HomeMy WebLinkAboutOPS 06-23Report to
Executive Committee
Report Number: OPS 06-23
Date: March 6, 2023
From: Brian Duffield
Director, Operations
Subject: Supply & Delivery of Five 1 Ton Trucks
- Quotation No. Q2022-34
- File: A-1440
Recommendation:
1. That Quotation No. Q2022-34 submitted by Blue Mountain Chrysler Ltd. in the amount of
$555,397.00 (HST excluded) be accepted;
2. That the total gross project cost of $627,598.61 (HST included) and the total net project
cost of $565,172.00 (net of HST rebate) be approved;
3. That Council authorize the Director, Finance & Treasurer to finance the total net project
cost of $565,172.00 as follows:
a) The sum of $240,000.00 to be funded from DC - Other Services related to a
Highway as approved in the 2021 Capital Budget be increased to $273,142.00;
b) The sum of $230,000.00 to be funded from Vehicle Replacement Reserve Fund
as approved in the 2021 Capital Budget be increased to $292,030.00; and,
4. That the appropriate City of Pickering officials be authorized to take the necessary action
to give effect hereto.
Executive Summary: The Public Works Division, within the Operations Department,
currently utilizes 1 ton dump trucks for a variety of work tasks. Vehicles #005 and #026 (2014
Dodge Rams) have met or exceeded their scheduled replacement dates. Two 1 ton trucks with
dump bodies were approved in the 2021 Road’s Capital Budget. Additionally, three new 1 ton
dump trucks with aluminum dump bodies were approved in the 2021 Roads and Park’s Capital
Budgets to service community growth. These vehicles were carried over due to COVID and
were tendered in 2022.
Quotation Q2022-34 was advertised on the City’s bids and tenders portal on December 8,
2022. Three companies submitted a bid for this project. Blue Mountain Chrysler Ltd. was the
top ranked respondent. The submission from Blue Mountain Chrysler Ltd. meets all technical
requirements and received the highest score 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 and the
OPS 06-23 March 6, 2023
Subject: Supply & Delivery of Five 1 Ton Trucks Page 2
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. Q2022-34 $555,397.00
HST (13%)
Total Gross Quotation Cost
72,201.61
$627,598.61
2. Estimated Project Costing Summary
Quotation No. Q2022-34 $555,397.00
Total Project Cost $555,397.00
HST (13%) 72,202.00
Total Gross Project Costs $627,599.00
HST Rebate (11.24%) (62,427.00)
Total Net Project Cost $565,172.00
3. Approved Source of Funds
Description Account
Code
Source of
Funds
Available
Budget
Required
Front Plow and Wing
Attachments
C10315.2106 DC - Other Services
Related to a Highway
40,000.00 0.00
1 Ton Truck with
Aluminum Dump Body
and Tailgate Lift
1 Ton Truck with
Aluminum Dump Body
Replacement
Two 1 Ton Dump
Trucks with Aluminum
Body Plows and
Salters
1 Ton Truck with
Aluminum Dump Body
and Lift Gate
C10315.2103
C10315.2104
C10315.2113
C10320.2116
Vehicle Replacement
Reserve
Vehicle Replacement
Reserve
DC - Other Services
Related to a Highway
Vehicle Replacement
Reserve
75,000.00
85,000.00
200,000.00
70,000.00
102,926.00
86,178.00
273,142.00
102,926.00
OPS 06-23 March 6, 2023
Subject: Supply & Delivery of Five 1 Ton Trucks Page 3
Description Account
Code
Source of
Funds
Available
Budget
Required
Total Funds $470,000.00 $565,172.00
Project Cost under (over) approved funds by ($95,172.00)
Discussion: 1 ton trucks are versatile pieces of equipment that can be used by various
divisions within Public Works. 1 ton trucks 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.
Vehicles #005 and #026 (2014 Dodge Rams) have met or exceeded their scheduled
replacement dates. Two 1 ton trucks with dump bodies were approved in the 2021 Road’s
Capital Budget. Additionally, three new 1 ton dump trucks with aluminum dump bodies were
approved in the 2021 Roads and Park’s Capital Budgets to service community growth. These
vehicles were carried over due to COVID and were tendered in 2022.
Quotation Q2022-34 was advertised on the City’s bids and tenders portal on December 8,
2022. Three companies submitted a bid for this project. Blue Mountain Chrysler Ltd. was the
top ranked respondent. The submission from Blue Mountain Chrysler Ltd. meets all technical
requirements and received the highest score from the Evaluation Committee.
After careful review of the submission’s received, staff recommend the acceptance of
Quotation No. Q2022-34 submitted by Blue Mountain Chrysler Ltd., and that the total net
project cost of $565,172.00 (net of HST rebate) be approved.
Attachment:
1. Supply & Services Memorandum, dated February 1, 2023
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By:
Matt Currer Cathy Bazinet
Manager, Fleet Operations Manager, Procurement
OPS 06-23 March 6, 2023
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
MC:nm
Recommended for the consideration
of Pickering City Council
Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer
To: Brian Duffield
Director, Operations
February 1, 2023
From: Kayla Horne
Buyer, Supply & Services
Copy: Administrative Assistant, Operations
Manager, Public Works Administration, Operations
Manager, Supply & Services
Subject: Quotation No. Q2022-34
Supply & Delivery of Five (5) 1 Ton Trucks
Closing: Thursday, January 12, 2023 at 2:00 pm
-File: F-5300-001
Quotation Q2022-34 was advertised on the City’s bids & tenders portal on December 8, 2022.
Three (3) companies have submitted a bid for this project..
Blue Mountain Chrysler Ltd. is the lowest Respondent with a submitted price of $555,397 (HST
Excluded).
A budget of $470,000 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 Blue Mountain Chrysler Ltd. including work
location;
2.without past work experience, if reference information is acceptable to Public Works
Administration, Operations;
3.the appropriate account number(s) to which this work is to be charged;
Memo
Attachment 1 to Report OPS 06-23
Quotation No. Q2022-34
Page 2 of 2
4. the budget amount(s) assigned thereto;
5. Treasurer’s confirmation of funding;
6. related departmental approvals; and
7. related comments specific to the project.
After receiving Council’s approval, 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