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HomeMy WebLinkAboutOES 23-07 CiUI ()~ REPORT TO COUNCIL Resolution No. 113/07 Dated May 22,2007 Report Number: OES 23-07 Date: May 14,2007 From: Everett Buntsma Director, Operations & Emergency Services I:" ~ r", .""'. '- . .:., ,1 Subject: Supply and Delivery of Two (2) Four Wheel Drive Utility Tractors - File: A-2130 Recommendation: 1. That Report OES 23-07 of the Director, Operations & Emergency Services regarding the supply and delivery of two (2) four wheel drive utility tractors, be received; and 2. That Quotation No. Q-21-2007, as submitted by Hutchinson Farm Supply for the supply and delivery of two (2) four wheel drive utility tractors with ancillary equipment without the snow blower option in the amount of $91,348.20 (PST and GST included), be accepted; and 3. That the total gross purchase cost of $91,348.20 and net purchase cost of $86,540.40 as outlined in Report OES 23-07 of the Director, Operations & Emergency Services, be approved; and 4. That the Council of the City of Pickering authorize the Director, Corporate Services & Treasurer to finance the project through a five-year internal loan in the amount of $86,000 and the balance of $540 (plus licencing cost) be funded from the 2007 Current Budget; and 5. Further, that the appropriate officials of the City of Pickering be authorized to give effect thereto. Executive Summary: In the 2007 Parks Capital Budget, the Council of the City of Pickering approved the replacement of a 1995 Trackless sidewalk plough with two utility tractors. This initiative has proven to be effective in increasing efficiency and the delivery of service to the citizens of Pickering. Based upon this success achieved in 2006, it is the recommendation of the Municipal Property & Engineering Division that a second Trackless machine be replaced by two utility tractors. Report OES 23-07 May 14, 2007 Subject: Supply and Delivery of Two (2) Four Wheel Drive Utility Tractors 1''10 .... ~ {. \_J Page 2 Financial Implications: 1. Quotation Amount Total Purchase (Two Units) $45,354.00 (5,289.00) 40,065.00 2,403.90 3,205.20 45,674.10 (2.403.90) $43,270.20 $86.540 .40 Q-21-2007 Less Optional Snow Blower Subtotal GST PST Subtotal GST Rebate Total (each) 2. Approved Source of Funds 2007 Parks Capital Budqet Item Account Code Source of Funds Available Required Trackless 5780.0712.6178 Internal Loan Sidewalk Plow 5-year $100,000.00 $86,540.40 Sustainability Implications: The engine powering this equipment meets the Environmental Protection Agency's Tier II Emission Standards for 2007. This will significantly reduce the amount of harmful emissions created by the operation of the tractors. This purchase conforms with the environmental and economic lens of sustainability. Background: The replacement of City Unit #738, a 1995 Trackless sidewalk plough was identified and approved by Council in the 2007 Capital Budget. In 2006, Council approved the replacement of a similar machine with two utility style tractors, which has proven to be a cost effective method of increasing the efficient delivery of service to the citizens of Pickering. Subject: Supply and Delivery of Two (2) Four Wheel Drive Utility Tractors May 14,2007 ~'4l Report DES 23-07 Page 3 Supply & Services invited three (3) vendors to participate in the bidding process of which three have responded. Upon careful examination of all quotations received by Supply & Services, the Municipal Property & Engineering Division recommends the acceptance of the low bid from Hutchinson Farm Supply in the amount of $45,354.00 (PST & GST extra) less the optional snow blower attachment at $5,289.00 (PST & GST extra) for a net purchase cost of $40,065.00 (PST & GST Extra) for each machine. This will result in a total net purchase cost of $86,540.40 for the two machines. A review of all quotations without the optional snow blower attachment resulted in Hutchinson Farm Supply remaining as the low bidder. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Attachments: 1. Memo from Supply & Services Prepared By: Ever Director Operations & Emergency Services a:~ /~. .~ ~l . Grant mith Supervisor Fleet Operations -_..~ <~~~ y Gillis A. Paterson Director Corporate Services & Treasurer Vera Felg macher Manager, Supply & Services "'" , Report DES 23-07 May 14, 2007 Subject: Supply and Delivery of Two (2) Four Wheel Drive Utility Tractors ~', It ,', ,,":t-- Page 4 GS:dw Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City CouI1CU-",. " 1 ''\ '\ " Thomas J. Quinn, RDMR., CMM III Chief Administrative Officer CUKPORATE SERVICES DEPARTMENT MEMORANDUM I REPORT# 6ES ,~~-o1 .,""J,:;..~ :. Ii '""' <:tv April 13, 2007 To: Richard Holborn Division Head, Municipal Property & Engineering From: Bob Kuzma Senior Purchasing Analyst Subject: Quotation No. Q-21-2007, Supply & Delivery of Two (2) Four Wheel Drive Tractors Closing: Thursday, April 12, 2007 Quotations have been received for the above project. Three (3) companies were invited to participate of which three (3) responded. Quotations shall be 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" to provide the City with information and details to subjectively review each line item and the sum total of all specifications. Specifications Item 3 states where a bidder deviates from the quotation specifications, they must indicate "NO" and then specify the changes. The acceptance of these deviations relies solely within the discretion of the City. The quotation submitted by Hutchinson Farm Supply including all optional equipment in the total amount of $51,703.56 per unit is the low quotation, subject to further evaluation of the equipment's conformance to specification and required equipment options. Please note that deletion of any of the optional equipment as quoted will alter the total price per unit and may result in a change in respect to the low bidder. nc u es a opllona eqUlpmen Vendor Amount G.S.T. P.S.T. Total Price per Unit Hutchinson Farm Supply $45,354.00 $2,721.24 $3,628.32 $51,703.56 Utica Farm Equipment $45,600.00 $2,736.00 $3,648.00 $51,984.00 Vallance Equipment $46,200.00 $2,772.00 $3,696.00 $52,668.00 Summary Q.21-2007 II f I t I d MEN);:; / rr' DcpORT#oeS .2.~..AQriI13, 2007 I ' ",.., (" 'i'- () 7 Page 2 _~.. .,. '~'_M"_' Q-21-2007, Supply & Delivery lJl Two (2) Four Wheel Drive Tractor .". " " ",.J. 1 In accordance with Purchasing Policy Item 04.05 revised, this award is subject to Council approval. Include in your report to Council: 1. the appropriate account number(s) to which this work is to be charged and the budget amount(s) assigned thereto 2. Treasurer's confirmation of funding 3. related departmental approvals 4. any reason(s) why the low bid of Hutchinson Farm Equipment is not acceptable, and 5. related comments specific to the project Bidders will be advised of the outcome. Please do not disclose pricing to enquiring bidders. Subject to Council approval, an approved "on-line" requisition will also be required to proceed. If you require further information or assistance during the evaluation phase of this quotation call, contact me at extension 2131. /bk Attachments ./ l/ ( I