HomeMy WebLinkAboutCS 32-19 CdY ° Report to
PICKERING Executive Committee
Report Number: CS 32-19
Date: September 9, 2019
From: Marisa Carpino
Director, Community Services
Subject: Quotation No. Q-16-2019
- Quotation for the Supply & Delivery of Four Pick-Up Trucks and Three
SUVs
- File: A-1440
Recommendation:
1. That Quotation No. Q-16-2019, submitted by Blue Mountain Chrysler Ltd. in the
amount of $54,937.00 (HST excluded), Fraser Durham Chrysler Dodge Jeep Ram
Inc. in the amount of $178,534.82 (HST excluded), and Donway Ford Sales Ltd. in
the amount of $35,807.00 (HST excluded), be accepted;
2. That the total gross project cost of$325,363.00 (HST included) including other
associated costs and that the total net project cost of $288,792.00 (net of HST
rebate) be approved;
3. That the Director, Finance & Treasurer be authorized to finance the total net
project cost of$288,792.00 from the Vehicle Replacement Reserve; and,
4. That the appropriate officials of the City of Pickering be authorized to take
necessary actions as indicated in this report.
Executive Summary: Seven vehicles within the City's fleet inventory have
exceeded their scheduled replacement dates and were approved for replacement in the
2019 Capital Budget, funded from the Vehicle Replacement Reserve.
a) Roads Equipment — One 4x4 Pickup Truck with Plow Attachment (replacement
for unit #064, 2012 Ford)
b) By-Law Services — One '/2 Ton Pickup Truck (replacement for unit #411, 2006
Chevrolet)
c) Fire Services — One '/2 Ton Pickup Truck (replacement for unit #558, 2008 Ford)
d) Water Resources & Development Services — One '/2 Ton Crew Cab Pickup Truck
(replacement for unit #600, 2012 Chevrolet)
e) Fire Services — Two Mid Size Utility Vehicles (replacement for unit #561 2012
Dodge Charger and unit #562, 2012 Dodge Charger)
f) Parks — One Mid Size SUV (replacement for unit #709, 2011 Ford)
CS 32-19 September 9, 2019
Subject: Quotation No. Q-16-2019 Page 2
On May 15, 2019, an advertisement was placed on the City's website. Three companies
responded by the closing date of Tuesday, June 4, 2019.
The quotation from Blue Mountain Chrysler Ltd. is the top ranked respondent for one
Roads 4x4 Pickup Truck with Plow with a submitted price of $54,937.00 (HST
excluded). The quotation from Fraser Durham Chrysler Dodge Jeep Ram Inc. is the top
ranked respondent for one By-law '/2 Ton Pickup Truck and one Fire '/z Ton Pickup
Truck with a submitted price of $31,113.31 (HST excluded) and $36,454.51 (HST
excluded), respectively. The quotation from Donway Ford Ltd. is the top ranked
respondent for Engineering Services '/2 Ton Crew Cab Pickup Truck with a submitted
price of $35,807.00 (HST excluded).
The quotation from Fraser Durham Chrysler Dodge Jeep Ram Inc. is the top ranked
respondent for three SUV's with a submitted price of $110,967.00 (HST excluded), two
for Fire Services and one for Parks, including the optional emergency equipment
package pricing for the two Fire Services SUV's in the amount of $8,153.00 (HST
excluded) with a combined price of$119,120.00 (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, the Manager may approve the award, subject to the
approval of the Director, Treasurer, CAO and Council.
Financial Implications:
1. Quotation Amount
4 x 4 '/2 Ton Pick-up Truck with Plow $54,937.00
'/2 Ton Pick-up Truck 31,113.31
'/2 Ton Pick-up Truck with Cap & Cargo Bed Slide 36,454.51
'/2 Ton Crew Cab Pickup Truck with Cap 35,807.00
Midsize Utility vehicles (3 units) with Optional 119,120.00
Emergency packages - (2 units)
Subtotal $277,431.82
HST (13%) $36,066.14
Total Gross Quotation Cost $313,497.96
CS 32-19 September 9, 2019
Subject: Quotation No. Q-16-2019 Page 3
2. Estimated Project Costing Summary
Quotation No. Q-16-2019 $277,432.00
Licencing & GPS/AVL Hardware (for 7 vehicles) 10,500.00
Total project cost (excluding taxes) $287,932.00
HST (13%) 37,431.00
Gross Project Cost $325,363.00
HST Rebate (11.24%) (36,571.00)
Total Net Project Cost $288,792.00
3. Approved Source of Funds — 2019 Fleet Vehicles Capital Budget
Description Account Code Source of Funds Available Required
Budget
4X4 Pickup Truck 5319.1908.6157 Vehicle Replacement $60,000.00 $57,430.00
with Plow Reserve
'/z Ton Pickup 5220.1901.6157 Vehicle Replacement $45,000.00 $33,187.00
Truck Reserve
'/2 Ton Pickup 5340.1905.6157 Vehicle Replacement $45,000.00 $38,623.00
Truck Reserve
'/z Ton Crew Cab 5613.1902.6157 Vehicle Replacement $45,000.00 $37,964.00
Pickup Truck Reserve
(Midsize Utility 5340.1906.6157 Vehicle Replacement $90,000.00 $86,629.00
Vehicles (2 units) Reserve
with Optional
Emergency
Equipment
Packages (2 units)
Midsize Utility 5780.1934.6157 Vehicle Replacement $45,000.00 $39,167.00
Vehicle Reserve
Total Funds $330,000.00 $293,000.00
Net Project Cost under (over) Approved Funds $37,000.00
The surplus funds will be returned to source to be used in future years.
CS 32-19 September 9, 2019
Subject: Quotation No. Q-16-2019 Page 4
Discussion: The Public Works Section, within Community Services
Department, manages and assists with the procurement of fleet inventory for all City
Departments. Fleet pickup trucks and midsize SUVs are used in various capacities by
individual Departments. For instance, Roads use 4x4 pickup trucks to salt and plow
narrow roads and laneways and move material; By-law Services and Fire Services use
pickup trucks to transport equipment and pickup of illegal street signs; Engineering
Services use pickup trucks to travel to and inside development sites; and, Midsize SUVs
are used by Fire Services as mobile command centres during Fire Emergencies and by
Parks for the transportation of equipment.
A number of these vehicles have reached their scheduled replacement date and have
been recommended for replacement by Fleet Services and included in the approved
2019 Capital Budget (to be funded from Vehicle Replacement Reserve). As a result,
Quotation No. Q-16-2019 was advertised on the City's website on May 15, 2019 and
received responses from three companies by the closing date of June 4, 2019.
After careful review of the submissions received, Public Works staff recommend that
quotation Q-16-2019 submitted by Blue Mountain Chrysler Ltd. for the Roads 44
Pickup Truck with Plow in the amount of $54,937.00 (HST excluded); the quotation
submitted by Fraser Chrysler Dodge Jeep Ram Inc. for By-law Services a '/2 Ton Pickup
Truck in the amount of $31,113.13 (HST excluded), as well as the Fire Services '/2 Ton
Pickup Truck for $36,454.51 (HST excluded); the quotation submitted by Donway Ford
Sales Ltd. for Engineering Services '/2 Ton Crew Cab in the amount of $35,807.00 (HST
excluded); the quotation submitted by Fraser Chrysler Dodge Jeep Ram Inc. for three
midsize utility vehicles for Fire Services and Parks with a combined price in the amount
of$119,120.00 (HST excluded) including the optional pricing for the Emergency
Equipment Packages (2) for the Fire Services midsize utility vehicles and that the total
net project cost of $293,000.00 (net of HST rebate) be approved.
Attachments:
1. Supply & Services Memorandum dated July 11, 2019
CS 32-19 September 9, 2019
Subject: Quotation No. Q-16-2019 Page 5
Prepared By: Approved/Endorsed By:
V
Katt Curer NMariWr , A
Supervisor, Municipal Garage Operations Director, Community Services
R b Burlie, P. Eng. Stan Karwowski, MBA, CPA, CMA
Manager, Public Works Director, Finance & Treasurer
Ray Rodrigues
Manager, Supply & Services
MC:nw
Recommended for the consideration
of Pickering City Council
A"6Z6
Tony Prevedel, P. Eng.
Chief Administrative Officer
-C4 D Attachment #1 to Report CS 32-19
PICKERING Memo
To: Marisa Carpino July 11, 2019
Director, Community Services
From: Lisa Chang
Capital Projects Buyer, Supply & Services
Copy: Administrative Assistant, Community Services
Manager, Supply & Services
Supervisor, Municipal Garage
Subject: Quotation No. Q-16-2019
Supply & Delivery of Four Pick-Up Trucks and Three SUVs
Closing Date: Tuesday, June 4, 2019 before 12:00 noon (local time).
File: F-5300-001
Quotation Q-16-2019 was advertised on the City's website on May 15, 2019 of which three
companies have responded.
Stage I — Mandatory Submission Requirements — determines which submissions satisfy all the
mandatory submission requirements and provides Respondents the opportunity to rectify
deficiencies. Respondents were allowed to include up to five submissions, one for each of the four
units of pick-up trucks and one for SUVs. Each submission is to be evaluated separately. Two
Respondents rectified deficiencies in their submission within the rectification period. Three
proposals, totaling fifteen submissions, proceed to Stage II — Evaluation.
A summary of the Stage II and III evaluation results for each quotation is attached.
Blue Mountain Chrysler Ltd is the top ranked respondent for Unit 1 with a submitted price of
$54,937.00 (HST Excluded).
Fraser Durham Chrysler Dodge Jeep Ram Inc. is the top ranked respondent for Unit 2 and
Unit 3 with a submitted price of $31,113.31 (HST Excluded) and $36,454.51 (HST Excluded),
respectively.
Donway Ford Sales Ltd. is the top ranked respondent for Unit 4 with a submitted price of
$35,807.00 (HST Excluded).
Fraser Durham Chrysler Dodge Jeep Ram Inc. is the top ranked respondent for three SUVs
with a submitted price of$110,967.00 (HST Excluded).
A budget of $330,000.00 was provided to Supply & Services for this procurement.
If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy
Item 11 for additional instructions.
In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out
below excludes HST.
In accordance with Purchasing Policy Item 06.11, 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:
(c) Over$250,000, the Manager may approve the award, subject to the approval of the
Director, Treasurer, CAO and Council.
Subject to receipt of approvals on Health & Safety and insurance documents, please provide
your recommendation in report form. After receiving Council's approval, an approved "on-line"
requisition will be required to proceed.
Please direct all enquiries to Supply & Services. Respondents will be advised in due
course.
If you require further information or assistance, do not hesitate to contact me or a member
of Supply & Services.
LC
Attachments (5)
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