HomeMy WebLinkAboutOES 23-07
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REPORT TO
COUNCIL
Resolution No. 113/07
Dated May 22,2007
Report Number: OES 23-07
Date: May 14,2007
From:
Everett Buntsma
Director, Operations & Emergency Services
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Subject:
Supply and Delivery of
Two (2) Four Wheel Drive Utility Tractors
- File: A-2130
Recommendation:
1. That Report OES 23-07 of the Director, Operations & Emergency Services
regarding the supply and delivery of two (2) four wheel drive utility tractors, be
received; and
2. That Quotation No. Q-21-2007, as submitted by Hutchinson Farm Supply for the
supply and delivery of two (2) four wheel drive utility tractors with ancillary
equipment without the snow blower option in the amount of $91,348.20 (PST
and GST included), be accepted; and
3. That the total gross purchase cost of $91,348.20 and net purchase cost of
$86,540.40 as outlined in Report OES 23-07 of the Director, Operations &
Emergency Services, be approved; and
4. That the Council of the City of Pickering authorize the Director, Corporate
Services & Treasurer to finance the project through a five-year internal loan in
the amount of $86,000 and the balance of $540 (plus licencing cost) be funded
from the 2007 Current Budget; and
5. Further, that the appropriate officials of the City of Pickering be authorized to
give effect thereto.
Executive Summary: In the 2007 Parks Capital Budget, the Council of the City of
Pickering approved the replacement of a 1995 Trackless sidewalk plough with two utility
tractors. This initiative has proven to be effective in increasing efficiency and the
delivery of service to the citizens of Pickering. Based upon this success achieved in
2006, it is the recommendation of the Municipal Property & Engineering Division that a
second Trackless machine be replaced by two utility tractors.
Report OES 23-07
May 14, 2007
Subject: Supply and Delivery of
Two (2) Four Wheel Drive Utility Tractors
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Page 2
Financial Implications:
1. Quotation Amount
Total Purchase (Two Units)
$45,354.00
(5,289.00)
40,065.00
2,403.90
3,205.20
45,674.10
(2.403.90)
$43,270.20
$86.540 .40
Q-21-2007
Less Optional Snow Blower
Subtotal
GST
PST
Subtotal
GST Rebate
Total (each)
2. Approved Source of Funds
2007 Parks Capital Budqet
Item
Account Code
Source of Funds Available
Required
Trackless 5780.0712.6178 Internal Loan
Sidewalk Plow 5-year
$100,000.00 $86,540.40
Sustainability Implications: The engine powering this equipment meets the
Environmental Protection Agency's Tier II Emission Standards for 2007. This will
significantly reduce the amount of harmful emissions created by the operation of the
tractors. This purchase conforms with the environmental and economic lens of
sustainability.
Background: The replacement of City Unit #738, a 1995 Trackless sidewalk
plough was identified and approved by Council in the 2007 Capital Budget. In 2006,
Council approved the replacement of a similar machine with two utility style tractors,
which has proven to be a cost effective method of increasing the efficient delivery of
service to the citizens of Pickering.
Subject: Supply and Delivery of
Two (2) Four Wheel Drive Utility Tractors
May 14,2007
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Report DES 23-07
Page 3
Supply & Services invited three (3) vendors to participate in the bidding process of
which three have responded. Upon careful examination of all quotations received by
Supply & Services, the Municipal Property & Engineering Division recommends the
acceptance of the low bid from Hutchinson Farm Supply in the amount of $45,354.00
(PST & GST extra) less the optional snow blower attachment at $5,289.00 (PST & GST
extra) for a net purchase cost of $40,065.00 (PST & GST Extra) for each machine.
This will result in a total net purchase cost of $86,540.40 for the two machines. A
review of all quotations without the optional snow blower attachment resulted in
Hutchinson Farm Supply remaining as the low bidder.
This report has been prepared in conjunction with the Manager, Supply & Services who
concurs with the foregoing.
Attachments:
1. Memo from Supply & Services
Prepared By:
Ever
Director
Operations & Emergency Services
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. Grant mith
Supervisor
Fleet Operations
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Gillis A. Paterson
Director
Corporate Services & Treasurer
Vera Felg macher
Manager, Supply & Services
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Report DES 23-07
May 14, 2007
Subject: Supply and Delivery of
Two (2) Four Wheel Drive Utility Tractors
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Attachments
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering City CouI1CU-",.
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Thomas J. Quinn, RDMR., CMM III
Chief Administrative Officer
CUKPORATE SERVICES DEPARTMENT
MEMORANDUM
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April 13, 2007
To:
Richard Holborn
Division Head, Municipal Property & Engineering
From:
Bob Kuzma
Senior Purchasing Analyst
Subject:
Quotation No. Q-21-2007, Supply & Delivery of Two (2) Four Wheel Drive Tractors
Closing: Thursday, April 12, 2007
Quotations have been received for the above project. Three (3) companies were invited to
participate of which three (3) 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. Specifications Item 3 states where a bidder 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 City.
The quotation submitted by Hutchinson Farm Supply including all optional equipment in the total
amount of $51,703.56 per unit is the low quotation, subject to further evaluation of the
equipment's conformance to specification and required equipment options.
Please note that deletion of any of the optional equipment as quoted will alter the total price per
unit and may result in a change in respect to the low bidder.
nc u es a opllona eqUlpmen
Vendor Amount G.S.T. P.S.T. Total Price
per Unit
Hutchinson Farm Supply $45,354.00 $2,721.24 $3,628.32 $51,703.56
Utica Farm Equipment $45,600.00 $2,736.00 $3,648.00 $51,984.00
Vallance Equipment $46,200.00 $2,772.00 $3,696.00 $52,668.00
Summary
Q.21-2007
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MEN);:; / rr' DcpORT#oeS .2.~..AQriI13, 2007
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Q-21-2007, Supply & Delivery lJl
Two (2) Four Wheel Drive Tractor
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In accordance with Purchasing Policy Item 04.05 revised, this award is subject to Council
approval.
Include in your report to Council:
1. 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 low bid of Hutchinson Farm Equipment 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, contact me at extension 2131.
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Attachments
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