HomeMy WebLinkAboutCOD-052-08
ClNiJlglon
REPORT
CORPORATE SERVICES DEPARTMENT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
September 22,2008 Resolution #: ~fft-51'f-O~
Date:
Report #:
COD-052-08
File#:
By-law #:
Subject:
CL2008-10, VEHICLES FOR VARIOUS DEPARTMENTS
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-052-08 be received;
.,
!
2.
THAT Colombo Motors LP, Woodbridge, Ontario, being the lowest responsible bidder
meeting all terms, conditions and specifications of Tender CL2008-10 for the supply of
vehicles required by the Clerks, Operations and Community Services Departments; be
awarded the contract as follows:
Item No. Description
Part COne (1) Light Duty 4WD Crew Cab Short Box Pick-up
Truck
Part E Four (4) 4WD Long Box Pick-up Trucks
Total Award (Plus G.S.T)
Bid Amount
$25,215.82
$131.049.58
$156265.40
3. THAT Section Part B and Part Dare re-tendered as no bid submissions were received;
4. THAT Section Part A, Part F and Part G are re-tendered as the bid submissions
received do not meet the Municipality of Clarington's specifications; and
5. THAT the funds required in the amount of $156,265.40 (plus G.S.T.), be drawn from
accounts as follows:
Department & Account Number
Clerk's Department - 2008 Capital Budget
Account #110-19-388-81904-7401
Operations Department - 2007 Capital Budget
Account #110-36-388-83642-7401
Account #11 0-36-388-83650-7401
Amount
$25,215.82
$32,762.39
$65,524.80
Community Services Department- 2008 Capital Budget
Account #110-42-388-84205-7401
Total Funds Available
$32.762.39
$156265.40
REPORT NO.: COD-052-08
Submitted by:
MM/JB/BH/km
PAGE 2
Reviewed by: Fr nklin Wu
f Chief Admin'istrative Officer
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T (905)623-3379 F (905)623-4169
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REPORT NO.: COD-052-08
PAGE 3
BACKGROUND AND COMMENT
1.1. Tender CL2008-1 0 Vehicles for Various Departments was advertised and issued
with bids being received as per Schedule "A" attached.
1.2. For clarification, this tender was issued early in the model year and as a result
not all dealers were in a position to provided firm prices. In other cases dealers
simply missed the opportunity. As a result the number of bids was limited.
2. ANALYSIS
2.1 Representatives from Operations and Purchasing met to discuss the bid
submissions and specifications.
2.2 On review of the bids it was determined that vehicles bid for Part A, F and G do
not meet specifications as required by respective Departments. The Operations
Department has determined that the specification deficiencies for Parts A, F and
G would negatively affect the overall performance of the vehicle. Therefore, the
recommendation is not to award the contract to the low bid but to re-tender these
units utilizing similar specifications in order to secure prices from dealers who can
offer units in the range required.
2.3 As no bids were received for Part Band D, these units are being re-tendered
now that dealers are in a position to price the units competitively. In the case of
Part B, All Wheel Drive Cargo Van, only General Motors produces a vehicle
meeting the all wheel drive requirement. Consequently, bidding will be limited to
that manufacturer. Discussions with Ford, Chrysler and General Motors indicate
that competitive prices are available for Part D - Light Duty 4WD Crew Cab Pick
up.
2.4 As the bids for Parts C - Light Duty 4WD Crew Cab Short Box Pick-up and Part E
- 6,800 # GVW 4 WD Long Box Pick-up meet our specifications and pricing is
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REPORT NO.: COD-052-08
PAGE 4
acceptable, the recommendation is to award Part C and E to Colombo Motors
LP, Woodbridge, Ontario.
2.5 References for Colombo Motors LP, Woodbridge, Ontario have been checked
and are satisfactory.
3. FINANCIAL IMPLICATIONS
3.1. The required funds for this acquisition total $156,265.40 (plus G.S.T.), and fall
within the allocated 2007 Capital Budget for Operations and 2008 Capital
Budget for Clerk's Department and Community Services.
3.2 Part C for one (1) Light Duty 4WD Crew Cab Short Box Pick-up Truck is for the
Clerk's Department and represents a new vehicle.
3.3 Part E for four (4) 6800 G.v.w. Four Wheel Drive Long Box Pick-up Truck is
being allocated between the Operations Department (three (3) vehicles) and the
Community Services Department (one (1) vehicle).
3.4 The three (3) 6800 G.V.W. Four Wheel Drive Long Box Pick-up Truck for
Operations are replacing vehicle #00511, 00566 and 00567.
3.5 The one (1) 6800 G.v.W. Four Wheel Drive Long Box Pick-up Truck for
Community Services represents a new vehicle.
4. CONCLUSION
4.1 To award Part C and Part E to Colombo Motors LP, Woodbridge, Ontario whose
bids meet all terms, conditions and specifications of tender CL2008-10 for one
(1) Light Duty 4WD Crew Cab Short Box Pick-up Truck and four (4) 6800 G.v.W.
Four Wheel Drive Long Box Pick-up Truck for Parts C and E respectively,
4.2
To re-tender Part B All Wheel Drive Cargo Van and Part D Four Wheel Drive,
HD Crew Cab Short Box Pick-up Truck as no bid submissions were received;
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REPORT NO.: COD-052-08
PAGE 5
4.3 To re-tender Part A, Four Wheel Drive, HD Extended Cab Short Box Pick-up
Tnucks, Part F, 16,000 G.v.w. Crew Cab and Chassis with dump body and hoist
and Part G 16,000 G.v.w. Cab and Chassis with dump body and hoist as the bid
submissions received do not meet the Municipality of Clarington's specifications.
5. INPUT FROM OTHER SOURCES
5.1. This report has been reviewed for recommendation by the Purchasing Manager,
with the appropriate departments and circulated as follows:
Concurrence:
Director of Operations
Municipal Clerk
Director of Community Services
Attachments:
Attachment 1 - Schedule "A", Bid Summary
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