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TO: |
Mayor
and Members of Council |
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FROM: |
Andy
Taylor, Commissioner of Corporate Services Barb
Cribbett, Treasurer |
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PREPARED
BY: |
Ivy
Ho, Purchasing Supervisor |
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DATE
OF MEETING: |
March 1,
2004 |
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SUBJECT: |
#1
Staff Awarded Contracts for the period from January
2 to February 13, 2004 |
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RECOMMENDATION:
THAT the report entitled
“Staff Awarded Contracts for the
period
from January 2, to February 13, 2004 dated March 1,
2004 be received for information only.
PURPOSE:
To inform
Council of contracts awarded by staff for the period from
January 2, to
EXECUTIVE
SUMMARY:
Council at its meeting of
August 29, 2000 approved By-Law 143-2000, A By-Law Establishing Purchasing,
Service and Disposal Regulations and Policies. The By-Law delegates authority to staff
to award contracts up to a value of $350,000.00 and to negotiate contracts when
the extension of existing contracts would prove more cost effective or
beneficial. It also stipulates that
a monthly information report be submitted by the Treasurer to the Finance &
Administrative Committee on all contracts awarded by staff from $50,000.00 to
$350,000.00.
BACKGROUND:
During the period from
January 2, to February 13, 2004,
one contract was awarded to the lowest bidder.
SUMMARY
OF CONTRACTS AWARDED $50,000.00 -
$350,000.00
1.
219-T-03 titled
Supply and Delivery of FIVE (5) Tractors
Part A –
Part B – TWO (2) 67 HP 4 Wheel Drive Tractor
Loaders
·
In
January, the Chief Administrative Officer approved that tender
219-T-03
titled Supply and Delivery of FIVE
(5) Tractors, Part A for Units 3442, 3446 and 3456 be
awarded to the lowest acceptable bidder, Hutchinson Farm Supply Inc. in their
tender amount of $82,530.90
inclusive of trade-in, 8% PST and 7% GST ($79,660.26 inclusive of trade-in, 8%
PST and 3% GST); and Part B for Units 3451 and 3453 be awarded to the lowest
acceptable bidder, B.E. Larkin Equipment in their tender amount of $123,280.00
inclusive of trade-in, 8% PST and 7% GST ($118,992.00 inclusive of trade-in, 8%
PST and 3% GST .
- Funds
for tender
219-T-03 titled Supply and Delivery of
FIVE (5) Tractors
are
provided for in Operations and Asset Management Department’s 2003 Capital
Budget account # 56 6150 5000 005,
Corporate Fleet Replacement, in the amount of $2,106,000.00.
- The trade-in credit for
Part A in the amount of $25,875.00 and Part B in the amount of $29,900.00
totalling $55,775.00 inclusive of 8% PST and 7% GST ($53,835 inclusive of 8%
PST and 3% GST) be posted to account 890 890 9305 Proceeds from the Sale of
Other Fixed Assets account.
- The
bid amount for Part A, $104,635 (8% PST and 3% GST, excluding trade-in) is
less than the budget by $365. The
bid amount for the two units for Part B, $147,852 (8% PST and 3% GST,
excluding trade-in) exceeds the budgeted amount for these units by
$11,852. Previous fleet purchases
for the 2003 Corporate Fleet Replacement project have resulted in a favourable
variance of $80,840. The
additional cost for these units can be offset by the current favourable
variance within this project.
The remaining budget amount
in Operations and Asset Management
Department’s 2003 Capital Budget account # 56 6150 5000 005, Corporate
Fleet Replacement, in the amount of $1,366,352.48 will be applied to the
remaining corporate fleet replacements as approved.
- The units are equipped
with diesel engines that allow for the use of Biodiesel fuel. The Operations Department Fleet
Division will continue with the Biodiesel fuel conversion plan in May 2004, at
all Parks maintenance yards. Upon
completion of the conversion, all non licensed units with diesel engines will
use B20 Biodiesel fuel. These 5
tractors will be capable of using B20 Biodiesel.
· DETAILED PRICING INFORMATION
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Part
A |
Hutchinson |
Chas.
Richards |
B.E.
Larkin |
Strongco |
Trinity |
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Inclusive of Trade-In, 8% PST & 7%
GST |
$82,530.90 |
$93,696.25 |
$99,015.00 |
0.00 |
$116,265.00 |
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Inclusive of Trade-In, 8% PST & 3%
GST |
$79,660.26 |
$90,437.25 |
$95,571.00 |
0.00 |
$112,221.00 |
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Part
B |
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Inclusive of Trade-In, 8% PST & 7%
GST |
No
Bid |
No
Bid |
$123,280.00 |
$137,926.40 |
$152,375.00 |
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Inclusive of Trade-In, 8% PST & 3%
GST |
$118,992.00 |
$133,128.96 |
$147,075.00 |
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Budget
Available |
Spent
and Committed as of January 15, 2004 |
Budget
Charge 3% GST |
Budget
Remaining |
GL
Number |
GL
Name |
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$2,106,000.00 |
Part
A, Hutchinson
$104,635.26 Less Trade-in
Credit ( $
24,975.00)
Subtotal
$
79,660.26 Part
B. E. Larkin
$147,852.00 Less Trade-in
Credit ( $
28,860.00
Subtotal
$ 118,992.00
56 6150 5000 005 Total
$252,487.26
890 890
9305 Trade-In ($ 53,835.00)
$198,652.26 |
$
1,366,352.48 |
56
6150 5000 005
890
890 9305 Trade-In |
Corp Fleet
Replacement Proceeds from Sale of
Fixed Assets |
CONCLUSION:
The bids were issued in compliance with the Purchasing By-Law 143-2000. Prior to awarding the contracts, Purchasing reviewed the bid documents and verified that all terms, conditions and specifications to ensure compliance with the Town’s requirements.
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Barb
Cribbett, Treasurer |
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Andy
Taylor, Commissioner, Corporate
Services |
Q:\Finance and Administration\Finance\Purchasing\2004
File Management\Report to Standing Committee\0410 #1 Staff Awards Jan 2 to Feb
13, 2004.doc