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PICKERING Report Number: CS 53-12
Date: December 10, 2012
From: Everett Buntsma
Director, Community Services
Subject: Quotation for Supply & Delivery of One Multi-Purpose
Sidewalk Tractor with Attachments
- Quotation Q-63-2012
- File: A-1440
•
Recommendation:
1. That Report CS 53-12 of the Director, Community Services regarding the Supply
and Delivery of One Multi-Purpose Sidewalk Tractor with Attachments be
received;
2. That Quotation No. Q-63-2012, as submitted by Joe Johnson Equipment for the
Supply and Delivery of One Multi-Purpose Sidewalk Tractor with Attachments in
the amount of$163,159.57 (HST included) be accepted;
3. That the total gross project cost of$165,419.57 (HST included) and a net project
cost of$148,965.45 (net of HST rebate) be approved;
4. That Council authorize the (Acting) Division Head, Finance & Treasurer to finance
the project as follows:
(a) the sum of$148,000.00 be financed by the issue of debentures by The
Regional Municipality of Durham for a period not exceeding five years, at a
rate to be determined
(b) the balance of$965.45 plus issuing cost be funded from property taxes
(c) the annual repayment charges in the amount of approximately $31,850.00
be included in the annual Current Budget commencing in 2013 and
continuing thereafter until the debenture financing is repaid
(d) 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
5. That the draft by-law attached to this report be enacted; and
6. That the appropriate City of Pickering Officials be authorized to take necessary
action to give effect thereto.
Report CS 53-12 December 10, 2012
Subject: Supply & Delivery of One Multi-Purpose Sidewalk Tractor
with Attachments Page 2
Executive Summary: The City of Pickering currently utilizes a fleet of equipment to
perform a wide range of sidewalk and roadside maintenance activities. A replacement
for the oldest tractor was approved in the 2012 Capital Budget. Two companies were
invited to quote and an advertisement was placed on the City's website. Three
companies responded by the official submission date and time.
Upon review of all submissions received, and equipment demonstration evaluated by a
committee comprised of staff from Operations and Supply & Services, the equipment
that meets the City's requirements and specifications is being recommended.
Financial Implications:
1. Quotation No Q-63-2012
One Multi-Purpose Sidewalk Tractor with Attachments $132,464.00
One double trip sidewalk plow with 5,725.00
replaceable cutting edge
One hydraulic rear mounted sand spreader 6,200.00
minimum 1/2 cubic yard capacity
Total $144,389.00
HST (13%) 18,770.57
Total Gross Tender Cost $163,159.57
2. Estimated Project Costing Summary
Quotation No. Q-63-2012 One Multi- $144,389.00
Purpose Sidewalk Tractor with Attachments
Licence & Miscellaneous Cost 2,000.00
Total Cost $146,389.00
HST (13%) 19,030.57
Total Project Gross Costs $165,419.57
HST Rebate (11.24%) (16,454.12)
Total Project Net Costs $148,965.45
3. Approved Source of Funds
Account Code Source of Funds Budget Required
5311.1206.6178 Debt— 5 Years $150,000.00 $148,000.00
Property Taxes 965.45
Total Funds $150,000.00 $148,965.45
Project Cost under (over) approved funds by $1,034.55
CORP0227-07/01 revised
Report CS 53-12 December 10, 2012
Subject: Supply & Delivery of One Multi-Purpose Sidewalk Tractor
with Attachments Page 3
Discussion: The purchase of One Multi-Purpose Sidewalk Tractor with
Attachments was identified and approved by Council in the 2012 Property Maintenance
Capital Budget. A quotation document was prepared by Supply & Services, advertised
on the City's website, and three companies submitted a bid.
Upon review of the quotations received, the low bid from Viking Cives Limited did not
meet all minimum specifications. Furthermore, the vendor was unable to provide the
required onsite demonstration. Therefore, only two sidewalk tractors could be
demonstrated and evaluated. To evaluate the performance of the two sidewalk tractors,
Supply & Services arranged for both vendors to provide a demonstration at the
Operations Centre, and a Pickering worksite. An evaluation form was prepared and the
Evaluation Committee comprised of staff members from Roads, Parks, Fleet, and
Supply & Services evaluated four categories of each machine's performance. A copy of
the evaluation form was provided to the company sales representatives who attended
the demonstration at the Operations Centre. An evaluation summary is attached. The
results of the demonstration conclude that the low bid multi-purpose sidewalk tractor
demonstrated by Cubex Ltd. did not meet the performance requirements.
It is the recommendation of the Director, Community Services that the bid submitted by
Joe Johnson Equipment in the amount of$163,159.57 (HST included) be accepted and
the total net project cost of$148,965.45 be approved.
Attachments:
1. Summary memo from Supply & Services dated November 16, 2012
2. Evaluation Form
3. Total Score Summary
4. Being a by-law to authorize the Supply and Delivery of one Multi-Purpose Sidewalk
Tractor with Attachments in the City of Pickering and the issuance of debentures in
the amount of$148,000.00
Prepared By: Approved/Endors- •B :
ad
f�
nt Smith Everett Btititsma
M:nager, Operati• s & Fleet Services Director, Community Services
CORP0227-07/01 revised
Report CS 53-12 December 10, 2012
Subject: Supply & Delivery of One Multi-Purpose Sidewalk Tractor
with Attachments Page 4
1
1
1
'Vera A. Felgemac 'er Stan Karwowski, MBA, CMA
C.P.P., CPPO, CPPB, C.P.M., CMM III (Acting) Division Head, Finance &
Manager, Supply & Services Treasurer
Caryn Kong, CGA
Senior Financial Analyst-Capital &
Debt Management
GS:Ir
Recommended for the consideration
of Pickering. ity Council
i / .,,/,
72ee-- 4.iz z
Tony 'revede , P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised -
Cali -,1E
+ACHMENT#1_TO REPORT#CSsa-l2.
Nalits"ONI101_
(gyp Memo
To: Everett Buntsma November 16, 2012
Director, Community Services (revised)
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Manager, Operations & Fleet Services
Subje Request for Quotation No. Q-63-2012 •
ct: Quotation for Supply & Delivery of One (1) Multi-Purpose Sidewalk Tractor with
Mower
Submission Date: Thursday, October 18, 2012 - 12:00 Noon (local time)
- File: F-5300-001 •
Further to the memo dated October 18, 2012, three (3) quotations proceeded to Stage II of the
evaluation process.
Stage II consists of a scoring on the basis of the Rated Criteria. Subject to the Terms of Reference
and Governing Law, the top-ranked respondent as established under the evaluation will be
selected to enter into a contract for the provision of the Deliverables. The selected respondent will
be expected to enter into a contract within the timeframe specified in the selection notice. Failure
to do so may, among other things, result in the disqualification of the respondent and the selection
of another respondent, or the cancellation of the RFQ.
Stage II consists of an evaluation of the quotation to determine the high score based on the
following rated criteria categories: Price (25 points) Equipment Demonstration (25 points).
An equipment demonstration from Joe Johnson Equipment was held on Wednesday, October 31,
2012 at 10:00 am and Cubex Ltd. on Monday, November 5, 2012 at 10:00 am. Viking Cives Ltd.
was unable to provide a machine for demonstration and evaluation. Appendix A - Deliverables —
Item #3 - Material Disclosure states:
4. The City will require a demonstration of the equipment being quoted upon, including
provision for City staff to operate the equipment being quoted upon. Such demonstration
shall be provided at no charge to the City.
Each member of the Evaluation Committee has completed evaluating the quotations submitted by
Joe Johnson Equipment and Cubex Ltd. and a combined average score for each quotation was
determined, completing Stage II of the evaluation process.
Joe Johnson Equipment is the top-ranked respondent with the Multi Purpose Tractor Mower price
of$132,464.00,HST extra. If the two optional extras (sidewalk snow plow and sand spreader)
quoted upon are required and sufficient funds are available, the quotation is $144,389.00, HST
extra and Joe Johnson Equipment would remain the top-ranked respondent.
In accordance with Purchasing Policy Item 06.12, where the compliant quotation or tender meeting
specifications and offering best value to the City is acceptable or where the highest scoring
proposal is recommended and the estimated total purchase price is over $125,000, the Manager
may approve the award, subject to the approval of the Director, Treasurer, CAO and Council.
Please prepare a Report to Council to include the following items:
(a) the appropriate account number(s) to which this equipment is to be charged;
(b) the budget amount(s) assigned thereto;
•
(c) Treasurer's confirmation of funding;
(d) related departmental approvals; and
(e) related comments specific to the project.
An approved "on-line" requisition will be required to proceed.
Please do not disclose pricing to enquiries. Calls can be redirected to Supply & Services.
Respondents will be advised of the outcome in due course.
If you require further information or assistance please contact me or a member of Supply &
Servi es.
VAF
Attachments
November 16, 2012 (revised)
Request for Quotation No. Q-63-2012 Page 2
Multi-Purpose Sidewalk Tractor with Mower
.,
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ATTACHMENT# TO REPORT#
_The Corporation of the City of Pickering
By-law No.
Being a by-law to authorize the Supply and
Delivery of One Multi-Purpose Sidewalk
Tractor with Attachments project in the City of
Pickering and the issuance of debentures in
the amount of$148,000.00
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 debenture financing for the
Supply and Delivery of One Multi-Purpose Sidewalk Tractor with Attachments project;
and,
Whereas before the Council of the City authorizes the Supply and Delivery of One Multi-
Purpose Sidewalk Tractor with Attachments project, 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 CS 53-12 on the date hereof and awarded
Quotation Q-63-2012 for the Supply and Delivery of One Multi-Purpose Sidewalk
•
Tractor with Attachments project;
By-law No. Page 2
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as
follows:
1. That the City proceed with the project referred to as "Supply and Delivery of One
Multi-Purpose Sidewalk Tractor with Attachments";
2. That the estimated costs of the project in the amount of $148,965.45 be financed
as follows:
a) That the sum of $148,000.00 be financed by the issue of debentures by The
Regional Municipality of Durham over a period not to exceed five years;
b) That the sum of$965.45 be funded from property taxes;
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 2013 and continuing
thereafter until the debenture financing is repaid.
By-law passed this 10th day of December , 2012.
David Ryan, Mayor
Debbie Shields, City Clerk