HomeMy WebLinkAboutFIN 22-18CCy -f,
DICKERING
Report to
Council
Report Number: FIN 22-18
Date: December 10, 2018
From: Stan Karwowski
Director, Finance & Treasurer
Subject: Tender/Contract Approvals
Approvals During Council Recess October and November, 2018
Recommendation:
1. That Report FIN 22-18 of the Director, Finance & Treasurer regarding tender,
proposal and contract approvals during Council Recess be received;
2. That Council pass a resolution ratifying the approval of the Quotations and Contracts
by the Chief Administrative Officer during Councils' recess being Quotation No. Q-
29-2018 Seniors and Person with Disabilities Snow Clearing Program and Q-34-
2018 Supply & Delivery of Three (3) New latest Model Four Ton Dump Trucks with
Snow Plow and Wing; and
3. That the appropriate City of Pickering officials be authorized to take the necessary
actions as indicated in this report.
Executive Summary: Council is required to approve contracts awarded by the Chief
Administrative Officer in accordance with Section 07 of the Purchasing Policy during
recesses of Council. The quotation and contract approvals contained in this report were
approved by the Chief Administrative Officer during Council's recess for October and
November 2018. They were in compliance with the City's Purchasing Policy and were
contained within an approved budget.
Financial Implications: The capital projects listed and described in this report are
being funded from various sources as approved by Council in the Current and Capital
Budget.
Quotation No. Q-29-2018 Seniors and Persons with Disabilities Snow Clearing
Program
The low quotation submitted by Gray's Landscaping & Snow Removal Inc. for Quotation
No. Q-29-2018 for Year 1 of the 3 -year Seniors and Persons with Disabilities Snow
Clearing Program in the amount of $21,636.00 (HST excluded) per occurrence be
approved. The service program for snow clearing will be funded from property tax, as
Report FIN 22-18
December 10, 2018
Subject: Tender/Contract Approval
Approvals During Council Recess October and November, 2018
Page 2
approved in the 2018 Current Budget. The seniors snow removal program cost will
almost double for 2019 and staff will be recommending that this cost pressure be funded
by a special levy.
1. Quotation Amount
Quotation No. Q-29-2018, Year 1
(per snow clearing and salting service)
HST (13%)
Total
$21,636.00
2,812.68
$24,448.68
2. Estimated Project Cost Summary
Quotation No. Q-29-2018
Seniors and Person with Disabilities
Snow Clearing Program, Year 1 (based
on 12 call outs)
HST (13%)
Gross Project Cost
HST Rebate (11.24%)
Total Net Project Cost
$259,632
33,752
293,374
(29,183)
$264,202
3. Approved Source of Funds
Location
Project Code
Source of Funds
Budget
Required
Property
2132.5320.0000
Property Tax
$126,000
$264,202*
Maintenance
Total Funds
$138,202
Project Cost under (over) Approved Funds
($138,202)
*The required amount reflects a full "snow season" (2018/2019)
Report FIN 22-18
December 10, 2018
Subject: Tender/Contract Approval
Approvals During Council Recess October and November, 2018
Page 3
Quotation No. Q-34-2018 Supply & Delivery of Three (3) New latest Model Four Ton
Dump Trucks with Snow Plow and Wing
1. Quotation Amount
(3) New Latest -Model Year Four Ton Dump Truck with
Snow Plow and Wing
HST (13%)
Total Gross Quotation Cost
$725,958.00
94,375.54
$820,332.54
2. Estimated Project Cost Summary
Quotation No. Q-34-2018
Licenses (3 vehicles)
Total Project Cost (excluding taxes)
HST (13%)
Gross Project Cost
HST Rebate (11.24%)
Total Net Project Cost
$725,958
1,800
$727,758
94,609
$822,367
(81,800)
$740,567
3. Approved Source of Funds — 2018 Roads Equipment Capital Budget
Description
Account Code Source of Funds Available Required
Budget
$540,000 $493,711
(2) New Latest -Model 5319.1804.6158 Vehicle
Year Four Ton Dump Replacement
Truck with Snow Plow Reserve
and Wing
(1) New Latest -Model 5319.1805.6158 Development
Year Four Ton Dump Charges — Other
Truck with Snow Plow Services related to
and Wing a Highway
Total Funds
270,000 246,856
$810,000 $740,567
Net Project Cost under (over) Approved Funds
$69,433
Report FIN 22-18 December 10, 2018
Subject: Tender/Contract Approval Page 4
Approvals During Council Recess October and November, 2018
Discussion: Purchasing Policy Item 07 authorizes the Chief Administrative Officer to
act on behalf of Council in approving an award of a project, and the Treasurer is
authorized to approve financing for same, during any recess, break or absence of
Council on the condition that:
(a) The project is in a budget approved by Council;
(b) Such actions are in compliance with the Purchasing Policy and the Financial
Control Policy;
(c) The project is not debt financed; and
(d) A report respecting those approvals is subsequently submitted to Council.
The circumstances were such that 2 quotations required approval by the Chief
Administrative Officer during Council's 2018 recess. It is recommended that Council
receive this Report for information and ratify the approval of Quotation No. Q-29-2018,
Seniors and Person with Disabilities Snow Clearing Program and Q-34-2018 Supply &
Delivery of Three (3) New latest Model Four Ton Dump Trucks with Snow Plow and
Wing.
Attachments:
1. Supply & Services Summary Memorandum dated October 9, 2018
2. Community Services Award Memorandum dated October 24, 2018
3. Community Services Award Memorandum dated November 8, 2018
Prepared By:
Ray ' drigues, CPPB
Manager, Supply & Services
Approved/Endorsed By:
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
Recommended for the consideration
of Pickering City Council
Tony Prevedel, P.Eng.
Chief Administrative Officer
�4
DICKERING
ATTACHMENT #._L__TO REPORT Ir
-
Memo
To: Marisa Carpino October 9, 2018
Director, Community Services
From: Jacqueline Charles
Senior Purchasing Analyst, Supply & Services
Copy: Administrative Assistant, Community Services
Manager, Supply & Services
Subject: Quotation No. Q-29-2018
Seniors and Persons with Disabilities Snow Clearing Program
Closed: October 2, 2018, before 12:00 noon.
File: F-5300-001
Quotation Q-29-2018 was advertised on the City's website on September 11. 2018 of which two
companies responded.
Stage I — Mandatory Submission Requirements — determines which submissions satisfy all the
mandatory submission requirements and provides Respondents the opportunity to rectify
deficiencies. Two proposals proceed to Stage Il — Evaluation.
A summary of the Stage 11 and III evaluation results for each quotation is attached.
Gray's Landscaping & Snow Removal Inc. is the top ranked respondent with a submitted
price of $21,636 (HST Excluded) per occurrence of Snow Clearing and Salting up to 12 call
outs per year.
A budget of $126,000 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 Appendix D — Request for Quotations Particulars, Item B: Material
Disclosures, the following documents will be requested from Gray's Landscaping & Snow
Removal Inc.:
(a) A copy of the City's Health and Safety Policy form currently dated and signed;
(b) A copy of the current Clearance Certificate issued by Workplace Safety &
Insurance Board; and
(c) The City's certificate of insurance or approved alternative form shall be
completed by the bidder's agent, broker or insurer.
Please advise if Supply & Services is to proceed with this task.
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.
Subject to receipt of approvals on Health & Safety and insurance documents, please provide
your recommendation in memo form. After receiving CAO'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.
JC
Attachments (3)
Page2of2
(-44
DICKERING
ATTACHMENT #,Y..,. TO REPORT # P11) as - IP
Memo
To: Ray Rodrigues
Manager, Supply .& Services
From: Marisa Carpino
Director, Community Services
Copy: Division Head, Operations
Manager, Public Works
Supervisor, Parks Operations
Subject: Quotation Q-29-2018
- Seniors and Persons with Disabilities Snow Clearing Program
File: F-5300-001-18
October 24, 201.8
Quotation Q-29-2018 closed on October 2, 2018 and two companies submitted a quotation by the
closing date and time. An evaluation committee consisting of three Public Works staff reviewed
and evaluated the submissions. A combined average score for each quotation was determined as
part of Stage II of the evaluation process.
The highest ranking respondent was Gray's Landscaping & Snow Removal Inc. with a submitted
price of $21,636 (HST excluded) per occurrence of snow clearing and salting for year one of a
four year quotation based on an estimated quantity of four hundred and twenty-five residents.
The Seniors & Persons with Disabilities Snow Clearing Program accommodates up to four
hundred and forty households including the Hamlets of Brougham, Claremont, Greenwood and
Whitevale. An average of 12 snow'events are expected per year bringing the anticipated year 1
cost for the program to $259,632 (HST excluded). The registration fee associated with this is
$35.00 (HST excluded) per household which generates total annual revenues of approximately
$17,578 (HST excluded).
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. The account for this award is 2132.5320.00 and the approved budget is $126,000.00
of which there is insufficient funds for the anticipated average of 12 snow events per season. In
accordance with Purchasing Policy, Item 07, the CAO is authorized to act on behalf of Council
in approving an award of a project during Council recess.
As per the Financial Control Policy, Item 11.04, Current and Capital Budget expenditures in
excess of the limits established under Section 11.01, 11.02 and 11.03 shall require the approval
of the Treasurer, -the Chief Administrative Officer, and Council. However, due to the fact that
Council is currently in recess and the services related to this program are required to respond to
the upcoming weather events, the Chief Administrative Officer will approve this award in their
absence.
After careful review of all submissions received, the Evaluation Committee and the Community
Services Department recommends acceptance of the quotation submitted by Gray's Landscaping
& Snow Removal Inc. for Quotation No. Q-29-2018 for year one of the four year Seniors and
Persons with Disabilities Snow Clearing Program. Should circumstances regarding this program
change in the future, the City can exercise its option to terminate the service contract after year
one and at the time of renewal:
Prepared By:
Marisa Car•in., MA
Director, Community Services
Approved/Endorsed By:
Ray 'Crdrigues
Manager, Supply & Services
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
Approval
&ix, oat 24, zoi s
Tony Prevedel, P. Eng.
Chief Administrative Officer
MC:nw
Attachment: Supply & Services Memorandum dated October 9, 2018
October 24, 2018
Seniors and Persons with Disabilities Snow Clearing Program
Page 2 of 2
city �g
P1CKE RiNG
Memo
To: Tony Prevedel November 8, 2018
Chief Administrative Officer
From: Marisa Carpino
Director, Community Services
Copy: Division Head, Operations
Manager, Public Works
Manager, Supply & Services
Subject: Quotation No. Q-34-2018
Quotation.for the Supply and Delivery of Three (3) New Latest -Model Four Ton
Dump Trucks with Snow Plow and Wing
File: A-1440
Overview: The Public Works Section, within the Community Services Department, currently
utilizes eleven 4 Ton Dump Trucks. The replacement of two 4 Ton Dump.Trucks (unit #060 — 2007
International and unit #057 — 2009 International) and the addition of one new 4 Ton Dump Truck
was approved in the 2018 Roads Equipment Capital Budget funded from a Vehicle Replacement
Reserve and Development Charges Reserve Fund, respectively.
On April 2, 2018 an advertisement was placed on the City's website. One company responded by
the closing date of April 23, 2018. The quotation submitted by Tallman Truck Centre Ltd., for
three 2020 International 4 Ton Dump Trucks with Snow Plow and Wing received an acceptable
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 and the estimated total
purchase price is over $250,000.00, the Manager may approve the award, subject to the
approval of the Director, Treasurer, CAO and Council.
In accordance with the Purchasing Policy, Item 07, the CAO is authorized to act on behalf of
Council in approving an award of a project during Council Recess on the condition that:
a) the project is in a budget approved by Council;
b) such actions are in compliance with the Purchasing Policy and the Financial Control
Policy;
c) the project is not debt financed; and,
d) a report respecting those approvals is subsequently submitted to Council.
Recommendation:
1. That Quotation No. Q-34-2018 submitted by Tallman Truck Centre Limited, in the amount
of $820,332.54 (HST included) be accepted;
2. That the total gross quotation cost of $822,367.00 (HST included) and the total net project
cost of $740,567.00 (net of HST rebate) be approved;
3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of
$740,567.00 as follows:
a) the sum of $493,711.00, as provided for in the 2018 Roads Equipment Capital
Budget to be funded by a transfer from the Vehicle Replacement Reserve;
b) the sum of $246,856.00, as provided for in the 2018 Roads Equipment Capital
Budget to be funded by a transfer from Development Charges Reserve Fund — Other
Services Related to a Highway;
c) 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; and,
4. That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this memo.
Financial Implications:
1. Quotation Amount
(3) New Latest -Model Year Four Ton Dump Trucks with
Snow Plow and Wing
HST (13%)
Total Gross Quotation Cost
$725,958.00
94,374.54
$820,332.54
2. Estimated Project Costing Summary
Quotation No. Q-34-2018
Licences (3 vehicles)
Total project cost (excluding taxes)
HST (13%)
Gross Project Cost
HST Rebate (11.24%)
Total Net Project Cost
$725,958.00
1,800.00
$727,758.00
94, 609.00
$822,367,00
(81,800.001
$740,567.00
November 8, 2018
Quotation No. Q-34-2018
Supply and Delivery of Three (3) New Latest -Model
Four Ton Dump Trucks with Snow Plow and Wing
Page 2 of 4
3. Approved Source of Funds — 2018 Roads Equipment Capital Budget
Description
Account Code Source of Funds Available Required
Budget
$540,000.00 $493,711.00
(2) New Latest -Model 5319.1804.6158 Vehicle
Year Four Ton Dump Replacement
Trucks with Snow Plow Reserve
and Wing
(1) New Latest -Model 5319.1805.6158 Development 270,000.00 246,856.00
Year Four Ton Dump Charges — Other
Truck with Snow Plow Services related to
and Wing Highway
Total Funds
$810,000.00 $740,567.00
Net Project Cost under (over) Approved Funds
$69,433.00
Discussion: The Public Works Section,.within the Community Services Department,
currently utilizes eleven 4 Ton Dump Trucks. The replacement pf two 4 Ton Dump Trucks (unit
#060 — 2007 International and unit #057 - 2009 International) and the addition of one new 4 Ton
Dump Truck was approved in the 2018 Roads Equipment Capital Budget. The two replacement
trucks are funded from Vehicle Replacement Reserve, and the third new truck, to service the
additional routes in Seaton, is funded from Development Charges Reserve Fund — Other Services
Related to a Highway.
An Evaluation Committee consisting of Public Works staff independently evaluated the quotation
based on the rated criteria. It was determined that Tallman Truck Centre Limited did not meet the
minimum technical requirements as per the bid document. As such, in accordance with the terms
and conditions of the quotation document, City staff negotiated with Tallman Truck Centre Limited
to rectify the technical deficiencies and a revised bid was submitted. A combined average score
was determined as part of Stage II and III of the evaluation process and Tallman Truck Centre
Limited was the only and highest scoring bidder.
After careful review of the submission received, Public Works staff recommend the acceptance of
Quotation No. Q-34-2018 submitted by Tallman Truck Centre Limited for Three (3) New Latest -
Model Year Four Ton International Dump Trucks with Snow Plow and Wing in the amount of
$725,958.00 (HST extra) and that the total net project cost of $740,567.00 (net of HST rebate) be
approved.
November 8, 2018
Quotation No. Q-34-2018
Supply and Delivery of Three (3) New Latest -Model
Four Ton Dump Trucks with Snow Plow and Wing
Page 3 of 4
Attachments:
1. Supply & Services Memorandum October 10, 2018
Supervisor, Municipal Garage
MC:nw
Approved/Endorsed By:
Marisa Cdr • no, MA
Director, Community Services
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
Ray Rodrigues, CPPB
Manager, Supply & Services
Recommended for the consideration
of Pickering City Council
tke
Tony Prevedel, P. Eng.
Chief Administrative Officer
pt%. l Z, 10/e)
November 8, 2018 Page 4 of 4
Quotation No. Q-34-2018
Supply and Delivery of Three (3) New Latest -Model Four Ton Dump Trucks with Snow Plow and
Wing
ATTACHMENT# -1-
rig 4
DICKERING
Memo
To: Marisa Carpino October 10, 2018
Director, Community Services
From: Justin MacDonald
Buyer, Supply & Services
Copy: Administrative Assistant, Community Services
Manager, Supply and Services
Subject: Quotation No. Q-34-2018
Supply and Delivery of Three (3) New Latest -Model Year Four Ton Dump Truck with
Snow Plow and Wing
Closing Date: Monday April 23, 2018 at 12:00 Noon.
File: F-5300-001
Quotation Q-34-2018 was advertised on the City's website on April 2, 2018 of which 1 company
responded.
The Evaluation Committee, consisting of City Staff from the Community Services conducted
independent evaluations of the submission.
Supply and Services was notified by the evaluation committee that the submission provided by
Tallman Truck did not meet the minimum technical requirements, as requested in the bid
document. Supply and Services and Operations Centre staff negotiated a resolution with
Tallman Truck to rectify the technical deficiency in the rear differential/axel specification, and a
revised bid was submitted for evaluation.
Asummary of the Stage II and III evaluation results for the submission is detailed below.
Vendor Name
Average of
Evaluation
Committee
Points
Awarded
Quoted
Amount
(excluding
HST)
Points
Awarded
Price
Total
Points
Awarded
Tallman Truck Centre
Limited
43.33
$725,958.00
50.00
93.33
Tallman Truck Limited met the quotation requirements with its negotiated submission with a
price of $725,958.00 (HST Excluded).
A budget of $810,000.00 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 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:
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
Attachments (2)
Page 2 of 2