations & Fleet Services
•
Subject: Quotation No. Q-44-2015
4 Ton and 5 Ton truck with snow plows and wings Snow Plow and Wing
File: F-5300-001
• Quotation Q-44-2015 was advertised on the City's website with eight(8) potential Respondents
being notified by Supply& Services of the bid and one (1) submission was received by the
official closing date and time.
There are four(4) stages in the evaluation process which are outlined in Part 2— Evaluation of
Quotations of the quotation document.
Stage I will consist of a review to determine which submissions satisfy all of the mandatory
requirements. Quotations failing to satisfy the mandatory requirements as of the submission date
will be provided an opportunity to rectify and deficiencies. Quotations failing to satisfy the mandatory
requirements as of the rectification date will be excluded from further consideration. Those
submissions that satisfy the mandatory requirements will proceed to Stage II.
Stage II will consist of a scoring on the basis of the Rated Criteria, subject to the Terms of Reference
and Governing Law.
Stage Ill will consist of a scoring of pricing. Scores from Stage II and Stage Ill will be added together
to determine which of the Respondents will advance to Stage IV.
Stage IV will consist of a demonstration scoring of up to a maximum of the three highest ranked
respondents.
•
The top-ranked respondent.as established under the evaluation will be selected to enter into a
contract for the provision-of the Deliverables.The selected respondent will be expected to enter into
a contract within the timeframe specified in the selection notice. Failure to do so may, among other
things, result in the disqualification of the respondent and the selection of another respondent, or
the cancellation of the RFQ.
Refer to Part 2— Evaluation of Quotations, Item 2.3—Rated Criteria, Page 6 for instructions on
how each of the quotations is to be evaluated by the Evaluation Committee. Each member
should review the submissions individually and carefully according to the criteria•in the bid
document before the Evaluation Team meets to review individual scores. Please coordinate an
•
63
•
ATTACHMENT# TQ REPORT# D 2 -1 S
2_ of
appropriate date and time to arrange a meeting for the Evaluation Committee once individual
scoring is completed.
Upon completion of the meeting,return all Evaluation Team score sheets with signatures to Kris
Milevski Buyer. Pricing will be evaluated by Supply & Services, and a score out of 40 points will
be applied to the evaluation form. The completed evaluation results will be provided to the
Evaluation Team for review and approval.
The following list of attachments has been provided to assist the Evaluation Committee to complete
their individual evaluations:
1. Stage II— Evaluation of Rated Criteria;
2. Evaluation Form;
3. Copy of the quotations received; and
4. Copy of Request for Quotation Document
•
A budget of$550,000.00 was provided to Supply& Services for this procurement.
•
As such, in accordance with Purchasing Policy Item 06.12,where the compliant quotation or tender
meeting specifications and offering best value to the City is acceptable or where the highest scoring
proposal is recommended and the estimated total purchase price is:
•
(c) Over$125,000,the Manager may approve the award, subject to the approval of the
Director,Treasurer, CAO and Council.
Please direct all enquiries to Supply&Services. Respondents will be advised of the outcome when
the contract has been awarded.
If you require further information, please contact myself or a member of Supply&Services.
c)di a 0
VAF/km
I Attachments 4
Quotation No. Q-44-2015 Page 2 of 2
4 Ton and 5 Ton truck with snow plows and
• wings Snow Plow and Wing
64
f
ATTACHMENT#, Z TOREPORT# `�` t(,� &
AMIN_- Memo
To: Richard Holborn August 27, 2015.
Director, Engineering & Public Works
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Supervisor, Public Works Administration
Supervisor, Supply & Services -
Subject: Quotation No. Q-44-2015
4 Ton and 5 Ton Truck with Snow Plow and Wing
File: F-5300-001 •
Further to Summary Memo dated July, 23 2015, Quotation Q-44-2015 was sent to eight (8)
potential bidders via email and one (1) submission was received by the official closing date and
time of Thursday July 23, 2015 at 12:00 Noon.
Reference: Part 2— Evaluation of Quotations— Item 2.3 Stage II — Rated Criteria and
2.4 Stage III — Pricing Evaluation and 2.5 Stage IV Vehicle Demonstration
Rated Criteria Category Weighting Points
(Points)
Conformance to General Specifications 20
Engine Specifications 20
Pricing Evaluation 40
Vehicle Demonstration 20
Total Points 100
Price Evaluation
Each Respondent received a percentage of the total possible points allocated to the price by
dividing that Respondent's sum total of the total purchase price by the lowest sum total of all total
. purchase prices. The total score will be based on the sum of scores.
Example only:
Price — Total Purchase Price
Company A Company B
Total Purchase Price $400.00 $500.00
•
Score - Company A—Total Purchase Price—$400.00/$400.00 = 100% x 50 = 50.00 points
Score - Company B —Total Purchase Price —$400.00/$500.00 = 80% x 50 = 40.00 points
And so on, for each total price bid.
• . 65
•
ATTACH MENT# a TO REPO P" ' -z.' -
r
A summary of the four (4) evaluators' averate-fo. r each bid and pricing points is shown
below, as well as in the attached spreadsheet:
Specifications Quoted Pricing Vehicle Total
Average/40 Amount Evaluation/40 Demonstration Points
Vendor Name Points Awarded (excluding Average/20 Awarded
HST) Points Awarded
Mack Sales &
Service of Durham 37 $248,347 40 20 98.33
Bid B (4 Ton Truck)
Mack Sales &
Service of Durham 37 $253,306 40 20 98.33
Bid B(5 Ton Truck)
Mack Sales & -
Service of Durham 29.33 $252,281 39.38 0 68.71
Bid A (4 Ton Truck)
Mack Sales &
Service of Durham 29.33 $259,099 39.11 0 68.44
Bid A (5 Ton Truck)
In the event of a tie score, the selected Respondent will be determined in accordance with the
City's Purchasing Procedures.
Delivery times provided by each respondent are also indicated on the attached spreadsheet.
A budget of$550,000.00 was provided to Supply & Services for this procurement.
Mack Sales & Service of Durham for Bid B has been awarded the highest overall points.
In accordance with Purchasing Policy, Item 06.12, where the compliant quotation or tender meeting
specifications and offering best value to the City is acceptable or where the highest scoring proposal
is recommended and the estimated total purchase price is:
(c) Over$125,000, the Manager may approve the award, subject to the approval of the
Director, Treasurer, CAO and Council.
Once this approval is received, an approved "on-line" requisition will be required to
proceed.
Please direct all enquiries to Supply & Services. Respondents will be advised in due
course. '
.further information or assistance, do not hesitate to contact me or a member
If you require
Y
of Supply & Services.
VAF/k
Attachments (1)
66
•
fi
Oil o .A ATTACHMENT# 3 TO REPORT# 'HOC"t
i of_..1
_ •,�� . �
1T* E4I [1
-
To: Richard Holborn September 16, 2015
Director, Engineering & Public Works
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Supervisor, Public Works Administration ,
Supervisor, Supply & Services
Subject: Quotation No. Q-44-2015 •
4 Ton and 5 Ton Truck with Snow Plow and Wing _
File: F-5300-001
Further to Summary Memo dated August 27, 2015, please be advised of an increased price of
$2,550 plus HST per vehicle based on US exchange rate. Revised pricing of Mack Sales &
Service of Durham, Bid B is as follows:
Vendor Name Description Quoted Amount
(excluding HST)
Mack Sales & Service of Durham Bid B(4 Ton Truck) $250,897
Mack Sales & Service of Durham
Bid B (5 Ton Truck) $255,856
Once this approval is received, an approved "on-line" requisition will be required to proceed.
Please direct all enquiries to Supply & Services. Respondents will be advised in due course.
If you require further information or assistance, do not hesitate to contact me or a member of
S ply & Services.
VAF
67