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Staff Report
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Report To: General Government Committee Report Number: COD-015-19
Date of Meeting: September 23, 2019 By-law Number:
Submitted By: Marie Marano, Director of Corporate Services
Trevor Pinn, Director of Finance/Treasurer
Reviewed By: Andrew C. Allison, GAO Resolution#: GG-443-19
File Number: CL2019-26
Report Subject: Supply and Deliver Two Single Axle Cab and Chassis Trucks with Snow
Plow, Wing and U Body Dump Spreader
Recommendations:
1. That Report COD-015-19 be received;
2. That Premier Truck Group with a total bid amount of $478,840.00 (Net HST Rebate)
being the lowest compliant bidder meeting all terms, conditions and specifications of
Tender CL2019-26 be awarded the contract for the Supply and Delivery of Two
Single Axle Cab and Chassis Trucks with Snow Plow, Wing and U Body Dump
Spreader, as required by the Operations Department;
3. That the funds required for this project in the amount of $478,840.00 (Net HST
Rebate) be funded by the Municipality from the approved budget allocations as
follows:
Description
Account Number
Amount
Fleet Replacement Roads
110-36-388-83642-7401
$478,840
4. That all interested parties listed in Report COD-015-19, and any delegations be
advised of Council's decision.
Page 77
Municipality of Clarington Page 2
Report COD-015-19
Report Overview
To request authorization from Council to award the contract for the supply and delivery of
two new replacement single axle cab and chassis trucks with snow plow, wing and U body
dump as required by the Operations Department.
1. Background
1.1. Tender specifications were prepared by the Operations Department for the Supply and
Delivery of Two Single Axle Cab and Chassis Trucks with Snow Plow, Wing and U Body
Dump. The tender is for the purchase of two combinations units to replace the 2004
Sterling combination unit 04-528 and 2006 Sterling combination unit 06-517 which are
being taken out of service.
1.2. The tender included the provision for the supply and delivery of up to two additional new
single axle cab and chassis trucks within the first year of contract award. The
Operations Department has a Council Report forthcoming in reference to an internal
work assessment to determine whether to purchase two new trucks versus having the
resulting work contracted out. Pending Council's decision on the forthcoming report, the
Operations Department may require up to two additional new single axle cab and
chassis trucks at which time the Purchasing Services Division will prepare a
recommendation for Council approval.
1.3. Tender CL2019-26 was issued by the Purchasing Services Division and advertised
electronically on the Municipality's website. Over 15,000 bidders that have a free
Vendor Account registered through the Municipality's Bidding System and have
selected this commodity as being relevant to their business received an email
notification to bid on this opportunity. Notification of the availability of the document was
also posted on the Ontario Public Buyer's Association website. Seven companies
downloaded the bid document.
1.4. The tender closed on August 14, 2019.
2. Analysis
2.1. Two bids were received in response to the tender call. The bids were reviewed and
tabulated by the Purchasing Services Division (see Attachment 1). All submissions
received were deemed compliant. Of the seven plan takers who downloaded the bid
document five do not manufacture or supply this type of truck.
Municipality of Clarington
Report COD-015-19
2.2. The results were forwarded to the Operations Department for their review and
consideration.
Page 3
2.3. After review and analysis of the submissions by the Operations Department and the
Purchasing Services Division, it was mutually agreed that the low bidder, Premier Truck
Group be recommended for the award of contract CL2019-26.
2.4. Premier Truck Group has successfully supplied and delivered equipment to the
Municipality in the past.
3. Financial
3.1. That the funds required for the two new replacement single axle cab and chassis trucks
in the amount of $478,840.00 (Net HST Rebate) is in the 2019 approved budget
allocation and be funded by the Municipality as follows:
Description
Account Number
Amount
Fleet Replacement Roads
110-36-388-83642-7401
$478,840
4. Concurrence
This report has been reviewed by the Director of Operations who concurs with the
recommendations.
5. Conclusion
5.1 It is respectfully recommended that Premier Truck Group with the bid amount of
$478,840.00 (Net HST Rebate) be awarded the contract for the Supply and Delivery of
Two Single Axle Cab and Chassis Trucks with Snow Plow, Wing and U Body Dump
Spreader per the terms, conditions and specifications of Tender CL2019-26.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 x2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 — Bid Summary
Interested Parties:
List of Interested Parties available from Department.
Municipality of Clarington
Report COD-015-19
Bid Summary
Page 4
Attachment #1
CL2019-26 Supply and Delivery of Two Single Axle Cab & Chassis Trucks
with Snow Plow, Wing & U Body Dump Spreader
Bidder
Total Bid
(Including HST)
Total Bid
(Net HST Rebate)
Premier Truck Group
$531,731.00
$478,840.00
Winslow Gerolomy Motors
$536,291.00
$482,947.00