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Home My WebLink AboutPW 03-15 Cali - Report to Executive Committee PICKERING Report Number: PW 03-15 Date: October 5, 2015 From: Richard Holborn Director, Engineering & Public Works Subject: Quotation No. Q-26-2015 Quotation for the Supply and Delivery of Two - One Ton Dump Trucks -File: A1440 Recommendation: 1. That Report PW 03-15 of the Director, Engineering & Public Works regarding Quotation No. Q-26-2015 for the Supply and Delivery of One New Latest Model Year, One Ton Truck with Standard Cab and Genesis Landscape 12' Aluminum Dump Body (or equivalent) and One New Latest Model Year, One Ton Truck with Standard Cab and Everest "LSD" Side Dump Spreader (or equivalent) be received; 2. That Quotation No. Q-26-2015, submitted by Maclver Dodge Jeep for Two — One Ton Dump Trucks in the total amount of$140,935.00 (HST extra) be accepted; 3. That the total gross project cost of$159,935.00 (HST included) and the total net project.cost of$144,026.00 (net of HST rebate) be approved; 4. That the Division Head, Finance & Treasurer be authorized to finance the total net project cost of$144,026.00 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 replacement of a One Ton Dump Truck and a One Ton Dump Truck with Plow was approved in the 2015 Parks Capital Budget, funded from the Vehicle Replacement Reserve. The requirement for a plow attachment was removed from the quotation specifications as a compatible snow plow unit was re-purposed from a vehicle that was replaced in 2014. The specifications for this unit were revised to include a side tip dump body instead of the standard rear tip function. A side tip dump body is a more expensive option that offers more versatility. Although this vehicle exceeds the approved budget, the balance of funding is available by combining the amount of the two capital budgets, as the other vehicle is less than the approved budget amount. PW 03-15 October 5, 2015 Subject: Quotation No. Q-26-2015 Page 2 On May 21, 2015 an advertisement was placed on the City's website and 14 potential respondents were invited to download the quotation document. One company has responded by the revised (extended) closing date of Tuesday, July 28, 2015. The quotation submitted by Maclver Dodge Jeep 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. Financial Implications 1. Quotation Amount Quotation No. Q-26-2015 One - One Ton Dump Truck with Aluminum Dump Body $56,645.00 One - One Ton Dump Truck with Side Tip Dump Spreader 84,290.00 Subtotal 140,935.00 HST (13%) 18,321.55 Total Gross Quotation Cost $159,256.55 2. Estimated Project Costing Summary Quotation No. Q-26-2015 for Supply and Delivery of Two - One Ton Dump Trucks One - One Ton Dump Truck with Aluminum Dump Body $56,645.00 One = One Ton Dump Truck with Side Tip Dump Body 84,290.00 Licenses 600.00 Subtotal 141,535.00 HST (13%) 18,400.00 Total Gross Project Cost 159,935.00 HST Rebate (11.24%) (15,909.00) Total Net Project Cost $144,026.00 CORP0227-07/01 revised PW 03-15 October 5, 2015 Subject: Quotation No. Q-26-2015 Page 3 3. Approved Source of Funds 2015 Parks Capital Budget Description Account Code Source of Funds Available Required Budget One - One Ton 5780.1502.6157 Vehicle $60,000.00 $57,947.00 Dump Truck Replacement Reserve One - One Ton 5780.1503.6157 Vehicle 85,000.00 86,079.00 Dump Truck with Replacement Side Tip Dump Reserve Body Total Funds $145,000.00 $144,026.00 Net Project Cost under (over) Approved Funds: $974.00 Discussion: The replacement of a One Ton Dump Truck and a One Ton Dump Truck with Plow was approved in the 2015 Parks Capital Budget, funded from the Vehicle Replacement Reserve. The requirement for a plow attachment was removed from the quotation specifications as a compatible snow plow unit was re-purposed from a vehicle that was replaced in 2014. The specifications for this unit were revised to include a side tip dump body instead of the standard rear tip function. A side tip dump body is a more expensive option that offers more versatility. Although this vehicle exceeds the approved budget, the balance of funding is available by combining the net amount of the two capital budgets, which is within the approved budget amount. An Evaluation Committee consisting of Public Works staff met on August 20, 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 Maclver Dodge Jeep for a one ton dump truck in the amount of $56,645.00 (HST extra) and a one ton side tip dump truck in the amount of$84,290.00 (HST extra), and that the total net project cost of$144,026.00 (net of HST rebate) be approved. CORP0227-07/01 revised PW 03-15 October 5, 2015 Subject: Quotation No. Q-26-2015 Page 4 Attachments: 1. Supply & Services Memorandum dated July 30, 2015 2. Supply & Services Memorandum dated August 25, 2015 Prepared By: Approved/Endorsed By: y:1441,01422---B b Kuzm , CSCMP, AMCT Holborn, P. Eng. Supervisor, Public Works Administration Engineering & Public Works Sta Karwowski, MBA, CPA, CMA Divi ion Head, Finance & Treasurer Vera . elgemacher ' CSCMP, CPPO, CPPB, CPM, CMM III Manager, Supply & Services BK:mjh Recommended for the consideration of Pickering City Council daj I e4 '• V1 2oiS Tony Prevedel, P.Eng. Chief Administrative Officer • CORP0227-07/01 revised NA] 03— ►� .. ATTACHMENT# I TOR ORT# P al eq . :r ._of.___ . �. Memo To: Richard Holborn July 30, 2015 Director, Engineer& Public Works From: Vera A. Felgemacher Manager, Supply&Services . Copy: (Acting) Manager, Municipal Operations & Fleet Services Supervisor, Public Works Administration Supervisor, Parks Operations Supervisor, Supply & Services Subject: Quotation No. Q-26-2015 Quotation for Supply & Delivery of Two One-Ton Dump Trucks File: F-5300-001 Seven (7) companies were invited to participate in the above quotation call. An advertisement was placed on the City's website inviting potential respondents to download the quotation document. No submissions were received by the official closing date and time. To encourage participation, the quotation closing date was extended to July 28, 2015, 12:00 noon. The original 7 companies were notified and an additional nine (9) potential respondents were invited. One submission was received. There are 2 stages in the evaluation process which are outlined in Part 2 Evaluation of - Quotations of the quotation document. Stage l determines which submissions satisfy all the mandatory submission requirements and provides Respondents the opportunity to rectify deficiencies. The Respondent has satisfied the mandatory requirements within the rectification period. One quotation proceeds to Stage II, which consists of scoring on the basis of the rated criteria outlined in Part 2 of the quotation document. Refer to Part 2—Evaluation of Quotations, Item 2.3— Rated Criteria, Page 6 for instructions on how the quotation is to be.evaluated by the Evaluation Committee. Each member should review the submission individually and carefully according to the criteria in the bid document, before the Evaluation Team meets to review individual scores. Please coordinate an 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 Committee score sheets with signatures to Sue Burgess, Buyer. Pricing will be evaluated by Supply&Services, and a score out of 30 points will be applied to the evaluation form. The completed evaluation results will be provided to the Evaluation Committee for review and approval. ATTACHIMEt�I°�:# 0�— 14,TOREPORT# ... . ..- of_ __ 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 (one for each item); 3. Copy of the quotation received; and 4. Copy of Request for Quotation Document • Please direct all enquiries to Supply&Services. Respondents will be advised of the outcome when the contract has been awarded. If yo require further information, please contact myself or a member of Supply&Services. VAF/sb, Attachments (5) . • • • Quotation No. 0-26-2015 Page 2 of 2 Supply& Delivery of Two One-Ton Dump Trucks TO REPORN.LIY 0-5- Cliff 00 ii(.40110t111114[ Memo r� 4 • August 25, 2015 To: Richard Holborn Director, Engineering & Public Works • From: Vera A. Felgemacher Manager, Supply & Services • Copy: (Acting) Manager, Municipal Operations & Fleet Services Supervisor, Supply & Services Supervisor, Public Works Administration Subject: Quotation No. Q-26-2015 Supply & Delivery of Two One-Ton Dump Trucks File: .F-5300-001 Further to the Summary Memo dated July 30, 2015, Quotation Q-26-2015 was advertised on the City's website, with fourteen (14) potential Respondents being notified by Supply & Services of the bid. One (1) submission was received by the official closing date and time of Tuesday, • July 28, 2015 at 12:00 p.m. Reference: Part 2—Evaluation of Quotations-Item 2.3—Stage II —Rated Criteria and 2.4 Stage ill—Pricing Evaluation • • Weighting eria Cate _. Points to gory. Conformance to General Specifications and Warranty 30 Pricing Total Points 100 Conformance to General Specifications and Warranty =70 Points • All specifications must be fulfilled in accordance with Appendix A, Deliverables; and • Warranty term and coverage. 2.4 Stage III — Pricing Evaluation will consist of a scoring of the pricing submitted. The evaluation of price will be Stage ill w ents has been g any rated requirements undertaken after the evaluation of mandatory requirements and a y q completed. Pricing - Total Points = 30 Points • ATTACHMENT O-REPORT#. IV-03 I - Pricing will be scored based-on a relative pricing formula using the total price for each unit set out in the Rate Bid Form. Each will receive a percentage of the total possible points allocated to price for the particular category it has bid on by dividing that respondent's price for that category into the lowest bid price in that category. For example, if a respondent bids$120.00 for a particular category and that is the lowest bid price in that category, that respondent receives 100% of the possible points for that category (120/120 = 100%). A respondent who bids $150.00 receives 80% of the possible points for that category (120/150 = 80%), and a respondent who bids $240.00 receives 50% of the possible points for that category (120/240 = 50%). • Lowest total price x Total available points = Score for quotation with the second-lowest Second-lowest total price total price • Lowest total price . x Total available points = Score for quotation with third-lowest.total Third-lowest total price . - price • And so on, for each quotation. • In the event of a tie score, the selected Respondent will be determined in accordance with the City's Purchasing Procedures. A-summary.of the three (3) Evaluation Committee members' average points for each bid and pricing points is shown below, as well as in the attached spreadsheet: Item #1 . Average of Quoted Points Total Evaluation Amount Awarded Points Vendor Nam a Committee (excluding Price Awarde Points , HST) d Awarded Maclver Dodge Jeep 68.33 $56,645.00 30 . 98.33 • Item #2 Average of Quoted . Points - Total Evaluation Amount Awarded Points Vendor Name Committee (excluding ' Price Awarded Points HST)- Awarded Maclver Dodge Jeep 68.00 $84,290.00 30 • 98.00 Delivery times provided by the Respondent are also indicated on the attached spreadsheet. A budget of$145,000.00 was provided to Supply & Services for this procurement. Maclver Dodge Jeep has been awarded the highest overall points. • Page 2 of 3. • • ATTACHMENT# TO REPORT# 1' 03— . of _ In accordance with Purchasing Policy, Section 6, 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. If you require further information or assistance, do not hesitate to contact me or a member of Supply&Services. { eVAF/sb `4/~ r Attachments (2) . • • • • • Page 3 of 3 •