HomeMy WebLinkAboutOPS 21-23Report to Council
Report Number: OPS 21-23
Date: August 16, 2023
From: Brian Duffield
Director, Operations
Subject: Supply & Delivery of Two Wide Area Mowers
- File: A-1440
Recommendation:
1. That Quotation No. RFQQ2023-18 submitted by Turf Care Products in the amount of
$366,940.00 (HST excluded) be accepted;
2. That the total gross project cost of $414,642.20 (HST included), and the total net project
cost of $373,398.00 (net of HST rebate) be approved;
3. That Council authorize the Director, Finance & Treasurer to finance the total net project
cost of $373,398.00 as follows:
a. The sum of $135,000.00 be funded from the Major Equipment Reserve as approved
in the 2022 Capital Budget to be increased to $186,699.00;
b. The sum of $140,000.00 be funded from the Development Charges – Parks &
Recreation Reserve Fund, as approved in the 2023 Capital Budget to be increased
to $186,699.00;
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 wide area mowers for maintaining City owned parks and property including
sports fields and City Hall. Equipment #770 (2016) has met or exceeded its scheduled
replacement date. As reflected in the 2022 Capital Budget, unit #770 was approved for
replacement. Additionally, one new wide area mower was approved in the 2023 Capital Budget
to service emerging communities in northern Pickering.
On June 1, 2023, a Second Stage Quotation, RFQQ2023-18 through Canoe Procurement
Collaborative Agreement was advertised on the City’s bids&tenders portal. One company
responded by the closing date of June 15, 2023. The quotation from Turf Care Products
complied with all of the 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
OPS 21-23 August 16, 2023
Subject: Supply & Delivery of Two Wide Area Mowers Page 2
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.
Financial Implications:
1. Quotation Amount
Quotation No.RFQQ2023-18 $366,940.00
HST (13%) 47,702.20
Total Gross Quotation Cost $414,642.20
2. Estimated Project Costing
Quotation No.RFQQ2023-18 $366,940.00
Total Project Cost $366,940.00
HST (13%) 47,702.00
Total Gross Project Cost $414,642.00
HST Rebate (11.24%) (41,244.00)
Total Net Project Cost $373,398.00
3. Approved Source of Funds – Property Maintenance Capital Budget
Description Account
Code
Source of
Funds
Available
Budget
Required
Wide Area Mower –
New
C10305.2306 Development
Charges – Parks &
Recreation RF
140,000.00 186,699.00
Wide Area Mower –
Replacement
C10305.2206 Major Equipment 135,000.00 186,699.00
Total Funds $275,000.00 $373,398.00
Project Cost under (over) approved funds by ($98,398.00)
In accordance with the Purchasing 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
OPS 21-23 August 16, 2023
Subject: Supply & Delivery of Two Wide Area Mowers Page 3
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.
Discussion: As reflected in the 2022 Capital Budget and funded from the Major
Equipment Reserve, equipment #770 was approved for replacement. This equipment has met
or exceeded its scheduled replacement date, and is recommended for replacement by Fleet
Services. Additionally, one new wide area mower was approved in the 2023 Capital Budget to
service emerging communities in northern Pickering.
On June 1, 2023, a Second Stage Quotation, RFQQ2023-18 through Canoe Procurement
(Canadian Municipal Purchasing Group) Collaborative Agreement was advertised on the City’s
bids&tenders portal. One company responded by the closing date of June 15, 2023. The
quotation from Turf Care Products complied with all of the technical requirements and received
an acceptable score 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.RFQQ2023-18 submitted by Turf Care Products, and that the total net project
cost of $373,398.00 (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
OPS 21-23 August 16, 2023
Subject: Supply & Delivery of Two Wide Area Mowers Page 4
Recommended for the consideration
of Pickering City Council
Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer