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Home My WebLink AboutOES 27-05PICKERING REPORT TO COUNCIL Report Number: OES 27-05 Date: June 14, 2005 W. Douglas Fire Chief Pickering Fire Services Subject: Supply and Delivery of One (1) Fire Pumper Vehicle Quotation No, Q-24-2005 Recommendation: 1. That Report OES 27-05 regarding the supply and delivery of a Fire Pumper Vehicle be received and that: Quotation No. Q-24-2005 submitted by Smeal Fire Apparatus for the supply and delivery of a Fire Pumper Vehicle in the amount of $539,331.00 (GST extra) be accepted; 3. The total gross purchase cost $577,084.17 and a net purchase cost of $539,331.00 be approved; 4. Council authorize the Director, Corporate Services & Treasurer to finance the project through the issuance of debt; A) Debt financing through the Region of Durham not exceeding the amount of $539,000 for a period not exceeding 10 years, at a rate to be determined, be approved and the balance of $331 and financing costs of approximately $6,700 be funded from the 2005 Current Budget; B) Repayment charges in the amount of approximately $68,958 be included in the annual Current Budget for the City of Pickering commencing in 2006 and continuing thereafter until the loan is repaid; 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 2005 as established by the Province for municipalities in Ontario; 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 thereto. Report OES 27-05 Subject: Supply & Delivery of One (1) Fire Pumper Vehicle Quotation No. Q-24-2005 Date: June 14, 2005 Page 2 Executive Summary: Not Applicable Financial Implications: 1. Approved Source of Funds 2005 Capital Budget Debt (10 years) Account 2240/6157 Project Code 05-2240-001-00 Total Approved Funds Amount $600,000 $600,000 Estimated Project Costing Summary Q-24-2005 Fire Pumper Vehicle Less Trade-in 1990 Superior 65'Telesqurt Equipment Sub Total G.S.T. P.S.T. (not applicable) Total Gross Purchase Cost G.S.T. Rebate Total Net Purchase Cost $430,104.00 ($65,000) $174,227.00 $539,331.00 $37,753.17 0 $577,084.17 ($37,753.17) $539,331.00 Project Cost under (over) Approved Funds $60,669.00 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 2?-05 Subject: Supply & Delivery of One (1) Fire Pumper Vehicle Quotation No. Q-24-2005 Date: June 14, 2005 Page 3 Background: The purchase of a Fire Pumper Vehicle was approved by Council in the 2005 Capital Budget. Through research and analysis of current emergency response apparatus, Fire Services compiled specifications for this piece of equipment. Supply & Services invited four (4) vendors to participate in the bidding process of which three (3) have submitted quotations and one (1) unable (declined) to bid. Upon careful examination of all quotations received by Supply & Services, the Pickering Fire Services Division recommends acceptance of the lowest bid from Smeal Fire Apparatus in the amount of $539,331.00 (GST extra) and that this total net purchase cost of $539,331.00 be approved. This report has been prepared in conjunction with the Manager Supply & Services who concurs with the foregoing. Attachments: 1. Supply & Services Summary Memorandum 2. Line Diagram of Proposed Pumper Prepared By: W. Douglas r Fire Chief ~ Vera A. Felgemacher Manager, Supply & Services Appro,~el' Everet,t~ Direcf-O?, 0 ~ts .~_ ~ations & Emergency Services Gillis A. Paterson Director, Corporate Services & Treasurer GS Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council Thd'~s J~- Ouir~ ChieC,Administrat~~. CORP0227-07/01 June 8, 2005 CORPORATE SERVICES DEPARTMENT SUPPLY & SERVICES MEMORANDUM , TT^CH F..I"ITIt I...L. TO It,EFO T# To: From: Subject: Mark Diotte Deputy Fire Chief Bob Kuzma Purchasing Analyst Quotation for Fire Pumper Vehicle Quotation No. Q-24-2005 Closing: June 6, 2005, 12:00 Noon Quotations were invited from four (4) companies of which three (3) have responded by the closing date and time noted above. An advertisement was placed on the City's website. Bidders were requested within the Supplementary Quotation Terms & Conditions (SQTC) and Specifications to include a variety of documents with their submittal. Based upon the instructions given in the SQTC and Specifications, the submittals have been thoroughly reviewed so as to locate the documentation requested. A summary of specification conformance attached for your information. The quotation documents from Seagrave Fire Apparatus and Darch Fire are deemed to be incomplete and are not being considered. ResQTech Systems is unable (declined) to submit a quotation. Quotations shall be irrevocable for 60 days after the official closing date and time. Summary Account Number 2240- 6157 Project Code 05-2240-001-00 Approved Capital Budget $600,000.00 Financin¢ Debt (1) year) Part A - Base Less Trade Part B Company Custom In Sub Total G.S.T. Total Optional Chassis Equipment $174,227.00 Smeal after Fire $430,104.00 ($65,000.00) 365,104.00 25,557.28 390,661.28 calculation Apparatus check $175,742 Quotation No. Q-24-2005 Mark Diotte TO REPORT#O~s~'/'°tJ~ne 8, 2005 Page 2 Copies of the quotations are attached for your review along with the summary of costs. 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 4 states: Where a minimum is called for, the item shall meet or exceed the capacity, size or performance specified. 1. A mark in the "yes" space shall mean compliance with the specification and can be further detailed in the SPECIFY space. 2. 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. The quotation submitted by Smeal Fire Apparatus in the total amount of $390,661.28 is the only acceptable quotation, subject to further evaluation of the terms, conditions and specifications of fire pumper vehicle quoted upon and Fire Services requirements. In accordance with Purchasing Policy Item 04.05 (revised 2004), an award exceeding $81,000 is subject to Council approval. Include in your report to Council: 1. if reference information is acceptable the appropriate account number(s) to which this work is to be charged and the budget amount(s) assigned thereto; 2. Treasurer's confirmation of funding; 3. related departmental approvals; 4. any reason(s) why the bid of Smeal Fire Apparatus is not acceptable; 5. summary memorandum from Supply & Services; and 6. related comments specific to the acquisition. Bidders will be advised of the outcome in due course. Please do not disclose pricing to enquiring bidders. Subject to Council approval, an approved "on-line" requisition will also be required to proceed. If you require further information, please feel free to contact me. I have enclosed the original quotation documents, please return them to me upon completion of your review. ~ob I¢'u~'ma ~' /bk Attachments Copy for: Director, Operations & Emergency Services Fire Chief ~TTACHMEN¥ :i~ i , FO REPORT#OE~"~7~&' ATTACHHENT# / TO ~PORT#.OE$~7-oJ