HomeMy WebLinkAboutCS 13-18C!Z eV/
DICKERING
Report to
Executive Committee
Report Number: CS 13-18
Date: June 18, 2018
From: Marisa Carpino
Director, Community Services
Subject: Supply and Delivery of One New Latest Model Year Articulating Front Loader
- Quotation No. Q-30-2018
- File: A-1440
Recommendation:
1. That Quotation No. Q-30-2018 submitted by Hub International Equipment Ltd. in the
amount of $222,610.00 (HST included) be accepted;
2. That the total gross project cost of $224,305.00 (HST included) and the total net project
cost of $201,994.00 (net of HST rebate) be approved;
3. That the Director, Finance & Treasurer be authorized to finance the total net project cost
in the amount of $201,994.00 as follows;
a) the sum of $190,000.00, as provided for in the Roads Equipment Capital Budget be
increased to $200,000.00 to be financed by the issue of debentures by the Regional
Municipality of Durham over a term not to exceed five years;
b) the sum of $1,994.00 to be funded from property taxes;
c) the annual repayment charges in the amount of approximately $43,985.00 be
included in the annual Current Budget for the City of Pickering (the "City")
commencing in 2018, or such subsequent year in which the debentures are issued,
and continuing thereafter until the debenture financing is repaid, and any financing
cost to be paid out of the Current Budget;
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;
4. That the draft By-law attached to this report be enacted; and
5. That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
Executive Summary: The Public Works Section, within the Community Services
Department, currently utilizes two articulating front loaders. One articulating front loader (Unit
#115, a 2005 Case) was approved for life -cycle replacement in the 2018 Capital Budget.
CS 13-18 June 18, 2018
Subject: Supply and Delivery of One New Latest Model Year Page 2
Articulating Front Loader
On February 16, 2018, an advertisement was placed on the City's website. Three companies
responded by the closing date of Tuesday, April 17, 2018. The quotation submitted by Hub
International Equipment Ltd. for one JCB 427HT Articulating Front Loader, 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(b), 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
$75,000.00 and up to $250,000.00, the Manager may approve the award, subject to the
approval of the Director, Treasurer, CAO. However, since this project is debt financed,
Council approval is being sought in order to formally request debenture financing for this
project.
Financial Implications:
1. Quotation Amount
Supply and Delivery of One New Latest Model Year
Articulating Front Loader
HST (13%)
Total Gross Quotation Cost
$197,000.00
25,610.00
$222,610.00
2. Estimated Project Costing Summary
Quotation No. Q-30-2018
GPS/2 way radio
Sub Total
HST (13%)
Gross Project Cost
HST Rebate (11.24%)
Total Net Project Cost
$197,000.00
1,500.00
198,500.00
25,805.00
$224,305.00
(22,311.00)
$201,994.00
CS 13-18
Subject: Supply and Delivery of One New Latest Model Year
Articulating Front Loader
June 18, 2018
Page 3
3. Approved Source of Funds
2018 Roads Equipment Capital Budget
Description
Supply and Delivery of
One New Latest Model
Year Articulating Front
Loader
Total Funds
Account Code Source of Available Required
Funds Budget
5319.1802.6178 Debt - 5 years $190,000.00 $200,000.00
Property Taxes
0.00 1,994.00
$190,000.00 $201,994.00
Net Project Cost under (over) Approved Funds
($11,994.00)
Discussion: The Public Works Section, within the Community Services
Department, currently has two articulating front loaders. One articulating front loader (Unit
#115, a 2005 Case) was approved for life -cycle replacement in the 2018 Capital Budget. An
Evaluation Committee consisting of Public Works staff met on Thursday, April 26, 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 11 of the evaluation process.
Hub International Equipment Ltd. has received the highest score.
After careful review of all submissions received, Public Works staff recommends acceptance of
the Quotation No. Q-30-2018 submitted by Hub International Equipment Ltd. for one new
articulating front loader in the amount of $222,610:00 (HST included) and that the total net
project cost of $201,994.00 (net of HST rebate) be approved.
Attachments:
1. Supply & Services Memorandum dated May 3, 2018
2. Being a By-law to authorize the Supply and Delivery of One New Latest Model Year
Articulating Front Loader project and the issuance of debentures in the amount of
$200,000.00
CS 13-18
June 18, 2018
Subject: Supply and Delivery of One New Latest Model Year Page 4
Articulating Front Loader
Prepared By:
/1
Matthew • ' er
Approved/Endorsed By:
Marisa Carpino, MA
Supervisor, Municipal Garage Operations Director, Community Services
Ray R.'• rigues, CPPB
Manager, Supply & Services
MC:nw
Stan Karwowski, A, CPA, CMA
Director, Finance & Treasurer
Recommended for the consideration
of Pickering City Council
Tony Prevedel, P. Eng.
Chief Administrative Officer
()act 4 2oie
6-4
DICKERING
ATTACHMENT #___LTC] REPORT 11,
Memo
To: Marisa Carpino
Director, Community Services
From: Justin MacDonald,
Buyer, Supply & Services
Copy: Administrative Assistant, Community Services
Ray Rodrigues, Manager, Supply & Services
May 3, 2018
Subject: Quotation No. Q-30-2018
Supply & Delivery One (1) New Latest Model Year Articulating Front Loader
Closing Date: Tuesday, April 17, 2018 at 12:00 Noon.
File: F-5300-001
A summary of the Stage II and 111 evaluation results for each quotation is detailed below.
Vendor Name
Average of
Evaluation
Committee
Points
Awarded
Quoted
Amount
(excluding
HSTF
Points
Awarded
Price
Total
Points
Awarded
Hub International
67
$197,000.00
30
97
Nortrax
66
$202,544.00
29
95
Strongco Limited
Partnership
65
$200,800.00
29
94
Hub International is the top ranked respondent with a submitted price of $197,000,00 (HST
Excluded).
A budget of $190,000 was provided to Supply & Services for this procurement and is debt
financed.
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, Item 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:
(b) Over $75,000 and up to $250,000, the Manager may approve the award, subject to the
approval of the Director, Treasurer and the CAO.
Please provide your recommendation in report form as this is debt financed and requires Council
approval. After receiving Council 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.
JM
Page 2 of 2
ATTACHMENT # '' TO REPORT #0%_ f 3 -
The Corporation of the City of Pickering
By-law No.
Being a by-law to authorize the Supply and
Delivery of One New Latest Model Year
Articulating Front Loader project in the City of
Pickering and the issuance of debentures in
the amount of $200,000.00
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 Latest Model Year Articulating Front Loader project;
and
Whereas before authorizing the construction in respect of the Supply and Delivery of
One New Latest Model Year Articulating Front Loader 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 is not required 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 13-18 on the date hereof and awarded
Quotation No. Q-30-2018 for the Supply and Delivery of One New Latest Model Year
Articulating Front Loader 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
New Latest Model Year Articulating Front Loader";
2. That the estimated costs of the project in the amount of $201,994.00 be financed as
follows:
a) the sum of $200,000.00 be financed by the issue of debentures by the
Regional Municipality of Durham over a term not to exceed 5 years; and
b) the sum of $1,994.00 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 2018 or such subsequent
year in which the debentures are issued and continuing thereafter until the
debenture financing is repaid.
By-law passed this 25th day of June, 2018
David Ryan, Mayor
Debbie Shields, City Clerk