HomeMy WebLinkAboutOPS 28-23Report to Council
Report Number: OPS 28-23
Date: November 27, 2023
From: Brian Duffield
Director, Operations
Subject: Supply & Delivery of Six ½ Ton Pickup Trucks
- Request for Quotation No. Q2023-46
- File: A-1440
Recommendation:
1. That Request for Quotation No. Q2023-46 submitted by Finch Auto Group, in the amount
of $363,914.00 (HST excluded) be accepted;
2. That the total gross project cost of $411,223.00 (HST included), and that the total net
project cost of $370,319.00 (net of HST rebate) be approved;
3. That the Director, Finance & Treasurer be authorized to finance the total net project cost
of $370,319.00, as provided for in the 2023 Capital Budget as follows:
a) The sum of $307,928.00 to be funded from the Vehicle Replacements Reserve;
b) The sum of $62,391.00 to be funded from the Development Charges – Parks &
Recreation Reserve Fund; 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 City uses ½ ton pickup trucks in various capacities to service
the community and the residents of Pickering. The purchase of these vehicles was provided
for in the 2023 Capital Budget.
Request for Quotation No. Q2023-46 was advertised on the City’s bids&tenders portal on
September 14, 2023, and four companies submitted a response by the closing date of October
17, 2023. Finch Auto Group 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 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 28-23 November 27, 2023
Subject: Supply & Delivery of Six ½ Ton Pickup Trucks Page 2
Financial Implications:
1. Quotation Amount
Quotation No. Q2023-46 $363,914.00
HST (13%)
Total Gross Quotation Cost
47,308.82
$411,222.82
2. Estimated Project Costing Summary
Quotation No. Q2023-46 $363,914.00
Total Project Cost $363,914.00
HST (13%) 47,309.00
Total Gross Project Costs $411,223.00
HST Rebate (11.24%) (40,904.00)
Total Net Project Cost $370,319.00
3. Approved Source of Funds
Description Account Code Source of
Funds
Available
Budget
Required
½ Ton Pickup
Truck
C10320.2308 Vehicle Replacement
Reserve
65,000.00 58,366.00
½ Ton Pickup
Truck
C10320.2316 DC – Parks &
Recreation
65,000.00 62,391.00
½ Ton Pickup
Truck
C10425.2302 Vehicle Replacement
Reserve
65,000.00 62,391.00
½ Ton Pickup
Truck
C10500.2301 Vehicle Replacement
Reserve
70,000.00 62,391.00
½ Ton Pickup
Truck (2)
C10700.2312 Vehicle Replacement
Reserve
130,000.00 124,780.00
Total Funds $395,000.00 $370,319.00
Project Cost under (over) approved funds by $24,681.00
OPS 28-23 November 27, 2023
Subject: Supply & Delivery of Six ½ Ton Pickup Trucks Page 3
Discussion: The City of Pickering’s Operations Department, Fleet Section manages and
assists with the procurement of the City’s fleet. As reflected in the 2023 Capital Budget, the
vehicles listed above were approved for purchase. Vehicle #720 is a life cycle replacement for
Parks. One new vehicle is being purchased for the new Lead Hand for Property. Vehicle #644
is a lif cycle replacement for Engineering Services. Vehicle #420 is a life cycle replacement for
By-law and vehicles #583 and #584 are lifecycle replacements for Fire Services.
Request for Quotation No. Q2023-46 was advertised on the City’s bids&tenders portal on
September 14, 2023, and four companies submitted a response by the closing date of October
17, 2023. The quotation from Finch Auto Group complied with all technical requirements and
received the highest score from the Evaluation Committee.
After careful review of responses received, Operations’ staff recommend the acceptance of
Request for Quotation No. Q2023-46 submitted by Finch Auto Group, and that the total net
project cost of $370,319.00 (net of HST rebate) be approved.
Attachment: None.
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By:
Matt Currer Cathy Bazinet, CPPB, NIGP-CPP
Manager, Fleet Operations Manager, Procurement
Original Signed By: Original Signed By:
Brian Duffield Stan Karwowski, MBA, CPA, CMA
Director, Operations Director, Finance & Treasurer
BD:mc
Recommended for the consideration
of Pickering City Council
Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer