HomeMy WebLinkAboutOPS 18-23Report to Council
Report Number: OPS 18-23
Date: August 16, 2023
From: Brian Duffield
Director, Operations
Subject: Supply & Delivery of Garbage Packer with Crane – Replacement
- File: A-1440
Recommendation:
1. That Quotation No. RFQQ2023-12 submitted by NexGen Municipal Inc. in the amount of
$272,704.86 (HST excluded) be accepted;
2. That the total gross project cost of $308,835.00 (HST included), and the total net project
cost of $278,116.00 (net of HST rebate) be approved;
3. That Council authorize the Director, Finance & Treasurer to finance the total net project
cost of $278,116.00, to be funded from the Vehicle Replacement reserve fund as
approved in the 2023 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 Public Works Division, within the Operations Department,
currently utilizes three garbage packers for garbage removal within City parks and property.
Three garbage packers are essential equipment to allow Public Works to deliver the level of
service needed for the efficient pick up and disposal of garbage throughout the City. As
reflected in the 2023 Capital Budget, unit #733 was approved for replacement.
On May 23, 2023, a Second Stage Quotation, RFQQ2023-12 through Canoe Procurement
Collaborative Agreement was advertised on the City’s bids&tenders portal. One company
responded by the closing date of April 20, 2023. The quotation from Nexgen Municipal Inc.
complied with all of the tender technical requirements and received an acceptable 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 18-23 August 16, 2023
Subject: Supply & Delivery of Garbage Packer with Crane – Replacement Page 2
Financial Implications:
1. Quotation Amount
Quotation No.RFQQ2023-12 $272,704.86
HST (13%) 35,451.63
Total Gross Quotation Cost $308,156.49
2. Estimated Project Costing
Quotation No.RFQQ2023-12 $272,705.00
Licensing 600.00
Total Project Cost $273,305.00
HST (13%) 35,530.00
Total Gross Project Cost $308,835.00
HST Rebate (11.24%) (30,719.00)
Total Net Project Cost $278,116.00
3. Approved Source of Funds – Parks’ Capital Budget
Description Account
Code
Source of
Funds
Available
Budget
Required
Garbage Packer with
Crane – Replacement
C10320.2307 Vehicle Replacement
Reserve
$330,000.00 $278,116.00
Project Cost under (over) approved funds by $51,884.00
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 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.
Although the Purchasing Policy, Item 13.01 does not state Council approval is required unless
debt funding is present, it is recommended that due to the value of the project, a Council report
is submitted.
OPS 18-23 August 16, 2023
Subject: Supply & Delivery of Garbage Packer with Crane – Replacement Page 3
Discussion: As reflected in the 2023 Capital Budget and funded from the Vehicle
Replacement Reserve, vehicle #733 was approved for replacement. This vehicle has met or
exceeded its scheduled replacement date, and is recommended for replacement by Fleet
Services.
On May 23, 2023, a Second Stage Quotation, RFQQ2023-12 through Canoe Procurement
Collaborative Agreement was advertised on the City’s bids&tenders portal. One company
responded by the closing date of April 20, 2023. The quotation from Nexgen Municipal Inc. has
met all technical requirements and received an acceptable scores from the Evaluation
Committee.
Canoe Procurement Group is 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.
After careful review of the submission received, Operations’ staff recommend the acceptance
of Quotation No.RFQQ2023-12 submitted by NexGen Municipal Inc., and that the total net
project cost of $278,116.00 (net of HST rebate) be approved.
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:nm
Recommended for the consideration
of Pickering City Council
Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer