HomeMy WebLinkAboutCS 17-21Report to
Executive Committee
Report Number: CS 17-21
Date: May 3, 2021
From: Brian Duffield
(Acting) Director, Community Services
Subject: Quotation No. Q2021-40
-Supply and Delivery of 1 Ton Trucks
-File: A-1440
Recommendation:
1.That each of the following bids be accepted under Quotation No. Q2021-40:
a)East Court Ford Lincoln Sales Ltd. for Units A and B in the amounts of $134,890.74
(HST excluded) and $85,364.24 (HST excluded), respectively;
b) Donway Ford Inc. for Unit C in the amount of $124,320.00 (HST excluded);
c)Blue Mountain Chrysler for the Western Wideout-X Plow in the amount of
$12,800.00 (HST excluded);
2.That the total gross quotation cost of $403,833.73 (HST included) and the total net project
cost of $365,700.00 (net of HST rebate) be approved;
3.That Council authorize the Director, Finance & Treasurer to finance the project as follows:
a)The amount of $200,000.00 as approved in the 2021 Fleet Capital Budget to be
funded from Development Charges Reserve Fund-Transportation Services be
increased to $225,149.00, and be revised by a transfer from the Development
Charges Reserve Fund-Other Services Related to a Highway;
b)The sum of $127,526.00 as provided for in the 2021 Fleet Capital Budget by a
transfer from the Vehicle Replacement Reserve;
c)The sum of $13,025.00 as provided for in the 2021 Roads Equipment Capital
Budget by a transfer from the Development Charges Reserve Fund-Other Services
Related to a Highway; 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: Two new 1 Ton Trucks with Aluminum Body and Plow were
approved in the 2021 Fleet Capital Budget to service new roads coming on stream in Seaton.
One 1 Ton Truck with Utility Body was approved for replacement for unit #024, which is a 2012
Ford that has met or exceeded its scheduled replacement date and was approved for
CS17-21 May 3, 2021
Subject: Quotation No. Q2021-40 Page 2
replacement in the 2021 Fleet Capital Budget. One Front Plow and Wing Attachments is a new
purchase which will be fitted to an existing unit in the City’s Fleet and is funded from the 2021
Roads Equipment Capital Budget.
Quotation Q2020-40 was advertised on the City’s website on February 19, 2021 and four
companies responded. 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 $250,000.00, the Manager may approve the award, subject to
the approval of the Director, Treasurer, CAO and Council.
Financial Implications:
1. Quotation Amount
Quotation No. Q2021-40 $357,374.98
HST (13%) 46,458.75
Total Gross Quotation Cost $403,833.73
2. Estimated Project Costing Summary
Quotation No. Q2021-40:
East Court Ford Lincoln Sales $220,255.00
Donway Ford Inc. 124,320.00
Blue Mountain Chrysler Ltd. 12,800.00
Licence Fees 2,000.00
Total project cost (excluding taxes) $359,375.00
HST (13%) 46,719.00
Gross Project Cost $406,094.00
HST Rebate (11.24%) (40,394.00)
Total Net Project Cost $365,700.00
CS17-21 May 3, 2021
Subject: Quotation No. Q2021-40 Page 3
3. Approved Source of Funds – 2021 Roads Equipment & Fleet Vehicle Capital Budget
Description Account Code Source of Funds Available Required
Budget
(2) 1 Ton Dump 5319.2113.6458 DCRF-$200,000.00 $0.00
Trucks with Transportation
Aluminum Dump Services
Body Plow and
Salter DCRF-Other 0.00 225,149.00
Services Related to
a Highway
1 Ton Truck with 5319.2112.6158 Reserve-Vehicle 130,000.00 127,526.00
Utility Body Replacement
Replacement
Front Plow and 5319.2106.6478 DC RC-Other 40,000.00 13,025.00
Wing Attachments Services Related to
a Highway
Total Funds $370,000.00 $365,700.00
Net Project Cost under (over) Approved Funds $4,300.00
Note that the two 1 Ton Dump Trucks with Aluminum Dump Body Plow and Salter, project
account of 5319.2113.6458, as per the 2017 Development Charges Background Study are
approved to be funded from the Development Charges Reserve Fund (DCRF) – Other
Services Related to a Highway service category. As such, Table 3 above has been adjusted to
reflect the appropriate DCRF service category accordingly.
This same project has also exceeded the approved budget by more than 10 percent. As per
Financial Control Policy, section 11.05, Council approval is required for any over-expenditure
exceeding 10 percent of the approved budget. Council approval is being sought at this time in
order to proceed with the project.
Discussion: Two 1 Ton Trucks with Aluminum Body Plow and Salter were
approved for purchase in the 2021 Fleet Capital Budget and will be new additions to the City’s
Fleet. They are being purchased to meet the levels of service required for new roads coming
on stream for Seaton in 2021. These are purpose built vehicles to maintain narrow laneways in
newly established residential areas in Seaton. The purchase of a Front Plow and Wing
Attachments was approved in the Roads Equipment Capital Budget and is being purchased for
an existing unit in the City’s Fleet. The 1 Ton Truck with Utility Body is a replacement purchase
for unit #024, a 2012 Ford which has met or exceeded its scheduled replacement date. This
CS17-21 May 3, 2021
Subject: Quotation No. Q2021-40 Page 4
replacement unit will be used by the Roads section to install culverts, repair catch basins and
various other roads maintenance tasks.
An Evaluation Committee consisting of Public Works staff have evaluated the quotation based
on the rated criteria. It was determined that East Court Ford Lincoln Sales Ltd. is the top
ranked respondent for Units A and B, Donway Ford Inc. is the top ranked respondent for Unit
C, and Blue Mountain Chrysler Ltd. is the top ranked respondent for the Snow Plow and have
met the requirements of the requested quotation.
After careful review of the submissions received, Public Works staff recommends the
acceptance of Quotation No. Q2021-40 submitted by the aforementioned vendors for two new
1 Ton Dump Trucks with Aluminum Body, Plow and Salter, one new 1 Ton Dump Truck with
Utility Body, and one Snow Plow in the amount of $403,834.00 (HST included) and that the
total net project cost of $365,700.00 (net of HST rebate) be approved.
Attachments:
1.Supply & Services Memorandum April 6, 2021
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By:
Matt Currer Ray Rodrigues, CPPB
Supervisor, Municipal Garage Manager, Supply & Services
Original Signed By: Original Signed By:
Brian Duffield Stan Karwowski, MBA, CPA, CMA
(Acting) Director, Community Services Director, Finance & Treasurer
MC:nw
Recommended for the consideration
of Pickering City Council
Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer
Attachment #1 to Report CS 17-21
Memo
To: Brian Duffield April 6, 2021
Director, Community Services
From: Lisa Chang
Buyer, Supply & Services
Copy: Administrative Assistant, Community Services
Subject: Quotation No. Q2021-40
Supply & Delivery of 1 Ton Trucks
Closing Date: March 16, 2021 at 12:00 Noon.
File: F-5300-001
Quotation for Supply & Delivery of 1 Ton Trucks was advertised on the City’s website on February
19, 2021. Four companies have submitted a quotation.
Stage I – Mandatory Submission Requirements – determines which submissions satisfy all the
mandatory submission requirements and provides Respondents the opportunity to rectify
deficiencies. Respondents were allowed to submit four submissions, one for each respective
category. Two Respondents rectified deficiencies in their submission within the rectification period.
Fourteen proposals proceed to Stage II – Evaluation.
A summary of the Stage II and III evaluation results for each quotation is attached.
East Court Ford Lincoln Sales Ltd. is the top ranked respondent for Units A and B with a
submitted price of $134,890.74 (HST Excluded) and $85,364.24 (HST Excluded), respectively.
Donway Ford Inc. is the top ranked respondent for the 1-Ton Truck with Utility Body with a
submitted price of $124,320.00 (HST Excluded).
Blue Mountain Chrysler Ltd. is the top ranked respondent for the Western Wideout-X with a
submitted price of $12,800 (HST Excluded).
A budget of $370,000 was provided to Supply & Services for this procurement.
If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy
Item 11 for additional instructions.
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, Item 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:
Page 2 of 2
(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.
LC