Our Focus: Your Future 2008 FLEET REPLACEMENT PLAN AWARD OF TENDERS FOR THE PURCHASE OF REPLACEMENT VEHICLES
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1 Town of Fort Erie Infrastructure Services Our Focus: Your Future Prepared for Council-in-Committee Report No. IS Agenda Date March 3, 2008 File No Subject 2008 FLEET REPLACEMENT PLAN AWARD OF TENDERS FOR THE PURCHASE OF REPLACEMENT VEHICLES Recommendation(s) THAT the 2008 Replacement Vehicle tenders be awarded as follows: a) Contract FM-01-08: New 2008 Full Size 4 X 4 8 cylinder Pick-up Truck be awarded to Brock Ford Sales of Niagara Falls, Ontario, in the amount of $22, (including PST allowance and excluding GST); and b) Contract FM-02-08: New 2008 Full Size 4 X 4 8 cylinder Pick-up Truck with Snow Plow be awarded to Performance Chrysler Dodge Jeep of St. Catharines, Ontario in the amount of $31, (including PST allowance and excluding GST), and further c) Contract FM-03-08: New 2009 Single Axle Dry Van be awarded to Eastgate Truck Centre of Hamilton, Ontario in the amount of $79, (including PST allowance and excluding GST), and further d) Contract FM-04-08: New 2008 Ford Escape Hybrid SUV be awarded to Brock Ford Sales of Niagara Falls, Ontario in the amount of $34, (including PST allowance and excluding GST), and further e) Contract FM-05-08: New 2008 Ford Escape Hybrid SUV be awarded to Brock Ford Sales of Niagara Falls, Ontario in the amount of $34, (including PST allowance and excluding GST), and further f) Contract FM-06-08: New 2008 Ford Full Size E150 Cargo Van be awarded to Brock Ford Sales of Niagara Falls, Ontario in the amount of $23, (including PST allowance and excluding GST), and further g) Contract FM-07-08: New 2009 International Combination Dump/Plow/Sander be awarded to Archer Truck Services of St. Catharines, Ontario in the amount of $189, (including PST allowance and excluding GST), and further THAT Staff be directed to prepare the necessary By-law authorizing the Mayor and Clerk to execute the contracts with Brock Ford Sales, Performance Chrysler Dodge Jeep, Eastgate Truck Centre and Archer Truck Services on behalf of the Town of Fort Erie, and further THAT Staff be directed to return $48,000 immediately to the Fleet Equipment Reserve Fund.
2 Infrastructure Services Page 2 of 4 Report No. IS Relation to Council s Corporate Strategic Plan Priority: Infrastructure Services Goal: Not applicable Initiative: Not applicable List of Stakeholders 1. Mayor and Council of the Town of Fort Erie 2. Town of Fort Erie Residents 3. Town of Fort Erie Municipal Departments 4. Brock Ford Sales 5. Performance Chrysler Dodge Jeep 6. Eastgate Truck Centre 7. Archer Truck Services 8. Remaining bidders on these contracts Prepared by: Submitted by: Approved by: Original signed by: Michael Turner Supervisor, Fleet Services Original signed by: Douglas Campbell, C.E.T., Manager of Operations Original signed by: Ron Tripp, P.Eng. Director of Infrastructure Services Original signed by: Harry Schlange, MBA Chief Administrative Officer Purpose of Report To advise Council of the results regarding the tendering for seven replacement vehicles as per the approved Fleet Replacement Plan and approved 2008 Fleet Capital Budget. Analysis Background Council adopted the 2008 Preliminary Capital Budget, at the Council-in-Budget meeting of December 5, The 2008 Fleet Capital Replacement program identified the requirement to replace the vehicles as shown in the following chart, along with the budget requirement for each of the replacements.
3 Infrastructure Services Page 3 of 4 Report No. IS Replacement Vehicle Division Replacing Budget 1 8 cylinder Pick-up Utilities U 105 $35, cylinder Pick-up with Snow Plow Parks Maintenance P 160 $43,000 1 Single Axle Dry Van Utilities U 200 $94,000 1 Hybrid SUV Building & Planning B 027 $34,000 1 Hybrid SUV Engineering E 044 $34,000 1 Cargo Van Utilities E 171 $31,000 1 Tandem Dump Truck Roads R 424 $221,000 Total $492,000 Tender Calls The seven (7) tenders were provided and received by bidders as listed in Appendix A. The tender call was advertised in the Niagara Falls Review and the Fort Erie Times as well as posted on the Town s website as per the Purchasing and Tendering Policy. Tenders closed on February 21, 2008 at 2:00 p.m. EST. and were publicly opened. All of the bids are shown in Appendix A. All bids were checked for mathematical errors and no errors were found. Tenders were also assessed as to whether they met the proper specifications. In all cases except for the bids on the two Hybrids, the lowest bids were found to be acceptable. For the Hybrids, the two lowest bids were not Hybrid vehicles, contrary to the tender specification. Staff recommends Council s approval to award the Seven (7) compliant low tenders for the purchase of new replacement vehicles as follows: Equipment Tender Price (excl. GST) * 2008 Full Size 4 X 4 8 cylinder Pick-up Truck Brock Ford Sales $ 22, Full Size 4 X 4 8 cylinder Pick-up Truck with Snow Plow 2009 Single Axle Dry Van Performance Chrysler Dodge Jeep Eastgate Truck Centre $ 31, $ 79, Ford Escape Hybrid SUV Brock Ford Sales $ 34, Ford Escape Hybrid SUV Brock Ford Sales $ 34, Ford Full Size E150 Cargo Van Brock Ford Sales $ 23, International Combination Dump/Plow/Sander Truck Archer Truck Services $ 189, Total $ 417, *The vehicle purchase prices include trade-in allowances and PST but exclude GST.
4 Infrastructure Services Page 4 of 4 Report No. IS Financial/Staffing Implications The total budget allocation for the seven (7) units is $492,000. The lowest compliant bids for the seven (7) units total $417, The budget amount also included funds to outfit the vehicles for their specific purposes (i.e. undercoating, automatic greasing system, lighting package, on-board generator, lettering, etc.). Fleet staff will perform this outfitting at an approximate cost of $27,000. Therefore $48,000 will be returned to the Fleet Equipment Reserve Fund. Policies Affecting Proposal By-law No adopted Council s Corporate Strategic Plan, Priority D Infrastructure Services. At the Special Council meeting of December 17, 2007, through Resolution No. 11, Council approved certain 2008 Capital Projects, including the 2008 Fleet Replacement Plan. The tendering process adhered to the provisions of the Town of Fort Erie s Purchasing and Tendering Policy - By-law Tenders were issued and this report was prepared in collaboration with the Manager of Supply and Services. Comments from Relevant Departments/Community and Corporate Partners The user departments provided input on the type of vehicles required to meet their needs during preparation of the 2008 Capital Budget. The user departments and the Manager of Supply and Service reviewed the tender specifications prior to being issued for bids. Alternatives As Council had previously approved a Vehicle Fleet Replacement Plan outlined in the 2008 Capital Budget, there are no alternatives recommended. Attachments Appendix A Summary of Bids Received
5 Appendix A to Administrative Report IS FLEET REPLACEMENT PLAN AWARD OF TENDERS FOR THE PURCHASE OF VEHICLES Contract FM cylinder Pick-up Brock Ford Sales $ 22, Farr Ford Sales Ltd. B. Patterson Chrysler $ 23, Rose City Dodge Chrysler Forbes Ford Sales Ltd. $ 23, David Chev-Olds Ltd. Ed Learn Ford Lincoln Ltd. $ 23, Niagara Motors Performance Chrysler Dodge Jeep $ 26, Port Pontiac Buick Ltd. Dave Lyons Chev-Olds Ltd. $ 29, Bill s Toyota Sales Contract FM cylinder Pick-up with Snow Plow Performance Chrysler Dodge Jeep $ 31, Farr Ford Sales Ltd. Ed Learn Ford Lincoln Ltd. $ 32, Rose City Dodge Chrysler Brock Ford Sales $ 32, David Chev-Olds Ltd. Forbes Ford Sales Ltd. $ 33, Niagara Motors Dave Lyons Chev-Olds Ltd. $ 33, Port Pontiac Buick Ltd B. Patterson Chrysler $ 33, Bill s Toyota Sales *Note: This tender was picked up by the bidder but was not submitted. DPI Drive Products* Contract FM Single Axle Dry Van Eastgate Truck Centre $ 79, Brant County Ford Archer Truck Services Ltd. $ 87, Sheehan s Truck Centre Inc. Stoney Creek Mack 1
6 Contract FM Hybrid SUV Appendix A to Administrative Report IS Brock Ford Sales $ 34, Farr Ford Sales Ltd. Ed Learn Ford Lincoln Ltd. $ 35, Rose City Dodge Chrysler Forbes Ford Sales Ltd. $ 35, Dave Lyons Chev-Olds Ltd. B. Patterson Chrysler $ 20, ** David Chev-Olds Ltd. Performance Chrysler Dodge Jeep $ 21, ** Niagara Motors Bill s Toyota Sales $ 42, Port Pontiac Buick Ltd. ** Indicates that these vehicles are not hybrids as specified in the tender Contract FM Hybrid SUV Brock Ford Sales $ 34, Farr Ford Sales Ltd. Ed Learn Ford Lincoln Ltd. $ 35, Rose City Dodge Chrysler Forbes Ford Sales Ltd. $ 35, Dave Lyons Chev-Olds Ltd. B. Patterson Chrysler $ 20, ** David Chev-Olds Ltd. Performance Chrysler Dodge Jeep $ 21, ** Niagara Motors Bill s Toyota Sales $ 42, Port Pontiac Buick Ltd. ** Indicates that these vehicles are not hybrids as specified in the tender 2
7 Contract FM Cargo Van Appendix A to Administrative Report IS Brock Ford Sales $ 23, Farr Ford Sales Ltd. Forbes Ford Sales Ltd. $ 23, Rose City Dodge Chrysler Ed Learn Ford Lincoln Ltd. $ 23, B. Patterson Chrysler Dave Lyons Chev-Olds Ltd. $ 24, David Chev-Olds Ltd. Niagara Motors Performance Chrysler Dodge Jeep Port Pontiac Buick Ltd. Bill s Toyota Sales Contract FM Tandem Dump Truck Archer Truck Services Ltd. $ 189, Brant County Ford Eastgate Truck Centre $ 195, Sheehan s Truck Centre Inc. Metro Freightliner $ 203, Stoney Creek Mack $ 228, Summary Equipment Budget Awarded Tender Price (excl. GST) 8 cylinder Pick-up $ 35, $ 22, Surplus 8 cylinder Pick-up with Snow Plow $ 43, $ 31,
8 Appendix A to Administrative Report IS Single Axle Dry Van $ 94, $ 79, Hybrid SUV $ 34, $ 34, Hybrid SUV $ 34, $ 34, Cargo Van $ 31, $ 23, Tandem Dump Truck $ 221, $ 189, Retrofit of Vehicles $ 26, Total $ 492, $ 444, $ 48, TOTAL $ 48, (to be returned to the Fleet Equipment Reserve Fund) 4
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