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DICKERING
Report to
Executive Committee
Report Number: CS 15-18
Date: June 18, 2018
From: Marisa Carpino
Director, Community Services
Subject: Quotation No. Q-39-2018
- Quotation for the Supply and Delivery of Two Multi -Purpose Tractors
File: A-1440
Recommendation:
1. That Quotation No. Q-39-2018 submitted by Joe Johnson Equipment in the total amount
of $320,567.44 (HST included) be accepted;
2. That the total gross project cost of $324,522.00 (HST included) and the total net project
cost of $292,242.00 (net of HST rebate) be approved;
3. That the Director, Finance & Treasurer be authorized to finance the total net project cost
as follows:
a). the sum of $138,000.00 to be financed by an internal loan for a term of five years
and the balance of $82.00 from property taxes;
b.) the sum of $154,160.00 to be funded by a transfer from Development Charges —
Parks & Recreation Services Reserve Fund; and
4. That the appropriate officials of the City of Pickering be authorized to take necessary
actions as indicated in this report.
Executive Summary: The Public Works Section, within the Community Services
Department, currently utilizes seven sidewalk tractors with snow plows and attachments for
winter maintenance. Thereplacement of one sidewalk plow and one new sidewalk plow for
winter maintenance in Seaton was approved in the 2018 Property Maintenance Capital
Budget, funded from a five year internal loan and Development Charges — Parks & Recreation
Services Reserve Fund, respectively.
On March 14, 2018, an advertisement was placed on the City's website. Three companies
responded by the closing date of Thursday, March 29, 2018. The quotation submitted by Joe
Johnson Equipment, for two sidewalk plows with attachments, received the highest score
from the Evaluation Committee, meets the required specifications, and is recommended for
approval.
In accordance with Purchasing Policy Item 06.11 (c), 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 estimated total purchase price is over
CS 15-18
Subject: Quotation No. Q-39-2018
June 18, 2018
Page 2
$250,000.00, the Manager may approve the award, subject to the approval of the Director,
Treasurer, CAO and Council.
Financial Implications:
1. Quotation Amount
2 Multi-purpose Sidewalk Tractors with Attachments
1 Ribbon Snow Blower Attachment
Subtotal
HST (13%)
Total Gross Quotation Cost
$267,888.00
15,800.00
$283,688.00
36,879.44
$320,567.44
2. Estimated Project Costing Summary
Quotation No. Q-39-2018
1 Ribbon Snow Blower Attachment
GPS/2 way radio's (2 vehicles)
Total project cost (excluding taxes)
HST (13%)
Gross Project Cost
HST Rebate (11.24%)
Total Net Project
Cost
$267,888.00
15,800.00
3,500.00
$287,188.00
37,334.00
$324,522.00
(32,280.00)
$292,242.00
3. Approved Source of Funds — 2018 Fleet Vehicles Capital Budget
Description
Account Code Source of Funds Available Required
Budget
$145,000.00 $138,000.00
1 Sidewalk Plow 5311.1801.6178 Internal Loan — 5
Year
Property Taxes
with attachments
1 Sidewalk Plow
with attachments &
Ribbon Blower
attachment
Total Funds
5311.1807.6478 Development
Charges — Parks &
Recreation Services
82.00
155,000.00 154,160.00
$300,000.00 $292,242.00
Net Project Cost under (over) Approved Funds
$7,758.00
CS 15-18 June 18, 2018
Subject: Quotation No. Q-39-2018 Page 3
Discussion: The Public Works Section, within the Community Services
Department, currently utilizes seven sidewalk tractors with snow plows for winter
maintenance. One sidewalk plow (unit # 757) is a life cycle replacement for a unit purchased
in 2004. One new sidewalk plow will be used for the 2018/2019 winter season to
accommodate new growth in Seaton. Both sidewalk plows with attachments were approved
in the 2018 Property Maintenance Capital Budget. An Evaluation Committee consisting of
Public Works staff evaluated the 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, Public Works staff recommends acceptance
of the Quotation No. Q-39-2018 submitted by Joe Johnson Equipment for two 2018
International 7400 SBA sidewalk tractors with attachments and one ribbon snow blower
attachment in the amount of $283,688.00 (plus HST) and that the total net project cost of
$292,242.00 (net of HST rebate) be approved.
Attachments:
1. Supply & Services Memorandum dated May 1, 2018
Approved/Endorsed By:
atthew Currer Marisarpino, MA
Director, Community Services
Supervisor, Municipal Garage Operations
MC:nw
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
Ray 'Rcirigues
Manager, Supply & Services
Recommended for the consideration
of Pickering City Council
Tony Prevedei, P. Eng.
Chief Administrative Officer
644
DICKERING
ATTACHMENT #- TO REPORT # 15—/
Memo
To: Marisa Carpino May 1, 2018
Director, Community Services
From: Jacqueline Charles
Senior Purchasing Analyst
Copy: Administrative Assistant, Community Services
Ray Rodrigues, Manager, Supply & Services
Subject Quotation No. Q-39-2018
Supply and Delivery of Two Multi -Purpose Tractors
Date Closed: Thursday, March 29, 2018, before 12:00 noon
File: F-5300-001
A summary of the Stage II and III evaluation results for each quotation is included in the
evaluation attachment.
Joe Johnson Equipment is the top ranked respondent with a total submitted price of
$267,888.00 (HST Excluded).
A budget of $300,000 was provided to Supply & Services for this procurement.
In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out
below excludes HST.
In accordance with Purchasing Policy, 06.11 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 estimated total purchase price is:
(c) Over $250,000, the Manager may approve the award, subject to the approval of the
Director, Treasurer, CAO and Council.
Please provide your recommendation in report form. After receiving Council's approval, an
approved "on-line" requisition will be required to proceed.
Please direct all enquiries to Supply & Services. Respondents will be advised in due
course.
If you require further information or assistance, do not hesitate to contact me or a member
of Supply & Services.
JC
Attachments (2)