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Report To: Joint Committees
Date of Meeting: February 27, 2023 Report Number: FSD-008-23
Submitted By: Trevor Pinn, Deputy CAO/Treasurer
Reviewed By: Mary-Anne Dempster, CAO
File Number: CL2022-14
Resolution#: JC-030-23
By-law Number:
Report Subject: Capital Project Overexpenditure for the Supply and Installation of a Roller
Pro Flusher Attachment on one of the Tandem Axle Cab and Chassis
Plow Trucks awarded under CL2022-14
Recommandations:
1.That Report FSD-008-23 and any related delegations or communication items, be
received;
2.That Winslow Gerolamy Motors Limited with a quoted amount of $143,526.04 (Net
HST Rebate) be awarded the supply and installation of a roller pro flusher
attachment for one of the tandem axle cab and chassis plow trucks purchased under
CL2022-14 Supply and Delivery of One Single Axle and Three Tandem Axle Cab
and Chassis Units;
3.That the total estimated funds required for this purchase in the amount of
$143,526.04 (Net HST Rebate) be funded by the Municipality as follows, from a
reallocation of project 5.1.4 Flusher approved in the 2022 Capital Budget:
4.That all interested parties listed in Report FSD-008-23 and any delegations be
advised of Council’s decision.
Description Account Number Amount
New Equip-Roads-Cap Exp (2022) 110-36-388-83643-7401 $143,526.04
Municipality of Clarington Page 2
Report FSD-008-23
Report Overview
To request authorization from Council to award the supply and installation of a roller pro
flusher attachment on one of the tandem axle cab and chassis plow trucks purchased under
contract CL2022-14.
1. Background
1.1 On June 6, 2022, Council approved the award of contract CL2022-14 to Winslow
Gerolamy Motors Limited for the Supply and Delivery of One Single Axle and Three
Tandem Axle Cab and Chassis Units through Report FSD-026-22.
1.2 In addition to the single axle and tandem axle cab and chassis units, a flusher truck was
also included in the approved 2022 budget as a separate vehicle.
1.3 Based on the approved budget, the Purchasing Services Division solicited bids for a
flusher truck and the cost exceeded the approved budget by $218,656.79 (Net HST
Rebate).
2. Analysis
2.1 After review and analysis by the Public Works Department and the Purchasing Services
Division, and after further consultation with the manufacturer, Winslow Gerolamy Motors
Limited, it was determined that a more cost-effective option would be to have a roller pro
flusher attachment installed by the manufacturer during production of one of the tandem
axle cab and chassis plow trucks, allowing it to be used as a flusher truck.
2.2 The additional cost for Winslow Gerolamy Motors Limited to supply and install the roller
pro flusher attachment on one of the tandem axle cab and chassis plow trucks is
$143,526.04 (Net HST Rebate).
2.3 The option of installing the roller pro flusher attachment during the manufacture of the
tandem axle cab and chassis plow truck instead of purchasing a new flusher truck will
result in a significant savings of approximately $305,000.
2.4 Based on the above, the Public Works Department and the Purchasing Services
Division agreed that Winslow Gerolamy Motors Limited be recommended for the supply
and installation of a roller pro flusher attachment on one of the tandem axle cab and
chassis plow trucks awarded under tender CL2022-14.
Municipality of Clarington Page 3
Report FSD-008-23
3. Financial Considerations
3.1 The funds being considered for the supply and installation of the roller pro flusher
attachment exceeds the original award of $1,229,244.52 (Net HST Rebate) under
CL2022-14 to Winslow Gerolamy Motors Limited by $143,526.04 (Net HST Rebate) for
one single axle and three tandem axle units.
3.2 In keeping with the guidelines of the Capital Project Overexpenditure Policy G5 as
approved by Council, this over expenditure requires Council approval to amend the
award.
3.3 The total funds required for this expenditure in the amount of $143,526.04 (Net HST
Rebate) is within the approved budget and will be funded from a reallocation of project
5.1.4 Flusher approved in the 2022 Capital Budget:
3.4 The 2022 Capital Budget included $230,000, from Development Charges, for the
Flusher vehicle. The proposed attachment will replace the need for this vehicle , but is
still eligible for development charges. Therefore, there is an overall savings to the
Municipality through the purchase of the attachment rather than a standalone vehicle ,
the unused development charges will be returned to the appropriate reserve fund .
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that Winslow Gerolamy Motors Limited be awarded the
additional contract to supply and install a roller pro flusher attachment on one of the
tandem axle cab and chassis plow trucks awarded under CL2022-14 Supply and
Delivery of One Single Axle and Three Tandem Axle Cab and Chassis Units.
Staff Contact: David Ferguson, Purchasing Manager, (905) 623-3379 x2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 – Report FSD-026-22
Interested Parties:
List of Interested Parties available from Department.
Description Account Number Amount
New Equip-Roads-Cap Exp (2022) 110-36-388-83643-7401 $143,526.04