HomeMy WebLinkAboutOES 30-05 REPORT TO
EXECUTIVE COMMITTEE
Report Number: OES 30-05
Date: August 30, 2005
From:
Richard W. Holborn, P. Eng.
Division Head
Municipal Property & Engineering
Subject:
Supply and Delivery of 4-Ton Dump Truck
- Q-35-2005
- File: A 2130
Recommendation:
1. That Report OES 30-05 regarding the supply and delivery of a 4 Ton Dump Truck be
received and that:
Quotation No. Q-35-2005 submitted by Scarborough Truck Centre Inc. for the supply
and delivery of a 4 Ton Dump Truck with snow plow and wing and electronic salt
metering in the amount of $162,468.00 (GST and PST extra) be accepted;
3. That the optional wing suspension bag as quoted upon by Scarborough Truck Centre
Inc. in the amount of $459.00 (GST and PST extra) be accepted;
4. The total gross purchase cost $187,366.05 and a net purchase cost of $175,961.16
be approved;
5. That Council authorize the Director, Corporate Services & Treasurer to finance the
project through the issuance of debt;
A)
B)
C)
Debt financing through the Region of Durham in the amount of $175,000.00
for a period not exceeding 10 years, at a rate to be determined; be approved
and the balance of approximately $962 plus financing costs be financed from
current funds.
Financing and repayment charges in the amount of approximately $22,700
be included in the annual Current Budget for the City of Pickering
commencing in 2006 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
2005 as established by the Province for Municipalities in Ontario;
Report OES 30-05
Subject: Supply & Delivery of 4-Ton Truck
Q-35-2005
Date:
August 30, 2005
Page 2
D) The Treasurer be authorized to take any actions necessary in order to effect
the foregoing: and
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
2005 Capital Budget
Debt (10 years)
Account
2320/6157
Project Code
05-2320-001-00
Total Approved Funds
Amount
SI90,000.00
$190,000.00
Estimated Project Costing Summary
Q-35-2005
4 Ton Dump Truck
Optional wing suspension bag
Sub Total
G.S.T.
P.S.T.
Total Gross Purchase Cost
G.S.T. Rebate
Total Net Purchase Cost
$162,468.00
459.00
$162,927.00
$11,404.89
$13,034.16
$187,366.05
($11,404.89)
$175,961.16
Project Cost under (over) Approved Funds $14,038.84
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 30-05
Subject: Supply & Delivery of 4-Ton Truck
Q-35-2005
Date:
August30,2005
Page 3
Background:
The purchase of a 4-Ton Dump Truck with snow plow and wing was approved by Council
in the 2005 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 $162,927.00 (GST and PST extra) and that a total net purchase cost of
$175,961.16 be approved. The accepted bid includes the optional driver controlled wing
suspension bag to enhance driver control and ride quality during winter control
operations. This report has been prepared in conjunction with the Manager Supply &
Services who concurs with the foregoing.
Attachments:
1. Supply & Services Memorandum (dated July 13, 2005)
2. Supply & Services Letter (dated July 26, 2005)
CORP0227~07/01
Report OES 30-05
Subject: Supply & Delivery of 4-Ton Truck
Q-35-2005
Date:
August30,2005
Page 4
Prepared By:
Grant Smith
Supervisor, Fleet O!yrations
Vera Felgemacher .
Manager, Supply & Services
~Eve ¢e,t,t Bunts'~
Director, Operations & Emergency Services
Gillis A. Paterson
Director, Corporate Services & Treasurer
Richard W. H(~orn, P. Eng.
DfiOision Heacr
~unicipal Property & Engineering
GS
Attachments
Copy: Chief Administrative Officer
Recommended for the consideration of
These"3. eui¢, Chi~:,Ckdmin~~.
CORP0227-07/01
July 13, 2005
CORPORATE SERVICES DEPARTMENT
MEMORANDUM
JUL ~ 5' 2005
~UNIGIPAL PROPERTY &
To:
From:
Subject:
Richard Holborn,
Division Head, Municipal Property & Engineering
Bob Kuzma
Purchasing Analyst
Quotation No. Q-36-2005, Supply & Delivery Four-Ton Dump Truck
Closing: July 8, 2005
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 60 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 Department/Division.
The quotation submitted by Scarborough Truck Centre Inc. in the total amount of $186,838.20 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
After
Calculation
Vendor Amount G.S.T. P.S.T. Total
Check
Scarborough Truck
Centre Inc. $162,468.00 $11,372.76 $12,997.44 $186,838.20 $186,838.20
Donway Ford Sales
Ltd. $168,894.00 $11,822.58 $131511.52 $194,228.10 $194,228.10
Richard Holborn
July 15, 2005
Page 2
In accordance with Purchasing Policy Item 04.05 revised, an award exceeding $81,000 is
subject to Council approval.
Include in your report to Council:
1. if reference information 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. Please do not disclose pricing to enquiring bidders.
Subject to Council approval, an approved "on-line" requisition will also be 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.
Thankyou,
/bk
Attachments
PICKERING
Picketing Civic Complex
One The Esplanade
. Pickenng, Ontario
Canada L1V 6K7
Direct Access 905.420.4660
Toll Free 1.866.683.2760
cityofpickering.com
CORPORATE SERVICES DEPARTMENT
Department 905.420.4634
North Picketing 905.683.2760
Facsimile 905.420.5313
corpserv@city, pickering, on.ca
D. Kovacic, President
Scarborough Truck Centre Inc.
1810 Markham Road
Toronto, Ontario
M1B 2W2
July 26, 2005.
Via: Facsimile 416.291.1657
Subject:
Q-36-2005
Supply & Delivery of 4-Ton Dump Truck
CLOSING: Friday, July'8, 2005, 12:00 Noon
Your quotation is irrevocable for sixty (60) days after the official date of closing, the
expiry thereof being on or about September 6, 2005. For reasons beyond the City's
control, consideration and acceptance of a quotation remains pending. Please
confirm your agreement (or not) to extend the irrevocability period of your bid
to a date of Friday, September 30, 2005. A response by facsimile
(905.420.5313) to the attention of Supply & Services at your earliest
convenience is appreciated.
check one)
[] "1 hereby agree to extend the irrevocability period of Quotation No. Q-36-2005 to September 30, 2005."
[] "1 DC) NOT agree to extend the irrevocability period of Quotation No. Q-36-2005 to September 30, 2005."
BIDDER'S FULL NAME: DATE:
ADDRESS: POSTAL CODE:
TELEPHONE NO. FAX NO. E-MAIL ADDRESS
SIGNATURE OF AUTHORIZED SIGNING OFFICER
PRINT NA ME TITLE
/bt
copy for:
~ truly
Youls
'Vera ~.'Felgemacher,
C.P.P., CPPO, CPPB, C.P.M:, CMM Iit
Manager, Supply & Services
Division Head, Municipal Property & Engineering
(Acting) Superintendent, Municipal Operations.