HomeMy WebLinkAboutOPS 13-24Report to Council
Report Number: OPS 13-24
Date: June 24, 2024
From: Brian Duffield
Director, Operations
Subject: Supply & Delivery of Five 1 Ton Trucks - Quotation No. RFQ2024-11 - File: A-1440
Recommendation:
1. That Quotation No. RFQ2024-11 submitted by Downtown Auto Group, in the amount of
$495,462.35 (HST excluded) be accepted;
2. That the total gross project cost of $559,872.00 (HST included), and that the total net project cost of $504,182.00 (net of HST rebate) be approved;
3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $504,182.00 as provided for in the 2024 Capital Budget as follows:
a) The sum of $201,673.00 to be funded from by Development Charges – Other
Highway Services Reserve Fund;
b) The sum of $201,673.00 to be funded from Development Charges – Parks and Recreation Reserve Fund;
c) The sum of $100,836.00 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. RFQ2024-11 for the supply and delivery of five 1 ton trucks. The Public Works Division, within the Operations Department, currently utilizes various 1 ton trucks for a variety of work tasks. Vehicle #777 has met or exceeded its scheduled replacement date. Due to growth, an
additional four new 1 ton trucks were approved in the 2024 Capital Budget.
Request for Quotation No. RFQ2024-11 was posted on the City’s bids&tenders portal on April 9, 2024. Six companies responded by the closing date of May 10, 2024. Downtown Auto Group was the lowest compliant response with a price of $495,462.35 (HST excluded).
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
OPS 13-24 June 24, 2024
Subject: Supply & Delivery of Five 1 Ton Trucks Page 2
$250,000.00, the Manager may approve the award, subject to the approval of the Director, Finance & Treasurer, CAO, and Council.
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. RFQ2024-11 $495,462.35
HST (13%) Total Gross Quotation Cost
64,410.11 $559,872.46
2. Estimated Project Costing
Quotation No. RFQ2024-11 $495,462.35
Total Project Cost $495,462.00 HST (13%) 64,410.00 Total Gross Project Costs $559,872.00 HST Rebate (11.24%) (55,690.00)
Total Net Project Cost $504,182.00
3. Approved Source of Funds
Description Account Code
Source of Funds
Available Budget Required
1 Ton Truck with Aluminum Dump Body & Tailgate Lift (2 new)
1 Ton Truck with Aluminum Dump Body & Tailgate Lift (2 new)
C10315.2415
C10315.2415
DC-Debt- 5 year
DC – Other Hwy
$165,000.00
165,000.00
$0.00
201,673.00
1 Ton Dump Truck with
Tailgate Lift (new)
C10320.2404
DC-Parks & Rec
110,000.00
100,837.00
1 Ton Dump Truck with Tailgate Lift (new) C10320.2421 DC-Parks & Rec 110,000.00 100,836.00
OPS 13-24 June 24, 2024
Subject: Supply & Delivery of Five 1 Ton Trucks Page 3
Description Account Code
Source of Funds
Available Budget Required
1 Ton Truck with Aluminum
Dump Body & Tailgate Lift (replacement)
C10320.2423
Vehicle
Replacement Reserve
100,000.00 100,836.00
Total Funds $650,000.00 $504,182.00
Project Cost under (over) approved funds by $145,818.00
Discussion: The purpose of this report is to award Quotation No. RFQ2024-11 for the
supply and delivery of five 1 ton trucks. The Public Works Division, within the Operations
Department currently utilizes various 1 ton trucks for a variety of work tasks. Vehicle #777 has met or exceeded its scheduled replacement date. Due to growth, an additional four new 1 ton trucks were approved in the 2024 Capital Budget.
These types of trucks are versatile pieces of equipment that can be used by various divisions
within Public Works. They are used in the summer months to maintain roadways, assist with
new construction and haul assorted materials. During the winter on-call season, they can be equipped with a plow and salter to meet required Minimum Maintenance Standards (MMS) under regulation O. Reg. 239/02.
Request for Quotation No. RFQ2024-11 was posted on the City’s bids&tenders portal on April
9, 2024. Six companies responded by the closing date of May 10, 2024. Downtown Auto
Group was the lowest compliant response with a price of $495,462.35 (HST excluded).
After careful review of all submissions received, Operations’ staff recommend the acceptance of Quotation No. RFQ2024-11 submitted by Downtown Auto Group, and that the total net project cost of $504,182.00 (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 13-24 June 24, 2024
Subject: Supply & Delivery of Five 1 Ton 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