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HomeMy WebLinkAboutFSD-019-21Clarington Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: March 29, 2021 Report Number: FSD-019-21 Submitted By: Reviewed By: File Number: Trevor Pinn, Director of Financial Services/Treasurer Andrew C. Allison, CAO Resolution#: GG-271-21 By-law Number: Report Subject: CL2021-6 Supply and Delivery of Bulk Gas and Diesel Fuels Recommendations: 1. That Report FSD-019-21 be received; 2. That W.O. Stinson & Son Ltd. with an estimated annual bid of $479,800 (Net HST Rebate) being the lowest bidder meeting all terms, conditions and specifications of CL2021-6 be awarded the contract an initial three-year term for the Supply and Delivery of Bulk Gas and Diesel Fuels, as required by the Public Works Department, Emergency and Fire Services Department, Legislative Services Department and the Community Services Department; 3. That pending satisfactory performance, the Purchasing Manager, in consultation with the Director of Public Works and the Director of Emergency and Fire Services be given the authority to extend the contract for this service for up to two additional one-year terms; 4. That the funds required for the first -year term in the estimated amount of $479,800 (Net HST Rebate) be funded from respective fleet approved operating budgets as required. The funds required for the second and third -year term in the estimated amount of $959,600 (Net HST Rebate) will be included in future budget accounts; and 5. That all interested parties listed in Report FSD-019-21 and any delegations be advised of Council's decision. Municipality of Clarington Report FSD-019-21 Report Overview Page 2 To request authorization from Council to award CL2021-6 Supply and Delivery of Bulk Gas and Diesel Fuels. 1. Background 1.1 Tender specifications for the Supply and Delivery of Bulk Gas and Diesel Fuels were prepared by the Public Works Department and the Fire and Emergency Services Department and provided to the Purchasing Services Division. 1.2 Tender CL2021-6 was 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 Buyer's Association website. 1.3 Nine plan takers downloaded the tender document. 2. Analysis 2.1 The tender closed on March 8, 2021. 2.2 Six bids were received in response to the tender call. 2.3 Of the three companies that downloaded the tender document but chose not to submit pricing: • One company is an associate of another bidder; and • Two companies did not respond to our request for information. 2.4 The bids were reviewed and tabulated by the Purchasing Service Division (see Attachment 1) and one bid was deemed non -compliant. The results were forwarded to the Public Works Department and the Emergency and Fire Services Department for their review and consideration. 2.5 After review and analysis by the Public Works Department, the Emergency and Fire Services Department and the Purchasing Services Division, it was mutually agreed that the low compliant bidder, W.O. Stinson & Son Ltd. be recommended for award of tender CL2021-6. 2.6 W.O. Stinson & Son Ltd. has not completed work for the Municipality of Clarington. References were checked for W.O. Stinson & Son Ltd. and they came back satisfactory. Municipality of Clarington Report FSD-019-21 3. Financial Page 3 3.1 The annual funding required for the first -year term in the estimated amount of $479,800 (Net HST Rebate) will be funded from respective fleet approved operating budget accounts as required. The funds required for the second and third -year term in the estimated amount of $959,600 (Net HST Rebate) will be included in future budget accounts. 3.2 Pricing submitted for Supply and Delivery of Bulk Gas and Diesel Fuels is to remain firm for the first year of the contract. Should the contract be extended for additional years, the unit prices would be adjusted on the anniversary date of the contract award by the annual percentage change in the most recent issuance of the Consumer Price Index (CPI), All Items, Ontario as published by Statistics Canada and the pricing will remain firm for the contract year. 3.3 The total estimated contract is for three years plus two optional additional years and is approximately $2,399,000 (Net HST Rebate). 3.4 Queries with respect to the department needs should be referred to the Director of Public Works and the Director of Emergency and Fire Services. 4. Concurrence This report has been reviewed by the Director of Public Works and the Director of Emergency and Fire Services who concur with the recommendations. 5. Conclusion It is respectfully recommended that W.O. Stinson & Son Ltd. being the lowest compliant bidder be awarded the contract for the Supply and Delivery of Bulk Gas and Diesel Fuels per the terms and conditions of Tender CL2021-6. Staff Contact: David Ferguson, Purchasing Manager, (905) 623-3379 x2209 or dferguson@clarington.net. Attachments: Attachment 1 — Summary of Bid Results Interested Parties: List of Interested Parties available from Department. Municipality of Clarington Report FSD-019-21 Page 4 Attachment 1 to Report FSD-019-21 Municipality of Clarington Summary of Bid Results Tender CL2021-6 Supply and Delivery of Bulk Gas and Diesel Fuels Bidder One -Year Total Bid (Net HST Rebate) Potential Five -Year Total Bid (Net HST Rebate) Upper Canada Fuel & Burner* $440,349.61 $2,201,748.05 W.O. Stinson & Son Ltd. $479,755.15 $2,398,775.76 Durham Fuels $488,183.93 $2,440,919.66 McDougall Energy Inc. $500,260.81 $2,501,304.05 4ReFuel Canada LP $507,523.42 $2,537,617.10 Parkland Corporation (o/a Ultramar) $514,227.37 $2,571,136.85 Notes: Bidders marked with * were deemed non -compliant.