HomeMy WebLinkAboutCOD-037-11' 1
Clarftwn REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: December 12, 2011 Resolution#: 6 PN-7/7- // By-law#: N/A
Report#: COD-037-11 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-037-11 be received;
2. THAT Fort Garry Fire Trucks Limited, Winnipeg, Manitoba with a total bid in the
amount of$590,268.04 (Net of H.S.T. Rebate) be awarded the contract for the
supply and delivery of a 2012 Model 1250 GPM Spartan Gladiator Pumper
complete with equipment as required by the Emergency and Fire Services
Department; and
3. THAT the required funds be drawn from the Fire and Emergency Services
Department 2011 Capital Account# 110-28-388-82812-7401.
Submitted by: Reviewed by:
arie Marano, H.B.Sc., C.M.O., Franklin Wu,
Director of Corporate Services Chief Administrative Officer
Na cy raXlor, . .A., C.A.,
Director 6f Finance/Treasurer
MM\JDB\bh
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169
REPORT NO.: COD-037-11 PAGE 2
1.0 BACKGROUND
1.1 Report COD-029-11 was approved by Council on September 19, 2011
Resolution #GPA-561-11. The report is attached as Schedule "A" for reference.
1.2. The Fire & Emergency Services Department, Operations Department and
Purchasing Division contacted Carl Thibault Emergency Vehicles and Fort Garry
Fire Trucks Limited to negotiate a transverse pump panel option, larger cab and
smaller engine. The Spartan Gladiator Cab and Chassis is the preferred unit as
it falls within the budget limitations.
1.3 The Spartan Gladiator Cab and Chassis will be purchased with the fire/rescue
equipment installed on the truck.
2.0 ANALYSIS
2.1 The Fire & Emergency Services Department and Operations Department
compared the two bid submissions from Fort Garry Fire Trucks Limited and Carl
Thibault Emergency Vehicles.
2.2 There are four main differences between the Spartan Gladiator Cab and Chassis
from Fort Garry Fire Trucks and Carl Thibault Emergency Vehicles. These
differences are as follows: grade of aluminum used in construction, formed
versus framed body, compartment size and ladder storage.
2.3 With respect to aluminum body construction, Carl Thibault Emergency Vehicles
uses 5052 Marine Grade Aluminum and Fort Garry uses 5083 Salt Water Marine
Grade Aluminum. The 5083 Salt Water Marine Grade Aluminum is a higher
quality than the 5052 Marine Grade Aluminum. Fort Garry uses 5083 Salt Water
Marine Grade Aluminum because in 1998 a metallurgist made this
recommendation in order to improve the corrosion problems with 5052 Marine
Grade Aluminum. The Fire & Emergency Services Department's current Fort
Garry Fire Trucks (P1 and P4) are eight (8) years old and have no rust. In
REPORT NO.: COD-037-11 PAGE 3
addition to using the Salt Water Marine Grade Aluminum, Fort Garry also uses
rust protection that offers a twenty (20) year corrosion perforation warranty on
their truck bodies.
2.4 Carl Thibault Emergency Vehicles has quoted a formed body and Fort Garry has
quoted a framed body. A formed body is when the metal is bent in order to form
the box. A framed body is when the box is framed and then the panels are
welded to the frame. A framed body takes more metal and is stronger.
2.5 Carl Thibault Emergency Vehicles compartment size on one side of the truck is
reduced because of the way the plumbing is designed to run to the rear of the
truck. Fort Garry provides full depth and full height compartments. In order to
facilitate the equipment required on the full-time trucks the larger compartment
size is essential.
2.6 The Fire & Emergency Services Department's current full-time trucks have
interior ladder storage. Carl Thibault Emergency Vehicles quoted an exterior
ladder storage rack. Carl Thibault Emergency Vehicles stated that they can
provide interior ladder storage, however the interior ladder would be reduced
from 28' to 24' and the ladder storage rack would considerably reduce the depth
of the pumper truck compartments on the right hand side. Fort Garry quoted
interior ladder storage and are able to provide a 28' ladder without reducing the
depth of the pumper truck compartments.
2.7 After a thorough review of the Expression of Interest submissions, the Fire &
Emergency Services Department and Operations Department determined that
the truck quoted by Fort Garry Fire Trucks best met their requirements. The
pricing for the EOI submission from Fort Garry Fire Trucks was the low,
compliant bid and staff undertook final discussions exclusively with Fort Garry
Fire Trucks.
REPORT NO.: COD-037-11 PAGE 4
2.8 Further discussions with Fort Garry Fire Trucks were held to review the detailed
specifications to ensure that all options were included in the quotation. The Fire
& Emergency Services Department and Operations Department added some
options in order for the truck to resemble the pumper trucks in-house. Also,
design improvements were requested to resolve concerns with the pumpers in
house (i.e., storage, heaters, lighting, exhaust pipe, etc.).
3.0 COMMENT
3.1 Based on the review of the technical specifications for the pumper truck and
equipment, the Fire & Emergency Services Department, Operations Department
and Purchasing recommend the purchase of the Spartan Gladiator Cab and
Chassis from Fort Garry Fire Trucks Limited, Winnipeg, Manitoba.
3.2 Fort Garry Fire Trucks, Winnipeg, Manitoba has supplied the Municipality of
Clarington in the past and the trucks have performed well. Fort Garry Fire Trucks
has provided excellent support and stood behind their products.
4.0 FINANCIAL
4.1 The Fire & Emergency Services Department, Operations Department and
Purchasing reviewed the submission for One (1) Full Framed / Full Extruded All
Aluminum (Saltwater Marine Grade 5083-H321) Pumper and Equipment. Items
that are critical to the Fire & Emergency Services Department's ability to respond
to an emergency have been included.
REPORT NO.: COD-037-11 PAGE 5
4.2 The Fire and Emergency Services Department 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 cost of $590,268.04, 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 To award the contract to Fort Garry Fire Trucks Ltd, Winnipeg, Manitoba with a
total bid in the amount of $590,268.04 (Net of H.S.T. Rebate) for the supply and
delivery of a 2012 Model 1250 GPM Spartan Gladiator Pumper complete with
equipment as required by the Emergency and Fire Services Department.
CONFORMITY WITH STRATEGIC PLAN — Not Applicable
Staff Contact: Not Applicable
Attachments:
Attachment 1 - Schedule "A" Bid Summary
Attachment 2 - Schedule "B" Report COD-029-11
List of interested parties to be advised of Council's decision: Not Applicable
Clarington REPORT
CORPORATE SERVICES DEPARTMENT
SCHEDULE "A"
BID SUMMARY
EXPRESSION OF INTEREST - E012008-1
1250 GPM Pumper & Equipment
BIDDER TOTAL BID TOTAL BID
(H.S.T. Included) (Net of H.S.T. Rebate)
Fort Garry Fire Truck Ltd
Winnipeg, Manitoba $639,528.02 $575,914.79
Carl Thibault Emergency Vehicles
Pierreville, Quebec $640,907.76 $577,157.29
Darch Fire Inc.
Ayr, Onatrio $688,404.22 $619,929.32
The above figures represent the EOI pricing received. The Fire & Emergency Services
Department, Operations Department and Purchasing reviewed the submission for One
(1) Full Framed / Full Extruded All Aluminum (Saltwater Marine Grade 5083-1-1321) and
Equipment List and compared the submission to Pumper#1. After selection of the
preferred unit, additional items were negotiated to ensure that the Pumper Truck and
Equipment would meet the requirements of the Fire & Emergency Services Department.
The final price is $590,268.04 (Net of H.S.T. Rebate).
SCHEDULE"B"
REPORT
CORPORATE SERVICES DEPARTMENT
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Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: September 12, 2011 Resolution#: By-law#: N/A
Report#: COD-029-11 File#:
Subject: PURCHASE OF A PRE-BUILT PUMPER
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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.
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Submitted by: Reviewed by:
a ie Marano, H.B.Sc., C.M.O., Franklin Wu,
Director of Corporate Servic s Chief Administrative Officer
Nancy Tayjbr, BA A1, ..A.,
Director of{Finance/Treasurer
MM\JDB\BH\km
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F(905)623-4169 j
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SCHEDULE"B"
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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
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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.
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As well, the staff is familiar with the operation of a transverse pump panel as
Pumper#1 and Pumper#4 both have this feature.
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SCHEDULE"B"
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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. I
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2.5 The Fire & Emergency Services Department, Operations Department and i
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
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the results of the process, the negotiations and requesting approval to proceed
with an award.
27 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
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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.
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SCHEDULE"B"
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REPORT NO.: COD-029-11 PAGE 4
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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
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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
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ATTACHMENT# O I SCHEDULE "A"
REPORT#
t3 t Fl A F 'W101
rt_ £ REPORT
CORPORATE SERV�CES DEPARTMENT
3
Meeting- GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: May 9, 2011 Resolution#: By-law4: 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; j
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/nit.
Submitted by: � Reviewed
by:,. �--
"a`rie Marano, H.B.Sc., C.M.O., Franklin Wu,
Director of Corporate Services Chief Administrative Officer
Nancy Taylor, B.B.A., C.A.,
Director of Finance/Treasurer
MM\JDB\BH\km
CO¢,PORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1 3A6 T(905)623-3379 F(905)623-4169-
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ATTACHMENT# TO SCHEDULE "A"
REPORT# °4
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. j
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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
(E01)with satisfactory results. As the E01 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
E01 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 prebuilt units are better than those offered for the
production of a unit to our specifications simply because the prebuilt 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"
ATTACHMENT# TO
REPORT#
REPORT NO.: 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 EO1 process lends 1
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 E
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.
11.7 If a unit acceptable to the Fire and Emergency Services Department
cannot be located using the proposed expression of interest process; a
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formal tender process will be undertaken.
1.8 In 2008 when the EO1 process,was recommended authorization was also
provided to amendment the Purchasing By-law to include the EO1 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 EO1
process.
ATTACHMENT# TO SCHEDULE "A"
REPORT#
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$600,000.00.
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 I
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