HomeMy WebLinkAboutTR-28-94 THE CORPORATION OF THE TOWN OF NEWCASTLE
REPORT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File#
Date: MONDAY, MAY 16, 1994 Res.
By-Law#
Report#: TR-28-94 File #:
Subject: TENDER CL94-6, SUPPLY AND INSTALLATION OF PARKING METERS
Recommendations:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1 . THAT Report TR-28-94 be received;
2 . THAT J.J. MacKay Canada Limited, London, Ontario, with a total
bid amount for Part "111 of $16,560 .00 (including taxes) for
the supply and delivery of 100 meter housings, and $5,497 . 00
(including taxes) for Part "21' for the supply and delivery of
20 fully electronic parking meters, be awarded the contract
for Part '1111 and Part 11211 , as required by the Department of
Public Works; and
3 . THAT the total required funds in the amount of $22,057 . 00, be
drawn from the approved 1994 Public Works Capital Budget
Account #7225-00000-0520 .
BACKGROUND AND COMMENT
Tenders were publicly advertised and issued for the supply and
delivery of 100 meter housings (Part "111 ) and 20 fully electronic
parking meters (Part "2 " ) . As per the tender specifications, the
Municipality may award Part 11111 and Part "2 " together or
separately, whichever is in their best interest.
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REPORT NO. : TR-28-94 PAGE 2
TENDER CL-94-6
Subsequently, bids were received and tabulated as follows:
Bidder Total Bid Amount
Part 1 Part 2
JJ MacKay Canada Ltd. $17,710. 00 $5,497 .00
London, Ontario
Electromega Ltd. $23,294.40 $4,830. 00
Stoney Creek, Ontario
Traf-Park Inc . $27,672 .45 $6,787 . 76
Mississauga, Ontario
With respect to the bid submitted from J.J. MacKay Canada Limited,
they have offered a trade in of $10 . 00 each for the old housings .
This would reduce their total bid amount for Part "1" to $16,560 .00
(including taxes) .
Although the total bid price submitted by Electromega Ltd. is the
low bid for Part 11211 , they do not meet all of the tender
specifications as outlined in the attached memo marked schedule "A"
from Mr. D. Patterson, Manager of Operations, Public Works
Department.
The required funds will be drawn from the approved 1994 Public
Works Capital Budget Account #7225-00000-0520 and are within the
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$23,000. 00 allocated as reflected on page 40 of the draft capital
budget.
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 .
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After further review and analysis of the bids by Purchasing and the
Public Works Department, it was mutually agreed that J.J. MacKay
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REPORT NO. : TR-28-94 PAGE 3
TENDER CL-94-6
Canada Ltd. , London, Ontario, be recommended for the tender award
to supply and deliver 100 meter housings (Part "1" ) and 20 fully
electronic parking meters (Part "2" ) .
The subject firm have previously performed satisfactorily for the
Municipality of Clarington.
Respectfully submitted, Reviewed by,
e arano, H.BSc . ,AMCT. , W.H. Stockwell,
reasurer Chief Administrative Officer
W.A. Evans, P.Eng.
Direction of Public Works
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Schedule "A"
THE CORPORATION OF THE TOWN OF NEWCASTL
Memorandum
a Cri CL.,r4i1.G, ,P I
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To: Lou Ann Birkett, Purchasing and Supply Agent
From: Don Patterson, Manager of Operations, Public Works
Date: April 25, 1994
Subject: TENDER CL94-16, SUPPLY OF PARKING METER HOUSINGS AND
MECHANISMS
The three bids for the above noted tender have been reviewed with
the following recommendations:
Part 1, PURCHASE OF 100 VANDAL RESISTANT HOUSINGS:
.This should be awarded to the lowest bidder being J.J. MacKay. The
submitted cost of $17,710.00 will be reduced by the -trade in value
of $1,000 . 00 being $10.00 for each of the old style housings plus
taxes as per item 3 . 1.
Part 2, PURCHASE OF 20 FULLY ELECTRONIC MECHANISMS:
This section should be awarded to J.J. MacKay which is the lowest
bidder meeting all the specifications .
1) The bid from Electromega does not meet specification 2 .2 . The
display of the 15 minute grace period as "-0 : 10, -0 : 11" and so
on was tested with the meters purchased during 1992 . The By-
law Department has had many complaints from confused and
angered residents for the following reasons .
A person seeing a time indicated at "-0: 15 " believes there is
15 minutes left on the meter and does not put any money in.
When he returns he finds he has been ticketed.
A person putting a nickel into the meter would show change the
display from "-0: 15" to "00:06" causing the person to believe
he has been cheated or,that the unit 1s broken.
Another problem is people stopping at a meter with "-0:02"
showing and not putting any coins in to use the remaining
grace period as free parking.
2) The bid from Electromega does not meet specification 2 . 1 . The
acceptance of only 7 coins could limit the future versatility
of the units while the model from J.J. MacKay accepts up to 16
different coins .
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3) The bid from J.J. MacKay under item 3 .3 includes the supply of
3 additional mechanism at no cost. This is a value of $717 . 00
(239 . 00 x 3) and reduces the average cost of the units to
$207 . 83 (4, 780 .00 / 23) which is less than the Electromega
unit price of $210. 00
4) The bid from J.J. Mackay also includes:
-An extended warranty for units purchased during 1992 at no
cost.
-Recalibration of these units plus those ordered in 1992 at no
charge if the Municipality has a rate change within 18 months
from the date of purchase.
5) Schedule A item 10 stated timing was of the essence and early
delivery time would be given consideration. The J.J. MacKay
delivery date is 21 days while the Electromega delivery date
is 5 weeks .
The total cost of the purchase from J.J. MacKay should be
154 . 00 - 10 . 00 trade = 144 . 00 x 100 = 14,400 .00 + 2, 160 taxes
total part 1 16,560 . 00 (revised as per above calculation)
total part 2 5,497 . 00
grand total 22 , 057 . 00 (includes taxes)
If additional in ation is required please advise.
Don Patterson
Manager of Operations, Public Works
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cc : Walter Evans , Director of Public Works
Ron Baker, Traffic Co-ordinator, Public Works
Len Creamer, Senior By-law Enforcement Officer
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