HomeMy WebLinkAboutCS 29-20 Report to
Executive Committee
Report Number: CS 29-20 Date: September 14, 2020
From: Brian Duffield (Acting) Director, Community Services
Subject: Quotation No. Q2020-24 - Quotation for the Supply and Delivery of 4 Ton and 5 Ton Dump Trucks with Plow, Wing
- File: A-1440
Recommendation:
1. That Quotation No. Q2020-24 submitted by James Palmer Premier Truck Group,
in the amount of $1,257,714.86 (HST included) be accepted;
2. That the total gross quotation cost of $1,329,972.00 (HST included) and the total net project cost of $1,197,681.00 (net of HST rebate) be approved;
3. That Council authorize the Director, Finance & Treasurer to finance the project as follows:
a) the approved funds in the amount of $860,000.00 funded from Vehicle
Replacement Reserve and $300,000.00 from Development Charges as provided for in the 2020 Roads Equipment Capital Budget and the amount of $50,000.00 funded from Rate Stabilization in the 2020 Property Capital Budget for a total of $1,210,000.00, and that;
b) 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 report.
Executive Summary: Two 4 ton dump trucks with snow plow and wing (Unit #059
a 2011 International and Unit #048 a 2012 International) and one 5 ton dump truck with
snow plow and wing (Unit #049 a 2012 International) have met or exceeded their scheduled replacement date and were approved for replacement in the 2020 Roads Capital Budget. The additional 5 ton dump truck with snow plow and wing is a new vehicle purchased to service additional roads coming on stream in Seaton. All vehicles
are funded from the Vehicle Replacement Reserve.
Quotation Q2020-24 was advertised on the City’s website on July 15, 2020 of which one company has responded.
CS 29-20 September 14, 2020
Subject: Quotation No. Q2020-24 Page 2
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.
Financial Implications: 1. Quotation Amount
Supply & Delivery of 4 Ton and 5 Ton Dump Trucks with Plow, Wing
HST (13%)
$1,113,022.00
$144,692.86
Total Gross Quotation Cost $1,257,714.86
2. Estimated Project Costing Summary
Quotation No. Q2020-24 Licensing (4 vehicles) Groeneveld Auto Lubrication System (4 vehicles)
Portable Aggregate Conveyors (2 vehicles ) Pre-wet System (brine tanks 2 vehicles) Total project cost (excluding taxes) HST (13%) Gross Project Cost HST Rebate (11.24%)
$1,113,022.00 3,000.00 23,780.00
17,680.00 19,484.00 $1,176,966.00 153,006.00 $1,329,972.00 (132,291.00)
Total Net Project Cost $1,197,681.00
CS 29-20 September 14, 2020
Subject: Quotation No. Q2020-24 Page 3
3. Approved Source of Funds – 2020 Fleet Vehicle Capital Budget
Description Account Code Source of Funds Available Budget Required
(1) 4 Ton Dump Truck with Snow
Plow and Wing (1) 4 Ton Dump Truck with Snow Plow and Wing
(1) 5 Ton Dump Truck with Snow Plow and Wing
(1) 5 Ton Dump Truck with Snow Plow and Wing
(2) Portable
Aggregate Conveyors
5319.2005.6158
5319.2007.6158
5319.2007.6158
5319.2006.6458
5311.2008.6178
Vehicle Replacement
Reserve Vehicle Replacement Reserve
Vehicle Replacement Reserve
Other Services Related to a Highway
Rate
Stabilization
$280,000.00
280,000.00
300,000.00
300,000.00
50,000.00
$282,582.00
282,582.00
307,262.00
307,262.00
17,991.00
Total Funds $1,210,000.00 $1,197,681.00
Net Project Cost under (over) Approved Funds $12,319.00
Discussion: Two 4 ton dump trucks with snow plow and wing and one 5 ton
dump truck with snow plow and wing have met or exceeded their scheduled replacement dates, and are recommended for replacement by Fleet Services. One new 5 ton dump truck with snow plow and wing is being purchased to service new roads in Seaton and was approved in the 2020 Capital Budget. It is further recommended that
the optional equipment of the Sole Source approved Groeneveld automatic lubrication system be purchased for all vehicles, the pre-wet brine tank system be purchased for the 5 ton dump trucks as well as the 2020 Capital Budget approved purchase of the portable aggregate conveyor systems for two of these vehicles.
An Evaluation Committee consisting of Public Works staff has evaluated the quotation
based on the rated criteria. It was determined the James Palmer Premier Truck Group has met the requirements of the requested tender.
To: Brian Duffield
Director, Community Services
August 6, 2020
From: Lisa Chang Buyer, Supply & Services
Copy: Administrative Assistant, Community Services
Ray Rodrigues, Manager, Supply & Services Supervisor, Municipal Garage Foreperson, Municipal Garage Supervisor, Roads Operations
Subject: Quotation No. Q2020-24 Supply & Delivery of 4 Ton and 5 Ton Dump Trucks with Plow, Wing
Closing Date: Wednesday, August 5, 2020 - File: F-5300-001
Quotation for the Supply & Delivery of 4 Ton and 5 Ton Dump Trucks with Plow, Wing was advertised on the City’s website on Wednesday, July 15, 2020. One company has submitted a quotation.
Stage I – Mandatory Submission Requirements – determines which submissions satisfy all the
mandatory submission requirements and provides Respondents the opportunity to rectify deficiencies, which was not required for this RFQ. One quotation proceeded to Stage II – Evaluation.
Quotations are attached for evaluation along with the evaluation criteria included in the RFP document. Each member of the evaluation committee shall independently review and score the submissions on the basis of the rated criteria outlined in Terms of Reference, Part 2, Item D –
Rated Criteria and sign the evaluation form.
Attachments:
1. Evaluation Memo2. Evaluation Forms3. Copy of the quotations received
Evaluation committee members shall forward the completed evaluation forms to Lisa Chang. In accordance with Purchasing Procedures 14.02 Item 17, committee members’ scores for each
Respondent will be totaled to establish an average score. A summary of average scores will be
prepared by Supply & Services for review and discussion at a meeting set up for the evaluation committee, if required.
Please direct all enquiries to Supply & Services. Respondents will be advised of the outcome when the contract has been awarded.
If you require further information, please contact me, or a member of Supply & Services.
lc
Attachments (3)
Memo
Attachment #1 to Report CS 29-20