HomeMy WebLinkAboutOctober 15, 2026 - Council - AddendumTHE CORPORATION OF THE MUNICIPALITY OF BAYHAM COUNCIL MEETING ADDENDUM Thursday, October 15, 2026 at 7:00 p.m.
11. PHYSICAL SERVICES – EMERGENCY SERVICES
11.1 Correspondence
11.1.1 Receive for Information
A. Lorne James, Treasurer re Notice to Community - Build Communities Strong (BCSF)
Local Impact Stream
11.1.2 Requiring Action
11.2 Reports to Council
11.2 A. Report PS-15/26 by Steve Adams, Manager of Public Works|Drainage re Sole Source – Capital Item PR-05 & 08 – Port Burwell And Straffordville Ball Diamond
Lights Procurement
Municipality of BAYHAM
A: P.O. Box 160, 56169 Heritage Line
Straffordville, ON N0J 1Y0
T: 519-866-5521
F: 519-866-3884
E: bayham@bayham.on.ca
W: www.bayham.on.ca
October 14, 2026
Re: Build Communities Strong Fund (BCSF) Local Impact Stream Dear Community, The Municipality of Bayham has received notice of a successful application for funding from
FedDev Ontario for Straffordville Community Centre project activities including the current rehabilitation and expansion of the SCC buildings, public park space and ball diamond light replacements. A formal announcement will be made following the signing of the contribution agreement
• Project ID: 1020512,
• Approved Funding: Up to $743,664 non-repayable contribution.
Should you require more information or have any questions, please do not hesitate to contact
our office.
Yours truly,
Lorne James CPA, CA Treasurer
REPORT
PHYSICAL SERVICES
TO: Mayor & Members of Council
FROM: Steve Adams, Manager of Public Works I Drainage Superintendent
DATE: October 15, 2026
REPORT: PS-15/26 SUBJECT: SOLE SOURCE – CAPITAL ITEM PR-05 & 08 – PORT BURWELL AND
STRAFFORDVILLE BALL DIAMOND LIGHTS PROCUREMENT
BACKGROUND
At its November 4, 2025 Special meeting, Council received Report TR-19/25 re 2026-2035
Capital Budget - Draft. The draft 2026-2035 Capital Budget included Capital Item No. PR-05 And PR-08 –Port Burwell and Straffordville Ball Diamond Lights – with a total budget of $450,000 budgeted amount for 2026 and 2027. Council passed the following motion in part:
Report TR-19/25 by Lorne James, Treasurer re 2026-2035 Capital Budget – Draft
Moved by: Councillor Emerson Seconded by: Councillor Chilcott THAT Report TR-19/25 re 2026-2035 Capital Budget - Draft be received for information; Current funding for the two projects is allocated within the budget as follows:
PR -05 2026 Port Burwell Ball Diamond Lights
o $135,000 from Parkland Reserve
o $65,000 from Tax Levy
PR -08 2027 Straffordville Ball Diamond Lights
o $ 175,000 Grant Funding
o $ 75,000 Tax Levy
DISCUSSION
As part of the 2026 capital planning process, staff identified two opportunities to apply for provincial and federal grant funding for the ball diamond lighting projects in Port Burwell and
Straffordville.
At the time, staff elected to hold off on proceeding with the procurement of the Port Burwell lighting project until the Municipality received confirmation as to whether grant funding would be
available. If successful, the grant funding would provide an opportunity to complete the lighting improvements at both ball diamonds through external funding, while also providing the potential to achieve cost savings by completing both projects together.
Following notification that funding would not be provided through the Ontario Trillium Foundation (OTF) grant stream, a provincial funding program of the Government of Ontario, staff continued to explore other funding opportunities to support the proposed ball diamond lighting
improvements. Staff subsequently identified the Building Communities Strong Fund – Local Impact Stream, a Government of Canada funding program administered through FedDev Ontario, and applied based on the quoted project cost of $285,000 for the ball diamond lighting improvements.
Staff have received notification that the Municipality was successful in its application and has been awarded the full $285,000 requested for the ball diamond lighting project. This funding forms part of the total $743,664 in grant funding secured by the Municipality.
The successful grant application provides an opportunity to proceed with the proposed ball diamond lighting improvements while significantly reducing the amount required to be funded through the Municipality's capital budget.
Each diamond has been quoted separately with nearly the same functions for both diamonds.
Part of the cost includes approx. numbers based on quotes. Which include the following approx.. costings.
Port Burwell Ball Diamond
• Removal of existing light standards and concrete bases — $20,000
• Geotechnical investigation — $6,500
• Installation of StressCrete poles, brackets and fixtures — $154,896
• Installation of new underground cable — $10,000
• Landscaping — $5,000
Total: $196,396
Straffordville Ball Diamond
• Removal of existing light standards and concrete bases — $55,000
• Geotechnical investigation — $11,500
• Installation of StressCrete poles, brackets and fixtures — $169,528
• Installation of new underground cable — $10,000
• Installation of new hydro/lighting panel — $12,000
• Landscaping — $25,000
Total: $283,028
Combined Project Cost: $479,424
*If the lighting systems for both ball diamonds are procured together, an additional $16,000 savings would be realized from the contracted price.
Sole Source Procurement
Since receiving confirmation of the grant funding, staff would like to bring forward the opportunity to sole source the ball diamond lighting systems to Lande Associates Inc. this would
be in partnership with Spartan Sport Lighting.
To remain compliant with the funding requirements, the grant funding must be utilized, the project completed, and all required reporting submitted by March 31, 2027. Staff have concerns that proceeding through a traditional tender process may not provide sufficient time to complete the procurement process, purchase the equipment, complete the installation, and satisfy all reporting requirements within the required timeframe.
Staff are therefore seeking Council's consideration of sole sourcing the ball diamond lighting systems to Lande Associates Inc. This would allow the Municipality to proceed with the purchase in a timely manner and provide greater certainty that the grant funding can be utilized within the required timeframe.
Staff also have confirmed pricing since the two quotations received as part of the ball diamond
grant funding process. Proceeding with the current quoted pricing would provide the Municipality with certainty regarding the cost of the two projects. If staff were to proceed with a competitive tender process, there is a potential that current market conditions and pricing could result in significantly higher bids than the pricing currently provided. There is also no guarantee that a competitive procurement process would result in pricing below the current quotations.
Alternatively, staff could ‘Sole Source’ the Straffordville Ball Diamond lighting system through
the grant funding and proceed with a competitive procurement process for the Port Burwell Ball Diamond lighting system. This option would provide greater transparency through a competitive procurement process for the Port Burwell project while still allowing the Municipality to secure the grant funding for the Straffordville project.
However, proceeding with the two projects separately would result in the Municipality losing the opportunity to realize approximately $16,000 in savings that can be achieved by procuring the lighting systems for both ball diamonds together. It could also expose the Municipality to potentially higher pricing for the Port Burwell project through a separate procurement process.
Sections 8.35 to 8.37 of the Municipality's Procurement Policy outline the criteria and circumstances under which a sole source purchase may be considered. In particular, Section 8.35(h) provides that Council may sole source:
"in any situation where the Council of the Corporation of the Municipality of Bayham deems it
appropriate."
Based on the funding deadline, the confirmed pricing currently available, the potential for
increased market pricing through a competitive procurement process, and the approximately $16,000 in savings associated with procuring both projects together, staff are bringing this matter forward to Council for consideration and direction.
STRATEGIC PLAN
3.1: Quality of Governance > To undertake strategies and technology and knowledge capital investments that continuously improve a service-oriented governance
approach in Bayham. Initiative(s): Not applicable 3.2: Quality of Governance > To continually demonstrate financial responsibility to the community. Initiative(s): Not applicable RECOMMENDATION
1. THAT Report PS-15/26 re Sole Source – Capital Item PR 05 & 08 – Port Burwell and Straffordville Ball Diamond Lights be received for information; 2. AND THAT AND THAT Council accepts Lande Associates Inc. for the procurement and installation of the Port Burwell and Straffordville Ball Diamond Lights for a quoted price
of $324,424.00 + applicable HST;
Respectfully Submitted by: Reviewed by: Steve Adams Cindy Howard Manager of Public Works/Drainage Superintendent Interim Chief Administrative Officer