HomeMy WebLinkAboutOES 17-08
REPORT TO
COUNCIL
Report Number: OES 17-08
Date: July 14, 2008 2; :2 6
From:
Everett Buntsma
Director, Operations & Emergency Services
Subject:
Supply & Delivery of Three (3) One Ton Dump Trucks
Confirmation of Actions under Council Resolution # 108/08
File: A-1440
Recommendation:
1. That Report OES 17-08 of the Director, Operations & Emergency Services
regarding the supply and delivery of three (3) one ton dump trucks be received;
and
2. That Quotation No. Q-27-2008, as submitted by Formula Ford Sales for the
supply and delivery of three (3) one ton dump trucks in the amount of
$146,139.51 (PST and GST included) be accepted; and
3. The total gross purchase cost of $146,139.51 and net purchase cost of
$139,673.16 as outlined in Report OES 17-08 of the Director, Operations &
Emergency Services, be approved; and
4. That Council of the City of Pickering authorize the Director, Corporate Services &
Treasurer to finance the project through revenue paid from property taxes as
identified in the 2008 Capital budget; and
5. Further, that the appropriate officials of the City of Pickering be authorized to take
the necessary action to give effect thereto;
Executive Summary: At its meeting of May 20, 2008, Council considered
correspondence from the Chief Administrative Officer requesting approval to purchase
three (3) trucks. The urgency in this matter was that the manufacturer, Ford Motor
Company, had very recently advised that the deadline for ordering 2008 production
models was the next day. In order to obtain the models this spring and ensure
considerable budget savings the CAO requested permission to proceed. Council
passed Resolution #108/08 approving placing the order with a formal Report to Council
to confirm all aspects being presented at its next meeting.
Report OES 17-08
July 14,2008
Subject: Supply & Delivery of
Three (3) One Ton Dump Trucks
~5 :) ';Confirmation of Actions under Council Resolution # 108/08
Page 2
In the 2008 Parks Capital Budget, the Council of the City of Pickering approved the
replacement of two (2) pick-up trucks and one (1) one-ton dump truck with three (3)
one-ton dump trucks. This initiative will be effective in increasing efficient delivery of
services to the citizens of Pickering. Due to time constraints between the closing of the
quotation and the cut-off to order 2008 model year vehicles, a preliminary approval from
Council was requested and granted on May 20, 2008 and Report OES 17-08 provides
the details of the purchase and formal approval to proceed.
Financial Implications:
1. Quotation Amount
Q-27 -2008
GST
RST
Subtotal
GST Rebate
Total (each) .
$43,109.00
2,155.45
3,448.72
48,713.17
(2,155.45)
46,557.72
$139.673.16
Total Purchase (Three Units)
2. Approved Source of Funds
Parks Capital BudQet
Item Project Code Source of Available Required
Funds
One Ton 5780.0819.6157 Property Taxes $55,000.00 $46,557.72
Dump Truck
One Ton 5780.0820.6157 Property Taxes $55,000.00 $46,557.72
Dump Truck
One Ton 5780.0821.6157 Property Taxes $55,000.00 $46,557.72
Dum Truck
3, Project Cost under (over) Approved Funds
$25,~26.84
CORP0227-07/01 revised
. Report OES 17-08
July 14, 2008
, .
Subject: Supply & Delivery of
Three (3) One Ton Dump Trucks
Confirmation of Actions under Council Resolution # 108/08
Page 3
:~~ ~~~ ~1
Sustainability Implications: The engine powering this truck meets the
Environmental Protection Agency's Tier II emission standard. This will significantly
reduce the amount of harmful emissions created by the operation of the vehicle as well
as provide increased fuel economy. This purchase conforms to the economic and
environmental lens of sustainability.
Background: The replacement of City Unit #725, a 1999 Chevrolet pick-up truck,
City Unit #709, a 1997 Chevrolet pick-up truck, and City Unit #723, a 1999 Chevrolet
.one-ton dump truck was identified and approved by Council in the 2008 Capital Budget.
The two existing pick-up trucks are being replaced with two one ton dump trucks which
have proven to be better suited for the work required. Supply & Services invited five (5)
vendors to participate in the bidding process of which two (2) have responded on the
closing date of April 30, 2008. Upon careful examination of all quotations received by
Supply & Services, the Municipal Property & Engineering Division recommends the
acceptance of the low bid from Formula Ford Sales in the amount of $43,109.00 (PST
& GST extra) for each vehicle. This will result in a total net purchase cost of
$139,673.16 for the three (3) trucks.
During the review and examination of the low bid from Formula Ford Sales, staff were
advised that the cut-off date to place an order for 2008 model year vehicles was May
21 J 2008. In order to take advantage of the prices quoted ($8,442,28 under budget for
each vehicle), staff requested Council's approval to place the order through a
memorandum dated May 20, 2008 and received preliminary approval on May 20, 2008
on the condition that a formal Report to Council be prepared for the June 9, 2008
Executive Committee meeting.
This report has been prepared in conjunction with the Manager, Supply & Services who
concurs with the foregoing.
Attachments:
Memo from Supply & Services
Prepared By:
Approved/Endors.~d By:
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Eve.re!}-Buntsma
Dire'cfor, Operations & Emergency
Services
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" Grarrt Smith
Supervisor, Fleet Operations
CORP0227-07/01 revised
RApod QES 17-08
July 14, 2008
Subject: Supply & Delivery of
Three (3) One Ton Dump Trucks
~j :) e1:onfirmation of Actions under Council Resolution # 10B/08
Page 4
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Vera Felgemacher
c.P.P., CPPo, CPPS, C.P.M., CMM III
Manager, Supply & Services
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Gillis Paterson
Director
Corporate Services & Treasurer
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Attachments:
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering City Council
...
~7'~~'~_~~~:-~=~~-:f'
Thomas J. Quinn," D R, C
Chief Administrative Officer
CORP0227-07/01 revised
Ciilf c~
ATTACrWlENT#..L_.." TO REPORT# oE:d I 7 -() g
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330
MEMO
To:
Richard Holborn
Division Head, Municipal Property & Engineering
May 1, 2008
RECEiVED
MAY 'J.
'1'ir10
I~l)< D
From:
Bob Kuzma
Senior Purchasing Analyst
CiTY OF PICKERING
MUNIC/PAlPROPERTV & tNGlr~EERING
Copy:
Subject:
Quotation No. Q-27-2008,
Supply & Delivery of One-ton
Truck with Dump Body
Closing: Wednesday, April
30, 2008
Quotations have been received for the above project. Five (5) companies were invited to
participate of which two (2) companies have responded by the official closing date and time.
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 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 City.
The quotation submitted by Formula Ford Sales in the total amount per unit of $48,713.17, is the
low quotation and is subject to further evaluation of the equipment's conformance to specification.
Vendor Price G.S.T. R.S.T. Total Price
per Unit
Formula Ford Sales . $43,109.00 $2,155:45 $3,448.72 $48,713.17
Donway Ford Sa,les - Quote #1- $44,343.00 $2,217.15 $3,547.44 $50,107.59
Del Body
Donway Ford Sales - Quote #2 - $45,507.00 $2,275.35 $3,640.56 $51,422.91
Pelmac Body
Summary
Q-27 -2008
"
~\lIE!\r'.'#_,..l__ REPOR.T#. dES. /1-08
~,_ or __,.0__
Please review information provided and advise:
3,31
(a) any reason(s) why the bid of Formula Ford Sales is not acceptable; and
(b) related comments specific to this quotation.
Bidders will be advised of the outcome. Please do not disclose pricing to enquiring bidders.
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.
Ay 1, 2008
. Q-27-2008 - Three (3) One-ton Dump Trucks
Page 2