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HomeMy WebLinkAboutOPS 26-23 Report to Executive Committee Report Number: OPS 26-23 Date: November 6, 2023 From: Brian Duffield Director, Operations Subject: Supply & Delivery of Nine Midsize SUVs - Request for Quotation No. Q2023-47 - File: A-1440 Recommendation: 1. That Request for Quotation No. Q2023-47 submitted by Downtown AutoGroup, in the amount of $328,230.00 (HST excluded) be accepted; 2. That the total gross project cost of $370,900.00 (HST included), and that the total net project cost of $334,007.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $334,007.00 funded from the Vehicle Replacement Reserve as provided for in the 2023 Capital Budget; 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: Various Departments within the City of Pickering currently utilize various midsize SUVs for a variety of work tasks. Vehicles #418, #419, #578, #579, #580, #581, #582, #643 and #647 have met or exceeded their useful life and were provided for replacement in the 2023 Capital Budget. Request for Quotation No.Q2023-47 was advertised on the City’s bids&tenders portal on August 31, 2023. Five companies submitted a response by the closing date of October 3, 2023. Downtown AutoGroup is the lowest compliant respondent and has met all of the technical requirements. 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. OPS 26-23 November 6, 2023 Subject: Supply & Delivery of Nine Midsize SUVs Page 2 Financial Implications: 1. Quotation Amount Quotation No. Q2023-47 $328,230.00 HST (13%) Total Gross Quotation Cost 42,669.90 $370,899.90 2. Estimated Project Costing Quotation No. Q2023-47 $328,230.00 Total Project Cost $328,230.00 HST (13%) 42,670.00 Total Gross Project Costs $370,900.00 HST Rebate (11.24%) (36,893.00) Total Net Project Cost $334,007.00 3. Approved Source of Funds Description Account Code Source of Funds Available Budget Required Midsize SUV Replacement (2) C10425.2301 Vehicle Replacement Reserve $100,000.00 $74,224.00 Midsize SUV Replacement (2) C10510.2302 Vehicle Replacement Reserve $90,000.00 $74,224.00 Midsize SUV Replacement (5) C10700.2311 Vehicle Replacement Reserve $225,000.00 $185,559.00 Total Funds $415,000.00 $334,007.00 Project Cost under (over) approved funds by $80,993.00 Discussion: As reflected in the 2023 Capital Budget, vehicles #418, #419, #578, #579, #580, #581, #582, #643 and #647 are approved for replacement. OPS 26-23 November 6, 2023 Subject: Supply & Delivery of Nine Midsize SUVs Page 3 Request for Quotation No. Q2023-47 was advertised on the City’s bids&tenders portal on August 31, 2023. Five companies submitted a response by the closing date of October 3, 2023. The quotation from Downtown AutoGroup complied with all technical requirements and received the highest score from the Evaluation Committee. Midsize SUV’s are an efficient and economical vehicle that allows for additional cargo space for transporting tools and material. They also allow for improved visibility as they sit higher than most other vehicles. The City uses midsize SUV across most departments including Fire, Engineering, Public works and Bylaw. After careful review of all responses received, Operations’ staff recommend the acceptance of Request for Quotation No. Q2023-47 submitted by Downtown AutoGroup, and that the total net project cost of $334,007.00 (net of HST rebate) be approved. Attachment: None. Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Matt Currer Stan Karwowski, MBA, CPA, CMA Manager, Fleet Operations Director, Finance & Treasurer Original Signed By: Original Signed By: Brian Duffield Cathy Bazinet, CPPB, NIGP-CPP Director, Operations Manager, Procurement BD:mc Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer