HomeMy WebLinkAboutFIN-2021-25 - T21-044 Rental of Multiple Crew Cab Pickup Trucks with Landscape Dump Body
Staff Report
Financial Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: 2021-04-26
SUBMITTED BY: Ryan Scott, Manager of Procurement 519-741-2200 ext. 7214
PREPARED BY: Jenny Ung, Associate Procurement Specialist, 519-741-2200
ext. 7216
WARD(S) INVOLVED: N/A
DATE OF REPORT: 2021-04-14
REPORT NO.: FIN-2021-25
SUBJECT: T21-044 Rental of Multiple Crew Cab Pickup Trucks with Landscape
Dump Body
RECOMMENDATION:
That Tender T21-044 Rental of Multiple Crew Cab Pickup Trucks with Landscape
Dump Body, be awarded to Dixon Car & Truck Rental, Brockville, Ontario, at their
tendered price of $172,500.00, plus H.S.T. of $22,425.00, for a total of $194,925.00, for
a one (1) year term, with an option to renew for two (2) additional twelve (12) month
terms.
REPORT HIGHLIGHTS:
The purpose of this report is to obtain approval to proceed with an award as per
Purchasing By-law 2017-106;
The reason this report is coming forward is that only one (1) bid was received in
response to this solicitation;
This report supports the delivery of core services.
BACKGROUND:
This is a Co-operative tender issued by the City of Kitchener (Lead Agency) for the rental
of multiple crew cab pickup trucks with landscape dump body. Participating agencies of
the Grand River Co-operative Procurement Group (GRCPG) include the City of Waterloo.
Rental vehicles are required to support the delivery of core services while adhering to
restrictions of double occupancy for City of Kitchener vehicles. This contract includes the
rental of eight (8) Crew Cab Pickup Trucks with Landscape Dump Body. All units will be
used within the Parks and Cemeteries division.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
It is anticipated that over the summer, the need for this rental vehicle type will decline as
new vehicles are outfitted and are put into service. The average spend will depend on the
level of activity throughout the term of the contract.
REPORT:
As per clause 170.7.3 of the Purchasing By-law 2017-106, it states, “Regardless of
Procurement Value, the Manager of Procurement shall submit a report to Council
recommending award of a purchase greater than $100,000 if any one or more of the
following conditions apply:
d. only one Bid was received in response to a Solicitation”.
Tenders were advertised publicly on the City of Kitchener website. Documents were
downloaded by four (4) interested parties and by the closing date of Friday March 19, 2021,
one (1) tender had been received.
The following tenders were received:
Bid Price
Dixon Car & Truck Rental Brockville ON $194,925.00 *
The tender was reviewed by M. Lynch, Manager of Fleet Planning, who concurs with the
above recommendation.
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
FINANCIAL IMPLICATIONS:
Funding will be provided from various operating accounts.
COMMUNITY ENGAGEMENT:
INFORM – This report has been posted to the City’s website with the agenda in advance of
the council / committee meeting.
PREVIOUS REPORTS/AUTHORITIES:
There are no previous reports/authorities related to this matter.
APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department