HomeMy WebLinkAboutCOD-029-11 Clarington REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: September 12, 2011 Resolution#: 01'919-51P By-law#: N/A
Report#: COD-029-11 File#:
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-029-11 be received;
2. THAT the Purchasing Manager be authorized to negotiate a purchase price from
the three (3) fire truck manufacturers who responded to the Expression of
Interest;
3. THAT a report to Council be provided summarizing the results of the negotiations
and providing a recommendation for the purchase of the selected unit.
Submitted by: Reviewed by:
a ie Marano, H.B.Sc., C.M.O., Franklin Wu,
Director of Corp?Wz Servic s Chief Administrative Officer
Na_
ancy Tay r, B.B-.Af, 6.A.,
Director OT Finance/Treasurer
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CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169
REPORT NO.: COD-029-11 PAGE 2
1.0 BACKGROUND
1.1 Report COD-016-11 was approved by Council on May 17, 2011 Resolution
#GPA-366-11. The report is attached as Schedule "A" for reference.
1.2. A request for Expression of Interest (EOI) was sent to nine (9) known fire truck
manufacturers. Three (3) manufacturers responded to the EOI: Carl Thibault
Emergency Vehicles, Darch Fire Incorporated and Fort Garry Fire Trucks.
1.3 Carl Thibault Emergency Vehicles submitted one option. Darch Fire
Incorporated submitted two options and Fort Garry Fire Trucks submitted four
options. Only one (1) unit was readily available as stock. None of the units
proposed met the Fire Department's requirements.
2.0 ANALYSIS
2.1 The Fire & Emergency Services Department and Operations Department
reviewed the technical specifications and proposed pricing received from the
three fire truck manufacturers.
2.2 The Expression of Interest was drafted to allow for a driver's side pump panel or
transverse pump panel as the Fire & Emergency Services Department was not
sure whether the budget would allow for the transverse pump panel option.
2.3 After reviewing the bid submissions and pricing the Fire & Emergency Services
Department determined that the transverse pump panel option is affordable. The
transverse pump panel option offers the following benefits for staff— improved
visibility, protection from the weather elements and quiet auditory environment.
As well, the staff is familiar with the operation of a transverse pump panel as
Pumper#1 and Pumper#4 both have this feature.
REPORT NO.: COD-029-11 PAGE 3
2.4 Out of the bid submissions received only two (2) submissions offered the
transverse pump panel option. These bid submissions were received from Fort
Gary Fire Trucks. However, these options failed to meet two other requirements
namely the larger cab and small engine.
2.5 The Fire & Emergency Services Department, Operations Department and
Purchasing Division is requesting approval to contact the three (3) firms
expressing an interest in this acquisition to initiate discussions leading to a
negotiated price for a unit meeting the Fire Departments requirements.
2.6 Upon completion of the negotiations, a report to Council will be provided outlining
the results of the process, the negotiations and requesting approval to proceed
with an award.
2.7 For clarification, at the time this pumper was budgeted the timing for acquisition
was tied to the proposed opening of the Newcastle Fire Hall. With the review of
the Newcastle site currently underway and the expected date of opening
extended by approximately one (1) year, we have time to engage vendors in
discussions for a custom build pumper.
3.0 COMMENT
3.1 Given the circumstances the Purchasing Manager did not undertake further
discussions with the responding manufacturers because to do so would be
outside the authority provided by Resolution GPA-366-1; namely negotiation and
purchase of a prebuilt unit or a unit that was in the advanced stages of
construction.
REPORT NO.: COD-029-11 PAGE 4
4.0 FINANCIAL
4.1 Fire and Emergency Services has made provision in the 2011 Emergency
Services Fleet Budget, Account # 110-28-388-82812-7401 for the purchase of a
new pumper and equipment at the estimated cost of $600,000.00, which is within
the approved 2011 budget allocation.
5.0 CONCURRENCE
5.1 This report has been reviewed by the Purchasing Manager. The Director of
Emergency & Fire Services and Director of Operations concur with the
recommendations.
6.0 CONCLUSION
6.1 This report requests approval for the Purchasing Manager to negotiate a
purchase price from the three (3) fire truck manufacturers who responded to the
Expression of Interest. The results of the negotiations and recommendation for
the purchase of the selected unit will be reported to Council for approval.
CONFORMITY WITH STRATEGIC PLAN — Not Applicable
Staff Contact: Not Applicable
Attachments:
Attachment 1 - Schedule "A" Report COD-016-11
List of interested parties to be advised of Council's decision: Not Applicable
SCHEDULE "A"
® REPORT
CORPORATE VICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: May 9, 2011 Resolutiong: By-law#: N/A
Report#: COD-016-11 File#:
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-016-11 be received;
2. THAT the requirements of Section 2, Bid Policies of By-law 2010-112 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 availability of a new 1250
GPM Pumper suitable for Clarington requirements;
4. THAT the Purchasing Manager be authorized to negotiate a purchase price for a
selected unit; and
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.
Submitted by: / Reviewed by: A� ` —� � -
-arie Marano, H.B.Sc., C.M.O., Franklin Wu,
Director of Corporate Services Chief Administrative Officer
) 06'
6� .Nancy Taylor, B.B.A., C.A.,
Director of Finance/Treasurer
MM\JDB\BH\km
CQRPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1 C 3A6 T(905)623-3379 F (905)623-4169-
SCHEDULE "A"
REPORT NO.: COD-016-11 PAGE 2
1.0 BACKGROUND AND COMMENT
1.1 Fire and Emergency Services has provided funding in their 2011 Capital
Budget for a new pumper truck.
1.2 In the past, the methods used to acquire new fire trucks have included
Public Tender, Request for Proposal, negotiation with a selected
manufacturer and an Expression of Interest. The formal public process
(RFT & RFP) for the acquisition of a new unit from date of bid solicitation
to delivery of the completed unit can take upwards of twelve to eighteen
months depending on the type of equipment required. This.is primarily
because the unit is custom built and must be manufactured to meet the
specifications set out in the tender.
1.3 -In 2008, the Municipality of Clarington set aside the normal competitive
process and purchased a pre-built pumper using an Expression of Interest
(EOl) with satisfactory results. As the EOI process was effective and
provided the Fire Department with a pumper which met their requirements
and expectations in a much shorter time period and within budget, it is
recommended that the Purchasing By-law be waived and the use of an
E01 process be authorized for acquisition of the new fire pumper. The
EOI process allows for the vendors to focus on the availability of the unit
as well as present the features offered on their stock or under construction
pumper trucks.and indicate.an approximate cost. The EOI process is far
less formal than the tendering and RFP process and avoids complexities
and risks associated with the formal bidding process.
1.4 The 2008 acquisition was for the purchase of the pre-built unit. Typically,
the prices for pre-built units are better than 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 and
marketable specification. As the stock units are readily available and
often sought after, they do not usually fit with a public Tender process .
SCHEDULE "A"
REPORT N.O.: COD-016-11 PAGE 3
where the evaluation of bids and the award process are lengthy. Dealers
are reluctant to commit themselves on the availability of a stock unit when
other buyers are interested in a quick purchase. The EOI process lends
itself to a much faster decision process and a relatively short award
period.
1.5 Staff recommend a request for Expressions of Interest from known
manufacturers indicating the availability of pre-built units or those in an
advanced state of construction conforming to basic criteria for a 1250
GPM Pumper with accessories and the approximate cost and details with
respect to the specifications. Purchasing and Fire Staff will review the
submissions, select the unit(s) providing the best combination of price and
specification and proceed to negotiate a final delivered price for a unit with
accessories.
1.6 Upon completion of the negotiations, a report to Council will be provided
outlining the results of the process, the negotiations and requesting
approval to proceed with an award.
1.7 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.
1.8 In 2008 when the EOI process was recommended authorization was also
provided to amendment the Purchasing By-law to include the EOI process .
should the,process-prove successful. In accordance with the approval
through report#COD-018-08 (copy attached as Schedule `A'), the By-law
will now be amended to include the updated provision for use of the EOI
process.
SCHEDULE "A"
REPORT NO.: COD-016-11 PAGE 4
2.0 FINANCIAL
2.1 Fire and Emergency Services has made provision in the 2011 Emergency
Services Fleet Budget, Account# 110-28-388-82812-7401 for the
purchase of a new pumper at the estimated cost of$6.00,000.00.
3.0 INPUT FROM OTHER SOURCES
3.1 This report has been reviewed by the Purchasing Manager, with the
appropriate department and circulated as follows:
Concurrence: Director of Emergency & Fire Services
Director of Operations