Loading...
HomeMy WebLinkAboutFSD-004-26Staff 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: January 12, 2026 Report Number: FSD-004-26 Authored By: Sandra McKee, Acting 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: CL2025-40 Report Subject: Electric Streetlight Maintenance Recommendations: 1.That Report FSD-004-26, and any related delegations or communication items, be received; 2. That Black & McDonald Limited with a bid amount of $242,626.67 (Net HST) being the low, compliant bidder meeting all terms, conditions and specifications of CL2025- 40 Electric Streetlight Maintenance be awarded the contract for electric streetlight maintenance; 3.That pending satisfactory performance and pricing, the Manager, Procurement, in consultation with the Director of Public Works and Fire Chief, be given the authority to extend the contract for this service for up to four additional one-year terms; and 4.That the total estimated funds required for this project for the first-year term in the amount of $242,626.67 (Net HST) be funded by the Municipality as provided. Future budget accounts will include the funds required for the second, third, fourth, and fifth- year term terms. 5.That the additional estimated funding of $62,626.67 (Net HST) be taken from existing budgets at the discretion of the Director of Public Works. 6.That all interested parties listed in Report FSD-004-26, be advised of Council’s decision. GG-014-26 Municipality of Clarington Page 2 Report FSD-004-26 Report Overview To request authorization from Council to award tender CL2025-40 Electric Streetlight Maintenance. 1. Background 1.1 This report is requesting Council approval for an award that exceeds the approved budget by 10% in accordance with the Procurement By-law 2024-052, Section 65. 1.2 Tender specifications for Electric Streetlight Maintenance were prepared by the Public Works Division and provided to the Procurement Services Division. 1.3 Tender CL205-40 was issued by the Procurement Services Division and advertised electronically on the Municipality’s website. 1.4 Fourteen plan takers downloaded the tender document. 2. Analysis 2.1 Five 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). Two bids were deemed non-compliant and the remainder met the requirements and were deemed compliant. All bids received exceeded the budget. The results were forwarded to the Public Works Division for their review and consideration. 2.3 The increase in electric streetlight maintenance costs is primarily driven by significant rises in material and equipment prices due to global supply chain disruptions and higher electrical component costs. Labour expenses have also grown because of skilled trade shortages and wage inflation in the electrical sector. 2.4 After review and analysis by the Public Works Division and the Procurement Services Division, it was mutually agreed that the low-compliant bidder, Black & McDonald Limited, be recommended for the award of tender CL2025-40 for electric streetlight maintenance. 2.5 Black and McDonald Limited has not recently completed similar work for the Municipality of Clarington and references were checked and are satisfactory. Municipality of Clarington Page 3 Report FSD-004-26 3. Financial Considerations 3.1 The cost for electric streetlight maintenance exceeds the allocated budget by $62,626.67 (Net HST). The additional funds required to complete this project will be funded through savings within the existing Public Works Division budget. 3.2 The annual funding required for the first-year term in the estimated amount of $242,626.67 (Net HST) will be funded by the Municipality as provided. Future budget accounts will include the funds required for the second, third, fourth, and fifth-year term terms. In discussions with the Director of Public Works, Public Works will identify cost saving opportunities within existing budget to offset the required funding needed for this LED that is a legislatively required service. Description Account Number Amount 3.3 Pricing submitted for Electric Streetlight Maintenance is to remain firm for the first year of the contract. For future contract years, the unit prices would be adjusted on the anniversary date of the contract award by the annual percentage change in the most recent issuance of the Consumer Price Index (CPI), All Items, Ontario, as published by Statistics Canada and the pricing will remain firm for the contract year. 3.4 The total estimated contract value for one year plus four optional additional years is approximately $1,213,133.37 (Net HST Rebate). 3.5 Queries with respect to the department needs should be referred to the Director of Public Works and Fire Chief. 4. Strategic Plan Not Applicable. 5. Climate Change The proposed project aligns with the objectives of the Clarington Climate Action Plan, as it continues to support the maintenance of lower power consumption Light-Emitting Diode (LED) lighting where it is installed for streetlights, walkways, trails, parks, sports fields and parking lots. Municipality of Clarington Page 4 Report FSD-004-26 6. Concurrence This report has been reviewed by the Deputy CAO, Public Services and the Director of Public Works and Fire Chief who concur with the recommendations. 7. Conclusion It is respectfully recommended that Black & McDonald Limited being the lowest compliant bidder, be awarded the contract for Electric Streetlight Maintenance in accordance with the terms and conditions of Tender CL2025-40. Staff Contact: Sandra McKee, Temporary Manager, Procurement, 905-623-3379 Ext. 2210 or smckee@clarington.net Attachments: Attachment 1 – Bid Summary Interested Parties: List of Interested Parties available from Department. Municipality of Clarington Page 5 Report FSD-004-26 Attachment 1 to Report FSD-004-26 Municipality of Clarington Bid Summary Tender CL2025-40 Electric Streetlight Maintenance Bidder Total Bid Total Bid Alineutility Limited* $205,469.72 $1,027,348.61 242,321.09 1,211,605.44 242,626.67 1,213,133.37 257,243.72 1,286,218.62 *Non-compliant