HomeMy WebLinkAboutINF 03-26Report to
Executive Committee
Report Number: INF 03-26
Date: March 2, 2026
From: Kevin Heathcote
Director, City Infrastructure
Subject:
Supply and Delivery of One Backhoe
Request for Quotation No. Q2025-27
File: A-1440-001
Recommendation:
1. That Quotation submitted by Brandt Tractor Ltd. in response to Request for Quotation No.
Q2025-27 for the Supply and Delivery of One Backhoe, in the amount of $210,288.00 (net
HST) or $233,515.00 (HST included) be accepted;
2. That the total gross project cost of $233,515.00 (HST included), and that the total net
project costs of $210,288.00 (net HST) be approved;
3. That the Director of Finance and Treasurer, be authorized to finance the total net project
cost of $210,288.00 as follows:
a. That the sum of $170,000.00 as approved in the 2024 Capital Budget be increased to
$210,288.00 funded from the Equipment Reserve Fund; and,
4. That the appropriate officials of the City of Pickering be authorized to take the actions
necessary to implement the recommendations in this report.
1.0 Executive Summary:
The purpose of this report is to award Request for Quotation No. Q2025-27 for the Supply and
Delivery of One Backhoe. The Public Works Division, within the City Infrastructure Department,
currently utilizes the Backhoe for excavation, trenching, material handling, landscaping and
small scale demolition. Equipment Unit #717 (2014 John Deere) has met or exceeded its
scheduled replacement date and was approved for replacement with a budget amount of
$170,000.00 as detailed in the 2024 Parks Capital Budget (C10320.2416).
Request for Quotation No. Q2025-27 was posted on the City’s bids&tenders portal on
December 31, 2025, and closed on January 16, 2026. Two companies submitted a response
INF 03-26 March 2, 2026
Page 2
for this project. Brandt Tractor Ltd. was the lowest compliant response with a price of
$210,288.00 (net HST) or $233,515.00 (HST included).
2.0 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.
3.0 Financial Implications:
1. Quotation Amount
Quotation Q2025-27 $206,650.00
HST (13%) 26,865.00
Total Gross Quotation Cost $233,515.00
2. Estimated Project Costing Summary
Quotation Q2025-27 $206,650.00
HST (13%) 26,865.00
Total Gross Project Costs $233,515.00
HST Rebate (11.24%) (23,227.00)
Total Net Project Costs $210,288.00
3. Approved Source of Funds
Description Account Code Source of
Funds
Available
Budget
Required
Backhoe / Loader
(Replacement)
C10320.2416 Equipment
Reserve Fund
$170,000.00 $210,288.00
Total Funds $170,000.00 $210,288.00
Project Cost under (over) approved funds by ($40,288.00)
In accordance with Section 06.11b of the City’s Purchasing Policy, 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 $75,000 and up to $250,000, the Manager may approve the award, subject to the
approval of the Director, Treasurer and the CAO.
In accordance with Section 11.02 of the City’s Financial Control Policy, where authority has
been given in the annual Capital Budget for a particular project, the Chief Administrative
INF 03-26 March 2, 2026
Page 3
Officer, the appropriate Department Head(s) and the Treasurer may jointly approve changes to
such authorized amounts provided that the total amount of the over expenditures:
a. does not exceed the lesser of 10% of the approved capital expenditure or $100,000.00;
and,
b. are offset by corresponding under expenditures in other approved capital
expenditures.
This quotation did not meet the above noted thresholds.
In accordance with Section 11.05 of the City’s Financial Control Policy, Current and Capital
Budget expenditures in excess of the limits established under Section 11.01, 11.02, 11.03 and
11.04 shall require the approval of the Treasurer, the Chief Administrative Officer and Council.
4.0 Discussion:
The purpose of this report is to award Request for Quotation No. Q2025-27 for the Supply and
Delivery of One Backhoe. The Public Works Division, within the City Infrastructure Department,
currently utilizes the Backhoe for excavation, trenching, material handling, landscaping and
small scale demolition. Equipment Unit #717 (2014 John Deere) has met or exceeded its
scheduled replacement date and was approved for replacement with a budget amount of
$170,000.00 as detailed in the 2024 Parks Capital Budget (C10320.2416).
Request for Quotation No. Q2025-27 was posted on the City’s bids&tenders portal on
December 31, 2025, and closed on January 16, 2026. Two companies submitted a response
for this project. Brandt Tractor Ltd. was the lowest compliant response with a price of
$210,288.00 (net HST) or $233,515.00 (HST included). The response submitted from Brandt
Tractor Ltd. complied with all technical requirements and has received an acceptable score
from the Evaluation Committee.
The project was originally tendered in 2025, receiving three submissions. Following a
comprehensive review, it was determined that the contract could not be awarded due to a
discrepancy within the tendered specifications. Consequently, the tender was closed without
an award to any vendor. To ensure a more competitive process, the specifications have since
been revised to better accommodate a broader range of manufacturers.
Upon careful review of the responses received, the City Infrastructure Department
recommends the acceptance of the compliant response submitted by Brandt Tractor Ltd. for
Request for Quotation No. Q2025-27 in the amount of $210,288.00 (net HST) or $233,515.00
(HST included) and that the total net project cost of $210,288.00 (net HST) be approved.
Attachment:
1. None
INF 03-26 March 2, 2026
Page 4
Prepared By: Matt Currer, Manager, Fleet & Roads Operations
Approved/Endorsed By: Cathy Bazinet, Manager, Procurement
Approved/Endorsed By: Kevin Heathcote, Director, City Infrastructure
Approved/Endorsed By: Stan Karwowski, Director, Finance & Treasurer
MC:nw
Recommended for the consideration of Pickering City Council By:
Marisa Carpino, M.A.
Chief Administrative Officer