HomeMy WebLinkAboutINF 04-25Report to Council
Report Number: INF 04-25
Date: June 23, 2025
From: Brian Duffield
Director, City Infrastructure
Subject: Supply & Delivery of Three 4-Ton Dump Trucks
Request for Quotation No. RFQQ2025-8
File: A-1440
Recommendation:
1. That the quotation submitted by Viking Cives Ltd. in response to Request for Quotation
No. RFQQ2025-8 for the Supply & Delivery of Three 4-Ton Dump Trucks, in the amount
of $1,358,496.00 (net HST) or $1,508,550.00 (HST included) be accepted;
2. That the total gross project cost of $1,508,550.00 (HST included), and that the total net
project cost of $1,358,496.00 (net of HST rebate) be approved;
3. That the Director, Finance & Treasurer be authorized to finance $905,664.00 from
Vehicle Replacement Reserve as approved in the 2025 Capital Budget and the balance
$452,832.00 from DC - Other Services Related to a Highway 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 Request for Quotation No.
RFQQ2025-8 for the Supply & Delivery of Three 4-Ton Dump Trucks. The Public Works
Division, within the City Infrastructure Department, currently utilizes various dump trucks for a
variety of work tasks. Vehicles #43 and #44 have met or exceeded their scheduled
replacement dates. Additionally, due to growth, one new dump truck was approved in the 2025
Fleet Services Capital Budget. The funding source for the growth-related vehicle is being
changed from the approved source in the budget to DC-Other Services Related to a Highway
reserve fund.
On April 7, 2025, a Second Stage Quotation, RFQQ2025-8 through Canoe Procurement
Collaborative Agreement was advertised on the City’s bids&tenders portal. One company
responded by the closing date of May 7, 2025. 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
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
INF 04-25 June 23, 2025
Page 2
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. RFQQ2025-8 $1,335,000.00
HST (13%)
Total Gross Quotation Cost
173,550.00
$1,508,550.00
2. Estimated Project Costing
Quotation No. RFQQ2025-8 $1,335,000.00
Total Project Cost $1,335,000.00
HST (13%) 173,550.00
Total Gross Project Costs $1,508,550.00
HST Rebate (11.24%) (150,054.00)
Total Net Project Cost $1,358,496.00
3. Approved Source of Funds
Description Account
Code
Source of
Funds
Available
Budget
Required
One 4-Ton Dump
Truck with Snowplow
and Wing – New
C10315.2504
Vehicle
Replacement
Reserve
$450,000.00 0.00
One 4-Ton Dump
Truck with Snowplow
and Wing – New
C10315.2504
DC - Other
Services Related
to a Highway
0.00 $452,832.00
Two 4-Ton Dump
Truck with Snowplow
and Wing – Repl.
C10315.2505
Vehicle
Replacement
Reserve
900,000.00 905,664.00
Total Funds $1,350,000.00 $1,358,496.00
Project Cost under (over) approved funds by ($8,496.00)
INF 04-25 June 23, 2025
Page 3
The above table reflects a change in financing strategy whereby the 4-Ton Dump Truck is now
being funded from development charges fees in contrast to taxpayer funded vehicle
replacement reserve. The draft DC Study (presented for Council’s consideration) allowed
Finance staff to undertake this financing change.
Discussion: The purpose of this report is to award Request for Quotation No.
RFQQ2025-8 for the Supply & Delivery of Three 4-Ton Dump Trucks. The Public Works
Division, within the City Infrastructure Department, currently utilizes various dump trucks for a
variety of work tasks. Vehicles #43 and #44 have met or exceeded their scheduled
replacement dates. Additionally, due to growth, one new dump truck was approved in the 2025
Fleet Services Capital Budget. The funding source for the growth related vehicle is being
changed from the approved source in the budget to DC-Other Services Related to a Highway
reserve fund.
Dump trucks are highly versatile assets utilized across a range of operations within Public
Works. During the summer months, they support roadway maintenance, new construction
projects, and the transportation of various materials. In the winter season, particularly during
on-call periods, these trucks are essential for salting and plowing City streets to ensure
compliance with the Minimum Maintenance Standards as outlined in Ontario Regulation
239/02.
On April 7, 2025, a Second Stage Quotation, RFQQ2025-8 through Canoe Procurement
Collaborative Agreement was advertised on the City’s bids&tenders portal. One company
responded by the closing date of May 7, 2025. 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, City Infrastructure staff recommend the
acceptance of Quotation No. RFQQ2025-8 submitted by Viking Cives Ltd., in the amount of
$1,358,496.00 (net HST) or $1,508,550.00 (HST included) be approved.
Attachment: None.
INF 04-25 June 23, 2025
Page 4
Prepared By: Approved/Endorsed By:
Original signed by:Original signed by:
Matt Currer Brian Duffield
Manager, Fleet & Roads Operations Director, City Infrastructure
Original signed by:Original signed by:
Cathy Bazinet, CPPB, NIGP-CPP Stan Karwowski, MBA, CPA, CMA
Manager, Procurement Director, Finance & Treasurer
BD:nm
Recommended for the consideration
of Pickering City Council
Original signed by:
Marisa Carpino, M.A.
Chief Administrative Officer