HomeMy WebLinkAboutOES 26-08
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REPORT TO
COUNCIL
Report Number: OES 26-08
Date: September 15, 2008
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From:
Everett Buntsma
Director, Operations & Emergency Services
Subject:
Supply & Delivery of Tractor and Ditch Bank Mower
File: A-1440
Recommendation:
1. That Report OES 26-08 of the Director, Operations & Emergency Services regarding
the Supply and Delivery of one (1) tractor and ditch bank mower be received; and
2. That Quotation No. Q57-2008, as submitted by Greendale & Utica Farm Equipment
for the supply and delivery of one (1) tractor and ditch bank mower in the amount of
$129,449.41 (PST and GST included) be accepted; and
3. That the total gross purchase cost of $129,449.41 and net purchase cost of
$123,721.56 be approved; and
4. That the Council of the City of Pickering authorize the Director, Corporate Services &
Treasurer to finance the amount of $120,500 from property taxes as approved in the
2008 Capital Budget; and
5_ That the over expenditure of $3,221.56 be financed from property taxes; and
6. Further, that the appropriate officials of the City of Pickering be authorized to give
effect thereto.
Executive Summary: In the 2008 Roads Capital Budget, the Council of the City of
Pickering approved the replacement of City Unit #124, 1993 John Deere tractor with a Tiger
ditch bank mower. This piece of equipment is utilized in the City's Road Maintenance
Program to maintain the safety and appearance of approximately 400 lane kilometers of
roadway.
Report DES 26-08
September 15, 2008
SU9je.-Fti
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Supply & Delivery of Tractor and Ditch Bank Mower
Page 2
Financial Implications:
1. Approved Source of Funds
Item
Project Code Source of Available
Funds
Required
Tractor & Ditch
Bank Mower
5320.0806.6178 Property Taxes $120,500
$123,221.56
2. Quotation Amount
Q-57 -2008
GST
PST
Subtotal
GST Rebate
TOTAL
$114,557.00
5,727.85
9,164.56
129,449.41
(5,727.85)
$123.721.56
I 3.
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Project Cost under (over) Approved Funds
($3,221.56)
The Director, Corporate Services & Treasurer has reviewed this acquisition and will finance
the over expenditure from under expenditure or other surplus funds available at year end in
the 2008 Current Budget.
The Director alsb, from a Supply & Service viewpoint, concurs with accepting the second
lowest bid, being the lowest one to meet the required specifications.
Sustainability Implications: The engine powering this equipment meets the Canadian
Environmental Protection Agency's standard for off-road equipment. This standard
significantly reduces the amount of harmful emissions created by the operation of the
equipment. Technology improvements will also increase fuel economy. This purchase
conforms to the environmental and economic lines of sustainability.
CORP0227-07/01 revised
Report OES 26-08
Subject:
Supply & Delivery of Tractor and Ditch Bank Mower
September 15, 2008
Page 3
114
Background: The replacement of City Unit #124, 1993 John Deere four wheel drive
tractor with a mounted sixty-inch Tiger ditch bank mower was identified and approved by
Council in the 2008 Capital Budget. Supply and Services invited four (4) vendors to
participate in the bidding process of which three (3) has responded. Upon careful
examination of all quotations received by Supply & Services and full evaluation of the
offered equipment, it has been determined that the low bid submitted by Hutchinson Farm
Equipment does not meet the specification for a Tiger Bengal Brute mower. The Municipal
Property & Engineering Division recommends the acceptance of the second bid from
Greendale & Utica Farm Equipment in the amount of $114,557.00 (PST & GST extra) and
that the total net purchase cost of $123,721.56 be approved
Attachments:
1. Memorandum from Supply & Services dated July 30, 2008
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GiHis aterson
Director, Corporate Services & Treasurer
rn
unicipal Property & Engineering
GS:ds
Attachment
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering City Cou
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CORP0227-07/01 revised
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MEMO
To:
Richard Holborn
Division Head, Municipal Property & Engineering
July 30,2008
From: Bob Kuzma
Senior Purchasing Analyst
Copy:
Subject: Quotation No. Q-57 -2008,
Supply & Delivery of Tractor
. & Mower - Closing:
Wednesday, July 30, 2008
Quotations have been received for the above project. Four (4) companies were invited to
participate of which three (3) companies have .responded by the official closing date and time.
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 "Ves, 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 4 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 City.
The quotation submitted by Hutchinson Farm Equipment in the total amount per unit of
$99,126.99, GST and PST included, is the low quotation and is subject to further evaluation of the
equipment's conformance to specification. . \
Vendor Price G.S.T. P.S.T. Total Price
. per Unit
. .
Hutchinson Farm Equipment $ 87,723.00 $4,386.15 $7,017.84 $ 99,126.99
Greendale & Utica Farm Equipment $114,557.00 . $5,727.85 $9,164,56 $129,449.41
Joe Johnson Equipment Inc. $118,438.00 $5,921.90 $9,475.04 $133,834.94
Summary
Q-57 -2008
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2.
This award is subject to Council approval.
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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. ~ny reason(s) why the 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.
July 3D, 200B
Q-57-200B - Tractor & Mower
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