HomeMy WebLinkAboutCS 28-11
Cis Report To
' Executive Committee
PICKERING Report Number: CS 28-11
Date: September 12, 2011
01
From: Everett Buntsma
Director, Community Services
Subject: Tender for Supply & Delivery of One 41,000 Ib.GVW Diesel Snow
Plow/Dump/Sander Truck
- Tender No. T-12-2011
- File: A-1440
Recommendation:
1. That Report CS 28-11 of the Director, Community Services regarding the supply
and delivery of one 41,000 lb. GVW Diesel Snow Plow/Dump/Sander Truck be
received;
2. That Tender No.T-12-2011, as submitted by Scarborough Truck Centre Inc. for
the supply and delivery of one 41,000 lb. GVW Diesel Snow Plow/Dump/Sander
Truck in the amount of $179,077 (HST extra) be accepted;
3. That the total gross cost of $203,487 and a net cost of $183,246 be approved;
4. That Council authorize the Director, Corporate Services & Treasurer to finance
the project as follows;
(a) the sum of $180,000 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 sum of $3,246 plus issuing costs be funded from property taxes;
(c) that the financing and repayment charges in the amount of approximately
$41,500.be included in the annual Current Budget for the City of Pickering
commencing in 2012 and continuing thereafter until the loan is repaid;
(d) that the Treasurer be authorized 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;
Report CS 28-11 September 12, 2011
Subject: Supply & Delivery of One 41,000 lb. GVW Diesel Page 2
Snow Plow/Dump/Sander Truck Tender No. T-12-2011
02
(e) 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; and,
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 (9) 4-ton dump trucks and three (3) 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 2011 Capital Budget. The tender for this project was
advertised on the City's website and (1) one vendor. responded.
Upon review, the vehicle that meets the City's requirements and specifications is being
recommended.
Financial Implications:
1. Tender Amount
Tender No. T-12-2011 41,000 lb. GVW $179,077
Diesel Snow Plow/Dump/Sander Truck
HST (13%) 23,280
Total Gross Tender Cost $202,357
HST Rebate (11.24%) (20,128)
Total Net Tender Cost $182,229
2. Approved Source of Funds
2011 Roads Capital Bud et
Item Account Code Source of Funds Budget Required
4-ton Dump Truck with 5320.1102.6158 Debt - 5 Years $210,000 $180,000
Wing and Plow
Property Taxes 0 3,246
Total Funds $210,000 $183,246
CORP0227-07/01 revised
Report CS 28-11 September 12, 2011
Subject: Supply & Delivery of One 41,000 lb. GVW Diesel Page 3
Snow Plow/Dump/Sander Truck Tender No. T-12-2011 03
3. Estimated Project Costing Summa
Tender No. T-12-2011 41,000 lb. GVW $179,077
Diesel Snow Plow/Dump/Sander Truck
Licence Fees & Associated Costs 11000
Total Cost $180,077
HST (13%) 23,410
Total Gross Cost $ 203,487
HST Rebate (11.24%) (20,241)
Total Net Cost $183,246
4. Project Cost under (over) approved funds by $26,754
The Director, Corporate Services and Treasurer has updated the City's 2011 Annual
Repayment Limit and certified that this loan and the repayment thereof falls within the
City's Annual Repayment Limit for debentures and financial obligations, and would not
cause the City to exceed the updated Limit, and therefore, the Ontario Municipal Board
approval is not required prior to City Council's authorization.
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 equipment meets the
Environmental Protection Agency's Tier IIII 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 Wing and Plow was
identified and approved by Council in the 2011 Roads Capital Budget. The gross
vehicle weight (GVW) of a 4-ton truck is 41,000 lbs. Supply & Services posted the
tender on the City's website. One bidder responded and has submitted a tender for this
vehicle. Upon careful examination of the tender received, it has been determined that
all of the required specifications have been met. It is therefore the recommendation of
the Community Services Department that the bid submitted by Scarborough Truck Inc.
in the amount of $179,077 (HST extra) be accepted and that the total net cost of
$183,246 be approved. This report has been prepared in conjunction with the
Manager, Supply & Services, who concurs with the foregoing.
CORP0227-07/01 revised
Report CS 28-11 September 12, 2011
Subject: Supply & Delivery of One 41,000 lb. GVW Diesel Page 4
04 Snow Plow/Dump/Sander Truck Tender No. T-12-2011
Attachments:
1. Summary memo from Supply & Services
2. Record of Tenders Opened and Checked
3. Being a by-law to authorize the supply and delivery of one 41,000 lb. GVW Diesel
Snow Plow/Dump/Sander Truck in the City of Pickering and the issuance of
debentures therefor in the amount of $180,000
Prepared By: Approved/E rse By:
Grant Smith Everett nts
Manager, unicipalOperations Director,
& Fleet Se ices Community Services Department
Vera W. Felge her Gillis A. Paterson, CMA
C.P.P., CPPO,. CP C.P.M., CMM III Director, Corporate Services &
Manager, Sup, y & Services Treasurer
Caryn Kong, CGA
Senior. Financial Analyst-Capital &
Debt Management
GS:nw
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering City Council
23, 20 ► I
T. Prevedel P.Eng
Chief Administrative Officer
CORP0227-07/01 revised
~~l1
ATfiAGHIMENT#~ TO REP r csaHVED
JUN 15 2011
CITY OF PICKERING 05
PICKE RING ENGINEERING SERVICES Memo
1811 BICENTENNIAL 2011
To: Everett Buntsma June 14, 2011
Director, Community Services ,
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Manager, Municipal. Operations & Fleet Services
Subject: Tender No. T-12-2011
- Tender for the Supply & Delivery of One (1) 41,000 LB. GVW Diesel Snow
Plow/Dump/Sander Truck
- File: F-5400-001
Tenders have been received for the above project. An advertisement was placed on the City's
website inviting companies to download the tendering documents for the above mentioned
tender. One (1) bidder submitted a tender for this project.
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.
A copy of the tender is attached for.your review along with the summary of costs.
SUMMARY
Harmonized Sales Tax Included
Bidder Total Tendered Amount After Calculation Check
Scarborough Truck Centre $202,357.01 $202,357.01
Please include the following items in your Report to Council:
(a) any past work experience with Scarborough Truck Centre;
(b) without past work experience, if reference information is acceptable;
(c), the appropriate account number(s) to which this work is to be charged,
(d) the budget amount(s) assigned thereto;
(e) Treasurer's confirmation of funding;
(f) related departmental approvals; 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.
ATTACHMENT# ] T0REP0RT# ~'s~-lf
06
If you require further information, please~ee -free t( contact me or a member of Supply &
Services.
VAF/b
Attachments
I
June 14, 2011
Tender No. T-12-2011 Page 2
Tender for the Supply & Delivery of One (1).
41,000 LB. GVW Diesel Snow Plow/Dump/Sander
Truck
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ATTACHMENT#3_. O REPORT#CS-fl
.___t' - of - _ -
08 The Corporation of the City of Pickering
By-law No.
Being a by-law to authorize the supply and
delivery of one 41,000 lb. GVW Diesel Snow
Plow/Dump/Sander Truck in the City of
Pickering and the issuance of debentures
therefor in the amount of $180,000
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 wishes to proceed with the supply and delivery of one
41,000 lb. GVW Diesel Snow Plow/Dump/Sander Truck; and,
Whereas before the Council of the City authorized the supply and delivery of one
41,000 lb. GVW Diesel Snow Plow/Dump/Sander 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 CS 28-11 on the date hereof and awarded
Tender T-12-2011 for the supply and delivery of one 41,000 lb. GVW Diesel Snow
Plow/Dump/Sander Truck.
ATTACHMENT #2_ TO REPORT#
By-law No. oZ of Page 2
09
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 one "41,000 lb. GVW Diesel
Snow Plow/Dump/Sander Truck";
2. That the estimated costs of the project in the amount of $183,246 be financed as
follows:
a) That the sum of $180,000 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 sum of $3,246 be funded from property taxes;
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 2012 and continuing
thereafter until the loan is repaid.
By-law read a first, second and third time and finally passed this 19 day of September,
2011.
David Ryan, Mayor
Debbie Shields, City Clerk