Loading...
HomeMy WebLinkAboutCOD-013-13 Cladiwn REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: April 22, 2012 Resolution#:(! - 1. By-law#: N/A Report#: COD-013-13 File#: Subject: PURCHASE OF PRE-BUILT AERIAL TRUCK WITH 100'LADDER RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-013-13 be received for information. 4 Submitted by: - Reviewed by:" ` iarie Marano, H.B.Sc., C.M.O., Franklin Wu, Director of Corporate Services Chief Administrative Officer N 'ncy T lor, Bg. C.P.A., C.A., Director of Finance/Treasurer MM\JDB\BH\mc CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 REPORT NO.: COD-013-13 PAGE 2 1. BACKGROUND 1.1 Report COD-007-13 Purchase of a Pre-Built Aerial Truck was approved by Council on March 25, 2013 Resolution #GPA-205-13. The report is attached as Attachment 1 for reference. 1.2 The Expression of Interest (EOI) was sent to nine (9) fire truck manufacturers requesting information and availability of one (1) Pre-Built Aerial Truck with 100' Ladder. Details of the requirement were set out in the information package provided to fire truck vendors. Subsequently, six (6) firms submitted Expressions of Interest covering eight (8) units for consideration. A tabulation of the bid amounts is attached as Attachment 2. 2. ANALYSIS 2.1 The Emergency & Fire Services Department and Operations Department evaluated the submissions utilizing a scoring sheet which determined if the proposed aerial truck met the twenty-two parameters. The scoring sheet allocated points as follows: met specification (2 points), the specification could be added to the truck (1 point) and the specification was not present and could not be added (0 points). 2.2 The three (3) highest scoring trucks were short listed. The short listed trucks were submitted by Carrier Centers (E-One), Dependable Emergency Vehicles and Smeal Fire Apparatus Company. The lowest bid was submitted by Fort Garry, however they scored extremely low on the scoring evaluation sheet and therefore were not considered. 2.3 The Emergency & Fire Services Department, Operations Department and Purchasing met to review the short listed trucks. The aerial truck submitted by Dependable Emergency Vehicles was significantly more expensive than the trucks submitted by Carrier Centers and Smeal Fire Apparatus Company. Therefore, the committee agreed to review the bid submissions from Carrier Centers and Smeal Fire Apparatus Company representing the second and third lowest bids respectively. 2.4 On Friday, April 5, the Emergency & Fire Services Department and Operations Department visited the Carrier Centers Facility in Brantford, Ontario to review the Maintenance/Sales Facility and determine capabilities for after delivery customer service. Also, the Shelbourne Fire Department was visited to look at their aerial truck recently purchased from Carrier Centers. The aerial truck was similar to the EOI requirements and the pre-built truck quoted. REPORT NO.: COD-013-13 PAGE 3 2.5 On Monday April 8, the Emergency & Fire Services Department and Operations Department visited the Smeal Fire Apparatus Company Facility in Mississauga, Ontario to review the Maintenance/Sales Facility and determine capabilities for after delivery customer service. Also, the Central York Fire Service Department and Newmarket Fire Department were visited to view aerial trucks that were similar to the EOI requirements and the pre-built truck quoted. 2.6 The Emergency & Fire Services Department and Operations Department compared the Carrier Centers and Smeal Fire Apparatus Company aerial trucks, evaluating the following items: frame construction, body construction, ladder construction, stabilizer types, doors and compartments, and service capability. 2.7 The Emergency & Fire Services Department and Operations Department determined that the submission by Carrier Centers offered more value for money compared to the submission from Smeal Fire Apparatus Company. For example, the torque box design frame, the extruded body design, the 12 foot scissor stabilizer jack spread, and the aluminum ladder with wide steps and high handrails, submitted by Carrier Centres were preferred and these options were offered at the same price point. Service expectations are met as Carrier Centers has (3) Mobile Master Vehicle Technicians on the road for service along with a complete service shop in Brantford, Ontario. 2.8 After review and analysis of the submissions by the Emergency & Fire Services Department, Operations Department and Purchasing, it was mutually agreed that Carrier Centers, Brantford, Ontario, be awarded the contract for the Supply & Delivery One (1) Aerial Truck with a 100' Ladder. 2.9 The references for Carrier Centers, Brantford, Ontario, have been checked and are satisfactory. 3. COMMENT 3.1 The purchase of one (1) Pre-Built Aerial Truck with a 100' Ladder is a replacement unit for the Emergency & Fire Services Department. 3.2 The order has been placed and delivery of the new unit is expected in July 2013. 4. FINANCIAL 4.1 The budget for the Pre-Built Aerial Truck with a 100' Ladder is $1,100,000.00. The funds required in the amount of$971,770.65 (Net of H.S.T. Rebate) for the supply & delivery one (1) Pre-Built Aerial Truck with 100' Ladder are provided in the Emergency & Fire Services Department 2013 Fleet Replacement Account 110-28-388-82803-7401. 4.2 The proceeds from the sale of the used aerial truck will be credited to the Emergency & Fire Services Department Fleet account. REPORT NO.: COD-013-13 PAGE 4 5. CONCURRENCE 5.1 This report has been reviewed by the Purchasing Manager, with the appropriate department and circulated as follows: Concurrence: Director of Emergency & Fire Services Department Director of Operations 6. CONCLUSION 6.1 The use of the Expression of Interest process for this acquisition met all the objectives set out in report COD-007-13. A pre-built aerial truck with a 100' ladder meeting the EOI requirements was purchased, from Carrier Centers, Brantford, Ontario. The process was competitive and timely. CONFORMITY WITH STRATEGIC PLAN — Not Applicable Staff Contact: Jerry Barber, Purchasing Manager Attachments: Attachment 1: GP&A Report COD-007-13 Attachment 2: Bid Tabulation List of interested parties to be advised of Council's decision: Not Applicable Attachment 1 to Report COD-013-13 REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: March 13, 2013 Resolution#: Hy-law#: N/A Rep® . COD-007-13 File : Subject: PURCHASE OF A PRE-TILT AERIAL TRUCK RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-007-13 be received; 2. THAT the actions taken by the Manager of Purchasing With the solicitation of expressions of interest from known fire truck manufacturers to determine the immediate availability of a new Aerial Truck with a 1 00' Aerial Ladder be endorsed; 3. THAT the Purchasing Manager be authorized to negotiate a purchase price for a selected unit and issue a purchase order to complete the transaction; and 4. THAT an information report to Council be provided summarizing the results of the Request for the Expressions of Interest and the negotiated purchase of the selected unit. Submitted b �-`� �-- ` -- � Reviewed by: Marie Marano, H.B.Sc., C.M.O., Franklin Wu, i Director of Corporate Services Chief Administrative Officer Nancy Tahlor, BOW, C.A., Director of Finance/Treasurer JDB\bh CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 REPORT NO.: COD-007-13 PAGE 2 1.0 BACKGROUND 1.1 The Emergency & Fire Services Department has provided funding in their 2013 Capital Budget for the replacement of a 1988 aerial truck. 1.2 The 1988 aerial truck should have been replaced four years ago, however due to budget concerns the procurement of the aerial truck was pushed out until 2013. 1.3 Fire Services testing and inspection has been completed in compliance with the National Fire Protection Association (NFPA) regulations. The Emergency & Fire Services Aerial Truck Unit#2 built in 1988 has failed the following requirements: ® pump test, NFPA 1911 — Standard for Inspection, Maintenance and Testing of Fire Pumps for In Service Automotive Fire Apparatus, 2007 Edition. ladder test, NFPA 1914 — Standard for testing Fire Department Aerial Devices. The unit failed the Visual, Magnetic and Ultrasonic Inspection of the Ladder Test, 1.4 The Aerial Truck has been taken out of service and stored at Fire Station #2 located at 47 King Street East, Newcastle, Ontario L1 B 1 H4. 1.5 It is cost prohibitive to repair Aerial Unit#4, the repair is estimated between $60,000.00 and $80,000.00. 1.6 The Emergency & Fire Services Department normally operates with two aerial trucks. Service at this time is below our established level of service as there is only one aerial truck in service. 2.0 ANALYSIS 2.1 In order to expedite the purchase of a replacement unit, Expressions of Interest have been solicited from known manufacturers requesting the availability of pre- built units conforming to basic criteria, i.e. Aerial Truck with a 100' Aerial Ladder with accessories, the approximate cost and details with respect to the specifications. 2.2 Emergency & Fire Services, Operations and Purchasing Staff will review the submissions, select units providing the best combination of price and specification and proceed to negotiate a final delivered price for the unit with or without accessories. 2.3 In order to secure the unit in a timely manner, authorization is requested to negotiate a price and award to the manufacturer which has a unit that meets the Emergency & Fire Services and Operations Department technical requirements and falls within the approved budget. REPORT PLO.: COD-007-13 PAGE 3 2.4 On completion of the contract award, a report to Council will be provided outlining the results of the process for information purposes only. 2.5 The existing unit 1988 Ford 8000 Superior Aerial Truck will be advertised for sale as surplus equipment on the municipal and Ontario Association of Fire Chiefs websites. The truck will be sold on an "as is —where is" basis without warranty. 2.6 If a unit acceptable to the Emergency & Fire Services and Operations Department cannot be located using the proposed expression of interest process, a formal tender and /or request for proposal process will be undertaken. 3.0 COMMENTS 3.1 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Emergency & Fire Services and Director of Operations. 4.0 FINANCIAL 4.1 The funds required for the Aerial Truck with a 1 00' Aerial Ladder are included in the Emergency & Fire Services Department approved 2013 Capital Budget. 5.0 CONCURRENCE 5.1 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 6.0 CONCLUSION 6.1 The Manager of Purchasing has requested Expressions of Interest from known fire truck manufacturers to determine the immediate availability of a new Aerial Truck with a 100' Aerial Ladder. As well, a request for quotation for the sale of the surplus 1988 Ford 8000 Superior Aerial Truck will be undertaken. 6.2 In order to expedite the purchase of a replacement unit, the Purchasing Manager requests authorization to negotiate a purchase price for a selected unit and purchase the new Aerial Truck with a 1 00' Aerial Ladder in accordance with the Emergency & Fire Services Departments specifications and budget requirements. i ICI REPORT NO.: COD-007-13 PAGE 4 6.3 An information report to Council will be provided summarizing the results of the Request for the Expressions of Interest and the negotiated purchase of the selected unit. CONFORMITY WITH STRATEGIC PLAN — Not Applicable Staff Contact: Jerry Barber, Manager of Purchasing Attachments: Not Applicable Attachment 2 to Report COD-013-13 THE MUNICIPALITY OF CLARINGTON TENDER E0172013-1 BID TABULATION BIDDER TOTAL BID TOTAL BID net of HST Rebate) HST Included Carrier Centers $951,038.78 $1,056,086.70 Brantford, ON Smeal Fire Apparatus Co. $958,957.75 $1,064,880.36 Syder, NE, USA Dependable Emergency Vehicles 'Brampton, ON $990,722.13 $1,100,153.31 Fort Garry Fire Trucks $911,276.06 $1,011,931.95 Winnipeg, MB Darch Fire $989,354.38 $1,098,634.48 Ayr, ON Option 1 Darch Fire $972,950.19 $1,080,418.36 Ayr, ON Option 2 Darch Fire $992,085.15 $1,101,666.88 Ayr, ON Option 3 Resqtech Systems Inc. $1,041,155.40 $1,156,157.24 Woodstock, ON Note: the above pricing does not include options priced separately in the submission package. *Final price including negotiated options - $971,770.65 (net of HST Rebate).