c. Two (2) 2010 Chevrolet Silverado X4 Trucks at a cost not to exceed $21, per unit before trade-in value plus taxes;

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1 TO: FROM: Chair and Members Corporate and Emergency Services Committee Nancy Cox-Godfrey Manager of Purchasing and Support Services DATE: March 5, 2010 SUBJECT: Fleet Tenders to REPORT NO: CES RECOMMENDATION THAT the contract of vehicles be awarded as follows: To Huntsville a. One (1) 2010 Honda Insight Hybrid at a cost not to exceed $25, before trade-in value plus taxes; To Greavette Pontiac, b. Two (2) Silverado 1500 Trucks at a cost not to exceed $18, each before one trade-in value plus taxes; c. Two (2) Silverado X4 Trucks at a cost not to exceed $21, per unit before trade-in value plus taxes; To d. Three (3) 2011 Ford F250 4X4 Trucks at a cost not to exceed $29, per unit before trade-in values plus taxes; To Bickley Ford, Huntsville e. Two (2) 2010 Ford Ranger Extended Cabs at a cost not to exceed $19, before trade-in values plus taxes; f. One (1) 2010 Ford Ranger Extended Cab with Box Cap at a cost not to exceed $21, before trade-in value plus taxes; and g. One (1) 2010 Ford Ranger Extended Cab 4X4 at a cost not to exceed $23, before trade-in value plus taxes.

2 ORIGIN Annual tendering process required for the acquisition of vehicles for ANALYSIS The manufacturers April 1 st cut-off date to order 2010 models necessitated the acceleration of the tender process in advance of the 2010 budget deliberations. On Thursday, February 25, 2010 there were tender openings for the vehicles outlined in the above-noted report. Bidders were asked to provide costs on purchasing with standard warranty plans and with extended warranty plans where required. Tenders were received from six dealers, representing 19 bids over the five tenders. The results are attached as Schedule 1 of this report. Purchasing was the only option considered for all vehicles since true leasing no longer exists but instead has been replaced by a lengthy purchase payment plan. As implemented by Muskoka, all cars, ¼ Ton, ½ Ton and ½ Ton variable vehicles were required to meet strict minimum ratings based on the Green Vehicle Guide released by the Environmental Protection Agency as well as the 2010 Fuel Consumption Guide released by Natural Resources Canada. The vehicles need to meet or exceed strict minimum ratings for city/highway kilometres, Air Pollution Scoring and Greenhouse Gas Scoring. All of the vehicles tendered met these requirements. In some cases, the carbon footprint of the vehicle requested was reduced in the hopes of providing a positive environmental impact. Of the six ½ Tons requiring replacement, four units were downsized to the Compact Truck. FINANCIAL CONSIDERATIONS The Draft 2010 Tax Supported Capital Budget includes $303,200 under project number for vehicle replacements. Based on the tender results, the purchases total $277,127 before tradeins and before any net taxes are applied. The 2010 Draft Capital Budget and Forecast will be amended to reflect this report. Acquisition of all of the vehicles have been arranged to occur after July 1, 2010 to take advantage of the 78% tax rebate on the provincial component of the new Harmonized Sales Tax (a savings of approximately $16,600). The operating impact in terms of committed annual lease payments is also favourable when compared to the lease arrangement in There is a total annualized savings under the recommended lease options of $3,572 ($49,754 - $46,182) Short Term - 4 month Rental 12 $42,864 Rental 11 $39,292 Compact Cars Own 1 Own 1 Compact Float Cars Lease 3 6,890 Lease 3 6,890 ¼ Ton Extended Cab Truck Own 3 Own 7 ½ Ton Own 4 Own 2 ½ Ton 4X4 Own 3 Own 2 ¾ Ton 4X4 Truck Own 2 Own 3 ¾ Ton 4X4 Crew Cab Truck Own 1 Own 0 TOTAL Complement $49,754 $46,182

3 Based on Fleet Management Policy AD:07, Muskoka s complement will remain the same as 2009 with 92 vehicles. However, in 2010 short-term rental vehicles will again be reduced by one in the area of Public Works Roads staff, with a total rental decrease of six units since Respectfully submitted, With the concurrence of, Nancy Cox-Godfrey Manager of Purchasing and Support Services Emergency Services Stephen Cairns Commissioner of Finance and

4 SCHEDULE FLEET TENDER RESULTS CES Compact Hybrid Car One (1) Unit Only Purchase Estimate - $30,000 (before trade-in) before trade-in and taxes Half-Ton Pickup truck Up to Two (2) Units Purchase Estimate - $21,000 each (before trade-in) before trade-in and taxes (One only) 2010 Honda Civic Hybrid 28, , Honda Insight Hybrid 25, , Ford Fusion Hybrid 30, , Ford F150 20, , Bickley Ford, Huntsville Bickley Ford, Huntsville 2010 Ford F150 19, , Silverado 18, , Ward Edmonds Chevrolet, Huntsville Ward Edmonds Chevrolet, Huntsville Silverado 19, , Muskoka Chrysler Sales, Muskoka Chrysler Sales,

5 SCHEDULE FLEET TENDER RESULTS CES Half-Ton 4X4 Trucks Up to Two (2) Units Purchase Estimate - $27,000 each (before trade-in) before trade-in and taxes (Two) Three-Quarter Ton 4X4 Trucks Up to Three (3) Units Purchase Estimate - $38,000 each (before trade-in) before trade-in and taxes (Three) 2010 Ford F150 4X4 25, a. $5, b. $6, Ford F250 4X4 29, a. $5, b. $ c. $4, Bickley Ford, Huntsville 2010 Ford F150 4X4 24, a. $5, a. $5, b. $5, Bickley Ford, Huntsville 2011 Ford F250 4X4 29, b. $ c. $4, Silverado 4X4 21, a. $5, b. $6, Ward Edmonds Chevrolet, Huntsville Silverado 4X4 22, a. $5, Ward Edmonds Chevrolet, b. $5, Huntsville 2500 Silverado 4X4 31, a. $4, b. $5, c. $5, Muskoka Chrysler Sales, Muskoka Chrysler Sales, 2010 Ram X4 29, a. $5, b. $ c. $5,000.00

6 SCHEDULE FLEET TENDER RESULTS CES Quarter Ton (Compact) Trucks Up to Four (4) Units Purchase Estimate - $21,000 each (before trade-in) before trade-in and taxes (Four) Bickley Ford, Huntsville Ward Edmonds Chevrolet, Huntsville 2010 Ford Ranger Supercab 2010 Ford Ranger Supercab 1) $20, ) $20, ) $22, ) $24, ) $19, ) $19, ) $21, ) $23, ) $22, Chevrolet 2) $22, ) Colorado Extended $23, ) Cab $24, Colorado Extended Cab 1) $21, ) $21, ) $22, ) $23, a. $4, b. $4, c. $3, d. $6, a. $3, b. $3, c. $3, d. $6, a. $3, b. $3, c. $3, d. $5, a. $3, b. $3, c. $3, d. $6, Muskoka Chrysler Sales,