HomeMy WebLinkAboutOPS 14-24Report to Council
Report Number: OPS 14-24
Date: June 24, 2024
From: Brian Duffield
Director, Operations
Subject: Supply & Delivery of Five Pickup Trucks - Quotation No. RFQ2024-19 - File: A-1440
Recommendation:
1. That Quotation No. RFQ2024-19 submitted by John Bear Buick GMC Limited, in the
amount of $326,454.00 (HST excluded) be accepted;
2. That the total gross project cost of $368,893.00 (HST included), and that the total net project cost of $332,200.00 (net of HST rebate) be approved;
3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $332,200.00 as provided for in the 2024 Capital Budget as follows:
a) The sum of $197,318.00 to be funded from the Vehicle Replacement Reserve
Fund;
b) The sum of $134,882.00 to be funded from Development Charges - Parks and Recreation Reserve Fund; 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. RFQ2024-19
for the supply and delivery of five pickup trucks. The Public Works Division, within the
Operations Department, currently utilizes various pickup trucks for a variety of work tasks. Vehicles #27 and #210 have met or exceeded their scheduled replacement dates. Additionally, due to growth, three new pickup trucks were approved in the 2024 Capital Budget.
Request for Quotation No. RFQ2024-19 was posted on the City’s bids&tenders portal on April
16, 2024. Five companies responded by the closing date of May 16, 2024. John Bear Buick
GMC Limited was the lowest compliant response with a price of $326,454.00 (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
$250,000.00, the Manager may approve the award, subject to the approval of the Director,
Finance & Treasurer, CAO, and Council.
OPS 14-24 June 24, 2024
Subject: Supply & Delivery of Five Pickup Trucks Page 2
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. RFQ2024-19 $326,454.00
HST (13%) Total Gross Quotation Cost
42,439,02 $368,893.02
2. Estimated Project Costing
Quotation No. RFQ2024-19 $326,454.00
Total Project Cost $326,454.00
HST (13%) 42,439.00 Total Gross Project Costs $368,893.00 HST Rebate (11.24%) (36,693.00)
Total Net Project Cost $332,200.00
3. Approved Source of Funds Description Account Code Source of Funds
Available Budget Required
½ Ton Pickup Truck Replacement C10300.2403
Vehicle Replacement Reserve
$65,000.00
$63,152.00
½ Ton Pickup Truck
Replacement
C10315.2407
Vehicle Replacement
Reserve
65,000.00 68,139.00
½ Ton Pickup Truck (new)
C10315.2417 Vehicle Replacement Reserve
80,000.00 66,027.00
½ Ton Pickup Truck (new)
C10320.2406 DC-Parks & Rec 80,000.00 66,792.00
¾ Ton Pickup Truck (new)
C10320.2424 DC-Parks & Rec 100,000.00 68,090.00
Total Funds 390,000.00 332,200.00
OPS 14-24 June 24, 2024
Subject: Supply & Delivery of Five Pickup Trucks Page 3
Project Cost under (over) approved funds by $57,800.00
Discussion: The purpose of this report is to award Quotation No. RFQ2024-19 for the
supply and delivery of five pickup 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.
Pickup 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. RFQ2024-19 was posted on the City’s bids&tenders portal on April 16, 2024. Five companies responded by the closing date of May 16, 2024. John Bear Buick
GMC Limited was the lowest compliant response with a price of $326,454.00 (HST excluded).
After careful review of all submissions received, Operations’ staff recommend the acceptance of Quotation No. RFQ2024-19 submitted by John Bear Buick GMC Limited, and that the total net project cost of $332,200.00 (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
Original Signed By: Original Signed By:
Brian Duffield Stan Karwowski, MBA, CPA, CMA Director, Operations Director, Finance & Treasurer
BD:mc
OPS 14-24 June 24, 2024
Subject: Supply & Delivery of Five Pickup Trucks Page 4
Recommended for the consideration of Pickering City Council Original Signed By:
Marisa Carpino, M.A. Chief Administrative Officer