HomeMy WebLinkAboutINF 09-25Report to Council
Report Number: INF 09-25
Date: August 12, 2025
From: Kevin Heathcote Director, City Infrastructure
Subject: Supply & Delivery of Various Trucks with Attachments Request for Quotation No. Q2025-7
File:A-1440
Recommendation:
1.That Quotation submitted by John Bear Buick GMC Limited, in response to Request for
Quotation No. Q2025-7 for the Supply & Delivery of Various Trucks with Attachments in
the amount of $319,864.00 (net HST) or $355,195.00 (HST included) be accepted;
2.That the total gross project cost of $355,195.00 (HST included), and that the total netproject cost of $319,864.00 (net of HST rebate) be approved;
3.That Council authorize the Director, Finance & Treasurer to finance the total net project
cost of $319,864.00 as provided for in the 2025 Capital Budget as follows:
a)The sum of $319,864.00 to be funded from the Vehicle Replacement ReserveFund; 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. Q2025-7 for the Supply & Delivery of various pick-up trucks with attachments. The Public
Works Division, within City Infrastructure, currently utilizes various pickup trucks for a variety of work tasks. Two new ¾ Ton Pickup trucks with slide in salters and plows are being purchased
to service new emerging communities in Pickering. One new mid-size pickup truck is being purchased for Municipal Law Enforcement Services as an addition to their Fleet. The replacement of a 2017 Ford F150 ½ Ton Pickup Truck for Fire Services (Vehicle #586) is required as it has reached the end of its useful life cycle. Funding for all vehicles has been
approved in the 2025 Capital Budget.
Request for Quotation No. Q2025-7 was posted on the City’s Bids & Tenders portal on April 25, 2025. Four companies responded by the closing date of May 16, 2025. John Bear Buick
GMC Limited was the lowest compliant response with a price of $314,331.60 (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, Chief Administrative Officer, and Council.
INF 09-25 August 12, 2025
Subject: Supply & Delivery of Various Trucks with Attachments 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. Q2025-7 $314,331.60
HST (13%)
Total Gross Quotation Cost
40,863.11
$355,194.71
2.Estimated Project Costing
Quotation No. Q2025-7 $314,332.00
Total Project Cost $314,332.00 HST (13%) 40,863.00 Total Gross Project Costs $355,195.00
HST Rebate (11.24%) (35,331.00)
Total Net Project Cost $319,864.00
3.Approved Source of FundsDescription Account Code Source of
Funds
Available
Budget
Required
¾ Ton Pickup Truck
with Slide in Salter and Plow (2) – New
C10315.2509 Vehicle Replacement
Reserve
$200,000.00 $212,375.00
Midsize Pickup 4x4
Full Four Door – New
C10425.2501 Vehicle Replacement
Reserve
$65,000.00 $49,759.00
½ Ton Pick-up Truck –Replace unit #586
(2017 Ford)
C10700.2509 Vehicle Replacement Reserve $65,000.00 $57,729.00
Total Funds $330,000.00 $319,864.00
Project Cost under (over) approved funds by $10,136.00
INF 09-25 August 12, 2025
Subject: Supply & Delivery of Various Trucks with Attachments Page 3
It is staff’s understanding that these four vehicles are being purchased from the dealer’s existing inventory and therefore, there are no additional tariff costs.
Discussion: The purpose of this report is to award Request for Quotation No. Q2025-7
for the supply and delivery of various pickup trucks with attachments. Fleet Operations manages and assists with the procurement of the City’s fleet. As reflected in the 2025 Capital Budget, the vehicles listed above were approved for purchase.
Pickup trucks are versatile pieces of equipment that can be used by various Departments
within the City. In 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 the required Minimum Maintenance
Standards (MMS) under regulation O. Reg. 239/02.
Request for Quotation No. Q2025-7 was posted on the City’s Bids and Tenders portal on April 25, 2025. Four companies responded by the closing date of May 16, 2025. John Bear Buick
GMC Limited was the lowest compliant response with a price of $314,331.60 (HST excluded).
After careful review of all submissions received, City Infrastructure staff recommend the
acceptance of Quotation No. Q2025-7 submitted by John Bear Buick GMC Limited, and that the total net project cost of $319,864.00 (net HST) or $355,195.00 (HST included) be
approved.
Attachment: None
Prepared By: Approved/Endorsed By:
Matt Currer Cathy Bazinet, CPPB, NIGP-CPP Manager, Fleet & Roads Operations Manager, Procurement
Kevin Heathcote, P.Eng.
Director, City Infrastructure
Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer
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Original signed by:
Original signed by:
Original signed by:Original signed by:
INF 09-25 August 12, 2025
Subject: Supply & Delivery of Various Trucks with Attachments Page 4
Recommended for the consideration
of Pickering City Council
Original signed by:
Marisa Carpino, M.A. Chief Administrative Officer