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HomeMy WebLinkAboutOES 27-10 City Report To Council ICKERING Report Number: OES 27-10 Date: September 13, 2010 206 From: Everett Buntsma Director, Operations & Emergency Services Subject: Tender for Supply & Delivery of One 60,000 LB.GVW Diesel Snow Plow/Dump/Sander Truck - Tender No. T-19-2010 - File:. A-1440 Recommendation: 1. That Report OES 27-10 of the Director, Operations & Emergency Services regarding the acquisition and delivery of a 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck attachments be received; 2. That Tender No.T-19-2010, as submitted by Scarborough Truck Centre Inc. for the acquisition and delivery of a 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck in the amount of $204,965.00 (HST extra) be accepted; 3. That the total gross purchase cost of $231,610.45 and a net purchase cost of $208,572.38 be approved; 4. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows; (a) the sum of $205,000.00 be financed by the issue of debentures through the Regional Municipality of Durham for a period not exceeding five (5) years, at a rate to be determined; (b) that the balance sum of $3,572.38 plus financing costs be funded from 2010 Current Funds; (c) that the financing and repayment charges in the amount of approximately $47,000 be included in the annual Current Budget for the City of Pickering commencing in 2011 and continuing thereafter until the loan is repaid; Report OES 27-10 September 13, 2010 Subject: Supply & Delivery of 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck 207 Tender No. T-19-2010 Page 2 (d) that the Director, Corporate Services and Treasurer has updated the City's 2010 Annual Repayment Limit and certified that this loan and the repayment thereof falls within the City's Annual Repayment Limit for debenture and financial obligations and would not cause the City to exceed the updated Limit, and therefore, the Ontario Municipal Board approval is not required prior to City Council's authorization; (e) that the Treasurer be authorized to undertake the financing of this project or portions thereof that cannot be accommodated through the foregoing through internal loans, the Ontario Strategic Infrastructure Financing Authority OSIFA - Loan Program or a financial institution offering long term fnancin ( ) 9 9 9 under similar terms and conditions; (f) that the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions or take any actions necessary in order to effect the foregoing; and 5. That the draft by-law attached to this report be enacted; 6. That the appropriate City of Pickering Officials be authorized to take,necessary action to give effect thereto; Executive Summary: The City of Pickering currently utilizes a fleet comprised of nine (9) 4-ton dump trucks and three (3) 5-ton dump trucks to perform a wide range of road maintenance activities including winter control. A replacement for the oldest 5-ton truck was approved in the 2010 Capital Budget. Financial Implications: 1. Approved Source of Funds 2010 Roads Capital Budget Item Account Code Source of Budge t Required Funds 5 Ton Dump 5320.1006.6158 Debt - 5 years $225,000 $205,000 Truck with Wing and Plow Property Taxes 225,000 3,572 Total Approved Funds $225,000 $208,752 CORP0227-07/01 revised Report OES 27-10 September 13, 2010 Subject: Supply & Delivery of 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck Tender No. T-19-2010 Page 208 2. Estimated Project Costing Summa Tender No. T49-2010 60,000 LB. GVW $204,965.00 Diesel Snow Plow/Dump/Sander Truck HST $26.645.45 Total Gross Purchase Cost $231,610.45 HST Rebate ($23,038.07) Total Net Purchase Cost $208,572.38 3. Project Cost under (over) approved funds by $16,427.62 The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditure contained in this report and concurs. Sustainability Implications: The engine powering this equipment meets the Environmental Protection Agency's Tier IIII emission standard. This will significantly reduce the amount of harmful emissions created by the operation of the vehicle as well as provide increased fuel economy. This purchase conforms to the environmental and economic lens of sustainability. Background: The purchase of a 5 Ton Dump Truck with Wing and Plow was identified and approved by Council in the 2010 Roads Capital Budget. Supply & Services posted the tender on the City's website. Four bidders responded and have submitted a tender for this project. Upon careful examination of all tenders received by Supply & Services, the Operations & Facilities Division recommends the acceptance of the low bid submitted by Scarborough Truck Inc. in the amount of $204,965.00 (HST extra) and that the total net purchase cost of $208,572.38 be approved. This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Attachments: 1. Memo from Supply & Services 2. Record of Tenders Opened and.Checked 3. Being a by-law to authorize the acquisition g and delivery of a 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck in the City of Pickering and the issuance of debentures therefore in the amount of $205,000. CORP0227-07/01 revised Report OES 27-10 September 13, 2010 i Subject: Supply & Delivery of 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck 209 Tender No., T-19-2010 Page 4 Prepared By: Approved/Endorsed By: ra Smith Everett untsma Supervisor, Fleet Operations Director, Operations & Emergency Services Vera Felgemacher Gillis Paterson C.P.P., CPPO, CPPB, C.P.M., CMM III Director, Manager, Supply & Services Corporate Services & Treasurer ,GS:cr Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering Ci Counc'I T. Prevedel P.Eng 6, 2WO Chief Administrative Officer CORP0227-07/01 revised ATTACHMENT# TOREPORT# o sal /o / of 210 ICI "10 1C.- Ri MERXI August 24, 2010 To: Everett Buntsma Director, Operations & Emergency Services From: Bob Kuzma Senior Purchasing Analyst Copy: Manager, Supply & Services Subject: Tender No.^T-19-2010 - Tender for Supply & Delivery of One (1) 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck Closing: Wednesday, August 18, 2010 Tenders have been received for the above project. An advertisement was placed on the City's Website. Three (3) bidders responded and submitted a tender for this project. One of the bidders, Peterbilt of Ontario.Group, submitted two separate sealed bids for this tender. A copy of the Record of Tenders. Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit prices and extensions; unit prices shall govern and extensions will be corrected accordingly, which has been done. Copies of the tenders are attached for your review along with the summary of costs. Each line item provides a space for the bidder 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 # 6 states: Where a minimum is called for, the item shall meet or exceed the capacity, size or performance specified. See Specifications Item # 6 a) A mark in the "yes space shall mean compliance with the specification and can be further detailed in the SPECIFY space. b) A mark in the "no" space shall mean a deviation from the specification and must be further detailed in the SPECIFY space. Deviations will be evaluated and acceptance of these deviations is within the discretion of the City of Pickering. Where brand names and models are specified as "no substitution" alternatives will be not considered. ATTACHMENT# PORT = i 211 'ZY~ HST included Total eb~rrcc~ After GaIcsaf~fic~rt Bidder. Amount CF~ea € $ $231,610.45 $231,610.45 Scarborough Truck Centre Peterbilt of Ontario Group $251,061.14 $251,061.14 Automatic rejection -Failure to return documents as specified. Reference: Purchasing By-law No. 5900-01, Peterbilt of Ontario Group Procedure No. PUR 010-001, 10.04, items 7- (15); Information to Bidders Items 7(b),14,15, 22, 23 and 24 Automatic rejection -Original ink signature missing from signature page - failure to return documents as specified. Durham Truck & Equipment Reference: Purchasing By-law No. 5900-01, Procedure No. PUR 010-001, 10.04, Items 7-(4), Item 7-(15); Information to Bidders Items 7(b),14,15, 22, 23 and 24 Include the following items in your Report to Council: (a) without past work experience, if reference information is acceptable; (b) the appropriate account number(s) to which this work is to be charged; (c) the budget amount(s) assigned thereto; . (d) Treasurer's confirmation of funding; (e) related departmental approvals; (f) any reason(s) why the low bid of Scarborough Truck Centre is not acceptable; and (g) related comments specific to the project. Please do not disclose any information to enquiries except to direct.them to the City's web~site for the unofficial bid results as read out at the Public tender opening. Bidders will be advised of the outcome in due course. If you require further information, please feel free to contact me or a member of Supply & Services. /bk Attachments ~t 'c t August 24, 2010 Page 2 Tender No. T-19-2010 - Tender for Supply & Delivery of One (1) 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck ATTACH MENT# ~ TO REPaRT# vaa7r10 of -J- 21 2. _D :Z7 ill l 1 o l? o 7v ~ x i~ x m z O~ 0 Q . ~ cOn r!j a n O b9 '64 ~3 fA •Efl ~ •Efl •Efl ~ ~ O a ~ tn~ W Lv o ~ ~ ; rl C7 D A 90 M p O 70 o c ~ D TJ w ° 6 p m C7 O K 0 z r ` N N > G W _ :O n Q p m Um r C1 ' U 0 z o m N N CA ..7s ~ O 'Lt n, z cn c~ c ATTACHMENT# 3 rOREPORT#a t of The Corporation of the City of Pickering 21 3 By-law No. Being a by-law to authorize the acquisition and delivery of a 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck in the City of Pickering and the issuance of debentures therefor in the amount of $205,000. Whereas Section 11 of the Municipal Act, 2001, as amended, provides that a lower-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in that Section; and, Whereas Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way; and, Whereas Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a lower-tier municipality in a regional municipality does not have the power to issue ,debentures; and, Whereas The Regional Municipality of Durham has the sole authority to issue debentures for the purposes of its lower-tier municipalities including The Corporation of the City of Pickering (the "City"); and, Whereas the Council of the City wishes to proceed with the acquisition and delivery of a 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck; and, Whereas before the Council of the City authorized the acquisition and delivery of a 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck, the Council of the City had the Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated limit and, therefore, Ontario Municipal Board approval was not required prior to City Council's authorization as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder; And whereas after determining that Ontario Municipal Board approval is not required, the Council of the City approved Report OES 27-10 on the date hereof and awarded Tender T-19-2010 for the acquisition and delivery of a 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck. ATTACHMENT#--3 TO REPORT#6LS~I By-law No. of Page 2 214 Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That the City proceed with the acquisition and delivery of a "60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck"; 2. That the estimated costs of the acquisition and delivery of a 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck in the amount of $208,572.38 be financed as follows: a) That the sum of $205,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed five (5) years; b) That the sum of $3,572.38 be funded from Current Funds; 3. That the funds to repay the principal and interest of the debentures be provided for in the annual Current Budget for the City commencing in 2011 and continuing thereafter until the loan is repaid.* By-law read a first, second and third time and finally passed this 13 day of September, 2010. David Ryan, Mayor Debbie Shields, City Clerk i