HomeMy WebLinkAboutTR-11-95 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeting: ENERAL. PURPOSE AND ADMINISTRATION COMMITTEE
9� File# _LIg Q 1.1
Date: MONDAY, MARCH 20, 1995
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Report#: TR-11-95 File #: By-Law
Subject: CL95-11, ONE (1) ONLY COMPACT WINDOW VAN
Recommendations:
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It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1 . THAT Report TR-11-95 be received;
2 . THAT Roy Nichols Motors Ltd. , Courtice, Ontario, with a total
bid in the amount of $15, 971 . 03 (including taxes) , being the
lowest responsible bidder meeting all terms, conditions and
specifications of Tender CL95-11, be awarded the contract to
supply one (1) only Compact Window Van, as required by the
Municipality of Clarington, Department of Public Works; 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 j
an early tender call for vehicles, tenders were publicly advertised
and invited for the supply and delivery of one (1) only Compact
Window Van, as required by the Department of Public Works .
Subsequently, tenders were received and tabulated as follows :
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Ries iS-ELLEO 4nE CYCLED PALES
REPORT NO. : TR-11-95 PAGE 2
TENDER CL95-11
Bidder Total Bid Trade-In Total Bid
(Excl . Taxes) (1991 Chev) (Incl . Taxes)
Holiday Ford Sales $19, 028 . 00 $5, 607 . 48 $15, 826 . 12*
Peterborough, Ontario
Roy Nichols Motors Ltd. $19, 154 . 00 $5, 607 .48 $15, 971 . 03*
Courtice, Ontario
Marigold Lincoln Mercury $17, 738 . 00 $3 , 100 . 00 $17, 050 . 70
Whitby, Ontario
Ontario Motor Sales $19, 518 . 00 $4, 500 . 00 $17, 585 . 70
Oshawa, Ontario
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* Bid adjusted to exclude GST from Trade-In value
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Although, the bid from Holiday Ford Sales is low at $15, 826 . 12, it
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does not meet the required specifications . The major areas of
concern are as follows :
1) G.V.W.R. is 2319 kg - specified minimum 2540 kg;
2) Engine 3 . 0 litre - specified minimum 4 . 3 litre;
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3) Alternator 95 amp - specified minimum 100 amp; and
4) Limited Service Spare - specified P205/75R-15 steel
belted all season "B/W" Radial Tire . i
With respect to the trade-in offered on the existing 1991 S10 Pick
Up, 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.
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Attached marked Schedule "A" is a memo from the Public Works Fleet
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Supervisor, detailing the vehicle being replaced, mileage and
maintenance costs .
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After further review and analysis of the tender by Public Works and
Purchasing, it was mutually agreed that Roy Nichols Motors Limited,
Courtice, Ontario be recommended for the contract to supply and
deliver one (1) only Compact Window Van to the Municipality of
Clarington, as required by the Department of Public Works .
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REPORT NO. : TR-11-95 PAGE 3
TENDER CL95-11
The required funds will be provided from the approved 1995 Public
Works Fleet Account, and are within the $20, 000 . 00 allocation as
reflected in the 1995 Draft Capital Budget .
The Treasurer has review the funding requirements and concurs with
the recommendation. Queries with respect to department needs,
specifications etc . , should be referred to the Director of Public j
Works .
The subject firm has previously provided satisfactory service for
the Municipality of Clarington.
Respectfully submitted, Reviewed by,
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e Marano, H.BSc . ,AMCT. , W.H. Stockwell,
Treasurer Chief Administrative Officer
W.A. Evans, P.Eng.
Director of Public Works
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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 10, 1995
Subject: CL95-11; 1995 COMPACT WINDOW VAN
7217-91501 —X 1991 CHEV COMPACT PICK—UP MILEAGE: 109,110 KM
This vehicle is to be replaced with a 1995 Compact Window Van.
The 1991 Chev Pick—Up will be traded in on the 1995 Compact Window Van.
This vehicle is used mainly by the Operations Technician, for delivery of
Blue Boxes, investigating Garbage complaints, inspection of Street Lights
and Sidewalk Clearing as per contract. This is a high usage vehicle. But, as
this vehicle is not always use on subsidizable road accounts, it does not
reflect as much revenue as the supervisor's vehicles.
1995
1990 1991 1992 1993 1994 TO DATE TOTALS
LABOUR: 16.62 177.62 300.06 57.35 661.25 19.44 1,232.34
GAS & OIL: 669.44 1,405.65 2,145.24 1,086.92 835.72 153.45 6,296.42
PARTS: 136.58 1,205.83 706.52 1,274.19 873.16 0.00 4,196.28
REVENUE: 0.00 (2,102.20) (6,892.80) (2,479.40) (651.70) 0.00 (12,12610)
TOTALS: 822.64 686.90 (3,740.98) (60.94) 1,718.43 172.89 (401.06)
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.
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.....2 CL95-11; 1995 COMPACT WINDOW VAN cont'd
This compact pick up was purchased in the fall of 1990, under Tender NW90-9, for
$12,501.00 plus taxes. The trade—in value in 1995 is $5,608.00 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.
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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