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HomeMy WebLinkAboutFSD-037-23Clarftwn Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: Council Date of Meeting: September 25, 2023 Submitted By: Trevor Pinn, Deputy CAO/Treasurer Reviewed By: Mary -Anne Dempster, CAO File Number: Report Number: FSD-037-23 Resolution#: C-119-23 By-law Number: Report Subject: Single Source Recommendation — Replacement of Aerial 11 Recommendations: 1. That Report FSD-037-23, and any related delegations or communication items, be received; 2. That, pending approval of the required funds, the Purchasing Manager and Director of Emergency Services/Fire Chief are authorized to sole source the replacement of Aerial 11 through Canoe Procurement Group and 1200 Degrees (the parent company of Darch Fire) for $2,344,336.39; and 3. That all interested parties listed in Report FSD-037-23, and any delegations be advised of Council's decision. Municipality of Clarington Report FSD-037-23 Report Overview Page 2 The Municipality has approved the replacement of Aerial 11 for Clarington Emergency and Fire Services. Report FSD-034-23 sought additional funds to complete the procurement. Following the completion of due diligence, it is being recommended that Aerial 11 be replaced through a single -source procurement with 1200 Degrees (the parent of Darch Fire). The use of a single -source procurement is allowed under the Purchasing By-law and is being recommended in this instance due to the specifications identified by the CEFS and there only being one company which produces a vehicle meeting these specifications. 1. Background 1.1 At the September 11, 2023 General Government Committee Meeting, Report FSD-034- 23 was submitted for Committee's consideration. 1.2 The report requested, among other things, that the additional $700,000 from the Fire Equipment Reserve Fund required to procure the replacement of Aerial 11, be approved from the Fire Equipment Reserve Fund and that the Deputy CAO/Treasurer be directed to contribute any proceeds from the trade-in of Aerial 11 back to the Reserve Fund. 1.3 As a follow-up to the above -noted report, staff have advised that the quotation received for the replacement of Aerial 11 is valid for 30 days and will expire on September 29, 2023. 1.4 The quotation was received from 1200 Degrees, a member of the Canoe Procurement Group of Canada partnering with AMO. 1200 Degrees (the parent company of Darch Fire) is the sole supplier of an aerial truck that meets the Clarington Fire Department specification requirements. 1.5 The specifications for the aerial fire truck were prepared by the Emergency Services Department and included several mandatory requirements, including a `Scissor jack' system with an 11-foot footprint providing the ability to level all four corners of the truck on all levels of topography. This feature ensures firefighters are able to work on a level surface under any condition. The truck also requires an aluminum ladder which makes it easier to perform inspections and see a defect, with much less ladder deflection when extended fully, ensuring that all health and safety aspects are met. Additionally, the truck requires a traditional spool valve hydraulic control which is far more robust than electric and will reduce the overall downtime of the truck. Lastly, the truck must be able to carry 500 gallons of water to meet the emergency needs of the Municipality. 1.6 The quote was received on the deadline for the GGC meeting. Subsequent to the publication of the agenda, Staff completed the due diligence to ensure that the quote Municipality of Clarington Report FSD-037-23 Page 3 met the required specifications and that there were no other companies that could provide the required vehicle. Based on the above unique specifications, the recommendation is to award a single source contract to 1200 Degrees for one aerial fire truck. 2. Financial Considerations 2.1 Report FSD-034-23 provided the financial implications for the procurement of this vehicle. As the vendor is the only vendor which produces this vehicle, and we have an existing quote, it makes sense at this time to lock in the price of the vehicle before any more escalation of price. 3. Concurrence This report has been reviewed by the Director of Emergency Services/Fire Chief who concurs with the recommendations. 4. Conclusion It is respectfully recommended that Council approve the award of a single source procurement to 1200 Degrees for the replacement of Aerial 11. Staff Contact: Trevor Pinn, CPA, CA, Deputy CAO/Treasurer, 905-623-3379 ext. 2602 or tpinn@clarington.net. Attachments: Not Applicable Interested Parties: There are no interested parties to be notified of Council's decision.