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HomeMy WebLinkAboutFIR 02-18ri( 6,,T) DICKERING Report to Council Report Number: FIR 02-18 Date: June 25, 2018 From: John Hagg Fire Chief Subject: Supply and Delivery of One Fire Pumper Tanker - Quotation No. Q-35-2018 File: A-1440 Recommendation: 1. That Quotation No. Q-35-2018 submitted by Dependable Truck and Tank Ltd. for the Supply and Delivery of One Fire Pumper Tanker in the amount of $810,436.00 (HST included) be accepted; 2. That the total gross project cost of $832,471.00 (HST included) and the total net project cost of $749,666.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost in the amount of $749,666.00 as follows: a) the sum of $ 749,000.00, as provided for in the 2018 Fire Services Capital Budget be financed by the issue of debentures by The Regional Municipality of Durham over a term not to exceed ten years; b) the sum of $666.00 to be funded from property taxes; c) the annual repayment charges in the amount of approximately $90,000.00 be included in the annual Current Budget for the City of Pickering commencing in 2018, or such subsequent year in which the debentures are issued, and continuing thereafter until the debenture financing is repaid, and any financing cost to be paid out of the Current Budget; 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. Executive Summary: As approved in the 2018 Capital Budget, the Fire Services Department will require one fire pumper tanker to replace the three pumper tankers that are currently in service. For the purpose of supplying this pumper tanker, Quotation No. Q-35-2018 FIR 02-18 June 25, 2018 Subject: Supply and Delivery of One Fire Pumper Tanker Page 2 was prepared and advertised on the City's website on May 3, 2018 and closing date of June 5, 2018. The Evaluation Committee scored the quotations and established Dependable Truck and Tank Ltd. as the highest ranking proponent. The total gross project cost is estimated to be $832,471.00 (HST included) and the total net project cost is estimated at $749,666.00 (net of HST rebate). Financial Implications: 1. Quotation Amount Quotation No. Q-35-2018 HST (13%) Total Gross Quotation Cost $717,200.00 93,236.00 $810,436.00 2. Estimated Project Costing Summary Quotation No. Q-35-2018 Tools and Equipment Contingency Sub Total Cost HST (13%) Total Gross Project Cost HST Rebate (11.24%) Total Net Project Cost $717,200.00 9,500.00 10,000.00 736,700.00 95,771.00 $832,471.00 (82,805.00) $749,666.00 3. Approved Source of Funds 2018 Fire Services Capital Budget Description Account Source of Available Required Supply and Code Funds Budget Delivery 5340.1805.6159 Debt 10 Years $750,000.00 $749,000.00 of One Fire Property Taxes 0 666.00 Pumper Tanker Total Funds $750,000.00 $74A666.00 Project Cost under (over) approved funds by $334.00 CORP0227-07/01 revised FIR 02-18 June 25, 2018 Subject: Supply and Delivery of One Fire Pumper Tanker Page 3 Discussion: This fire pumper tanker as approved in the 2018 Capital Budget and bid under Q-35-2018 will be primarily utilized as a water tender capable of transporting 11,000 liters of water to fire scenes in areas within Pickering not serviced by the Regional Municipality of Durham water supply. When this vehicle is ready for service it will be added to the Fire Services Department vehicle fleet and will replace our three current fire pumper tankers. Two of the tankers are Freightliner, two passenger, model year 1999 and the other apparatus is a GMC, two passenger, model year 2000. The new fire pumper tanker will have a custom cab and chassis with seating to accommodate four firefighters. This vehicle will meet the 2018 Engine Emission Regulations, Canadian Motor Vehicle Safety Standards and National Fire Protection Association Standard for Automotive Fire Apparatus. The modern safety systems will include anti-lock braking, a rear view camera, an occupant protection system designed for maximum protection from side impact and vehicle rollover, and LED lighting that will provide enhanced visibility and warning. A portion of the funds from this project will be used to purchase new tools and equipment required to outfit this fire pumper tanker and ready it for service. The Fire Services Department current supply of tools and equipment will not be sufficient to fully outfit this new fire pumper tanker. Specifications for the fire pumper tanker were developed based on consultation with City Operations staff, Fire Services Management and the Joint Health and Safety Committee. Two respondents submitted quotations for this project, which closed on June 5, 2018 for the Supply and Delivery of One Fire Pumper Tanker. Upon careful examination of all quotations and relevant documents received, the Fire Services Department recommends the acceptance of Quotation No. Q-35-2018 in the amount of $810,436.00 (HST included) submitted by Dependable Truck and Tank Ltd. for the Supply and Delivery of One Fire Pumper Tanker project and that the total net project cost of $749,666.00 be approved. Attachments: 1. Supply & Services Summary Memorandum dated June 7, 2018 2. Being a By-law to authorize the Supply and Delivery of One Fire Pumper Tanker project in the City of Pickering and the issuance of debentures in the amount of $749,000.00. CORP0227-07/01 revised FIR 02-18 June 25, 2018 Subject: Supply and Delivery of One Fire Pumper Tanker Page 4 Prepar-d By: Approved/Endorsed By: 41, J.,on Yoshida D-puty Fire Chief Ray Roc r'gues, CPPB Manager, Supply & Services JY:jm John gg Fire Chief Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer t8, Zola CORP0227-07/01 revised Attachment # 1 to Report # FIR 02-18 Page 1 of 2 of/ <( PICKERING Memo To: John Hagg Fire Chief, Fire Services From: Ray Rodrigues Manager, Supply & Services Copy: Administrative Assistant, Fire & Emergency Management Deputy Fire Chief, Fire Services Subject: Quotation No. Q-35-2018 S&D of One Fire Pumper Tanker Closing Date: June 5, 2018 at 12:00 Noon. File: F-5300-001 June 7, 2018 A summary of the Stage II and III evaluation results for each quotation is detailed below. Vendor Name Average of Evaluation Committee Points Awarded Quoted Amount (excluding HST) Points Awarded Price Total Points Awarded Dependable Truck and Tank Ltd 106.5 $717,200.00 50 #156.5 Safetek Emergency Vehicles Ltd. 105.75 $799,150.00 45.4 151.15 Dependable Truck and Tank Ltd is the top ranked respondent with a submitted price of $717.200.00 (HST Excluded). A budget of $750,000.00 was provided to Supply & Services for this procurement. If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy Item 11 for additional instructions. Attachment # 1 to Report # FIR 02-18 Page 2 of 2 In accordance with Appendix D — Request for Quotations Particulars, Item B: Material Disclosures, the following documents will be requested from Dependable Truck and Tank Ltd: 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 06A1, 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 $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. Please provide your recommendation in report form. After receiving Council's approval, 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. RR Attachments (1) Page 2 of 2 Attachment # 2 to Report # FIR 02-18 Page 1 of 2 The Corporation of the City of Pickering By-law No. XXXX/18 Being a by-law to authorize the Supply and Delivery of One Fire Pumper Tanker project in the City of Pickering and the issuance of debentures in the amount of $749,000.00 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 wishes to proceed with debenture financing for the Supply and Delivery of One Fire Pumper Tanker project; and Whereas before authorizing the construction in respect of the Supply and Delivery of One Fire Pumper Tanker project, 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 FIR 02-18 on the date hereof and awarded Quotation No. Q-35-2018 for the Supply and Delivery of One Fire Pumper Tanker project; 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 "Supply and Delivery of One Fire Pumper Tanker"; By -Law No. XXXX/18 Attachment # 2 to Report # FIR 02-18 Page 2 of 2 Page 2 2. That the estimated costs of the project in the amount of $749,666.00 be financed as follows. a) the sum of $749,000.00 be financed by the issue of debentures by The Regional Municipality of Durham over a term not to exceed 10 years; b) the sum of $666.00 be funded from property taxes; and 3. That the funds to repay the principal and interest of the debentures be provided for in the annual Capital Budget for the City commencing in 2018 or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid. By-law passed this 25th day of June, 2018 David Ryan, Mayor Debbie Shields, City Clerk