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TO: |
Mayor and Members of Council |
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FROM: |
Jim
Sales, Commissioner of Community Services |
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PREPARED BY: |
Paul Ingham, Manager of Operations Ivy Ho, Purchasing Supervisor |
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DATE OF MEETING: |
April 19, 2004 |
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SUBJECT: |
Tender
042-T-04, Supply and Delivery of TWELVE (12)
Vehicles |
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RECOMMENDATION:
THAT tender 042-T-04 for the Supply and
Delivery of Twelve (12) Vehicles be split and awarded to the following four
lowest priced acceptable bidders totalling $383,461.75 inclusive of 7% GST and
8% PST ($370,123.95 inclusive of 3% GST and 8% PST) as listed in Appendix “A”
and summarized below:
· Royal Woods Ford Lincoln Sales Ltd. for 6 vehicles, Items 1, 4, 6, 8 and 9 totalling $236,281.30 inclusive of all taxes
· Maciver Dodge Limited for 1 vehicle, Item 2 in the amount of $24,646.80 inclusive of all taxes
· Giles Chevrolet Oldsmobile for 3 vehicles, Items 3 and 5 totaling $81,853.55 inclusive of all taxes
· Donway Ford for 2 vehicles, Item7 totaling $40,680.10 inclusive of all taxes;
AND
THAT funds for these vehicles are provided for in Fleet Operations’ 2003
Capital Budget Account # 56 6150 5000 005 Corporate Fleet Replacement Program in
the amount of $441,000 (inclusive of 3% GST and 8% PST);
AND
THAT $25,000 of the remaining $70,876.05 budget (inclusive of 3% GST and 8%
PST) will be applied to miscellaneous additional equipment for the 12 vehicles;
AND
THAT any remaining budget in Fleet Operations’ 2003 Capital Budget account # 56
6150 5000 005 Corporate Fleet Replacement Program will be applied to the
remaining corporate fleet replacements as approved;
AND
FURTHER THAT vehicles (#3340, 3351, 9095, 2192, 2193, 2181, 3345, 3371, 8048,
8049, 1263 and 3336) will be sold upon delivery of the new vehicles in
accordance with Purchasing By-law 143-2000, PART VII Disposal of Personal
Property and proceeds will be posted to account 890 890 9305 Proceeds from Sale
of other Fixed Assets; or if kept, the retention period and the purpose be
defined and they not become part of the permanent fleet complement.
PURPOSE:
The purpose of this report is to obtain
approval for the award of tender 042-T-04 for the Supply and Delivery of
Various Vehicles for 2004 to the lowest priced acceptable bidders.
BACKGROUND:
The
tenders were issued in accordance with the purchasing by-law 143-2000. Staff have reviewed
the bid documents and are satisfied that all terms, conditions, bid prices and
specifications comply with the Town’s requirements. See Appendix “A” for price analysis.
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Advertised, place and date |
Electronic Tender Network
(ETN) |
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Bids
closed on |
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Number
picking up bid documents |
11 |
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Number
responding to bid |
7 |
OPTIONS/DISCUSSION:
The evaluation criteria for this tender were based on pricing and compliance with specifications. The recommended bidders, Royal Woods Ford Lincoln Sales Ltd., Maciver Dodge Limited, Giles Chevrolet Oldsmobile and Donway Ford, being the lowest priced acceptable bidders, meet these criteria.
FINANCIAL
CONSIDERATIONS:
Staff recommend that tender 042-T-04 for the
Supply and Delivery of Twelve (12) Vehicles be split and awarded to the
following four lowest priced acceptable bidders totalling $383,461.75 inclusive
of 7% GST and 8% PST ($370,123.95 inclusive of 3% GST and 8% PST) as listed in
Appendix “A” and summarized below:
· Royal Woods Ford Lincoln Sales Ltd. for 6 vehicles, Items 1, 4, 6, 8 and 9 totalling $236,281.30 inclusive of all taxes
· Maciver Dodge Limited for 1 vehicle, Item 2 in the amount of $24,646.80 inclusive of all taxes
· Giles Chevrolet Oldsmobile for 3 vehicles, Items 3 and 5 totaling $81,853.55 inclusive of all taxes
·
Donway Ford for 2 vehicles, Item7 totaling
$40,680.10 inclusive of all taxes.
Funds
for these vehicles are provided for in Fleet Operations’ 2003 Capital Budget
Account # 56 6150 5000 005 Corporate Fleet Replacement Program in the amount of
$441,000 (inclusive of 3% GST and 8% PST).
$25,000
of the remaining $70,876.05 budget (inclusive of 3% GST and 8% PST) will be
applied to miscellaneous additional equipment for the 12 vehicles.
Any
remaining budget in Fleet Operations’ 2003 Capital Budget account # 56 6150
5000 005 Corporate Fleet Replacement Program will be applied to the remaining
corporate fleet replacements as approved.
The
vehicles (#3340, 3351, 9095, 2192, 2193, 2181, 3345, 3371, 8048, 8049, 1263 and
3336) will be sold upon delivery of the new vehicles in accordance with
Purchasing By-law 143-2000, PART VII Disposal of Personal Property and proceeds
will be posted to account 890 890 9305 Proceeds from Sale of other Fixed
Assets; or if kept, the retention period and the purpose be defined and they
not become part of the permanent fleet complement.
Attachment: Appendix “A” – Price Summary
______________________________________ __________________________________
Peter Loukes,
Jim
Sales,
Director of Operating and Asset Management Commissioner of Community Services
Q:\Finance
and Administration\Finance\Purchasing\2004 File Management\Contract
Management\042-T-04 Supply and Delivery of Various Vehicles\042-T-04 Award
Report 0421 .doc
