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HomeMy WebLinkAboutFIN 22-18CCy -f, DICKERING Report to Council Report Number: FIN 22-18 Date: December 10, 2018 From: Stan Karwowski Director, Finance & Treasurer Subject: Tender/Contract Approvals Approvals During Council Recess October and November, 2018 Recommendation: 1. That Report FIN 22-18 of the Director, Finance & Treasurer regarding tender, proposal and contract approvals during Council Recess be received; 2. That Council pass a resolution ratifying the approval of the Quotations and Contracts by the Chief Administrative Officer during Councils' recess being Quotation No. Q- 29-2018 Seniors and Person with Disabilities Snow Clearing Program and Q-34- 2018 Supply & Delivery of Three (3) New latest Model Four Ton Dump Trucks with Snow Plow and Wing; and 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Executive Summary: Council is required to approve contracts awarded by the Chief Administrative Officer in accordance with Section 07 of the Purchasing Policy during recesses of Council. The quotation and contract approvals contained in this report were approved by the Chief Administrative Officer during Council's recess for October and November 2018. They were in compliance with the City's Purchasing Policy and were contained within an approved budget. Financial Implications: The capital projects listed and described in this report are being funded from various sources as approved by Council in the Current and Capital Budget. Quotation No. Q-29-2018 Seniors and Persons with Disabilities Snow Clearing Program The low quotation submitted by Gray's Landscaping & Snow Removal Inc. for Quotation No. Q-29-2018 for Year 1 of the 3 -year Seniors and Persons with Disabilities Snow Clearing Program in the amount of $21,636.00 (HST excluded) per occurrence be approved. The service program for snow clearing will be funded from property tax, as Report FIN 22-18 December 10, 2018 Subject: Tender/Contract Approval Approvals During Council Recess October and November, 2018 Page 2 approved in the 2018 Current Budget. The seniors snow removal program cost will almost double for 2019 and staff will be recommending that this cost pressure be funded by a special levy. 1. Quotation Amount Quotation No. Q-29-2018, Year 1 (per snow clearing and salting service) HST (13%) Total $21,636.00 2,812.68 $24,448.68 2. Estimated Project Cost Summary Quotation No. Q-29-2018 Seniors and Person with Disabilities Snow Clearing Program, Year 1 (based on 12 call outs) HST (13%) Gross Project Cost HST Rebate (11.24%) Total Net Project Cost $259,632 33,752 293,374 (29,183) $264,202 3. Approved Source of Funds Location Project Code Source of Funds Budget Required Property 2132.5320.0000 Property Tax $126,000 $264,202* Maintenance Total Funds $138,202 Project Cost under (over) Approved Funds ($138,202) *The required amount reflects a full "snow season" (2018/2019) Report FIN 22-18 December 10, 2018 Subject: Tender/Contract Approval Approvals During Council Recess October and November, 2018 Page 3 Quotation No. Q-34-2018 Supply & Delivery of Three (3) New latest Model Four Ton Dump Trucks with Snow Plow and Wing 1. Quotation Amount (3) New Latest -Model Year Four Ton Dump Truck with Snow Plow and Wing HST (13%) Total Gross Quotation Cost $725,958.00 94,375.54 $820,332.54 2. Estimated Project Cost Summary Quotation No. Q-34-2018 Licenses (3 vehicles) Total Project Cost (excluding taxes) HST (13%) Gross Project Cost HST Rebate (11.24%) Total Net Project Cost $725,958 1,800 $727,758 94,609 $822,367 (81,800) $740,567 3. Approved Source of Funds — 2018 Roads Equipment Capital Budget Description Account Code Source of Funds Available Required Budget $540,000 $493,711 (2) New Latest -Model 5319.1804.6158 Vehicle Year Four Ton Dump Replacement Truck with Snow Plow Reserve and Wing (1) New Latest -Model 5319.1805.6158 Development Year Four Ton Dump Charges — Other Truck with Snow Plow Services related to and Wing a Highway Total Funds 270,000 246,856 $810,000 $740,567 Net Project Cost under (over) Approved Funds $69,433 Report FIN 22-18 December 10, 2018 Subject: Tender/Contract Approval Page 4 Approvals During Council Recess October and November, 2018 Discussion: Purchasing Policy Item 07 authorizes the Chief Administrative Officer to act on behalf of Council in approving an award of a project, and the Treasurer is authorized to approve financing for same, during any recess, break or absence of Council on the condition that: (a) The project is in a budget approved by Council; (b) Such actions are in compliance with the Purchasing Policy and the Financial Control Policy; (c) The project is not debt financed; and (d) A report respecting those approvals is subsequently submitted to Council. The circumstances were such that 2 quotations required approval by the Chief Administrative Officer during Council's 2018 recess. It is recommended that Council receive this Report for information and ratify the approval of Quotation No. Q-29-2018, Seniors and Person with Disabilities Snow Clearing Program and Q-34-2018 Supply & Delivery of Three (3) New latest Model Four Ton Dump Trucks with Snow Plow and Wing. Attachments: 1. Supply & Services Summary Memorandum dated October 9, 2018 2. Community Services Award Memorandum dated October 24, 2018 3. Community Services Award Memorandum dated November 8, 2018 Prepared By: Ray ' drigues, CPPB Manager, Supply & Services Approved/Endorsed By: Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer �4 DICKERING ATTACHMENT #._L__TO REPORT Ir - Memo To: Marisa Carpino October 9, 2018 Director, Community Services From: Jacqueline Charles Senior Purchasing Analyst, Supply & Services Copy: Administrative Assistant, Community Services Manager, Supply & Services Subject: Quotation No. Q-29-2018 Seniors and Persons with Disabilities Snow Clearing Program Closed: October 2, 2018, before 12:00 noon. File: F-5300-001 Quotation Q-29-2018 was advertised on the City's website on September 11. 2018 of which two companies responded. Stage I — Mandatory Submission Requirements — determines which submissions satisfy all the mandatory submission requirements and provides Respondents the opportunity to rectify deficiencies. Two proposals proceed to Stage Il — Evaluation. A summary of the Stage 11 and III evaluation results for each quotation is attached. Gray's Landscaping & Snow Removal Inc. is the top ranked respondent with a submitted price of $21,636 (HST Excluded) per occurrence of Snow Clearing and Salting up to 12 call outs per year. A budget of $126,000 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 Appendix D — Request for Quotations Particulars, Item B: Material Disclosures, the following documents will be requested from Gray's Landscaping & Snow Removal Inc.: (a) A copy of the City's Health and Safety Policy form currently dated and signed; (b) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; and (c) The City's certificate of insurance or approved alternative form shall be completed by the bidder's agent, broker or insurer. Please advise if Supply & Services is to proceed with this task. 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. Subject to receipt of approvals on Health & Safety and insurance documents, please provide your recommendation in memo form. After receiving CAO'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. JC Attachments (3) Page2of2 (-44 DICKERING ATTACHMENT #,Y..,. TO REPORT # P11) as - IP Memo To: Ray Rodrigues Manager, Supply .& Services From: Marisa Carpino Director, Community Services Copy: Division Head, Operations Manager, Public Works Supervisor, Parks Operations Subject: Quotation Q-29-2018 - Seniors and Persons with Disabilities Snow Clearing Program File: F-5300-001-18 October 24, 201.8 Quotation Q-29-2018 closed on October 2, 2018 and two companies submitted a quotation by the closing date and time. An evaluation committee consisting of three Public Works staff reviewed and evaluated the submissions. A combined average score for each quotation was determined as part of Stage II of the evaluation process. The highest ranking respondent was Gray's Landscaping & Snow Removal Inc. with a submitted price of $21,636 (HST excluded) per occurrence of snow clearing and salting for year one of a four year quotation based on an estimated quantity of four hundred and twenty-five residents. The Seniors & Persons with Disabilities Snow Clearing Program accommodates up to four hundred and forty households including the Hamlets of Brougham, Claremont, Greenwood and Whitevale. An average of 12 snow'events are expected per year bringing the anticipated year 1 cost for the program to $259,632 (HST excluded). The registration fee associated with this is $35.00 (HST excluded) per household which generates total annual revenues of approximately $17,578 (HST excluded). In accordance with Purchasing Policy, Item 06.11 (c), 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 over $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. The account for this award is 2132.5320.00 and the approved budget is $126,000.00 of which there is insufficient funds for the anticipated average of 12 snow events per season. In accordance with Purchasing Policy, Item 07, the CAO is authorized to act on behalf of Council in approving an award of a project during Council recess. As per the Financial Control Policy, Item 11.04, Current and Capital Budget expenditures in excess of the limits established under Section 11.01, 11.02 and 11.03 shall require the approval of the Treasurer, -the Chief Administrative Officer, and Council. However, due to the fact that Council is currently in recess and the services related to this program are required to respond to the upcoming weather events, the Chief Administrative Officer will approve this award in their absence. After careful review of all submissions received, the Evaluation Committee and the Community Services Department recommends acceptance of the quotation submitted by Gray's Landscaping & Snow Removal Inc. for Quotation No. Q-29-2018 for year one of the four year Seniors and Persons with Disabilities Snow Clearing Program. Should circumstances regarding this program change in the future, the City can exercise its option to terminate the service contract after year one and at the time of renewal: Prepared By: Marisa Car•in., MA Director, Community Services Approved/Endorsed By: Ray 'Crdrigues Manager, Supply & Services Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Approval &ix, oat 24, zoi s Tony Prevedel, P. Eng. Chief Administrative Officer MC:nw Attachment: Supply & Services Memorandum dated October 9, 2018 October 24, 2018 Seniors and Persons with Disabilities Snow Clearing Program Page 2 of 2 city �g P1CKE RiNG Memo To: Tony Prevedel November 8, 2018 Chief Administrative Officer From: Marisa Carpino Director, Community Services Copy: Division Head, Operations Manager, Public Works Manager, Supply & Services Subject: Quotation No. Q-34-2018 Quotation.for the Supply and Delivery of Three (3) New Latest -Model Four Ton Dump Trucks with Snow Plow and Wing File: A-1440 Overview: The Public Works Section, within the Community Services Department, currently utilizes eleven 4 Ton Dump Trucks. The replacement of two 4 Ton Dump.Trucks (unit #060 — 2007 International and unit #057 — 2009 International) and the addition of one new 4 Ton Dump Truck was approved in the 2018 Roads Equipment Capital Budget funded from a Vehicle Replacement Reserve and Development Charges Reserve Fund, respectively. On April 2, 2018 an advertisement was placed on the City's website. One company responded by the closing date of April 23, 2018. The quotation submitted by Tallman Truck Centre Ltd., for three 2020 International 4 Ton Dump Trucks with Snow Plow and Wing received an acceptable score from the Evaluation Committee, meets the required specifications, and is recommended for approval. In accordance with Purchasing Policy Item 06.11(c), 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 $250,000.00, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. In accordance with the Purchasing Policy, Item 07, the CAO is authorized to act on behalf of Council in approving an award of a project during Council Recess on the condition that: a) the project is in a budget approved by Council; b) such actions are in compliance with the Purchasing Policy and the Financial Control Policy; c) the project is not debt financed; and, d) a report respecting those approvals is subsequently submitted to Council. Recommendation: 1. That Quotation No. Q-34-2018 submitted by Tallman Truck Centre Limited, in the amount of $820,332.54 (HST included) be accepted; 2. That the total gross quotation cost of $822,367.00 (HST included) and the total net project cost of $740,567.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $740,567.00 as follows: a) the sum of $493,711.00, as provided for in the 2018 Roads Equipment Capital Budget to be funded by a transfer from the Vehicle Replacement Reserve; b) the sum of $246,856.00, as provided for in the 2018 Roads Equipment Capital Budget to be funded by a transfer from Development Charges Reserve Fund — Other Services Related to a Highway; c) 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; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this memo. Financial Implications: 1. Quotation Amount (3) New Latest -Model Year Four Ton Dump Trucks with Snow Plow and Wing HST (13%) Total Gross Quotation Cost $725,958.00 94,374.54 $820,332.54 2. Estimated Project Costing Summary Quotation No. Q-34-2018 Licences (3 vehicles) Total project cost (excluding taxes) HST (13%) Gross Project Cost HST Rebate (11.24%) Total Net Project Cost $725,958.00 1,800.00 $727,758.00 94, 609.00 $822,367,00 (81,800.001 $740,567.00 November 8, 2018 Quotation No. Q-34-2018 Supply and Delivery of Three (3) New Latest -Model Four Ton Dump Trucks with Snow Plow and Wing Page 2 of 4 3. Approved Source of Funds — 2018 Roads Equipment Capital Budget Description Account Code Source of Funds Available Required Budget $540,000.00 $493,711.00 (2) New Latest -Model 5319.1804.6158 Vehicle Year Four Ton Dump Replacement Trucks with Snow Plow Reserve and Wing (1) New Latest -Model 5319.1805.6158 Development 270,000.00 246,856.00 Year Four Ton Dump Charges — Other Truck with Snow Plow Services related to and Wing Highway Total Funds $810,000.00 $740,567.00 Net Project Cost under (over) Approved Funds $69,433.00 Discussion: The Public Works Section,.within the Community Services Department, currently utilizes eleven 4 Ton Dump Trucks. The replacement pf two 4 Ton Dump Trucks (unit #060 — 2007 International and unit #057 - 2009 International) and the addition of one new 4 Ton Dump Truck was approved in the 2018 Roads Equipment Capital Budget. The two replacement trucks are funded from Vehicle Replacement Reserve, and the third new truck, to service the additional routes in Seaton, is funded from Development Charges Reserve Fund — Other Services Related to a Highway. An Evaluation Committee consisting of Public Works staff independently evaluated the quotation based on the rated criteria. It was determined that Tallman Truck Centre Limited did not meet the minimum technical requirements as per the bid document. As such, in accordance with the terms and conditions of the quotation document, City staff negotiated with Tallman Truck Centre Limited to rectify the technical deficiencies and a revised bid was submitted. A combined average score was determined as part of Stage II and III of the evaluation process and Tallman Truck Centre Limited was the only and highest scoring bidder. After careful review of the submission received, Public Works staff recommend the acceptance of Quotation No. Q-34-2018 submitted by Tallman Truck Centre Limited for Three (3) New Latest - Model Year Four Ton International Dump Trucks with Snow Plow and Wing in the amount of $725,958.00 (HST extra) and that the total net project cost of $740,567.00 (net of HST rebate) be approved. November 8, 2018 Quotation No. Q-34-2018 Supply and Delivery of Three (3) New Latest -Model Four Ton Dump Trucks with Snow Plow and Wing Page 3 of 4 Attachments: 1. Supply & Services Memorandum October 10, 2018 Supervisor, Municipal Garage MC:nw Approved/Endorsed By: Marisa Cdr • no, MA Director, Community Services Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Ray Rodrigues, CPPB Manager, Supply & Services Recommended for the consideration of Pickering City Council tke Tony Prevedel, P. Eng. Chief Administrative Officer pt%. l Z, 10/e) November 8, 2018 Page 4 of 4 Quotation No. Q-34-2018 Supply and Delivery of Three (3) New Latest -Model Four Ton Dump Trucks with Snow Plow and Wing ATTACHMENT# -1- rig 4 DICKERING Memo To: Marisa Carpino October 10, 2018 Director, Community Services From: Justin MacDonald Buyer, Supply & Services Copy: Administrative Assistant, Community Services Manager, Supply and Services Subject: Quotation No. Q-34-2018 Supply and Delivery of Three (3) New Latest -Model Year Four Ton Dump Truck with Snow Plow and Wing Closing Date: Monday April 23, 2018 at 12:00 Noon. File: F-5300-001 Quotation Q-34-2018 was advertised on the City's website on April 2, 2018 of which 1 company responded. The Evaluation Committee, consisting of City Staff from the Community Services conducted independent evaluations of the submission. Supply and Services was notified by the evaluation committee that the submission provided by Tallman Truck did not meet the minimum technical requirements, as requested in the bid document. Supply and Services and Operations Centre staff negotiated a resolution with Tallman Truck to rectify the technical deficiency in the rear differential/axel specification, and a revised bid was submitted for evaluation. Asummary of the Stage II and III evaluation results for the submission is detailed below. Vendor Name Average of Evaluation Committee Points Awarded Quoted Amount (excluding HST) Points Awarded Price Total Points Awarded Tallman Truck Centre Limited 43.33 $725,958.00 50.00 93.33 Tallman Truck Limited met the quotation requirements with its negotiated submission with a price of $725,958.00 (HST Excluded). A budget of $810,000.00 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: (c) Over $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. 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. JM Attachments (2) Page 2 of 2