HomeMy WebLinkAboutOES 43-09
City REPORT TO
COUNCIL
I KERI Report Number: OES 43-09
Date: July 13, 2009 3 01
From: Everett Buntsma
Director, Operations & Emergency Services
Subject: Supply & Delivery of 4-Ton DumpTruck
- Tender No. T-14-2009
- File: A-1440
Recommendation:
1. That Report OES 43-09 of the Director, Operations & Emergency Services
regarding the supply and delivery of a 4-Ton Dump Truck be received;
2. That Tender No.T-14-2009, as submitted by Scarborough Truck Centre Inc. for
the supply and delivery of a 4-Ton Dump Truck with Snow Plow and Wing, and
Electronic Salt Metering, in the amount of $166,071.00 (PST and GST extra) be
accepted;
3. That the total gross purchase cost of $187,660.23 and a net purchase cost of
$179,356.68 be approved;
4. That Council authorize the Director, Corporate Services & Treasurer to finance
the project as follows;
(a) the sum of $179,000 be financed by the issue of debentures through the
Regional Municipality of Durham for a period not exceeding five (5) years, at
a rate to be determined;
(b) that the balance of $356.68 plus financing costs be funded from 2009
Current Funds;
(c) that the financing and repayment charges in the amount of approximately
$40,200 be included in the annual Current Budget for the City of Pickering
commencing in 2010 and continuing thereafter until the loan is repaid;
(d) that the Director, Corporate Services and 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 2009 as established by the Province for municipalities in
Ontario;
Report OES 43-09 July 13, 2009
Subject: Supply & Delivery of 4-Ton Dump Truck
302 Tender No. T-14-2009 Page 2
(e) to undertake the financing of this project or portions thereof that cannot be
accommodated through the foregoing through internal loans, the Ontario
Strategic Infrastructure Financing Authority (OSIFA) - Loan Program or a
financial institution offering long term financing under similar terms and
conditions;
(f) that 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
5. That the draft by-law attached to this report be enacted;
6. That the appropriate City of Pickering Officials be authorized to take necessary
action to give effect thereto;
Executive Summary: The City of Pickering currently utilizes a fleet comprised of
nine 4-Ton dump trucks and three 5-Ton dump trucks to perform a wide range of road
maintenance activities including winter control. A replacement for the oldest 4-Ton truck
was approved in the 2009 Capital Budget. Four vendors were invited to bid, and the
tender for this project was advertised on the City's Website. Three bidders responded
to the tender call and submitted bids.
Upon review of all bids received, the vehicle that meets the City's requirements and
specifications is being recommended. The vehicle proposed by the low bidder does not,
in staffs opinion meet the overriding requirement for engine torque. This was also the
situation in 2008 when the City purchased its last new 4-Ton truck.
Financial Implications:
1. Approved Source of Funds
2009 Roads Capital Budget
Item Account Code Source of Funds Budget
4-Ton Dump Truck With 5320.0902.6158 Debt - 5 years $195,000
Plow & Wing
Total Approved Funds $195,000
2. Estimated Project Costing Summary
Tender No. T-14-2009 4-Ton Dump Truck $166,071.00
GST 8,303.55
CORP0227-07/01 revised
Report OES 43-09 July 13, 2009
Subject: Supply & Delivery of 4-Ton Dump Truck
Tender No. T-14-2009 Page 3 303
PST 13,285.68
Total Gross Purchase Cost 187,660.23
GST Rebate (8,303.55)
Total Net Purchase Cost $179,356.68
3. Project Cost under (over) approved funds by $15,643.32
The Director, Corporate Services & Treasurer has reviewed the budgetary implications
and the financing of the expenditure contained in this report and concurs.
Sustainability Implications: The engine powering this truck meets the
Environmental Protection Agency's Tier II emission standard. This will significantly
reduce the amount of harmful emissions created by the operation of the vehicle as well
as provide increased fuel economy. This purchase conforms to the environmental and
economic lens of sustainability.
Background: The purchase of a 4-Ton Dump Truck with Plow and Wing was
identified and approved by Council in the 2009 Capital Budget. Utilizing existing
specifications from past purchases, Supply & Services invited four vendors to
participate in the bidding process, and posted the tender on the City's website of which
three have responded.
When the City called for Quotations for the purchase of a 4-Ton Truck in 2008, the low
bidder, Freightliner Mid Ontario did not provide the required torque specified in the
quotation document. At that time Council supported staff's recommendation not to
accept their bid. The vehicle that was purchased did meet the required torque
specification and performed well during the extremely heavy 2008-09 winter control
season.
Based upon these facts as well as a careful examination of all tenders received by
Supply & Services, the Municipal Property and Engineering Division recommends the
acceptance of the bid submitted by Scarborough Truck Centre Inc. in the amount of
$166,071.00 (PST and GST extra) and that the total net purchase cost of $179,356.68
be approved. This report has been prepared in conjunction with the Manager, Supply &
Services who concurs with the foregoing.
CORP0227-07/01 revised
Report OES 43-09 July 13, 2009
Subject: Supply & Delivery of 4-Ton Dump Truck
304 Tender No. T-14-2009 Page 4
Attachments:
1. Memo from Supply & Services
2. Record of Tenders Opened and Checked
3. By-law to Confirm the Authorization of the Issuance of Debentures in the amount
of $179,000 for the Supply & Delivery of 4-Ton Dump Truck
Prepared By: Approved/Endorsed By:
4
Grant Smith Everett untsma
Supervisor, Fleet Operations Director,
Operations & Emergency Services
Vera Felgemacher illis Paterson
C.P.P., CPPO, CPPB, .P.M., CMM III Director,
Manager, Supply & Services Corporate Services & Treasurer
Ri and Hol rn
ision Head,
unicipaI Property & Engineering
GS:cr
Attachments
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering City Council
Thomas J. uin ,;RD CMM III
Chief Administra ive Officer
CORP0227-07/01 revised
ATTACHMEN #TO REPORT t 43-0-
of
~
RECEIVED
Cr> o¢► 3 0
JUN 7 9 2009
I I
CITY op I I UN CI A P G RTY& ENG(IN ERING
PICKERING' MEMO
To: Richard Holborn January 19, 2009
Division Head, Municipal Properties & Engineering
From: Vera A. Felgemacher
Manager, Supply & Services
Copy:
Subject: Tender No. T-14-2009 - Tender for Supply and Delivery of One (1) 41,000 lb.
G.V.W. Diesel Snow Plow/Dump/Sander Truck
Closing: June 17, 2009
Tenders have been received for the above project. Four companies were invited to participate.
An advertisement was placed on the City's Website. Three (3) bidders responded and
submitted a tender for this project.
A copy of the Record of Tenders Opened and Checked used at the public tender opening is
attached. Tenders shall be irrevocable for 60 days after the official closing date and time.
Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit
prices and extensions; unit prices shall govern and extensions will be corrected accordingly,
which has been done.
Copies of the tenders are attached for your review along with the summary of costs. Each line
item provides a space for the bidder 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.
Information to Bidders Item # 6 states: Where minimums are called for, the unit should meet or
exceed the capacity, size and/or performance specified. Since manufacturers may change
specifications from time to time, the City reserves the right to accept minor deviations from the
minimum specifications herein, provided that the proposed unit meets or exceeds the City's
required performance functionality and compatibility requirements for its operation.
Bidders were requested to provide cost and information, including literature of extended warranty
plans, if available. This information has been provided on the Form of Tender for your review.
These costs, if stated, are for information purposes only and are not associated with the bid
prices.
ors ~3 _o
P_.n.. ;M r 0 REPORT41
306 ot -Z-
SUMMARY
GST/PST included
Bidder Total Tendered Amount $ After Calculation Check $
Harper Truck Centres Inc. $187,384.51 $187,354.51
Scarborough Truck Centre $187,660.23 $187,660.23
Winslow-Gerolamy Motors $191,289.79 $191,289.79
Include the following items in your Report to Council:
(a) without past work experience, if reference information is acceptable;
(b) the appropriate account number(s) to which this work is to be charged;
(c) the budget amount(s) assigned thereto;
(d) Treasurer's confirmation of funding;
(e) related departmental approvals;
(f) any reason(s) why the low bid of Harper Truck Centres Inc. is not acceptable; and
(g) related comments specific to the project.
Please do not disclose any information to enquiries except you can direct them to the City's
website for the unofficial bid results as read out at the Public tender opening. Bidders will be
advised of the outcome in due course.
If you require further information, please feel free to contact me or a member of Supply &
Service-0.
Vera A. Felgemacher
VF/bk
Attachments
June 19, 2009
Tender No. T-14-2009 Page 2
Tender for Supply and Delivery of One (1)
41,000 lb. G.V.W. Diesel Snow
Plow/Dump/Sander Truck
307
n
-n d
v
umi g cn m
N
m n
z am m
-i o o =r
c m 3
(D co
o :r oo -i
m 2 Q
Pr =3 m (n
0 N z CC
1 U
0 CD O :3 O O T
N N "r" (D
D m
C) O O
CO < p
m o o m 0
~yJ a R m z
n w C D O ° -L
o ao m m m0
~
> m
v C/)
CD
4 O -
a -0n
o mm
° z
v c ° m :U
W °z
\ G7 z
cn °
C 5 ° z
z cn m,
c Z m
\ . -a cn m
0 °
D r 0
(7
a
O OCC
X G
N o
m
z
D
' z
O
m
-t
c
3 0 8 THE CORPORATION OF THE CITY OF PICKERING
BY-LAW NO.
Being a by-law to confirm the authorization of
the issuance of debentures in the amount of
$179,000 for the supply and delivery of a
4-Ton Dump Truck in the City of Pickering
WHEREAS Section 11 of the Municipal Act, 2001, as amended, provides that a lower-
tier municipality may pass by-laws respecting matters within the spheres of jurisdiction
described in that Section; and,
WHEREAS Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a
municipality may incur a debt for municipal purposes, whether by borrowing money or in
any other way; and,
WHEREAS Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a
lower-tier municipality in a regional municipality does not have the power to issue
debentures; and,
WHEREAS The Regional Municipality of Durham has the sole authority to issue
debentures for the purposes of its lower-tier municipalities including The Corporation of
the City of Pickering (the "City"); and,
WHEREAS the Council of the City is proceeding with the supply and delivery of a 4-Ton
Dump Truck in the City of Pickering; and,
WHEREAS before the Council of the City authorized the supply and delivery of a 4-Ton
Dump Truck, the Council of the City had the Treasurer update the City's Annual
Repayment Limit, the Treasurer calculated the estimated annual amount payable in
respect of such project and determined that such annual amount would not cause the
City to exceed the updated Limit and, therefore, Ontario Municipal Board approval was
not required prior to City Council's authorization as per Section 401 of the Municipal Act,
2001, as amended, and the regulations made thereunder.
AND WHEREAS after determining that Ontario Municipal Board approval is not
required, the Council of the City approved Report OES 43-09 on the date hereof and
awarded Tender T-14-2009 for the supply and delivery of a 4-Ton Dump Truck.
CORP0223-07/01
0Es 4S-0q
BY-LAW NO Page 2
309
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF
PICKERING HEREBY ENACTS AS FOLLOWS:
1. That the City proceed with the supply and delivery of 4-Ton Dump Truck.
2. That the estimated costs of the supply and delivery of a 4-Ton Dump Truck in the
amount of $179,356.68 be financed as follows:
a) That the sum of $179,000 be financed by the issue of debentures by The
Regional Municipality of Durham over a period not to exceed five (5) years;
b) That the balance of $356.68 be funded from the 2009 Current Budget;
3. That the funds to repay the principal and interest of the debentures be provided for
in the annual Current Budget for the City commencing in 2010 and continuing
thereafter until the loan is repaid.
By-law read a first, second and third time and finally passed this 13th day of July, 2009.
David Ryan, Mayor
Debi A. Wilcox, City Clerk