Item - 2021.BA152.5

The Bid Award Panel adopted the following:

1.  Bid Award Panel grant authority to award the contract in accordance with the Contract Details set out in the report ( August 31, 2021) from the Chief Procurement Officer:

Solicitation Number:

Sourcewell Request for Proposal Number 031121-DAC

Description:

After reviewing the Sourcewell Request for Proposal and Contract, Fleet Services will piggyback on the Sourcewell Contract with Deere and Company and issue a purchase order to their local dealer, Green Tractors Inc., for non-exclusive supply and delivery of Thirty-Two (32) various mowers and utility vehicles with related accessories and attachments, with option to purchase additional Thirty-Two (32) units in 2022, Forty-One (41) units in 2023, Forty-Four (44) units in 2024, pending budget availability.

Should the option year renewal be extended by Sourcewell for the final year, Fleet Services may purchase Sixty-One (61) units in 2025. The term of this contract is for Four (4) year with the option to extend for one (1) additional one-year term under the same terms and conditions from date of award to April 30, 2026.

Recommended Supplier:

Green Tractors Inc.

Initial Contract Award Value (2021 - April 30, 2022)

$864,902 net of all applicable taxes and charges

$977,339 including all applicable taxes and charges  

$880,124 net of HST recoveries

Potential Ensuing Term Contract Award Value (May 1, 2022 - April 30, 2025)

$2,740,417 net of all applicable taxes and charges

$3,096,671 including all applicable taxes and charges  

$2,788,648 net of HST recoveries

Potential Optional Year Award Value (May 1, 2025 - April 30, 2026)

$1,349,106 net of all applicable taxes and charges

$1,524,490 including all applicable taxes and charges  

$1,372,850 net of HST recoveries

Total Potential Contract Award Value (2021 - April 30, 2026)

$4,954,425 net of all applicable taxes and charges

$5,598,500 including all applicable taxes and charges  

$5,041,623 net of HST recoveries

The total potential contract award identified in this report for the full term including one optional term is $4,954,425 net of all taxes, and $5,598,500 including all applicable taxes and charges. The total potential cost to the City including optional term is $5,041,623 net of HST recoveries.

Contract is expected to start from date of award and expire on April 30, 2025. This contract may be extended for a fifth year at discretion of the Sourcewell to April 30, 2026.

Solicitation Issued: January 19, 2021    Solicitation Closed: March 11, 2021

Number of Addenda Issued: Eleven (11)

Number of Bids: Forty-Two (42)