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Home My WebLink AboutFSD-036-25Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: Council Date of Meeting: October 27, 2025 Report Number: FSD-036-25 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: CL2025-49 Report Subject: Supply and Deliver Single Axle Combo Plow Trucks Recommendations: 1.That Report FSD-036-25, and any related delegations or communication items, be received; 2.That Everest Equipment with a bid amount of $2,344,550.40 (Net HST) being the low, compliant bidder meeting all terms, conditions and specifications of CL2025-49 be awarded the contract for the supply and delivery of six single axle combination plow trucks; 3.That the total estimated funds required for this project in the amount of $2,365,300.40 (Net HST) exceeds the approved budget, and includes $2,344,550.40 (Net HST) for six single axle plows, and other costs such as licensing, radios, GPS units and Clarington decal lettering and striping in the amount of $20,750.00 (Net HST) be funded by the Municipality as provided; 4.That all interested parties listed in Report FSD-036-25, be advised of Council’s decision. Municipality of Clarington Page 2 Report FSD-036-25 Report Overview To request authorization from Council to award CL2025-49 for the supply and delivery of six single axle combo plow trucks. 1. Background 1.1 This report is requesting Council approval for an award that exceeds the approved budget by 10% in accordance with Council Policy 104, Financial Control, Section 5.16.1. 1.2 In 2025, Council provided 2027 pre-budget approval to order six single axle cab and chassis, as approved in Report FSD-003-25. This pre-approval was provided due to the historical lead time in receiving this type of vehicle. 1.3 The Public Works Division requires six new single axle combo plow trucks as soon as possible, four are replacement units and two are new to service growth. The plow trucks that are currently in use are from 2012, 2013 and 2014 and are past their ten-year life cycle, with significant repairs and subsequent downtime. 1.4 The Public Works Division is also currently awaiting the delivery of single and tandem axle plow trucks that were procured through contracts awarded in 2022, 2023, and 2024. Four tandem axle plow trucks and three single axle plow trucks are expected to be completed in the third and fourth quarters of 2026. 1.5 The new single axle combo plow trucks are essential for winter road maintenance, including snow removal and metered application of salt/sand to improve traction and clear ice during winter weather events. These trucks increase travel safety for both residents and visitors driving within the municipality and help ensure roads remain accessible for emergency services. Outside of the winter season, the trucks are utilized by the Parks and Roads operations of the Public Works Division to transport materials such as gravel and soil to various jobsites throughout the municipality. 1.6 Tender specifications for the Supply and Delivery of Single Axle Combo Plow Trucks were prepared by the Public Works Division and provided to the Procurement Services Division. 1.7 Tender CL2025-49 was issued by the Procurement Services Division and advertised electronically on the Municipality’s website. 1.8 Ten plan takers downloaded the tender document. 1.9 The tender closed on October 10, 2025. Municipality of Clarington Page 3 Report FSD-036-25 2. Analysis 2.1 Two bids were received in response to the tender call. 2.2 The bids were reviewed and tabulated by the Procurement Services Division (see Attachment 1) and deemed compliant. All bids received were over budget. The results were forwarded to the Public Works Division for their review and consideration. 2.3 The cost exceeds the pre-approved budget. The Procurement Services Division and Public Works Division reviewed pricing. The increased costs are attributed to current market volatility, exchange rates and steel surcharges. Specifications also included a prewet system, spreader controller, and auto greaser that will enhance truck functionality, reduce maintenance costs and lead to cost savings on winter material application. 2.4 The single axle combination plow trucks are scheduled for completion in the first and second quarters of 2026, which is significantly earlier than historical lead times, averaging approximately three years. 2.5 After review and analysis by the Public Works Division and the Procurement Services Division, it was mutually agreed that the low-compliant bidder, Everest Equipment, be recommended for the award of tender CL2025-49 for the supply and delivery of six single axle combo plow trucks. 2.6 Everest Equipment has not worked for the Municipality of Clarington in the past and references were satisfactory. 3. Financial Considerations 3.1 In 2025, Council provided 2027 pre-budget approval to order six single axle cab and chassis, as approved in Report FSD-003-25. Vehicle Description Estimated Cost Year of Delivery Replacement 2012 International Single Dump Combo Plow $341,700 2027 Replacement 2013 International Single Dump Combo Plow 341,700 2027 Municipality of Clarington Page 4 Report FSD-036-25 Replacement 2014 International Single Combo Plow 341,700 2027 Replacement 2014 International Single Combo Plow 341,700 2027 New Single Axle Combo Plow (funded through DC’s) 341,700 2027 New Single Axle Combo Plow (funded through DC’s) 341,700 2027 3.2 The cost to supply and deliver six single axle combo plow trucks exceeds the pre- approved 2027 budget allocation by $315,100.40. The additional funds will be funded from the Corporate Fleet Capital RF. 3.3 The total estimated funds required for this project in the amount of $2,365,300.40 (Net HST Rebate) include $2,344,550.40 (Net HST Rebate) for snow removal equipment costs and other costs such as licensing, radios, GPS units and Clarington decal lettering and striping in the amount of $20,750.00 (Net HST Rebate) will be funded by the Municipality as follows: Description Account Number Amount FLEET REPLACE ROADS (2027) 110-36-388-83642-7401 $1,366,800 FLEET NEW ROADS (2027) 110-36-388-83695-7401 683,400 CORPORATE FLEET CAPITAL RF 110-36-388-83642-7401 210,066.93 CORPORATE FLEET CAPITAL RF 110-36-388-83695-7401 105,033.47 Municipality of Clarington Page 5 Report FSD-036-25 4. Strategic Plan Not applicable. 5. Climate Change Electric or hybrid single axle combo plow 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 Everest Equipment, being the lowest compliant bidder, be awarded the contract for Supply and Delivery of Six Single Axle Combo Plow Trucks in accordance with the terms and conditions of CL2025-49. 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-036-25 Attachment 1 to Report FSD-036-25 Municipality of Clarington Summary of Bid Results Tender CL2025-49 Supply and Delivery of Single Axle Combo Plow Trucks Bidder Total Bid (Including HST) Total Bid (Net HST Rebate) Everest Equipment Inc. $2,603,520.00 $2,344,550.40 Winslow-Gerolamy Motors Limited $2,734,420.33 $2,462,430.20