HomeMy WebLinkAboutOPS 06-24Report to Council
Report Number: OPS 06-24
Date: May 27, 2024
From: Brian Duffield Director, Operations
Subject: Supply & Delivery of Three Sidewalk Tractors with Attachments - Quotation No. RFQQ2024-5A
- File: A-1440
Recommendation:
1. That Quotation No. RFQQ2024-5A submitted by York Region Equipment Centre, in the amount of $639,638.67.00 (HST excluded), be accepted;
2. That the total gross project cost of $722,792.00 (HST included) and the total net project cost of $650,897.00 (net of HST rebate) be approved;
3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $650,897.00, as provided for in the 2024 Capital Budget as follows:
a) The sum of $350,000.00 as approved in the 2024 Capital Budget be increased to $433,931.00 to be funded from the Equipment Replacement Reserve;
b) The sum of $216,966.00 be revised from a 5-Year DC Debt to be funded from the DC – Other Highway Services Reserve Fund;
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 purpose of this report is to award Quotation No. RFQQ2024-5A
for the supply and delivery of three sidewalk tractors with attachments. The Public Works Division, within the Operations Department, currently utilizes various tractors for a variety of work tasks. Sidewalk tractors #714 (2015) and #718 (2015) have met or exceeded their scheduled replacement dates. Additionally, one new sidewalk plow with attachments was
approved in the 2024 Capital Budget due to growth.
On March 28, 2024, a Second-Stage Quotation, RFQQ2024-5A through Canoe Procurement Group Contract 093021 and 111522 was posted on the City’s bids&tenders portal. One company responded by the closing date of April 5, 2024. York Region Equipment Centre was
the lowest compliant respondent at a value of $695,138.67. The submission from York Region Equipment Centre has met all City’s technical requirements.
In accordance with the Financial Control Policy, Item 13.01, the Manager may enter into arrangements with municipalities, local boards and other public bodies on a cooperative or
joint venture basis where there are economic advantages and where the best interests of the City would be served. The policy of the government agency or public authority hosting
OPS 06-24 May 27, 2024
Subject: Supply & Delivery of Three Sidewalk Tractors with Attachments Page 2
the cooperative call for bids is to be the accepted policy of the City for the cooperative call and no other approval by the City is required beyond that of the Manager, appropriate
Director and Treasurer, unless debt funding is required, then Council approval must first be obtained.
Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community.
Financial Implications:
1. Quotation Amount Quotation No. RFQQ2024-5A $639,638.67
HST (13%) Total Gross Quotation Cost
83,153.03 $722,791.70
2. Estimated Project Costing
Quotation No. RFQQ2024-5A $639,639.00
Total Project Cost $639,639.00 HST (13%) 83,153.00 Total Gross Project Costs $722,792.00 HST Rebate (11.24%) (71,895.00)
Total Net Project Cost $650,897.00
3. Approved Source of Funds
Description Account Code
Source of Funds
Available Budget Required
Sidewalk Tractor Replacement (2) C10305.2403
Equipment Replacement Reserve
$350,000.00 $433,931.00
Sidewalk Plow with Attachments (new)
C10305.2405 DC Debt – 5 Years 275,000.00 0.00
Sidewalk Plow with Attachments (new) C10305.2405 DC – Other Highway Services Reserve Fund
0.00 216,966.00
Total Funds $625,000.00 $650,897.00
Project Cost under (over) approved funds by (25,897.00)
OPS 06-24 May 27, 2024
Subject: Supply & Delivery of Three Sidewalk Tractors with Attachments Page 3
Discussion: The purpose of this report is to award Quotation No. RFQQ2024-5A for the supply and delivery of three sidewalk tractors with attachments. Fleet Services manages and
assists with the procurement of the City’s fleet. As reflected in the 2024 Capital Budget, the units listed above were approved for purchase.
On March 28, 2024, a Second-Stage Quotation, RFQQ2024-5A through Canoe Procurement Group Contract 093021 and 111522, was posted on the City’s bids&tenders portal. One company responded by the closing date of April 5, 2024. York Region Equipment Centre was the lowest compliant respondent at a value of $695,138.67. The quotation from York Region
Equipment Centre complied with all of the City’s technical requirements. Included in the submitted price was the purchase of three ribbon blower attachments at a cost
of $18,500.00 per unit. Parks staff recommend deferral of the attachments to ensure the
acquisition of the sidewalk tractor units remain within the allocated Capital Budget. The ribbon
blower attachments will be re-budgeted in a future Capital Budget submission. Pricing was confirmed via email correspondence with York Region Equipment Centre. This brings the submitted price to $639,638.67 before taxes.
Multihog is a Vendor of Record with Canoe Procurement Group, a collaborative agency which the City is a member of, and therefore, meets the criteria of a Cooperative Purchase as per Section 13.01 of the Purchasing Policy. York Region Equipment Centre is the authorized Multihog dealer under Canoe Procurement Group contract # 111522-MUL.
After careful review of all submissions received, Operations’ staff recommend the acceptance of Quotation No. Quotation No. RFQQ2024-5A submitted by York Region Equipment Centre,
and that the total net project cost of $650,897.00 (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:nm
OPS 06-24 May 27, 2024
Subject: Supply & Delivery of Three Sidewalk Tractors with Attachments Page 4
Recommended for the consideration
of Pickering City Council Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer