TOWN OF GRIMSBY Administration & Finance Committee Agenda Monday, May 14, 2018 3:30 p.m. Town Hall Escarpment Room 160 Livingston Avenue Page A. Call to Order B. Disclosure of Interest C. Reports 3-4 i) FIN 18-13 2017 Portfolio Investments 5-13 ii) FIN 18-14 Tax Levy and Tax Rates 14-15 iii) FIN 18-15 2018 Water Rates 16-17 iv) FCR 18-05 Grimsby Fire Department - West End Station 18 v) FCR 18-06 Accredited Superior Tanker Shuttle Service 19-20 vi) FCR 18-07 New Fire Prevention Vehicle D. New Business Page 1 of 20
Page Administration & Finance Committee Agenda E. Next Meeting May 14, 2018 i) The next Administration & Finance Committee meeting is scheduled of Monday, June 11, 2018 at 3:30 p.m. in the Town Hall Escarpment Room, 160 Livingston Avenue, Grimsby. F. Adjournment If you require any accommodations for a disability in order to attend or participate in meetings or events, please contact the Accessibility Advisory Administrator at 905 309-2003 or hsoadyeaston@grimsby.ca Page 2 of 20
The Corporation of the Report No. FIN 18-13 TOWN OF GRIMSBY Agenda Item i) REPORT TO: ADMINISTRATION & FINANCE COMMITTEE MEETING DATE: MAY 14, 2018 SUBJECT: 2017 PORTFOLIO INVESTMENTS RECOMMENDATION The Administration & Finance Committee recommends to Town Council: 1. That, report FIN 18-13, 2017 Portfolio Investments be received for information. BACKGROUND In August 1997, Council approved the Statement of Investment Policies and Goals in accordance with Ontario Regulation 74/97. The policy requires the Treasurer to report on the investments of the municipality for the previous year. This report is prepared to fulfill the statutory requirements of the regulation. The Town s investment objective is to invest all available funds of the Corporation in a prudent manner so as to maximize the rate of return while minimizing risk and ensuring an adequate level of liquidity. It is the opinion of the Treasurer that all investments were made in accordance with the investment policies and goals adopted by the municipality. Schedule A shows the current holdings of the general, trust (cemetery), and reserve fund portfolios at December 31, 2017. Schedule A also provides a breakdown of the investment income earned by the various portfolios. Respectfully submitted, S. Gruninger, CPA, CGA Director of Finance & Treasurer 1 Page 3 of 20
Market Value $ 19,268,596 $ 20,119,073 $ 20,406,160 Reserve Fund $ 390,957 2.16% 199,246 Trust Fund 2.52% 27,658 General Fund 1.84% 164,052 Current Yield FIN 18-13 Agenda Item i) TOWN OF GRIMSBY SCHEDULE "A" INVESTMENT PORTFOLIO AND INCOME AT DECEMBER 31, 2017 PORTFOLIO Security Maturity Date Coupon Rate Face Value Book Value Current Price General Fund Cash Account $ 3,465,132 $ 3,465,132 $ 100.0000 $ 3,465,132 Province of Newfoundland and Labrador Bond 4/15/2021 10.95% 2,400,000 2,979,815 127.5279 3,060,670 8.59% Coast Cap GIC - 0.95% 8/1/2018 0.95% 3,065,000 3,065,000 100.0000 3,065,000 0.95% $ 8,930,132 $ 9,509,948 $ 9,590,802 Trust Fund Cash Account $ 262,589 $ 262,589 $ 100.0000 $ 262,589 Province of Ontario Bond 3/8/2018 4.20% 437,000 437,602 100.5497 439,402 4.18% Province of Nova Scotia - Strip Bond 6/1/2022 0.00% 125,000 106,938 89.9994 112,499 2.41% Province of Ontario - Strip Bond 3/8/2024 0.00% 250,000 199,875 85.7315 214,329 2.53% Coast Cap GIC - 1.85% 5/17/2021 1.85% 22,000 22,000 100.0000 22,000 1.85% $ 1,096,589 $ 1,029,003 $ 1,050,819 Reserve Fund Cash Account $ 111,875 $ 111,875 $ 100.0000 $ 111,875 Province of Ontario Bond 6/2/2022 3.15% 2,200,000 2,237,929 103.9982 2,287,960 3.03% Province of Manitoba Bond 9/5/2025 4.40% 3,500,000 3,800,318 112.4201 3,934,704 3.91% Coast Cap GIC - 0.95% 6/19/2017 0.95% 3,430,000 3,430,000 100.0000 3,430,000 0.95% $ 9,241,875 $ 9,580,122 $ 9,764,539 Page 4 of 20 INVESTMENT INCOME Portfolio Average Rate Investment Income
The Corporation of the Report No. FIN 18-14 TOWN OF GRIMSBY Agenda Item ii) REPORT TO: ADMINISTRATION & FINANCE COMMITTEE MEETING DATE: MAY 14, 2018 SUBJECT: 2018 TAX LEVY AND TAX RATES RECOMMENDATION The Administration & Finance Committee recommends to Town Council: 1. That, report FIN 18-14, 2018 Tax Levy and Tax Rates be received; and 2. That the 2018 tax ratios and subclass reductions as outlined in Schedule A be adopted in accordance with The Regional Municipality of Niagara By-Law 2018-37; and 3. That the Town of Grimsby general tax levy and tax rates as outlined in Schedule B be approved and that the tax levy and tax rates be included in the 2018 Tax Levy By-law. 4. That the Regional Municipality of Niagara General Levy and Tax Rates as outlined in Schedule C be adopted in accordance with the Regional Municipality of Niagara By-Law 2018-38, and that the levy and tax rates be included in the 2018 Tax Levy and Tax Rates By-law. 5. That the Regional Municipality of Niagara Waste Management Levy and Tax rates as outlined in Schedule D be adopted in accordance with the Regional Municipality of Niagara By-Law 2018-38, and that the levy and tax rates be included in the 2018 Tax Levy and Tax Rates By-law. 6. That the Education tax rates as outlined in Schedule E be approved and that the tax levy and tax rates be included in the 2018 Tax Levy and Tax Rate By-law. 7. That the Sanitary Sewer rates as outlined in Schedule F be approved, and that the levy and rates be included in the 2018 Tax Levy and Tax Rate By-law. 8. That the Downtown Improvement Area rates as outlined in Schedule G be approved, and that the levy and rates be included in the 2018 Tax Levy and Tax Rates By-law. BACKGROUND Schedule A details the tax ratios and subclass reductions approved by The Regional Municipality of Niagara By-Law 2018-37. Schedule B details the rates of taxation for The Town of Grimsby s own purpose taxation based on the approved 2018 budgeted levy of $11,143,260. Schedule C details the rates of taxation for The Regional Municipality of Niagara s own purpose taxation. These rates were approved by The Regional Municipality of Niagara By-Law 2018-38. 1 Page 5 of 20
The Corporation of the Report No. FIN 18-14 TOWN OF GRIMSBY Agenda Item ii) Schedule D details the rates of taxation for the Regional Municipality of Niagara s Waste Management Levy. These rates were approved by The Regional Municipality of Niagara By-Law 2018-38. Schedule E details the rates of taxation for education purposes. The education tax rates are set by the province on an annual basis and the levies are collected by the municipality on the property tax bill. Schedule F details the rates for the Town s Sanitary Sewer System levy. The 2018 Sanitary Sewer System budget was approved with a levy of $5,606,210 representing a 4.44% increase. Schedule G details the rates of the Grimsby Downtown Improvement Area levy. The DIA approved a 2018 budget in the amount of $98,110 and a levy of $85,770 to be financed from a special levy on properties within the DIA area as outlined in by-law 05-22. Respectfully submitted, S. Gruninger, CPA, CGA Director of Finance & Treasurer 2 Page 6 of 20
TOWN OF GRIMSBY SCHEDULE "A" Agenda Item ii) FIN 18-14 2018 TAX RATIOS AND SUBCLASS REDUCTIONS TAX RATIOS TAX CLASS TAX RATIO Residential 1.0000 Farmlands 0.2500 Managed Forests 0.2500 Multi-Residential 1.9700 Commercial 1.7349 Industrial 2.6300 Large Industrial 2.6300 Pipeline 1.7021 SUBCLASS TAX REDUCTIONS TAX CLASS SUBCLASS REDUCTION Commercial Excess Land 0.3000 Commercial Vacant Land 0.3000 Shopping Centre Excess Land 0.3000 Industrial Excess Land 0.3000 Industrial Vacant Land 0.3000 Large Industrial Excess Land 0.3000 Page 7 of 20
Agenda Item ii) TOWN OF GRIMSBY SCHEDULE "B" FIN 18-14 TOWN OF GRIMSBY 2018 TAX LEVY AND TAX RATES TAX CLASS RTC ASSESSMENT TAX RATE TAX LEVY Residential Full RT $ 3,714,146,792 0.00248988 $ 9,247,792 Residential Full, General, PIL RG 3,965,750 0.00248988 9,874 Multi-Residential Full MT 28,062,758 0.00490507 137,650 Farmlands Full FT 77,100,310 0.00062247 47,993 Managed Forests Full TT 763,200 0.00062247 475 Commercial Full CT 212,158,400 0.00431970 916,460 Commercial Full, PIL CF 16,909,850 0.00431970 73,045 Commercial Full, General, PIL CG 3,758,500 0.00431970 16,236 Commercial Full, Shared PIL CH 1,150,000 0.00431970 4,968 Commercial Excess Land CU 11,172,076 0.00302379 33,782 Commercial Vacant Land CX 10,545,023 0.00302379 31,886 Commercial Vacant Land, General, PIL CZ 6,681,000 0.00302379 20,202 Commercial New Construction Full XT 33,933,988 0.00431970 146,585 Commercial New Construction, Excess Land XU 364,900 0.00302379 1,103 Office Building New Construction Full YT 1,757,000 0.00431970 7,590 Parking Lot Full GT 623,000 0.00431970 2,691 Shopping Centre Full ST 28,046,850 0.00431970 121,154 Shopping Centre Excess Land SU 139,380 0.00302379 421 Shopping Center New Construction ZT 402,905 0.00431970 1,740 Industrial Full IT 29,831,989 0.00654839 195,352 Industrial Full, Shared PIL IH 55,450 0.00654839 363 Industrial Excess Land IU 1,287,952 0.00458388 5,904 Industrial Vacant Land IX 2,422,104 0.00458388 11,103 Industrial New Construction Full JT 5,395,400 0.00654839 35,331 Large Industrial Full LT 5,990,500 0.00654839 39,228 Large Industrial Excess Land LU 686,000 0.00458388 3,145 Pipeline Full PT 7,443,961 0.00423803 31,548 $ 4,204,795,038 $ 11,143,620 Page 8 of 20
Agenda Item ii) TOWN OF GRIMSBY SCHEDULE "C" FIN 18-14 NIAGARA REGION 2018 GENERAL TAX LEVY AND TAX RATES TAX CLASS RTC ASSESSMENT TAX RATE TAX LEVY Residential Full RT $ 3,714,146,792 0.00567079 $ 21,062,146 Residential Full, General RG 3,965,750 0.00567079 22,489 Multi-Residential Full MT 28,062,758 0.01117146 313,502 Farmlands Full FT 77,100,310 0.00141770 109,305 Managed Forests Full TT 763,200 0.00141770 1,082 Commercial Full CT 212,158,400 0.00983825 2,087,267 Commercial Full CF 16,909,850 0.00983825 166,363 Commercial Full, General CG 3,758,500 0.00983825 36,977 Commercial Full, Shared PIL CH 1,150,000 0.00983825 11,314 Commercial Excess Land CU 11,172,076 0.00688678 76,940 Commercial Vacant Land CX 10,545,023 0.00688678 72,621 Commercial Vacant Land, General CZ 6,681,000 0.00688678 46,011 Commercial New Construction Full XT 33,933,988 0.00983825 333,851 Commercial New Construction, Excess Land XU 364,900 0.00688678 2,513 Office Building New Construction Full YT 1,757,000 0.00983825 17,286 Parking Lot Full GT 623,000 0.00983825 6,129 Shopping Centre Full ST 28,046,850 0.00983825 275,932 Shopping Centre Excess Land SU 139,380 0.00688678 960 Shopping Center New Construction ZT 402,905 0.00983825 3,964 Industrial Full IT 29,831,989 0.01491418 444,920 Industrial Full, Shared PIL IH 55,450 0.01491418 827 Industrial Excess Land IU 1,287,952 0.01043992 13,446 Industrial Vacant Land IX 2,422,104 0.01043992 25,287 Industrial New Construction Full JT 5,395,400 0.01491418 80,468 Large Industrial Full LT 5,990,500 0.01491418 89,343 Large Industrial Excess Land LU 686,000 0.01043992 7,162 Pipeline Full PT 7,443,961 0.00965225 71,851 Total $ 4,204,795,038 $ 25,379,956 Page 9 of 20
Agenda Item ii) TOWN OF GRIMSBY SCHEDULE "D" FIN 18-14 NIAGARA REGION 2018 WASTE MANAGEMENT LEVY AND RATES TAX CLASS RTC ASSESSMENT TAX RATE TAX LEVY Residential Full RT $ 3,714,146,792 0.00040917 $ 1,519,717 Residential Full, General RG 3,965,750 0.00040917 1,623 Multi-Residential Full MT 28,062,758 0.00080606 22,620 Farmlands Full FT 77,100,310 0.00010229 7,887 Managed Forests Full TT 763,200 0.00010229 78 Commercial Full CT 212,158,400 0.00070987 150,605 Commercial Full CF 16,909,850 0.00070987 12,004 Commercial Full, General CG 3,758,500 0.00070987 2,668 Commercial Full, Shared PIL CH 1,150,000 0.00070987 816 Commercial Excess Land CU 11,172,076 0.00049691 5,552 Commercial Vacant Land CX 10,545,023 0.00049691 5,240 Commercial Vacant Land, General CZ 6,681,000 0.00049691 3,320 Commercial New Construction Full XT 33,933,988 0.00070987 24,089 Commercial New Construction, Excess Land XU 364,900 0.00049691 181 Office Building New Construction Full YT 1,757,000 0.00070987 1,247 Parking Lot Full GT 623,000 0.00070987 442 Shopping Centre Full ST 28,046,850 0.00070987 19,910 Shopping Centre Excess Land SU 139,380 0.00049691 69 Shopping Center New Construction ZT 402,905 0.00070987 286 Industrial Full IT 29,831,989 0.00107612 32,103 Industrial Full, Shared PIL IH 55,450 0.00107612 60 Industrial Excess Land IU 1,287,952 0.00075328 970 Industrial Vacant Land IX 2,422,104 0.00075328 1,825 Industrial New Construction Full JT 5,395,400 0.00107612 5,806 Large Industrial Full LT 5,990,500 0.00107612 6,446 Large Industrial Excess Land LU 686,000 0.00075328 517 Pipeline Full PT 7,443,961 0.00069645 5,184 Total $ 4,204,795,038 $ 1,831,265 Page 10 of 20
Agenda Item ii) TOWN OF GRIMSBY SCHEDULE "E" FIN 18-14 2018 EDUCATION TAX LEVY AND TAX RATES TAX CLASS RTC ASSESSMENT TAX RATE TAX LEVY Residential Full RT $ 3,714,146,792 0.00170000 $ 6,314,062 Residential Full, General, PIL RD 5,102,500 0.00170000 8,674 Multi-Residential Full MT 28,062,758 0.00170000 47,707 Farmlands Full FT 77,100,310 0.00042500 32,768 Managed Forests Full TT 763,200 0.00042500 324 Commercial Full CT 212,158,400 0.01090000 2,312,527 Commercial Full, PIL CF 16,909,850 0.01090000 184,317 Commercial Full, Shared PIL CH 1,150,000 0.01090000 12,535 Commercial Excess Land CU 11,172,076 0.00763000 85,243 Commercial Vacant Land CX 10,545,023 0.00763000 80,459 Commercial New Construction Full XT 33,933,988 0.01090000 369,880 Commercial New Construction, Excess Land XU 364,900 0.00763000 2,784 Office Building New Construction Full YT 1,757,000 0.01090000 19,151 Parking Lot Full GT 623,000 0.01090000 6,791 Shopping Centre Full ST 28,046,850 0.01090000 305,711 Shopping Centre Excess Land SU 139,380 0.00763000 1,063 Shopping Center New Construction ZT 402,905 0.01090000 4,392 Industrial Full IT 29,831,989 0.01340000 399,749 Industrial Full, Shared PIL IH 55,450 0.01340000 743 Industrial Excess Land IU 1,287,952 0.00938000 12,081 Industrial Vacant Land IX 2,422,104 0.00938000 22,719 Industrial New Construction Full JT 5,395,400 0.01090000 58,810 Large Industrial Full LT 5,990,500 0.01340000 80,273 Large Industrial Excess Land LU 686,000 0.00938000 6,435 Pipeline Full PT 7,443,961 0.01090000 81,139 $ 4,195,492,288 $ 10,450,336 Page 11 of 20
Agenda Item ii) TOWN OF GRIMSBY SCHEDULE "F" FIN 18-14 TOWN OF GRIMSBY 2018 SANITARY SEWER LEVY AND RATES TAX CLASS RTC ASSESSMENT TAX RATE TAX LEVY Residential Full RT $ 3,291,663,289 0.00141438 $ 4,655,649 Residential Full RD 5,102,500 0.00141438 7,217 Residential Full, General, PIL RG 3,807,850 0.00141438 5,386 Multi-Residential Full MT 24,318,000 0.00278632 67,758 Farmlands Full FT 3,941,613 0.00035359 1,394 Commercial Full CT 196,993,629 0.00245380 483,383 Commercial Full, PIL CF 16,909,850 0.00245380 41,493 Commercial Full, General, PIL CG 3,758,500 0.00245380 9,223 Commercial Full, Shared PIL CH 1,150,000 0.00245380 2,822 Commercial Excess Land CU 7,898,913 0.00171766 13,568 Commercial Vacant Land CX 1,257,767 0.00171766 2,160 Commercial Vacant Land, General, PIL CZ 3,347,500 0.00171766 5,750 Commercial New Construction Full XT 33,933,988 0.00245380 83,267 Commercial New Construction, Excess Land XU 364,900 0.00171766 627 Office Building New Construction Full YT 1,757,000 0.00245380 4,311 Shopping Centre Full ST 28,046,850 0.00245380 68,821 Shopping Centre Excess Land SU 139,380 0.00171766 239 Shopping Center New Construction ZT 402,905 0.00245380 989 Industrial Full IT 28,134,639 0.00371981 104,655 Industrial Full, Shared PIL IH 55,450 0.00371981 206 Industrial Excess Land IU 1,210,402 0.00260387 3,152 Industrial New Construction Full JT 5,395,400 0.00371981 20,070 Large Industrial Full LT 5,990,500 0.00371981 22,284 Large Industrial Excess Land LU 686,000 0.00260387 1,786 $ 3,666,266,825 $ 5,606,210 Page 12 of 20
Agenda Item ii) TOWN OF GRIMSBY SCHEDULE "G" FIN 18-14 2018 GRIMSBY DOWNTOWN IMPROVEMENT AREA LEVY AND RATES TAX CLASS RTC ASSESSMENT TAX RATE TAX LEVY Commercial Full, General, PIL CG 998,000 0.00091979 918 Commercial: Full CT 58,815,495 0.00091979 54,098 Commercial Excess Land CU 637,307 0.00064385 410 Commercial Vacant Land CX 1,436,767 0.00064385 925 Commercial New Construction Full XT 10,196,595 0.00091979 9,379 Shopping Centre Full ST 21,287,235 0.00091979 19,580 Shopping Centre Excess Land SU 139,380 0.00064385 90 Shopping Center New Construction ZT 402,905 0.00091979 371 $ 93,913,684 $ 85,770 Page 13 of 20
The Corporation of the Report No. FIN 18-15 TOWN OF GRIMSBY Agenda Item iii) REPORT TO: ADMINISTRATION & FINANCE COMMITTEE MEETING DATE: MAY 14, 2018 SUBJECT: 2018 WATER RATES RECOMMENDATION The Administration & Finance Committee recommends to Town Council: 1. That Report FIN 18-15 regarding the 2018 Water Rates be received; and 2. That the rates as outlined in Schedule A be approved, and that the rates be included in the 2018 Water Rates By-law. BACKGROUND The 2018 Water System operating budget was approved with expenditures totaling $6,674,570 which is an increase of 4.14% over 2017. Schedule A details the 2018 water rates. A household that consumes approximately 1m 3 of water per day will see an increase in water fees of $30.79 per year. Respectfully submitted, S. Gruninger, CPA, CGA Director of Finance & Treasurer 1 Page 14 of 20
TOWN OF GRIMSBY SCHEDULE "A" 2018 WATER RATES Agenda Item iii) FIN 18-15 WATER SYSTEM RATES 2018 2017 1. General Water Rates Fixed charge for 4 months $ 94.73 $ 90.96 Variable consumption rate per cubic meter 1.34 1.29 2. City of Hamilton Rate Per cubic meter 2.53 2.43 3. Non-metered Rate Fixed charge for 4 months 225.83 216.85 4. Filling Station Rates Fixed charge for 1 month 23.69 22.75 Variable consumption rate per cubic meter 1.34 1.29 Page 15 of 20
gtll'lfd EST. l8z9 Agenda Item iv) FCR 18-05 May 9, 2018 REPORT TO Chair C. Mullins Members of Administration and Finance Committee SUBJECT: Grimsby Fire Department West End Station RECOMMENDATION "RESOLVED That Report FCR 18-05 dated May 9,2018 with reference to the Grimsby Fire Department West End Station be received and that the recommendations of this report be approved." BACKGROUND As identified in previous FCR reports, Grimsby Fire Department is engaged in preliminary planning stages for a new west end fire station. Factors such as future growth, potential / limitations on urban boundary expansion, the Greenbelt, reducing response times, maximizing coverage, minimizing total cost, and preservation of the volunteer fire service delivery model all contribute to establishing a sound strategic location. Other factors such as synergies with other potential Town uses will also be considered. ln order to proceed, it is important to investigate potential locations both in terms of availability of lands and in terms of viability of operational deployment. The intent of this report is to establish Council support for the Fire Chief and Town Manager to seek out potential lands and engage in meaningful discussion with land owners for the purpose of securing lands for constructing a new west end fire station. ln addition to fire department uses, this investigation will also engage other municipal stakeholders to determine if opportunities exist to satisfy multiple future needs. The scope will include consideration of existing municipal holdings, Regional holdings, and private lands. It is recommended that the Fire Chief and Town Manager be authorized to engage in meaningful discussions and negotiations fo seek out lands (municipal, Regional or private) for future municipal needs including but not limited to development of a new west end fire station and other municipalneeds for Council consíderation. 1 Page 16 of 20
Agenda Item iv) SUMMARY The future facility needs qf GFD have been the subject of FCR reports for many years. The recommendations in this report are intended to establish Council direction and approval for furthering this phase of strategic planning. Respectfully Submitted Reviewed by: ì Michael Fire Chief Derik Bra Town Manager 2 Page 17 of 20
Agenda Item v) FCR 18-06 May 9, 2018 REPORT TO: SUBJECT: Chair C. Mullins Members of Administration and Finance Committee Accredited Superior Tanker Shuttle Service RECOMMENDATION RESOLVED That Report FCR 18-06 dated May 9, 2018 with reference to the Grimsby Fire Department Accredited Superior Tanker Shuttle Service be received for information. BACKGROUND Firefighting operations are dependant on water supplies. In developed areas, water is provided through municipal water distribution systems (hydrants). In areas without water supplies, firefighting operations relies on the fire department capacity to secure water from available sources and deliver it to site via fire tankers. Accredited Superior Tanker Shuttle Service is a recognized equivalency to hydrant protection. The Fire Underwriters Survey serves as the accreditation agency. As identified in previous FCR reports and the 2015 Council Priorities Sessions, Grimsby Fire Department have been actively working towards obtaining Superior Tanker Accreditation. The procurement of a new tanker in 2017 has provided GFD the opportunity to proceed with the accreditation process. This report serves to advise Council that GFD s application for accreditation consideration has been accepted by Fire Underwriters Survey for consideration. On June 14 th, 2018, GFD will be engaging in preliminary practical testing. Amongst other things, the preliminary findings will gage the next steps for full accreditation. SUMMARY As GFD continues to strive for excellence in the delivery of fire protection services, the preliminary FUS Accredited Superior Tanker Shuttle Service testing is a significant step towards enhancing rural fire protection services. It further exemplifies and perhaps contributes to quantify a return on investment in the Grimsby Regional Training Centre / Station 2. Respectfully Submitted: Michael Cain Fire Chief 1 Page 18 of 20
Agenda Item vi) FCR 18-07 May 9, 2018 REPORT TO: SUBJECT: Chair C. Mullins Members of Administration and Finance Committee New Fire Prevention Vehicles Recommendation RESOLVED, That Report FCR 18-07 dated May 10, 2018 with reference to the New Fire Prevention Vehicles be received and that the Fire Chief be authorized to purchase two new 2018 Hyundai Sonata Plug-in Hybrid vehicles excluding equipment from Hyundai Grimsby, from Grimsby Ontario in the amount of $65 393.90, excluding taxes. Background Council approved FCR 18-03 Capital Budget Report provided for the purchase new fire prevention vehicles in 2018. In accordance with By-law 13-58 A By-law respecting purchasing, Grimsby Fire Department engaged in a formal process of procurement, which included; preparing and releasing a formal request for proposal, advertising in local papers and posting on the town website. The process resulted in 82 views of the webpage, with no paper copies issued. No bids were received. The Deputy Chief proceeded to visit local car dealerships in town to determine why they chose not to participate in the process. He was by two that the little incentive to bid on government vehicles due to margin and lack of local fleet managers. Other local dealers were apologetic and did not see the advertisements. Following consultation with the Town Manager, GFD proceeded with an alternative approach to the previous RFP by providing the local dealers an opportunity to submit quotes on vehicles that met or exceeded the minimum specifications. Hyundai Grimsby has provided a very respectable bid, with exceptional warranty and local service, if required. The Hyundai proposal meets and exceeds the specifications and falls within the approved budget. GFD has conferred with the Town Manager and Director of Treasury Department and both support GFD in the recommendations of this report. Financial Implications The Capital Budget Report (FCR 18-03) identified that the purchase of new Fire Prevention vehicles and associated equipment (including but not limited to NFPA decaling / lighting, mobile & portable radios, various inspection equipment, computer terminals / mount / accessories) will be funded from Reserves and Development Charges. Page 19 of 20
Agenda Item vi) Budget Proposed New Fire Prevention Vehicles (2) $110,000.00 $ 65 393.90 Equipment $ 28 000.00 Total $110,000.00 $ 93 393.90 The balance of the budget will be used for the installation hybrid vehicle charging stations at GFD facilities. Conclusion Grimsby Fire Department continues to research and maximize savings with the use of budgeted funds to delivery services in an effective and efficient manner that ensures high value for all Grimsby taxpayers. Council approval of the recommendations in this report will allow for the purchase and equipping of the fire prevention vehicles in accordance with the approved GFD capital budget. The Hyundai Sonata s from Hyundai Grimsby is an excellent value, supports local business and will serve GFD for many years. Respectfully submitted, Reviewed by, William Thomson Deputy Fire Chief Michael Cain Fire Chief Page 20 of 20