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HomeMy WebLinkAboutOES 26-06 Ciil¡ o~ REPORT TO EXECUTIVE COMMITTEE ("\ ' i. \J · I Report Number: OES 26-06 Date: July 24, 2006 From: Everett Buntsma Director, Operations & Emergency Services Subject: Supply and Delivery of One (1) Multipurpose Single Person Refuse Packer - Q-42-2006 File: A-2130 Recommendation: 1. That Report OES 26-06 regarding the Supply and Delivery of a Multipurpose Single Person Refuse Packer be received; and 2. That Quotation No. Q-42-2006 submitted by Haul-All Equipment Ltd. for the supply and delivery of a Multipurpose Single Person Refuse Packer in the amount of $103,445.00 (GST and PST extra), be accepted; and 3. That the total gross purchase cost of $117,927.30 and a net purchase cost of $111,720.60, be approved; and 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project through the issuance of; a) Debt financing not to exceed the amount of $110,000 for a period not to exceed five (5) years at a rate to be determined; be approved and that the balance of approximately $1,720 plus financing costs be financed from current funds; and b) That annual repayment charges in the amount of approximately $25,300 be included in the annual current budget for the City of Pickering commencing in 2007 and continuing thereafter until the loan is repaid; and c) That 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 2006 as established by the Province for municipalities in Ontario; and d) That the Treasurer be authorized to take any actions necessary in order to effect the foregoing; and 5. That staff at the City of Pickering be given the authority to give effect thereto. ') () 1 ,",.ç \.. . Report OES 26-06 Date: July 24, 2006 Subject: Supply and Delivery of One (1) Multipurpose Single Person Refuse Packer - Q-42-2006 Page 2 Executive Summary: Not Applicable Financial Implications: 1. Approved Source of Funds Total Approved Funds Amount $110,000.00 $110,000.00 2006 Capital Budget Debt (5 years) Project Code 5780.0602.6158 2. Estimated Project Costing Summary Q-42-2006 Multipurpose Single Person Refuse Packer .$103.445.00 $103,445.00 6,206.70 8,275.60 $117,927.30 (6,206.70) $111,720.60 Sub Total G.S.T. P.S.T. Total Gross Purchase Cost G.S.T. Rebate Total Net Purchase Cost 3. Project Cost (under) over Approved Funds $1,720.60 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 Multipurpose Single Person Refuse Packer was approved by Council in the 2006 Capital Budget. Based on market research and the proficiency of the City's current refuse packer, the Supervisor, Fleet Operations, submitted specifications for a Haul-All Model M-14 Packer Body mounted on a 19,000 GVWR conventional cab and chassis to Supply & Services. Two (2) Haul-All vendors were invited to participate in the bidding process of which both have responded. Upon CORP0227-07/01 revised ( ¡:. . Report OES 26-06 Date: July 24, 2006 Subject: Supply and Delivery of One (1) Multipurpose Single Person Refuse Packer - Q-42-2006 Page 3 careful examination of quotations received by Supply & Services, it has been determined that the low bid submitted by Haul-All Equipment Ltd. conforms to the specifications. The Operations & Emergency Services Department, Municipal Property & Engineering Division recommends the acceptance of quotation Q-42-2006 submitted by Haul-All Equipment Ltd. in the amount of $103,445.00 (GST and PST extra) and that the total net purchase cost of $111,720.60 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: ~ - __ /. .. -:1Lh1 ~/"Graït mith Suprrvisor, Fleet Operations -~.... Evere unts a Director, Operations & Emergency Services -"- '1' .~.J",-, ~ ·Vera A. Felgemacher Manager, Supply & Services ~-wL h1.. illi A. Paterson JU' Director, Corporate Services GS Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering Cit~ ouncil O' CORP0227-07/01 revised I __.J... í.'J~9~PORATE SERVICES DEPARTMENT OR ¡ rJë::!i21. ..(j (0 ..L_ MEMORANDUM RECEIVED JUL 4 2006 ':iJ \ ..", ... CITY OF PICKERING MuNICIP'Al PROP'ERTY & ENGINEERING July 4, 2006 To: Richard Holborn Division Head, Municipal Property & Engineering From: Bob Kuzma Senior Purchasing Analyst Subject: Quotation No. Q-42-2006, Supply & Delivery of One (1) Multipurpose Single Person Refuse Packer Closing: Tuesday, July 4, 2006 Quotations have been received for the above project. Two (2) 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. Specifications Item 3 states where a bidder 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 City. The quotation submitted by Haul-All Equipment Ltd. in the total amount of $117,927.30 is the low quotation, subject to further evaluation of the vehicles conformance to specification. Haul-All Equipment Ltd. has included an alternate bid on the pricing page, this bid cannot be considered, as Haul-All Equipment Ltd. has not included specifications in regard to the alternate bid as required per Specifièations Item 2 and 3. Also, quotation document Q-42-2006 does not provide for the inclusion of alternate bids. Summary Q-42-2006 Vendor Amount G.S.T. P.S.T. Total Haul-All Equipment Ltd. $103,445.00 $6,206.70 $8,275.60 $117,927.30 self-assessed VQuip Inc. $105,886.50 $6,353.19 $8,470.92 $120,710.61 ~; t~(ht"'EI\1H ___I. ra REPORT# Q-42-2006, Supply & Delivery of _._~_.~- ðf~ One (1) Multipurpose Single Person Refuse Packer (JES 2("-C) ç;, July 4, 2006 Page 2 ')iO' ,1..' , t.. "',,' 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. 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 low bid of Haul-All Equipment Ltd. 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, contact me at extension 2131. /bk Attachments