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HomeMy WebLinkAboutPW 01-16 • CL,/ 00 Report to N ° • Council PICKERING Report Number: PW 01-16 Date: June 27, 2016 From: Richard Holborn Director, Engineering & Public Works Subject: Quotation No. Q-42-2016 Supply and Delivery of One Articulating Front End Loader - File: A-1440 Recommendation: 1. That Quotation No. Q-42-2016, submitted by Hub International Equipment Ltd. for Supply and Delivery of One Articulating Front End Loader in the amount of $179,500.00 (HST extra) be accepted; 2. That the total gross project cost of$202,835.00 (HST included) and the total net project cost of$182,659.00 (net of HST rebate) be approved; 3. That Council authorizes the Division Head, Finance & Treasurer to finance the net project cost in the amount of$182,659.00 as follows: a) the sum of$180,000.00 as provided for in the 2016 Roads Capital Budget be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed five years; b) the sum of$2,659.00 to be funded from property taxes; c) the financing and annual repayment charges in the amount of approximately $39,600.00 be included in the annual Current Budget commencing in 2016 or subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid; d) the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions, or take any actions necessary in order to effect the foregoing; 4. That the draft by-law attached to this report be enacted; and 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. PW 01-16 June 27, 2016 Subject: Quotation No. Q-42-2016 Supply and Delivery of One Articulating Front End Loader Page 2 Executive Summary: The City of Pickering currently utilizes two articulating front end loaders. The replacement of one front end loader (unit # 112, 1997 Case Loader) was approved in the 2016 Roads Capital Budget to be funded by an external debt for a term of 5 years. On May 12, 2016 an advertisement for Q-42-2016 was placed on the City's website. Eight companies responded with ten submissions by the closing date of Thursday, May 26, 2016. The quotation from Hub International Equipment Ltd. for the Supply and Delivery of One Articulating Front End Loader, has received the highest score from the Evaluation Committee, meets the required specifications and is recommended for approval. That projects identified as being financed through the issuance of debt is subject to additional, specific approval of the expenditure and the financing by Council. 1. Financial Implications: Quotation No. Q-42-2016 $179,500.00 HST (13%) 23,335.00 Total Gross Quotation Cost $202,835.00 2. Estimated Project Costing Summary Quotation No. Q-42-2016 $179,500.00 HST (13%) 23,335.00 Total Gross Project Cost 202,835.00 HST Rebate (11.24%) (20,176.00) Total Net Project Cost $182.659.00 3. Approved Source of Funds 2016 Roads Capital Budget Account Source of Available Required Funds Budget 5320.1603.6178 Debt— 5 years $200,000.00 $180,000.00 Property Tax 0.00 2,659.00 Total Funds $200,000.00 $182,659.00 Net Project Cost under (over) Approved Funds $17,341.00 CORP0227-07/01 revised • PW 01-16 June 27, 2016 Subject: Quotation No. Q-42-2016 Supply and Delivery of One Articulating Front End Loader Page 4 Prepared By: Approved/Endorsed By: / J/ •/ // Bob Kuz a Rich rd Hol••rn, P. Eng. Supervisor, Public Works Administration Dir ctor, Engineering & Public Works Stan 'arwowski, MBA, CPA, CMA Division Head, Finance & Treasurer - era A. elgemacher CSCMP, CPPO, CPPB, CPM, CMM Ill Manager, Supply & Services BK:mjh Recommended for the consideration • of Pickering City Council 6--(1)I 'if 2,4,t6 Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised PW 01-16 June 27, 2016 Subject: Quotation No. Q-42-2016 Supply and Delivery of One Articulating Front End Loader Page 3 Discussion: The City of Pickering currently utilizes two articulating front end loaders. The replacement of one front end loader (unit#112, 1997 Case Loader) was approved in the 2016 Roads Capital Budget, to be funded by an external debt for a term of 5 years. On May 12, 2016 an advertisement for Q-42-2016 was placed on the City's website. Eight companies responded with ten submissions by the closing date of Thursday, May 26, 2016. An Evaluation Committee consisting of Public Works staff met on June 6, 2016 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. The quotation from Hub International Equipment Ltd. for the Supply and Delivery of One Articulating Front End Loader, has received the highest score from the Evaluation Committee, meets the required specifications and is recommended for approval. After careful review of all submissions received, the Evaluation Committee and the Engineering & Public Works Department recommends acceptance of the quotation submitted by Hub International Equipment Ltd. for the Supply and Delivery of One Articulating Front End Loader, in the amount of $179,500.00 (HST extra) and that the total net project cost of$182,659.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services memo dated May 31, 2016 2. Supply & Services memo dated June 7, 2016 3. Being a by-law to authorize the Supply and Delivery of One Articulating Front End Loader and the issuance of debentures in the amount of$180,000.00. CORP0227-07/01 revised ATTACHMENT#__I TO .19__W l-I(0 of 241 To: Richard Holborn May 31, 2016 Director, Engineering & Public Works revised From: Vera A. Felgemacher Manager, Supply & Services Copy: Manager, Public Works Supervisor, Supply & Services Supervisor, Public Works Administration Subject: Quotation No. Q-42-2016 Quotation for Supply and Delivery of One Articulating Front End Loader Closing: Thursday, May 26, 2016 @ 12:00 noon File: F-5300-001 Quotation Q-42-2016 was advertised on the City's website of which eight (8) company(ies) have responded. There are 3 stages in the evaluation process which are outlined in Part 2 — Evaluation of Quotations of the terms of reference. Stage I determines which submissions satisfy all the mandatory submission requirements and provides Respondents the opportunity to rectify deficiencies. Eight (8) quotations will proceed to Stage 11, which consists of scoring each qualified quotation on the basis of the rated criteria outlined in Part 2 of the quotation document. Refer to Part 2 —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 will review the submissions individually and carefully according to the rated criteria. Upon completion of the individual scoring, return all Evaluation Committee score sheets with signatures to Gideon Burder, 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. 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 Pleasd direct all enquiries to Supply& Services. Respondents will be advised of the outcome when the contract has been awarded. If your require further information, please contact myself or a member of Supply&Services. VAF/gb ,7) Attachments ..ew 0 1- ATTACHMENT# t TO REPORT#o k f_ N 4- O co Ws C I--• a ca c ) ti . L ca O J .N - C C a) W E • C 0 o V LL 0) C 4 a3 _ O i' p co Q nl r >, N (/) C O o Z � �a - ; as C C O v C >, O O = aj o O O a.> ti o) = cc 8' u) i a W C ca C . . ,o O d a; C V C 0 (0 r O O 0 L 0) 'a CO CO Y CO L CO CO N O M !JW � � c) rc) ~ c) a) � C)N �_ 2NN m = N m = N 0d' N U L L= a) > rO c`a -) N —) N is c co as S .Y ca a) a) a) a) ' >- >- Y >- >- >- - r co co C) u) a) .4-. C — ++ -O U) C. C C a) .0 c a) ca CD 'O •"= Cl) Q" O Co C d E a) a) a) +_' J O- _ C Q t J -c Y CO) W L c cr co o a) .� O)o E2 a) 2 C J - Q.. 2 i ÷,9:., fa O O 0 V . O' O - O (nom m = f— c = W 2 J z pl\ii 0 — acs ATTACHMENT _—_ TO REPORT#_. N 4- O N a) 0) ca Q_ a) E ca Z c •L 0 L ch d co co c -,- , GUN— caoo cad-- o I--, o I_ C7) • a) NN N N Q (0 N Q v. N O N ,_ O c) L__J U N i N U N i a)O a) O N N a >,_ >- >- L a) E ) G c U 0 o 0) E ° E O o E c c n. c .a_ E E E a f '5 'L 5 2 o 0 Co- a as ca a o 0 2W 2W I— I- hi o ATTACHME NT# TO RE PORT# P i -Po 1 of / Cit.q a rl • • Memo To: Richard Holborn June 7, 2016 Director, Engineering & Public Works revised From: Vera A. F.elgemacher Manager, Supply.& Services Copy: Manager, Public Works Supervisor, Supply & Services Supervisor, Public Works Administration Subject: Quotation No, Q-42-2016 Supply and Delivery of One Articulating Front End Loader File: F-5300-001 Further to the memo dated May 31, 2016, Ten (10) quotations proceeded to Stage II evaluation. A summary of the Stage II evaluation results for each quotation is attached. Hub International Equipment Ltd. is the highest-scoring respondent at a price of $179,500.00 plus HST. A budget of$200,000.00 was provided,to Supply & Services for this procurement. In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST. In accordance with Purchasing Policy, Item 06.11, 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: • (b) Over$75,000 and up to $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer and the CAO. However, as this procurement is Debt Financed, Council must also approve the award. 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 Supplt & Services. // VAF/gb Attachment ATTACHMENT# - TOREPORT# Pw\/ © i - I of The Corporation of the City of Pickering By-law No. • Being a by-law to authorize the Supply and Delivery of One Articulating Front End Loader and the issuance of debentures in the amount of$180,000.00 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 of Pickering wishes to proceed with debenture financing for the Supply and Delivery of One Articulating Front End Loader; and, Whereas before authorizing the Supply and Delivery of One Articulating Front End Loader, 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 was not required prior to City Council's authorization 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 PW 01-16 on the date hereof and awarded Quotation No. Q-42-2016 for the Supply and Delivery of One Articulating Front End Loader; ATTACH ENT# TO REPORT#_.P 1+�ca By-law No. Page 2 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 Articulating Front End Loader "; 2. That the estimated costs of the project in the amount of$182,659.00 be financed as follows: • a) that the sum of$180,000.00 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed five years; b) that the sum of $2,659.00 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 2016 or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid. By-law passed this 27th day of June, 2016. David Ryan, Mayor Debbie Shields, City Clerk