HomeMy WebLinkAboutPW 01-15 cat/o� - Report to
Executive Committee
P KERI G Report Number: PW 01-15
Date: February 9, 2015
From: Richard Holborn
Director, Engineering & Public Works •
Subject: Quotation No. Q-54-2014
- Quotation for the Supply and Delivery of One New Latest Model Year
41,000 lb. GVW Dump Truck with Snow-Plow and Wing
- File: A- 1440
Recommendation:
1. That Report PW 01-15 of the Director, Engineering & Public Works regarding the
Quotation for the Supply and Delivery of One.New Latest Model Year, 41,000 lb.
GVW Dump Truck with Snow Plow and Wing be received;
2. That Quotation No. Q-54-2014 as submitted by Mack Sales and Service of
Durham for the Supply & Delivery of One New Latest Model Year, 41,000 lb. GVW
Dump Truck with Snow Plow and Wing in the amount of$235,185.77 (HST.
included) be accepted; -
3. That the total gross project cost of$236,316.00 (HST included) and the total net
project cost of$212,810.00 (net of HST rebate) be approved;
4. That Council authorize the Division Head, Finance & Treasurer to finance the net
project cost of$212,810.00 as follows:
a. The sum of$19,500.00 as approved in the 2014 Roads Capital Budget to be
funded from the Development Charges (DC) City's Share Reserve, to be
increased to $21,281.00;
b. The sum of$175,500.00 as approved in the 2014 Roads Capital Budget to be
funded from the Development Charges (DC) Reserve Fund-Operations
Services, to be increased to $191,529.00; and
5. That the appropriate City of Pickering officials be authorized to take necessary
action to give effect thereto.
Executive Summary: As approved in the 2014 Roads Capital Budget, this new
41,000 lb GVW Dump Truck with Plow and Wing is an addition to the City's fleet
compliment, primarily due to growth in the Duffin Heights community, and is funded
through Development Charges. The Duffin Heights area has grown from a few homes
1
Report PW 01-15 February 9, 2015
Subject: Supply and Delivery of One New Latest
Model Year, 41,000 lb. GVW Dump Truck
with Snow Plow and Wing
Quotation No. Q-54-2014 Page 2
on Brock Road to its' current size of approximately 1000 residential units completed or
under construction and approximately 22 lane km of City roads. Residential
development will continue in this area with the possibility of having approximately 1,700
residential units. The addition of this vehicle will allow for an additional winter control
salting and plowing route to be created in order to sustain levels of service'.
An advertisement was placed on the City's website inviting companies to download the
quotation document. Three companies responded by the closing date and time.
The quotation submitted by Mack Sales & Service of Durham received the highest
score from the Evaluation Committee, meets the required specifications, and is
recommended for approval.
Financial Implications
1. Quotation Amount
Quotation No. Q-54-2014 $208,129.00
HST (13%) 27,056.77
Total Gross Quotation Cost $235,185.77
2. Estimated Project Costing Summary
Quotation No. Q-54-2014 for Supply and Delivery of One
New Latest Model Year, 41,000 lb. GVW Dump Truck with $208,129.00
Snow Plow and Wing
Associated Costs
License Fee 1,000.00
Total 209,129.00.
HST (13%) 27,187.00
Total Gross Project Cost 236,316.00
HST Rebate (11.24%) (23,506.00)
Total Net Project Cost $212,810.00
CORP0227-07/01 revised
2
Report PW 01-15 February 9, 2015
Subject: Supply and Delivery of One New Latest
Model Year, 41,000 lb. GVW Dump Truck
with Snow Plow and.Wing -
Quotation No. Q-54-2014 Page 3
3. Approved Source of Funds
2014 Roads Capital Budget
Account Source of Funds Available Budget Required
5320.1402.6158 DC City's Share $19,500.00 $19,500.00
Reserve
5320.1402.6158 DC Reserve Fund-- 175,500.00 175,500.00
Operations Services
Additional Funds DC City's Share 1,781.00
Required Reserve '
DC Reserve Fund - 16 029.00
Operations Services
Total Funds $195,000.00 $212,810.00
Net Project Cost under (over) Approved Funds ($17,810.00)
The amount submitted in the 2014 Budget was an estimate based on previous
purchases of a dump truck with snow plow and wing that met the City's specific
requirements. However, current market value and updated specifications resulted in a
net project cost of$17,810.00 (approximately 9%) higher than the approved funds.
The additional funds required will be funded in the same ratio as the approved budget
funding sources, specifically 10% from the Development Charges (DC) City's Share
Reserve and 90% from the Development Charges (DC) Reserve Fund-Operations
Services.
Discussion: A new, 41,000 lb GVW Dump Truck with Plow and Wing was identified
and approved in the 2014 Roads Capital Budget. Specifications for this vehicle were
revised from previous documents to provide for a more robust vehicle with improved.
ergonomics, visibility, and increased power;with increased load capacities to provide
better dump truck and snow plowing capabilities.
An Evaluation Committee consisting of Supply & Services and Engineering & Public
Works staff met on December 2, 2014 and each committee member evaluated the three
quotations based on the rated criteria. A combined average score for each quotation
was determined as part of Stage II of the evaluation process.
CORP0227-07/01 revised
3
Report PW 01-15 February 9, 2015
Subject: Supply and Delivery of One New Latest
Model Year, 41,000 lb. GVW Dump Truck
with Snow Plow and Wing
Quotation.No. Q-54-2014 Page .4
After careful review of all submissions received, the Evaluation Committee and the
Engineering & Public Works Department recommends acceptance of the revised
quotation submitted by Mack Sales & Service of Durham in the amount of
$235,185.77 (HST included), and that the total net project cost of$212,810.00 (net of
HST rebate) be approved.
Attachments:
1. Supply &.Services Memorandum dated November 21, 2014
2. Supply& Services Memorandum dated December 3, 2014
3. Supply & Services Memorandum dated January 13, 2015
Prepared By: Approved/Endorsed By:
/71 / /
o (Kuzma SCMP, AMCT Rich rd Holb frn, P. Eng.
Sup rvisor Public Works Administration Dir tor, Engineering & Public Works
Cil .
Vera . elgemacher . Stan Karwowski, MBA, CPA, CMA
CSCMP, CPPO, CPPB, CPM, CMM Ill Division Head, Finance & Treasurer
Manager, Supply & Services
Caryn Kong, CPA, CGA
Senior Financial Analyst
Capital & Debt Management
RH:bk
Recommended for the consideration
of Pickering Ci Council
),Iiiiefal
• 2J2a5
cPG/A4C,Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
4
.
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rigi eerfrg&Pubfir Won rk TACHMENi# TO REPORT#
C � 4 A __ t eoi
N V 2014
PJ* t4I [ 21 Memo
ece,Ved
To: Richard Holborn November 21, 2014
Director, Engineering & Public Works
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Bob Kuzma
Supervisor, Public Works Administration
Subject: Quotation No. Q-54-2014
Supply and Delivery of One New Latest Model Year 41,000 lb. GVW Dump Truck with
Snow Plow and Wing
Closing Date: November 18, 2014
File: F-5300-001
Quotations have been received for the above project. An advertisement was posted on the City's
website inviting companies to download the quotation document. Three companies submitted a
quotation for consideration and evaluation.
There are 2 stages in the evaluation process which are outlined in Part 2 — Evaluation of Quotations
(copy attached).
Stage I consisted of a review to determine which submissions satisfy all of the mandatory submission
requirements completed by Supply and Services. Those submissions that satisfy all mandatory
requirements will proceed to Stage II.
Three quotations will proceed to Stage II. Scoring by the City of each qualified quotation will be on the
basis of the rated criteria items outlined in Part 2.3 of the quotation document.
Attachments are as follows:
1. Stage II — Evaluation Rated Evaluation process;
2. Evaluation Form (to be used by Evaluation Committee Members); and
3. Copy of the quotations.
Supply and Services will co-ordinate an appropriate date and time to arrange a meeting for the
evaluation committee and the demonstration. Each member should review the submissions
independently and carefully according to the criteria before.the meeting time.
All enquiries that any evaluation member may have is to be directed to Supply & Services.
In accordance with Purchasing Policy Item 06.12 (c), where the compliant quotation or tender meeting
specifications and offering best value to the City is acceptable and the total purchase price over
$125,000, the Manager may approve the award, subject to the approval of the Director,Treasurer,
C O and Council.
If u require further information, please contact me or a member of Supply & Services.
,VAFTg
Attachments 5
•
Request for Quotation for the Supply and Delivery of One New Latest Model Year
41;090)1#49VW_pump Truck with Snow Plow and Wing
Q-54-2014 -
Stage 1 — Evaluation of Mandatory Requirements
Stage I will consist of a review to determine which quotations satisfy all of the
mandatory requirements. Quotations failing to satisfy the mandatory requirements as of
the submission date will be provided an opportunity to rectify any deficiencies.
Quotations failing to satisfy the mandatory requirements as of the rectification date will
be excluded from further consideration. Those submissions that satisfy the mandatory
requirements will proceed to Stage II.
Quotations are to include the following mandatory requirements:
A. Quotation Form (Appendix B);
B. Addendum No. 1 Acknowledged; and
C. Item 2.2.3 Other Mandatory Requirements (detailed product literature).
Company Item Item Item
A B C
Harper Truck Centres Inc. ✓ ✓
Tallman Truck Centre Ltd. ✓ ✓ ✓
Mack Sales & Service of ✓
Durham
6
.a.7 , ,T. T PLO o r15
_tiF_tF /a�y ►�,P.EPORT#. Quotation No. Q-54-2014
_.__a_of
Part 2 — Evaluation of Quotations
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. The
selected respondent will be expected to enter into a contract within the timeframe specified
in the selection notice. Failure to do so may, among other things, result in the
disqualification of the respondent and the selection of another respondent, or the
cancellation of the RFQ.
2.2 Stage I - Mandatory Requirements, Submission and Rectification
2.2.1 Submission and Rectification Date
Other than inserting the information requested on the mandatory submission forms set out in
the RFQ, a respondent may not make any changes to any of the forms. Respondents
the mandatory requirements will be provided an
submitting quotations that do not meet t ry q p
opportunity prior to the Rectification Date to rectify any deficiencies.
2.2.2 Quotation Form (Appendix B)
Each quotation must include a Quotation Form (Appendix B) completed and signed by the
respondent.
2.2.3 Other Mandatory Requirements
The respondent shall include detailed product literature that includes warranty details and full
specifications of the unit being quoted.
The respondent shall provide a demonstration of the cab and chassis being quoted upon or an
exact equivalent model, including a provision for City staff to operate the vehicle. The vehicle will
be demonstrated at the City of Pickering Operations Centre, 2570 Tillings Road, Pickering Ontario
or at a mutually convenient location. Such demonstration shall be provided at no charge to the
City and scheduled at a mutually agreeable time and date.
2.2.4 Rectification Date
Quotations satisfying the mandatory requirements before the Rectification Date will proceed to
Stage II. Quotations failing to satisfy the mandatory requirements by the Rectification Date will
be excluded from further consideration.
7
Page 5 of 42
of Quotation No. Q-54-2014
2.3 Stage II - Rated Criteria
Stage II will consist of an evaluation of the total purchase price to determine lowest price and
acceptable specifications.
Rated Criteria Category: Weighting (Points)
Pricing 40
Conformance to General Specifications 20
Engine Specifications 20.
Vehicle Demonstration (cab and chassis) 20
Total Points 100
In the event of a tie score, the selected respondent will be determined in accordance with the
City's Purchasing Procedures
Pricing - Total Points = 40 Points
Pricing will be scored based on a relative pricing formula using the lump sum price set out in the
Rate Bid Form.
Each respondent will receive a percentage of the total possible points allocated to price for the
particular category it has bid on by dividing that respondent's price for that category into the lowest
bid price in that category. For example, if a respondent bids $120.00 for a particular category and
that is the lowest bid price in that category, that respondent receives 100% of the possible points
for that category (120/120 = 100%). A respondent who bids $150.00 receives 80% of the possible
points for that category (120/150 = 80%), and a respondent who bids $240.00 receives 50% of the
.possible points for that category (120/240 = 50%).
Lowest unit price
x Total available points = Score for quotation with the second-
Second-lowest unit price lowest unit price
Lowest unit price
x Total available points = Score for quotation with third-lowest
Third-lowest unit price unit price
And so on, for each quotation.
Conformance to General Specifications = 20 Points
All specifications must be fulfilled in accordance with Appendix A— Item 8.
Engine Specifications = 20 Points
Conformance to engine specifications, or approved equivalent engine.
•
8
Page 6 of 42
ATTACH P E NTL _ /: �. ,4O REPORT# Pw -01-/b
of Quotation No. Q-54-2014
Vehicle Demonstration = 20 Points
• Optimization of cab layout to maximize functionality (ergonomics) -10 Points;
• Comfort, visibility and safety as shown during the demonstration of the make, model and
year of vehicle being quoted -10 Points.
•
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . .
9
Page 7 of 42
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_ TOREPORT#T 61 -10
ot
• • Memo
• _ • . •
To: Richard Holborn December 3, 2014
• Director, Engineering & Public Works
From: Vera A. Felgemacher -
Manager, Supply & Services
Copy: Bob Kuzma
Supervisor, Public Works Administration
Subject: Quotation No. Q-54-2014
Quotation for Supply and Delivery of One New Latest Model Year 41,000 lb. GVW
Dump Truck with Snow Plow and Wing
Closing Date: November 18, 2014
File: F-5300-001
Further to the memo dated November 21, 2014, three 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.
Evaluation Committee meetings were held by Public Works staff on Tuesday, December 2, 2014 •
and Wednesday, December 3, 2014. Each member of the Evaluation Committee has completed
evaluating the three quotations. A combined average score for each'quotation was determined,
completing Stage II of the evaluation process.
Mack Sales &Service of Durham is the highest ranking respondent. The total purchase price is
$205,629.00, HST extra.
In accordance with Purchasing Policy Item 06.12 where the compliant quotation or tender meeting
specifications and offering best value to the City is acceptable and the total purchase price is over
$125,000, the Manager may approve the award, subject to the approval of the Director, Treasurer
CAO and Council.
An approved "on-line" requisition will be required to proceed after receiving requisite approvals
noted above.
. Please do.not disclose_pricing to enquiries. Calls can be redirected to.Supply & Services. .
Respondents will be advised of the outcome in due course. If you require further information or
assn ance, please contact me or a member of Supply &Services.
VAFfjg .
Attachments •
13
E{ Y
•
po 01-15.
wcacintim[- Memo•
•
To: Richard Holborn January 13, 2015
Director, Engineering & Public Works
From: Vera A. Felgemacher -
Manager, Supply & Services •
Copy: Bob Kuzma
Supervisor, Public Works Administration
Subject: Quotation No. Q-54-2014 •
Quotation for Supply and Delivery of One New Latest Model Year 41,000 lb. GVW
Dump Truck with Snow Plow and Wing
Closing Date: November 18, 2014
- File: F-5300-001
•
Further to the memo dated December 3, 2014, the purpose of this communication is to advise of
revisions to the evaluation of pricing reviewed during Stage II.
Pricing submitted as of November 18, 2014 has expired. Respond ents have advised pricing is being
affected by the changes in the $CAN/$US exchange rate and the model year bid upon is no longer
available in 2015. Each respondent has submitted revised pricing and Mack Sales & Service of
Durham remains the highest ranking respondent. The total purchase price has been revised to
$208,129.00, HST extra. Pricing is firm until February 20, 2015.
In accordance with Purchasing Policy Item 06.12 where the compliant quotation or tender meeting
specifications and offering best value to the City is acceptable and the total purchase price is over . .
$125,000, the Manager may approve the award, subject to the approval of the Director, Treasurer ,
CAO and Council.
An approved "on-line" requisition will be required to proceed after receiving requisite approvals
noted above. •
Please do not disclose pricing to enquiries. Calls can be redirected to Supply & Services.
Res ondents will be advised of the outcome in due course. If you require further information or
ass' tance, please contact me or a member.of Supply & Services. ,
VAF/rr •
•
14