HomeMy WebLinkAboutCS 34-11
Report To
Executive Committee
PI CKERI Report Number: CS 34-11
0 8 Date: October 11, 2011
From: Everett Buntsma
Director, Community Services
Subject: Tender for Supply & Delivery of One Single Person Operated Side Load
Garbage Packer
- Tender No. T-14-2011
- File: A-1440
Recommendation:
1. That Report CS 34-11 of the Director, Community Services regarding the supply
and delivery of One Single Person Operated Side Load Garbage Packer be
received;
2. That Tender No.T-14-2011, as submitted by Nexgen Municipal Inc. for the supply
and delivery of One Single Person Operated Side Load Garbage Packer in the
amount of $124,004.29 (HST extra) be accepted;
3. That the total gross cost of $140,690 and a net cost of $126,696 be approved;
4. That Council authorize the Director, Corporate Services & Treasurer to finance
the project as follows;
(a) that the sum of $125,000 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 $1,696 plus issuing costs be funded from property
taxes;
(c) that the financing and repayment charges in the amount of approximately
$27,500 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 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;
Report CS 34-11 October 11, 2011
Subject: Supply & Delivery of One Single Person Operated Page 2
Side Load Garbage Packer Tender No. T-14-2011 , 9
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 of equipment to
perform a wide range of road maintenance activities. A replacement for the oldest
Garbage Packer was approved in the 2011 Capital Budget. The tender for this project
was advertised on the City's website and 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-14-2011 One Single Person $124,004.29
Operated Side Load Garbage Packer
HST (13%) 16,120.56
Total Gross Tender Cost $140,124.85
HST Rebate (11.24%) 13 938.08
Total Net Tender Cost $126,186.7
2. Approved Source of Funds
011 Parks Capital Budge
t
Item Account Code Source of Funds Budget Re uired
One Single Person Side 5780.1104.6158 Debt - 5 Years $130,000 $125,00
Load Garbage Packer
Property Taxes 1,69
Total Funds $130,000 $126,69
CORP0227-07/01 revised
Report CS 34-11 October 11, 2011
ri 9'
01
Subject: Supply & Delivery of One Single Person Operated Page 3
Side Load Garbage Packer Tender No. T-14-2011
3. Estimated Project Costing Summa
Tender No. T-14-2011 One Single Person $124,004
Operated Side Load Garbage Packer
Licence Fees & Associated Costs 500
Total Cost $124,504
HST (13%) 16,186
Total Gross Cost $140,690
HST Rebate (11.24%) (13,994)_
Total Net Cost $126,696
4. Project Cost under (over) approved funds by $3,304
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.
Sustainability Implications: Not Applicable
Background: The purchase of One Single Person Operated Side Load Garbage
Packer was identified and approved by Council in the 2011 Roads Capital Budget.
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 Nexgen Municipal in the amount of $124,004 (HST extra) be accepted
and that the total net cost of $126,696 be approved.
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 (1) Single Person
Operated Side Load Garbage Packer in the City of Pickering and the issuance of
debentures therefor in the amount of $125,000
CORP0227-07/01 revised
Report CS 34-11 October 11, 2011
Subject: Supply & Delivery of One Single Person Operated Page 4
Side Load Garbage Packer Tender No. T-14-2011
Prepared By: Approved/Endorsed By:
Grant Smith Everett Bu sm
Manager, unicipal Operations Director,
& Fleet Se ices Community Services Department
Vera A. Felge acher Gillis A. Paterson, CMA
C.P.P., CPPO, CPPB, C.P.M., CMM III Director, Corporate Services &
Manager, Supply & Services Treasurer
Caryn Kong, CGA
Senior Financial Analyst-Capital &
Debt Management
GS:nw
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering ty Con 'I
2ol(
2-7,
T. Prevedel P.Eng
Chief Administrative Officer
CORP0227-07/01 revised
i l
,
CS
C Attachment # To Report #
PICKERING Memo
of~
iwi BICENTENNIAL 2011
To: Everett Buntsma September 1, 2011
Director, Community Services
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Manager, Municipal Operations & Fleet Services
Subject: Tender No. T-14-2011
- Tender for the Supply & Delivery of One (1) Single Person Operated Side Load
Garbage Packer
- 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
Nexgen Municipal Inc. $140,124.85 $140,124.85
Please include the following items in your Report to Council:
(a) any past work experience with Nexgen Municipal Inc.;
(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.
If you require further information, please feel free to contact me or a member of Supply &
Services. j
Attachment# ToReport# C5`,g4- i/
VAF/bk Of o .
Attachments
September 1, 2011
Tender No. T-14-2011 - Supply & Delivery of One Page 2
(1) Single Person Operated Side Load Garbage
Packer
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The Corporation of the City of Pickering
By-law No.
Being a by-law to authorize the supply and
delivery of One Single Person Operated Side
Load Garbage Packer in the City of Pickering
and the issuance of debentures therefor in
the amount of $125,000
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
Single Person Operated Side Load Garbage Packer; and,
Whereas before the Council of the City authorized the supply and delivery of One Single
Person Operated Side Load Garbage Packer, 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 34-11 on the date hereof and awarded
Tender T-14-2011 for the supply and delivery of One Single Person Operated Side
Load Garbage Packer
rtE~~,~~r~ es
By-law No. Page 2
16
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 Single Person Operated
Side Load Garbage Packer;
2. That the estimated costs of the project in the amount of $126,696 be financed as
follows:
a) That the sum of $125,000 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 $1,696 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 17 day of October,
2011.
David Ryan, Mayor
Debbie Shields, City Clerk