Written By David Gomez, Local Journalism Initiative Reporter
ADELAIDE METCALFE - Council approved two staff reports during its March 3rd meeting: an update to the township’s procurement policy and the awarding of a contract for single surface treatment on Scotchmere Drive and Napier Road. Both items were presented with a focus on efficiency, transparency, and cost management.
The updated procurement policy was introduced by CAO Morgan Calvert and Procurement Services Manager Josh White from Middlesex County. Calvert explained that the document was extensive but in line with municipal best practices. White elaborated on the importance of the policy update, stating that it provides township staff with clearer purchasing guidelines while ensuring compliance with various trade agreements and legal requirements. He noted that while the thresholds for approval remain largely the same, amendments have been made, particularly in areas such as vehicle purchases and supplier evaluation processes.
Councillor Garett Kingma raised concerns about the complexity of procurement processes and whether prospective suppliers might find them overwhelming. White assured council that the township’s procurement procedures remain transparent and accessible, with clear instructions on requirements for submissions. “As it pertains to our bid documents that the suppliers ultimately see, there’s really very little change whatsoever. If anything, it’s more transparent and easier to follow,” he explained. Calvert reinforced this point, stating that the township’s responsibility is to balance legal protections with accessible procurement processes. “Our job is to take this procurement policy… it protects us from a legal perspective, but it allows us to create procurement processes that really match what we’re looking for,” he said.
Following the discussion, council approved the updated procurement policy, with Councillor Kingma moving the motion and Councillor Noordhof seconding it.
Council then reviewed the tender results for the application of single surface treatment on Scotchmere Drive and Napier Road. Public Works Manager Coulter Cahill presented the report, outlining the bidding process and final cost estimates. “This tender for the application of single surface treatment was posted through the online platform of bids and tenders with support from our Middlesex County procurement team. This tender closed on February 13. We did receive three bids,” Cahill stated.
Walker Construction Limited submitted the lowest bid of $299,520 plus HST, securing the contract. However, Cahill noted that the cost exceeded the approved budget of $288,400 by $11,120 before HST, with additional material costs bringing the total overage to $15,120 plus HST. “It is recommended that the overage for these projects be funded through the lifecycle management reserve fund, with efforts to identify cost savings in other capital projects to offset the difference,” he said.
Council accepted the recommendation without further discussion and approved the contract award to Walker Construction Limited. Councillor MacKinnon moved the motion, which was seconded by Councillor Kingma, and council voted unanimously in favour.
With these approvals, Adelaide Metcalfe moves forward with an updated procurement framework designed to enhance transparency and efficiency, while also advancing scheduled road maintenance projects that support infrastructure upkeep within the township.
