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HomeMy WebLinkAboutOES 26-08 Cilq ()~ REPORT TO COUNCIL Report Number: OES 26-08 Date: September 15, 2008 _i 7 ~ I I ...... 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 .! i ,J 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. L 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 {t l J WG.JJ ~ .< 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 II " .,._.'.....~ CORP0227-07/01 revised -,,,--...,.,,-, ,...=' .............Jr..~_, I I oe5 2,fu-o% ., ;;L. " '1'/5 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 ~ '~-~i '-.'....~~.C;~-i~~......:" ;" .}- 2... ~e-s 2(,-0g' 2. This award is subject to Council approval. t \) 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 Page 2