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Report
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Report To: General Government Committee
Date of Meeting: March 26, 2018
Report Number: COD -008-18 Resolution: GG -182-18
File Number: T-257-17 By-law Number:
Report Subject: Supply and Delivery of Bulk Gas and Diesel Fuels (Co-operative
Tender)
Recommendations:
That Report COD -008-18 be received;
2. That Canada Clean Fuels be awarded a contract with the estimated annual amount of
$135,098.61 (net HST rebate) for each of the second and third year of an initial 3 year
contract for the supply and delivery of bulk gas and diesel fuels as per terms, conditions
and specifications of Tender T-257-17;
3. That the funding required annually in the amount be drawn from the respective
operating account;
4. That pending satisfactory performance the Purchasing Manager be given the authority
to extend the contract for this service for up to two additional one year terms;
5. That all interested parties listed in Report COD -008-18 and any delegations be advised
of Council's decision regarding the award by the Corporate Services Department.
Municipality of Clarington
Report COD -008-18
Report Overview
Page 2
To request authorization from Council to award Co-operative Tender T-257-17 for the supply
and delivery of Bulk Gas and Diesel Fuels
1. Background
1.1 A tender for the Supply and Delivery of Bulk Gas and Diesel Fuels, for an initial three (3)
year contract term, with the option to extend for up to two additional one (1) year
periods, was issued on a Co-operative basis by the host agency, The Region of
Durham.
1.2 The Municipality of Clarington's requirements were prepared in consultation with the
Operations Services Department.
1.3 The Region of Durham issued Tender T-257-2017 on behalf of the Municipality of
Clarington and other participating Agencies.
1.4 The Tender was advertised electronically on the Region's website on July 18, 2017 and
was downloaded by eleven (11) companies.
1.5 The tender closed on August 10, 2017
2. Proposal
2.1 Six (6) bids were received in response to the tender call. Bids were reviewed and
tabulated by the Region of Durham's Purchasing Division (see Attachment 1).
2.2 The results were provided to the participating Agencies and the results were forwarded
to the Operations Services Department, for their review and consideration.
2.3 After a further review and analysis of the submissions by the Municipality's Operations
Services Department and the Purchasing Services Division, it was mutually agreed that
the low bidder, Canada Clean Fuel, be recommended for the award of contract T-257-
2017 for the Supply and Delivery of Bulk Gas and Diesel Fuels.
2.4 Reference checks for Canada Clean Fuel were completed by the Region of Durham
and were satisfactory.
2.5 Due to the existing contract expiring and the time required to award the contract,
approval was sought from the CAO, as allowed for in the Purchasing by-law, to award
the first year of the initial three year contract term report PS -015-17 (refer to Attachment
2). Approval is now being sought to award the second and third year of the initial three
year contract as well as authorization to renew the contract for the two possible one
year extension pending satisfactory service.
3. Financial
3.1 The funding required in the annual spend be drawn for the respective operating account.
Municipality of Clarington Page 3
Report COD -008-18
3.2 Queries with respect to the requirements, specifications, etc. should be referred to the
Director of Operations.
4. Concurrence
4.1 This report has been reviewed by the Director of Operations who concurs with the
recommendation.
5. Conclusion
5.1 It is respectfully recommended that Canada Clean Fuel being the lowest compliant bidder
be awarded a contract in the annual amount of $135,098.61 (net HST rebate) for each of
the second and third year of an initial three (3) year contract for tender T-257-2017 for the
Supply and Delivery of Bulk Gas and Diesel Fuels as per the terms, conditions and
specifications contained within the tender document.
6. Strategic Plan Application
This conforms to the Strategic Plan.
Submitted by: Reviewed by:
ie �arano,Sc., C.M.O. Andrew C. Allison, B. Comm, LL.B
Director of Corporate Services Chief Administrative Officer
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 x2209 or
dferguson@clarington.net
Attachments:
Attachment 1 — Summary of Bid Results for Tender T-257-17
Attachment 2 - PS -015-17 Report
List of interested parties to be notified of Council's decision is on file in the Corporate Services
Department.
Municipality of Clarington
Summary of Annual Bid Results
Attachment 1 to
Resort COD -008-18
T-257-2017 Supply and Delivery of Bulk Gas and Diesel
Fuel
Pricing shown in the table below is estimated annual spend for the Municipality of Clarington.
Company
Total Cost (Including
Total Cost (net HST
HST)
Rebate)
Canada Clean Fuels Inc.
$150,021.06
$135,098.61
Suncor Energy Products
$150,835.79
$135,832.30
Partnership
Parkland Fuel Corporation
$153,615.82
$138,335.80
Refuel Canada LP
$153,988.49
$138,671.41
zPail-Aull"I
Date: December 4, 2017
Attachment 2 to Report COD -008-18
Report
Purchasing Services
To: Andrew Allison, CAO
From: David Ferguson, Manager, Purchasing Services
Report #: PS -015-17 File Number: CL2017-34
Subject: Supply & Delivery of Bulk Gas and Diesel Fuels
Recommendations
It is respectfully recommended to the Chief Administrative Officer the following..
1. That Canada Clean Fuels be awarded the contract for the first year of an initial 3
year contract for the supply and delivery of bulk gas and diesel fuels as per terms,
conditions and specifications of Tender T-257-17.
2. That the funding required annually in the amount be drawn from the respective
operating account.
Corporation of The Municipality of Clarington
40 Temperance Street, Bowmanville, Ontario L1C 3A6 T(905)623-3379
Report No: PS -015-17 Page 2
Recommended by:
i`
David Ferguson,
Manager, Purchasiv Services
Concurrence:
Fred HorvathN I
Director of Operations
Approved by:
Andrew Ilis n, B. Comm., LLB.
Chief Administrative Officer
MM\DF\sm
Nj�t � 0� "Iz l -f
Date
cc: M. Marano, Director, Corporate Services
Date
Date
ort No: PS -015-17
1. Background
Page 3
A tender for the Supply and Delivery of Bulk Gas and Diesel Fuels, for an initial
three (3) year contract term, with the option to extend for up to two additional one
(1) year periods, was issued on a Co-operative basis by the host agency, The
Region of Durham.
The Municipality of Clarington's requirements were prepared in consultation with
the Operations Services Department.
The Region of Durham issued Tender T-257-2017 on behalf of the Municipality of
Clarington and other participating Agencies.
The Tender was advertised electronically on the Region's website on July 18,
2017.
The tender document was downloaded by eleven (11) prospective Bidders.
The tender closed on August 10, 2017.
2. Analysis
Six (6) bids were received in response to the tender call. Bids were reviewed and
tabulated by the Region of Durham's Purchasing Division (see Attachment 1).
The results were provided to the participating Agencies and the results were
forwarded to the Operations Services Department, for their review and
consideration.
After review and analysis of the submissions by the Municipality's Operations
Services Department and the Purchasing Services Division, it was mutually agreed
that the low bidder, Canada Clean Fuel, be recommended for the award of
contract T-257-2017 for the Supply and Delivery of Bulk Gas and Diesel Fuels.
Reference checks for Canada Clean Fuel were completed by the Region of
Durham and were favourable.
Given the timing of the award of this contract, approval is being sought via this
report to award the first year of the initial three year contract term to Canada Clean
Fuels Inc. Council Approval will be sought to award the second and third year as
well as authorization to renew the contract for the two possible one year extension
pending satisfactory service.
Report No: PS -015-17 Page 4
3. Financial
The funding required in the annual spend be drawn for the respective operating
account.
Queries with respect to the requirements, specifications, etc. should be referred to
the Director of Operations.
4. Conclusion
It is respectfully recommended that Canada Clean Fuel being the lowest compliant
bidder be awarded the contract for tender T-257-2017 for the Supply and Delivery
of Bulk Gas and Diesel Fuels as per the terms, conditions and specifications
contained within the tender document.
Attachments: Attachment 1 — Bid Tabulation
ort No: PS -014-17 Page 5
Attachment #1
Municipality of Clarington
Summary of Annual Bid Results
T-257-2017 Supply and Delivery of Bulk Gas and Diesel
Fuel
Pricing shown in the table below is estimated annual spend for the Municipality of
Clarington.
Company
Total Cost (Including
Total Cost (net HST
HST)
Rebate)
Canada Clean Fuels Inc.
$150,021.06
$135,098.61
Suncor Energy Products
Partnership
$150,835.79
$135,832.30
Parkland Fuel Corporation
$153,615.82
$138,335.80
$Refuel Canada LP
$153,988.49
$138,671.41