HomeMy WebLinkAboutOPS 05-23
Report to
Executive Committee
Report Number: OPS 05-23
Date: March 6, 2023
From: Brian Duffield
Director, Operations
Subject: Quotation No. Q2022-35
-Supply and Delivery of Three ¾ Dump Trucks with Up-fitting
-File: A-1440
Recommendation:
1. That Quotation No. Q2022-35 submitted by East Court Ford Lincoln, in the amount of
$286,765.00 (HST excluded) be accepted;
2. That the total gross project cost of $324,044.54 (HST included), and the total net project
cost of $291,812.00 (net of HST rebate) be approved;
3. That Council authorize the Director, Finance & Treasurer to finance the total net project
cost of $291,812.00, the sum of $245,000.00 to be funded from the Vehicle
Replacements Reserve as approved in the 2021 and 2022 Capital Budgets be increased
to $291,812.00; 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 Public Works Division, within the Operations Department,
currently utilizes ¾ ton pick-up trucks for a variety of work tasks. Vehicles #775 and #776
(2015 Ford trucks) have met or exceeded their scheduled replacement dates . Two ¾ ton pick
up trucks with salters and snow plows were approved in the 2022 Property Maintenance
Capital Budget. Additionally, one new ¾ ton pick up truck with salter and snow plow was
approved in the 2021 Parks & Property Capital Budget for the new Foreperson, Parks
Operations.
On December 8, 2022, Quotation Q2022-35 was advertised on the City’s bids and tenders portal.
Three companies responded by the closing date of January 12, 2023. The quotation from East
Court Ford Lincoln has met all technical requirements and received the highest 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 recomm ended 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.
OPS 05-23 March 6, 2023
Subject: Supply and Delivery of Three ¾ Dump Trucks with Up-fitting Page 2
Financial Implications:
1. Quotation Amount
Quotation No. Q2022-35 $286,765.08
HST (13%) 37,279.46
Total Gross Quotation Cost $324,044.54
2. Estimated Project Costing
Quotation No. Q2022-35 $286,765.00
Total Project Cost $286.765.00
HST (13%) 37,279.00
Total Gross Project Costs $324,044.00
HST Rebate (11.24%) (32,232.00)
Total Net Project Cost $291,812.00
3. Approved Source of Funds
Description Account
Code
Source of
Funds
Available
Budget
Required
One ¾ Ton Pick-up
with Salter and
Snow Plow
C10320.2114 Vehicle
Replacement Reserve
65,000.00 97,271.00
Two ¾ Ton Pick-up
with Salter and
Snow Plow
C10305.2210 Vehicle
Replacement Reserve
180,000.00 194,541.00
Total Funds $245,000.00 $291,812.00
Project Cost under (over) approved funds by ($46,812.00)
Discussion: Fleet Operations manages and assists with the procurement of the City’s fleet.
As reflected in the 2021 and 2022 Capital Budgets, the vehicles listed above were approved
for purchase. Small trucks between a ½ ton and 1 ton are amortized over five to seven years
and are assessed for replacement pending a condition appraisal. These vehicles have met or
exceeded their scheduled replacement dates, and are recommended for replacement by Fleet
Operations and were approved to be replaced in the 2022 Capital Budget, funded from Vehicle
Replacement Reserve. A new addition to the fleet is required for the new Foreperson, Parks
Operations and was approved for purchase in the 2021 Capital Budget.
OPS 05-23 March 6, 2023
Subject: Supply and Delivery of Three ¾ Dump Trucks with Up-fitting Page 3
On December 8, 2022, Quotation Q2022-35 was advertised on the City’s bids and tenders portal.
Three companies responded by the closing date of January 12, 2023. The quotation from East
Court Ford Lincoln has met all technical requirements and received the highest scores from the
Evaluation Committee. It was determined that East Court Ford Lincoln Sales Ltd. is the top
ranked respondent and have met the requirements of the requested quotation.
After careful review of the submissions received, staff recommend the acceptance of Quotation
No. Q2022-35 submitted by East Court Ford Lincoln Sales Ltd., and that the total net project
cost of $291,812.00 (net of HST rebate) be approved.
Attachment:
1. Supply & Services Memorandum, dated January 27, 2023
Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Matt Currer Cathy Bazinet
Manager, Fleet Operations Manager, Procurement
Original Signed By Original Signed By
Brian Duffield Stan Karwowski, MBA, CPA, CMA
Director, Operations 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 OPS 5-23
Memo
To: Brian Duffield
Director, Operations
January 27, 2023
From: Kayla Horne
Buyer, Supply & Services
Copy: Administrative Assistant, Operations
Manager, Fleet Operations
Manager, Supply & Services
Subject: Quotation No. Q2022-35
Supply and Delivery of three (3) ¾ Dump Trucks with up-fitting
Closing: Thursday, January 12, 2023 at 2:00 pm
-File: F-5300-001
Quotation Q2022-35 was advertised on the City’s bids & tenders portal on December 8, 2022.
Three (3) companies have submitted a bid for this project..
East Court Ford Lincoln is the lowest bidder meeting specifications with a submitted price of
$286,765.08 (HST Excluded).
A budget of $245,000 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:
(c) Over $250,000, the Manager may approve the award, subject to the approval of the
Director, Treasurer, CAO and Council.
Please include the following items in your report:
1. any past work experience with low bidder East Court Ford Lincoln;
2. the appropriate account number(s) to which this work is to be charged;
3. the budget amount(s) assigned thereto;
4. Treasurer’s confirmation of funding;
5. related departmental approvals; and
6. related comments specific to the project.
After receiving Council’s approval, an ARF will be processed and then an approved “on-line”
requisition will be required to proceed.
Enquiries can be directed to the City’s bids&tenders portal for the unofficial bid results.
Bidders will be advised of the outcome in due course.
If you require further information, please feel free to contact me or a member of Supply &
Services.
KH
Quotation No. Q2022-35 Page 2 of 2