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Home My WebLink AboutFIR 02-17DICKERING Report to Executive Committee Report Number: FIR 02-17 Date: December 4, 2017 From: John Hagg Fire Chief Subject: Supply and Delivery of One New Latest Model Year Pumper Rescue Apparatus - Quotation No. Q-56-2017 - File: D-1000-001 Recommendation: 1. That Quotation No. Q-56-2017 submitted by Dependable Truck & Tank, Ltd. for the supply and delivery of one new latest model year pumper, rescue apparatus in the amount of $797,672.65 (HST included) be accepted; 2. That the total gross project cost of $1,046,273.00 (HST included), including the proposal amount and other associated costs, and the total net project cost of $942,201:00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the project as follows: a) the sum of $892,201.00 to be funded from Development Charges Reserve Fund — Fire Services; b) the sum of $50,000.00 to be funded from Third Party Contribution Reserve Fund — OPG Contribution; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: As approved in the 2017 Capital Budget, Fire Services will require a new Pumper Rescue Apparatus for the new Fire Station being built on Zents Drive for the Seaton Community. For the purpose of supplying this Pumper Rescue Apparatus, Quotation No. Q-56- 2017 was prepared and advertised on the City's website. The Evaluation Committee scored the quotations and established Dependable Truck & Tank, Ltd. as the highest ranking proponent. The total gross project cost is estimated to be $1,046,273.00 (HST included) and the total net project cost is estimated at $942,201.00 (net of HST rebate). FIR 02-17 December 4, 2017 Subject: Quotation for Supply & Delivery of One New Latest Model Year Pumper Rescue Apparatus Page 2 Financial Implications: 1. Quotation Amount Quotation No. Q-56-2017 $705,905.00 HST (13%) 91,767.65 Total Gross Quotation Cost $797,672.65 2. Estimated Project Costing Summary Quotation No. Q-56-2017 Miscellaneous Costs Tools and Equipment Contingency Sub Total Cost HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $705,905.00 5,000.00 200,000.00 15,000.00 925, 905.00 120,368.00 $1,046,273.00 (104,072.00) $942}201.00 3. Approved Source of Funds Approved Code Source of Funds Budget Required 5340.1707.6458 RF—DC—Fire Service RF—Third Party Contribution from OPG $850,000.00 $892,201.00 50,000.00 50,000.00 Total Funds $900,000.00 $942,201.00 Project Cost under/(over) approved funds by ($42,201.00 ) This apparatus will require necessary tools and equipment that will require custom mounting and fitting in order to ready it for service. A portion of the funds will be required for the purchase and installation of this equipment. Additional funding in the amount of $42,201.00 is requested to ensure the necessary tools and equipment required for this apparatus can be purchased brand new from various suppliers. Fire Services' current supply of spare tools and equipment will not be sufficient to outfit this apparatus. CORP0227-07101 revised FIR 02-17 December 4, 2017 • Subject: Quotation for Supply & Delivery of One New Latest Model Year Pumper Rescue Apparatus Page 3 Major items required for purchase include self-contained breathing apparatus (SCBA), Harris portable .radios, Hurst eDraulic Rescue Tools, fire hose, nozzles and a thermal imaging camera. This project was included in the 2013 DC Study, and approved to be funded at the funding ratio of 5%195%, Benefit -to -Existing (City's share) and Development Charges -Fire Services Reserve Fund (DCRF) respectively. The net project cost. of $942,201.00 which included the additional funds required will be funded at the same funding ratio, rounded to the maximum budget approved of $50,0.00.00 from Third Party Contribution from OPG Reserve Fund (7501.0006) for City's share, and balance rounded to $892,201.00 from the DCRF's share. These amounts are still within the approved 5%195% funding ratio. Discussion: The City of Pickering Fire Services Department will require a new pumper rescue apparatus for the new Fire Station being built on Zents Drive. This apparatus was approved in the 2017 Capital Budget and will be used as the primary apparatus to serve the citizens in the Seaton Community. It will also serve the rest of the City for alarms that require additional resources, equipment, and staff. The estimated time to have this apparatus built and in-service is 18 months after the successful proponent is awarded. This time allows Pickering Fire Services' and Operations' staff to carefully oversee the construction of the apparatus and ensure it is fully operational before it is deemed ready for service. This includes installing any additional tools and equipment not included in the manufacturing contract, and training Operations and Fire Services staff on the apparatus' maintenance and use. When the apparatus is ready for service it will be added to the Pickering Fire Services vehicle fleet. Until such time as when the new Fire Station is opened, it will be utilized as a spare apparatus and will be put into service when it is needed. The plan to have this apparatus in service prior to the new station opening willallow all staff several opportunities to train and work with the apparatus. In addition, Fire. Services'. staff have worked with Operations' staff and are planning to have two of the oldest spare apparatus undergo some much needed body work and general repair in order to. keep them safe, reliable, and presentable for operation. This work will ensure that these spare apparatus are able to remain in service .for the extent of their 15 year scheduled service life. Having the new apparatus in service will ensure there are two spare apparatus available in order for Operations to perform routine maintenance and general repairs on the entire fleet. Additional funding is requested to ensure the necessary tools and equipment required for this apparatus can be purchased brand new from various suppliers. Fire Services' current supply of spare tools and equipment will not be sufficient to outfit this apparatus. Major items required for purchase include self-contained breathing apparatus (SCBA), Harris portable radios, Hurst eDraulic Rescue Tools, fire hose, nozzles and a thermal imaging camera Specifications for this apparatus were developed based on consultation with Supply & Services staff, City Operations staff, the Fire Services Joint Health and Safety Committee, and Training Division staff. CORP0227-07101 revised FIR 02-17 December 4, 2017 Subject: Quotation for Supply & Delivery of One New Latest Model Year Pumper Rescue Apparatus Page 4 Three submissions have been received to the quotation call, which closed on Thursday, September 14, 2017 for the Supply and Delivery of One New Latest Model Year Pumper Rescue Apparatus. The highest ranking proponent is Dependable Truck & Tank, Ltd. Staff -have reviewed the previous work experience of Dependable Truck & Tank, Ltd. and the references provided on this project and the quotation is deemed acceptable. Upon careful examination of all quotations and relevant documents received, the Fire Services Department recommends the acceptance of Quotation No. Q-56-2017 in the amount of $797,672.65 (HST included) submitted by Dependable Emergency Vehicles for the supply and delivery of one new latest model year pumper rescue apparatus and that the total net project cost of $942,201.00 be approved. Attachments: 1. Supply & Services Memorandum September 15, 2017 2. Supply & Services Memorandum November 13, 2017 Prepared By: Jason oshida Deputy Fire chief Vera A. Felgemacher CSCMP, CPPO, CPPB, C.P.M.,CMM 111 Manager, Supply & Services JY:jm Approved/Endorsed By: Stan Karwowski Director, Finance & Treasurer John Hagg Fire Chief Recommended for the consideration of Pickering Cit Council Tony Prevedel, P.Eng. Chief Administrative Officer ru- Zoe Zvi 7 C0RP0227-07101 revised Attachment # 1 to Report FIR 02/17 PICKERING Memo To: John Hagg September 15, 2017 Fire Chief, Fire Services From: Vera A. Felgemacher Manager, Supply & Services Copy: Administrative Assistant, Fire Services Supervisor, Supply & Services Subject: Quotation No. Q-56-2017 Quotation.for Supply and Delivery of One (1) New Latest Model Year Pumper Rescue Apparatus Closing: Thursday, September 14, 2017 at 12:00 noon File: F-5300-001 Quotation No. Q-56-2017 was advertised on the City's website on August 15, 2017 of which 3 companies have responded. There are potentially 4 stages in the evaluation process which are outlined in Part 2 — Evaluation of Quotations of the quotation document. Stage 1 determines which submissions satisfy all the mandatory submission requirements and provides Respondents the opportunity to rectify deficiencies. • Three 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. Refer to Part 2 — Evaluation of Quotations, Item 2.3 — Rated Criteria, Page 7 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 Ray Rodrigues, Supervisor. Pricing will be evaluated by Supply & Services, and a score out of 50 points will be applied to the evaluation form. The completed evaluation results will be provided to the Evaluation Committee for review and approval: The following list of attachments has been provided to assist the Evaluation Committee to complete their individual evaluations: 1. Stage II — Evaluation of Rated Criteria; 2. Evaluation Form: 3. Copy of the quotations received; 4. Copy of Request for Quotation Document; and 5. Price Comparison Evaluation Httacnment # 1 to Report FIR 02/17 Please direct all enquiries to Supply & Services. Respondents will be advised of the outcome when the contract has been awarded. u require further information, please contact myself or a member of Supply & Services, VAF/rr Attachments Quotation No. Q-56-2017 Supply and Delivery of One (1) New Latest Model Year Pumper Rescue Apparatus Page 2 of 2 Attachment # 2 to Report FIR 02/17 PICKER.1NG Memo To: John Hagg November 13, 2017 Fire Chief From: Vera A. Felgemacher Manager, Supply & Services Copy: Administrative Assistant, Fire & Emergency Management Subject: Quotation No. Q-56-2017 Supply & Delivery of One New Latest Model Year Pumper Rescue Apparatus Closing Date: Thursday, September 14, 2017 at 12:00 Noon. File: F-5300-001 Further to the memo dated September 15, 2017, two quotations proceeded to Stage 11 evaluation. A summary of the Stage 11 and 111 evaluation results for each quotation is attached. Dependable Truck & Tank is the top ranked respondent with a submitted price of $705,905.00 (HST Excluded). Delivery times provided by each respondent are also indicated on the attached spreadsheet. A budget of $900,000.00 was provided to Supply & Services for this procurement. If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy Item 11 for additional instructions. 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, 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: (c) Over $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. After receiving Council's approval, an approved "on-line" requisition will be required to proceed. Pleaselirect all enquiries to Supply & Services. Respondents will be advised in due course. If you rquire further information or assistance, do not hesitate to contact me or a member of Supply &,, Services. . VAF/rr Attachments :(2)