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601
BICKERING
Report to
Executive Committee
Report Number: CS 14 -18
Date: May 7, 2018
From: Marisa Carpino
Director, Community Services
Subject: Quotation No. Q-31-2018
- Quotation for Supply and Delivery of One New Four Wheel, Pure
Vacuum Street Sweeper
- File: A-1440
Recommendation:
1. That Quotation No. Q-31-2018 submitted by Joe Johnson Equipment in the
amount of $320,258.95 (HST included) be accepted;
That the total gross quotation cost of $321,954.00 (HST included) and the total net
project cost of $289,930.00 (net of HST rebate) be approved;
3. That the Director, Finance & Treasurer be authorized to finance the total net
project cost of $289,930.00 by a transfer from the Development Charges — Other
Services Related to Highway Reserve Fund;
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 Public Works Section, within the Community Services
Department, currently utilizes two street sweepers. At the Council meeting of June 12,
2017, it was recommended that staff consider budgeting for an additional street
sweeper in the 2018 budget in order to provide existing residents a higher level of street
cleaning service and to accommodate for expanded service due to the Seaton
development. As a result, one new street sweeper was included and approved in the
2018 Roads Equipment Capital Budget.
On March 9, 2018, an advertisement was placed on the City's website. Three
companies responded by the closing date of Thursday, March 22, 2018. The quotation
submitted by Joe Johnson Equipment for one 2019 Elgin Whirlwind, Four Wheel, Pure
Vacuum Street Sweeper has received the highest score from the Evaluation Committee,
meets the required specifications, and is recommended for approval.
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
CS 14-18
Subject: Quotation No. Q-31-2018
May 7, 2018
Page 2
purchase price is over $250,000.00, the Manager may approve the award, subject to
the approval of the Director, Treasurer, CAO and Council.
Financial Implications:
1. Quotation Amount
Supply and Delivery of One New Four Wheel,
Pure Vacuum Street Sweeper
HST (13%)
Total Gross Quotation Cost
$283,415.00
36,843.95
$320,258.95
2. Estimated Project Costing Summary
Quotation No. Q-31-2018
Licence
Sub Total
HST. (13%)
Gross Project Cost
HST Rebate (11.24%)
Total Net Project Cost
$283,415.00
1,500.00
284,915.00
37,039.00
$321,954.00
(32,024.00)
$289,930.00
3. Approved Source of Funds
2018 Roads Equipment Capital Budget
Description
Supply and Delivery
of One New Four
Wheel, Pure
Vacuum Street
Sweeper
Total Funds
Account Code
5319.1809.6478
Source of Funds Available Required
Budget
Development $340,000.00 $289,930.00
Charges - Other
Services Related
to a Highway
Reserve Funds
$340,000.00 $289,930.00
Net Project Cost under (over) Approved Funds
$50,070.00
Discussion: The Public Works Section, within the Community Services Department,
currently utilizes two street sweepers. The addition of another street sweeper was
requested by Council during the meeting of June 12, 2017 in order to provide existing
residents with a higher level of street cleaning service and to accommodate expanded
service due to the Seaton development.
CS 14-18 May 7, 2018
Subject Quotation No. Q-31-2018 Page 3
An Evaluation Committee consisting of Public Works staff met on April 6, 2018 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. Joe Johnson Equipment has received the highest scores.
After careful review of all submissions received, Public Works staff recommends
acceptance of the Quotation No. Q-31-2018 submitted by Joe Johnson Equipment for
one 2019 Elgin Whirlwind, Four Wheel, Pure Vacuum Street Sweeper in the amount of
$283,415.00.00 (plus HST) and that the total net project cost of $289,930.00 (net of
HST rebate) be approved.
Attachments:
1. Supply & Services Memorandum dated April 12, 2018
Prepared By:_ Approved/Endorsed By:
Viv Bob Kuzma, CSCMP, AMCT Marisa Carpino, MA
Supervisor, Public Works Administration Director, Community Services
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
Ray Rodrigues, CPPB
Manager, Supply & Services
MC:bk
Recommended for the consideration
of Pickering City Council
Tony Prevedel, P. Eng.
Chief Administrative Officer
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PICKERING
ATTACHMENT # _TO REPOR"1
Memo
To: Marisa Carpino April 12, 2018
Director, Community Services
From: Ray Rodrigues
Manager, Supply & Services
Copy: Administrative Assistant, Community Services
Subject: Quotation No. Q-31-2018
Supply and Delivery of One New Four Wheel, Pure Vacuum, Street Sweeper
Date Closed: Thursday, March 22, 2018, before 12:00 noon
File: F-5300-001
A summary of the Stage II and 111 evaluation results for each quotation is included in the
evaluation attachment.
Joe Johnson Equipment is the top ranked respondent with a total submitted price of
$283,415 (HST Excluded).
A budget of $340,000 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, 06.11 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.
Subject to receipt of approvals on Health & Safety and insurance documents, please provide
your recommendation in report form. After receiving Council's approval, an approved "on-line"
requisition will be required to proceed.
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.
RR/jc
Attachments (2)