TOWNSHIP OF ESQUIMALT STAFF REPORT
MEETING DATE: December 16, 2024 Report No. EPW-24-028
TO: Council
FROM: Joel Clary, Director of Engineering & Public Works
SUBJECT: Street Sweeper - Contract Award
RECOMMENDATION:
Recommendation
That Council award a contract to Cubex Ltd. In the amount of $354,028.76 for a street sweeper, as described in Staff Report EPW-24-028.
Body
EXECUTIVE SUMMARY:
The purpose of this report is to award a contract for a street sweeper to replace the current street sweeper that is nearing end of life. The cost of the new street sweeper of $354,028.76 (excluding GST) is within the budget of $500,000.
BACKGROUND:
The Township has one full-sized street sweeper and one recently procured compact sweeper intended for bike lanes. The full-sized street sweeper was purchased in 2009 and scheduled for replacement in 2024 after reaching the planned 15-years of useful life. A budget of $500,000 in 2024 was included in the 2024-2028 Financial Plan for replacing the street sweeper.
The Fleet Electrification Plan that was presented to Council at the July 15, 2024 Committee of the Whole meeting, recommends to replace the sweeper with an internal combustion vehicle as electric vehicle (EV) technology and reliability for sweepers are not suitable for Esquimalt’s service requirements at this time. The Fleet Electrification Plan recommends the sweeper be replaced in 2025 instead of 2024 as it factors in procurement time. The Fleet Electrification Plan is based off recommendations from the Township’s mechanic.
In Fall 2024, staff sought bids on street sweepers that meet the Township’s needs using Canoe Procurement Group (Canoe). This group is a joint purchasing group that provides procurement services using preferred rates from prequalified vendors. In November 2023, the Township’s Purchasing and Disposal Bylaw was updated to permit the use of Canoe (see FIN-23-013 from the November 6th Council meeting). Through Canoe, the Township received a bid from Cubex Ltd. for a street sweeper that met staff’s requirements. The cost of the bid is $354,028.76 (excluding GST).
ANALYSIS:
Staff recommend procuring the street sweeper from Cubex Ltd. The sweeper is a Ravo 5, which is a larger model than the Ravo 2 that was procured for bike lanes. Staff are satisfied with the performance and feel it is superior to the current sweeper. Delaying the procurement risks the current sweeper reaching the end of life and being without a sweeper while a new sweeper is procured. The expected timeline for delivery is 4-5 months after the time of order.
Environmental Impact:
Electric street sweepers are available, but procurement in Canada is very limited. The Fleet Electrification Plan recommends procuring an electric sweeper during the next replacement cycle in 12-15 years.
Street sweepers reduce environmental impact by cleaning road surfaces and catch basins to minimize material entering waterways through the storm sewer network.
OPTIONS:
1. That Council award a contract to Cubex Ltd. In the amount of $354,028.76 for a street sweeper, as described in Staff Report EPW-24-028.
2. That Council provide alternative direction to staff.
3. That Council request further information from staff.
COUNCIL PRIORITY:
Climate Resilience & Environmental Stewardship
Good Governance & Organizational Excellence
FINANCIAL IMPACT:
The cost of the equipment excluding GST of $354,028.76 is within the approved budget in the 2024-2028 Financial Plan of $500,000.
COMMUNICATIONS/ENGAGEMENT:
No community engagement has been completed for this procurement.
TIMELINES & NEXT STEPS:
Once the street sweeper is ordered, it is expected to take 4-5 months before final delivery.
REPORT REVIEWED BY:
1. Kristi Bilodeau, Acting Director of Finance, Reviewed
2. Deb Hopkins, Director of Corporate Services, Reviewed
3. Dan Horan, Chief Administrative Officer, Concurrence
LIST OF ATTACHMENTS:
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