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HomeMy WebLinkAboutCOD-020-18Clarftwn Corporate Services Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: May 28, 2018 Report Number: COD -020-18 Resolution: GG -321-18 File Number: CL2018-18 By-law Number: Report Subject: Supply and Deliver Tanker Truck(s Recommendations: That Report COD -020-18 be received; 2. That Dependable Truck and Tank Ltd. with a bid in the amount of $282,812.83 (Net of HST), being the low, compliant bidder meeting all terms, conditions and specifications of CL2018-18 for the Supply and Delivery of a Tanker Truck be awarded the contract for an initial one year term for the tanker budgeted in 2018; 3 0 '61 That the Purchasing Manager be given the authority to proceed with the purchase of a replacement tanker truck through either a) or b) below for the tanker budgeted in 2016: a) Purchase the seized tanker through the current auction process provided the price is reasonably close to the original price approved through PS -019-16. OR, if the auction price is unacceptable: b) Purchase a second tanker truck from Dependable Truck and Tank Ltd. provided the price is the approximate price of the current bid price as noted in Recommendation #2. That funds required for the 2018 tanker in the amount of $282,812.83 (Net of HST) be drawn from the following account: Emerg. Serv. Fire Fleet (2018) 110-28-388-82824-7401 $282,812.83 That funds required for the 2016 tanker be drawn from the following account: Emerg. Serv. Fire Fleet (2016) 110-28-388-82824-7401 $236,897.28 That all interested parties listed in Report COD -020-18 and any delegations be advised by the Corporate Services Department of Council's decision regarding the award. Municipality of Clarington Page 2 Report COD -020-18 Report Overview To request authorization from Council to award CL2018-18 for the Supply and Delivery of a Tanker Truck and to secure a prior approved and purchased tanker, currently at auction. 1. Background 1.1 Tender specifications were prepared by the Emergency Services Department and the Operations Department for the Supply and Delivery of a Tanker Truck. The tender is for the purchase of a new tanker truck that was approved in the 2018 budget to replace a 1999 GMC C8500 tanker truck which is being taken out of service. 1.2 The tender includes the provision for the Municipality to purchase a second new tanker truck. The purchase of the second tanker truck was originally tendered through RFP2016-6 to replace a decommissioned tanker truck in 2016. The purchase was approved through PS -019-16 to award to Asphodel Fire Trucks Ltd. in the amount of $236,897.28 (Net of HST). Prior to the Municipality taking possession of the tanker truck, Asphodel Fire Trucks Ltd. had all assets seized and put up for auction The Municipality's intention is to participate in a public auction to purchase the seized tanker truck, however if the auctioned price exceeds our budget the Municipality is seeking approval to exercise its option to purchase the second tanker truck from Dependable Truck and Tanks Ltd. for approximately the same price of the current bid price through CL2018-18. 1.3 Tender CL2018-18 was issued by the Purchasing Services Division and advertised electronically on the Municipality's website. Notification of the availability of the document was also posted on the Ontario Public Buyer's Association website. Eight companies downloaded the document. 1.4 The tender closed on May 4, 2018. 2. Analysis 2.1 A total of three submissions were received in response to the tender call. Bids were reviewed and tabulated (see Attachment #1). All submissions were deemed compliant. 2.2 The results were forwarded to the Emergency Services Department and the Operations Department for their review and consideration. 2.3 After review and analysis of the submissions by the Emergency Services Department, Operations Department and the Purchasing Services Division, it was mutually agreed that the low bidder, Dependable Truck and Tank Ltd. be recommended for the award of contract CL2018-18. 2.4 Dependable Truck and Tank Ltd. has successfully supplied and delivered equipment to the Municipality in the past. Municipality of Clarington Page 3 Report COD -020-18 3. Financial 3.1 That funds required for this project in the amount of $282,812.83 (Net of HST) is in the budget allocation as provided and will be drawn from the following account: Emerg. Serv. Fire Fleet (2018) 110-28-388-82824-7401 $282,812.83 That funds required for the 2016 tanker be drawn from the following account: Emerg. Serv. Fire Fleet (2016) 110-28-388-82824-7401 $236,897.28 3.2 Dependable Truck and Tank Ltd. did not offer a trade-in credit for the 1999 GMC C8500 tanker truck which is being taken out of service and replaced with the new tanker truck. The Emergency Services Department and the Operations Department concurred that the Municipality should auction this truck for sale. The cost for the supply and delivery of a tanker truck does not include the possible credit from the sale of the used tanker truck. 4. Concurrence This report has been reviewed by the Director of Emergency Services who concurs with the recommendations. 5. Conclusion It is respectfully recommended that Dependable Truck and Tank Ltd. with the lowest compliant bid amount of $282,812.83 (Net of HST) be awarded the contract for the Supply and Delivery of a Tanker Truck as per the terms, conditions and specifications of Tender CL2018-18 with additional authority to proceed with the second tanker purchase under the two scenarios described above. Municipality of Clarington Resort COD -020-18 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by. Marie Marano, H.B. Sc., C.M.O. Director of Corporate Services Nancy Taylor, BBA, CPA, CA. Director of Finance/Treasurer z4w'A� Reviewed by: Andrew C. Allison, B. Comm., LLB. Chief Administrative Officer Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 x2209 or dferguson@clarington.net Page 4 Municipality of Clarington Municipality of Clarington Summary of Bid Results Tender CL2018-18 Supply and Delivery of a Tanker Truck Bidder Total Bid (Net of HST) Dependable Truck and Tank Ltd. $282,812.83* Carrier Center Emergency Vehicles $316,230.13 Fort Garry Fire Trucks Ltd. $342,140.73 JI *Purchasing provides bidders with an option to provide a prompt payment discount when appropriate for the commodity/service. This cost reflects a 0.5% prompt payment discount offered by Dependable Truck and Tank Ltd. if invoice is paid within 15 days of receiving their invoice.