Loading...
HomeMy WebLinkAboutCS 11-19Cdy F PICKERING Report to Executive Committee Report Number: CS 11-19 Date: October 7, 2019 From: Marisa Carpino Director, Community Services Subject: Quotation No. Q-17-2019 - Quotation for the Supply and Delivery of Two New 4 Ton Dump Trucks with Snow Plow and Wing - File: A-1440 Recommendation: 1. That Quotation No. Q-17-2019 submitted by James Palmer Premier Truck Group, in the amount of $524,912.00 (HST extra) be accepted; 2. That the total gross quotation cost of $594,846.00 (HST included) and the total net project cost of $535,677.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $535,677.00 as follows: a) The sum of $267,088.00, as provided for in the 2019 Roads Equipment Capital Budget be financed from the Vehicle Replacement Reserve Fund; b) The sum of $267,089.00, as provided for in the 2019 Roads Equipment Capital Budget be financed from the Development Charges Reserve Fund — Roads & Related; 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 report. Executive Summary: The Public Works Section, within the Community Services Department, currently utilizes twelve 4 Ton Dump Trucks. One 4 Ton Dump Truck with Snow Plow and Wing (unit #61, 2010 International) has met its scheduled replacement date and is approved for replacement in the 2019 Capital Budget funded from the Vehicle Replacement Reserve Fund. An additional new 4 Ton Dump Truck with Snow Plow and Wing is required to service additional roads coming on stream in Seaton, as reflected in the 2019 Capital Budget funded from the Development Charges Reserve Fund. CS 11-19 October 7, 2019 Subject: Quotation No. 0-17-2019 Page 2 On Thursday, June 20, 2019, an advertisement was placed on the City's website of which three companies responded to by the closing date of Thursday, July 11, 2019. The quotation submitted by James Palmer Premier Truck Group is the highest ranked respondent, 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 or where the highest scoring proposal is recommended 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. Financial Implications: 1. Quotation Amount Supply & Delivery of Two New 4 Ton Dump Trucks with Snow Plow and Wing HST (13%) Total Gross Quotation Cost $524,912.00 68,238.56 $593,150.56 2. Estimated Project Costing Summary Quotation No. Q-17-2019 Licencing (2 vehicles) Total project cost (excluding taxes) HST (13%) Gross Project Cost HST Rebate (11.24%) Total Net Project Cost $524,912.00 1,500.00 $526,412.00 68,434.00 $594,846.00 (59,169.00) $535,677.00 CS 11-19 Subject: Quotation No. Q-17-2019 October 7, 2019 Page 3 3. Approved Source of Funds — 2019 Fleet Vehicle Capital Budget Description Account Code Source of Available Required Funds Budget (1) New 4 Ton Dump 5319.1909.6158 Vehicle 270,000.00 267,088.00 Truck with Snow Plow Replacement and Wing Reserve (1) New 4 Ton Dump Truck with Snow Plow and Wing Total Funds 5319.1910.6458 Development 270,000.00 267,089.00 Charges — Roads & Related $540,000.00 $535,677.00 Net Project Cost under (over) Approved Funds $4,323.00 Discussion: The Public Works Section, within the Community Services Department, currently utilizes twelve 4 Ton Dump Trucks. One 4 Ton Dump Truck with Snow Plow and Wing has met its scheduled replacement date, and is recommended for replacement by Fleet Services. It is approved to be replaced in the 2019 Fleet Vehicles Capital Budget, funded from Vehicle Replacement Reserve. The second 4 Ton Dump Truck with Snow Plow and Wing will be a new addition to the Fleet and will be used to service the additional roads coming on stream in Seaton. This vehicle is reflected in the 2019 Fleet Vehicles Capital Budget funded from the Development Charges Reserve Fund — Roads & Related. An Evaluation Committee consisting of Public Works staff evaluated the quotation based on the rated criteria. It was determined that James Palmer Premier Truck Group was the top ranked respondent and received the highest score from the Evaluation Committee. After careful review of the submissions received, Public Works staff recommend the acceptance of Quotation No. Q-17-2019 submitted by James Palmer Premier Truck Group for two new 4 Ton Dump Trucks with Snow Plow and Wing in the amount of $593,150.56 (HST included) and that the total net project cost of $535,677.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum August 12, 2019 CS 11-19 October 7, 2019 Subject: Quotation No. Q-17-2019 Page 4 Prepared By, MattC r Supervisor, Muni Approved/Endorsed By: Marisa Car•*: o, MA pal Garage Director, Community Services ,cv`Rob Burlie, P. Eng. Manager, Public Works MC:nw Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Ray ' o• 'gues, CPPB Manager, Supply & Services Recommended for the consideration of Pickering City Council Tony Prevedel, P. Eng. Chief Administrative Officer 2.3, Z017 GtZ =/ PICKERING Attachmment #1 to CS 11-19 Memo To: Marisa Carpino August 12, 2019 Director, Community Services From: Justin MacDonald (Acting) Senior Purchasing Analyst, Supply & Services Copy: Administrative Assistant, Community Services Manager, Supply & Services Subject: Quotation No. Q-17-2019 Supply and Delivery of Two New 4 Ton Dump Trucks with Snow Plow and Wing Closing Date: Thursday, July 11 2019 at 12:00 Noon. File: F-5300-001 Quotation Q-17-2019 was advertised on the City's website on Thursday, June 20, 2019, of which three 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. One Respondent rectified deficiencies in their submission within the rectification period. Three proposals proceed to Stage II — Evaluation. A summary of the Stage II and III evaluation results for each quotation is detailed below. James Palmer Premier Truck Group is the top ranked respondent with a submitted price of $524,912.00 (HST Excluded). A budget of $540,000.00 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. 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/jm Attachments (1) Page 2of2