Loading...
HomeMy WebLinkAboutCOD-067-08~~ w~?~~ .REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE II Date: November 3, 2008 Resolution #: l~-b ~~`©g Report #: COD-067-08 File #: By-law #: Subject: CL2008-38, Two (2) Four Wheel Drive, HD Extended Cab Short Box Pick-Up Trucks and 16,000 GVW Crew Cab & Chassis c/w Dump Body & Hoist c/w Storage Compartment Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: THAT Report COD-067-08 be received; 2. THAT Quantrill Chev Cadillac, Port Hope, Ontario, being the lowest responsible bidder for Part A -Two (2) Four Wheel Drive, HD Extended Cab Short Box Pick-Up Trucks meeting all terms, conditions and specifications of Tender CL2008-38 as required by the Operations Departments be awarded Part A of the contract; 3. THAT Donway Ford Sales, Scarborough, Ontario, being the responsible bidder for Part B 16,000 Crew Cab & Chassis C/W Dump Body & Hoist and Part C 16,000 Cab & Chassis CNV Dump Body & Hoist which was the closest bid to meet all terms, conditions and specifications of Tender CL2008-38 as required by the Operations Department be awarded Part B and Part C of the contract and 4. THAT the funds required in the amount of $160,651.20 (plus G.S.T.), be drawn from accounts as follows: Deaartment & Account Number Operations Department - 2008 Capital Budget Part A Account #110-36-388-83643-7401 Roads New Part A Account #110-36-388-83650-7401 Parks Replacement of vehicle #01554 Operations Department - 2007 Capital Budget, Part B Account #110-36-388-83650-7401 Parks Replacement of vehicle #98508 Operations Department - 2008 Capital Budget Part C Account #110-36-388-83650-7401 Parks Replacement of vehicle #01569 Total Funds Available Amount $29,253.96 $33,033.96 $53,529.24 $44.834.04 160.651.20 REPORT NO.: COD-067-08 PAGE 2 Submitted by: Marie Marano, H.B.Sc., .M.O., Direr of Corpafate S~rvices Director MM/JB/BH/km Reviewed b Franklin Wu, Chief Administrative Officer CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1 C 3A6 T (905)623-3379 F (905)623-3330 2 REPORT NO.: COD-067-08 PAGE 3 1. BACKGROUND AND COMMENT 1.1. Tender CL2008-38 covered the purchase of Two (2) Four Wheel Drive, HD Extended Cab Short Box Pick-Up Trucks, One (1) 16,000 GVW Crew Cab & Chassis c/w Dump Body & Hoist and One (1) 16,000 GVW Cab & Chassis c/w Dump Body ~ Hoist. The tender was advertised and issued with bids being received as per Schedule "A" attached. 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 the low bidder for Part A, being Quantrill Chev Cadillac, Port Hope met the specifications. Therefore, the recommendation is to award Part A of the contract to Quantrill Chev Cadillac, Port Hope. 2.3 On review of the bids lt was determined that the low bidder for Part B and Part C, being Holiday Ford, Peterborough, did not meet specifications (i.e., having deficiencies in the areas of engine, transmission, axle ratio, the flex fuel engine, auxiliary transmission cooler and dual battery options). This bid is not being considered. 2.4 Although the second low bidder for Part B and C, being Donway Ford Sales, Scarborough, bid submission did not meet specifications (i.e., having deficiencies in the areas of engine, transmission, axle ratio). The dealership was able to offer the flex fuel engine, auxiliary transmission cooler and dual battery options. Therefore, the recommendation is to award Part B and Part C to Donway Ford Sales, Scarborough. 3 REPORT NO.: COD-067-08 PAGE 4 3. FINANCIAL IMPLICATIONS 3.1. The required funds for this acquisition total $160,651.20 (plus G.S.T.), fall within the allocated 2007 and 2008 Capital Budget for Operations. 3.2 For the two (2) Four Wheel Drive, HD -Extended Cab Short Box Pick-Up Trucks for Operations, one truck is replacing unit vehicle #01554 and the other truck represents a new vehicle. The Operations Department has accepted the trade-in price for Unit # 01554. 3.3 The one (1) 16000 GVW Crew Cab & Chassis Gw Dump Body & Hoist for the Operations Department is replacing unit vehicle #98508. The Operations Department has not accepted the trade-in price for Unit # 98508. 3.4 The one (1) 16000 GVW Cab & Chassis c/w Dump Body ~ Hoist is replacing unit vehicle #05169. The Operations Department has accepted the trade-in price for Unit # 05169. 4. CONCLUSION 4.1 To award Part A to Quantrill Chev Cadillac, Port Hope, Ontario -Two (2) Four Wheel Drive, HD Extended Cab Short Box Pick-Up Trucks meeting all terms, conditions and specifications of Tender CL2008-38 as required by the Operations Department. 4.2 THAT Donway Ford Sales, Scarborough, Ontario, being the second lowest responsible bidder for Part B 16,000 Crew Cab & Chassis C/W Dump Body & Hoist and Part C 16,000 Cab & Chassis C/W Dump Body 8~ Hoist meeting the majority of the specification requirements, terms and conditions of Tender CL2008-38 as required by the Operations Department. 4 REPORT NO.: COD-067-08 PAGE 5 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 Attachments: Attachment 1 -Schedule "A", Bid Summary 5 SCHEDULE"A" BID SUMMARY Tender CL2008-38 -Two (2) Four Wheel Drive, HD Extended Cab Short Box Pick- Up Trucks and 18,000 GVW Crew Cab & Chassis c/w Dump Body & Hoist clw Storage Compartment BIDDER PART A PART B PART C (GST Excluded) (GST Excluded) (GST Excluded) Quantrill Chev Cadillac $62,287.92* No Bid No Bid Port Ho e, ON Donway Ford Sales $66,582.00 $52,292.40 $53,529.24""` Toronto, ON Holiday Ford $65,028.96 $42,832.80 $44,834.04 Peterborough, ON "trade-in accepted for Unit #01554 "trade-in accepted for Unit #05169