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Home My WebLink AboutFSD-049-24 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-049-24 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: CL2024-35 Report Subject: Supply and Delivery of Various Vehicles Recommendations: 1. That Report FSD-049-24, and any related delegations or communication items, be received; 2. That Forbes Motors Inc. with a bid amount of $106,025.76 (Net HST) being the low, compliant bidder meeting all terms, conditions and specifications of CL2024-35 be awarded the contract for the supply and delivery of two full electric SUVs; 3. That Blue Mountain Chrysler Ltd. with a bid amount of $292,254.72 (Net HST) being the low, compliant bidder meeting all terms, conditions and specifications of CL2024- 35 be awarded the contract for the supply and delivery of four crew cab ¾ ton pick- up trucks; 4. That Downtown Autogroup with a bid amount of $397,381.78 (Net HST) being the low, compliant bidder meeting all terms, conditions and specifications of CL2024-35 be awarded the contract for the supply and delivery of two full electric half-ton crew cab 4x4 pick-up trucks, one standard cab ¾ ton long box 4x4 pick-up truck, and two crew cab one-ton 4x4 pick-up trucks; 5. That the total estimated funds required for this project in the amount of $817,225 (Net HST) include $795,662.25 (Net HST) for vehicle costs and other costs such as licensing, radios, GPS units and Clarington decal lettering and striping in the amount of $21,563 (Net HST) be funded by the Municipality as provided: Description Account Number Amount Fleet Replacement Roads - (2023) 110-36-388-83642-7401 $65,003 Municipality of Clarington Page 2 Report FSD-049-24 Description Account Number Amount Fleet Replacement Roads - (2024) 110-36-388-83642-7401 285,516 Green Fleet Replacement Roads – (2024) 110-36-388-83645-7401 65,844 Fleet New Parks – (2024) 110-36-388-83616-7401 150,048 C/S FAC Admin – Fleet – (2024) 110-42-388-83691-7401 140,868 MLEO Fleet Replacement – (2024) 110-19-388-81917-7401 109,946 6. That all interested parties listed in Report FSD-049-24, and any delegations be advised of Council’s decision. Municipality of Clarington Page 3 Report FSD-049-24 Report Overview To request authorization from Council to award CL2024-35 for the supply and delivery of nine trucks and two SUVs. 1. Background 1.1 Tender specifications for Supply and Delivery of Various Vehicles were prepared by the Public Works Division and provided to the Procurement Services Division. 1.2 Tender CL2024-35 was issued by the Procurement Services Division and advertised electronically on the Municipality’s website. 1.3 Sixteen plan takers downloaded the tender document. 1.4 The tender closed on October 7, 2024. 2. Analysis 2.1 Four bids were received in response to the tender call. Bidders could choose to submit a bid for one or more vehicle types, with the award of each vehicle type going to the lowest-priced bidder. 2.2 The bids were reviewed and tabulated by the Procurement Services Division (see Attachment 1) and deemed compliant. The results were forwarded to the Public Works Division for their review and consideration. 2.3 After review and analysis by the Public Works Division and the Procurement Services Division, it was mutually agreed that the low-compliant bidders be recommended for the following award of tender CL2024-35: • Forbes Motors Inc. for the supply and delivery of two full electric SUVs. • Blue Mountain Chrysler Ltd. for the supply and delivery of four crew cab ¾ ton pick-up trucks; • Downtown Autogroup for the supply and delivery of two full electric half-ton crew cab 4x4 pick-up trucks, one standard cab ¾ ton long box 4x4 pick-up truck, and two crew cab one-ton 4x4 pick-up trucks. 2.4 Blue Mountain Chrysler and Downtown Autogroup have been awarded work for the Municipality in the past. Forbes Autogroup has not worked for the Municipality in the past and references were checked and were satisfactory. Municipality of Clarington Page 4 Report FSD-049-24 3. Financial Considerations 3.1 The total estimated funds required for the project in the amount of $817,225 (Net HST) include $795,662.25 (Net HST) for new vehicles and other costs such as licensing, radios, GPS units and Clarington decal lettering and striping in the amount of $21,563 (Net HST) is in the approved budget allocation as provided and will be funded from the following account: Description Account Number Amount Fleet Replacement Roads - (2023) 110-36-388-83642-7401 $65,003 Fleet Replacement Roads - (2024) 110-36-388-83642-7401 285,516 Green Fleet Replacement Roads – (2024) 110-36-388-83645-7401 65,844 Fleet New Parks – (2024) 110-36-388-83616-7401 150,048 C/S FAC Admin – Fleet – (2024) 110-42-388-83691-7401 140,868 MLEO Fleet Replacement – (2024) 110-19-388-81917-7401 109,946 4. Strategic Plan Not applicable. 5. Climate Change Electric SUVs and electric half-ton crew cab trucks are recommended for award. Electric or hybrid one-ton and ¾ ton pick-up 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. 7. Conclusion It is respectfully recommended that the lowest compliant bidders be awarded the following contract, in accordance with the terms and conditions of Tender CL2024-35: Municipality of Clarington Page 5 Report FSD-049-24 • Forbes Motors Inc. for the supply and delivery of two full electric SUVs. • Blue Mountain Chrysler Ltd. for the supply and delivery of four crew cab ¾ ton pick-up trucks; • Downtown Autogroup for the supply and delivery of two full electric half-ton crew cab 4x4 pick-up trucks, one standard cab ¾ ton long box 4x4 pick-up truck, and two crew cab one-ton 4x4 pick-up trucks. Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 Ext 2209 or mchong@clarington.net. Attachments: Attachment 1 – Bid Summary Interested Parties: List of Interested Parties available from Department. Municipality of Clarington Page 6 Report FSD-049-24 Attachment 1 – CL2024-35 Bid Summary Municipality of Clarington Summary of Bid Results Tender CL2024-35 Supply and Delivery of Various Vehicles Bidder Total Bid (Including HST) Total Bid (Net HST Rebate) Highbury Ford Sales Limited $131,167.62 $145,655.87 Downtown Autogroup 397,381.78 441,274.97 Blue Mountain Chrysler Ltd. 571,292.85 634,395.56 Forbes Motors Inc. 910,956.83 1,011,577.46 *Bidders could bid on one, or more, type of vehicle with the award of each vehicle type going to the lowest compliant bidder.