HomeMy WebLinkAboutCS 27-12 Clri, 00 Report To
Executive Committee 1 4 7
PICKERING Report Number: CS 27-12
Date: June 11, 2012
From: Everett Buntsma
Director, Community Services
Subject: Supply & Delivery of one 41 ,000 LB. GVW Dump Truck
- Quotation No. Q-13-2012
- File: A-1440
Recommendation:
1 . That Report CS 27-12 of the Director, Community Services regarding the supply
and delivery of one 41,000 LB. GVW Dump Truck be received;
2. That Quotation No. Q-13-2012, as submitted by Scarborough Truck Centre Inc.
for the supply and delivery of one 41,000 LB. GVW Dump Truck in the amount of
$187,758 (HST extra) be accepted;
3. That the total gross purchase cost of $213,297 and a net purchase cost of •
$192,081 be approved;
4. That Council authorize the Director, Corporate Services & Treasurer to finance
the project as follows as provided for in the 2012 Capital Budget;
(a) the sum of $190,000 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 $2,081 plus issuing costs be funded from property taxes;
(c) that the financing and repayment charges in the amount of approximately
$41,000 be included in the annual Current Budget for the City of Pickering
commencing in 2013 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; and
Report CS 27-12 June 11, 2012
Subject: Supply & Delivery of one 41,000 LB. GVW Dump Truck
1 4 8 Quotation No. Q-13-2012 Page 2
6. Further that the appropriate City of Pickering Officials be authorized to take
necessary action to give effect;
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. As approved in the 2012 Capital Budget
this truck will replace Unit #099 — 2002 Freight Liner with 4 ton dump truck with wing
and plow. Upon review of all the quotations received, the quotation that meets the
City's specification and requirements is being recommended.
Financial Implications:
1. Quotation Amount
No. Q-13-2012 $187,758.00
HST 13% 24,408.54
Total Gross Quotation Amount $212,166.54
HST — Rebate 11.24% (21,104.00)
Total Net Quotation Amount $191,062.54
2. Approved Source of Funds
2012 Roads Capital Budget
Item Account Code Source of Funds Budget Required
41,000 LB. GVW 5320.1204.6178 Debt— 5 Years $210,000.00 $190,000.00
Dump Truck
Property Taxes 2,081.00
Total Funds $210,000.00 $192,081.00
3. Estimated Project Costing Summary
Quotation No. Q-13-2012 41,000 LB. GVW Dump Truck $187,758.00
Licence Fee & Associated Cost 1,000.00
Total Cost $188,758.00
HST (13%) $24,539.00
Total Gross Purchase Cost $213,297.00
HST Rebate (11.24%), ($21,216.00)
Total Net Purchase Cost $192,081.00
Report CS 27-12 June 11, 2012
Subject: Supply & Delivery of one 41,000 LB. GVW Dump Truck 4
Quotation No. Q-13-2012 Page 3
Project Cost under (over) approved funds by $17,919.00
The Director, Corporate Services and Treasurer has updated the City's 2012 Annual
Repayment Limit and certified that this loan and the repayment falls within the City's
Annual Repayment Limit for debentures and financial obligations, and therefore, the
Ontario Municipal Board approval is not required prior to City Council's authorization.
Sustainability Implications: The engine powering this equipment meets the
Environmental Protection Agency's Tier 1111 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.
Discussion: The purchase of a 41,000 LB. GVW Dump Truck was identified
and approved by Council in the 2012 Roads Capital Budget utilizing existing
specifications from previous purchases, Supply & Services invited four companies to
participate and an advertisement was placed on the City's website. Three bidders
responded and have submitted a quotation for this project.
The low quotation submitted by Tallman Truck Centre did not provide a vehicle with the
required torque specified by the City. This deviation from the specification has been
evaluated and it has been determined that a 20% reduction in power would have a
detrimental effect on vehicle performance during heavy use such as winter control.
Council has supported the decision to meet this overriding requirement previously with
the 2006 and 2008 Truck purchases.
Based upon these facts as well as a careful examination of all quotations received by
Supply & Services, the Community Services Department recommends the acceptance
of the bid submitted by Scarborough Truck Inc., in the amount of$187,758 (HST and
license extra) and that the total net purchase cost of$192,081 be approved.
Attachments:
1. Memo from Supply & Services
2. Being a By-law to authorize the supply and delivery of one 41,000 LB. GVW
Dump Truck in the City of Pickering and the issuance of debentures in the
amount of$190,000
Report CS 27-12 June 11, 2012
Subject: Supply & Delivery of one 41,000 LB. GVW Dump Truck
1 5 0 Quotation No. Q-13-2012 Page 4
Prepared By: Approved/Endorsed :
eriOviA
I ■•• ieirM
Grant Smith Everett Bunk a, NPD, CMM
Manager Director
Opera ions & Fleet Services Community Services
Vera A. Fel• -macher 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
Recommended for the consideration
of Pickering City Council
op , ,/ 1174 2.8 2or
T. Prevedel, P.Eng.
Chief Administrative Officer
Citga "L
r i
ATTACHMENT REPORT e-s I
1 51
saniac Memo
To: Everett Buntsma April 30, 2012.
Director, Community Services
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Manager, Operations & Fleet Services
Subject: Quotation No. Q-13-2012
- Quotation for the Supply & Delivery of One (1) 41,000 LB. GVW Dump Truck
- File: F-5400-001
Quotations have been received for the above project. Four (4) companies were invited to
participate and an advertisement was placed on the City's website. Three (3) companies have
responded by the official submission date and time. One (1) addendum was issued.
Reference: Evaluations of Quotations - Item 2 2.1 Stages of Evaluation
The evaluation of quotations will be conducted in the following stages:
• Stage I will consist of a review to determine which submissions satisfy all of the mandatory
requirements. Those submissions that satisfy the mandatory requirements will proceed to
Stage II.
• Stage II will consist of a scoring on the basis of the Rated Criteria. Subject to the Terms of
Reference and Governing Law, the top-ranked respondent as established under the evaluation
will be selected to enter into a contract for the provision of the Deliverables.
During Stage I, one (1) quotation was afforded the opportunity to rectify deficiencies and this
has been completed. All three (3) quotations can proceed to Stage II.
Reference: Appendix A - Deliverables— Item 3:
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.
Reference: Appendix A - Deliverable — Item 8:
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
detailedin the SPECIFY space.
b) A mark in the "no" space shall mean a deviation from the speulication and must be further
detailed in the SPECIFY space. Deviations will be evaluated and acceptance of these
1 5 9 deviations is within the discretion of the City of Pickering. Where brand names, models or
specifications are specified as "no substitution", alternatives will be not considered.
Rating Criteria Scoring
Lowest Price (Best Price) 5
Highest Price 1
Other pricing received incremental scoring based on its position between "low" and "high"
Copies of the quotations are attached for your review along with•the summary.
SUMMARY
Harmonized Sales Tax Included
Bidder Total Amount After Calculation Delivery Rating
Check
Tallman Truck Centre $211,934.89 $211,934.89 25 weeks 5
Scarborough Truck Centre $212,166.54 $212,166.54 32 weeks 4
Harper Truck Centres Inc. $215,794.97 $215,794.97 26 weeks 3
The quotation submitted by Tallman Truck Centre in the total amount of$211,934.89, HST
included is the low quotation, subject to further evaluation and review of specifications.
Where the compliant quotation or tender meeting specifications and offering best value to the
City is acceptable or where the highest scoring proposal is recommended and the total
estimated total purchase price is over$125,000 an award is subject to Council approval.
Reference: Purchasing Policy Item 06.12 (c).
Please include the following information in your Report to Council:
(a) the appropriate account number(s) to which this work is to be charged;
(b) the budget amount(s) assigned thereto;
(c) Treasurer's confirmation of funding;
(d) related departmental approvals; and
(e) related comments specific to the acquisition.
Please do not disclose any information to enquiries. Bidders will be advised of the outcome in
du course.
If y u require further information, feel free to contact me or Bob.
VAF
Attachments
April 30, 2012
Quotation No. Q-13-2012 Page 2
Supply & Delivery of One (1) 41,000 LB. GVW
Dump Truck
ATTACHMENT# TO REPORT WS a?--/02
The Corporation of the City of Pickering 1 5 3
By-law No.
Being a by-law to authorize the supply and
delivery of one 41,000 LB. GVW Dump Truck
in the City of Pickering and the issuance of
debentures in the amount of $190,000
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 Dump Truck; and,
Whereas before the Council of the City authorized the supply and delivery of one
41,000 LB. GVW 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 CS 27-12 on the date hereof and awarded
Quotation No. Q-13-2012 for the supply and delivery of one 41,000 LB. GVW Dump
Truck.
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as
follows:
By-law No. Page 2
1F4
1. That the City proceed with the supply and delivery of one 41,000 LB. GVW Dump
Truck;
2. That the estimated costs of the project in the amount of $192,081 be financed as
follows:
a) That the sum of $190,000 be financed by the issue of debentures by The
Regional Municipality of Durham over a period not to exceed five years;
b) That the balance of $2,081 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 2013 and continuing
thereafter until the loan is repaid.
By-law read a first, second and third time and finally passed this 18th day of June, 2012.
•
•
David Ryan, Mayor
Debbie Shields, City Clerk