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Staff Report
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Report To: General Government Committee
Date of Meeting: December 4, 2023 Report Number: FSD-043-23
Submitted By: Trevor Pinn, Deputy CAO/Treasurer
Reviewed By: Mary -Anne Dempster, CAO Resolution#:GG-206-23
File Number: CL2023-38 By-law Number:
Report Subject: Supply and Delivery of One Rescue Truck
Recommendations:
1. That Report FSD-043-23, and any related delegations or communication items, be
received;
2. That Dependable Truck and Tank Limited with a bid amount of $1,015,844.64 (Net
HST Rebate) being the lowest bidder meeting all terms, conditions and
specifications of CL2023-38 be awarded the contract for the Supply and Delivery of
One Rescue Truck;
3. That the total estimated funds required for this project in the amount of $1,018,850
(Net HST Rebate) include $1,015,844.64 (Net HST Rebate) for the rescue truck and
other costs such as radios, GIPS units, Clarington decal lettering and striping in the
amount of $3,000 (Net HST Rebate) be funded by the Municipality as follows:
Description
Account Number
Amount
Utility Truck
110-28-388-82814-7401
$1,000,000
DC Reserve Fund
110-28-388-82814-7401
18,850
4. That all interested parties listed in Report FSD-043-23 and any delegations be
advised of Council's decision.
Municipality of Clarington
Report FSD-043-23
Report Overview
Page 2
To request authorization from Council to award CL2023-38 for the supply and delivery of one
Rescue Truck.
1. Background
1.1 Tender specifications for the Supply and Delivery of One Rescue Truck were prepared
by the Emergency and Fire Services Department and provided to the Purchasing
Services Division.
1.2 Tender CL2023-38 was issued by the Purchasing Services Division and advertised
electronically on the Municipality's website.
2. Analysis
2.1 Nine plan takers downloaded the tender document.
2.2 The tender closed on November 3, 2023.
2.3 Four bids were received in response to the tender call.
2.4 Of the five companies that downloaded the tender document but chose not to submit
pricing:
• One company did not manufacture or supply the commodity;
• One company is a subcontractor;
• Three companies did not respond to our request for information.
2.5 The bids were reviewed and tabulated by the Purchasing Services Division (see
Attachment 1) and were deemed compliant. The results were forwarded to the
Emergency and Fire Services Department for their review and consideration.
2.6 After review and analysis by the Emergency and Fire Services Department and the
Purchasing Services Division, it was mutually agreed that the low, compliant bidder,
Dependable Truck and Tank Limited be recommended for award of tender CL2023-38.
2.7 Dependable Truck and Tank Limited has satisfactorily supplied similar emergency
vehicles to the Municipality of Clarington in the past and references did not need to be
checked.
Municipality of Clarington
Report FSD-043-23
3. Financial Considerations
Page 3
3.1 The cost of the rescue truck exceeds the allocated budget by $18,850 (Net HST
Rebate). The additional funds required to complete this project will be funded from the
DC Reserve Fund.
3.2 The total funds required for this project in the amount of $1,018,850 (Net HST Rebate)
include $1,015,844.64 (Net HST Rebate) for the rescue truck and other costs such as
radios, GPS units, Clarington decal lettering and striping in the amount of $3,000 (Net
HST Rebate) is within the approved budget allocation and will be funded by the
Municipality as follows:
Description
Account Number
Amount
Utility Truck
110-28-388-82814-7401
$1,000,000
DC Reserve Fund
110-28-388-82814-7401
18,850
3.3 Queries with respect to the department needs should be referred to the Director of
Emergency and Fire Services.
4. Concurrence
This report has been reviewed by the Director of Emergency and Fire Services who
concurs with the recommendations.
5. Conclusion
It is respectfully recommended that Dependable Truck and Tank Limited being the
lowest compliant bidder be awarded the contract for the Supply and Delivery of One
Rescue Truck per the terms and conditions of Tender CL2023-38.
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-043-23
Page 4
Attachment 1 to Report FSD-043-23
Municipality of Clarington
Summary of Bid Results
Tender CL2023-38
Supply and Delivery of One Rescue Truck
Bidder
Total Bid
(Net HST Rebate)
Dependable Truck & Tank Limited
$1,015,844.64
Fort Garry Fire Trucks
1,062,341.84
DARCH FIRE INC.
1,138,694.40
Commercial Emergency Equipment
1,407,261.43