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DICKERING
Report to
Executive Committee
Report Number: CS 17-18
Date: May 7, 2018
From: Marisa Carpino
Director, Community Services
Subject: Quotation No. Q-42-2018
- Quotation for Supply and Delivery of Various Trucks
- File: A-1440
Recommendation:
1. That Quotation No. Q-42-2018, submitted by Donway Ford Sales Limited, in the
amount of $367,074.85 (HST included) be accepted;
2. That the total gross project cost of $369,787.00 (HST included) and the total net
project cost of $333,005.00 (net of HST rebate) be approved;
3. That the Director, Finance & Treasurer be authorized to finance the total net project
cost of $333,005.00 from the Vehicle Replacement Reserve;
4. That the appropriate officials of the City of Pickering be authorized to take the
necessary actions as indicated in this memo.
Executive Summary: The following six vehicles within the City's Fleet Inventory
have met or exceeded their scheduled replacement dates and were approved for
replacement in the 2018 Capital Budget, funded from the Vehicle Replacement
Reserve.
a) Parks — One 4 WD 1 Ton Pickup Truck with Crew Cab (Replacement for Unit
#754, a 2011 Ford)
b) Roads Equipment — Three 2 WD 1 Ton Truck with Aluminum Dump Body —
Three Units (Replacement for Unit #039 - 2010 Dodge, Unit #062 - 2011 Dodge
and Unit #063, a 2011 Dodge)
c) Parks — One 2 WD 1 Ton Truck with Aluminum Dump Body (Replacement for
Unit #702, a 2010 Dodge)
d) Museum — One 2 WD 1 Ton Truck with Aluminum Dump Body and Tailgate Lift
(Replacement for Unit #309, a 2002 Ford)
On March 8, 2018 an advertisement was placed on the City's website. Three companies
have responded by the closing date of Thursday, March 22, 2018.
The quotation from Donway Ford Sales Limited for one 2018 Ford F350, 4 WD, 1 Ton
Pickup Truck with Crew Cab; four 2018 Ford F350, 2 WD, 1 Ton Truck with Aluminum
Dump Body; and, one 2018 Ford F450, 2 WD, 1 Ton Truck with Aluminum Dump Body
CS 17-18
May 7, 2018
Subject: Quotation No. Q-42-2018 Page 2
and Tailgate Lift has received the highest evaluation scores from the Evaluation
Committee.
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 $250,000, the Manager may approve the award, subject to the
approval of the Director, Treasurer, CAO and Council.
Financial Implications:
1. Quotation Amount
4 WD 1 Ton Pickup Truck with Crew Cab
2 WD 1 Ton Truck with Aluminum Dump Body — 4 units
2 WD 1 Ton Truck with Aluminum Dump Body & Tailgate Lift
Subtotal
HST (13%)
Total Gross Quotation Cost
$41,923.00
214,728.00
68,194.00
$324,845.00
42,229.85
$367,074.85
2. Estimated Project Costing Summary
Quotation No. Q-42-2018
Licences (6 vehicles)
Total project cost (excluding taxes)
HST (13%)
Gross Project Cost
HST Rebate (11.24%)
Total Net Project Cost
$324,845.00
2,400.00
$327,245.00
42,542.00
$369,787.00
(36,782.00)
$333,005.00
CS 17-18
Subject: Quotation No. Q-42-2018
May 7, 2018
Page 3
3. Approved Source of Funds — 2018 Fleet Vehicles Capital Budget
Description
Account Code Source of Funds Available Required
Budget
$40,000.00 $43,068.00
4 WD 1 Ton, 5780.1820.6157 Vehicle
Pickup Truck with Replacement
Crew Cab Reserve
2 WD 1 Ton Truck 5319.1806.6157 Vehicle
with Aluminum Replacement
Dump Body Reserve
2 WD 1 Ton Truck 5319.1808.6157 Vehicle
with Aluminum Replacement
Dump Body Reserve
— 2 units
2 WD 1 Ton Truck 5780.1825.6157 Vehicle
with Aluminum Replacement
Dump Body Reserve
2 WD 1 Ton Truck 5744.1807.6157 Vehicle
with Aluminum Replacement
Dump Body and Reserve
Tailgate Lift
Total Funds
65,000.00 55,034.00
130, 000.00 110, 068.00
65,000.00 55,034.00
75,000.00 69,801.00
$375,000.00 $333,005.00
Net Project Cost under (over) Approved Funds
$41,995.00
The Vehicle Replacement Reserve is the funding source for the above vehicle
purchases. The City makes an annual contribution to this reserve as part of its budget
plan. With the purchase being funded from the reserve, the City avoids paying
$38,000.00 in interest costs.
Discussion: Within the City's Fleet inventory, small trucks between 1/2 ton and
1 ton are amortized over 5 to 7 years and are assessed for replacement pending a
condition appraisal. Six City vehicles have met or exceeded their scheduled
replacement dates, were recommended for replacement by Fleet Services and included
in the approved 2018 Capital Budget (to be funded from Vehicle Replacement
Reserve). An Evaluation Committee consisting of Public Works staff met on March 28,
2018 and each committee member evaluated the quotations based on the rated criteria.
A combined average score for each quotation was determined as part of Stage II of the
evaluation process. Donway Ford Sales Limited has received the highest score.
CS 17-18
May 7, 2018
Subject: Quotation No. Q-42-2018 Page 4
After careful review of the submission received, Public Works staff recommend the
acceptance of Quotation No. Q-42-2018 submitted by Donway Ford Sales Limited for
one 2018 Ford F350, 4 WD, 1 Ton Pickup Truck with Crew Cab; four 2018 Ford F350, 2
WD, 1 Ton Truck with Aluminum Dump Body; and, one 2018 Ford F450, 2 WD, 1 Ton
Truck with Aluminum Dump Body and Tailgate Lift in the total amount of $367,074.85
(HST included) and that the total net project cost of $333,005.00 (net of HST rebate) be
approved.
Attachments:
1. Supply & Services Memorandum dated April 5, 2018
Prepared By:
Bob Kuzma, CSCMP, AMCT
Supervisor, Public Works Administration
MC:bk
Approved/Endorsed By:
Marisa Carpino, MA
Director, Community Services
Stan KanNowski, MBA, CPA, CMA
Director, Finance & Treasurer
9
Ray R. , rigues, CPPB
Manager, Supply & Services
Recommended for the consideration
of Pickering Ci Council
Tony Prevedel, P. Eng.
Chief Administrative Officer
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6-4
DICKERING
ATTACHM ENT # _ TO REPORT #5 -1�
Memo
To;
From:
Marisa Carpino April 5, 2018
Director, Community Services
Ray Rodrigues
Manager, Supply & Services
Copy: Administrative Assistant, Community Services
Subject: Quotation No. Q-42-2018
Supply and Delivery of Various Trucks
Date Closed: Thursday, March 22, 2018, before 12:00 noon
File: F-5300-001
A summary of the Stage Il and III evaluation results for each quotation is included in the
evaluation attachment.
Donway Ford Sales Limited is the top ranked respondent for all three (3) pricing tables with a
total submitted price of $324,845 (HST Excluded).
A budget of $470 000 was provided to Supply & Services for this procurement.
in accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out
below excludes HST,
In accordance with Purchasing Policy, 06.11 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:
(c) Over $250,000, the Manager may approve the award, subject to the approval of the
Director, Treasurer, CAO and Council.
Subject to receipt of approvals on Health & Safety and insurance documents, please provide
your recommendation in report form. After receiving Council's approval, an approved "on-line"
requisition will be required to proceed.
Please direct all enquiries to Supply & Services, Respondents will be advised in due
course,
If you require further information or assistance, do not hesitate to contact me or a member
of Supply & Services.
RR/jc
Attachments (2)