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Staff Report
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Report To: General Government Committee
Date of Meeting: February 3, 2025 Report Number: FSD-004-25
Authored By: Mandy Chong, Manager, Procurement
Submitted By: Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology
Reviewed By: Rob Maciver, Deputy CAO/Solicitor
By-law Number: Resolution Number:
File Number: CL2024-42
Report Subject: Supply and Delivery of Three Tractor Mowers
Recommendations:
1. That Report FSD-004-25, and any related delegations or communication items, be
received;
2. That Green Tractors Inc. with a bid amount of $1,090,874.25 (Net HST) being the
low, compliant bidder meeting all terms, conditions and specifications of CL2024 -42
be awarded the contract for the supply and delivery of three tractor mowers;
3. That the total estimated funds required for this project in the amount of
$1,094,374.25 (Net HST) include $1,090,874.25 (Net HST) for three tractor mowers,
and other costs such as licensing, radios, GPS units and Clarington decal lettering
and striping in the amount of $3,500.00 (Net HST) be funded by the Municipality as
provided.
Description Account Number Amount
Fleet Replace -Roads - 2024 budget 110-36-388-83642-7401 $552,750
Additional Funds - Operations Equipment RF 110-36-388-83642-7401 197,394
New Equip-Roads - 2024 budget 110-36-388-83643-7401 266,325
Additional Funds - Roads & Related DC 110-36-388-83643-7401 77,905
4. That all interested parties listed in Report FSD-004-25, and any delegations be
advised of Council’s decision.
Municipality of Clarington Page 2
Report FSD-004-25
Report Overview
To request authorization from Council to award CL2024-42 for the supply and delivery of
three tractor mowers.
1. Background
1.1 This report is requesting Council approval for an award that exceeds the approved
budget by 10% in accordance with the Procurement By-law 2024-052, Section 65.
1.2 Tender specifications for the Supply and Delivery of Three Tractor Mowers were
prepared by the Public Works Division and provided to the Procurement Services
Division. The tender specified that two tractors were to have a side mower and one
tractor was to have a boom mower.
1.3 Tender CL2024-42 was issued by the Procurement Services Division and advertised
electronically on the Municipality’s website.
1.4 Eleven plan takers downloaded the tender document.
1.5 The tender closed on December 23, 2024.
2. Analysis
2.1 Three bids were received in response to the tender call.
2.2 The bids were reviewed and tabulated by the Procurement Services Division (see
Attachment 1) and deemed compliant. All bids received were over budget. The results
were forwarded to the Public Works Division for their review and consideration.
2.3 The Public Works Division requires the three new tractor mowers as soon as possible,
two are replacement units and one is new. The tractor mowers that are currently in use
are from 2012 and 2013 and are past their ten-year life cycle, with significant repairs
and subsequent downtime. The new tractor mower is associated with a new Heavy
Equipment Operator position. The tractors mowers are required for roadside mowing
which reduces and eliminates tree and bush growth along the road allowance that may
cause traffic site line issues, create drip lines causing damage to the road surface, as
well as maintain good visibility that is paramount during ditch maintenance operations.
2.4 After review and analysis by the Public Works Division and the Procurement Services
Division, it was mutually agreed that the low-compliant bidder, Green Tractors Inc., be
Municipality of Clarington Page 3
Report FSD-004-25
recommended for the award of tender CL2024-42 for the supply and delivery of three
tractor mowers.
2.5 Green Tractors Inc. has satisfactorily provided similar equipment to the Municipality of
Clarington in the past and references did not need to be checked.
3. Financial Considerations
3.1 The cost of the three tractor exceeds the allocated budget by $275,299.25 (Net HST).
The additional funds required to complete this project will be funded from the
Operations Equipment Reserve Fund and the Roads & Related DC Reserve Fund.
3.2 The total estimated funds required for this project in the amount of $1,094,374.25 (Net
HST) include $1,090,874.25 (Net HST Rebate) for tractor costs and other costs such as
licensing, radios, GPS units, and Clarington decal lettering and striping in the amount of
$3,500.00 (Net HST Rebate) and will be funded by the Municipality as follows:
Description Account Number Amount
Fleet Replace-Roads - 2024 budget 110-36-388-83642-7401 $552,750
Additional Funds - Operations Equipment RF 110-36-388-83642-7401 197,394
New Equip-Roads - 2024 budget 110-36-388-83643-7401 266,325
Additional Funds - Roads & Related DC 110-36-388-83643-7401 77,905
3.3 Queries with respect to the department needs should be referred to the Director of
Public Works.
4. Strategic Plan
Not applicable.
5. Climate Change
Electric or hybrid tractor mowers that meet the Municipality’s specification requirements
are not available on the market.
Municipality of Clarington Page 4
Report FSD-004-25
6. Concurrence
This report has been reviewed by the Deputy CAO, Public Services and the Director of
Public Works who concur with the recommendations.
7. Conclusion
It is respectfully recommended that Green Tractors Inc., being the lowest compliant
bidder, be awarded the contract for Supply and Delivery of Three Tractor Mowers in
accordance with the terms and conditions of CL2024-42.
Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 Ext 2209 or
mchong@clarington.net.
Attachments:
Attachment 1 – Bid Summary
Interested Parties:
List of Interested Parties available from Department.
Municipality of Clarington Page 5
Report FSD-004-25
Attachment 1 to Report FSD-004-25
Municipality of Clarington
Summary of Bid Results
Tender CL2024-42
Supply and Delivery of Three Tractor Mowers
Bidder Total Bid
(Including HST)
Total Bid
(Net HST Rebate)
Green Tractors Inc. $1,211,367.83 $1,090,874.25
Equipment Ontario Inc 1,219,896.02 1,098,554.15
Bob Mark New Holland 1,253,478.49 1,128,796.20