Report to: General Committee                                               Report Date: December 10, 2007

 

 

SUBJECT:                          Award of Tender 124-T-07 Supply and Delivery of Vehicles

PREPARED BY:               Amit Sobti, Ext 2239

                                            Laurie Canning, Ext 4896

 

RECOMMENDATION:

THAT Award of Tender 124-T-07 for the Supply and Delivery Vehicles be received;

 

AND THAT Award of Tender 124-T-07 be split and awarded to the following nine (9) lowest acceptable bidders totalling $699,477.12 including PST and excluding GST as listed in Appendix “A” and summarized below:

·        Maciver Dodge for 2 vehicles, totalling $89,456.40

·        Foster Pontiac for 4 vehicles, totalling $105,420.96

·        Unionville Motors for 1 vehicle, totaling $18,506.88

·        Roy Foss Chevrolet for 5 vehicles, totaling $78,429.60

·        Giles Chevrolet for 2 vehicles, totaling $44,458.20

·        Larkin Chrysler for 1 vehicles, totaling $43,133.04

·        Yonge Steeles Ford Lincoln for 9 vehicles, totaling $258,095.16

·        Markville Ford for 2 vehicles, totaling $61,976.88

 

AND THAT funds for these vehicles be provided for in the 2007 Operations Fleet Replacement capital budget account 057 6150 7516 005 and 2007 Waterworks Fleet Replacement capital budget accounts 057 6150 7514 005 and 057 5350 7700 005 and the remaining balance of 2004 Fleet Replacement capital budget account 057 6150 6172 005 as listed below under financial considerations;
 

AND THAT vehicles (# 9404, 9406, 9407, 9408, 9409, 6093, 6094, 8050, 8051, 8052, 9993, 9603, 9802, 8053, 8041 and 3376) be sold upon delivery of the new vehicles in accordance with Purchasing By-law 2004-341, PART V Disposal of Personal Property and proceeds be posted to account 890 890 9305 Proceeds from Sale of other Fixed Assets;

 

AND THAT vehicles # 2185, 2196, 2172, 2179, 2188, 2198, 2197 be sold upon delivery of the new vehicles in accordance with Purchasing By-law 2004-341, PART V Disposal of Personal Property and proceeds be posted to account 086 2700 112 Miscellaneous Sales (Waterworks);

 

AND THAT the specification change for new fleet Waterworks (Item #5 in Appendix A) be changed from a 3/4 ton service van to a 1 ton diesel powered flatbed dump truck at a cost of $6,133.04 to be funded from the Waterworks 2007 Fleet Replacement capital account 057 6150 7514 005;

 

AND THAT replacement for units 6093 and 6094 (Item #2 in Appendix A) be upgraded to hybrid vehicles at a cost of $18,005.04 to be funded from 2007 Fleet Replacement account 057 6150 7516 005;

 

AND THAT upon payment of all final invoices, 2004 account 057 6150 6172 005 be closed and any remaining funds be returned to the original funding sources;

 

AND THAT Staff be authorized and directed to do all things necessary to give effect to this resolution.

 

EXECUTIVE SUMMARY:

Not applicable


PURPOSE:

The purpose of this report is to obtain Council approval to award tender 124-T-07 for the supply and delivery vehicles.

 

BACKGROUND:

Tender 124-T-07 was issued for the supply and delivery of 2007 vehicles for various departments. The tenders were issued in accordance with the Purchasing By-Law 2004-341. Staff has reviewed the bid documents and is satisfied that all terms and conditions comply with the Town’s requirements.

 

OPTIONS/DISCUSSION:

 

Waterworks ¾ Ton Service Van Specification Change:

Prior to the tendering process, the Fleet Manager routinely confirms the needs of each user department when preparing the detailed specification for each approved vehicle.  During this process the Waterworks Department identified that a 1-ton flatbed dump truck would be more suitable for the departments operational needs rather than the requested ¾ ton Service Van. Further review indicated that a 1-ton truck would be required to manage the weight of the equipment and for towing trailers etc.  The recommended vehicle specification has been changed from a 3/4 ton service van to a 1 ton diesel powered flatbed dump with a hydraulic system capable of powering remote hydraulic tools and equipment. This type of unit will add improved service delivery of the department with respect to increased versatility of this type of vehicle along with the ability to pull larger trailers currently utilized in other area of the fleet operation. The cost of specification change over the requested budget amount of $37,000 from account
53 5350 7700 005 is $6,133.04 and will be funded from the favourable variance in Waterworks 2007 Fleet Replacement Capital account 057 6150 7514 005.

 

By-Law enforcement units 6093 and 6094 upgrade to Hybrid Vehicles:

These units are currently part of the Licensing and Enforcement division and will be shared with the Parking Control division. Current hybrid vehicles in this duty cycle are performing very well and have shown reduction in fuel consumption, emissions and brake repair costs. Hybrids continue to support the Green Fleet Plan. The increase in cost for this specification change is $9,002.00/vehicle and will be funded from the favourable variance in the 2007 Fleet Operations Replacement program. Similarly the upgrade to hybrid units for the Waterworks fleet replacements of units 2185 and 2186 with an increase in cost of $10,770.00/vehicle be funded from the favourable variance in the 2007 Waterworks Fleet Replacement program.

 

 

 

 

 

 

BID INFORMATION:

Advertised, place and date

ETN

Bids closed on

November 14, 2007

Number of contractors picking up bid documents

25

Number of contractors responding to bid

15

 

DETAILED PRICING INFORMATION:

Please refer to Appendix A, attached for detailed price breakdown.

 

FINANCIAL CONSIDERATIONS AND TEMPLATE: (external link)

 

OPERATIONS FLEET

The following table is a summary of the financial considerations for this report:

 

 

 

 

 

 

 

Original Budget and Account #

 

$1,410,200

 

57 6150 7516 005  2007 Fleet Operations Replacement

 

Budget Allocated for other Fleet Purchases

 

$1,026,296

 

 

 

Budget Allocated for this Fleet Purchase(unspent)

 

$383,904

 

 

 

Less Cost

 

($439,279)

 

Awarded to Maciver Dodge, Foster Pontiac, Unionville Motors, Roy Foss Chevrolet, Giles Chevrolet, Larkin Chrysler, Yonge Steeles Ford Lincoln, Markville Ford

 

Less Contingency

 

 

 

 

 

Budget Remaining for allocated items

 

($55,375)

 

 

 

 

 

 

 

 

 

Funding for Shortfall

 

 

 

 

 

 

 

$55,375.00

 

057 6150 6172 005 2004 Corporate Fleet Replacement

Item-Description

Account

Equipment
ID

Budget

Award Amount

Variance

 

Item 1 -4 Door Compact Car

57 6150 7516 005

9404

$17,544.00

$15,685.92

$1,858.08

 

Item 1 -4 Door Compact Car

57 6150 7516 005

9406

$18,576.00

$15,685.92

$2,890.08

 

Item 1 -4 Door Compact Car

57 6150 7516 005

9407

$18,576.00

$15,685.92

$2,890.08

 

Item 1 -4 Door Compact Car

57 6150 7516 005

9408

$18,576.00

$15,685.92

$2,890.08

 

Item 1 -4 Door Compact Car

57 6150 7516 005

9409

$17,544.00

$15,685.92

$1,858.08

 

Item 2 -4 Door Hybrid SUV

57 6150 7516 005

6093

$24,768.00

$33,770.52

-$9,002.52

 

Item 2 -4 Door Hybrid SUV

57 6150 7516 005

6094

$24,768.00

$33,770.52

-$9,002.52

 

Item 2 -4 Door Hybrid SUV

57 6150 7516 005

New Vehicle 

$0.00

$33,770.52

 -$33,770.52 *

 

Item 6 –Compact Pick Up Truck

57 6150 7516 005

8050

$21,672.00

$18,356.76

$3,315.24

 

Item 6 – Compact Pick Up Truck

57 6150 7516 005

8051

$21,672.00

$18,356.76

$3,315.24

 

Item 6 – Compact Pick Up Truck

57 6150 7516 005

8052

$21,672.00

$18,356.76

$3,315.24

 

Item 7 -Full Size Window Van

57 6150 7516 005

9993

$36,120.00

$32,755.32

$3,364.68

 

Item 8 -Full Size Pick-UP Truck

57 6150 7516 005

9603

$25,800.00

$24,835.68

   $964.32

 

Item 9 - Full Size Pick-UP Truck with 8 ft box

57 6150 7516 005

9802

$25,800.00

$18,506.88

$7,293.12

 

Item 10 -Compact Window Van

57 6150 7516 005

8053

$25,800.00

$19,622.52

$6,177.48

 

Item 11 -Sprinter Cargo Van

57 6150 7516 005

 New Vehicle 

$0.00

$45,353.52

 -$45,353.52 *

 

Item-Description

Account

Equipment
ID

Budget

Award Amount

Variance

 

Item 12 -Full Size Window Van-8 Cylinder

57 6150 7516 005

8041

$31,992.00

$29,221.56

$2,770.44

 

Item 13 -Full Size Cube Body Van

57 6150 7516 005

3376

$33,024.00

$34,172.28

-$1,148.28

 

SUB TOTAL

OPERATIONS FLEET

 

 

$383,904.00

$439,279.20

 -$55,375.20 **

 

* Items 2 and 11 to be funded from 2007 Operations Fleet Replacement account 057 6150 7516 005 and account to remain open for other allocated fleet purchases.

**The negative fleet variance of $55,375.20 will be absorbed by the favourable variance in account 057 6150 6172 005 2004 Corporate Fleet Replacement. Upon payment of final invoices, account 057 6150 6172 005 will be closed and the remaining balance will be returned to the original funding source.

 

 

WATERWORKS FLEET

The following table is a summary of the financial considerations for this report:

 

 

 

 

 

 

 

Original Budget and Account #

 

$445,000

 

57 6150 7514 005 2007 Waterworks Fleet Replacement, 57 5350 7700 005 2007 New Fleet Waterworks 

 

Budget Allocated for other Fleet Purchases

 

$180,000

 

 

 

Budget Allocated for this Fleet Purchase(unspent)

 

$265,000

 

 

 

Less Cost

 

($260,198)

 

Awarded to Maciver Dodge, Foster Pontiac, Unionville Motors, Roy Foss Chevrolet, Giles Chevrolet, Larkin Chrysler, Yonge Steeles Ford Lincoln, Markville Ford

 

Less Contingency

 

 

 

 

 

Budget Remaining for allocated items

 

$4,802

 

 

Item-Description

Account

Equipment
ID

Budget

Award Amount

Variance

 

Item 2 -4 Door Hybrid SUV

57 6150 7514 005

2185

$23,000.00

$33,770.52

-$10,770.52

 

Item 2 -4 Door Hybrid SUV

57 6150 7514 005

2196

$23,000.00

$33,770.52

-$10,770.52

 

Item 3 -Full Size Cargo Van

57 6150 7514 005

2172

$28,000.00

$26,355.24

$1,644.76

 

Item 3 -Full Size Cargo Van

57 6150 7514 005

2179

$28,000.00

$26,355.24

$1,644.76

 

Item 3 -Full Size Cargo Van

57 6150 7514 005

2188

$28,000.00

$26,355.24

$1,644.76

 

Item 3 -Full Size Cargo Van

57 6150 7514 005

2198

$28,000.00

$26,355.24

$1,644.76

 

Item 4 -10,000 GVW Conventional Cab & Chassis-9ft Dump Body & Transfer of Crane

57 6150 7514 005

2197

$70,000.00

$44,102.88

$25,897.12

 

Item 5 -10,000 GVW Conventional Cab & Chassis

57 5350 7700 005

New Vehicle 

$37,000.00

$43,133.04

-$6,133.04

 

SUB TOTAL 

WATERWORKS

 

 

$265,000.00

$260,197.92

$4,802.08*

 

*Account 057 6150 7514 005 will remain open and the remaining budget will be used for other fleet vehicle purchases.

 

 

 

 

ENVIRONMENTAL CONSIDERATIONS:

Two (2) units in this award are diesel powered compatible with the use of bio diesel blends currently used in all diesel powered fleet units. Five (5) units are hybrid powered and upon delivery of these, fleet will have a total of 19 hybrid vehicles.

 

ACCESSIBILITY CONSIDERATIONS:

Not Applicable

 

ENGAGE 21ST CONSIDERATIONS:

Not Applicable

 

BUSINESS UNITS CONSULTED AND AFFECTED:

Not Applicable

 

 

RECOMMENDED

                            BY:    ________________                  ________________________

                                      Paul Ingham,                             Peter Loukes,

                                      General Manager                      Commission Lead

                                      Operations                                Operations and Asset Management

 

 

ATTACHMENTS:

Appendix A – Price Summary Sheet