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Staff Report
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Report To: General Government Committee
Date of Meeting: December 4, 2023 Report Number: FSD-042-23
Submitted By: Trevor Pinn, Deputy CAO/Treasurer
Reviewed By: Mary -Anne Dempster, CAO Resolution#:GG-205-23
File Number: CL2023-37 By-law Number:
Report Subject: Supply and Delivery of One Grader
Recommendations:
1. That Report FSD-042-23, and any related delegations or communication items, be
received;
2. That Toromont Cat with a bid amount of $546,746.30 (Net HST Rebate) being the
lowest bidder meeting all terms, conditions and specifications of CL2023-37 be
awarded the contract for the Supply and Delivery of One Grader;
3. That the total estimated funds required for this project in the amount of $549,750
(Net HST Rebate) include $546,746.30 (Net HST Rebate) for the grader and other
costs such as radios, GIPS units, Clarington decal lettering and striping in the
amount of $3,000 (Net HST Rebate) be funded by the Municipality as follows:
Description
Account Number
Amount
Fleet Replacement Roads - (2023)
110-36-388-83642-7401
$549,750
4. That all interested parties listed in Report FSD-042-23 and any delegations be
advised of Council's decision.
Municipality of Clarington
Report FSD-042-23
Report Overview
Page 2
To request authorization from Council to award CL2023-37 for the supply and delivery of one
Grader.
1. Background
1.1 Tender specifications for the Supply and Delivery of One Grader were prepared by the
Public Works Department and provided to the Purchasing Services Division.
1.2 Tender CL2023-37 was issued by the Purchasing Services Division and advertised
electronically on the Municipality's website.
2. Analysis
2.1 Six plan takers downloaded the tender document.
2.2 The tender closed on October 13, 2023.
2.3 Three bids were received in response to the tender call.
2.4 Of the three companies that downloaded the tender document but chose not to submit
pricing:
• One company did not manufacture or supply the commodity;
• Two companies did not respond to our request for information.
2.5 The bids were reviewed and tabulated by the Purchasing Services Division (see
Attachment 1) and one bid was deemed non -compliant. The results were forwarded to
the Public Works Department for their review and consideration.
2.6 After review and analysis by the Public Works Department and the Purchasing Services
Division, it was mutually agreed that the low, compliant bidder, Toromont Cat be
recommended for award of tender CL2023-37
2.7 Toromont Cat has satisfactorily supplied similar equipment to the Municipality of
Clarington in the past and references did not need to be checked.
3. Financial Considerations
3.1 The total estimated cost for the grader and other associated costs is within the allocated
budget. The bid included a trade-in credit in the amount of $111,936 (Net HST Rebate).