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Report To: General Government Committee
Date of Meeting: June 6, 2022 Report Number: FSD-026-22
Submitted By: Trevor Pinn, Deputy CAO/Treasurer
Reviewed By: Mary-Anne Dempster, CAO
File Number: CL2022-14
Resolution#: GG-237-22
By-law Number:
Report Subject: Supply and Delivery of One Single Axle and Three Tandem Axle Cab and
Chassis Units
Recommendations:
1.That Report FSD-026-22 and any related delegations or communication items, be
received;
2.That Winslow Gerolamy Motors Limited with a bid amount of $1,229,244.52 (Net
HST Rebate) being the lowest bidder meeting all terms, conditions and
specifications of CL2022-14 be awarded the contract for the Supply and Delivery of
One Single Axle and Three Tandem Axle Cab and Chassis Units;
3.That the total estimated funds required for this project in the amount of $1,241,245
(Net HST Rebate) include $1,229,244.52 (Net HST Rebate) for snow removal
equipment costs and other costs such as radios, GPS units, Clarington decal
lettering and striping in the amount of $12,000 (Net HST Rebate) be funded by the
Municipality as follows:
Description Account Number Amount
Fleet Replacement Roads - (2022) 110-36-388-83642-7401 $1,100,000
Municipal Capital Works Reserve Fund 511-00-000-00000-7418 141,245
4.That all interested parties listed in Report FSD-026-22 and any delegations be
advised of Council’s decision.
Municipality of Clarington Page 2
Report FSD-026-22
Report Overview
To request authorization from Council to award CL2022-14 Supply and Delivery of One
Single Axle and Three Tandem Axle Cab and Chassis Units.
1. Background
1.1 Tender specifications for the Supply and Delivery of One Single Axle and Three
Tandem Axle Cab and Chassis Units with Snowplow, Wing and U Body Dump Spreader
was prepared by the Public Works Department and provided to the Purchasing Services
Division.
1.2 Tender CL2022-14 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.
2. Analysis
2.1 Ten plan takers downloaded the tender document.
2.2 The tender closed on April 22, 2022.
2.3 One bid was received in response to the tender call.
2.4 Of the nine companies that downloaded the tender document but chose not to submit
pricing:
One company is a supplier and downloaded the tender document for information;
One company did not manufacture or supply the commodity;
Two companies did not have equipment available;
Three companies advised their equipment did not meet the specification
requirements; and
Two companies did not respond to our request for information.
2.5 The bid was reviewed and tabulated by the Purchasing Services Division (see
Attachment 1) and was deemed compliant. The results were forwarded to the Public
Works Department for their review and consideration.
Municipality of Clarington Page 3
Report FSD-026-22
2.6 After review and analysis by the Public Works Department and the Purchasing Services
Division, it was mutually agreed that the low, compliant bidder, Winslow Gerolamy
Motors Limited be recommended for award of tender CL2022-14.
2.7 Winslow Gerolamy Motors Limited has satisfactorily supplied similar equipment to the
Municipality of Clarington in the past and references did not need to be checked.
3. Financial
3.1 The cost of the single axle and three tandem axle cab and chassis units exceeds the
allocated budget by $141,245 (Net HST Rebate). The additional funds required to
complete this project will be funded from the Municipal Capital Works reserve fund.
3.2 The total funds required for this project in the amount of $ 1,241,245 (Net HST Rebate)
include $1,229,244.52 (Net HST Rebate) for snow removal equipment costs and other
costs such as radios, GPS units, Clarington decal lettering and striping in the amount of
$12,000 (Net HST Rebate) is within the approved budget allocation and will be funded
by the Municipality as follows:
Description Account Number Amount
Fleet Replacement Roads - (2022) 110-36-388-83642-7401 $1,100,000
Municipal Capital Works Reserve Fund 511-00-000-00000-7418 141,245
3.3 Queries with respect to the department needs should be referred to the Director of
Public Works.
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that Winslow Gerolamy Motors Limited being the lowest
compliant bidder be awarded the contract for the Supply and Delivery of One Single
Axle and Three Tandem Axle Cab and Chassis Units per the terms and conditions of
Tender CL2022-14.
Staff Contact: David Ferguson, Purchasing Manager, (905) 623-3379 x2209 or
dferguson@clarington.net.
Municipality of Clarington Page 4
Report FSD-026-22
Attachments:
Attachment 1 - Summary of Bid Results
Interested Parties:
List of Interested Parties available from Department.
Municipality of Clarington Page 5
Report FSD-026-22
Attachment 1 to Report FSD-026-22
Municipality of Clarington
Summary of Bid Results
Tender CL2022-14
Supply and Delivery of One Single Axle and Three Tandem Axle Cab and
Chassis
Bidder Total Bid
(Net HST Rebate)
Winslow-Gerolamy Motors Limited $ 1,229,244.52