HomeMy WebLinkAboutOES 27-10
City Report To
Council
ICKERING Report Number: OES 27-10
Date: September 13, 2010
206
From: Everett Buntsma
Director, Operations & Emergency Services
Subject: Tender for Supply & Delivery of One 60,000 LB.GVW Diesel Snow
Plow/Dump/Sander Truck
- Tender No. T-19-2010
- File:. A-1440
Recommendation:
1. That Report OES 27-10 of the Director, Operations & Emergency Services
regarding the acquisition and delivery of a 60,000 LB. GVW Diesel Snow
Plow/Dump/Sander Truck attachments be received;
2. That Tender No.T-19-2010, as submitted by Scarborough Truck Centre Inc. for
the acquisition and delivery of a 60,000 LB. GVW Diesel Snow
Plow/Dump/Sander Truck in the amount of $204,965.00 (HST extra) be
accepted;
3. That the total gross purchase cost of $231,610.45 and a net purchase cost of
$208,572.38 be approved;
4. That Council authorize the Director, Corporate Services & Treasurer to finance
the project as follows;
(a) the sum of $205,000.00 be financed by the issue of debentures through the
Regional Municipality of Durham for a period not exceeding five (5) years, at
a rate to be determined;
(b) that the balance sum of $3,572.38 plus financing costs be funded from 2010
Current Funds;
(c) that the financing and repayment charges in the amount of approximately
$47,000 be included in the annual Current Budget for the City of Pickering
commencing in 2011 and continuing thereafter until the loan is repaid;
Report OES 27-10 September 13, 2010
Subject: Supply & Delivery of 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck
207 Tender No. T-19-2010 Page 2
(d) that the Director, Corporate Services and Treasurer has updated the City's
2010 Annual Repayment Limit and certified that this loan and the repayment
thereof falls within the City's Annual Repayment Limit for debenture and
financial obligations and would not cause the City to exceed the updated
Limit, and therefore, the Ontario Municipal Board approval is not required
prior to City Council's authorization;
(e) that the Treasurer be authorized to undertake the financing of this project or
portions thereof that cannot be accommodated through the foregoing through
internal loans, the Ontario Strategic Infrastructure Financing Authority
OSIFA - Loan Program or a financial institution offering long term fnancin
( ) 9 9 9
under similar terms and conditions;
(f) that the Treasurer be authorized to make any changes, adjustments, and
revisions to amounts, terms, conditions or take any actions necessary in order
to effect the foregoing; and
5. That the draft by-law attached to this report be enacted;
6. That the appropriate City of Pickering Officials be authorized to take,necessary
action to give effect thereto;
Executive Summary: The City of Pickering currently utilizes a fleet comprised of
nine (9) 4-ton dump trucks and three (3) 5-ton dump trucks to perform a wide range of
road maintenance activities including winter control. A replacement for the oldest 5-ton
truck was approved in the 2010 Capital Budget.
Financial Implications:
1. Approved Source of Funds
2010 Roads Capital Budget
Item Account Code Source of Budge t Required
Funds
5 Ton Dump 5320.1006.6158 Debt - 5 years $225,000 $205,000
Truck with
Wing and Plow
Property Taxes 225,000 3,572
Total Approved Funds $225,000 $208,752
CORP0227-07/01 revised
Report OES 27-10 September 13, 2010
Subject: Supply & Delivery of 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck
Tender No. T-19-2010 Page 208
2. Estimated Project Costing Summa
Tender No. T49-2010 60,000 LB. GVW $204,965.00
Diesel Snow Plow/Dump/Sander Truck
HST $26.645.45
Total Gross Purchase Cost $231,610.45
HST Rebate ($23,038.07)
Total Net Purchase Cost $208,572.38
3. Project Cost under (over) approved funds by $16,427.62
The Director, Corporate Services & Treasurer has reviewed the budgetary implications
and the financing of the expenditure contained in this report and concurs.
Sustainability Implications: The engine powering this equipment meets the
Environmental Protection Agency's Tier IIII 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 environmental and
economic lens of sustainability.
Background: The purchase of a 5 Ton Dump Truck with Wing and Plow was
identified and approved by Council in the 2010 Roads Capital Budget. Supply &
Services posted the tender on the City's website. Four bidders responded and have
submitted a tender for this project.
Upon careful examination of all tenders received by Supply & Services, the Operations
& Facilities Division recommends the acceptance of the low bid submitted by
Scarborough Truck Inc. in the amount of $204,965.00 (HST extra) and that the total net
purchase cost of $208,572.38 be approved. This report has been prepared in
conjunction with the Manager, Supply & Services who concurs with the foregoing.
Attachments:
1. Memo from Supply & Services
2. Record of Tenders Opened and.Checked
3. Being a by-law to authorize the acquisition
g and delivery of a
60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck in
the City of Pickering and the issuance of debentures
therefore in the amount of $205,000.
CORP0227-07/01 revised
Report OES 27-10 September 13, 2010
i
Subject: Supply & Delivery of 60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck
209 Tender No., T-19-2010 Page 4
Prepared By: Approved/Endorsed By:
ra Smith Everett untsma
Supervisor, Fleet Operations Director,
Operations & Emergency Services
Vera Felgemacher Gillis Paterson
C.P.P., CPPO, CPPB, C.P.M., CMM III Director,
Manager, Supply & Services Corporate Services & Treasurer
,GS:cr
Attachments
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering Ci Counc'I
T. Prevedel P.Eng 6, 2WO
Chief Administrative Officer
CORP0227-07/01 revised
ATTACHMENT# TOREPORT# o sal /o
/ of
210
ICI
"10
1C.- Ri MERXI
August 24, 2010
To: Everett Buntsma
Director, Operations & Emergency Services
From: Bob Kuzma
Senior Purchasing Analyst
Copy: Manager, Supply & Services
Subject: Tender No.^T-19-2010 - Tender for Supply & Delivery of One (1) 60,000 LB. GVW
Diesel Snow Plow/Dump/Sander Truck
Closing: Wednesday, August 18, 2010
Tenders have been received for the above project. An advertisement was placed on the City's
Website. Three (3) bidders responded and submitted a tender for this project. One of the
bidders, Peterbilt of Ontario.Group, submitted two separate sealed bids for this tender.
A copy of the Record of Tenders. Opened and Checked used at the public tender opening is
attached. Tenders shall be irrevocable for 60 days after the official closing date and time.
Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit
prices and extensions; unit prices shall govern and extensions will be corrected accordingly,
which has been done.
Copies of the tenders are attached for your review along with the summary of costs. Each line
item provides a space for the bidder 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 # 6 states:
Where a minimum is called for, the item shall meet or exceed the capacity, size or
performance specified. See Specifications Item # 6
a) A mark in the "yes space shall mean compliance with the specification and can be
further detailed in the SPECIFY space.
b) 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 City of Pickering. Where brand
names and models are specified as "no substitution" alternatives will be not
considered.
ATTACHMENT# PORT
= i
211 'ZY~
HST included
Total eb~rrcc~ After GaIcsaf~fic~rt
Bidder.
Amount CF~ea € $
$231,610.45 $231,610.45
Scarborough Truck Centre
Peterbilt of Ontario Group $251,061.14 $251,061.14
Automatic rejection -Failure to return documents as
specified. Reference: Purchasing By-law No. 5900-01,
Peterbilt of Ontario Group Procedure No. PUR 010-001, 10.04, items 7- (15);
Information to Bidders Items 7(b),14,15, 22, 23 and 24
Automatic rejection -Original ink signature missing from
signature page - failure to return documents as specified.
Durham Truck & Equipment Reference: Purchasing By-law No. 5900-01, Procedure
No. PUR 010-001, 10.04, Items 7-(4), Item 7-(15);
Information to Bidders Items 7(b),14,15, 22, 23 and 24
Include the following items in your Report to Council:
(a) without past work experience, if reference information is acceptable;
(b) the appropriate account number(s) to which this work is to be charged;
(c) the budget amount(s) assigned thereto; .
(d) Treasurer's confirmation of funding;
(e) related departmental approvals;
(f) any reason(s) why the low bid of Scarborough Truck Centre is not acceptable; and
(g) related comments specific to the project.
Please do not disclose any information to enquiries except to direct.them to the City's web~site for
the unofficial bid results as read out at the Public tender opening. Bidders will be advised of the
outcome in due course.
If you require further information, please feel free to contact me or a member of Supply &
Services.
/bk
Attachments ~t
'c
t
August 24, 2010 Page 2
Tender No. T-19-2010 - Tender for Supply &
Delivery of One (1) 60,000 LB. GVW Diesel
Snow Plow/Dump/Sander Truck
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ATTACHMENT# 3 rOREPORT#a
t of The Corporation of the City of Pickering
21 3
By-law No.
Being a by-law to authorize the acquisition
and delivery of a 60,000 LB. GVW Diesel
Snow Plow/Dump/Sander Truck in the City of
Pickering and the issuance of debentures
therefor in the amount of $205,000.
Whereas Section 11 of the Municipal Act, 2001, as amended, provides that a lower-tier
municipality may pass by-laws respecting matters within the spheres of jurisdiction
described in that Section; and,
Whereas Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a
municipality may incur a debt for municipal purposes, whether by borrowing money or in
any other way; and,
Whereas Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a
lower-tier municipality in a regional municipality does not have the power to issue
,debentures; and,
Whereas The Regional Municipality of Durham has the sole authority to issue
debentures for the purposes of its lower-tier municipalities including The Corporation of
the City of Pickering (the "City"); and,
Whereas the Council of the City wishes to proceed with the acquisition and delivery of a
60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck; and,
Whereas before the Council of the City authorized the acquisition and delivery of a
60,000 LB. GVW Diesel Snow Plow/Dump/Sander Truck, the Council of the City had the
Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the
estimated annual amount payable in respect of such project and determined that such
annual amount would not cause the City to exceed the updated limit and, therefore,
Ontario Municipal Board approval was not required prior to City Council's authorization
as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made
thereunder;
And whereas after determining that Ontario Municipal Board approval is not required,
the Council of the City approved Report OES 27-10 on the date hereof and awarded
Tender T-19-2010 for the acquisition and delivery of a 60,000 LB. GVW Diesel Snow
Plow/Dump/Sander Truck.
ATTACHMENT#--3 TO REPORT#6LS~I
By-law No. of Page 2
214
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as
follows:
1. That the City proceed with the acquisition and delivery of a "60,000 LB. GVW Diesel
Snow Plow/Dump/Sander Truck";
2. That the estimated costs of the acquisition and delivery of a 60,000 LB. GVW Diesel
Snow Plow/Dump/Sander Truck in the amount of $208,572.38 be financed as
follows:
a) That the sum of $205,000 be financed by the issue of debentures by The
Regional Municipality of Durham over a period not to exceed five (5) years;
b) That the sum of $3,572.38 be funded from Current Funds;
3. That the funds to repay the principal and interest of the debentures be provided for
in the annual Current Budget for the City commencing in 2011 and continuing
thereafter until the loan is repaid.*
By-law read a first, second and third time and finally passed this 13 day of September,
2010.
David Ryan, Mayor
Debbie Shields, City Clerk
i