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Home My WebLink AboutOES 30-05 REPORT TO EXECUTIVE COMMITTEE Report Number: OES 30-05 Date: August 30, 2005 From: Richard W. Holborn, P. Eng. Division Head Municipal Property & Engineering Subject: Supply and Delivery of 4-Ton Dump Truck - Q-35-2005 - File: A 2130 Recommendation: 1. That Report OES 30-05 regarding the supply and delivery of a 4 Ton Dump Truck be received and that: Quotation No. Q-35-2005 submitted by Scarborough Truck Centre Inc. for the supply and delivery of a 4 Ton Dump Truck with snow plow and wing and electronic salt metering in the amount of $162,468.00 (GST and PST extra) be accepted; 3. That the optional wing suspension bag as quoted upon by Scarborough Truck Centre Inc. in the amount of $459.00 (GST and PST extra) be accepted; 4. The total gross purchase cost $187,366.05 and a net purchase cost of $175,961.16 be approved; 5. That Council authorize the Director, Corporate Services & Treasurer to finance the project through the issuance of debt; A) B) C) Debt financing through the Region of Durham in the amount of $175,000.00 for a period not exceeding 10 years, at a rate to be determined; be approved and the balance of approximately $962 plus financing costs be financed from current funds. Financing and repayment charges in the amount of approximately $22,700 be included in the annual Current Budget for the City of Pickering commencing in 2006 and continuing thereafter until the loan is repaid; 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; Report OES 30-05 Subject: Supply & Delivery of 4-Ton Truck Q-35-2005 Date: August 30, 2005 Page 2 D) The Treasurer be authorized to take any actions necessary in order to effect the foregoing: and 6. Staff at the City of Pickering be given the authority to give effect thereto. Executive Summary: Not Applicable Financial Implications: 1. Approved Source of Funds 2005 Capital Budget Debt (10 years) Account 2320/6157 Project Code 05-2320-001-00 Total Approved Funds Amount SI90,000.00 $190,000.00 Estimated Project Costing Summary Q-35-2005 4 Ton Dump Truck Optional wing suspension bag Sub Total G.S.T. P.S.T. Total Gross Purchase Cost G.S.T. Rebate Total Net Purchase Cost $162,468.00 459.00 $162,927.00 $11,404.89 $13,034.16 $187,366.05 ($11,404.89) $175,961.16 Project Cost under (over) Approved Funds $14,038.84 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 30-05 Subject: Supply & Delivery of 4-Ton Truck Q-35-2005 Date: August30,2005 Page 3 Background: The purchase of a 4-Ton Dump Truck with snow plow and wing was approved by Council in the 2005 Capital Budget. Through market research and analysis of emerging technology in winter control, Fleet Operations compiled specifications for this piece of equipment. Supply & Services invited seven (7) vendors to participate in the bidding process of which two (2) have submitted quotations. Upon careful examination of all quotations received by Supply & Services, the Municipal Property & Engineering Division recommends acceptance of the Iow bid from Scarborough Truck Centre Inc. in the amount of $162,927.00 (GST and PST extra) and that a total net purchase cost of $175,961.16 be approved. The accepted bid includes the optional driver controlled wing suspension bag to enhance driver control and ride quality during winter control operations. This report has been prepared in conjunction with the Manager Supply & Services who concurs with the foregoing. Attachments: 1. Supply & Services Memorandum (dated July 13, 2005) 2. Supply & Services Letter (dated July 26, 2005) CORP0227~07/01 Report OES 30-05 Subject: Supply & Delivery of 4-Ton Truck Q-35-2005 Date: August30,2005 Page 4 Prepared By: Grant Smith Supervisor, Fleet O!yrations Vera Felgemacher . Manager, Supply & Services ~Eve ¢e,t,t Bunts'~ Director, Operations & Emergency Services Gillis A. Paterson Director, Corporate Services & Treasurer Richard W. H(~orn, P. Eng. DfiOision Heacr ~unicipal Property & Engineering GS Attachments Copy: Chief Administrative Officer Recommended for the consideration of These"3. eui¢, Chi~:,Ckdmin~~. CORP0227-07/01 July 13, 2005 CORPORATE SERVICES DEPARTMENT MEMORANDUM JUL ~ 5' 2005 ~UNIGIPAL PROPERTY & To: From: Subject: Richard Holborn, Division Head, Municipal Property & Engineering Bob Kuzma Purchasing Analyst Quotation No. Q-36-2005, Supply & Delivery Four-Ton Dump Truck Closing: July 8, 2005 Quotations have been received for the above project. Seven (7) companies were invited to participate of which two (2) responded. Quotations shall be irrevocable for 60 days after the official closing date and time. 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. Supplementary Quotation Terms & Conditions Item 8 states where a manufacturer deviates from the quotation specifications, they must indicate "NO" and then specify the changes. The acceptance of these deviations relies solely within the discretion of the User Department/Division. The quotation submitted by Scarborough Truck Centre Inc. in the total amount of $186,838.20 is the Iow quotation, subject to further evaluation of the vehicles conformance to specification. Please advise with your recommendation any reason the Iow bid from Scarborough Truck Centre Inc. is not acceptable. SUMMARY After Calculation Vendor Amount G.S.T. P.S.T. Total Check Scarborough Truck Centre Inc. $162,468.00 $11,372.76 $12,997.44 $186,838.20 $186,838.20 Donway Ford Sales Ltd. $168,894.00 $11,822.58 $131511.52 $194,228.10 $194,228.10 Richard Holborn July 15, 2005 Page 2 In accordance with Purchasing Policy Item 04.05 revised, 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 Iow bid of Scarborough Truck Centre Inc. is not acceptable, and 5. related comments specific to the project Bidders will be advised of the outcome. 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 or assistance during the evaluation phase of this quotation call, feel free to contact me at extension 2131. Thankyou, /bk Attachments PICKERING Picketing Civic Complex One The Esplanade . Pickenng, Ontario Canada L1V 6K7 Direct Access 905.420.4660 Toll Free 1.866.683.2760 cityofpickering.com CORPORATE SERVICES DEPARTMENT Department 905.420.4634 North Picketing 905.683.2760 Facsimile 905.420.5313 corpserv@city, pickering, on.ca D. Kovacic, President Scarborough Truck Centre Inc. 1810 Markham Road Toronto, Ontario M1B 2W2 July 26, 2005. Via: Facsimile 416.291.1657 Subject: Q-36-2005 Supply & Delivery of 4-Ton Dump Truck CLOSING: Friday, July'8, 2005, 12:00 Noon Your quotation is irrevocable for sixty (60) days after the official date of closing, the expiry thereof being on or about September 6, 2005. For reasons beyond the City's control, consideration and acceptance of a quotation remains pending. Please confirm your agreement (or not) to extend the irrevocability period of your bid to a date of Friday, September 30, 2005. A response by facsimile (905.420.5313) to the attention of Supply & Services at your earliest convenience is appreciated. check one) [] "1 hereby agree to extend the irrevocability period of Quotation No. Q-36-2005 to September 30, 2005." [] "1 DC) NOT agree to extend the irrevocability period of Quotation No. Q-36-2005 to September 30, 2005." BIDDER'S FULL NAME: DATE: ADDRESS: POSTAL CODE: TELEPHONE NO. FAX NO. E-MAIL ADDRESS SIGNATURE OF AUTHORIZED SIGNING OFFICER PRINT NA ME TITLE /bt copy for: ~ truly Youls 'Vera ~.'Felgemacher, C.P.P., CPPO, CPPB, C.P.M:, CMM Iit Manager, Supply & Services Division Head, Municipal Property & Engineering (Acting) Superintendent, Municipal Operations.