HomeMy WebLinkAboutCOD-003-14 Clarington REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: April 14, 2014 Resolution#: ' X By-law#: N/A
Report#: COD-003-14 File#:
Subject: PURCHASE OF A PRE-BUILT PUMPER TRUCK
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-003-14 be received;
2. THAT the Purchasing Manager be authorized to negotiate the purchase price of
a Pumper Truck with selected respondents to an Expression of Interest and issue
a purchase order to complete the transaction;
3. 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 by: Reviewed
arie Marano, H.B.Sc., C.M.O., by: Franklin Wu,
Director of Corporate Services Chief Administrative Officer
Nancy Taylor`,"BA.A., CPA, C.A.,
Director of Finance/Treasurer
MM\JDB\BH\br
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169
REPORT NO.: COD-003-14 PAGE 2
1.0 BACKGROUND
1.1 Fire and Emergency Services has provided funding in their 2014 Capital Budget
for the replacement of a pumper truck.
1.2 In the past, the EOI process was effective and provided the Fire and Emergency
Services Department with two pre-built pumper trucks and one pre-built aerial
truck which met their requirements and expectations in a much shorter time
period and within budget. As per By-law 2010-112, S 85, the Purchasing
Manager has authority to issue expressions of interest. However, given the value
of the acquisition, separate authority is required to undertake negotiations and
place the required order to complete the process.
1.3 The EOI process allows 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 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 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 members representing the Operations, Fire and Emergency Services and
Corporate Services Departments 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 If a unit acceptable to the Fire and Emergency Services and Operations
Department cannot be located using the proposed expression of interest
process; a formal tender process will be undertaken.
2.0 COMMENTS
2.1 Queries with respect to the department needs, specifications, etc. should be
referred to the Director of Emergency and Fire Services and Director of
Operations.
REPORT NO.: COD-003-14 PAGE 3
3.0 FINANCIAL
3.1 The funds required for the 1250 GPM Pumper Truck are included in the
Emergency & Fire Services Department approved 2014 Capital Budget. The
purchase has been budgeted for $600,000.00.
4.0 CONCURRENCE
4.1 This report has been reviewed by the Purchasing Manager, with the appropriate
departments and circulated as follows:
Concurrence:
Director of Emergency & Fire Services
Director of Operations
5.0 CONCLUSION
5.1 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 1250 GPM Pumper Truck in accordance with the Emergency
& Fire Services and Operations Departments specifications and budget
requirements. As well, after the new pumper truck has been delivered, the trade-
in or sale of the 1250 GPM Pumper Truck will be undertaken.
5.2 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