Vancouver City Council

ADMINISTRATIVE REPORT

	Date:	April 14, 2004
	Author:	Mani Deo
	Phone No.:	604.326.4792
	RTS No.:	04166
	CC File No.:	1805
	Meeting Date:	May 18, 2004

TO:	Vancouver City Council
FROM:	General Manager of Engineering Services Manager of Materials Management
SUBJECT:	Award of Tender PS04017 - Supply and Delivery of Rear Loader Packers

RECOMMENDATION

A. THAT, subject to the conditions set out in Recommendations C, D, and E, Council authorize the General Manager of Engineering Services and the Manager of Materials Management to award Item 1 to the low bid meeting specifications from Western Star Sterling Trucks of Vancouver for five (5) - 2005 Sterling Condor tandem axle cab and chassis at a total cost of $493,870.00, plus the Provincial Sales tax, the Goods and Services Tax (less any municipal rebate received) and the Provincial Environmental Levy, subject to a contract satisfactory to the Director of Legal Services.

B. THAT, subject to the conditions set out in Recommendations C, D, and E, Council authorize the General Manager of Engineering Services and the Manager of Materials Management to award Item 2 to the low bid meeting specifications from Rollins Machinery Limited for five (5) - Chagnon CRE20 Sprinter Semi-Automated Rear Load Refuse Bodies at a total cost of $269,150.00, plus the Provincial Sales tax, the Goods and Services Tax (less any municipal rebate received) and the Provincial Environmental Levy, subject to a contract satisfactory to the Director of Legal Services.

C. THAT, the Director of Legal Services be authorized to execute and deliver on behalf of the City all legal documents required to implement Recommendation A and Recommendation B.

D. THAT all such legal documents be on terms and conditions satisfactory to the General Manager of Engineering Services, Manager of Materials Management and the Director of Legal Services.

E. THAT no legal rights or obligations will be created by Council's adoption of Recommendation A, B, C and D above unless and until such legal documents are executed and delivered by the Director of Legal Services.

F. THAT funding for the purchase described in Recommendation A and Recommendation B be provided from the Truck and Equipment Plant Account.

COUNCIL POLICY

The policy of Council is to award contracts for the purchase of equipment, supplies, and services that will give the highest value based on quality, service and price.

Contracts with a value over $300,000 are referred to Council.

DISCUSSION

Tenders for the above were opened on February 25, 2004 and referred to the General Manager of Engineering Services and the Manager of Materials Management for report.

The PST, the 7% GST (less any municipal rebate received) and any Provincial Environmental Levy are in addition to the pricing shown in this report.

This tender called for prices for two items:

· Item I- Tandem Axle Cab and Chassis
· Item 2 - Semi-Automated Rear Load Refuse Bodies.

This report deals with both Items 1 and 2, which when combined, form a complete semi- automated rear load refuse truck unit. These trucks are required to replace five (5) existing rear load refuse collection units used by the Sanitation Operations Branch. These units will be required to service areas that can not be serviced by the new fully automated refuse collection fleet.

This tender was advertised on the City's and BC Purchasing Commission's web site, in addition to notifying incumbent suppliers to the City and other well known vendors. An advertisement was placed in the Vancouver Sun.

ITEM 1

Six bids were received from five suppliers for Item 1. One bid was rejected for non-compliance because it did not meet tender submission requirements. Unit prices for the remaining five bids, including options, were as follows:

Bid 1	Bid 2	Bid 3	Bid 4	Bid 5
$90,009.00	$90,009.00	$98,774.00	$103,344.00	$107,980.00

Bids 1 and 2 did not meet the lateral and transverse torque rod requirements for the rear suspension. These requirements are important because the existing City refuse packers have experienced severe suspension fatigue and failure without these components.

Bid 3 meets specifications, is acceptable and recommended.

ITEM 2

Five bids were received from four suppliers for Item 2. Unit prices, including options, were as follows:

Bid 1	Bid 2	Bid 3	Bid 4	Bid 5
$53,830.00	$54,500.00	$58,322.00	$58,322.00	$61,182.51

Bid 1 meets specifications, is acceptable and recommended.

FINANCIAL IMPLICATIONS

The five (5) units are scheduled for replacement as part of the 2002 Equipment Replacement Program and are well beyond their economic lives. Funds for the purchase of these units are provided from the Truck and Equipment Plant Account.

SUMMARY

Accordingly, for Item 1, we recommend acceptance of the low bid meeting specifications and offering best value from Western Star Sterling for five (5) 2005 Sterling Condor tandem axle cab and chassis at a total cost of $493,870.00 ($97,260.00 each including the option for a 20,000 front axle and 18,000 pound suspension/tire set, plus $1,022 each for a front mount PTO, plus $315.00 each for additional rear side windows, plus $86.00 each for an engine hour meter, plus $63.00 each for three blank switches, plus $28.00 each for a right hand down view mirror for a total unit price of $98,774.00).

Accordingly, for Item 2, we recommend acceptance of the low bid meeting specifications and offering best value from Rollins Machinery for five (5) Chagnon CRE20 Sprinter semi-automated rear load refuse bodies at a total cost of $269,150.00 ($50,000.00 each, plus $5,395.00 each for a hydraulic cart tipper, plus $425.00 each for a liquid waste holding tank minus $1,990.00 each for a 5 yard volumetric capacity reduction of the body)

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