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HomeMy WebLinkAboutCS 32-18DICKERING Report to Council Report Number: CS 32 -18 Date: December 10, 2018 From: Marisa Carpino Director, Community Services Subject: Quotation No. Q-48-2018 - Quotation for Supply and Delivery of One Ton Truck with Sign Body - File: A-1440 Recommendation: 1. That Quotation No. Q-48-2018 submitted by Donway Ford Sales Ltd. in the amount of $147,999.49 (HST included) be accepted; 2. That the total gross quotation cost of $148,203.00 (HST included) and the total net project cost of $133,461.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost of $133,461.00, as approved in the 2018 Roads Equipment Capital Budget in the amount of $95,000.00, be increased to $133,461.00 by a transfer from the Vehicle Replacement Reserve; and, 4. That the appropriate officials: of the City of Pickering be authorized to take the necessary actions as indicated in this memo. Executive Summary: The Public Works Section, within the Community Services Department, currently utilizes one One Ton Truck with Sign Body for the installation, repair, and/or replacement of street signs. One Unit #058 is a 2009 Ford One Ton Pickup with Sign Body and was approved for a lifecycle replacement in the 2018 Capital Budget 5319.1807.6157. On August 9, 2018, an advertisement was placed on the City's website for Q-48-2018. Three companies responded by the closing date of Monday, August 30, 2018. The quotation submitted by Donway Ford Sales Ltd for One New Latest Model Year One Ton Truck with Sign Body meets the required specifications and has received the highest score from the Evaluation Committee. As such, the top ranked quotation submitted by Donway Ford Sales Ltd. in the amount of $147,999.49 (HST included) is recommended for approval. The total gross project cost is estimated to be $148,203.00 (HST included) and the total net project cost is estimated at $133,461.00 (net of HST rebate). CS 32-18 Subject: Quotation No. Q-48-2018 December 10, 2018 Page 2 Financial Implications: 1. Quotation Amount Quotation No. Q-48-2018 HST (13%) Total Gross Quotation Cost $130,973.00 17, 026.49 $147,999.49 2. Estimated Project Costing Summary Quotation No. Q-48-2018 Licence Fees Total Cost HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $130,973.00 180.00 $131,153.00 17,050.00 $148,203.00 (14,742.00) $133,461.00 3. Approved Source of Funds 2018 Roads Equipment Capital Budget Description Supply and Delivery of One Ton Truck with Sign Body Total Funds Account Code Source of Funds Available Required Budget $95,000.00 5319.1807.6157 Vehicle Replacement Reserve Vehicle Replacement Reserve $95,000.00 38,461.00 $95,000.00 $133,461.00 Net Project Cost under (over) Approved Funds $38,461.00 In accordance with the Purchasing Policy, Item 06.11(b), 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 is over $75,000.00 and up to $250,000.00 the Manager may approve the award subjectto the approval of the Director, Treasurer and CAO. Financial Control Policy (FIN 030), Sections 11.02 and 11.04, require approval by Council where the project costs exceed the approved budget by more than ten percent. Council approval is being sought at this time in order to proceed with the project as the estimated costs exceeded the approved budget by more than ten percent. CS 32-18 December 10, 2018 Subject: Quotation No. Q-48-2018 Page 3 Discussion: The Public Works Section, within the Community Services Department, currently utilizes one dedicated One Ton Truck with Utility Body (Sign Truck) to install and/or repair street signs and right of way signs throughout the City. The Sign Truck is critical in responding to emergency situations when a sign is knocked down due to a traffic accident or severe weather event. The Sign Truck is also used by Public Works staff to install signs for special events and to assist with road closures and detour routes. The Sign Truck is customized to include a crane, post puller, post storage and hash marked metal platform with rail for staff to work at higher heights when replacing signs. The Sign Truck is essential to the operation of the Public Works Section and requires replacement. One Unit #058 is a 2009 Ford One Ton Pickup with Sign Body and was approved for a lifecycle replacement in the 2018 Capital Budget 5319.1807.6157. An Evaluation Committee consisting of Public Works staff each 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. Donway Ford Sales Ltd has received the highest scores. After careful review of all submissions received, Public Works staff recommends acceptance of Quotation No. Q-48-2018 submitted by Donway Ford Sales Ltd. in the amount of $147,999.49 (including HST) and that the total net project cost of $133,461.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated October 18, 2018 CS 32-18 December 10, 2018 Subject: Quotation No. Q-48-2018 Page 4 Prepared By: Approved/Endorsed By: Matt Currer Marisa Carpino, MA Supervisor, Municipal Garage Director, Community Services Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Ray Rodrigues, CPPB Manager, Supply & Services /MC Recommended for the consideration of Pickering City Council 0J) Tony Prevedel, P. Eng. Chief Administrative Officer 14,1}.. 301 Zoi 8 (44 PICKERING ATTACHMENT# 1 TO REPORT# _ I Memo To: Marisa Carpino Director, Community Services From: Justin MacDonald Buyer, Supply & Services Copy: Administrative Assistant, Community Services Manager, Supply & Services October 18, 2018 Subject: Quotation No. Q-48-2018 Supply and Delivery of One New Latest -Model Year One Ton Truck with Sign Body Closing Date: Thursday, August 30, 2018. File: F-5300-001 Quotation Q-48-2018 was advertised on the City's website on August 9, of which 3 companies have responded. Stage I — Mandatory Submission Requirements — determines which submissions satisfy all the mandatory submission requirements and provides Respondents the opportunity to rectify deficiencies. 3 proposals proceed to Stage II — Evaluation. A summary of the Stage II and III evaluation results for each quotation is attached. Donway Ford Sales Ltd is the top ranked respondent with a submitted price of $130,973.00 (HST Excluded). A budget of $95,000.00 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. 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. Please provide your recommendation in memo form. After receiving CAO 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/JM Attachments (2) Page 2 of 2