HomeMy WebLinkAboutTR-20-95 THE CORPORATION OF THE MUNICIPALITY OF CLIARINGTON
REPORT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File# X155 C� U.
Date: MONDAY, APRIL 3 , 1995 Res #
Report#: TR-2 0-9 5 File#: By-Law#
Subject: TENDER CL95-14, FOUR (4) ONLY 1995 TANDEM DIESEL TRUCKS &
CHASSIS, C/W DUMP BODY, SNOW PLOW, HARNESS, PLOWS AND WINGS
II
Recommendations:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1 . THAT Report TR-20-95 be received;
2 . THAT Winslow Gerolamy Motors, Peterborough, Ontario, with a
total bid in the amount of $484, 502 . 80 (including taxes) being
the lowest responsible bidder meeting all terms, conditions
and specifications of Tender CL95-14, be awarded the contract
to supply Four (4) Only 1995 Tandem Diesel Trucks & Chassis,
c/w Dump Body, Snow Plow, Harness, Plow and Wings; and
3 . THAT the funds expended be provided from the 1995 Public Works
Fleet Account #2900-00010-0000 .
BACKGROUND AND COMMENT:
In accordance with Council Resolution #GPA-9-95, which authorized
an early tender call for vehicles, tenders were publicly advertised
and invited for the supply and delivery of Four (4) Only 1995
Tandem Diesel Trucks & Chassis, c/w Dump Body, Snow Plow, Harness,
Plows and Wings, as required by the Department of Public Works .
Subsequently, tenders were received and tabulated as follows :
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"P'n RECYILE
ill i5 IS PflilRED IX!IIE CYCLED PAP[q i
REPORT NO. : TR-20-95 PAGE 2
TENDER CL95-14
Bidder Total Bid Trade-In' s Total Bid
(Excl . Taxes) 2-84 Fords (Incl . Taxes)
2-85 Internationals
Winslow Gerolamy Motors $463 , 192 . 00 $44, 600 . 00 $484, 502 . 80
Peterborough, Ontario
Winslow Gerolamy Motors $465, 968 . 00 $44, 600 . 00 $487, 695 . 20
Peterborough, Ontario (alternate bid)
Toronto Truck Centre $444, 412 . 00 $24, 000 . 00 $485, 153 . 80*
Mississauga, Ontario
Toronto Truck Centre $447, 188 . 00 $24 , 000 . 00 $488 , 346 . 20*
Mississauga, Ontario (alternate bid)
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Donway Ford $461, 016 . 00 $18, 000 . 00 $510, 728 .40*
Scarborough, Ontario
Holiday Ford Sales Ltd. $486, 900 . 00 $20, 000 . 00 $538, 335 . 00
Peterborough, Ontario
* Bid adjusted - error in calculation of P.S .T.
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With respect to the trade-ins offered on the existing 1984 Fords
and 1985 Internationals, it is staff' s opinion that the amount
proposed is reasonable and exceeds the amount that would likely be
realized at the annual Regional Auction Sale and recommend that
they be accepted.
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Attached, marked Schedule "A" , is a memo from the Public Works
Fleet Superintendent, detailing the vehicle being replaced, mileage
and maintenance costs .
The required funds will be provided from the approved 1995 Public
Works Fleet Account . Although the total bid amount exceeds the
$460, 000 . 00 allocation as reflected in the 1995 Draft Capital
Budget, Page 52, (Items, 1, 5, 6 and 9) by $24, 502 . 80, this amount
consists of a difference of $5, 747 . 70 on the replacement of each of
the 1985 Internationals and a difference of $6, 503 . 70 on the
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REPORT NO. : TR-20-95 PAGE 3
TENDER CL95-14
replacement of each of the 1984 Fords . For budgeting purposes, a
3o GST expense is used. The above bid amount includes the 7o GST
expense (before rebate) . This represents a total refundable
difference of $18, 528 . 08 or $4, 632 . 02 per vehicle .
Therefore, the total additional funds required, net of the GST
Rebate of $18, 528 . 08 are $5, 974 . 72 . Sufficient funds remain from
the purchase of Three (3) 1995 Pick Ups (1995 Draft Capital Budget,
Page 52 , Items 3 , 8 and 10) as the total bid price of $52, 357 . 74
was below the budget allocation of $60, 000 . 00 .
It is therefore proposed that the total required funds in the
amount of $484, 502 . 80 be drawn from the 1995 Public Works Fleet
Account #2900-00010-0000 .
After further review and analysis of the tender by Public Works and
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Purchasing, it was mutually agreed that Winslow Gerolamy Motors,.
Peterborough, Ontario, be recommended for the contract to supply
and deliver Four (4) Only 1995 Tandem Diesel Trucks and Chassis c/w
Dump Body, Snow Plow, Harness, Plows and Wings, to the Municipality
of Clarington, as required by the Department of Public Works .
The Treasurer has reviewed the funding requirements and concurs
with the recommendation. Queries with respect to department needs,
specifications, etc . , should be referred to the Director of Public
Works .
The subject firm has previously provided satisfactory service for
the Municipality of Clarington.
REPORT NO. : TR-20-95 PAGE 4
TENDER CL95-14
Respectfully submitted, Reviewed by,
Ma arano, H.BSc . ,AMCT. , W.H. Stockwe 1,
Treasurer Chief Administrative Officer
W.A. Evans, P.Eng.
Director of Public Works
MM*LB*ld
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SCHEDULE "A"
THE CORPORATION OF THE TOWN OF NEWCASTLE
Memorandum
To: Lou Ann Birkett, Purchasing and Supply Agent
From: Bill Werry, Fleet Supervisor
Date:
March 21, 1995
Subject: CL95-14; FOUR (4) ONLY TANDEM DIESEL TRUCKS & CHASSIS
C/W DUMP BODY, SNOW PLOW HARNESS, PLOWS AND WINGS
The MTO pays an hourly "rental rate" per vehicle, which increases the equipment
reserve fund. The equipment should be replaced at a point before costly repairs
occur, resulting in depletion of the equipment reserve fund. These repairs are
not only costly, but result in a considerable amount of down time. As the vehicle
;age increases,the repairs of the equipment will also increase with use. It can only
be estimated when these repairs may need to be done.
Please note that the revenue shown is for truck only, all sander and plow equipment
revenue has been kept separate up to this point.
7218-84521 —X 1984 FORD DUMP TRUCK MILEAGE: 143,043 KM
This vehicle is to be traded for a 1995 Tandem Diesel Dump Truck c/w Plow equipment.
The 1984 Ford Dump was brought from Thorncrest Ford in November of 1983, at a cost
of$35,680.00 plus taxes. An additional (approximate) $25,000.00 was spent to install snow
plow equipment. The total bid price before taxes, for a 1995 Tandem from Winslow—Gerolamy
Motors is $115,798.00 less the trade—in value of$10,800.00.
1984 1985 1986 1987 1988 1989 1990
LABOUR: 3,962.40 2,312.09 1,715.95 1,616.15 1,844.37 1,238.23 1,826.41
GAS & OIL: 3,084.92 3,506.43 2,322.16 3,508.84 3,372.15 2,228.98 1,961.26
PARTS: 2,277.70 1,380.44 919.13 2,531.14 4,597.50 3,668.29 4,541.43
REVENUE: (16,224.00) (17,481.60) (16,770.25) (22,349.40) (28,937.22) (21,536 65) (21,756 00)
TOTALS: (6,898.98) (10,282.64) (11,813.01) (14,693.27) (19,123.20) (14,401.15) (13,426.90)
1995
1991 1992 1993 1994 TO DATE TOTALS
LABOUR: 1,564.45 1,045.00 1,432.31 1,887.26 499.22 20,943.84
GAS & OIL: 1,931.74 1,231.20 1,186.71 1,390.09 708.59 26,433.07
PARTS: 4,415.89 5,699.52 8,221.15 4,104.90 14.85 42,371.94
REVENUE: (13,722.80) (10,761.00) (9,234.25) (8,879.50) (4,067 70) (191,720 37)
TOTALS: (5,810.72) (2,785.28) 1,605.92 (1,497.25) (2,845.04) (101,971.52)
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::...2 CL95-14; FOUR (4) ONLY TANDEM DIESEL TRUCKS & CHASSIS
C/W DUMP BODY, SNOW PLOW HARNESS, PLOWS AND WINGS cont'd
7218-84523—X 1984 FORD DUMP TRUCK MILEAGE: 160,861 KM
This vehicle is to be traded for a 1995 Tandem Diesel Dump Truck c/w Plow equipment.
The 1984 Ford Dump was brought from Thorncrest Ford in November of 1983, at a cost
of$35,680.00 plus taxes. An additional (approximate) $25,000.00 was spent to install snow
plow equipment. The total bid price before taxes,for a 1995 Tandem from Winslow—Gerolamy
Motors is $115,798.00 less the trade—in value of$10,800.00.
1984 1985 1986 1987 1988 1989 1990
LABOUR: 3,928.63 2,634.16 2,281.86 1,916.41 1,875.78 1,479.76 1,105.33
GAS &OIL: 3,364.04 3,638.01 2,227.96 3,589.61 3,472.32 2,479.95 2,585.23
PARTS: 2,054.94 929.85 2,556.38 2,255.38 3,993.77 4,056.17 2,023.84
REVENUE: (16,849.30) (18,056.10) (15,503.00) (22,359.05) (25,117.65) (22,584.10) (29,714.70)
TOTALS: (7,501.69) (10,854.08) (8,436.80) (14,597.65) (15,775.78) (14,568.22) (24,000.30)
1995
1991 1992 1993 1994 TO DATE TOTALS
LABOUR: 1,637.36 899.99 993.92 2,108.43 682.20 21,543.83
GAS &OIL: 2,987.28 2,007.30 1,595.75 2,133.77 895.87 30,977.09
PARTS: 2,884.76 8,587.04 4,788.06 7,390.69 454.96 41,975.84
REVENUE: (20,584.20) (10,402.30) (13,512.75) (14,727.50) (6,006.00) (215,416.65)
TOTALS: (13,074.80) 1,092.03 (6,135.02) (3,094.61) (3,972.97) (120,919.89)
7217-85513—X 1985 INTERNATIONAL DUMP MILEAGE: 194,066 KM
This vehicle is to be traded for a 1995 Tandem Diesel Dump Truck c/w Plow equipment.
The 1985 International was brought from Winslow—Gerolamy Motors Ltd. in 1985, at a cost
of$35,143.00 plus taxes. An additional (approximate) $25,000.00 was spent to install snow
plow equipment. The total bid price before taxes,for a 1995 Tandem from Winslow—Gerolamy
Motors is $115,798.00 less the trade—in value of$11,500.00.
1985 1986 1987 1988 1989 1990
LABOUR: 872.26 827.02 1,286.48 1,503.72 2,242.09 1,015.01
GAS &OIL: 3,380.11 3,849.19 4,585.41 4,816.64 3,379.34 4,671.05
PARTS: 1,243.14 1,161.46 2,696.64 6,055.59 2,843.40 6,477.29
REVENUE: (15,806.40) (19,110.50) (23,584.60) (26,867.00) (26,187.50) (30,081.00)
TOTALS: (10,310.89) (13,272.83) (15,016.07) (14,491.05) (17,722.67) (17,917.65)
1995
1991 1992 1993 1994 TO DATE TOTALS
LABOUR: 841.22 1,202.69 1,747.60 1,737.23 116.64 13,391.96
GAS &OIL: 3,309.53 1,303.77 1,902.44 1,729.37 511.65 33,438.50
PARTS: 2,915.10 4,946.88 5,333.32 5,486.90 85.07 39,244.79
REVENUE: (17,904.60) (5,739.20) (6,557.50) (11,717.50) (4,204.20) (187,760.00)
TOTALS: (10,838.75) 1,714.14 2,425.86 (2,764.00) (3,490.84) (101,684.75)
f....3 CL95-14; FOUR (4) ONLY TANDEM DIESEL TRUCKS &CHASSIS
C/W DUMP BODY, SNOW PLOW HARNESS, PLOWS AND WINGS cont'd
7219-85541—X 1985 INTERNATIONAL DUMP MILEAGE: 164,613 KM
This vehicle is to be traded for a 1995 Tandem Diesel Dump Truck c/w Plow equipment.
The 1985 International was brought from Winslow—Gerolamy Motors Ltd. in 1985, at a cost
of$35,143.00 plus taxes. An additional (approximate) $25,000.00 was spent to install snow
plow equipment. The total bid price before taxes,for a 1995 Tandem from Winslow—Gerolamy
Motors is $115,798.00 less the trade—in value of$11,500.00.
1985 1986 1987 1988 1989 1990
LABOUR: 1,750.28 2,551.92 2,752.88 1,632.02 2,522.74 2,376.61
GAS &OIL: 2,925.38 3,810.55 4,248.71. 4,025.78 3,042.99 3,353.35
PARTS: 1,174.01 1,086.99 1,984.31 2,420.85 5,294.24 2,671.17
REVENUE: (13,884.00) (24,586.50) (23,854.80) (21,353.20) (19,943.50) (20,468.40)
.TOTALS: (8,034.33) (17,137.04) (14,868.90) (13,274.55) (9,083.53) (12,067.27)
1995
1991 1992 1993 1994 TO DATE TOTALS
LABOUR: 3,007.52 951.90 1,065.53 1,024.19 405.08 20,040.67
GAS &OIL: 2,157.78 1,349.49 1,706.44 1,586.62 436.49 28,643.58
PARTS: 5,971.32 1,791.59 4,876.54 2,508.19 103.93 29,883.14
REVENUE: (10,292.10) (8,229.00) (8,858.00) (8,836.50) (2,511.60) (162,817.60)
TOTALS: 844.52 (4,136.02) (1,209.49) (3,717.50) (1,566.10) (84,250.21)
In my opinion it is more cost efficient to trade while value remains on the vehicle, and before
vehicles rust out and require costly repairs.
It is my recommendation, that these vehicle be replaced to ensure a continued efficient
and safe fleet.
This replacement of equipment is in accordance with Resolution #GPA-475-93,
'CRITERIA USED TO DETERMINE WHEN TO REPLACE VEHICLES AND HEAVY EQUIPMENT'.
Sincerely,
Bill Werry
Fleet Supervisor
BW:kr
pc: Don Patterson, Manager of Operations
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