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HomeMy WebLinkAboutOPS 13-24Report to Council Report Number: OPS 13-24 Date: June 24, 2024 From: Brian Duffield Director, Operations Subject: Supply & Delivery of Five 1 Ton Trucks - Quotation No. RFQ2024-11 - File: A-1440 Recommendation: 1. That Quotation No. RFQ2024-11 submitted by Downtown Auto Group, in the amount of $495,462.35 (HST excluded) be accepted; 2. That the total gross project cost of $559,872.00 (HST included), and that the total net project cost of $504,182.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $504,182.00 as provided for in the 2024 Capital Budget as follows: a) The sum of $201,673.00 to be funded from by Development Charges – Other Highway Services Reserve Fund; b) The sum of $201,673.00 to be funded from Development Charges – Parks and Recreation Reserve Fund; c) The sum of $100,836.00 to be funded from the Vehicle Replacement Reserve; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The purpose of this report is to award Quotation No. RFQ2024-11 for the supply and delivery of five 1 ton trucks. The Public Works Division, within the Operations Department, currently utilizes various 1 ton trucks for a variety of work tasks. Vehicle #777 has met or exceeded its scheduled replacement date. Due to growth, an additional four new 1 ton trucks were approved in the 2024 Capital Budget. Request for Quotation No. RFQ2024-11 was posted on the City’s bids&tenders portal on April 9, 2024. Six companies responded by the closing date of May 10, 2024. Downtown Auto Group was the lowest compliant response with a price of $495,462.35 (HST excluded). In accordance with Purchasing Policy Item 06.11(c), where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable or where the highest scoring proposal is recommended and the estimated total purchase price is over OPS 13-24 June 24, 2024 Subject: Supply & Delivery of Five 1 Ton Trucks Page 2 $250,000.00, the Manager may approve the award, subject to the approval of the Director, Finance & Treasurer, CAO, and Council. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community. Financial Implications: 1. Quotation Amount Quotation No. RFQ2024-11 $495,462.35 HST (13%) Total Gross Quotation Cost 64,410.11 $559,872.46 2. Estimated Project Costing Quotation No. RFQ2024-11 $495,462.35 Total Project Cost $495,462.00 HST (13%) 64,410.00 Total Gross Project Costs $559,872.00 HST Rebate (11.24%) (55,690.00) Total Net Project Cost $504,182.00 3. Approved Source of Funds Description Account Code Source of Funds Available Budget Required 1 Ton Truck with Aluminum Dump Body & Tailgate Lift (2 new) 1 Ton Truck with Aluminum Dump Body & Tailgate Lift (2 new) C10315.2415 C10315.2415 DC-Debt- 5 year DC – Other Hwy $165,000.00 165,000.00 $0.00 201,673.00 1 Ton Dump Truck with Tailgate Lift (new) C10320.2404 DC-Parks & Rec 110,000.00 100,837.00 1 Ton Dump Truck with Tailgate Lift (new) C10320.2421 DC-Parks & Rec 110,000.00 100,836.00 OPS 13-24 June 24, 2024 Subject: Supply & Delivery of Five 1 Ton Trucks Page 3 Description Account Code Source of Funds Available Budget Required 1 Ton Truck with Aluminum Dump Body & Tailgate Lift (replacement) C10320.2423 Vehicle Replacement Reserve 100,000.00 100,836.00 Total Funds $650,000.00 $504,182.00 Project Cost under (over) approved funds by $145,818.00 Discussion: The purpose of this report is to award Quotation No. RFQ2024-11 for the supply and delivery of five 1 ton trucks. The Public Works Division, within the Operations Department currently utilizes various 1 ton trucks for a variety of work tasks. Vehicle #777 has met or exceeded its scheduled replacement date. Due to growth, an additional four new 1 ton trucks were approved in the 2024 Capital Budget. These types of trucks are versatile pieces of equipment that can be used by various divisions within Public Works. They are used in the summer months to maintain roadways, assist with new construction and haul assorted materials. During the winter on-call season, they can be equipped with a plow and salter to meet required Minimum Maintenance Standards (MMS) under regulation O. Reg. 239/02. Request for Quotation No. RFQ2024-11 was posted on the City’s bids&tenders portal on April 9, 2024. Six companies responded by the closing date of May 10, 2024. Downtown Auto Group was the lowest compliant response with a price of $495,462.35 (HST excluded). After careful review of all submissions received, Operations’ staff recommend the acceptance of Quotation No. RFQ2024-11 submitted by Downtown Auto Group, and that the total net project cost of $504,182.00 (net of HST rebate) be approved. Attachment: None. Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Matt Currer Cathy Bazinet, CPPB, NIGP-CPP Manager, Fleet Operations Manager, Procurement OPS 13-24 June 24, 2024 Subject: Supply & Delivery of Five 1 Ton Trucks Page 4 Original Signed By: Original Signed By: Brian Duffield Stan Karwowski, MBA, CPA, CMA Director, Operations Director, Finance & Treasurer BD:mc Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer