HomeMy WebLinkAboutOES 22-04PICKERING
REPORT TO
EXECUTIVE COMMITTEE
Report Number: OES 22-04
Date: July 13, 2004
173
From:
Richard Holborn, P. Eng.
Division Head,
Municipal Property & Engineering
Subject:
Supply and Delivery of 3/4-ton pick-up truck
- Q-26-2004
Recommendation:
That Report OES 22-04 for the supply and delivery of a 3/4 ton pick-up truck be
received and that:
Quotation No. Q-26-2004 submitted by Donway Ford Sales Ltd. for the supply
and delivery of a 3/4 ton pick-up truck in the amount of $32,520.00 (GST & PST
extra) be accepted;
The total purchase cost of $37,413.00 and a net purchase cost of $35,136.60 be
approved;
That Council authorize the Director, Corporate Services & Treasurer to finance
the project through the issuance of debt;
Debt financing not exceeding the amount of $35,000 for a period not
exceeding five years, at a rate to be determined; be approved and the
balance of approximately $137 plus financing costs be financed from current
funds;
Financing and repayment charges in the amount of approximately $7,800 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
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
!74
Report OES 22-04
Subject: Quotation Q-26-2004
Date:
July 13, 2004
Page 2
6. Staff at the City of Pickering be given the authority to give effect thereto.
Executive Summary: Not Applicable
Financial Implications:
1.
Approved Source of Funds:
Account
2004 Capital Budget 2320/6157
Debt (5 Years)
Project Code
04-2320-001-02
Total Approved Funds
Amount
$45,000.00
$45,000.00
Estimated Project Cost Summary
Q-26-2004 3/4 ton pick-up truck
Air Conditioning Tax
Trade-in Credit for Unit #021
Sub Total
G.S.T.
P.S.T.
License Fee
Total Purchase Cost
G.S.T. Rebate
Net Purchase Cost
$37,420.00
100.00
5,000.00)
32,520.00
2,276.40
2,601.60
15.00
37,413.00
(2,276.40)
$35,136.60
Purchase & Cost Under (over) Approved Funds $9,863.40
Under expenditure is partially due to GST 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.
Background: The purchase of a 3/4 ton pick-up truck was approved by Council in
the 2004 Capital Budget. This vehicle will replace Unit #021, a 1998 Chevrolet pick-up
truck. Supply & Services invited eight vendors to participate in the bidding process, four
vendors responded of which two quotations were rejected due to incomplete
documents. Upon careful examination of all quotations received, Municipal Property &
Report OES 22-04
Subject: Quotation Q-26-2004
Date: July 13, 2004
Page 3
!75
Engineering Division recommends acceptance of the Iow bid from Donway Ford Sales
Ltd. in the amount of $32,520.00 (G.S.T., P.S.T. and license extra) and that the net
purchase cost of $35,136.60 be approved. This report has been prepared in
conjunction with the Manager~Supply & Services who concurs with the foregoing.
Attachments:
1. Supply & Services Memorandum
Prepared By:
G,,r,~ n t S~nit~(
tSupervi~, Fleet Operations
RH:vn
Attachments
I:\COUNCIL\OES 22-04.DOC July 04
Director, Operations & Emergency Services
Richard HoIbo~
DiVision Head,
MUnicipal Property & Engineering
G(llis A. Paterson
Director, Corporate Services & Treasurer
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering//?~..__..City Counc~. ~__~
Th~as J. Quinn, Chief Administrative Officer
June 22,2004
CORPORATE SERVICES DEPARTMENT
MEMORANDUM
RECEIVED
JUN 2 2004
CITY OF PICKERING
MUNICIPAL PROPERTY& ENGINEERING
To:
From:
Subject:
Richard Holborn,
Division Head, Municipal Property & Engineering
Bob Kuzma
Purchasing Analyst
Quotation No. Q-26-2004, Supply & Deliver One ~ Ton
Pickup Truck
Closing: June 17, 2004
Quotations have been received for the above project. Eight (8) companies
were invited to participate of which four (4) 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. The quotation requested the bidder to identify costs
associated with different purchasing options, these included cash purchase,
dealer financing and a lease option. The Treasurer will review these
purchase options upon receipt of your recommendation.
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 reties solely within the
discretion of the User Department/Division.
The quotation submitted by Donway Ford Saies Ltd. in the total cash
purchase amount of $37,413.00 is the Iow quotation and is the only
quotation submitted completed with the requested purchase options. This
quote is subject to further evaluation of the vehicles conformance to
specification. Please advise with your recommendation any reason the iow
bid from Donway Ford Sales Ltd. is not acceptable.
Richard Holborn .... .~,,._ o __
June 22, 2004
Page 2
SUMMARY
Project Code - 04-2320-001-02
Approved Capital Budget- $45,000.00
Financing - Debt (5 year)
G.S.T./P.S.T. in
Total Total Total Amount
Amount Amount Lease Option
Cash Dealer 48 month term
Purci~ase Finance Optional
, buyout at
Vendor · 48 month Total Monthly Total cost end of term
X Capitalized Lease over term
,, monthly Cost Payment (taxes
payment extra)
Donway 37,413.00 43,'797.12 40,863.00 665.83 31,959.84 13,114.00
Ford
Alex Irvine 37,769.10 Not Not Not Not Not
Motors provided provided provided provided provided
Village Rejected
Chrysler quote not
Dodge signed
Jeep Ltd.
Boyer Rejected
Pontiac quote not
Buick signed
Bidders will be advised of the outcome. Please do not disclose pricing to
enquiring bidders.
The 2004 Capital budget has identified this purchase as debt financed,
therefore a Report to Council is required. Please contact Stan Karwowski or
Gil Paterson to review purchase and/or finance details as part of your
decision making on this requirement.
If you require further information or assistance during the evaluation phase
of this quotation call, feet free to contact me at extension 2131 .'
Thank you,
/bk
Attachments
B. KuzrnA i ":