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HomeMy WebLinkAboutOES 19-04PICKERING REPORT TO COUNCIL Report Number: OES 19-04 Date: June 15,2004 From: Richard W. Holborn, P. Eng. Division Head Municipal Property & Engineering Subject: Supply and Delivery of 4-Ton Truck Q-21-2004 Recommendation: 1. That Report OES 19-04 regarding the supply and delivery of a 4 Ton Dump Truck be received and that: Quotation No. Q-21-2004 submitted by Scarborough Truck Centre Inc. for the supply and delivery of a 4 Ton Dump Truck in the amount of $153,528.00 (GST and PST extra) be accepted; 3. The total gross purchase cost $176,557.20 and a net purchase cost of $165,810.24 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project through the issuance of debt; A) B) C) D) Debt financing not exceeding the amount of $165,000 for a period not exceeding 5 years, at a rate to be determined; be approved and the balance of approximately $810 plus financing costs be financed from current funds. Financing and repayment charges in the amount of approximately $36,900 be included in the annual Current Budget for the City of Pickering commencing in 2005 and continuing thereafter until the loan is repaid; The Director, Corporate Services & Treasurer has certified that this loan and the repayment thereof falls within the City's Debt and Financial Obligations approved Annual Repayment Limit for debt and other financial obligations for 2004 as established by the Province for municipalities in Ontario; The Treasurer be authorized to take any actions necessary in order to effect the foregoing: and 5. Staff at the City of Pickering be given the authority to give effect thereto. Report OES 19-04 Subject: Supply & Delivery of 4-Ton Truck Q-21-2004 Date: June 15, 2004 Page 2 Executive Summary: Not Applicable Financial Implications: 1. Approved Source of Funds 2004 Capital Budget Debt (5 years) Account 2320/6157 Project Code 04-2320-001-03 Total Approved Funds Amount $177,000.00 $177,000.00 Estimated Project Costing Summary Q-21-2004 4 Ton Dump Truck Sub Total G.S.T. P.S.T. Total Gross Purchase Cost G.S.T. Rebate Total Net Purchase Cost $153,528.00 $153,528.00 10,746.96 12,282.24 $176,557.20 (10,746.96) $165,810.24 Project Cost under (over) Approved Funds $11,189.76 Under expenditure is partially due to G.S.T. 3% rebate savings that was already captured in the 2004 Current Budget. The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. CORP0227-07/01 Report OES 19-04 Subject: Supply & Delivery of 4-Ton Truck Q-21-2004 Date: June 15, 2004 Page 3 Background: The purchase of a 4-Ton Dump Truck with snow plow and wing was approved by Council in the 2004 Capital Budget. Through market research and analysis of emerging technology in winter control, Fleet Operations compiled specifications for this piece of equipment. Supply & Services invited seven (7) vendors to participate in the bidding process of which two (2) have submitted quotations. Upon careful examination of all quotations received by Supply & Services, the Municipal Property & Engineering Division recommends acceptance of the Iow bid from Scarborough Truck Centre Inc. in the amount of $153,528.00 (GST and PST extra) and that this total net purchase cost of $165,810.24 be approved. This report has been prepared in conjunction with the Manager Supply & Services who concurs with the foregoing. Attachments: 1. Supply & Services Memorandum CORP0227-07/01 Report OES 19-04 Subject: Supply & Delivery of 4-Ton Truck Q-21-2004 Date: June 15, 2004 Page 4 Prepared By: Gra,~'Smith7/- ' S~Servisor, Fleet Operations Vera Felgemacher Manager, Supply & Services ApprovedEvE~/Endorsed · Director, Operations & Emergency Services n H~ad ~ ' ' g' (l~lunicipal Property & Engineering Gillis A. Paterson Director, Corporate Services & Treasurer GS Attachments Copy: Chief Administrative Officer ~.~~.pR~cCkOe rn; ~n; ncid etydcfoOur nthc~l cons i de ration of CORP0227-07/01 CORPORATE SERV,CES DEPARTMENT MEMORANDUM ADFil 20, 2004 To: Richard Hoiborn, Division Head, Municipal Property & Engineering From: Bob Kuzma Purchasing Analyst Subject: Quotation No. Q-21-2004, Supply & Delivery Four Ton Dump Truck Closing: April 16, 2004 Quotations have been received for the above project. Seven (7) companies were invited to participate of which two (2) responded. Quotations shall be irrevocable for 90 days after the official closing date and time. Copies of the quotations are attached for your review along with the summary of costs. Each line item provides a space for the vendor to indicate a "Yes, No, Specify" to provide the City with information and details to subjectively review each line item and the sum total of all specifications. Supplementary Quotation Terms & Conditions Item 8 states where a manufacturer deviates from the quotation specifications, they must indicate "NO" and then specify the changes. The acceptance of these deviations relies solely within the discretion of the User Departmen t/Division. The quotation submitted by Scarborough Truck Centre Inc. in the total amount of $178,557.20 is the Iow quotation, subject to further evaluation of the vehicles conformance to specification. Please advise with your recommendation any reason the Iow bid from Scarborough Truck Centre Inc. is not acceptable. SUMMARY G,S.T./P.S.T. in TotaiAmount i After Calculation Check $ 176,557.20 i 176,557.20 178,551.30 178,551.30 Vendor Scarborough Truck Centre Inc. Donway Ford Sterling Richard Holborn Q - 21 -2004 ~q~OL~4 Ton Dump Truck April 20, 2004 Page 2 In accordance with Purchasing Policy item 04.05 revised, an award $79,000 is subject to Councii approval. Include in yo¢.r'report to Councii:~.~,.~, 1. if referenc~"[hT67m-~tion is acceptable the appropriate account number(s) to which this Work is to be charged and the budget amount(s) assigned thereto 2. Treasurer's confirmation of funding 3. related departmental approvals 4. any reason(s) why the Iow bid of Scarborough Truck Centre Inc. is not acceptable, and 5. related comments specific to the project. Bidders will be advised of the outcome. enquiring bidders. Subject to Council approval, an approved required to proceed. If you require further information or assistance during the evaluation phase of this quotation call, feel free to contact me at extension 2131. Please do not disclose pricing to "on-line" requisition will also be Thank you, /bk Attachments 34