HomeMy WebLinkAboutINF 10-25Report to Council
Report Number: INF 10-25
Date: August 12, 2025
From: Kevin Heathcote
Director, City Infrastructure
Subject: Supply & Delivery of Two Wide Area Mowers
Quotation No. RFQQ2025-10
File: A-1440
Recommendation:
1.That the quotation submitted by Turf Care Products. in response to Request for
Quotation No. RFQQ2025-10 the amount of $542,483.00 (net HST) or $602,403.00 (HST
included) be accepted;
2.That the total gross project cost including estimated tariffs of $602,403.00 (HST
included), and that the total net project cost of $542,483.00 (net HST) be approved;
3.That the Director, Finance & Treasurer be authorized to finance the total net project of
$542,483.00 as follows:
a.That the sum of $225,000.00 as approved in the 2025 Capital Budget be increased to
$271,241.50 and be funded from the Equipment Reserve Fund for the Wide Area
Mower replacement;
b.That the sum of $225,000.00 as approved in the 2025 Capital budget be increased to
$271,241.50 and be funded from Development Charges – Parks and Recreation
Reserve for the new Wide Area Mower; and,
4.That the appropriate City of Pickering officials be authorized to take the necessary
actions to give effect hereto.
Executive Summary: The purpose of this report is to award Request for Quotation No.
RFQQ2025-10 for the Supply and Delivery of two Wide Area Mowers to Turf Care Products.
The Public Works Division, within the City Infrastructure Department, currently utilizes wide
area mowers for maintaining City owned parks and property, including sports fields,
boulevards and the Civic Complex. Equipment unit #788 (2016) has met or exceeded its
scheduled replacement date. Additionally, as reflected in the 2025 Capital Budget, one new
wide area mower was approved for purchase to service new and emerging parklands.
Second Stage Quotation No. RFQQ2025-10, was advertised on the City’s Bids & Tenders
portal on May 27, 2025. One company responded by the closing date of June 12, 2025. The
quotation submitted by Turf Care Products complied with all the technical requirements and
INF 10-25 August 12, 2025
Subject: Supply & Delivery of Two Wide Area Mowers Page 2
received an acceptable score from the Evaluation Committee. Turf Care Products is a Vendor
of Record with Canoe Procurement Group.
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
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. RFQ2025-10 $433,100.00
Estimated Tariffs
HST (13%)
Total Gross Quotation Cost
$100,000.00
$533,100.00
$69,303.00
$602,403.00
2. Estimated Project Costing
Quotation No. RFQ2025-10 $433,100.00
Total Project Cost $433,100.00
Estimated Tariffs
HST (13%)
$100,000.00
$533,100.00
$69,303.00
Total Gross Project Costs $602,403.00
HST Rebate (11.24%) ($59,920.00)
Total Net Project Cost $542,483.00
INF 10-25 August 12, 2025
Subject: Supply & Delivery of Two Wide Area Mowers Page 3
3. Approved Source of Funds
Description Account Code
Source of
Funds
Available
Budget
Required
Wide Area Mower –
Replacement
C10305.2503 Equipment
Reserve
$225,000.00 $271,241.50
Wide Area Mower –
New
C10305.2506
Development
Charges Parks
and Recreation
$225,000.00 $271,241.50
Total Funds $450,000.00 $542,483.00
Project Cost under (over) approved funds by ($92,483.00)
Estimated retaliatory tariffs valued at $47,738 per machine were provided by the vendor at
time of submission. Actual tariff values will not be known until time of shipment which may be
lower or higher. Vendor is required to provide third party documentation to support any tariff
charges before they will be paid.
Discussion: The purpose of this report is to award Request for Quotation No.
RFQQ2025-10 for the Supply and Delivery of two Wide Area Mowers to Turf Care Products.
The Public Works Division, within the City Infrastructure Department, currently utilizes wide
area mowers for maintaining City owned parks and property, including sports fields,
boulevards and the Civic Complex. Equipment unit #788 (2016) has met or exceeded its
scheduled replacement date. Additionally, as reflected in the 2025 Capital Budget, one new
wide area mower was approved for purchase to service new and emerging parklands. The City
is expecting to assume up to five new parks of various sizes through 2026/2027.
Second Stage Quotation No. RFQQ2025-10, was advertised on the City’s Bids & Tenders
portal on May 27th 2025. One company responded by the closing date of June 12, 2025. The
quotation submitted by Turf Care Products complied with all the technical requirements and
received an acceptable score from the Evaluation Committee. Turf Care Products is a Vendor
of Record with Canoe Procurement Group.
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.
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 10-25 August 12, 2025
Subject: Supply & Delivery of Two Wide Area Mowers Page 4
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.
Upon careful review of the submission received, City Infrastructure staff recommend the
acceptance of Quotation No. RFQQ2025-10 submitted by Turf Care Products, and that the
total net project cost of $542,483.00 (net HST) or $602,403.00 (HST included) be approved.
Attachment: None.
Prepared By: Approved/Endorsed By:
Matt Currer Kevin Heathcote, P.Eng.
Manager, Fleet & Roads Operations Director, City Infrastructure
Cathy Bazinet, CPPB, NIGP-CPP
Manager, Procurement
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
MC:nw
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Chief Administrative Officer
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