HomeMy WebLinkAboutOES 05-11
'6 9 Report To
Ca, 4 Executive Committee
PICKERIN Report Number: OES 05-11
Date: January 10, 2011
From: Everett Buntsma
Director, Operations & Emergency Services
Subject: - Tender No. T-24-2010
Supply & Delivery of Various Fire Equipment
- File: A-1440
Recommendation:
1. That Report OES 05-11 of the Director, Operations & Emergency Services regarding
Supply & Delivery of Various Fire Equipment and additional Associated Fire Rescue
Tools & Equipment be received;
2. That Tender No. T-24-2010 submitted by the bidders identified in Attachment #3, for
the supply and delivery of various fire equipment at a total cost of $176,489 (HST
included) and a net cost of $158,934 be accepted
3. That the total gross project cost of $384,409 (HST included) including the tender
amount (T-24-2010), additional Associated Fire Rescue Tools & Equipment and a
contingency amount for a total net project cost of $346,172 be approved;
4. That the Council authorize the Director, Corporate Services & Treasurer to finance
the project as follows:
a) that the estimated cost of $345,000 to be financed by an internal loan over a
period not to exceed ten (10) years, at a rate to be determined;
b) that the sum of $1,172 to be funded from the 2011 Current Budget;
c) that depending on the outcome of other remaining quotation calls for the
additional fire rescue tools and equipment, the final borrowing cost will be
subject to revision;
5. That the annual repayment charges for both the internal loan in the amount of
approximately $44,600 be included in the annual Current Budget for the City of
Pickering commencing in 2011, continuing thereafter until the loan is repaid, and any
financing cost to be paid out of the Current Budget.
6. 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 2010 as approved
Report OES 05-11 January 10, 2011
Subject: Tender No. T-24-2010 270
Supply & Delivery of Various Fire Equipment Page 2
by the Province for municipalities in Ontario and therefore, the Ontario Municipal
Board approval is not required;
7. The appropriate officials of the City of Pickering be given authority to give effect
thereto.
Executive Summary:
Report to Council OES 06-10 for the purchase of the two (2) pumper rescue fire vehicles
and associated fire rescue tools and equipment was approved by Council Resolution
#59/10. The City's purchasing policy requires Council's approval on any expenditure
exceeding $81,000.
Tender T-24-2010 for the supply and delivery of various fire equipment was issued on
November 11, 2010 and closed on Wednesday, December 1, 2010. Ten companies
submitted a bid. This tender required bidders to submit pricing on various equipment
which had been categorized into thirteen separate sections. The total of the lowest bids
submitted is in the amount of $176,489 (HST included). The total net cost is $158,934
(net of HST rebate). There were no acceptable bids received for two of the sections, which
included Hurst Rescue Tools. The Hurst Rescue Tools will be sole sourced at an
approximate value of $72,000, as there is only one authorized supplier in Ontario. Other
associated equipment including mobile radios, power equipment, rescue saws and small
tools will be sourced through separate quotes from various suppliers. The individual
purchases will be in conformance with purchasing policy and the approved budget, but will
not require Council approval.
Attachment #3 provides a summaryof the low bids for each Section of the tendering
document.
Financial` Implications:
The total funds for the associated costs (various fire rescue tools and equipment) related
to the two Pumper Rescue Vehicles was identified under Council Report OES 06-10 in the
amount of $457,920. The total combined costs for all equipment purchased to date is
within the approved funding. However, the financing component was not undertaken as
we were uncertain of the cost related to the associated tools and fire rescue equipment.
In addition to the funds identified under the current tender (T-24-2010), additional funds
are still required for expenditures including the remaining fire rescue tools and equipment
and a contingency amount for change orders initiated during the construction of the
vehicles. Due to the uncertainty of the total cost required and the value of the forthcoming
quotation calls, it is best we undertake internal borrowing based on T-24-2010 and
estimated costs of the remaining fire rescue tools and equipment and a contingency
Report OES 05-11 January 10, 2011
271
Subject: Tender No. T-24-2010
Supply & Delivery of Various Fire Equipment Page 3
allowance for other associated costs. The official internal loan to undertake will be subject
to revision based on final costs. All amounts in this report have been rounded to the
nearest dollar.
1.
TENDER AMOUNT
Tender - T-24-2010
Supply & Delivery of Various Fire Equipment $156,185
HST (13%) 20,304
Total Gross Tender Cost $176,489
HST Rebate (11.24%) (17,555)
Total Net Tender Cost $158,934
2.
SOURCE OF FUNDS
Capital Budget - Fire Services
Item Project Code Budget Funds & Debt Balance of
Approved Undertaken for Funds
Vehicles Available
009 Budget
Pumper 5340.0913.6158 $850,000 $551,437 $298,563
Vehicle &
Associated
Tools &
Equipment
010 Budget
Pumper 5340.1001.6158 $750,000 541,974 $208;026
Vehicle &
Associated
Tools &
Equipment
Total $1,600,000 $1,093,411 $506,589
Report OES 05-11 January 10, 2011
Subject: Tender No. T-24-2010 272
Supply & Delivery of Various Fire Equipment Page 4
3.
ESTIMATED PROJECT COST SUMMARY
Various Fire Equipment
T-24-2010 $156,185
Additional Associated Fire Rescue
Tools & Equipment including.-
- radio equipment
- rescue saws/small tools
- thermal imaging cameras
(estimated value) $154,000
Contingency Amount $30,000
Total $340,185
HST (13%) 44,224
Gross Project Cost $384,409
HST Rebate (11.24%) (38,236)
Net Project Cost $346,173
Project over (under) Approved Funds ($160,416)
The Director, Corporate Services & Treasurer has provided the budgetary implications and
the financing of the expenditure contained in this report and concurs.
Sustainability Implications:
This equipment incorporates the latest technology pertaining to recycled and reusable
materials, rechargeable batteries and non-corrosive lubricating oils. This equipment may
be used in multiple operations and has an expected long service life.
Background:
The purchase of the fire rescue tools and equipment for these two pumper rescue fire
trucks was approved by Council Resolution #59/10. Tender T-24-2010 was prepared to
provide a competitive bid for the provision of Various Fire Equipment to equip the two (2)
Fire Rescue Pumper Vehicles.
Report OES 05-11 January 10, 2011
273
Subject: Tender No. T-24-2010
Supply & Delivery of Various Fire Equipment Page 5
Tender No. T-24-2010 represents a major component of the required equipment, but is
only a partial total of the tools and equipment required for these two (2) pumper rescue fire
trucks.
Upon careful examination it is the recommendation of Pickering Fire Services that the low
bid identified in the summary from Supply & Services, Attachment 3, be accepted with a
purchase cost of $156,185. Additional equipment and tools in the amount of $154,000
and a contingency of $30,000 (plus net HST cost to the City), resulting in a net total cost of
$346,173 to the City also be approved.
Attachments:
1. Supply & Services Memorandum dated December 6, 2010
2. Record of Tenders Opened and Checked
3. Summary of Low Bids, Tender No. T-24-2010
Prepared By: Approved / Endorsed By:
John H gg 'Ever t Bunts
De" Fire Chief Dir, tor, Operations & Emergency Services
Caryn Kong, CGA Bill Douglas
Senior Financial Analyst-Capital Fire Chief
& Debt M gement
B 6-K ma, CMP, C.P.M., A.M.C.T. Gillis A. Paterson
Senior Purc asing Analyst Director, Corporate Services & Treasurer
Recommended for the consideration
of Pickering C Coun it
1 22~ 2o10
Tony Prevedel, P.Eng.
Chief Administrative Officer
cay o¢~ ATTACHMENT#~TO REPORT# WL vS-1 i
274
11 11521111
PICKERING MEMO
To: Bill Douglas December 6, 2010
Fire Chief
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Director, Operations & Emergency Services
Subject: Tender for Supply and Delivery of Various Fire Equipment
Tender No. T-24-2010
Closing: Wednesday, December 1, 2010, 2:00 PM (local time)
File: F-5400-001
Tenders have been received for the above project. Ten (10) companies, were invited to participate.
An advertisement was placed on the City's Website. Ten (10) bidders responded and submitted a
tender for this project. One (1) addendum was issued on this project.
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.
The following clauses in the tendering instructions were utilized in reviewing the bids.
Reference: Information to Bidders Item No. 5:
The bidder may bid on any or all sections - Section 1 to Section 13, as stated on Specification pages
14 to 19 - but the Section(s) must be bid completely - or the bid will be rejected.
Reference: Information to Bidders Item No. 22:
Only products approved as an equivalent brand or model by the City issued in an addendum will be
considered.
Copies of the tenders are attached for your review along with the summary of costs.
i
2 7 5 SUMMARY
HST Extra
PPE Dependable
BIDDER A.J. Stone Solutions Darch Fire Truck & Resqtech Acklands
Ltd. Inc. Inc. Tank Systems Inc. Grainger Inc.
Section
1 2,229.20 No Bid 2,567.00 1,744.00 2,168.80 No Bid
2 No Bid No Bid No Bid No Bid No Bid 65,210.04
3 Rejected Rejected 42,606.00 Rejected No Bid 48,329.52
4 Rejected Rejected 6,582.00 4,312.00 No Bid No Bid
5 Rejected No Bid 21,790.00 Rejected No Bid No Bid
6 No Bid No Bid No Bid No Bid No Bid No Bid
7 Rejected No Bid No Bid Rejected No Bid No Bid
8 2,098.00 2,160.00 No Bid No Bid No Bid No Bid
9 Rejected No Bid. 2,570.00 Rejected No Bid No Bid
10 6,780.00 No Bid No Bid 6,308.00 No Bid 6,371.56
11 Rejected No Bid 2,961.00 Rejected No Bid No Bid
12 Rejected No Bid 3,760.00 3,648.00 No Bid No Bid
13 4,468.00 No Bid 4,100.00 Rejected No Bid No Bid
Canadian Trevor Code 4 Fire
BIDDER M&L Supply Safety Owen & Rescue
Equipment
Section
1 No Bid No Bid No Bid Bid
2 Rejected No Bid No Bid Rejected
3 No Bid Rejected No Bid
4 3,150.90 Rejected No Bid
5 Rejected Rejected No Bid
6 No Bid . No Bid No Bid
7 No Bid No Bid No Bid
8 No Bid 2,640.00 2,230.00
9 No Bid Rejected . No Bid
10 No Bid No Bid No Bid
11 No Bid Rejected No Bid
12 No Bid 3,761.10 No Bid
13 No Bid Rejected No Bid
BIDDER Reference
Code 4 Fire & Rescue Automatic rejection - Addenda not acknowledged. Reference:
Purchasing By-law No. 5900-01, Procedure No. PUR 010-001,
10.04, Items 7-(12), Information to Bidders - Item 3(b), 15, 161
17, 24, 25, Addendum #1, Advertisement and Website.
December 6, 2010
Tender No. T-24-2010 Page 2
Tender for Supply and Delivery of Various Fire
Fni iinmPnt
Low Bid Summary: 2 7 6
Section #1 -,Dependable Truck & Tank Section # 8 - A.J. Stone Ltd.
Section #2 -.Acklands Grainger Inc. Section # 9 - Darch Fire Inc.
Section #3 - Darch Fire Inc. Section #10 - Dependable Truck & Tank
Section #4 - M&L Supply Section #11 - Darch Fire Inc
Section #5 - Darch Fire Inc. Section #12 - Dependable Truck & Tank
Section #6 - No Bid Section #13 - Darch Fire Inc
Section #7 - No Bid
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 the equipment 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 bids are not acceptable; and
(g) related comments specific to the project.
Please do not disclose any information to enquiries except you can direct them to the City's
website for the unofficial bid results as read out at the Public tender opening. Bidders will be
advised of the outcome in due course.
If ~ou require further information, please feel free to contact me or a member of Supply &
Seirvices.
VAF/bK
Attachments
i
December 6, 2010
Tender No. T-24-2010 Page 3
Tender for Supply and Delivery of Various Fire
Frn iinmant
T#-2 TO REPORT #aL O'-1
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ATTACHMENT #-~L-TO REPORT # DJESo-S- 1 .
280
Summary of Low Bids - T-24 -2010 - Supply & Delivery of Various Fire Equipment
Section Bidder Amount
1 Dependable Tank & Truck $1,744.00
2 Acklands Grainger Inc. $65,210.04
3 Darch Fire Inc. $42,606.00
4 M&L Supply $3,150.90
5 Darch Fire Inc. $21,790.00
6 No Bid
7 No Bid
8 A.J Stone Ltd. $2,098.00
9 Darch Fire Inc. $21570.00
10 Dependable Tank & Truck 6,308.00
11 Darch Fire Inc. $2,961.00
12 Dependable Tank & Truck $3,648.00
13 Darch Fire Inc. $4,100.00
Sub Total $156,185.04
HST 20,304.06
Total $176,489.10