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1. DELEGATION
OF AUTHORITY - REQUESTS FOR DONATION OF SURPLUS VEHICLES AND EQUIPMENT DÉLÉGATION DE POUVOIR – DEMANDES DE DON DE
VÉHICULES ET ÉQUIPEMENT EXCÉDENTAIRES |
Commission recommendationS
That Council:
1.
Delegate
to Transit Commission the authority to waive section (41) (4) under the Purchasing
By-law in order to allow Transit Commission to consider donation requests for
surplus Transit Services’ vehicles and equipment; and
2.
Subject
to approval of Recommendation 1 above, the exercise of this delegated authority
shall be reported to Council on an annual basis.
RecommandationS de la
commission
Que
le Conseil :
1.
délégué au Commission du transport en commun le
pouvoir de suspendre l'application du paragraphe (41)(4) du Règlement municipal
sur les achats afin de lui permettre de prendre en considération les demandes
de don de matériel excédentaire; et
2.
si la recommandation 1 ci-dessus est approuvée, de
recevoir un rapport annuel sur l'exercice du pouvoir délégué.
DOCUMENTATION
1.
Deputy City Manager’s report,
Infrastructure Services and Community Sustainability, dated 9 August 2011 (ACS2011-ICS-TRA-0016).
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Ref N°: ACS2011-ICS-TRA-0016 |
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SUBJECT: |
DELEGATION
OF AUTHORITY - REQUESTS FOR DONATION OF SURPLUS VEHICLES AND EQUIPMENT |
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OBJET : |
DÉLÉGATION
DE POUVOIR – DEMANDES DE DON DE VÉHICULES ET ÉQUIPEMENT EXCÉDENTAIRES |
REPORT RECOMMENDATIONS
That
Transit Commission recommend Council:
1. Delegate to Transit Commission the authority to waive
section (41) (4) under the Purchasing By-law in order to allow Transit
Commission to consider donation requests for surplus Transit Services’ vehicles
and equipment; and
2. Subject to approval of Recommendation 1 above, the exercise
of this delegated authority shall be reported to Council on an annual basis.
RECOMMANDATIONS DU RAPPORT
Que le Commission
du transport en commun recommande au Conseil :
1. de déléguer au Commission du transport
en commun le pouvoir de suspendre l'application du paragraphe (41)(4) du
Règlement municipal sur les achats afin de lui permettre de prendre en
considération les demandes de don de matériel excédentaire; et
2. si la recommandation 1 ci-dessus est
approuvée, de recevoir un rapport annuel sur l'exercice du pouvoir
délégué.
BACKGROUND
Over
the years, the City of Ottawa has been approached periodically to donate
decommissioned vehicles (and/or equipment) to nonprofit charitable
organizations. These vehicles have been
used for agency programs within the City of Ottawa and some have been shipped
(at the expense of the requestor) to other countries for humanitarian and
compassionate reasons.
Section
41(4) of the City’s Purchasing By-law 2000-50 states that:
“the sale of surplus
furniture, vehicles, equipment, stock, supplies and other goods and material
shall be made to the highest responsive bidder and the sale shall be made in
accordance with the provisions of this by-law where applicable.”
The Policy respecting the
Disposal of Fleet Assets (received by the former Corporate Services and
Economic Development Committee at its meeting of May 6, 2008) clarified the
procedure respecting requests for donated vehicles as follows:
In
some cases the City may be requested or lobbied to donate a surplus unit to a
specific cause or institution. This option is to be exercised under City
Council directive only. Details for this option will be carried out as per
Council directive for each individual case.
Accordingly, each time a donation
has been requested a motion has been brought forward to Council to waive
Subsection 41(4) of the By-law in order to vote on the subject of the donation.
In May 2011, Council
gave delegated authority to Community and Protective Services Committee (ACS2011-COS-DCM-0001)
to
consider requests for the donation of surplus vehicles and equipment, which,
under their mandate, generally involves emergency vehicles such as ambulances
and fire trucks.
As the Transit Service fleet and
equipment is managed separately from the City’s fleet and equipment, Transit
Commission requests the delegated authority to consider applications for
donations of these vehicles and equipment.
DISCUSSION
The recommendations in this report respond to the Council direction
described above and are also in keeping with the recommendations of the
Mid-Term Governance Report (approved by Council at its meeting of June 24,
2009) with respect given to expanded delegation of authority to Standing
Committees, which would now include Transit Commission, as final decision
makers on items within their mandate in order to reduce the number of
transactional items at City Council.
Should Council approve these recommendations, it will allow for
consideration to be given to the occasional request for the donation of surplus
vehicles to be dealt with outside of Council while maintaining the principles
of By-law 2000-50 (41) (4) established to ensure maximum value / return for
disposed units in accordance with the Purchasing By-law.
The Corporate Policy
would then be revised and read as follows:
“In some
cases the City may be requested to donate a surplus unit to a specific cause or
institution. This option is to be exercised under the Transit Commission only
after a written request from the requesting nonprofit charitable organization
has been received by the Commission Chair. Details for this option will be
carried out as per Transit Commission directive for each individual case.”
CONCLUSION
It would be business as usual for the
disposal of surplus Transit Services’ vehicles and equipment, assuring maximum
value / return for disposed units in accordance with the Purchasing
By-law. This value typically ranges
anywhere from 3 to 7 % of the original purchase cost of the unit, and is
credited to the fleet reserve fund, which assists the City in the purchase of
replacement vehicles. In most cases, agencies seeking surplus vehicles
are amenable to paying the salvage value of the vehicle but the donation
provision would allow Transit Commission to consider unique or compelling
circumstances that may merit the donation of a vehicle.
In accordance with the
process set forth in this report, the exercise of this delegated authority
would be reported to Transit Commission and Council on an annual basis, as an
additional line to the yearly Replacement Plan Report detailing donations for
the past fiscal year.
RURAL IMPLICATIONS
There are no specific rural
implications associated with this report.
CONSULTATION
Internal consultation between Supply
Management Division and Legal was conducted.
As this is an administrative matter no external consultation was
conducted.
COMMENTS BY THE WARD COUNCILLOR
N/A
LEGAL IMPLICATIONS
There
are no legal or risk management implications associated with this information
report.
RISK MANAGEMENT IMPLICATIONS
N/A
CITY STRATEGIC PLAN
N/A
TECHNICAL IMPLICATIONS
N/A
FINANCIAL IMPLICATIONS
There are no financial
implications associated with this report.
IT IMPLICATION
There are no IT implications associated with
this information report.
DISPOSITION
Staff will action any
direction received as part of consideration of this report.