HomeMy WebLinkAboutPW 05-13nt inq
From: Richard W. Holborn
Director, Engineering & Public Works
Report to
Executive Committee
Report Number: PW 05 -13
Date: June 10, 2013
Subject: Supply and Delivery of One New 41,000 LB. GVW Dump Truck with
Snow Plow and Wing
- Quotation No. Q -22 -2013
- File: A -1440
Recommendation:
That Report PW 05 -13 of the Director, Engineering & Public Works regarding the
Supply and Delivery of One New 41,000 LB. GVW Dump Truck with Snow Plow
and Wing be received;
2. That Quotation No. Q -22 -2013, as submitted by Tallman Truck Centre Limited for
the Supply and Delivery of One New 41,000 LB. GVW Dump Truck with Snow
Plow and Wing in the amount of $211,310.00 (HST included) be accepted;
3. That the total gross project cost of $212,440.00 (HST included) and a net project
cost of $191,309.00 (net of HST rebate) be approved;
4. That Council authorize the (Acting) Division Head, Finance &Treasurer to finance
the project as follows;
(a) that the sum of $190,000.00 be financed by the issue of debentures through
the Regional Municipality of Durham for a period not exceeding five years, at
a rate to be determined;
(b) that the balance of $1,309.00 be funded from property taxes;
(c) that the annual repayment charges in the approximate amount of $41,000.00
be included in the annual Current Budget for the City of Pickering
commencing in 2014 and continuing thereafter until the debenture financing is
repaid and any financing cost to be paid out of the Current Budget;
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;
Report PW 05 -13 June 10, 2013
Supply and Delivery One New 41,000 LB. GVW Dump Truck
with Snow Plow and Wing Page 2
Executive Summary: The City of Pickering currently utilizes a fleet comprised of
nine 4 -ton dump trucks and three 5 -ton dump trucks to perform a wide range of road
maintenance activities, including winter control. The replacement of Unit #051, a 2003
Freightliner 4 =Ton Dump Truck with single axle and plow was approved in the 2013
Roads Capital budget.
Four companies were invited to participate in Quotation No. Q -22 -2013, and an
advertisement was placed on the City's website. Two companies responded to the
quotation.
The quotation submitted by Tallman Truck Centres Ltd. meets the specifications and is
recommended for approval.
Financial Implications:
1. Quotation Amount
No. Q -22 -2013 $187,000.00
HST 13% 24,310.00
Total Gross Quotation Amount $211,310.00
Z. Estimated Nroiect costina Summa
Quotation No. Q -22 -2013 $187,000.00
Licence Fee & Associated Costs 1,000.00
Total Cost 188,000.00
HST (13 %) 24,440.00
Total Gross Project Cost 212,440.00
HST Rebate (11.24 %) (21,131.00)
Total Net Project Cost $191,309M
3. Aparoved Source of Funds
013 Roads Capital Budget
Account Code Source of Funds Budget Required
5320.1306.6158 Debt — 5 Years $215,000.00 $190,000.0
Property Taxes 0.00 1,309.0
• Total Funds $215,000.00
Report PW 05 -13 June 10, 2013
Supply and Delivery One New 41,000 LB. GVW Dump Truck
with Snow Plow and Wing Page 3
Project Cost under (over) approved funds by $23,691.00
The (Acting) Division Head Finance & Treasurer has updated the City's 2013 Annual
Repayment Limit and certified that this debenture financing and the repayment falls
within the City's Annual Repayment Limit for debentures and financial obligations, and
therefore, Ontario Municipal Board approval is not required prior to City Council's
authorization.
Discussion: The purchase of One New 41,000 LB. GVW Dump Truck with
Snow Plow and Wing was identified and approved by Council in the 2013 Roads Capital
Budget. Utilizing existing specifications from previous purchases, Supply & Services
invited four companies to participate, and an advertisement was placed on the City's
website. Two bidders responded and have submitted a quotation for this project.
The low quotation submitted by Harper Truck Centre Inc. did not meet the minimum
specification for set forward axle required by the City. This would have a detrimental
effect on vehicle performance during heavy use such as winter control. Based upon
these facts, as well as a careful examination of all quotations received by Supply &
Services, the Engineering & Public Works Department recommends acceptance of the
quotation submitted by Tallman Truck Centres Limited, in the amount of $211,300.00
(HST included) and that the total net purchase cost of $191,309.00 be approved.
Attachments:
1. Supply & Services Memorandum dated March 28, 2013
2. By -law to authorize the Supply and Delivery of One New 41,000 LB. GVW Dump
Truck with Snow Plow and Wing project in the City of Pickering and the issuance
of debentures in the amount of $190,000.00
Report PW 05 -13
Supply and Delivery One New 41,000 LB. GVW Dump Truck
with Snow Plow and Wing
Prepared By:
w4av�
Graifif Smith
nager,
Operations &V leet Services
CA
Approved /Endorsed By:
June 10, 2013
Y_40� - �
Richard Holb rn, P. Eng.
Dir or,
Engineering & Public Works
Page 4
Vera A. Felgemacf%r Stan Karwowski
C.P.P., CPPO, CPPB, C.P.M., CMM III (Acting) Division Head Finance &
Manager, Supply & Services Treasurer
� �wY
Caryn Kong, CGA
Senior Financial Analyst - Capital &
Debt Management
GS:nw
Recommended for the consideration
of Pickering City Council _
2/, Zo13
Tony Prevedel, P.Eng.
Chief Administrative Officer
.0,
•
PICRERsUNG Mem
To: Richard Holborn
Director, Engineering & Public Works
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Manager, Operations & Fleet Services
March 28, 2013
Subject: Quotation No. Q -22 -2013
Supply & Delivery of One New 41,000 LB. GVW Dump Truck with
Snow Plow and Wing
File: F- 5300 -001
RECEIVED
APR 2 2013
CITY OF PICKERING
ENGINEERING
Quotations have been received for the above project. Four (4) companies were invited to
participate and an advertisement was placed on the City's website. Two (2) companies have
responded by the official submission date and time.
Respondent:
Harper Truck Centre
Tallman Truck Centre
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.
Appendix A — Material Disclosure - Item 3 states:
The City may request 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.
Please advise if a demonstration of the equipment is required.
Appendix A - Deliverables - Item 8 states:
Where a minimum is called for, the item shall meet or exceed the capacity, size or performance
specified.
Where a minimum is called for, the item shall meet or exceed the capacity, size or .
performance specified.
a) A mark in the "yes" space shall mean compliance with the specification
and can be further detailed in the SPECIFY space.
ATTACHMENT# TO REPORT #�_65- 13
I—, of
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, models or specifications
are specified as "no substitution ", alternatives will be not considered.
Part 2 - Evaluation of Quotations
2:1 ` Stages of Evaluation
The evaluation of quotations will be conducted in the following stages:
• . Stage l will consist of a review to determine which submissions satisfy all of the mandatory
requirements. Those submissions that satisfy the mandatory requirements will proceed to
Stage II.
• Stage II will consist 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.
During Stage I, all submissions satisfied mandatory requirements and can proceed to Stage II.
2.3 Stage II - Rated Criteria
Stage II will consist of an evaluation of the total purchase price to determine lowest price and
acceptable specifications.
Rated Criteria Category
Weighting Points
Pricing
20
Acceptable Specifications
10
Total Points
30
In the event of a tie score, the selected respondent will be determined in accordance with
the City's Purchasing Procedures Rated Criteria.
Pricing - Total Points = 20 Points
Pricing will be scored based on a relative pricing formula using the lump sum price set out in the
Rate Bid Form, which has been completed.
Acceptable Specifications = 10 Points
All specifications must be fulfilled subject to Appendix A - Item 7.
Quotation No. Q -22 -2013 - Supply & Delivery of
One New 41,000 LB. GVW Dump Truck with Page 2
Snow Plow and Wing
ATTACHMENT# TO REPORT# F W 85-13
I of
Attached please find Evaluation Form — Stage II to be used by Evaluation Committee Members.
Please co- ordinate an appropriate date and time fora meeting of the evaluation committee. Each
member should review the submissions carefully according to the rating criteria before the
meeting time.
In accordance with Purchasing Policy Item 06.12, where the compliant quotation meeting
specification and offering best value to the City is acceptable or where the highest scoring
quotation is recommended and the total estimated price is over $125,000.00, the Manager, may
approve the award, subject to the approval of the Director, Treasurer, CAO and Council.
Please do not disclose any information to respondents during this time — they will be advised of the
outcome in due course. Please direct inquiries to Supply & Services.
If you require further information, please feel free to contact me or a member of Supply & Services.
3
/AEI
VAF
Attachment
Quotation No. Q -22 -2013 — Supply & Delivery of
One New 41,000 LB. GVW Dump Truck with
Snow Plow and Wing
Page 3
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ATTACHMENT # �L TO REPORT# Fk) 05- G
The Corporation of the City of Pickering
By -law No.
Being a by -law to authorize the Supply and
Delivery of One New 41,000 LB. GVW Dump
Truck with Snow Plow and Wing project in
the City of Pickering and the issuance of
debentures in the amount of $190,000.00
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 New 41,000 LB. GVW Dump Truck with Snow Plow and
Wing project; and,
Whereas before the Council of the City authorizes the Supply and Delivery of One New
41,000 LB. GVW Dump Truck with Snow Plow and Wing 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 PW 05 -13 on the date hereof and awarded
Quotation No. Q -22 -2013 for the Supply and Delivery of One New 41,000 LB. GVW
Dump Truck with Snow Plow and Wing project.
ATTACHMENT # 2 TO REPORT #±L)
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
New 41,000 LB. GVW Dump Truck with Snow Plow and Wing ";
2. That the estimated costs of the project in the amount of $191,309.00 be financed as
follows:
a) That the sum of $190,000.00 be financed by the issue of debentures by The
Regional Municipality of Durham over a period not to exceed five years;
b) That the balance of $1,309.00 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 2014 or such subsequent
year in which the debentures are issued and continuing thereafter until the
debenture financing is repaid.
By -law read a first, second and third time and finally passed this 17th day of June, 2013.
David Ryan, Mayor
Debbie Shields, City Clerk