HomeMy WebLinkAboutOPS 04-24Report to
Executive Committee
Report Number: OPS 04-24 Date: May 6, 2024
From: Brian Duffield Director, Operations
Subject: Supply & Delivery of Various 4 and 5 Ton Dump Trucks - Quotation No. RFQQ2024-4A - File: A-1440
Recommendation:
1. That Quotation No. RFQQ2024-4A as submitted by Viking Cives Ltd. in the amount of $1,254,900.00 (HST excluded) be accepted;
2. That the total gross project cost of $1,418,037.00 (HST included), and that the total net
project cost of $1,276,986.00 (net of HST rebate) be approved;
3. That Council authorize the Director, Finance & Treasurer to finance the total net project
cost of $1,276,986.00 as approved for in the 2024 Capital Budget as follows:
a) The sum of $424,339.00 be revised from a 5-Year DC Debt to a 5-Year Internal Loan;
b) The sum of $852,647.00 to be funded from the Vehicle Replacement Reserve; 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 purpose of this report is to award Quotation No. RFQQ2024-4A for the supply and delivery of various 4 and 5 ton dump trucks. The Public Works Division,
within the Operations Department, currently utilizes various 4 and 5 ton dump trucks for a variety of work tasks. Vehicles #45 (2017 Mack) and #46 (2017 Mack) have met or exceeded
their scheduled replacement dates. Due to growth, one new 4 ton dump truck was approved in the 2024 Capital Budget.
On March 7, 2024, a Second Stage Quotation, RFQQ2024-4A through Canoe Procurement Collaborative Agreement was advertised on the City’s bids&tenders portal. One company responded by the closing date of April 4, 2024. The quotation from Viking Cives Ltd. complied with all of the technical requirements and received an acceptable score from the Evaluation
Committee.
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
OPS 04-24 May 6, 2024
Subject: Supply & Delivery of Various 4 and 5 Ton Dump Trucks Page 2
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.
Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advance Innovation & Responsible Planning to Support a Connected, Well-serviced Community.
Financial Implications: 1. Quotation Amount
Quotation No. RFQQ2024-4A $1,254,900.00
HST (13%) Total Gross Quotation Cost
163,137.00 $1,418,037.00
2. Estimated Project Costing
Quotation No. RFQQ2024-4A $1,254,900.00
Total Project Cost $1,254,900.00
HST (13%) 163,137.00 Total Gross Project Costs $1,418,037.00 HST Rebate (11.24%) (141,051.00)
Total Net Project Cost $1,276,986.00
3. Approved Source of Funds
Description Account Code
Source of Funds
Approved Budget Required
4 Ton Dump Truck with Snow Plow, Wing, and
Brine Tank (new)
C10315.2406 DC Debt- 5 Years
$450,000.00 $0.00
4 Ton Dump Truck with Snow Plow, Wing, and Brine Tank (new)
C10315.2406 Internal Loan- 5 Years
0.00 424,339.00
4 Ton Dump Truck with Snow Plow and Wing (replacement)
C10315.2408
Vehicle Replacement Reserve
450,000.00
424,339.00
OPS 04-24 May 6, 2024
Subject: Supply & Delivery of Various 4 and 5 Ton Dump Trucks Page 3
Description Account Code
Source of Funds
Approved Budget Required
5 Ton Dump Truck with
Snow Plow and Wing (replacement)
C10315.2409
Vehicle
Replacement Reserve
500,000.00
$428,308.00
Total Funds $1,400,000.00 $1,276,986.00
Project Cost under (over) approved funds by $123,014.00
Discussion: The purpose of this report is to award Quotation No. RFQQ2024-4A for the supply and delivery of various 4 and 5 ton dump trucks. Fleet Services manages and assists with the procurement of the City’s fleet. As reflected in the 2024 Capital Budget, the vehicles
listed above were approved for purchase. Vehicles #45 (2017 Mack) and #46 (2017 Mack) have met or exceeded their scheduled replacement dates. Due to growth, one new 4 ton dump truck was approved in the 2024 Capital Budget.
On March 7, 2024, a Second Stage Quotation, RFQQ2024-4A through Canoe Procurement
Collaborative Agreement was advertised on the City’s bids&tenders portal. One company
responded by the closing date of April 4, 2024. The quotation from Viking Cives Ltd. 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 all submissions received, Operations’ staff recommend the acceptance
of Quotation No. RFQQ2024-4A submitted by Viking Cives Ltd., and that the total net project cost of $1,276,986.00 (net of HST rebate) be approved.
Attachment: None.
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By: Matt Currer Cathy Bazinet, CPPB, NIGP-CPP
Manager, Fleet Operations Manager, Procurement
OPS 04-24 May 6, 2024
Subject: Supply & Delivery of Various 4 and 5 Ton Dump Trucks Page 4
Original Signed By: Original Signed By:
Brian Duffield Stan Karwowski, MBA, CPA, CMA
Director, Operations Director, Finance & Treasurer
BD:mc
Recommended for the consideration of Pickering City Council
Original Signed By:
Marisa Carpino, M.A. Chief Administrative Officer