HomeMy WebLinkAboutOPS 11-24 Report to
Executive Committee
Report Number: OPS 11-24 Date: June 10, 2024
From: Brian Duffield
Director, Operations
Subject: Supply & Delivery of Nine Midsize SUVs
- Quotation No. Q2024-18 - File: A-1440
Recommendation:
1. That Request for Quotation No. Q2024-18 submitted by Marigold Ford Lincoln Sales Ltd., in the amount of $312,039.00 (HST excluded) be accepted;
2. That the total gross project cost of $352,604.00 (HST included), and the total net project cost of $317,531.00 (net of HST rebate) be approved;
3. That Council authorize the Director, Finance & Treasurer to finance the total net project
cost of $317,531.00 from the Vehicle Replacement Reserve as approved in the 2024 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: The purpose of this report is to award Quotation No. Q2024-18 for the supply and delivery of nine midsize SUVs. City staff currently utilize various midsize SUVs for a variety of work tasks. Vehicles #780 (Parks), #421 (Municipal Law Enforcement), #645,
#646, #650 (Engineering), #648 (Water Resources), and #585, #576 (Fire Services) have met or exceeded their scheduled replacement dates. An additional new vehicle was also approved in the 2024 Capital Budget for Community Services due to growth.
Request for Quotation No. RFQ2024-18 was placed on the City’s bids&tenders portal on April 9, 2024. Ten companies responded by the closing date of May 10, 2024. Marigold Ford
Lincoln Sales Ltd. was the lowest compliant response with a price of $312,039.00 (HST excluded).
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, Finance & Treasurer, CAO, and Council.
OPS 11-24 June 10, 2024
Subject: Supply & Delivery of Nine Midsize SUVs Page 2
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. Q2024-18 $312,039.00
HST (13%) Total Gross Quotation Cost
40,565.07 $352,604.07
2. Estimated Project Costing
Quotation No. Q2023-47 $312,039.00
HST (13%) 40,565.00 Total Gross Project Costs $352,604.00 HST Rebate (11.24%) (35,073.00)
Total Net Project Cost $317,531.00
3. Approved Source of Funds Description Account Code
Source of Funds Available Budget Required
Midsize SUV (new) C10200.2401 Vehicle Replacement Reserve
$65,000.00 $35,281.00
Midsize SUV
Replacement
C10320.2422
Vehicle Replacement
Reserve
45,000.00
35,281.00
Midsize SUV Replacement
C10425.2401 Vehicle Replacement Reserve
45,000.00 35,281.00
Midsize SUV
Replacement (3)
C10500.2401
Vehicle Replacement
Reserve
135,000.00
105,845.00
Midsize SUV Replacement
C10510.2401 Vehicle Replacement Reserve
45,000.00 35,281.00
Midsize SUV Replacement (2)
C10700.2405 Vehicle Replacement Reserve
100,000.00 70,562.00
Total Funds $435,000.00 $317,531.00
OPS 11-24 June 10, 2024
Subject: Supply & Delivery of Nine Midsize SUVs Page 3
Project Cost under (over) approved funds by $117,469.00
Discussion: The purpose of this report is to award Quotation No. Q2024-18 for the supply
and delivery of nine midsize SUVs. Vehicles #780 (Parks), #421 (By-Law), #645, #646, #650
(Engineering), #648 (Water Resources), and #585, #576 (Fire Services) have met or exceeded their scheduled replacement dates. An additional new vehicle was also approved in the 2024 Capital Budget for Community Services due to growth.
Midsize SUV’s are efficient and economical vehicles that allow 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 SUVs across most departments, including Fire Services, Engineering, Public Works, and Municipal Law Enforcement.
Request for Quotation No. RFQ2024-18 was placed on the City’s bids&tenders portal on April 9, 2024. Ten companies responded by the closing date of May 10, 2024. Marigold Ford
Lincoln Sales Ltd. was the lowest compliant response with a price of $312,039.00 (HST
excluded).
After careful review of all submissions received, Operations Department staff recommend that Quotation No. Q2024-18 submitted by Marigold Ford Lincoln Sales Ltd. in the amount of $312,039.00 (HST excluded) be accepted and that the total net project cost of $317,531.00
(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
OPS 11-24 June 10, 2024
Subject: Supply & Delivery of Nine Midsize SUVs Page 4
Recommended for the consideration of Pickering City Council Original Signed By:
Marisa Carpino, M.A. Chief Administrative Officer