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Staff Report
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Report To: General Government Committee
Date of Meeting: November 9, 2020 Report Number: FND-043-20
Submitted By:
Reviewed By:
File Number:
Trevor Pinn, Director of Financial Services
Andrew C. Allison, CAO
Q2020-23
Resolution#: GG-408-20
By-law Number:
Report Subject: Q2020-23 Supply and Delivery of One All Wheel Drive Cargo Van
Recommendations:
1. That Report FND-043-20 be received;
2. That Donway Ford Inc., with a bid price of $49,443.15 (Net HST Rebate) being the
low compliant bidder meeting all terms, conditions and specifications of Q2020-23
be awarded the contract for the Supply and Delivery of One All -Wheel Drive Cargo
Van as required by the Municipality;
3. That the total funds required for this project in the amount of $57,443.15 (Net HST
Rebate), which includes the vehicle cost of $49,443.15 (Net HST Rebate) and other
costs including decals, stripping, beacon lights, radio equipment, cargo partitions
and storage containers in the estimated amount of $8,000.00.
4. That the approved budget of $35,000 and the over budget amount of $22,443.15 be
funded from the Animal Services Fleet Replacement and the Animal Services
Reserve Fund as provided from the following accounts:
Description
Account Number
Amount
Animal Services Fleet Replacement
110-19-388-81909-7401
$35,000
Animal Services Reserve Fund
523-00-000-00000-7418
$22,443
5. That all interested parties listed in Report FND-043-20 and any delegations be
advised of Council's decision.
Municipality of Clarington
Report FND-043-20
Report Overview
Page 2
To request authorization from Council to award Request for Quotation Q2020-23 for the
Supply and Delivery of One All -Wheel Drive Cargo Van.
1. Background
1.1 The Quotation is for the purchase of one replacement cargo van included within the
2020 budget. Quotation specifications were prepared by the Public Works Department
and the Legislative Services Department, for the supply and delivery of one all -wheel
drive cargo van and provided to the Purchasing Services Division.
1.2 Quotation Q2020-23 was prepared and issued by the Purchasing Services Division and
advertised electronically on the Municipality's website. Notification of the availability of
the document was also posted on the Ontario Public Buyers Association's website.
1.3 The Quotation closed October 16, 2020.
2. Analysis
2.1 Two companies downloaded the quotation call and two submissions were received in
response to the quotation call.
2.2 The bids were reviewed and tabulated by the Purchasing Services Division (see
Attachment 1).
2.3 The bid results were forwarded to the Public Works Department and the Legislative
Services Department for review and consideration.
2.4 After review, analysis and discussion with the departments it was mutually agreed that
the low bidder Donway Ford Inc., be recommended for the award of contract Q2020-23.
2.5 Donway Ford Inc., has successfully provided similar services to the Municipality of
Clarington in the past therefore, no reference checks were completed.
3. Financial
3.1 That the approved budget of $35,000 and the over budget amount of $22,443.15 be
funded from the Animal Services Fleet Replacement and the Animal Services Reserve
Fund as provided from the following accounts:
Municipality of Clarington
Report FND-043-20
Page 3
Description
Account Number
Amount
Animal Services Fleet Replacement
110-19-388-81909-7401
$35,000
Animal Services Reserve Fund
523-00-000-00000-7418
$22,443
3.2 Queries with respect to the department needs, specifications, etc. should be directed to
the Director of Public Works and the Director of Legislative Services.
4. Concurrence
4.1 This report has been reviewed by the Director of Public Works and the Director of
Legislative Services who concur with the recommendations.
5. Conclusion
5.1 It is respectfully recommended that Donway Ford Inc., with a total bid price of
$49,443.15 (Net HST Rebate) being the lowest compliant bid, bidding all items, be
awarded the contract for the supply and delivery of one all wheel drive cargo van as per
the terms, conditions and specifications of Quotation Q2020-23.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 — Summary of Submission Received
Interested Parties:
List of Interested Parties available from Department.
Municipality of Clarington
Report FND-043-20
Attachment # 1
Summary of Submissions Received
Q2020-23
Supply and Delivery of One All Wheel Drive Cargo Van
Page 4
Bidder
Total Bid
(including HST)
Total Bid
(Net HST Rebate)
Donway Ford Inc.
$54,904.44
$49,443.15
Fraser Ford Sales Limited
$55,890.25
$50,330.90