HomeMy WebLinkAboutOES 37-06
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REPORT TO
EXECUTIVE COMMITTEE
Report Number: OES 37-06
Date: October 10, 2006
From:
Everett Buntsma
Director, Operations & Emergency Services
Subject:
Supply and Delivery of Two (2) Four Wheel
Drive Utility Tractors
File: F-5300
Recommendation:
1. That Report OES 37-06 of the Director, Operations & Emergency Services
regarding the supply and delivery of two (2) four wheel drive utility tractors, be
received;
2. That Ouotation No. 0-53-2006, as submitted by Hutchison Farm Supply for the
supply and delivery of two (2) four wheel drive utility tractors with ancillary
equipment in the amount of $82,998.00 (GST and PST extra), be accepted;
3. That the total gross purchase cost of $94,617.72 and net purchase cost of
$89,637.84 as outlined in Report OES 37-06 of the Director, Operations &
Emergency Services, be approved;
4. That the Council of the City of Pickering authorize the Director, Corporate Services
& Treasurer to finance the project through:
a. an internal loan of $89,000 from the Development Charges Reserve Fund;
b. the balance amount of $637.84 to be funded from the 2006 Current
Budget;
c. the annual repayment charges in the amount of approximately $25,000 be
included in the annual Current Budget for the City of Pickering
commencing in 2007, continuing thereafter until the loan is repaid; and
5. Further, that the appropriate officials of the City of Pickering be authorized to
take the necessary actions to give effect thereto.
Executive Summary: The City of Pickering currently maintains approximately 110
kilometres of sidewalk during the winter utilizing articulating trackless municipal tractors.
A replacement for the City's oldest unit, #742, model: Trackless, year: 1989 was
approved in the 2006 Capital Budget.
Report OES 37-06
Date: October 10, 2006
108
Subject: Supply and Delivery of Two (2) Four Wheel
Drive Utility Tractors
Page 2
It has been the experience of the Superintendent, Municipal Operations that winter
maintenance can be performed efficiently and effectively with an agricultural style
tractor. This style of tractor is approximately half the cost of a municipal style tractor
and can be used for a large variety of work year round with additional ancillary
equipment.
In the interest of improving efficiency and the delivery of service to the citizens of
Pickering, it is recommended to replace the Trackless sidewalk plow with two
agricultural style tractors.
Financial Implications:
1. Quotation Amount
Q-53-2006
Less Optional 72" mower
Subtotal
GST
PST
Subtotal
GST Rebate
Total (each)
$45,151.00
(3,652.00)
41,499.00
2,489.94
3,319.92
47,308.86
(2,489.94)
$44,818.92
$89.637.84
Total Purchase (Two Units)
2. Approved Source of Funds
Parks Capital Budqet
Item
Proiect Code
Source of Funds Available
Required
Trackless 5780.0607.6178 Internal Loan
Sidewalk Plow
$90,000.00 $89,637.84
Background: The replacement of City Unit #742, Model: Trackless, Year: 1989
sidewalk plow was identified and approved by Council in the 2006 Capital Budget. In
the interest of improving efficiency and the delivery of service to the citizens of
Pickering, the Superintendent, Municipal Operations recommended replacing this unit
CORP0227-07/01 revised
~eg~~ OES 37-06
1. U.:J
Subject: Supply and Delivery of Two (2) Four Wheel
Drive Utility Tractors
Date: October 10, 2006
Page 3
with two agricultural style tractors. This request was forwarded to the Chief
Administrative Officer (CAO) who has concurred with this initiative. (See attached
memo).
Several neighbouring municipalities were consulted to gain insight as to their
experiences with this type of equipment. The results of these discussions were very
favourable and specifications were compiled based on these results.
Supply & Services invited four (4) vendors to participate in the bidding process of which
three (3) have responded. Upon careful examination of all quotations received by
Supply & Services the Municipal Property & Engineering Division recommends
acceptance of the low bid from Hutchison Farm Supply in the amount of $45,151.00
(PST & GST extra) less the optional 72" mower attachment at $3,652.00 (PST & GST
extra) for a net purchase cost of $41,499.00 (PST & GST extra) for each machine. This
will result in a total net purchase cost of $89,637.84 for two machines. Due to
budgetary constraints it was determined that the 72" mower attachment need not be
purchased at this time. This item will be requested in the 2007 Capital Budget. A
review of all quotations without the optional mower attachment resulted in Hutchison
Farm Supply remaining as the low bidder.
This report has been prepared in conjunction with the Manager, Supply & Services who
concurs with the foregoing.
Attachments:
1. Memo from the Chief Administrative Officer
2. Memo from Supply & Services
Prepared By:
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Gran Smith
Supervisor, Fleet Operations
CORP0227-07/01 revised
Report OES 37-06
Date: October 10, 2006
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Subject: Supply and Delivery of Two (2) Four Wheel
Drive Utility Tractors
Page 4
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Vera A. Felgemacher
Manager, Supply & Services
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Gillis A. Paterson
Director, Corporate Services & Treasurer
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Attachments
Copy: Chief Administrative Officer
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CORP0227-07/01 revised
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OFFICE OF THE CHIEF ADMINISTRATIVE OFFICER
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MEMORANDUM
August 28, 2006
To:
Mayor Ryan and
Members of Council
From:
Thomas J. Quinn
Chief Administrative Officer
Subject:
Budget 2006
- Parks Capital
- Project 06-2718-004-03
- Trackless Sidewalk Plow
- File F-2000-001-06
In the Council approved budget, the above item was identified as a high priority
acquisition. In light of the cost, City staff have been exploring alternative
equipment which may have been developed in recent years that may be more
cost effective, efficient and less costly.
Recently, a memorandum was received outlining an alternate choice to resolve
not only the high cost of the one piece of equipment, but could also provide
additional resources for our winter control operations.
Staff has determined, and I have approved, that the acquisition of 4-wheel drive
tractor vehicles would provide increased efficiency. These vehicles are currently
in use in other municipalities and have proven effective in most winter sidewalk
clearing efforts. Also, due to the lower cost, the City can acquire two units,
thereby increasing our ability to clear the sidewalks in a shorter time.
I have instructed staff to issue a "Request for Quotation" for the supply of two
sidewalk snow removal utility tractors in lieu of a trackless. When quotes are
received, I will with staff, evaluate and approve their acquisition if it is deemed
effective, efficient and within budget.
I (REPORll-iE_ 37-ik
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Subject: Trackless Sidewalk Plow
August28,2006
Page 2 of 2
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I have attached the two memorandums from staff for your information.
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Attachments
Copy: Director, Corporate Services & Treasurer
Director, Operations & Emergency Services
Division Head, Municipal Property & Engineering
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OPERATIONS & EMERGENCY SERVICES DEPARTMENT
MUNICIPAL PROPERTY & ENGINEERING DIVISION
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August 21, 2006
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MEMORANDUM
To:
From:
John Hannah
Superintendent, Municipal Operations
Subject:
-Trackless Municipal Tractor Replacement
As you are aware there is funding approved in the 2006 Capital budget to replace one
of the Trackless Municipal tractors. In an effort to improve efficiencies within the
Operations Section I am requesting permission to replace the Trackless with two
agricultural style tractors. The Trackless units have been problematic for many
reasons over their years of service here in the City of Pickering. The first is the initial
cost for replacement. This is budgeted at $90,000,00 in 2006. Initial enquiries indicate
that two agricultural style tractors can be purchased with various attachments for this
amount. This style of tractor can be used for twelve months where presently the
Trackless is only used for winter operations. Another problem with the Trackless units
is that they sit throughout the summer and as a result there are problems with the
hydraulic lines during the initial start up of winter operations. There is also an
increasing amount of down time while these units are repaired. Attachments can be
purchased for these units for summer operations but it would increase their purchase
price significantly.
Attached please find a memo from Grant Smith in which he compares how other
Municipalities conduct their winter sidewalk maintenance. There is strong indications
that these agricultural style tractor units are being used effectively in many varied
applications. The fact that two units with attachments can be purchased for
approximately the same amount as one Trackless unit with only a blade attachment is
a tremendous benefit. The efficiencies that this would create by having two units able
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to cover the ground presently covered by one would assist greatly in the speed at 1. .1 ':t
which sidewalks can be cleared following a snow fall. It also creates efficiencies
during summer turf maintenace operations. As Grant indicates, it is evident that a
properly specified agricultural style tractor could be utilized in a much wider variety of
work, for a smaller investment. I believe this rationelle for replacement equipment is
what is required to ensure that we are able to maintain the high level of service
expected within the City of Pickering in the future.
I await your direction in regard to this replacement equipment.
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~o Hannah
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Copy: Director, Operations and Emergency Services
Supervisor, Parks and Roads Operations
Supervisor, Fleet Operations
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OPERATIONS & EMERGENCY SERVICES DEPARTMENT
MUNICIPAL PROPERTY & ENGINEERING DIVISION
MEMORANDUM
August 18,2006
To: John Hannah
Superintendent, Municipal Operations
From: Grant Smith
Supervisor, Fleet Operations
Subject: Tractor Evaluation
As per your request I have researched the viability of replacing a Trackless Municipal
tractor with an agricultural style tractor.
Several of our neighboring municipalities were contacted to evaluate their winter
sidewalk maintenance programs and specifically equipment utilization. The results of
this investigation revealed that a number of different approaches are taken to this work.
. The Town of Whitby uses a fleet of Bombardier tracked machines, which are
dedicated solely to winter sidewalk maintenance.
. The Town of Ajax has a mixed fleet of sidewalk equipment. They are currently
using three Trackless machines as well as two Kubota agricultural style tractors.
Scott Glew, Maintenance Supervisor for the Town of Ajax reports that the Kubota
tractors perform well in the winter. Although they are not used to cut grass in the
summer months, they are utilized for ball diamond and turf maintenance tasks
such as aerating etc.
. The Town of Markham contracts their winter sidewalk maintenance to a private
contractor who was unable to be reached for comment. .
. The Town of Richmond Hill also has a mixed fleet of equipment. Rodney Young,
Fleet Supervisor commented that they had experienced numerous problems with
earlier models of John Deere tractors approximately ten years ago. Since that
time they had been using Trackless machines. Two seasons ago they
Tractor Evaluation
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Page 2
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purchased two Kubota machines which he said had been relatively problem free.
These machines are not used for grass cutting but are in service year-round on
sweeping and turf maintenance.
. The City of Cambridge was also contacted and reported very successful results
with their John Deere equipment, which is used all year-round in sidewalk
maintenance as well as grass cutting.
The results of this investigation would indicate that a properly spec'd agricultural style
tractor could be utilized in a much wider variety of work for a smaller investment. All of
the municipalities contacted did comment on the fact that their operators found the
agricultural style of tractor very easy to operate on winter maintenance work.
A Trackless Sidewalk Plow has been identified and approved for replacement in the
2006 Capital Budget. Please advise how you wish. to proceed with this matter at your
earliest convenience.
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,,' Grant Smith
Supervisor, Fleet Operations
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Copy:
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CORPORA TESERV1C-ES DEPARTMENT
MEMORANDUM
September 28, 2006
To:
Richard Holborn
Division Head, Municipal Property & Engineering
From:
Bob Kuzma
Senior Purchasing Analyst
Subject:
Quotation No. Q-53-2006, Supply & Delivery of Two (2) Utility Tractors
Closing: Thursday, September 28, 2006
Quotations have been received for the above project. Four (4) companies were invited to
participate of which three (3) 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 Hutchinson Farm Supply including all optional equipment in the total
amount of $51,472.14 per unit is the low quotation, subject to further evaluation of the
equipment's conformance to specification and required equipment options.
Summary
Q-42-2006
Includes all optional equipment
Vendor Amount G.S.T. P.S.T. Total Price
per Unit
Hutchinson $45,151.00 $2,709.06 $3,612.08 $51,472.14
Farm Supply
Utica Farm $45,931.50 $2,755.89 $3,674.52 $52,361.91
Equipment
Vallance $47,642.00 $2,858.52 $3,811.36 $54,311.88
Equipment
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September 28, 2006
Page 2
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Q-53-2006, Supply & Delivery of
Two (2) Utility Tractor
Note:
The hitch assembly for the angling plow and the snow blower is interchangeable. The pricing
for the hitch assembly in all quotations has been included in the price quoted for the optional
snow blower. If the snow blower option is not included in the purchase of the tractor, a hitch
assembly must be purchased for the angling snowplow. The cost of the hitch assembly will be
extra as follows (taxes extra):
Hutchinson Farm Equipment
Utica Farm Equipment
Vallance Equipment
$1,075.00
$1,062.00
$1,965.00
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 Hutchinson Farm Equipment 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.
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5.
. Kuzma
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Attachments