HomeMy WebLinkAboutOPS 23-23Report to Council
Report Number: OPS 23-23
Date: September 25, 2023
From: Brian Duffield
Director, Operations
Subject: Supply & Delivery of Five 1 Ton Trucks
- Quotation No. Q2023-33
- File: A-1440
Recommendation:
1. That Quotation No. Q2023-33 submitted by Blue Mountain Chrysler Ltd. in the amount of
$488,570.00 (HST excluded) be accepted;
2. That the total gross project cost of $552,084.10 (HST included) and the total net project
cost of $497,169.00 (net of HST rebate) be approved;
3. That Council authorize the Director, Finance & Treasurer to finance the total net project
cost of $497,169.00 as follows:
a) The sum of $200,234.00 to be funded from the 5-year DC Debt as approved in the
2023 Capital Budget be revised to the DC – Other Highway Services Reserve Fund;
b) The sum of $96,703.00 to be funded from the Vehicle Replacement Reserve as
approved in the 2023 Capital Budget;
c) The sum of $200,232.00 to be funded from DC – Parks & Recreation Reserve Fund
as approved in the 2023 Capital Budget; 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 trucks for various works tasks. In the summer months, 1 ton trucks are
used to maintain roadways, assist with new construction, and haul assorted materials. During
the winter on-call season, 1 ton trucks are equipped with a plow and salter to meet required
Minimum Maintenance Standards (MMS) under regulation O. Reg 239/02. Vehicle #747 has
met or exceeded its scheduled replacement date. Additionally, four new 1 ton trucks were
approved in the 2023 Capital Budget to service emerging communities in northern Pickering.
On July 18, 2023, Quotation No. Q2023-33 was advertised on the City’s bids&tenders portal.
Three Companies responded by the closing date of August 25, 2023. The quotation from Blue
Mountain Chrysler Ltd. complied with all technical requirements and received an acceptable
score highest from the Evaluation Committee.
OPS 23-23 September 25, 2023
Subject: Supply & Delivery of Five 1 Ton Trucks Page 2
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
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. Q2023-33 $488,570.00
HST (13%)
Total Gross Quotation Cost
63,514.10
$552,084.10
2. Estimated Project Costing Summary
Quotation No. Q2023-33 $488,570.00
Total Project Cost $488,570.00
HST (13%) 63,514.00
Total Gross Project Cost $552,084.00
HST Rebate (11.24%) (54,915.00)
Total Net Project Cost $497,169.00
3. Approved Source of Funds
Description Account
Code
Source of
Funds
Available
Budget
Required
1 Ton Truck with
Aluminum Dump Body
and Tailgate Lift
C10315.2306
DC Debt 5-Year
$110,000.00
$0.00
1 Ton Truck with
Aluminum Dump Body
and Tailgate Lift
C10315.2306
DC – Other Highway
Services
0.00
100,117.00
1 Ton Truck with
Aluminum Dump Body
Replacement
C10315.2312
DC Debt 5-Year
110.000.00
0.00
1 Ton Truck with
Aluminum Dump Body
Replacement
C10315.2312
DC – Other Highway
Services
0.00
100,117.00
OPS 23-23 September 25, 2023
Subject: Supply & Delivery of Five 1 Ton Trucks Page 3
Description Account
Code
Source of
Funds
Available
Budget
Required
1 Ton Dump Truck
with Aluminum Body
Plow and Salter (2)
C10320.2323
DC–Parks &
Recreation
220,000.00
200,232.00
1 Ton Truck with
Aluminum Dump Body
and Lift Gate
C10320.2317 Vehicle
Replacement
Reserve
110,000.00 96,703.00
Total Funds $550,000.00 $497,169.00
Project Cost under (over) approved funds by $52,831.00
Discussion: As reflected in the 2023 Capital Budget and funded from the Vehicle
Replacement Reserve, vehicle #747 was approved for replacement. This vehicle has met or
exceeded its scheduled replacement date and is recommended for replacement by Fleet
Services. Additionally, four new 1 ton trucks were approved in the 2023 Capital Budget to
service emerging communities in northern Pickering.
On July 18, 2023, Quotation No. Q2023-33 was advertised on the City’s bids&tenders portal.
Three Companies responded by the closing date of August 25, 2023. The quotation from Blue
Mountain Chrysler Ltd. complied with all technical requirements and received an acceptable
score highest from the Evaluation Committee.
After careful review of submissions received, Operations’ staff recommend the acceptance of
Quotation No. Q2023-33 submitted by Blue Mountain Chrysler Ltd., and that the total net
project cost of $497,169.00 (net of HST rebate) be approved.
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By:
Matt Currer Cathy Bazinet, CPPB, NIGP-CPP
Manager, Fleet Operations Manager, Procurement
OPS 23-23 September 25, 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