HomeMy WebLinkAboutOPS 26-23 Report to
Executive Committee
Report Number: OPS 26-23
Date: November 6, 2023
From: Brian Duffield
Director, Operations
Subject: Supply & Delivery of Nine Midsize SUVs
- Request for Quotation No. Q2023-47
- File: A-1440
Recommendation:
1. That Request for Quotation No. Q2023-47 submitted by Downtown AutoGroup, in the
amount of $328,230.00 (HST excluded) be accepted;
2. That the total gross project cost of $370,900.00 (HST included), and that the total net
project cost of $334,007.00 (net of HST rebate) be approved;
3. That Council authorize the Director, Finance & Treasurer to finance the total net project
cost of $334,007.00 funded from the Vehicle Replacement Reserve as provided for 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: Various Departments within the City of Pickering currently utilize
various midsize SUVs for a variety of work tasks. Vehicles #418, #419, #578, #579, #580,
#581, #582, #643 and #647 have met or exceeded their useful life and were provided for
replacement in the 2023 Capital Budget.
Request for Quotation No.Q2023-47 was advertised on the City’s bids&tenders portal on
August 31, 2023. Five companies submitted a response by the closing date of October 3,
2023. Downtown AutoGroup is the lowest compliant respondent and has met all of the
technical requirements.
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 26-23 November 6, 2023
Subject: Supply & Delivery of Nine Midsize SUVs Page 2
Financial Implications:
1. Quotation Amount
Quotation No. Q2023-47 $328,230.00
HST (13%)
Total Gross Quotation Cost
42,669.90
$370,899.90
2. Estimated Project Costing
Quotation No. Q2023-47 $328,230.00
Total Project Cost $328,230.00
HST (13%) 42,670.00
Total Gross Project Costs $370,900.00
HST Rebate (11.24%) (36,893.00)
Total Net Project Cost $334,007.00
3. Approved Source of Funds
Description Account
Code
Source of
Funds
Available
Budget
Required
Midsize SUV
Replacement (2)
C10425.2301
Vehicle
Replacement
Reserve
$100,000.00 $74,224.00
Midsize SUV
Replacement (2)
C10510.2302
Vehicle
Replacement
Reserve
$90,000.00
$74,224.00
Midsize SUV
Replacement (5)
C10700.2311 Vehicle
Replacement
Reserve
$225,000.00
$185,559.00
Total Funds $415,000.00 $334,007.00
Project Cost under (over) approved funds by $80,993.00
Discussion: As reflected in the 2023 Capital Budget, vehicles #418, #419, #578, #579, #580,
#581, #582, #643 and #647 are approved for replacement.
OPS 26-23 November 6, 2023
Subject: Supply & Delivery of Nine Midsize SUVs Page 3
Request for Quotation No. Q2023-47 was advertised on the City’s bids&tenders portal on
August 31, 2023. Five companies submitted a response by the closing date of October 3,
2023. The quotation from Downtown AutoGroup complied with all technical requirements and
received the highest score from the Evaluation Committee.
Midsize SUV’s are an efficient and economical vehicle that allows for additional cargo space
for transporting tools and material. They also allow for improved visibility as they sit higher than
most other vehicles. The City uses midsize SUV across most departments including Fire,
Engineering, Public works and Bylaw.
After careful review of all responses received, Operations’ staff recommend the acceptance of
Request for Quotation No. Q2023-47 submitted by Downtown AutoGroup, and that the total
net project cost of $334,007.00 (net of HST rebate) be approved.
Attachment: None.
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:mc
Recommended for the consideration
of Pickering City Council
Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer