HomeMy WebLinkAboutOES 34-08
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REPORT TO
EXECUTIVE COMMITTEE
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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
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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:
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Eve~Buntsme('
Director, Operations & Emergency
Services
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<-:Gilli~ Paterson ,,'
Director
Corporate Services & Treasurer
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Vera Felgemacher
CPP., CPPO, CPPB, C.P.M., CMM III
Manager, Supply & Services
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Attachments:
Copy: Chief Administrative Officer
'-R'ecommended for the consideration
of Pickering Cit oun
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CORP0227-07/01 revised
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.~- AUG 2 8 2008
CITY OF PICKERING
MUNICIPAL PROPERTY & ENGINEERING
MEMO
11.
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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.
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Include in your report to Council:
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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.
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August28,2008
Q-63-2008 - One-ton Sign Truck
Page 2