HomeMy WebLinkAboutOES 21-04PICKERING
REPORT TO
COUNCIL
Report Number: OES 21-04
Date: June 15, 2004
From:
Richard W. Holborn, P. Eng
Division Head, Municipal Property & Engineering
~ Subject:
Supply and Delivery of Four Wheel Drive Articulating Tractor
Q-15-2004
Recommendation:
o
That Report OES 21-04 regarding the supply and delivery of a Four Wheel Drive
Articulating Tractor be received and that;
Quotation No. Q-15-2004 submitted by Champion Road Machinery Sales for the
supply and delivery of a Four Wheel Drive Articulating Tractor complete with the
specified attachments in the amount of $93,200.00, (GST and PST extra) be
accepted;
The total gross purchase cost $107,180.00 and a net purchase cost of
$100,656.00 including specified attachments for the equipment be approved;
That Council authorize the Director, Corporate Services & Treasurer to finance
the purchase through issuance of debt;
a)
Debt financing not exceeding the amount of $100,000 for a period not
exceeding 10 years, at a rate to be determined; be approved and the balance
of approximately $656 plus financing costs be financed from current funds.
b)
Financing and repayment charges in the amount of approximately $12,800 be
included in the annual Current Budget for the City of Pickering commencing
in 2005 and continuing thereafter until the loan is repaid; and
c)
The Director, Corporate Services & Treasurer has certified that this loan and
the repayment thereof falls within the City's Debt and Financial Obligations
approved Annual Repayment Limit for debt and other financial obligations for
2004 as established by the Province for municipalities in Ontario; and
d) The Treasurer be authorized to take any actions necessary in order to effect
the foregoing: and
5. Staff at the City of Pickering be given the authority to give effect hereto.
Report OES 21-04 Date: June 15, 2004
Subject: Supply and Delivery of Four Wheel Drive Articulating Tractor Page 2
Q 15-2004
Executive Summary: Not Applicable
Financial Implications:
1.
Approved Source of Funds
Account
2004 Capital Budget
10 Year Debt
2132 6178
Total Approved Funds
Project Code
04-2132-004-01
Amount
$135,000.00
$135,000.00
Estimated Project Costing Summary
Q-15-2004 Quotation for 4-Wheel Drive
Articulating Tractor with attachments
Sub Total
G.S.T.
P.S.T.
Total Gross Purchase Cost
G.S.T. Rebate
Total Net Purchase Cost
$93,200.00
$93,200.00
6,524.00
-7,456.00
107,180.00
(6,524.00)
$100,656.00
Purchase Cost Under (over) Approved Funds $34,344.00
Under expenditure is partially due to G.S.T. 3% rebate savings that was already
captured in the 2004 Current Budget.
The Director, Corporate Services & Treasurer has reviewed the budgetary implications
and the financing of the expenditures contained in this report and concurs.
CORP0227-07/01
Report OES 21-04 Date: June 15, 2004
Subject: Supply and Delivery of Four Wheel Drive Articulating Tractor
Q 15-2004
Page 3
Background:
The purchase of a Four Wheel Drive Articulating Tractor was approved by Council in
the 2004 Capital Budget. In the past, this type of machine has been used solely for
winter sidewalk maintenance. Through market research and field evaluation it has been
determined that with the addition of an optional Cold Planer (Sidewalk Grinder) this
equipment will reduce trip hazards across the City by virtue of a moving inspection and
grinding operation. This option not only makes our pedestrian system safer, but also
may reduce liability risks and expensive claims.
Supply & Services invited five (5) vendors to participate in the bidding process of which
two (2) have submitted quotations. Upon careful examination of all quotations received
by Supply & Services and field evaluation of the equipment quoted upon, the Municipal
Property & Engineering Division recommends acceptance of the Ilow bid submitted by
Champion Road Machinery Sales in the amount of $93,200 (GST and PST extra) and
that the total net purchase cost of $100,656.00 be approved.
Attachments:
1. Supply & Services Memorandum
CORP0227-07/01
Report OES 21-04 Date:
Subject: Supply and Delivery of Four Wheel Drive Articulating Tractor
Q 1 §-2004
June 15, 2004
Page 4
Prepared By:
,~pervisor, Fleet Operations
Manager, Supply & Services
AP~Everett ~nts~ '
Director, Operations & Emergency Services
Municipal Property & Engineering
Gillis A. Paterson
Director, Corporate Services & Treasurer
Attachments
Copy: Chief Administrative Officer
Recommended for the consideration of
CORP0227~07/01
CORPORATE SERVICES DEPARTMENT
MEMORANDUM
April 5, 2004
To: Richard Holborn
Division Head, Municipal Property & Engineering
From: Bob Kuzma
Purchasing Analyst
Subject: Request for Quotation No. Q - 15 - 2004
4 X 4 Articulating Vehicle
Closing: April 1 - 12:00 Noon
I'ViUN[CIPAL PF~:OPERTY & Ei~Gi;~EEF~iNG
Quotations were invited from five (5) companies on March 17th of
which two (2) have responded by the closing deadline noted above.
Copies are attached. Quotations shall be irrevocable for 90 days
after the official closing date and time.
The specification for a 4x4 articulating vehicle as provided by the
Operations Centre has been set out in the quotation document to
have a vendor indicate for each line-item, the details of the
articulating vehicle being offered.
Each line item provides a space for the vendor to indicate a "Yes,
No, Specify" to provide the City with information and details to
subjectively review each line item and the sum total of all
specifications. Specifications Item 3.2 states - a mark in the "no"
space shall mean a deviation from the specification and must be
further detailed in the SPECIFY space. Deviations will be
evaluated and acceptance of these deviations is within the
discretion of the user department
Richard Holborn
April 5, 2004
Page 2
Summary
(PST included, GST included)
Amount $ Calculati°n
CheCkS
Champion Road $107,180.00 $107,180.00
Machinery Sales
Joe Johnson Equipment $128,248.00 $128,248.00
Inc.
Please note: Air conditioning tax is not applicable to off road
vehicles and has been deleted from both bids,
The summary and a copy of the quotations received are provided
for your information and review. The quotation document also
provides for a demonstration of units being considered (Refer to
Item 6, Supplementary Standard Conditions) which can be utilized
as required by you during the evaluation process and we
encourage you to do so. Each vendor has provided a list of end-
users of the model they are offering for consideration as well.
The quotation submitted by Champion Road Machinery in the total
amount of $ 107,180.00 is the Iow quotation at this point and is
subject to further evaluation of vehicle options, vehicle
demonstration and the budget allocation for this purchase. All
quotations are subject to the same evaluation.
Please note that in accordance With Purchasing Policy &
Procedures, formal quotations over the amount of $79,000.00 are
subject to Council approval.
Include in your report to Council:
1. if reference information is acceptable
2. the appropriate account number(s) to which this work is
to be charged and the budget amount(s) assigned
thereto
3. Treasurer's confirmation of funding
4. related departmental approvals
5. any reason(s) why the Iow bid of Champion Road
Machinery is not acceptable
Richard Holborn
April 5, 2004
Page 3
Results of a quotation call are not disclosed to enquiring bidders at
this time. They will be advised accordingly of the outcome once the
City has approved acceptance of a quotation. Please direct such
bidder enquiries to Supply & Services.
If you require further information or assistance during the evaluation
phase of this quotation call, feel free to contact me at extension
2131.
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Attachments