HomeMy WebLinkAboutCAO 13-12 city o! - Report to
Council
PICKERING Report Number: CAO 13-12
Date: July 9;2012
39
From: Tony Prevedel
Chief Administrative Officer
Subject: Supply and Delivery of One New Latest Model Year 55 Foot Aerial Quint
Fire Truck
- . File: A-1440-001-12
Recommendation:
1. That report CAO 13-12 of the CAO regarding the supply and delivery of one new
55 Foot Aerial Quint Fire Truck be received;
2. That Quotation No. Q-33-2012 dated June 22, 2012, as submitted by Safetek
Emergency Vehicles for the supply and delivery of one new 55 Foot Aerial Quint
Fire Truck in the amount of$669,800 (HST extra) be accepted;
3. That the total gross purchase cost of $758,004 for the Fire Truck and a net
purchase cost of$682,606 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$680,000 be financed by the issue of debentures through the
Regional Municipality of Durham for a period not exceeding ten years, at a
rate to be determined;
(b) the balance of $2,606 plus issuing costs be funded from property taxes;
(c) the sum of$157,394 for the future purchase of rescue tools and fire hoses
be financed through an internal loan under terms and conditions to be
determined by the Director, Corporate Services & Treasurer;
(d) the financing and repayment charges in the amount of approximately
$98,000 be included in the annual Current Budget for the City of Pickering
commencing in 2013 and continuing thereafter until the loan is repaid;
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 the
necessary action to give effect hereto.
sport CAO 13-12 July 9, 2012
Subject: Supply and Delivery of One 2013, 55 Foot Aerial Quint Fire Truck Page 2
Executive Summary: As approved in the 2012 Capital Budget this 2013 model
year, 55 Foot Aerial Quint Fire Truck (Truck) will replace the oldest piece of fire
apparatus in the City, a 1990 50' "Tele Squirt" Ladder Truck. Upon review of the
quotations received, the quotation that best met the City's requirements and
specifications is being recommended. Safetek Emergency Vehicles Ltd. was the
highest ranking proponent and the Truck is the lowest price.
Financial Implications:
. 1. Quotation Amount
No. Q-33-2012 $669,800.00
HST (13%) 87,074.00
Gross Quotation Amount $756,874.00
HST— Rebate (11.24%) (75,285.52)
Total net Quotation Amount $681.588.48
2. Approved Source of Funds
2012 Capital Budget— Fire Services
Item Project Code Source of Funds Available Required
55' Aerial Vehicle 5340.1201.6158 Debt — 10 year $840,000.00 $680,000.00
Property Taxes 0.00 2,606.00
Internal Loans — 0.00 157,394.00
10 year
Total Amount $840,000.00 $840,000.00
3. Estimated Project Costing summary
Quotation No. Q-33-2012 55 ft. Aerial Quint Fire Truck $669,800.00
License Fees and Associated Costs 1,000.00
Total Cost 670,800.00
HST (13%) 87,204.00
Gross Project Cost 758,004.00
HST Rebate (11.24%) (75,398.00)
Total Net Purchase Cost $682,606.00
Net Project Cost (over) under Approved Funds 0
Report CAO 13-12 July 9, 2012
Subject: Supply and Delivery of One 2013, 55 Foot Aerial Quint Fire Truck Page 3
At this time we are proceeding with the supply and delivery of the 55 Foot Aerial Quint
Fire Truck. This Truck will be required to be custom-fitted with the necessary rescue
tools and fire hose in order to ready the truck for service. The balance of the unspent
funds in the amount of $157,394 will be required for these purposes. Due the differing
life span between the Truck and its rescue tools and fire hose, it is best to undertake an
internal loan for the rescue tools and fire hose.
The Director, Corporate Services and Treasurer has updated the City's Annual
Repayment Limit and certified that this loan repayment thereof falls within the Limit, and
therefore, Ontario Municipal Board approval is not required. It is anticipated that the
internal loan for equipment will be for a term of 5 years.
Discussion: City of Pickering Fire Services currently utilizes a fleet of fire apparatus
to perform many fire suppression related duties throughout the City. One of our oldest
and most valuable pieces of fire apparatus has been our 1990 50' "Tele Squirt" ladder
truck. This 22 year old vehicle has been very effective over its years of service —
allowing us the functionality of a pumper but with the advantage of an•elevated master
water stream and mounted ladder.
The new Truck will incorporate the same useful attributes as the "Tele Squirt" but with
the added advantage of larger compartments to carry rescue tools. Quint is derived
from the Latin word "five" and refers to the functions of a pump, water tank, fire hose,
aerial device and ground ladders.
The engine powering this equipment meets the Environmental Protection Agencies T4
emission standard. This will significantly reduce the amount of harmful emissions
created by the operation of this vehicle as well as provide increased fuel economy. This
vehicle will also be equipped with the latest in passenger safety technology including roll
over stability control, supplemental inflatable restraints and data logging.
This fire apparatus will be utilized as a first response vehicle, as our new rescue
pumpers are, with the added benefit of a 55 Foot ladder and an elevated master water
stream available for each fire call.
The 2013 Safetek Smeal 55 Foot Aerial Quint fire apparatus will replace the City's
oldest piece of fire apparatus, a 1990 50' "Tele Squirt" which has experienced the
following serious mechanical issues over the last few years:
• engine is obsolete and extremely difficult to find parts;
• frame is significantly corroded and unrepairable.
Specifications for the replacement were compiled utilizing previous purchases and
. functional requirements by the Manager, Municipal Operations & Fleet Services, the
Deputy Fire Chief, Operations and a truck specification committee from Fire Services.
• Report CAO 13-12 July 9, 2012
Subject: Supply and Delivery of One 2013, 55 Foot Aerial Quint Fire Truck Page 4
Quotation No. Q-33-2012 was issued on May 30, 2012 and closed on June 26, 2012.
Four companies were invited to participate and the Request for Quotation was
advertised on the City's website. Two companies submitted a quotation for this vehicle.
Submissions were evaluated by an Evaluation Committee consisting of the Deputy Fire
Chief, Manager, Fleet Operations and Senior Purchasing Analyst on June 28, 2012 at
Fire Station No 5. A combined average score for each quotation was determined and
Safetek Emergency Vehicles Ltd. is the highest ranking proponent and the lowest cost.
As a result, Safetek Emergency Vehicles Ltd., (Smeal), is recommended based on the
specifications of the Request for Quotation. Fire Services, and the Manager, Municipal
Operations & Fleet Services recommends the acceptance of the quotation No. Q-33-
2012 submitted by Safetek Emergency Vehicles Ltd. (Smeal), in the amount of
$669,800 (HST extra) and that the total net purchase cost of $682,606 be approved.
Attachments:
1. Supply & Services Summary Memo dated June 28, 2012
2. By-law to Authorize the Supply and Delivery of One New 55 Foot Aerial Quint Fire
Truck in the City of Pickering and the Issuance of Debentures in the Amount of
$680,000
Prepared By:
William T. Douglas
Fire Chief
J�nHa
@ep hief, (48,(l . .tions
Gillis A. Paterson, CMA
Director, Corporate Services & Treasurer
Caryn Kong, CGA
Senior Financial Analyst-Capital
& Debt Management
Report CAO 13-12 July 9, 2012
Subject Supply and Delivery of One 2013, 55 Foot Aerial Quint Fire Truck Page 5 4 3
Vera A. Felg macher
C.P.P., CPPO, CPPB, C.P.M., CMM Ill
Manager, Supply & Services
Recommended for the consideration
of Pickering • Council
9",ti_ ,Qaloa
Tony Preve•el, '.Eng.
Chief Administrative Officer
•
ATTACHMENT#_I TO REPORT#1.14. l3-12`
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4." S 141
Memo
To: Bill Douglas June 28, 2012
Fire Chief
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Senior Purchasing Analyst
Manager, Operations & Fleet Services
Subject: Quotation No. Q-33-2012
Quotation for the Supply & Delivery of One New Latest Model Year 55 Foot Aerial Quint
Fire Truck
Submission Date: Tuesday, June 26, 2012 - 12:00 pm (local time)
- File: F-5300-001
Further to the memo dated June 27, 2012, two (2) quotations proceeded to Stage II of the
evaluation process.
Stage II consists 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.
An Evaluation Committee meeting was held Thursday, June 28, 2012 at 9:00 am and each member
of the Evaluation Committee has completed evaluating the two (2) quotations. A combined averages
score for each quotation was determined, completing Stage II of the evaluation process.
Safetek Emergency Vehicles Ltd. is the highest ranking respondent. The total purchase price is
$669,800.00, HST extra.
In accordance with Purchasing Policy Item 06.12, where the compliant quotation meeting
specification and offering best value to the City is acceptable or where the highest scoring quotation
is recommended and the total estimated price is over $125,000.00, the Manager, may approve the
award, subject to the approval of the Director, Treasurer, CAO and Council.
4 5
Please prepare a Report to Council to include the following items:
(a) any past work experience with Safetek Emergency Vehicles Inc.;
(b) if reference information is acceptable;
(c) the appropriate account number(s) to which this vehicle 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 pricing to enquiries. Calls can be redirected to Supply & Services.
Re pondents will be advised of the outcome in due course.
If y require further information or assistance, please contact me or a member of Supply &
Sery ces. .
J
, `
VAF
•
June 28, 2012
Request forQuotation No. Q-33-2012 Page 2
One New Latest Model Year 55 Foot Aerial
Quint Fire Truck
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ATTACHMENT# _TO REPORT#
The Corporation of the City of Pickering
By-law No.
Being a by-law to authorize the supply and
delivery of one new 55 Foot Aerial Quint Fire
Truck in the City of Pickering and the
issuance of debentures in the amount of
$680,000
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
new 55 Foot Aerial Quint Fire Truck; and,
Whereas before proceeding with the supply and delivery of one new 55 Foot Aerial
Quint, 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 is not required 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 CAO 13-12 on the date hereof and awarded
Quotation Q-33-2012 for the supply and delivery of one new 55 Foot Aerial Quint Fire
Truck.
48
By-law No.
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as
follows:
1. That the City proceed with the project referred to as "The supply and delivery of
one new 55 Foot Aerial Quint Fire Truck";
2. That the estimated costs of the project in the amount of $682,606 be financed as
follows:
a) That the sum of $680,000 be financed by the issue of debentures by The
Regional Municipality of Durham over a period not to exceed ten years at a
rate to be determined;
b) That the sum of $2,606 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 passed this 9th day of July, 2012.
David Ryan, Mayor
Debbie Shields, City Clerk