HomeMy WebLinkAboutFIR 04-15 city 4 Report to
Executive Committee
PI KERING Report Number: FIR 04-15
Date: July 6, 2015
From: John Hagg
• Fire Chief
Subject: Supply and Delivery of Seven Fire Vehicles Replacements
- File: A-1440
' Recommendation:
1. That Report FIR 04-15 of the Fire Chief regarding the Supply and Delivery of Seven
Fire Vehicles Replacements be received;
2. That Quotation No. Q-24-2015, for the Supply and Delivery of Seven Fire Vehicles
Replacements in the amount of$192,302.27 (HST included) submitted by Durham
Chrysler Dodge Jeep Ram. Limited, Grimsby Ford Motors Holding Inc., and Maciver
Dodge Limited be accepted;
3. That the total gross project cost of$216,823.00 (HST included) and the total net
project cost of$195,256.00 (net of HST rebate) be approved;
4. That Council authorize the Division Head, Finance &Treasurer to finance the net
project cost of$195,256.00 as follows:
a) the sum of$190,000.00 be financed by the issue of debentures by The Regional
Municipality of Durham over a period not to exceed five years;
b) the sum of$5,256.00 be funded from property taxes;
c) the annual repayment charges in the amount of approximately $42,000.00 be
included in the annual Current Budget commencing in 2016 or subsequent year
in which the debentures are issued and continuing thereafter until the debenture
financing 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 necessary action
to give effect thereto.
• Executive Summary: This report deals with the supply and delivery of five replacement
mid-size sport utility vehicles and two % ton pick-up trucks as approved by Council in the
2015 Fire Services Department Capital Budget.
Quotations were received for multiple departments vehicle requirements within the City to
achieve the highest economies of scale with the highest ranking respondentsfor Fire
167
Report FIR 04-15 July 6, 2015
Subject: Supply and Delivery of Seven Fire Vehicles Replacements Page 2
Services replacement vehicles being Durham Chrysler Dodge Jeep Ram Ltd. in the amount
of$119,835.00 (HST extra) for five mid-size four wheel drive sport utility vehicles, Grimsby
Ford Motors Holding Inc. in the amount of$25,103.00 (HST extra) for one two wheel drive
. 1/2 ton pickup truck with crew cab and standard box; and Maciver Dodge Limited in the
amount of$25,241.00 (HST extra) for one two wheel drive '4 ton pickup truck with crew cab
and extended box is recommended. In accordance with the 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 estimated purchase price is over$125,000.00, the
Manager, may approve the award, subject to the approval of the Director, Treasurer, CAO,
and Council.
Financial Implications:
1. Breakdown of Seven Fire Vehicles Replacements
Type of Vehicles Vendor Unit Cost.
Mid-size Four Wheel Durham Chrysler 5 $119,835.00
•
Sport Utility vehicles Dodge Jeep Ram
Two Wheel '/ ton Pick-up Grimsby Ford 1 25,103.00
Truck with Crew Cab and Motors Holding Inc
Standard Box
Two Wheel /2 ton Pick-up Maciver Dodge Ltd 1 25,241.00
Truck with Crew Cab and
Extended Box
Total Cost 7 $170,179.00
2. Quotation No. Q-24-2015
Quotations Amount $170,179.00
HST (13%) 22,123.27
Total Gross Amount 0 $192,302.27
3. Estimated Project Costing Summary
Quotation No. Q-24-2015 $170,179.00
Seven Fire Vehicles Replacements •
Licensing Fee 700.00
Outfitting for emergency vehicles 21,000.00
Total Project Total Costs $191,879.00
HST (13%) 24,944.00
Gross Project Cost $216,823.00
HST Rebate (11.24%) (21,567.00)
Total Net Project Cost to City (incld. 1.76%) $195,256.00
CORP0227-07/01 revised
168
Report FIR 04-15 July 6, 2015
Subject: Supply and Delivery of Seven Fire Vehicles Replacements Page 3
4. Source of Funds
Fire Services Capital Budget 5340.1502.6157
Source of Funds Budget Required
Debt-5 Year $220,000.00 $190,000.00
Property Taxes 5,256.00
Total $220.000.00 $195,256.00
Under/(Over) Approved Funds $24,744.00
Discussion: The replacement of Fire Services vehicles units #'s 530, 529, 534, 533,
535, 538 and 550 was identified and approved in the 2015 Fire Services Capital Budgets.
Specifications for this purchase were compiled from previous purchases of similar vehicles
within the City's fleet. An advertisement was placed on the City's website inviting
companies to download the quotation document. Four companies responded by the closing
date and time.
An Evaluation Committee consisting of Supply & Services, Engineering & Public Works staff
and Fire Services staff met on June 5, 2015 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.
After_careful review of all submissions received, the Evaluation Committee and the Fire
Services Department recommends acceptance of the quotation submitted by Durham
Chrysler Dodge Jeep Ram Ltd., Grimsby Ford Motors Holding Inc., Maciver Dodge Limited
in a total quotation amount of$192,302.27 (HST included), and that the total net project
cost in the amount of$195,256.00 (net HST rebate) be approved.
An additional $3,000 per vehicle is identified in the report to outfit the vehicles for Fire
Services use; items to be installed post-delivery include identification decals, portable radio
chargers, emergency lighting, and flashlight chargers.
Attachments:
1. Supply & Services Memorandum dated June 5, 2015
2. Being a by-law to authorize the Supply and Delivery of Seven Fire Services
Replacements project in the City of Pickering and the issuance of debentures in the
amount of$190,000.00
•
CORP0227-07/01 revised
169
Report FIR 04-15 July 6, 2015
Subject: Supply and Delivery of Seven Fire Vehicles Replacements Page 4
Prepared By: ApprovedlEndorsed By: -
/
t
Ir
on Yoshida Joh'Agragg
epu Fire Chief Fire Chief
Vera A. F Igemacher Stan Karwowski MBA, CPA, CMA
CSCMP, CPPO, CPM, CMM III Division Head, Finance & Treasurer
Manager, Supply & Services
Caryn Kong, CPA,CGA
Senior Financial Analyst-Capital & Debt
Management
JH:nrm
Recommended for the consideration
of Pickering City Council
AO `/ 1q12-0i5
Tony Prevedel, P.Eng.
.9
Chief Administrative Officer
•
CORP0227-07/01 revised
170
•
ATTACHMENT# TO REPORT#FIRo4 -IS
•
I62
yt'�.-Y .1..-
-_ �,=--
JUN 0 9 ZG�� Memo
Cary;f•
' ! i"itr Lr��',l YYt� a •. vv.
To: Richard Holborn June 5, 2015
Director, Engineering& Public Works
•
John Hagg
Fire Chief, Office of the CAO •
From: ' Vera A. Felgemacher
• - Manager, Supply & Services
•
Copy: /Deputy Fire Chief V
- Supervisor, Supply & Services V
Acting, Manager Public Works
Supervisor, Public Works Administration
Subject: Quotation No. Q-24-2015 -
Supply and Delivery of Multiple Vehicles
Closing Date: Tuesday May 19th, 2015
File: F-5300-001
•
Further to the Stage I Summary Memo dated May 21,•2015, four quotations proceeded to Stage II
of the evaluation process.
Stage II consists of scoring on the basis-of 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.
Each member of the Evaluation Committee has completed evaluating the four quotations.. A
combined average score for each quotation was determined, completing Stage II of the.evaluation
process.
•
2.3 Stage II - Rated Criteria
Stage II will consist of an evaluation of the Unit Price (before HST) for each pricing section to
determine lowest price for each, and acceptable specifications and fuel economy for each section • •
respectively: V -
•
•
•
171' -
ATTACHMENT# I TOREPORT# r'K.o 'S
2 2_
Rated Criteria Category , ; Weighting (Points)
Fuel Economy (Best Fuel Economy based on 10
average of highway and city) .
Acceptable Specifications 15
Pricing 15
Total Points 40
•
In the event of a tie score, the selected Respondent will be determined in accordance with the City's '
Purchasing Procedures .
Grimsby Ford Motors Holding Inc. is the highest ranking respondent for Section *IA - supply and
delivery of 1 new cargo van with high roof—V-6 engine with a total purchase price of$29,280.00
(HST extra); Section 1B — supply and delivery of 1 new latest model year cargo van with a high roof
- diesel engine with a total purchase price of $34,391.00 (HST extra) and Section 4 supply and
delivery of 1 new latest model year two-wheel drive 1/2 ton pickup truck with a total purchase price of
$25,103.00 (HST extra). .
Maciver Dodge Limited is the highest ranking respondent for Section 2 - supply and delivery of 3
new latest model year cargo two wheel drive 1/2 ton pickup truck, standard cab, standard box with a
total purchase price of$70,272.00 (HST extra); Section 3 - supply and delivery of 1 new latest
model year, two wheel drive, crew cab 1/2 ton, pickup truck with a total purchase price of $25,241.00
(HST extra) and Section 5 - supply and delivery of 1 current model year one ton crew cab pickup
truck with a total purchase price of$47,079.00 (HST extra).
•
Durham Chrysler Dodge Jeep Ram Limited is the highest ranking respondent for Section 6 - -
supply and delivery of 6 new latest model year, all wheel drive, mid-size sport utility vehicle with a
total purchase price of$143,802.00 (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 or where the highest scoring proposal
is recommended 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.
That which is debt financed is subject to Council approval.
An approved "on-line" requisition will be required to proceed after receiving requisite approvals
n.'ed above.j if .0 require further information or assistance, please contact me or a member of Supply &
S ices.
VAF/km
Attache ents . •
Quotation No. Q-24-2015 Page 2
•
Supply and Delivery of Multiple Vehicles
172
ATTACHMENT#....t2.._TO l«::"C RT#11f-01-1--(C
The Corporation of the City of Pickering
By-law No.
Being a by-law to authorize the Supply and
Delivery of Seven Fire Vehicles
Replacements project in the City of Pickering
and the issuance of debentures in the
amount of$190,000.00
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 of Pickering wishes to proceed with debenture
financing for the Supply and Delivery of Seven Fire Vehicles Replacements; and,
Whereas before authorizing the Supply and Delivery of Seven Fire Vehicles
Replacements project, 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 FIR 04-15 on the date hereof and awarded
Quotation No. Q-24-2015 for the Supply and Delivery of Seven Fire Vehicles
Replacements project;
173 .
By-law No. Page 2
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 "Supply and Delivery Seven
Fire Vehicles Replacements"
2. That the estimated costs of the project in the amount of$195,256.00 be financed
as follows:
a). That the sum of$190,000.00 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 $5,256.00 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 2016 or such
subsequent year in which the debentures are issued and continuing thereafter
until the debenture financing is repaid._
By-law passed this 13th day of July, 2015.
David Ryan, Mayor
Debbie Shields, City Clerk
174