Loading...
HomeMy WebLinkAboutFSD-037-25Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: November 3, 2025 Report Number: FSD-037-25 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: CL2024-41 (Multi-Year) Report Subject: Supply and Deliver One Pumper Truck – Due to Collision Recommendations: 1.That Report FSD-037-25, and any related delegations or communication items, be received; 2.That Darch Fire Inc. with a total bid amount of $1,801,783.86 (Net HST) be awarded the contract for the Supply and Delivery of One Pumper Truck – Due to Collision under CL2024-41 (Multi-Year); 3.That the total estimated funds required for this project in the amount of $1,802,063.86 (Net HST) exceeds the approved budget, and includes $1,801,783.86 (Net HST) for the pumper truck, and other costs such as GPS in the amount of $280.00 (Net HST) be funded by the Municipality as provided; 4.That all interested parties listed in Report FSD-037-25, be advised of Council’s decision. Municipality of Clarington Page 2 Report FSD-037-25 Report Overview To request authorization from Council to award the supply and delivery of one pumper truck due to collision under CL2024-41 (multi-year contract). 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 Under Tender CL2024-41, a multi-year contract was awarded to Darch Fire Inc. for the Supply and Delivery of One Pumper Truck and included the provision for the supply and delivery of future pumper trucks for up to a five-year term. This purchase falls within the first year of the term order contract which was approved under report PD-004-25. 1.3 The Public Works Division has identified the urgent need for a replacement pumper truck due to a recent collision involving the existing vehicle. 1.4 Pumper truck specifications were prepared by the Public Works Division and provided to the Procurement Services Division. 1.5 The Procurement Services Division requested a quote from Darch Fire Inc. 2. Analysis 2.1 The quote was reviewed by the Procurement Services Division and forwarded to the Public Works Division for their review and consideration. 2.2 At this time, the insurance adjustor has not made a decision regarding coverage; however, it is assumed that the damaged unit will not be repaired. Given the critical importance of this vehicle to emergency response operations and the extended time required to manufacture a new pumper truck, it is recommended to proceed with the acquisition of a replacement unit without delay to ensure continuity of emergency services. 2.3 After review and analysis by the Public Works Division and the Procurement Services Division, it was mutually agreed that Darch Fire Inc. be recommended for the award of one pumper truck due to collision, under tender CL2024-41 (multi-year). Municipality of Clarington Page 3 Report FSD-037-25 3. Financial Considerations 3.1 The cost to supply and deliver one pumper truck due to collision was unforeseen and not included in the approved budget allocation. Funding for the replacement in the amount of $1,802,063.86 (Net HST) will be drawn from the Rate Stabilization Reserve Fund. Should any reimbursement be received from insurance, those funds will be returned to Rate Stabilization Reserve Fund. Description Account Number Amount Replace Damaged Pumper Truck – Non-Budgeted 110-36-388-82812-7401 $1,802,063.86 4. Strategic Plan Not applicable. 5. Climate Change Electric or hybrid pumper 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 Darch Fire be awarded the contract for Supply and Delivery of One Pumper Truck – due to collision in accordance with the terms and conditions of CL2024-41 (Multi-Year). 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.