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Report To: General Government Committee
Date of Meeting: February 5, 2024 Report Number: FSD-008-24
Submitted By:
Reviewed By:
Authored by:
File Number:
Report Subject:
Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology
Mary-Anne Dempster, CAO Resolution#:
Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology
By-law Number:
Delegation of Authority to Single Source Equipment for Outdoor Rinks
Recommendations:
1.That Report FSD-008-24, and any related delegations or communication items, be
received;
2.That the CAO be given delegated authority to single source the purchase of
refrigeration equipment for the construction of outdoor skating rinks as authorized by
Resolution #C-122-23; and
3.That all interested parties listed in Report FSD-008-24, and any delegations be
advised of Council’s decision.
Municipality of Clarington Page 2
Report FSD-008-24
Report Overview
Council approved on September 25, 2023, authority for the CAO to enter into contracts for
the construction of two outdoor skating rinks, one in Newcastle and one in Courtice. Further,
the recently adopted Strategic Plan has outlined as a priority of Council the development of
outdoor ice-skating amenities in the community.
This report seeks to obtain authority for the CAO to single source the refrigeration equipment
necessary for the development of the ice pads. This equipment would be from the same
provider which provides refrigeration equipment for indoor ice-skating surfaces that the
Municipality owns and operates.
1. Background
1.1 On September 25, 2023, Council approved Resolution #C-122-23 which included
delegated authority to the CAO to award contracts for the construction of two outdoor
skating rinks, given an upset budget of $8,000,000.
1.2 The Municipality has entered into a design contract with BBA for the design of the
skating rinks. This work is currently underway and a tender for the construction services
to build the Courtice Community Complex skating surface is expected to be released in
the next two months.
1.3 There is lead time required for the procurement of the necessary refrigeration
equipment that would be used in the artificially refrigerated skating surfaces. Community
Services staff have identified Cimco Refigeration as a preferred vendor for this
equipment.
1.4 Cimco has provided similar work in the past including the recent renovations to the
Newcastle Arena, Orono Arena, Garnet B. Rickard, and South Courtice Arena.
1.5 Staff are familiar with the equipment, training and maintenance needs of this equipment
and certifications required to operate this equipment.
1.6 To ensure the equipment is ready in time for the construction of the ice pad, a single
source is requested to ensure that timeframes a re met, and the equipment is ready
when needed.
2. Financial Considerations
2.1 The cost of the equipment is anticipated to be within the budgetary limit set by Council.
The CAO has the authority to enter into agreements. However, the previous resolution
did not explicitly provide authority to enter into single source agreements.
Municipality of Clarington Page 3
Report FSD-008-24
2.2 There is the risk that a single source is not the lowest bid; however, the reduced costs
for training on different equipment, inventory of spare parts, and staff efficiency mitigate
this risk. Further, the public tender processes for both the Orono and Newcastle arena
upgrades in 2022 and 2023 resulted in Cimco equipment being used; it is, therefore,
likely that in an open process, this equipment would ultimately be chosen.
2.3 This authority is not for the construction of the surfaces; it is solely to purchase the
required refrigeration equipment for delivery when construction is underway.
3. Strategic Plan
3.1 This report supports the actions necessary to complete C.4.3 “Design and construct
outdoor skating amenities.” Specifically, action C.4.3.1 states that the Municipality will
complete the design and construction of outdoor ice -skating amenities in Courtice and
Newcastle.
4. Concurrence
Not Applicable.
5. Conclusion
It is respectfully recommended that the CAO be provided authority to single source the
refrigeration equipment for the outdoor skating rinks previously approved through
Resolution #C-122-23
Staff Contact: Ken Ferguson, Manager, Facility Services, 905-623-3379 ext.2504 or
kferguson@clarington.net.
Attachments:
Not Applicable
Interested Parties:
There are no interested parties to be notified of Council's decision.