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Staff Report
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Report To: Joint Committees
Date of Meeting: May 8, 2023 Report Number: FSD-021-23
Submitted By: Trevor Pinn, Deputy CAO/Treasurer
Reviewed By: Mary -Anne Dempster, CAO Resolution#: JC-051-23
File Number: CL2023-9 By-law Number:
Report Subject: Supply and Deliver One Tandem -Axle Cab and Chassis (Multi -Year
Contract)
Recommendations:
1. That Report FSD-021-23 and any related delegations or communication items, be
received;
2. That Winslow Gerolamy Motors Limited with a total estimated bid amount of
$373,635 (Net HST Rebate) for the initial one-year term and an estimated five-year
contract value of $5,449,635 (Net HST Rebate) being the lowest compliant bidder
meeting all terms, conditions and specifications of CL2023-9 be awarded the
contract for the Supply and Deliver One Tandem -Axle Cab and Chassis;
3. That pending satisfactory performance and price, the Purchasing Manager, in
consultation with the Director of Public Works, be given the authority to extend the
contract for up to four additional one-year terms;
4. That the total estimated funds required for this project for the first -year term in the
amount of $373,635 (Net HST Rebate) include $370,134.70 (Net HST Rebate) for
snow removal equipment costs and other costs such as radio, GPS unit and
Clarington decal lettering and striping in the amount of $3,500 (Net HST Rebate) be
funded by the Municipality as provided. The estimated funds required for the second,
third, fourth and fifth year will be included in future budget accounts.
Description
Account Number
Amount
Fleet Replacement Roads - (2023)
110-36-388-83642-7401
$330,000
Operations Equipment Reserve Fund
110-36-388-83642-7401
43,635
Municipality of Clarington
Page 2
Report FSD-021-23
5. That all interested parties listed in Report FSD-021-23 and any delegations be
advised of Council's decision.
Municipality of Clarington
Report FSD-021-23
Report Overview
To request authorization from Council to award CL2023-9 Supply and Delivery of One
Tandem -Axle Cab and Chassis Unit (Multi -Year Contract).
1. Background
Page 3
1.1 Tender specifications for the Supply and Delivery of One Tandem -Axle Cab and
Chassis Unit with snowplow, wing and U-body dump spreader (Multi -Year Contract)
was prepared by the Public Works Department and provided to the Purchasing Services
Division. The tender included the provision for the supply and delivery of future single -
axle and tandem -axle cab and chassis units for up to a five-year term.
1.2 The purpose of the multi -year contract was to secure volume pricing and reduce build
times so that future build spots are promptly reserved for the Municipality based on the
anticipated annual requirements. Based on the budgeted fleet replacement schedule,
the Municipality anticipates replacing eight single -axle cab and chassis units and eight
tandem -axle cab and chassis units over the next four years.
1.3 Tender CL2023-9 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 Buyers Association's website.
1.4 Six plan takers downloaded the tender document.
2. Analysis
2.1 The tender closed on April 3, 2023.
2.2 Two bids were received in response to the tender call.
2.3 The bids were reviewed and tabulated by the Purchasing Services Division (see
Attachment 1) and were deemed compliant. The results were forwarded to the Public
Works Department for their review and consideration.
2.4 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 the award of tender CL2023-9.
2.5 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.
Municipality of Clarington
Report FSD-021-23
3. Financial Considerations
Page 4
3.1 The tandem -axle cab and chassis cost exceeds the allocated budget by $43,635 (Net
HST Rebate). The additional funds required to complete this project will be funded from
the Operations Equipment reserve fund.
3.2 The total funds required for this project in the amount of $373,635 (Net HST Rebate)
include $370,134.70 (Net HST Rebate) for snow removal equipment costs and other
costs such as radio, GPS unit and Clarington decal lettering and striping in the amount
of $3,500 (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
$330,000
Operations Equipment Reserve Fund
110-36-388-83642-7401
43,635
3.3 Pricing submitted for the Supply and Delivery of One Tandem -Axle Cab and Chassis
(Multi -Year Contract) will remain firm for the first contract year. The extension of future
contract years is subject to satisfactory negotiated unit pricing and will remain firm for
the contract year.
3.4 The total estimated contract is for one year plus four optional additional years and is
approximately $5,449,635 (Net HST Rebate) and includes $5,390,135 (Net HST
Rebate) in snowplow equipment and $59,500 (Net HST Rebate) in other costs such as
radios, GPS units and Clarington decal lettering and striping.
3.5 Queries concerning the department's 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 Tandem -
Axle Cab and Chassis (Multi -Year Contract) in accordance with the terms and
conditions of Tender CL2023-9.
Municipality of Clarington
Report FSD-021-23
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.
Page 5
Municipality of Clarington
Report FSD-021-23
Page 6
Attachment 1 to Report Number FSD-021-23
Municipality of Clarington
Summary of Bid Results
Tender CL2023-9
Supply and Delivery of One Tandem -Axle Cab and Chassis
(Multi -Year Contract)
One -Year
Potential Five -Year
Bidder
Total Bid
Total Bid
(Net HST Rebate)
(Net HST Rebate)
Winslow Gerolamy Motors Limited
$ 370,134.70
$ 5,449,635
Premiere Truck
429,427.20
6,312,127