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HomeMy WebLinkAboutOES 22-05PICKERING REPORT TO EXECUTIVE COMMITTEE Report Number: OES 22-05 Date: June 7, 2005 From: Richard W. Holborn, P. Eng. Division Head, Municipal Property & Engineering Subject: Supply and Delivery of Articulating Wheel Loader Quotation No.Q-20-2005 Recommendation: That Report OES 22-05 regarding the supply and delivery of an Articulating Wheel Loader be received and that; Quotation No. Q-20-2005 submitted by Strongco Equipment for the supply and delivery of an Articulating Wheel Loader, 2005 Case Model 621XT in the amount of $122,997.00 (after trade-in) (GST and PST extra) be accepted; and The total gross purchase cost of $141,446.55 and a net purchase cost of $132,836.76 be approved; That Council authorize the Director, Corporate Services & Treasurer to finance the project through the issuance of debt; and a) Debt financing through Region of Durham in the amount of $132,000.00 for a period not exceeding five years, at a rate to be determined be approved; and the balance of approximately $840 plus financing costs be financed from current funds. b) Financing and repayment charges in the amount of $29.,693.00 be included in the annual Current Budget for the City of Pickering commencing in 2006 and continue thereafter until the loan is repaid; and c) The Director, Corporate Services & Treasurer has certified that this loan and the repayment thereof falls within the City's debt and financial obligations approved annual repayment limit for debt and other financial obligations for 2005 as established by the Province for Municipalities in Ontario; and d) The Treasurer be authorized to take any actions necessary in order to effect the foregoing: and 5. Staff at the City of Pickering be given the authority to give effect thereto. Report: Subject: OES 22-05 Supply and Delivery of Articulating Wheel Loader Quotation No.Q-20-2005 Date: June 7, 2005 Page 2 Executive Summary: Not Applicable Financial Implications: 1. Approved Source of Funds: Account 2004 Capital Budget 2320/6178 Project Code 04-2320-004-01 Amount SI60,000.00 Estimated Purchase Costing Summary Q-20-2005 Articulating Wheel Loader Trade In of Unit # 118 Sub Total G.S.T. P.S.T. Total Purchase Cost G.S.T. Rebate Net Purchase Cost $139,497.00 ($16,500.00) $122,997.00 $8,609.79 $9,839,76 $141,446.55 $8,609.79) $132,836.76 Purchase Cost (under) over Approved Funds ($27,163.24)I The (Acting) Superintendent, Municipal Operations has determined the trade-in offered by Strongco Equipment is fair and equitable, therefore, it is recommended the trade-in offer be accepted in lieu of sending used loader to public auction. The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. Background The purchase of an Articulating Wheel Loader was approved by Council in the 2004 Capital Budget, to replace the City's unit # 118, a 1985 Case Articulating Wheel Loader. The Corporate Services Department, Supply & Services Section invited five (5) vendors to participate in the bidding process through Quotation Q-20-2005 utilizing specifications compiled by Fleet Operations. Four (4) responses were received, and quotations are irrevocable for 60 days after May 6, 2005. Upon careful examination of all quotations received by Supply & Services and field evaluation of the offered equipment, the Municipal Property & Engineering Division recommends acceptance of the Iow bid submitted by Strongco Equipment in the amount of $122,997.00 after trade-in, PST and GST extra and that the total net purchase cost of CORP0227-07/01 Report: OES 22-05 Date: June 7, 2005 Subject: Supply and Delivery of Articulating Wheel Loader Page 3 Quotation No.Q-20-2005 $132,836.76 be approved. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Attachments: 1. Supply & Services Memorandum Prepared By: '"'~rant '~-~ ith - (Acting) S~erintendent, Municipal !perations v"~'a Felgerr~cher. Manager, Supply & Services Approved nd( ' d By: . Direct'O'r, Operations & Emergency Services Director, Corporate Services & Treasurer Ricl~ard W. H~orn, P. Eng. Divi{sion Head Municipal Property & Engineering GS Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City.C~ou nc.~._ .,, Th.e~a~J.- ~uinJ~,~hief ~inistra Officer: CORP0227-07/01 May 11,2005 To: CORPORATE SERVICES DEPARTMENT MEMORANDUM Richard Holborn Division Head, Municipal Property & Engineering From: Bob Kuzma Purchasing Analyst Subject: Quotation No. Q-20-2005 Supply & Delivery of Articulating Wheel Loader Closing: May 6, 2005 - 12:00 noon Quotations have been received for the above project. Five (5) companies were invited to participate of which two (4) have responded. Quotations are irrevocable for 60 days after the official closing date and time. Copies of the quotations are attached for your review along with the summary of costs. Each line item provides a space for the vendor to indicate a "Yes, No, Specify" response to provide the City with information and details to subjectively review each line item and the sum total of all specifications. The following is a summary of quotations. SUMMARY CASH PURCHASE Vendor Base Price Optional Sub Total P.S.T G.S.T. Total Incl. AC tax Trade In Strongco Equipment $139,497.00 ($16,500.00) $122,997.00 $9,839.76 $8,609.79 $141,446.55 Ontrac Equipment $149,644.00 ($15,000.00) $134,644.00 $10,771.52 $9,425.08 $154,840.60 Amaco Equipment $154,303.00 ($13,000.00) $141,303.00 $11,304.24 $9,891.21 $162,498.45 Toromont Cat $160,679.00 ($12,000.00) 148,679.00 $11,894.32 10,407.53 $170,980.85 Q-21-2005 - Supply and Deliver ton 4x4 Pickup Truck '2,,, oi "~ May 11, 2005 ~- -- Page 2 The quotation submitted by Strongco Equipment is the Iow quotation and is subject to further evaluation of the equipment specifications. If a demonstration unit is required during the evaluation phase, please advise and I could make this request of the bidder, pursuant to Standard Quotation Terms & Conditions Item 17 - Samples which includes: Samples when required must be submitted strictly in accordance with instruction, ff sample are requested subsequent to opening of quotations, they shall be defivered within three (3) working days following the request, unless additional time is granted. Samples must be submitted free of charge and will be retumed at the Bidder's expense. Please provide your recommendation and if necessary, any reason the quotation from Strongco Equipment is not acceptable. In accordance with Purchasing Policy Item 04.05, an award in excess of $81,000 is subject to Council approval. Please do not disclose pricing to enquiring bidders at this time. Bidders will be advised of the outcome. If you require further information or assistance during the evaluation phase of this quotation call, please feel free to contact me at extension 2131. /bk Attachments