HomeMy WebLinkAboutFSD-002-23Staff Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: Joint Committees
Date of Meeting: February 6, 2023 Report Number: FSD-002-23
Submitted By:
Reviewed By:
File Number:
Report Subject:
Trevor Pinn, Deputy CAO/Treasurer
Mary-Anne Dempster, CAO Resolution#:
CL2022-34 By-law Number:
Diane Hamre Recreation Complex – Diesel Generator Installation
Recommendations:
1.That Report FSD-002-23 be received;
2.That Ferguson Electric with a total bid amount of $556,627.20 (Net HST Rebate)
being the lowest compliant bidder meeting all terms, conditions and specifications of
tender CL2022-34 be awarded the contract for the installation of one diesel
generator at the Diane Hamre Recreation Complex, as required by the Community
Services Department;
3.That the total funds required for this project is $588,500.00 (Net HST Rebate), which
includes construction costs of $556,627.20 (Net HST Rebate) and other related
costs such as design, inspection, contract administration and contingencies of
$31,872.80 (Net HST Rebate);
4.That the approved budget of $550,000.00 and the over budget amount of
$38,500.00 (Net HST Rebate) be funded from the following accounts:
Description Account Number Amount
DHRC – Building Equipment 110-42-421-84242-7401 $550,000
Canada Community Building
Fund – Reserve Fund
557-00-000-00000-7418 38,500
5.That all interested parties listed in Report FSD-002-23 and any delegations be
advised of Council’s decision.
Municipality of Clarington Page 2
Report FSD-002-23
Report Overview
To request authorization from Council to award CL2022-34 for the installation of one diesel
generator at the Diane Hamre Recreation Complex
1. Background
1.1 Tender specifications for the Diesel Generator were prepared by CIMA+ and provided
by the Community Services Department to the Purchasing Services Division. The
scope of work included the supply and installation of one diesel powered generator and
associated components, including transfer switch at the Diane Hamre Recreation
Complex.
1.2 Tender CL2022-34 was issued by the Purchasing Services Division and advertised
electronically on the Municipality’s website. Notification of the availability of the
document was also posted on the Ontario Public Buyers Association’s website.
1.3 Fifteen companies registered as official plan takers. The tender document included a
mandatory site visit. Only those plan takers in attendance at the site visit were eligible
to submit a bid. Five companies attended the mandatory site visit.
2. Analysis
2.1 The tender closed on December 15, 2022.
2.2 Four submissions were received in response to the tender call. The bids were reviewed
and tabulated by the Purchasing Services Division (see attachment 1). All submissions
were deemed compliant.
2.3 The results were forwarded to the Community Services Department for their review and
consideration. The low compliant bid is from Ferguson Electric with a bid amount of
$556,627.20 (Net HST Rebate).
2.4 After review and analysis of the bids by the Purchasing Services Division and the
Community Services Division, it was mutually agreed that the low bidder, Ferguson
Electric be recommended for the award of contract CL2022-34.
2.5 Ferguson Electric has provided services to the Municipality previously with satisfactory
results; references were also checked with satisfactory results.
Municipality of Clarington Page 3
Report FSD-002-23
3. Financial Considerations
3.1 The total funds required for this project is $588,500.00 (Net HST Rebate), which
includes the construction cost in the amount of 556,627.20 (Net HST Rebate) and other
related costs such as design, inspection, contract administration and contingencies of
$31,872.80 (Net HST Rebate). Funding available in the approved budget is
$550,000.00.
3.2 The total project exceeds the allocated budget by $38,500.00. The project is an eligible
project for the Canada Community Building Fund, $350,000 of the existing budget is
through the CCBF; it is recommended that the additional funding come from the CCBF
Reserve Fund.
3.3 The total funds for the project will be funded as follows:
Description Account Number Amount
DHRC – Building Equipment 110-42-421-84242-7401 $550,000
Canada Community Building
Fund – Reserve Fund
557-00-000-00000-7418 38,500
3.4 Queries with respect to the departments needs, specifications, etc., should be referred
to the Director of Community Services.
4. Concurrence
This report has been reviewed by the Director of Community Services who concurs with
the recommendations.
5. Conclusion
It is respectfully recommended that Ferguson Electric with a total bid price of
$556,627.20 (Net HST Rebate) being the low compliant bid der be awarded the contract
for the supply and installation of one diesel generator at the Diane Hamre Recreation
Complex in accordance with the terms, conditions and specifications of Tender CL2022-
34.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 x 2209 or
dferguson@clarington.net.
Attachments:
Municipality of Clarington Page 4
Report FSD-002-23
Attachment 1 – Summary of Bid Results
Interested Parties:
List of Interested Parties available from Department.
Attachment #1
Municipality of Clarington
CL2022-34
Diane Hamre Recreation Complex – Diesel Generator Installation
Bid Summary
Bidder Total Bid Price
(Including HST)
Total Bid Price
(Net HST Rebate)
Ferguson Electric $618,110.00 $556,627.20
Tri-Line Electrical 621,500.00 559,680.00
Elexicon Group 936,870.57 843,680.97
JTS Mechanical 971,517.50 874,881.60