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)
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