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HomeMy WebLinkAboutCOD-015-14 If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102 c1tvingon Report Corporate Services Meeting: General Purpose and Administration Committee Date: September 8, 2014 Resolution#: By-law#: N/A Report#: COD-015-14 File#: EO12014-2 Subject: Purchase Of Pre-Built Pumper Truck Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: a) That Report COD-015-14 be received for information. Submitted by: Reviewed by: Marie Marano, H.B.Sc., C.M.O., Franklin Wu, Director of Corporate Services Chief Administrative Officer Nancy faif6ir, A.B. ., C.P.A., C.A., Director of Finance/Treasurer MM\DF\bh Municipality of Clarington Report COD-015-14 Page 2 Report Overview To report to Council the details for the pre-built pumper truck procurement. Background 1. Report COD-015-14 Purchase of a Pre-Built Pumper was approved by Council on April 28, 2014 Resolution #GPA-292-14. The report is attached as Attachment 1 for reference. 2. The Expression of Interest was advertised electronically on the Municipality's website and the Ontario Public Buyers Association's (OPBA) website. 3. Eight (8) companies obtained the bid document. Three (3) submissions were received in response to the Expression of Interest. All bids were deemed compliant. 4. All submissions received were reviewed by the Fire and Emergency Department, Operations Department and Corporate Services Department. A tabulation of the bid amounts is attached as Attachment 2. Pre-Built Pumper Details 5. The Emergency & Fire Services Department, Operations Department and Purchasing met to review the submissions. 6. 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 Limited best met their requirements. 7. Fort Garry Fire Trucks Limited offered the Municipality the most for the trade-in and the Spartan Cab and Chassis has been quoted making their bid submission the low, compliant bid. Fort Garry Fire Trucks Limited and Spartan Chassis Incorporated have provided satisfactory customer service to the Emergency & Fire Services Department and Operations Department. Therefore, staff undertook final discussions exclusively with Fort Garry Fire Trucks Limited. 8. The pumper truck submissions from Carrier Centers, Brantford, Ontario and Dependable Truck & Tank Limited Emergency Vehicles, Brampton, Ontario were both over budget. 9. The bid submission from Fort Garry Fire Trucks Limited, Winnipeg, Manitoba was within the budget requirements. The submission was reviewed to ensure that the pumper truck would meet the Municipality's requirements. Municipality of Clarington Report COD-015-14 Page 3 10. Further discussions with Fort Garry Fire Trucks Limited were held to review the detailed specifications to ensure that all options were included in the quotation. A couple of options were added; the driver's seat height was increased and the Kussmaul Auto Charge unit was upgraded. 11. The Spartan Gladiator Cab and Chassis will be purchased with the fire/rescue equipment installed on the truck. 12. After review and analysis of the submissions by the Emergency & Fire Services Department, Operations Department and Purchasing, it was mutually agreed that Fort Garry Fire Trucks Limited, Winnipeg, Manitoba, be awarded the contract for the Supply & Delivery One (1) Pumper Truck comes with Equipment. 13. 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. 14 Fort Garry Fire Trucks Limited, Winnipeg, Manitoba has supplied the Municipality of Clarington in the past and the trucks have performed well. Fort Garry Fire Trucks Limited has provided excellent support and stood behind their products. 15. The order has been placed and delivery of the new unit is expected in early 2015. 16. The Fire and Emergency Services Department has made provision in the 2014 Emergency Services Fleet Budget, Account# 110-28-388-82824-7401 for the purchase of a new pumper and equipment at the cost of$581,740.55 (net of HST Rebate and trade in) which is within the approved 2014 budget allocation. 17. The Emergency & Fire Services Department has accepted the trade-in price of $100,0000.00 for the 2004 Spartan Gladiator with fully enclosed pump panel (ID #29). 18. The new pumper truck will be stationed at Fire Station #1 in Bowmanville. Concurrence 19. This report has been reviewed by Gord Weir, Director of Emergency & Fire Services Department and Fred Horvath, Director of Operations. Municipality of Clarington Report COD-015-14 Page 4 Conclusion 20. The contract for the pre-built pumper truck has been awarded to Fort Garry Fire Trucks Limited, Winnipeg, Manitoba with a total bid in the amount of$581,740.55 (net of HST Rebate) for the supply and delivery of a 2014 Model 1250 GPM Spartan Gladiator Pumper complete with equipment as required by the Emergency and Fire Services Department. Strategic Plan Application Not applicable. Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or dferguson @clarington.net Attachments: Attachment 1 - GP&A Report COD-003-14 Attachment 2 - Bid Tabulation There are no interested parties to be advised of Council's decision. Attachment 1 to Municipality of Clarington Report COD-015-14 claboonREPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: April 14, 2014 Resolution#: 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: 4 Reviewed �- M a r i e iM�a ar H.B.Sc., C.M.O., by: Franklin Wu, Director of Corporate Services Chief Administrative Officer Nancy Ta, loK, B. .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 Attachment 2 to Municipality of Clarington Report COD-015-14 THE MUNICIPALITY OF CLARINGTON EXPRESSION OF INTEREST EOI-2014-2 BID TABULATION BIDDER TOTAL BID TOTAL BID (net of HST Rebate) (HST Included) Fort Garry Fire Truck Limited Winnipeg, Manitoba Without Trade-in Unit $679,475.94 $754,528.12 With Trade-in Unit $577,715.94* $641,528.12 Carrier Centers Brantford, ON Without Trade-in Units $637,998.79 $708,469.57 With Trade-in Units no bid no bid Dependable Truck & Tank Limited Emergency Vehicles. Brampton, Ontario Without Trade-in Units $673,075.24 $747,420.42 With Trade-in Units $627,283.24 $696,570.42 Note: the above pricing does not include options priced separately in the submission package. *Final price including negotiated options - $581,740.55 (net of HST Rebate).