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Home My WebLink AboutCS 22-17 0O/ Report to PiCKERING Council Report Number: CS 22-17 Date: June 12, 2017 From: Marisa Carpino Director, Community Services Subject: Quotation No. Q-34-2017 - Quotation for Supply & Delivery of Various Trucks - File: A-1440 Recommendation: 1. That Quotation No. Q-34-2017, submitted by Fraser Auto Group, in the amount of $258,391.46 (HST included) and East Court Ford Lincoln in the amount of $34,475.17 (HST included) be accepted; 2. That the total gross quotation cost of$292,866.63 (HST included) and the total net project cost of$265,567.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost of$265,567.00 from the Vehicle Replacement Reserve; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this memo. Executive Summary: The following six vehicles within the City's Fleet Inventory have exceeded their scheduled replacement dates and were approved for replacement in the 2017 Capital Budget, funded from the Vehicle Replacement Reserve. a) Fleet Services — One 4 WD 1A Ton Pickup Truck (Replacement for unit #206, a 2006 Ford) b) Parks — One 4 WD 1/2 Ton Pickup Truck - Crew Cab (Replacement for unit #758, a 2008 Ford) c) Community Centres — One 3/ Ton Pickup Truck with Tailgate Lift (Replacement for unit#778, a 2006 Ford) d) Parks —Two One Ton Trucks with Aluminum Dump Body (Replacement for unit #771 a 2008 Ford and unit #773, a 2008 Ford) e) Fire Services — One 1/2 Ton Pickup Truck (Replacement for unit #538, a 2006 GMC) On April 20, 2017 an advertisement was placed on the City's website. Three companies responded by the closing date of Thursday, May 11, 2017. CS 22-17 June 12, 2017 . Subject: Quotation No. Q-34-2017 Supply & Delivery of Various Trucks Page 2 The quotation from Fraser Auto Group for one 2017 Ram 1500, 4 WD 1/2 Ton Pickup Truck, one 2017 Ram 1500, 4 WD 1/2 Ton Pickup Truck with Crew Cab, one 2017 Ram 2500, 3/4 Ton Pickup Truck with Tailgate Lift, two Ram 4500, One Ton Trucks with Aluminum Dump Body and the quotation from East Court Ford Lincoln for one 2017 Ford F150, 2 WD Pickup Truck has received the highest evaluation scores from the Evaluation Committee. In accordance with Purchasing Policy Item 06.11 (c), 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 $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. Financial Implications: 1. Quotation Amount 4 WD 1/2 Ton, Pickup Truck with Standard Cab $32,242.04 4 WD '/ Ton, Pickup Truck with Crew Cab . 33,083.84 3/4 Ton Pickup Truck with Tailgate Lift 36,756.95 1 Ton Truck with Aluminum Dump Body— 2 Units 126,582.18 2 WD 1/2 ton Pickup Truck 30,509.00 Subtotal $259,174.01 HST (13%) 33,692.62 Total Gross Quotation Cost $292,866.63 2. Estimated Project Costing Summary Quotation No. Q-34-2017 $259,174.00 Licences (for 6 vehicles) 1,800.00 Total project cost (excluding taxes) $260,974.00 HST (13%) 33,926.00 Gross Project Cost $294,900.00 HST Rebate (11.24%) (29;333.00) Total Net Project Cost $265.567.00 CS 22-17 June 12, 2017 Subject: Quotation No. Q-34-2017 Supply & Delivery of Various Trucks Page 3 3. Approved Source of Funds — 2017 Fleet Vehicles Capital Budget Description Account Code Source of Funds Available Required Budget 4 WD 1/2 Ton, 5315.1703.6157 Vehicle $32,000.00 $33,115.00 Pickup Truck with Replacement Standard Cab Reserve 4 WD V2 Ton, 5780.1717.6157 Vehicle 35,000.00 33,971.00 Pickup Truck with Replacement Crew Cab Reserve 3/4 Ton Pickup 5719.1705.6157 Vehicle 55,000.00 37,709.00 Truck with Tailgate Replacement Lift Reserve 1 Ton Truck with 5780.1719.6157 Vehicle 130,000.00 129,421.00 Aluminum Dump Replacement Body— 2 Units Reserve 2 WD 1/2 ton 5340.1705.6157 Vehicle 35,000.00 31,351.00 Pickup Truck Replacement Reserve Total Funds $287,000.00 $265,567.00 Net Project Cost under (over) Approved Funds $21,433.00 Discussion: Within the City's Fleet inventory, small trucks between 1/2 ton and 1 ton are amortized over 5 to 7 years and are assessed for replacement pending a condition appraisal. Six City vehicles have exceeded their scheduled replacement dates, were recommended for replacement by Fleet Services and included in the approved 2017 Capital Budget (to be funded from Vehicle Replacement Reserve). An Evaluation Committee consisting of Public Works staff met on May 18, 2017 and each committee member evaluated the quotations based on the rated criteria. A combined average score for each quotation was determined as part of Stage II of the,evaluation process. Fraser Auto Group and East Court Ford Lincoln have received the highest scores. CS 22-17 June 12, 2017 Subject: Quotation No. Q-34-2017 Supply & Delivery of Various Trucks Page 4 After careful review of the submissions received, Public Works staff recommend the acceptance of the following: 1. Quotation No. Q-34-2017 submitted by Fraser Auto Group for one 2017 Ram 1500, 4 WD 1/2 Ton Pickup Truck, one 2017 Ram 1500, 4 WD 1/2 Ton Pickup Truck with Crew Cab, one 2017 Ram 2500, 3/ Ton Pickup Truck with Tailgate Lift, two 2017 Ram 4500, One Ton Trucks with Aluminum Dump Body in the amount of$258,391.46 (HST included); 2. Quotation No. Q-34-2017 submitted by East Court Ford Lincoln for one 2017 Ford F150, 2 WD Pickup Truck in the amount of $34,475.17 (HST included); and, 3. that the total net project cost of $265,567.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated May 15, 2017 2. Supply & Services Memorandum dated May 19, 2017 CS 22-17 June 12, 2017 Subject: Quotation No. Q-34-2017 Supply & Delivery of Various Trucks Page 5 • Pre ared By: Approved/Endorsed By: O • 40 Bob Kuzma, CMP, AMCT Marisa Carpino, MA Supervisor, Public Works Administration Director, Community Services Stan Karwowski, MBA, CPA, CMA Dire tor, Finance & Treasurer • Vera A. elgemacher CSCMP, CPPO, CPPB, CPM, CMM III Manager, Supply & Services • BK:nw Recommended for the consideration of Pickering City Council / / Ota,,Le 2) ' - i7 Tony Prevedel, P. Eng. Chief Administrative Officer ATTACHMENT# :j-- TO REPORT# CAS City PICKERING Memo To: Marisa Carping May 15, 2017 Director, Community Services From: Vera A. Felgemacher Manager, Supply & Services Copy: Administrative Assistant, Community Services . Supervisor, Supply & Services • Subject: Quotation No. Q-34-2017 Quotation for Supply& Delivery of Various Trucks Closing: Thursday, May 11, 2017 at 12:00 noon File: F-5300-001 Quotation Q-34-2017 was advertised on the City's website of which three (3) companies have responded. . There are 3 stages in the evaluation process which are outlined in Part 2 — Evaluation of Quotations of the quotation document. Stage I determines which submissions satisfy all the mandatory submission requirements and provides Respondents the opportunity to rectify deficiencies. Three (3)quotations proceeded to Stage II, which consists of scoring each qualified quotation on the basis of the rated criteria outlined in Part 2 of the quotation document. Stage Ill consist of an evaluation of the pricing submitted. Refer to Part 2— Evaluation of Quotations, Item.2.3 Rated Criteria, Page 6 for instructions on how each of the quotations is to be evaluated by the Evaluation Committee. Each member will review the submissions individually and carefully according to the criteria in the bid document. Upon completion of the individual scoring, return all Evaluation,Committee score sheets with signatures to Gideon Border, Buyer. Pricing has been evaluated by Supply & Services, and a score out of 25 points has been applied to the evaluation form. The completed evaluation results will be provided to the Evaluation Committee for review and approval. The following list of attachmentshas been provided to assist the Evaluation Committee to complete their individual evaluations: 1. Stage 11—Evaluation of Rated Criteria; 2. Evaluation Form; 3. Copy of the quotations received; and 4. Copy of Request for Quotation Document Please direct all enquiries to Supply & Services. Respondents will be advised of the outcome when the c.'tract has been awarded. If you equire further information, please contact myself or a member of Supply& Services. AF/gb Attachments • • Quotation No. Q-34-2017 Page 2 of 2 Supply & Delivery of Various Trucks — ATTACHMENT# uZ TO REPORT#- eG as P1 KE R1 N Memo To: Marisa Carpino May 19, 2017 Director, Community Services From: Vera A. Felgemacher Manager, Supply& Services Copy: Administrative Assistant Community Services Supervisor, Supply& Services Subject: Quotation.No. Q-34-2017 Supply and Delivery of Various Trucks Closing: Thursday, May 11, 2017 at 12:00 Noon. File: F-5300-001 Further to the memo dated. May 15, 2017, three(3) quotations proceeded to Stage II evaluation. A summary of the Stage II and Ill evaluation results for each quotation is attached. Section 1, 2, 4, and 5 Fraser Durham Chrysler Dodge Jeep Ram Inc. is the top ranked respondent with•a total submitted price of$ 228,665.01(HST Excluded); Section 3, East Court. Ford Lincoln is the top ranked respondent with a submitted price of$30,509.00 (HST Excluded) Delivery times provided by each respondent are also indicated on the attached spreadsheet. A budget of$287,000.00 was provided to Supply& Services for this procurement In accordance with Purchasing Policy Item 06.04,the authority for the dollar limit as set out below excludes HST. In accordance with Purchasing Policy, Item 06.11, where the compliant quotation or tender meeting specifications and offering best value to the City isacceptable or where the highest scoring proposal is recommended and the estimated total purchase price is . (c) Over$250,000,the Manager may approve the award, subject to the approval of the Director, Treasurer,CAO and Council Please direct all enquiries to Supply& Services. Respondents will be advised in due course. If you require further information or assistance, do not hesitate to contact me or a member of Supply & Services. VAF/gb Attachments (2)