HomeMy WebLinkAboutOPS 15-22Report to Council
Report Number: OPS 15-22
Date: June 27, 2022
From: Brian Duffield
Director, Operations
Subject: Supply & Delivery of Various Vehicles
-Quotation No. Q2022-10
-File: A-1440
Recommendation:
1.That Quotation No. Q2022-10 submitted by Blue Mountain Chrysler LTD., in the amount
of $621,042.00 (HST excluded) be accepted;
2.That the total gross project cost of $701,777.46 (HST included), and that the total net
project cost of $631,972.00 (net of HST rebate) be approved;
3.That the Director, Finance & Treasurer be authorized to finance the total net project cost
of $631,972.00, as provided for in the 2020 to 2022 Capital Budgets as follows:
a)the sum of $502,388.00 to be funded from the Vehicle Replacements Reserve;
b)the sum of $25,000.00 to be funded from Donations;
c)the sum of $67,859.00 to be funded from Property Taxes;
d)the sum of $36,725.00 to be funded from the Development Charges - Protective
Services 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 vehicles in various capacities to service the
community and the residents of Pickering. The purchase of the various vehicles was
provided through the annual budget process.
The quotation from Blue Mountain Chrysler LTD. was the only bid submitted and has
received an acceptable evaluation score from the Evaluation Committee.
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,
Treasurer, CAO, and Council.
OPS 15-22 June 27, 2022
Subject: Supply & Delivery of Various Vehicles Page 2
Financial Implications:
1. Quotation Amount
Quotation No. Q2022-10 $621,042.00
HST (13%)
Total Gross Quotation Cost
80,735.46
$701,777.46
2. Estimated Project Costing Summary
Quotation No. Q2022-10 $621,042.00
Total Project Cost $621,042.00
HST (13%) 80,735.00
Total Gross Project Costs $701,777.00
HST Rebate (11.24%) (69,805.00)
Total Net Project Cost $631,972.00
3. Approved Source of Funds
Description Account Code Source of
Funds
Available
Budget
Required
Midsize Utility
Vans
C10220.2207 Vehicle
Replacement Reserve
90,000.00 79,891.00
Midsize SUV C10220.2212 Vehicle
Replacement Reserve
45,000.00 37,667.00
Midsize SUV C10700.2106 Vehicle
Replacement Reserve
35,000.00 33,128.00
Midsize SUV C10520.2208 Vehicle
Replacement Reserve
45,000.00 37,667.00
Small Vehicle C10700.2105 Development Charges
–Protective Services
53,625.00 36,725.00
Small Vehicle C10700.2105 Third Party
Contribution
Vehicle
1,375.00 0.00
Small Vehicle C10700.2105 Replacement Reserve 0.00 942.00
Small Vehicle
(Hybrid Electric)
C10110.2002 Property
Taxes
52,000.00 67,859.00
OPS 15-22 June 27, 2022
Subject: Supply & Delivery of Various Vehicles Page 3
Description Account Code Source of
Funds
Available
Budget
Required
(4) ¾ Ton
Pickup Truck
Tow Package
C10305.2217 Vehicle
Replacement Reserve
300,000.00 278,867.00
½ Ton Pickup
Truck
C10315.2206 Vehicle
Replacement Reserve
0.00 34,226.00
½ Ton Pickup
Truck
C10315.2206 Donations 27,500.00 25,000.00
Total Funds $649,500.00 $631,972.00
Project Cost under (over) approved funds by $17,528.00
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 2020 to 2022 Capital
Budgets, the vehicles listed above were approved for purchase.
After careful review of all submissions received and based on the recommendation from the
Evaluation Committee, Blue Mountain Chrysler LTD. was the top ranked respondent.
Therefore, it is recommended that Blue Mountain Chrysler LTD. be awarded the quotation in
the amount of $621,042.00 (HST excluded) with a total net project cost of $631,972.00 (net of
HST rebate) be approved.
Attachment:
1.Supply & Services Memorandum, dated June 13, 2022
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By:
Matt Currer Cathy Bazinet
Supervisor, Fleet Operations Manager, Procurement
OPS 15-22 June 27, 2022
Subject: Supply & Delivery of Various Vehicles Page 4
Original Signed By: Original Signed By:
Brian Duffield Stan Karwowski, MBA, CPA, CMA
Director, Operations Director, Finance & Treasurer
MC:bd
Recommended for the consideration
of Pickering City Council
Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer
To: Brian Duffield
Director, Operations
June 13, 2022
From: Kayla Horne
Buyer, Supply & Services
Copy: Administrative Assistant, Operations
Supervisor, Public Works Administration
Manager, Supply & Services
Subject: Quotation No. Q2022-10
Supply & Delivery of Various Vehicles
Closing Date: Thursday, May 12, 2022 at 12:00 Noon.
File: F-5300-001
Quotation Q2022-10 was advertised on the City’s website on April 20, 2022 of which one (1)
company responded.
Stage I – Mandatory Submission Requirements – determines which submissions satisfy all the
mandatory submission requirements and provides Respondents the opportunity to rectify
deficiencies. One (1) proposal proceeds to Stage II – Evaluation.
A summary of the Stage II and III evaluation results for each quotation is attached.
Blue Mountain Chrysler is the top ranked respondent with a submitted price of $332,246.00
for Pick-up Trucks, $185,095.00 for Midsize SUVs, and $103,701.00 for small vehicles with a
total price of $621,042.00 (HST Excluded).
A budget of $677,000.00 was provided to Supply & Services for this procurement.
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.
Please provide your recommendation in report/memo 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.
Memo
Attachment #1 to Report OPS 15-22
Page 2 of 2
If you require further information or assistance, do not hesitate to contact me or a member
of Supply & Services.
CB/kh
Attachments (1)