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HomeMy WebLinkAboutFSD-045-24 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: November 4, 2024 Report Number: FSD-045-24 Authored by: Mandy Chong, Manager, Procurement Submitted By: Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology Reviewed By: Mary-Anne Dempster, CAO By-law Number: Resolution Number: File Number: SS2024-5 Report Subject: Supply and Delivery of Two Vacuum Mounted Sweeper Trucks Recommendations: 1. That Report FSD-045-24, and any related delegations or communication items, be received; 2. That Nexgen Municipal Inc. with a total bid amount of $1,182,761.00 (Net HST) being the lowest compliant bidder meeting all terms, conditions and specifications of SS2024-5 be awarded the contract for the Supply and Delivery of Two Vacuum Mounted Sweeper Trucks; 3. That the total estimated funds required for this project in the amount of $1,187,625.00 (Net HST) for truck costs and other costs such as licensing, radios, GPS units, and Clarington lettering and striping in the amount of $4,864.00 (Net HST) be funded by the Municipality as follows: Description Account Number Amount Fleet Replacement Roads - (2024) 110-36-388-83642-7401 $904,500 Additional Funds - Municipal Capital Works Reserve Fund 100-36-388-83642-7401 283,125 4. That all interested parties listed in Report FSD-045-24, and any delegations be advised of Council’s decision. Municipality of Clarington Page 2 Report FSD-045-24 Report Overview To request authorization from Council to award SS2024-5 Supply and Delivery Two Vacuum Mounted Street Sweeper Trucks. 1. Background 1.1 The Public Works Division requires two new vacuum mounted street sweeper trucks. The trucks require a specialized additional water tank with a capacity of 400 gallons due to the distance travelled on Clarington roads. 1.2 The specifications were prepared by the Public Works Division and provided to the Procurement Services Division. A tender was issued and advertised electronically on the Municipality’s website. Four bids were received, however upon review all bids were non-compliant and the tender was cancelled. Three bids did not meet the minimum truck specification or the minimum warranty requirement and were deemed non- compliant. One bid, from Nexgen Municipal Inc., met the minimum truck specification however did not meet the minimum warranty requirement and was deemed non- compliant. 1.3 The Public Works Division requires the two new vacuum-mounted street sweeper trucks as soon as possible. The sweeper trucks currently in use are from 2013 and are past their seven-year life cycle, with significant repairs and subsequent downtime. The time to manufacture and deliver the new vacuum-mounted street sweeper trucks is approximately one year. 2. Analysis 2.1 Having determined that there is only one supplier that can meet the sweeper truck specifications, and due to timing, the Public Works Division and the Procurement Services Division mutually agreed that a direct sole source process would be used with Nexgen Municipal Inc. for the procurement of two vacuum mounted street sweeper trucks. The warranty requirement was amended to align with industry standards in the sole source specification. 2.2 Pricing from Nexgen Municipal Inc. was provided to the Procurement Services Division for review and consideration. 2.3 After review and analysis by the Public Works Division and the Procurement Services Division, it was mutually agreed that Nexgen Municipal Inc. be recommended for award of contract SS2024-5. Municipality of Clarington Page 3 Report FSD-045-24 2.4 NexGen Municipal Inc. has satisfactorily provided similar equipment to the Municipality of Clarington in the past and references did not need to be checked. 3. Financial Considerations 3.1 The cost of the two vacuum-mounted street sweeper trucks exceeds the allocated budget by $283,125 (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 $1,187,625.00 (Net HST Rebate) include $1,182,761.00 (Net HST Rebate) for truck costs and other costs such as licensing, radios, GPS units, and Clarington decal lettering and striping in the amount of $4,864.00 (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 - (2024) 110-36-388-83642-7401 $904,500 Additional Funds - Municipal Capital Works Reserve Fund 100-36-388-83642-7401 283,125 3.3 Queries with respect to the department needs should be referred to the Director of Public Works. 4. Strategic Plan Not applicable. 5. Climate Change Electric or hybrid vacuum mounted street sweeper trucks that meet the Municipality’s specification requirements are not available on the market. 6. Concurrence This report has been reviewed by the Deputy CAO, Public Services and the Director of Public Works who concur with the recommendations. Municipality of Clarington Page 4 Report FSD-045-24 7. Conclusion It is respectfully recommended that NexGen Municipal Inc., being the lowest compliant bidder, be awarded the contract for Supply and Delivery of Two Vacuum Mounted Street Sweeper Trucks in accordance with the terms and conditions of SS2024-5. Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 Ext 2209 or mchong@clarington.net. Attachments: Not Applicable Interested Parties: List of Interested Parties available from Department.