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Home My WebLink AboutTR-86-92 TOWN OF NEWCASTLE Fi le REPORT Res. # 63 By-Law # MEETING: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE DATE: October 5, 1992 REPORT #: TR-86-92 FILE #: SUB,JECT: TENDER NW92-34, ONE ( 1) ONLY 1993 CARGO VAN RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report TR-86-92 be received; 2 . THAT Cowan Pontiac Buick Ltd. , Bowmanville, Ontario, with a total bid of $19,688.00 (including all taxes) , being the lowest responsible bidder meeting all terms, conditions and specifications of Tender NW92-34, be awarded the contract to supply and deliver one ( 1) only 1993 Cargo Van, to the Town of Newcastle as required by the Department of Public Works; and 3 . THAT the required funds be drawn from the approved 1992 Public Works Department Capital Budget, account #2900-00010-0000 . BACKGROUND AND COMMENT: In accordance with Council Resolution #GPA-492-92, (see Schedule "All attached) , a tender was publicly advertised and invited for the supply and delivery of one ( 1) only 1993 Cargo Van as required by the Department of Public Works. Tenders were received and tabulated as per Schedule "B" attached. The total bid price of $19,688 . 00 is within the $21,000. 00 provided for in the 1992 Public Works Capital Budget, account #2900-00010-0000, as reflected in the Capital Budget, page 49, item #1. For the information of Council, the tendered price for the 1993 vehicle is approximately twelve percent (12%) higher than the lowest price tendered for the 1992 vehicle. Page - 2 - TR-86-92 TENDER NW92-34, ONE ( 1) ONLY 1993 CARGO VAN 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 . After review and analysis of the bids by Purchasing and Public Works, it was mutually agreed that the low bid from Cowan Pontiac Buick, Bowmanville, Ontario, be recommended for the tender award. Respectfully submitted, Recommended for presentation to the Committee, Ma 'Marano, H.B.Sc . , AMCT. , Lawrence E. Kodts` ff, Treasurer. Chief Adminisra� ive Officer. W.A. Evans, P.Eng. , Director of Public Works . LAB/hjl Attachment I i i Schedule "A" THE CORPORATION OF THE TOWN OF NEWCASTLE Memorandum �µ F!,[ JUL1 To: LOU ANN BIRKETT, PURCHASING AND SUPPLY AGENT TON OF NEWCASTLE PURCHASING DEPARTMENT From: MARIE P. KNIGHT, DEPUTY CLERK Date: JULY 14, 1992 Subject: TENDER NW92-11, ONE (1) ONLY 1992 CARGO VAN OUR FILE: F18.3837.QU At a meeting held on July 13, 1992, the Council of the Town of Newcastle approved Recommendation #GPA-492-92: "THAT Report TR-66-92 be received; THAT the contract awarded to Cowan Pontiac Buick Ltd. , Bowmanville, Ontario, for a total bid amount of $17,619 . 15 (including all taxes) , to supply and deliver one ( 1) only 1992 cargo van to the Town of Newcastle as required by the Department of Public Works, be cancelled; THAT staff be authorized to re-tender for one ( 1) only 1993 cargo van; and THAT any additional required funds be drawn from the approved 1992 Public Works Department Capital Budget, account, #2900-00010-0000. " 4 Mar a P. MPK/lb cc: M. Marano, Treasurer W. Evans, Director, Public Works ,� I J ;'TOW N } O'Rg-N EV CASTLE .i1' S�, r �• �.�'.. •{t 11k :C r. ��.♦ t w. s a t �, t. t Ir, t�t r .i 4't '.'d ;-h'' 4,Jt^-'.i t s :� x"ti -t i f i •2 'i . a. ,�E. }'< ..�(.. <• •7,{, fl,. •'", �$�e sew :l v l`t �?.KR+.�[ :�e,'`Lr}.hdC.}y- 'ts 5 s `sib•`}j°1 S+,>- ,�'°it•st`�`�, S'F7 '.1 v # 5'r: r"�:,y7fti £: � � �'Y 5•rn.,$ �� 1.,. 2 1 -c u Js I !� ,�t. Y `_ .• ',tt 3r _ 'Y r�5 jrs .Yt`. ;r ,a. ,3'..?fi4 " y� t•:p t A .?Ctei! -7Y t 4Y +i xf•w ?,+ t St.{}xt i c .rr i+t.� '1 ^�} '�'a ♦ !, �.t�ttn!J+ 1„1� v� fi:.`�d"y'{ fs.� '''�, "��(•S r: ,t if '•�''p�f- �,t. 4fa�, rn +2•'s:rt=: skj ) ,T. ° e,.1i n k \ rt { . ; ss • f ,- yv '':�`5 y+t� j+ •C f xk4L `: FiJ4REPORTfix y Flle'.#rj tE' ys jj `'��y�f �'�. `�?+;. ' �5\�#�Y?tt .t_''1t t t f,s,i ci nr+�i s' .�5§ " v"t r •'RQ.S A -t ..}'iY�5 , 'i }fs:. . F By-Law # h f ;. -:. t�IW: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE , DATE: { July 6, 19 92 REPORT #: , TR_66_92 FItF #: $RECT:. TENDER NW92-114 ONE (1) ONLY 1992 CARGO 'VAN t RECOMMENDATIONS: respectfully recommended that the General': Purpose: and 1 Administration Committee recommend to; Council the followings S l THAT.:Report; TR-66 92 be :received; ' 1 r ... t .per' ♦'4 1 i r 2.::: '.•THAT the contract awarded •to: Cowan Pontia c :•Buick 'Ltd. , Bowmanville, Ontario; •.for•,:a .total bid amount of F, :.$17;619.15 ,'(including:-al'15.taxes j; ,to supply =and deliverfi • one (1:) only '19 9 2 cargo ,van to the :Town of-Newcastle as Yt ., required by.:. Department•-of Public .Works, -be cancelled; 3. THAT -staff; be authorized to 're tender for one (lj 'onlyr,k =s r 19 9 3 cargo van:: +` k �. 4. THAT any :additional''required funds be:drawn from::the," t* 5 r : approve d `1992 ,%P Capital Budget, _. h acco unt'•4 2900490.10-0006' and 5. THAT Cowan_ :Pontiac 'Buick Ltd. ,yBowmanville, •.,Ontaro, be .. disqualified .from.bidding .oh,.the 1993 Cargo. BACKGROUND AND"COJ�MNT: °r. on,April 27, 1992, Council awarded .Tender NW92=11 to Cowan. - Pontiac. Buick Ltd. , Bowmanville, Ontario, for the supply r and delivery of one (1) only 1992 cargo °van as required by the Department of Public Works. I Page - 2 - TR-66-92 . TENDER NW92-11, ONE (1) ONLY 1992 CARGO VAN Subsequently, a purchase order was issued on May 5, 1992, which was approximately three (3) weeks before the manufacturers' cut-off date for ordering On June 10, 1992, staff were advised by Cowan Pontiac Buick Ltd. , that they were unable to supply the vehicle ordered due to a year end model build out. They also advised that they would supply a 1993 vehicle, however, it would be subject to the 1993 price increase. See attached letter from Cowan Pontiac Buick Ltd. , marked Schedule As the bid was submitted and accepted in good faith in accordance with the general terms and conditions of the tender and was not subject to availability of the vehicle, legal action against Cowan Pontiac Buick Ltd. is a possibility. However, it is staff's opinion that the costs involved in taking such action would likely exceed any additional costs that would be required to •purchase a. 1993 vehicle. It is therefore recommended that the original contract award to Cowan Pontiac Buick be cancelled and that staff be authorized to re-tender for a 1993 vehicle. ' The total allocated funds included in the 1992 Public Works Capital Budget account #2900-00010-0000 are $21,000.00 which should be adequate. 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 or Public Works. As Cowan Pontiac Buick Ltd. have refused to supply either a 1992 or a 1993 vehicle at the tendered price, it is further recommended that they be disqualified from bidding on the 1993 Cargo Van. Respectfully submitted, Recommended for presentation to the Committee Marie Marano, H.B.5c. , AMCT. , awrence E. Rot e f, Treasurer. Chief Administ at ve Officer. 1 j i W.A. Evans, P.Eng. , Director of Public Works. i j LAB/hj1 V Attachment / % ■ SCHEDULE "A" • • 166 C�Zrng 06ft t Est, O a &,o mman�ille, .Untari6 �iSP 3�°a U&Pkane < 6) 66'776' June 10, 1992 CUR 5 TOWN OF NEWCASTLE PURCHASING DEPARTMENT Corporation of the Town of Newcastle 40 Temperance St . , Bowmanville, Ontario LIC 3A6 Attention: L. A. Birkett Dear LouAnn: Please be advised as per our telephone conversation of today that due to year end model build out, we are unable to supply the 1992 GMC Van as per tender NaW92-111. U We would be pleased to order you a 199 model at the tendered price, subject, of course, to the 1993 price increase. urs truly, MO/br urray 0' e Sales Ma ager YOUR I 'DEALER Schedule "B" Bid Summary Tender NW92-34, One (1) Only 1993 Cargo Van BIDDER TOTAL BID AMOUNT Cowan Pontiac Buick Ltd. $19,688.00 Bowmanville, Ontario Roy Nichols Motors Ltd. $20,054 . 85 Courtice, Ontario Marigold Lincoln Mercury Sales $20,710.35 Whitby, Ontario J.E. Quantrill Chev. Olds $21,847 . 70 Port Hope, Ontario Holiday Ford Sales Ltd. $24,576 . 65 Peterborough, Ontario i I I f