The URL can be used to link to this page

Home My WebLink AboutTR-22-93 10.. .."; ,1jQ TOWN OF NEWCASTLE REPORT File # Res. #CVi), By-Law # MEETING: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE DATE: March 15, 1993 REPORT #: FILE_ #: TR-22-9 SIRECT: TENDER NW93-6 , OILS AND LUBRICANTS RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report TR-22-93 be received; 2 . THAT R.P. Oil Limited, Whitby, Ontario, with a total bid in the amount of $21,203 .28, being the lowest responsible bidder meeting all terms, conditions and specifications of Tender NW93-6, be awarded the contract to supply oils and lubricant products, as required by the Town of Newcastle; 3. THAT the attached By-Law (Schedule "All ) authorizing a purchase order to be issued to R.P. Oil Limited, for the period from approximately April 1, 1993 to December 31, 1995, be approved; 4 . THAT in accordance with Section 65 of the Ontario Municipal Board Act, authorization be obtained from the Ontario Municipal Board prior to the execution of this Agreement; and 5 . THAT the funds expended be drawn from the respective years current operating fleet budget. BACKGROUND AND COMMENT: A tender was publicly advertised and issued for the supply and delivery of oils and lubricant products, as required by the Town of Newcastle. These products are ordered on an "as required" basis and the total bid prices indicated are estimates only, based on the prior three (3) year consumption and the unit prices tendered. 7 Page - 2 - TR-22-93 TENDER NW93-6, OILS AND LUBRICANTS Subsequently, the following bids were submitted Bidder Total Bid Amount Tanks Included Petro Canada $ 20,624 .03 4 only - no charge North York, Ontario balance must be purchased R.P. Oil Limited $ 21,203.28 yes - no charge Whitby, Ontario Imperial Oil Limited $ 24,957 .50 ** no - rental Willowdale, Ontario 200 gallon - $16 . 67/ea/month 150 gallon - $13. 67/ea/month ** extension errors As part of the general terms and conditions of the tender, the bidders were requested to supply either on a loan or rental basis, the necessary bulk tanks and fittings at the Hampton and Orono Public Works Depots. The tender documents also specified that the availability and/or any associated costs for the loan or rental would be a consideration in the tender award. A review of the low bid from Petro Canada has revealed that four (4) only of the required nine (9) tanks have been included on a no charge basis . The subject firm have offered to sell the Municipality the other five (5) tanks required at a total cost of $2,022 . 15. Based on the price differential on the total tendered bid price being only $579 .25 between the first and second low bidder, as well as the cost to purchase the required tanks from the low bidder, the second low bid submitted by R.P. Oil Limited represents the least overall cost to the Municipality. The quoted unit prices reflect an approximate twelve percent ( 12%) decrease on the items most frequently used, over the prior three (3) year contract. The required funds will be ,drawn from the current operating fleet budget from which there are adequate funds available. 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. Page - 3 - TR-22-93 TENDER NW93-6, OILS AND LUBRICANTS After further review and analysis of the bids, it was mutually agreed by Purchasing and Public Works that R.P. Oil Limited, Whitby, Ontario, be awarded the contract to supply Oils and Lubricants Products to the Town of Newcastle. The subject firm has previously performed satisfactorily for the Town of Newcastle. Respectfully submitted, Recommended for presentation ew -� to the Committee, Marie Marano, H.B.Sc . , AMCT. , Lawrence E. Ko s ff, Treasurer. Chief Administ a ive Officer. .A. Evans, Director of Public Works . LAB/hjl Attachment i i i i i i i i SCHEDULE "A" THE CORPORATION OF THE TOWN OF NEWCASTLE BY-LAW NUMBER 93- Being a By-Law to authorize the issuance of a purchase order to R.P. Oil Limited in respect to the Supply of Oils and Lubricants Products for the Town of Newcastle WHEREAS on March 22, 1993 the Council of the Town of Newcastle approved Report TR-2-93, authorizing the issuance of a purchase order to R.P. Oil Limited for the supply of oils and lubricant products. NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF NEWCASTLE HEREBY ENACTS AS FOLLOWS: 1. THAT the Purchasing and Supply Agent be authorized to issue a purchase order to R.P. Oil Limited for the supply of oils and lubricant products, in the form attached hereto as Schedule "B". 2. THAT this By-Law not take effect until approved by the Ontario Municipal Board, pursuant to Section 65(1) of the Ontario Municipal Board Act, Chapter 0.28, R.S.O. 1990. By-Law read a first and second time this day of March, 1993. By-Law read a third time and finally passed this day of March, 1993. Mayor Clerk ( i GENERAL PURCHASE ORDER THE CORPORATION OF THE TOWN OF NEWCASTLE -�i I I�__. 40 TEMPERANCE STREET P.O.NUMBER BOWMANVILLE, ONTARIO "op,2636 Cant-ld L C 3A6 TELEPHONE: (416) 623-3379 TO: SHIP TO: (n)3=OP 9 3 1800,3 R, G. 011- LIMITED AS SPECIFIED 640 EUCLID STREET P. O. BOX 232 WHITBY, ONTARIO LlN 5R7 93 03 t` 60001 L. A. BIRKETT L. A. BIRKETT FLEET 0 . !!1 Illll�j jillIlig PRICING FIRM TO MAY 1, 1993 SUBJECT TO O. M. B. APPROVAL COUNCIL APPROVAL: 0. 00 # YOUR DELIVERY DESTINATION NET 30 DAYS NOTES: 1) THE VENDOR WILL SUPPLY AND DELIVER GOODS AND/OR SERVICES TO THE CORPORATION OF THE TOWN OF NEWCASTLE IN ACCORDANCE WITH TERMS AND CONDITIONS ON BOTH SIDES HEREOF. 2) NO CHARGES WILL BE ACCEPTED FOR PACKING, CRATING,OR CARTA�E UNLESS OTHERWISE SP-ECIFIED. PURCHAStNG AND SUPPLY AGENT- SEND INVOICES IN DUPLICATE TO: THE CORPORATION OF THE TOWN OF NEWCASTLE, TREASURY-ACCOUNTS PAYABLE, 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO LlC 3A6 ENDOR'S COPY 02803 GENERAL PURCHASE ORDER THE CORPORATION OF THE TOWN OF NEWCASTLE 7177! 40 TEMPERANCE STREET PO NUMBER BOWMANVILLE, ONTARIO 01.x:636 Ll C 3A6 TELEPHONE: (416) 623-3379 TO: SHIP TO: P 3 08 0_q I B lzi lzi T R. P. OIL LIMITED AS SPECIFIED 640 EUCLID STREET P. O. BOX 23 WHITBY, ONTARIO LIN 5R7 93 03 2 6000 L. A. BIRKETT L. A. BIRKETT FLEET SUPPLY CONTRACT ORDER 0. 00 0. 00 TO SUPPLY AND DELIVER OIL AND LUBRICANT PRODUCTS TO THE TOWN OF NEWCATLE 01\1 AN "AS REQUIRED" BASIS IN ACCORDANCE WITH ALL TERMS, CONDITIONS AND SPECIFICATIONS OF TENDER NW93-6 1OW30 OIL (4 X 4 JUGS) 1. 39 0. 00 1OW30 OIL ( I LITRE CANS) 1. 39 el. 00 15W40 OIL (BULK) 1. 04 0. 00 151430 OIL (4 X 4 JUGS) 1. 55 0. 00 15W40 OIL ( I LITRE CANS) 1. 55 0. 00 TRANS HYDRUALIC FLUID 1. 56 0. 00 TRANS FLUID (BULK) 1. 20 0. 00 TRANS FLUID (22 LITRE JUGS) 1. 53 0. 00 TRANS FLUID (4 LITRE JUGS) 1. 42 0. 00 TRANS FLUID ( I. LITRE) 1. 65 0. 00 HYDRAULIC FLUID (BULK) 0. 79 0. 00 VARSOL (22 LITRE PAIL) 0. 99 0. 00 GREASE GUN CARTRIDGE 1. 50 0. 00 80/90 GEARLUBE 1. 47 0. 00 CHAIN & BAR LUBRICANT 1. 12 0. 00 CASTROL SUPER 2 STROKE 1. 19 0. 00 GST AMOUNT 0. 00 PST AMOUNT 0. 00 NINE TANKS ON LOAN AT NO CHARGE ORDERS PHONE #666-2313 THIS ORDER TO COMMENCE AND TO EXPIRE DECEMBER 31, 1995 AS PER ALL TERMS, CONDITIONS AND SPECIF- ICATIONS OF TENDER NW93-6 COUNCIL APPROVAL: YOUR C DELIVERY DESTINATION NET 30 DAYS NOTES: 1) THE VENDOR WILL SUPPLY AND DELIVER GOODS AND/OR SERVICES TO THE CORPORATION OF THE TOWN OF NEWCASTLE IN ACCORDANCE WITH TERMS AND CONDITIONS ON BOTH SIDES HEREOF. 2) NO CHARGES WILL BE ACCEPTED FOR PACKING, CRATING,OR CARTA LIN ESS OTHERWISE SPECIFIED. PURCHASING AND SUPPLY AGENT SEND INVOICES IN DUPLICATE TO: THE CORPORATION OF THE TOWN OF NEWCASTLE, TREASURY-ACCOUNTS PAYABLE, 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO LlC 3A6 02802 JDOR'S COPY