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Staff Report
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Report To: General Government Committee
Date of Meeting: October 19, 2020 Report Number: FND-036-20
Submitted By:
Reviewed By:
File Number:
Trevor Pinn, Director of Finance/Treasurer
Andrew C. Allison, CAO
Q2020-22
Resolution#: GG-368-20
By-law Number:
Report Subject: Electrical Work for Electric Vehicle Charging Stations
Recommendations:
1. That Report FND-036-20 be received;
2. That Ferguson Electric Company Ltd. with a total bid amount of $75,135.51 (Net
HST Rebate) being the lowest compliant bidder meeting all terms, conditions and
specifications of Quotation Q2020-22 be awarded the contract for the completion of
the electrical work as required for the installation of Electrical Vehicle Charging
Stations;
3. That total funds required for this project in the amount of $75,135.51 (Net HST
Rebate) exceeds the approved budget allocation and additional funds of $34,000
required will be funded by the Parking Lot Reserve funds:
Description
Account Number
Amount
EV Charging Station — Church & Division
Parking Lot (2020 Budget)
110-32-327-83211-7401
$19,603
EV Charging Station — Church & Division
Parking Lot (Additional Funds)
110-32-327-83211-7401
34,000
EMS Vehicles Capital (2020 Budget)
110-28-388-82824-7401
21,533
4. That all interested parties listed in Report FND-036-20 and any delegations be
advised of Council's decision.
Municipality of Clarington
Report FND-036-20
Report Overview
Page 2
To request authorization from Council to award the contract for the completion of the
electrical work required to prepare the various sites for the installation of electric vehicle
charging stations as required and as detailed in quotation Q2020-22.
1. Background
1.1 Quotation specifications for the electrical works required for the installation of electrical
vehicle charging stations at Fire Station # 1 Parking Lot and the Division Street Parking
Lot were prepared by the Public Works Department and provided to the Purchasing
Services Division.
1.2 Quotation Q2020-22 was prepared and issued by the Purchasing Services Division.
The tender was posted electronically on the Municipality's website. Notification of the
availability of the document was also posted on the Ontario Public Buyers Association's
website.
2. Analysis
2.1 The tender closed September 28, 2020.
2.2 Twenty-six companies downloaded the tender document. Three submissions were
received by the stipulated closing time.
2.3 The Municipality contacted the twenty-three companies who chose not to respond to
inquire as to why they chose not to submit a bid. Their responses are as follows:
• One company was an association responsible for distributing the tender document to
its members;
• Five companies advised that after reviewing the document they were not able to
take on the project due to their current workload;
• Two companies advised that they were not able to bid due to the bonding
requirements;
• Three companies felt that they were not able to quote competitively;
• Two companies advised that they were unable to find an electrical subcontractor for
this project;
• Two companies downloaded the bid document in error; and
• Eight companies contacted did not respond to the Municipality's request for
information.
Municipality of Clarington Page 3
Report FND-036-20
2.4 The three bids received were reviewed and tabulated by the Purchasing Services
Division (see Attachment 1). All submissions were deemed compliant.
2.5 The bid results were forwarded to the Public Works Department for their review and
consideration.
2.6 After review, analysis and discussions, it was mutually agreed by the Public Works
Department and the Purchasing Services Division that the low bidder, Ferguson Electric
Company Limited, be recommended for the award of quotation Q2020-22.
2.7 Ferguson Electric Company Limited has successfully completed work for the
Municipality in the past, therefore, the references provided were not contacted.
3. Financial
3.1 The value of the total project cost exceeds the allocated budget from the various funding
sources by $34,000. The additional funds required will be funded by the Parking Lot
Reserve Fund and transferred to the EV Charging Station — Church and Division
Parking Lot account.
3.2 The total funds required for this project in the amount of $75,135.51 (Net HST Rebate),
is in the approved budget allocation as provided and will be funded from the following
accounts:
Description
Account Number
Amount
EV Charging Station — Church & Division
Parking Lot (2020 Budget)
110-32-327-83211-7401
$19,603
EV Charging Station — Church & Division
Parking Lot (Additional Funds)
110-32-327-83211-7401
34,000
EMS Vehicles Capital (2020 Budget)
110-28-388-82824-7401
21,533
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
Municipality of Clarington
Report FND-036-20
5. Conclusion
Page 4
It is respectfully recommended that Ferguson Electric Company Limited being the
lowest compliant bid be awarded the contract for the Electrical Works for the Electric
Vehicle Charging Stations in accordance with all the terms, conditions specifications,
and drawings of quotation Q2020-22.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 Ext 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 — Bid Summary
Interested Parties:
List of Interested Parties available from Department.
Municipality of Clarington
Report FND-036-20
Bid Summary
Page 5
Attachment 1 to Report FND-036-20
Q2020-22 Electrical Works for Electric Vehicle Charging Stations
BIDDER
Total Bid
(including HST)
TOTAL BID
(Net HST Rebate)
Ferguson Electric Company
$ 83,434.68
$ 75,135.51
Robert B. Somerville Co. Ltd.
$143,274.01
$129,022.68
CONFRA Global Solutions Inc.
$162,073.64
$145,952.33