HomeMy WebLinkAboutCS 42-11
Report To
- Executive Committee
_
40~'
PICKERIlyG Report Number: CS 42-11
Date: November 14, 2011
62
From: Everett Buntsma
Director, Community Services
Subject: Tender for Supply & Delivery of One Multi-Purpose Sidewalk
Tractor with Attachments
- Tender No. T-16-2011
- File: A-1440
Recommendation:
1. That Report CS 42-11 of the Director, Community Services regarding the supply
and delivery of One Multi-Purpose Sidewalk Tractor with attachments be
received;
2. That Tender No.T-16-2011, as submitted by Joe Johnson Equipment Inc. for the
supply and delivery of One Multi-Purpose Sidewalk Tractor with attachments in
the amount of $152,997.00 (HST extra) be accepted;
3. That the total gross cost of~$174,017 and a net cost of $156,708 be approved;
4. That Council authorize the Director, Corporate Services & Treasurer to finance
the project as follows;
(a) that the sum of $155,000 be financed by the issue of debentures through
the Regional Municipality of Durham for a period not exceeding five years,
at a rate to be determined;
(b) that the balance of $1,708 plus issuing costs be funded from property
taxes;
(c) that the financing and repayment. charges in the amount of approximately
$33,400 be included in the annual Current Budget for the City of Pickering
commencing in 2012 and continuing thereafter until the debt 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;
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.
Report CS 42-11 November 14, 2011
Subject:, Tender T-16-2011 Page 2
63 Supply & Delivery of One Multi-Purpose Sidewalk Tractor
Executive Summary: The City of Pickering currently utilizes a fleet of equipment to
perform a wide range of sidewalk maintenance activities. A replacement for the oldest
tractor was approved in the 2011 Capital Budget. After a review of equipment needs, it
was determined that the snow blower identified in the 2011 Capital Budget was not
required, therefore a sidewalk grinder to reduce City liabilities was added to the tender.
The tender for this project was advertised on the City's website and two vendors
responded.
Upon review, the equipment that meets the City's requirements and specifications is
being recommended.
Financial Implications:
1. Tender Amount
Tender No. T-16-2011 One Multi-Purpose $152,997.00
Sidewalk Tractor with attachments
HST (13%) 19,889.61
.Total Gross Tender Cost $172,886.61
HST Rebate (11.24%) (17,196 86
Total Net Tender Cost $155,689.7
2. Approved Source of Funds
011 Property Capital Budget
Item Account Code Source of Funds Budget Required
One Multi-Purpose Sidewalk 5311.1103.6178 Debt - 5 Years $150,000 $155,000
Tractor with attachments Property Taxes 1,708
Total Funds $150,000 $156,70
3. Estimated Project Costin Summa
Tender No. T-16-2011 One Multi-Purpose $152,997
Sidewalk Tractor with attachments
Licence & Miscellaneous Cost 11000
Total Cost $153,997
HST (13%) 20,020
Total Gross Cost $174,017
HST Rebate (11.24%) 17 309
Total Net Cost $156,70
4. Project Cost (under) over approved funds by $6,708
.Report CS 42-11 November 14, 2011
Subject: Tender T-16-2011 Page 3
Supply & Delivery of One Multi-Purpose Sidewalk Tractor 64
The Treasurer has updated the Municipality's Annual Repayment Limit and this limit
has not been exceeded, therefore, the Ontario. Municipal Board approval is not
required.
Sustainability Implications: Not Applicable
Background: The purchase of One (1) Multi-Purpose Sidewalk Tractor with
attachments was identified and approved by Council in the 2011 Property Maintenance
capital budget. A tendering document was prepared by Supply & Services, advertised
on the City's website, and two companies submitted a bid. Upon review of the tenders
received, the low bid from Cubex Ltd. did not meet all minimum specifications. To
evaluate the performance of the two sidewalk tractors, Supply & Services arranged for
both bidders to provide a demonstration at the Operations Centre and a Pickering
worksite. An Evaluation Criteria Rating Form was prepared and evaluators comprised
of staff members from Roads, Parks, Fleet and Supply & Services was established to
evaluate 4 categories of each machine's performance. A copy of the Evaluation
Criteria Rating Form was provided to the bidders present at the Operations Centre. Six
of the 9 evaluators rated the grind quality on concrete and general performance of the
multipurpose sidewalk tractor demonstrated by Cubex as "unacceptable". An
evaluation summary is attached. The results of the demonstration conclude that the low
bid multi-purpose sidewalk tractor demonstrated by Cubex Ltd. did not meet the
performance requirements. It is the recommendation of the Director, Community
Services that the bid submitted by Joe Johnson Equipment Inc. in the amount of
$152,997 (HST extra) be accepted and the total net project cost of $156,708 be
approved.
Attachments:
1. Summary memo from Supply & Services dated October 5, 2011
2. Equipment Demonstration Attendance Record
3. Evaluation Form
4. Evaluation Summary of Demonstration Unit
5. Being a by-law to authorize the supply and delivery of one Multi-Purpose Sidewalk
Tractor with attachments in the City of Pickering and the issuance of debentures
therefor in the amount of $155,000
Report CS 42-11 November 14, 2011
Subject: Tender T-16-2011 Page 4
65 Supply & Delivery of One Multi-Purpose Sidewalk Tractor
Prepared By• Approved/Endorsed By:
Grant Smith Everett Buntsma, Director
anager, Municipal Operations Community Services Department
& Fl t Services
Vera A. Felgemacher illis 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 City Cou
T. Prevedel P.Eng
Chief Administrative Officer
ATTACHMENT# TO REPORT
66
PICKERING Memo
To: Everett Buntsma October 5, 2011
Director, Community Services
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Manager, Municipal Operations & Fleet Services
Subject: Tender No. T-16-2011
- Tender for the Supply & Delivery of One (1) Multi-Purpose Sidewalk Tractor
= 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. Two (2) bidders 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.
Information to Bidders - Item # 30 states:
The City may request a demonstration of the equipment being bid upon, including provision for
City staff to operate the equipment being bid upon. Such demonstration shall be provided at no
charge to the City.
Specifications - Item # 9 states-
Where a minimum is called for, the item shall meet or exceed the capacity, size or
performance specified.
a) A mark in the "yes" space shall mean compliance with the specification and can be
further detailed in the SPECIFY space.
b) A mark in the "no" space shall mean a deviation from the specification and must be
further detailed in the SPECIFY space. Deviations will be evaluated and acceptance
of these deviations is within the discretion of the City of Pickering.
A copy of the tender is attached for your review along with the summary of costs.
67 SUMMARY
Harmonized Sales Tax Included
Bidder Total Tendered Amount After Calculation Check
Cubex Ltd. $154,389.60 $154,389.60
Joe Johnson Equipment Inc. $172,886.61 $172,886.61
Please include the following items in your Report to Council:
(a) any past work experience with Cubex Ltd.;
(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 &
Ser ces.
r
VAF/b
Attachments
October 5, 2011
Tender No. T-16-2011 - Supply & Delivery of One Page 2
(1) Multi-Purpose Sidewalk Tractor
68
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ATTACHMENT# S TO REPORT# *Q -I
75
The Corporation of the City of Pickering
By-law No.
Being a by-law to authorize the supply and
delivery of One Multi-Purpose Sidewalk
Tractor with Attachments in the City of
Pickering and the issuance of debentures
.therefor in the amount of $155,000
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,
i
Whereas the Council of the City wishes to proceed with the supply and delivery of one
Multi-Purpose Sidewalk Tractor with Attachments; and,
Whereas before the Council of the City authorized the supply and delivery of one Multi-
Purpose Sidewalk Tractor with Attachments, 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 42-11 on the date hereof and awarded
Tender T-16-2011 for the supply and delivery of One (1) Multi-Purpose Sidewalk
Tractor with Attachments
Now therefore the Council of The Corporation of the City of Pickering hereby
enacts as follows:
By-law No. Page 3 7 6
1. That the City proceed with the supply and delivery of one Multi-Purpose Sidewalk
Tractor with Attachments;
2. That the estimated costs of the project in the amount of $156,708 be financed as
follows:
a) That the sum of $155,000 be financed by the issue of debentures by The
Regional Municipality of Durham over a period not to exceed five years;
b) That the sum of $1,708 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 21St day of November,
2011.
David Ryan, Mayor
Debbie Shields, City Clerk