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Home My WebLink AboutTR-12-95 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File# Date: MONDAY, MARCH 20, 1995 Res. Report#: TR-12-95 File #: By-Law# Subject: TENDER CL95-13 , THREE (3) ONLY 1995 PICK UP TRUCKS Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1 . THAT Report TR-12-94 be received; 2 . THAT Marigold Lincoln Mercury, Whitby, Ontario, with a total bid in the amount of $24, 928 . 55 (including taxes) , being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL95-13 , be awarded Part I of the contract to supply One (1) only % Ton Pick Up Truck Club Coupe Wideside Short Box, as required by the Municipality of Clarington, Department of Public Works; 3 . THAT Roy Nichols Motors Ltd. , Courtice, Ontario, with a total bid in the amount of $27, 429 . 19 (including taxes) , being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL95-13 , be awarded Part II of the contract to supply Two (2) only compact Pick-up Trucks with extended cab, as required by the Municipality of Clarington, Department of Public Works; and 4 . 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 Three (3) Pick Up Trucks, as required by the Department of Public Works . Subsequently, tenders were received and tabulated as follows : REPORT NO. : TR-12-95 PAGE 2 TENDER CL95-13 I i Bidder Total Bid No Trade-In Total Bid (Excl . Taxes) (Incl . Taxes) PART I - ONE (1) ONLY 2 TON PICK UP TRUCK Ontario Motor Sales ----- ----- Rejected, Oshawa, Ontario Incomplete Tender Marigold Lincoln Mercury ----- ----- $24, 928 . 55 Whitby, Ontario Holiday Ford Ltd. ----- ----- $25, 697 . 90 Peterborough, Ontario Cowan Pontiac Buick ----- ----- $26, 578 . 80 Bowmanville, Ontario Roy Nichols Motors Ltd. ----- ----- $26, 697 . 25 11Courtice, Ontario Bidder Total Bid Trade-In Total Bid (Excl . Taxes) (Two ' 91 S10 (Incl . Taxes) Pick-up' s) PART II - TWO (2) ONLY COMPACT PICK UP TRUCKS Ontario Motor Sales ----- ----- Rejected, Oshawa, Ontario Incomplete Tender Roy Nichols Motors Ltd. $36, 578 . 00 $13 , 551 .40 $27, 429 . 19* Courtice, Ontario Cowan Pontiac Buick $36, 808 . 00 $12, 000 . 00 $29, 369 . 20 Bowmanville, Ontario i Marigold Lincoln Mercury $39, 406 . 00 $8, 700 . 00 $35, 920 . 48 Whitby, Ontario Holiday Ford Ltd. $43 , 016 . 00 $11, 214 . 95 $37, 356 . 25* Peterborough, Ontario * Bid adjusted to exclude GST from Trade-In Value With respect to the trade-in offered on the existing 1991 S10 Pick Ups, 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 it be accepted. i REPORT NO. : TR-12 -95 PAGE 3 TENDER CL95-13 Attached, marked Schedule "A" , is a memo from the Public Works Fleet Superintendent, detailing the vehicle being replaced, mileage and maintenance costs . After further review and analysis of the tender by Public Works and Purchasing, it was mutually agreed that Marigold Lincoln Mercury, Whitby, Ontario, be recommended for Part I of the contract to supply and deliver One (1) only M Ton Pick Up Truck Club Coupe I Wideside Short Box, and that Roy Nichols Motors Limited, Courtice, Ontario, be recommended for Part II of the contract to supply and deliver Two (2) only Compact Pick Up Trucks with Extended Cabs, to the Municipality of Clarington, as required by the Department of Public Works . The required funds will be provided from the approved 1995 Public Works Fleet Account, and are within the $60, 000 . 00 allocation as reflected in the 1995 Draft Capital Budget . i 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 firms have previously provided satisfactory service for the Municipality of Clarington. j Respectfully submitted, Reviewed by, �-Marie Marano, H.BSc . ,AMCT. , W.H. Stockwell, Treasurer Chief Administrative Officer i W.A. Evans, P.Eng. Director of Public Works MM*LB*ld I 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 10, 1995 Subject: CL95-13; THREE (3) ONLY 1995 PICK-UPS 7217-91512-X 1991 CHEV COMPACT PICK-UP MILEAGE: 83,243 KM This vehicle is to be replaced by a 1995 Compact Pick-Up with Extended Cab. This vehicle is used for road patrol by Darlington area Supervisor. This is a high usage vehicle. The 1991 Compact will not be available for trade in until 1996. 1995 1990 1991 1992 1993 1994 TO DATE TOTALS LABOUR: 0.00 89.26 74.51 327.72 418.13 38.88 948.50 GAS & OIL: 0.00 535.84 1,760.54 1,570.55 1,368.78 253.95 5,489.66 PARTS: 0.00 277.72 560.75 1,020.62 3,957.92 0.00 5,817.01 REVENUE: 0.00 (3,362.60) (7,795.20) (6,311.20) (6,512.10) (858.60) (24,839.70) TOTALS: 0.00 (2,459.78) (5,399.40) (3,392.31) (767.27) (565.77) (12,584.53) 7217-91522-X 1991 CHEV COMPACT PICK-UP MILEAGE: 109,562 KM This vehicle is to be traded for a 1995 Compact Pick-Up with Extended Cab. This vehicle is used for road patrol by Bowmanville area Supervisor. This is a high usage vehicle. 1995 1990 1991 1992 1993 1994 TO DATE TOTALS LABOUR: 0.00 72.48 0.00 301.17 215.75 58.32 647.72 GAS & OIL: 0.00 684.40 1,738.82 2,094.12 2,137.98 381.00 7,036.32 PARTS: 0.00 395.75 214.05 741.06 921.92 0.00 2,272.78 REVENUE: 0.00 (1,950.40) (7,536.00) (7,604.80) (8,065.40) (1,007.00) (26,163.60) TOTALS: 0.00 (797.77) (5,583.13) (4,468.45) (4,789.75) (567.68) (16,206.78) I 2 / 13 i .....2 CL95-13; THREE (3) ONLY 1995 PICK—UPS cont'd 7217-91532—X 1991 CHEV COMPACT PICK—UP MILEAGE: 157,688 KM This vehicle is to be traded for a 1995 1/2 Ton Pick—Up; Club Coupe Wideside Short Box. This vehicle is used for road patrol by Clarke area Supervisor. This is a high usage vehicle. 1995 1990 1991 1992 1993 1994 TO DATE TOTALS LABOUR: 0.00 250.45 218.31 353.84 252.72 38.88 1,114.20 GAS & OIL: 0.00 1,006.27 2,462.93 2,792.31 2,536.24 445.47 9,243.22 PARTS: 0.00 206.35 285.97 1,117.95 1,329.45 35.23 2,974.95 REVENUE: 0.00 (3,704.70) (7,315.20) (7,511.70) (6,531.70) (763.20) (25,826.50) TOTALS: 0.00 (2,241.63) (4,347.99) (3,247.60) (2,413.29) (243.62) (12,494.13) 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. The three compact pick ups were purchased in the Spring of 1991, under Tender NW91-11 for$12,475.00 plus taxes. The trade—in value on each of two in 1995 is$6,775.00 plus GST. 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, tj . Bill Werry Fleet Supervisor BW:kr pc: Don Patterson, Manager of Operations 114 i