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Home My WebLink AboutCOD-001-12arington CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: April 2, 2012 Resolution #: 0i - By -law #: N/A Report#: COD - 001 -12 File #: Subject: SUPPLY & DELIVERY OF ONE (1) CHEVROLET IMPALA WITH POLICE PACKAGE ELECTRICAL WIRING RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD - 001 -12 be received for information. Submitted by: arie Marano, H.B.Sc., C.M.O., Director of Corporate Services Z / Nancy7aylo//, -B. B.A., C.A., Director of Finance/Treasurer MM \JB \BH \km Reviewed by: Franklin Wu, Chief Administrative Officer CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623 -3379 F (905)623 -4169 Clarington REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: April 2, 2012 Resolution#: By-law#: N/A Report#: COD-001-12 File#: Subject: SUPPLY & DELIVERY OF ONE (1) CHEVROLET IMPALA WITH POLICE PACKAGE ELECTRICAL WIRING RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-001-12 be received for information. 66 Submitted by: Reviewed by: arie Marano, H.B.Sc., Franklin Wu, C.M.O., Chief Administrative Officer Director of Corporate 7 VI� lzmllm Nancy aylo,, B. .A., C.A., Director of Finance/Treasurer MM\JB\BH\km CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169 REPORT NO.: COD-001-12 PAGE 2 1.0 BACKGROUND 1.1 Report COD-027-11 contract awards during council recess was approved by Council on September 19, 2011 Resolution #GPA-559-11. The report is appended as Attachment A for reference. 1.2. The purchase order was issued in August 2011 for the Supply and Delivery of One (1) Chevrolet Caprice 9C1 with Police Package Electrical Wiring from Quantrill Chev Cadillac, Port Hope, Ontario. 1.3 In November 2011, the Municipality followed up with the delivery date for the vehicle. Quantrill Chevrolet Cadillac, Port Hope, Ontario advised that General Motors had cancelled the order as the Caprice will not be available in Canada as originally expected. The dealership advised that they were not aware of the cancellation. Quantrill Chevrolet Cadillac received confirmation from General Motors that they will build a red Impala for the Municipality of Clarington. Originally, General Motors advised that the colour red would no longer be offered for the Impala therefore the Caprice was specified and bids were solicited. 1.4 Since the first bid and award was approved by Council as a result of budget constraints the outcome of the order is being reported for information. The manner in which bids were secured and order placed was in compliance with the Purchasing By-Law. 2.0 ANALYSIS 2.1 Due to the notification of the order cancellation for the Caprice, pricing was solicited from three General Motors dealerships for the Supply & Delivery of One (1) Chevrolet Impala with Police Package Electrical Wiring. Two dealerships provided pricing. Attachment B provides both an outright purchase price and an after trade price. 2.2 After review and analysis of the bid by the Emergency & Fire Services Department, Operations Department and Purchasing, it was mutually agreed that the low, compliant bidder, Quantrill Chev Cadillac, Port Hope, Ontario, be awarded the contract for the Supply and Delivery of One (1) Chevrolet Impala with Police Package Electrical Wiring. Based on staff review the bid amount offered for the after trade option was fair and reasonable and was recommended. 2.3 Quantrill Chev Cadillac, Port Hope, Ontario, has provided similar services to the Municipality of Clarington in the past and the level of service has been satisfactory. REPORT NO.: COD-001-12 PAGE 3 3.0 COMMENTS 3.1 The purchase of one (1) Chevrolet Impala with Police Package Electrical Wiring is a replacement unit for the Fire Department. 3.2 The Fire Department has accepted the trade-in price of $4,000.00 for the 2005 Chevrolet Impala (ID #36). 3.3 The budget for the Chevrolet Impala with Police Package Electrical Wiring is $35,000.00 in the Fleet Replacement Fire Equipment Account 110-28-388- 82824-7401. The funds required to complete the purchase of the One (1) Chevrolet Impala with Police Package Electrical Wiring is $28,927.32. 3.4 The purchase cost difference between the Chevrolet Impala with Police Package Electrical Wiring compared to the purchase of a Chevrolet Caprice 9C1 with Police Package Electrical Wiring resulted in $11,186.47 reduction in cost. 3.5 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Emergency & Fire Services. 4.0 FINANCIAL 4.1 The budget for the Chevrolet Impala with Police Package Electrical Wiring is $35,000.00 in the Fleet Replacement Fire Equipment Account 110-28-388- 82824-7401. The funds required to complete the purchase of the One (1) Chevrolet Impala with Police Package Electrical Wiring is $28,927.32. 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 The contract for the replacement vehicle was awarded to Quantrill Chev Cadillac, Port Hope, Ontario, and has been received and is being equipped with the necessary lights and siren. CONFORMITY WITH STRATEGIC PLAN — Not Applicable Staff Contact: Jerry Barber, Purchasing Manager Attachments: Attachment 1 - Report COD-027-11 Attachment 2 - Bid Summary List of interested parties to be advised of Council's decision: Not Applicable Attachment 1 Ciffi I Wj 9 REPORT CORPORATE SERVICES DEPARTMENT Reefing: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: September 12, 2011 Resolution#: By-law#: N/A . Report#: COD-027-11 File#: Subject: CONTRACT AWARDS DURING COUNCIL RECESS RECOMMENDATIONS: . It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-027-11 be received for information. Submitted by: Reviewed by: ari 'Marano, H.B.Sc., C.M.O., . Franklin Wu, Director of Corporate Services Chief Administrative Officer MM/JB/km CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1 C 3A6 T 905-623-3379 Attachment 1 REPORT NO.: COD-027-11 PAGE 2 1. BACKGROUND 1.1 During periods when Council is in recess provision has been made for the approval of contract awards in order to continue with business as usual. During the summer recess of 2011 there were two occasions that would normally necessitate a report to Council. 2 COMMENTS 2.1 In accordance with Purchasing By-law 2010-112, Part 2, Section 67, the following contracts Were awarded during the Council Recess for Municipal Elections. Q2011-23, Supply & Delivery of One (1) Chevrolet Caprice 9C1 with.Police Package Electrical Wiring CL2011-7, Bowmanville Creek Erosion Protection — Extension of Contract to include Brookhill Tributary Remedial Work A copy of the recommending Report Memos for the above noted projects are attached as Schedule "A" and "B" respectively. 2. CONCURRENCE Not applicable 3. CONCLUSION The actions taken by Staff as documented in the attached Report Memos be provided for Councils information. CONFORMITY WITH STRATEGIC PLAN - Not Applicable Staff Contact: Jerry Barber, Purchasing Manager Attachments: Attachment 1 - Report Memo Re: Q2011-23, Supply & Delivery of One (1) Chevrolet Caprice Attachment 2 - Report Memo Re: CL2011-7, Bowmanville Creek Erosion Protection — Contract Extension ***This attachment was omitted, not applicable to Report COD-001-12*** List of interested parties to be advised of Council's decision: Not Applicable Attachment 1 SCHEDULE "A" Ciff MgWn REPORT MEMO PURCHASING I S Date: August 10, 2011 To: Frank Wu, Chief Administrative Officer From: Jerry Barber, Manager, Purchasing Services Report•#: PS-009-11 File#: Q2011-23 Subject: Q2011-23 — Supply & Delivery of One (1) Chevrolet Caprice 9C1 with Police Package Electrical Wiring RECOMMENDATIONS It is respectfully recommended to the Chief Administrative Officer the following: 1. THAT Quantrill Chev Cadillac, Port Hope, Ontario, with a total bid price of $40,113.79 (net of H.S.T. Rebate), being the sole responsible bidder meeting all terms, conditions and specifications of Quotation Q2011-23, be awarded the contract for Supply & Delivery of One (1) Chevrolet Caprice 9C1 with Police Package Electrical Wiring, as required by the Municipality of Clarington, Fire Department; 2. THAT the funds required in the amount of $35,000,00 be drawn from the Fleet Replacement Fire Equipment Account 110-28-388-82824-7401 and 3. THAT the additional funds required in the amount of $5,113.79 be drawn from the Fire Equipment Reserve Fund. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-3330 Attachment 1 REPORT NO.: PS-009-11 PAGE 2 Recom.Mnded by.:'�,' Jerry B .fie;Manager, Purcha ing Services / Date Ic- Concurrence: Gord Weir, Director of Emergency & Fire Services �' Date Approved by: Nancy Taylor, Director of R,nanc /Trea�urer ODate Approved by: ` haz-"'e Q� Frank Wu, Chief Administrative Officer Date MM\JB\bh cc: M. Marano, Director, Corporate Services Attachment 1 REPORT NO.: PS-009-11 PAGE 3 1.0 BACKGROUND -- - --- 1-A _ _T_he-quotation do.cument_made_pr-ovision_for-b ids-with-an-option-to-trade=in— - — an existing unit. Schedule "A" attached provides both an outright purchase price and an.after trade price. 1.2 Eight dealers were invited to bid on this requirement and one submission was received. 2.0 ANALYSIS 2.1 After review and analysis of the bid by the Emergency & Fire Services Department, Operations Department and Purchasing, it was mutually agreed that the sole, compliant bidder, Quantrill Chev Cadillac, Port Hope, Ontario, be awarded the contract for the Supply and Delivery of One (1) Chevrolet Caprice 9C1 with Police Package Electrical Wiring. Based on staff review the bid amount offered for the after trade option is fair and reasonable and is recommended. 2.2 Quantrill Chev Cadillac, Port Hope, Ontario, has provided similar services to the Municipality of Clarington in the past and the level of service has been satisfactory. 3.0 FINANCIAL 3.1 The purchase of one (1) Chevrolet Caprice 9C1 with Police Package Electrical Wiring is a replacement unit for the Fire Department. 3.2 The Fire Department has accepted the trade-in price of $4,000.00 for the 2005 Chevrolet Impala (ID #36). 3.3 The budget for the Chevrolet Caprice 9C1 with Police Package Electrical Wiring is $35,000.00 in the Fleet Replacement Fire Equipment Account 110-28-388-82824-7401. The funds required to complete the purchase of the One (1) Chevrolet Caprice 9C1 with Police Package Electrical Wiring is $40,113.79. Attachment 1 REPORT NO.: PS-009-11 PAGE 4 3.4 The additional funds required in the amount of $5,113.79 to complete the purchase of-One(1)`Chevrotet Carice9C1 with-Police P-ac<a Ere rical Wiring are available in the Fire Equipment Reserve Fund. 3.5 In view of the Council summer recess authorization is'requested to award the above contract, in accordance with the Purchasing By-law 2010-112 Part 2, Section 67- Council Recess Procedures, with the additional funds being drawn from the Fire Equipment Reserve Fund account. 3.6 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Emergency & Fire Services. 4.0 CONCLUSION 4.1 To award the contract to Quantrill Chev Cadillac, Port Hope, Ontario, for Quotation Q2011-23 Supply & Delivery of One (1) Chevrolet Caprice 9C1 with Police Package Electrical Wiring. Attachments: Schedule "A"— Bid Tabulation cc: M. 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