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HomeMy WebLinkAboutCOD-018-08 Cl!Jlmgron REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE March 17, 2008 R-esolu-\-;D{)%P4-';{)7-0~ Date: Report #: COD-018-08 File#_ By-law # Subject: PURCHASE OF A PRE-BUILT PUMPER Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-018-08 be received; 2. THAT the requirement for tendering in accordance with By-law 2006-127 be waived for this transaction; 3. THAT the Purchasing Manager be authorized to solicit expressions of interest from known fire truck manufacturers to determine the immediate availability of a new 1250 GPM Pumper; 4. THAT the Purchasing Manager be authorized to negotiate a purchase price for a selected unit; 5. THAT a report to Council be provided summarizing the results of the Request for the Expressions of Interest and providing a recommendation for the purchase of the selected unit; and 6. THAT should the expression of interest process prove successful in this instance, the Purchasing Manager amend the Purchasing By-law to include the use of the expression of interest process for the acquisition of fire fighting vehicles as deemed appropriate. REPORT NO.: COD-018-08 PAGE 2 Submitted by: ~~BS"CMO Director of Corporate Services ;1-l;:.cd..-:- Director of Emergency & Fire Services 're' ~f!f:RR,^ Director of O~erations Reviewed by: d~~~ Franklin Wu, Chief Administrative Officer MMIGWlFHIJDBlkm CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T (905)623-3379 F (905)623-4169 REPORT NO.: COD-01S-0S PAGE 3 BACKGROUND AND COMMENT Fire and Emergency Services has provided funding in their 2008 Capital Budget for the replacement of a 1990 pumper. In the past the methods used to acquire new Fire trucks has included Public Tender, Request for Proposal and negotiation with selected manufacturers. Traditionally, the public process for the acquisition of a new unit from date of bid solicitation to delivery of the completed unit can take upwards of 12 to 18 months depending on the type of equipment required. In recent years, our bid solicitations have included a request for pricing on units built to our specification as well as an optional price for the supply of a pre-built unit or a unit that is under production with delivery within a couple of months. The preparation time for this type of solicitation is considerable since the specification must be comprehensive yet generic enough to allow competitive bidding. In many cases the alternate prices for pre-built units are better then those offered for the production of a unit to our specifications simply because the pre-built unit is constructed using standard design and components to a standard specification. As was the case in our last acquisition our recommendation was for the purchase of the pre-built unit. In view of the length of time involved in the formal competitive process and the benefits of obtaining an early delivery, staff are recommending an alternate method of acquisition to expedite the purchase and delivery. This process would include a request for expressions of interest from known manufacturers indicating the availability of pre- built units conforming to basic criteria, i.e. 1250 GPM Pumper with accessories, the approximate cost and details with respect to the specifications. Purchasing and Fire Staff would review the submissions, select the unit providing the best combination of price and specification and proceed to negotiate a final delivered price for the unit with accessories. On completion of the negotiations a report to Council will be provided outlining the results of the process, the negotiations and seeking approval to proceed with an award. REPORT NO.: COD-018-08 PAGE 4 Note, if a unit acceptable to the Fire and Emergency Services Department cannot be located using the proposed expression of interest process, a formal tender process will be undertaken. However, should this process be successful, it is recommended that the Purchasing By-law be amended to provide for the use of an expression of interest process for fire fighting equipment as deemed appropriate by the Purchasing Manager with a report to Council for the final award. In order to proceed on the basis of an expression of interest and negotiation, the requirements of the Purchasing By-law calling for a public tender process must be waived and Council authority to proceed with an expression of interest process provided.