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HomeMy WebLinkAboutOES 34-08 Citlf 01 ~If, '" ,i( . ;,.~":'."';'F'R~Wrc~~~~ l .'.\. {, "''''-''-I',',.w,~~1 ',',,- . """ I~rCI(ljRrNG REPORT TO EXECUTIVE COMMITTEE · II . \. ~ Report Number: OES 34-08 Date: October 14, 2008 From: Everett Buntsma Director, Operations & Emergency Services Subject: Supply & Delivery of One-Ton Sign Truck Q-63-2008 File: A-1440 : U?Gomrnendation: 1, That Report OES 34-08 of the Director, Operations & Emergency Services regarding the supply and delivery of One (1) One-Ton Sign Truck be received; 2 That Quotation No. Q-63-2008, as submitted by Donway Ford Sales for the supply and delivery of One (1) One-Ton Sign Truck, in the amount of $83,233.54 (PST and GST included) be accepted; 3 That the total gross purchase cost of $83,233.54 and net purchase cost of $79,550.64 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the purchase with funds received from a Transportation Infrastructure Grant as approved in the 2008 Capitial Budget; and 5. Further, that the appropriate officials of the City of Pickering be authorized to give effect thereto. ccutive Summary: In the 2008 Capital Budget, the Council of the City of [Jickering approved the purchase of a One-Ton Sign Truck. The purchase of this purpose-built truck will allow Municipal Property & Engineering staff to maintain the City's street and traffic signs with a higher degree of safety and efficiency. I~eport OES 34-08 October 14, 2008 Subject: Supply & Delivery of One-Ton Sign Truck Page 2 Financial Implications: Approved Source of Funds 2008 Roads Capital Budqet Item Project Code Source of Available Required Funds Transportation $80,000.00 $79,550.64 Infrastructure Grant One-Ton Sign Truck 5320.0803.6157 I l__~___ Ouotation Amount Q-63-2008 Subtotal GST PST Total Gross Purchase Cost $73,658.00 3,682.90 5,892.64 $83,233.54 (3,682.90) $79,550.64 GST Rebate Total Net Purchase Cost l~______ r---..-----------..------MO---- Project cost (under) over Approved Funds ($449.36) Sustainability Implications: The engine powering this truck meets the latest L:I1\jironmental Protection Agency (EPA) standards for diesel engine emissions. This standard has significantly reduced the amount of harmful emissions created by the operation of the vehicle. Having a purpose-built vehicle will allow staff to work on the installation and maintenance of street signage with a higher degree of safety and efficiency. This purchase conforms to the environmental and social lenses of sLlstainability. Background: The purchase of a new One Ton Sign Truck was identified and approved by Council in the 2008 Capital Budget. Specifications were compiled by Fleet Operations after polling staff, site visits to neighbouring municipalities to evaluate e<isting equipment and review of emerging technology. Supply and Services invited, five (5) vendors to participate in the bidding process of which two (2) have responded. Upon careful examination and review of all quotations received by Supply and Services it has been determined that the low bid submitted by Formula Ford Sales does not meet the specification for "heated mirrors". As staff are required to exit the vehicle onto the CmIP0?27-D7/01 revised Report OES 34-08 October 14, 2008 Subject: Supply & Delivery of One-Ton Sign Truck Page 3 ) 'J "-- roadway to perform sign maintenance during inclement weather this is an important safety feature. The Municipal Property and Engineering Division therefore recommend the acceptance of the bid submitted by Donway Ford Sales, which meets the specifications set out in Q-63-2008, in the amount of $73,658.00 (PST and GST extra) and that the total net purchase cost of $79,550.64 be approved. Attachments: 1. Memo from Supply & Services Prepared By: /~~4A Supervisor, Fleet Operations App~9V"~~o.ated By: .' /./ / ,,1 //,/" "" ...... '~'f .." _____"' / / / I / _ f / Eve~Buntsme(' Director, Operations & Emergency Services - '~"."""..~""'~'~~'" .;...."............"......-. ..' ../..-- . .'. ~ <::::::::::-_ . "77~~ .~.C""-. . <-:Gilli~ Paterson ,,' Director Corporate Services & Treasurer \ \ { >{. f ~ ,0" Vera Felgemacher CPP., CPPO, CPPB, C.P.M., CMM III Manager, Supply & Services GS:cr Attachments: Copy: Chief Administrative Officer '-R'ecommended for the consideration of Pickering Cit oun // r CORP0227-07/01 revised Citq o~ I _.,,-J POR"1 4 '\~.~ ~JYl 0 .~- AUG 2 8 2008 CITY OF PICKERING MUNICIPAL PROPERTY & ENGINEERING MEMO 11. . ,) To: Richard Holborn Division Head, Municipal Property & Engineering August28,2008 From: Bob Kuzma Senior Purchasing Analyst Copy: Subject: Quotation No. Q-63-2008, Supply & Delivery of One - ton Sign Truck Closing: Wednesday, August 27, 2008 Quotations have been received for the above project. Five (5) companies were invited to participate' of which two (2) companies have responded by the official closing date and time. 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 manufacturer 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 Formula Ford Lincoln in the total amount of $82,814.31, GST and PST included, is the low quotation and is subject to further evaluation of the equipment's conformance to specification. Vendor Price G.S.T. P.S.T. Total Price per Unit Formula Ford Lincoln $73,287.00 $3,664.35 $5,862.96 $82,814.31 Donway Ford Sales $73,658.00 $3,682.90 $5,892.64 $83,233.54 Summary Q.63.2008 This award is subject to Council approval. I ;:C)', ._OJ~~ 3if-og ,. ~ ;t Include in your report to Council: 4 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. anyreason(s) why the bid of Formula Ford Lincoln 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. .' '-:7). ' {".~/ ,/ August28,2008 Q-63-2008 - One-ton Sign Truck Page 2