ADMINISTRATIVE REPORT

Date: March 28, 2002
Author/Local: G. Papove

RTS Number: 2609

CC File No. 1805

Council: April 23, 2002

TO:	Vancouver City Council
FROM:	General Manager of Engineering Services Manager of Materials Management
SUBJECT:	Award of Tender No. PS01055 Supply and Delivery of 4 WD Utility Turf Tractors

RECOMMENDATION

THAT Council accept the low bid representing best value from Greenline Golf & Turf Equipment Ltd. for nine (9) John Deere Model 5220 Utility Turf Tractors at a total cost of $346,316.49 plus the Provincial Sales Tax, the 7% Goods and Service Tax (less any municipal rebate received), and the Provincial Environmental Levy, subject to a contract satisfactory to the Director of Legal Services.

COUNCIL POLICY

The policy of Council is to award contracts for the purchase of equipment, supplies, and services that will give the highest values based on quality, service and price.

Contracts with a value over $300,000 are referred to Council.

DISCUSSION

Tenders for the above were opened on December 5, 2001 and referred to the General Managers of Engineering Services and Materials Management for report. The Provincial Sales Tax, the 7% Goods and Services Tax (less any municipal rebate received) and the Provincial Environmental Levy are in addition to all pricing shown in this report. This tender was advertised in a local newspaper as well as on the internet.

This tender called for prices for nine (9) utility turf tractors to replace nine tractors in the Park Board that are beyond their economic life.

Six bids were received with unit base prices ranging $33,690.00 to $40,774.00 as shown in the table below.

Bid #	Vendor	Unit Base Price
1	Greenline Golf & Turf	$33,690.00
2	Avenue Machinery	$35,900.00
3	Douglas Lake Equipment	$36,792.00
4	Friesen Equipment	$36,914.00
5	Rollins Machinery	$37,067.00
6	Valley Equipment	$40,774.00

The low bid meets specifications, is acceptable and recommended. Including options, Greenline Golf and Turf remains the low bid.

FINANCIAL IMPLICATIONS

The existing units are scheduled to be replaced in 2002 and included in the 2001-2002 Replacement Program. The total replacement budget is $504,000.00. The total tender price of $346,316.49 is within the anticipated replacement budget. Funds for the purchase of these units are provided from the Truck and Equipment Plant Account.

CONCLUSION

Accordingly, we recommend acceptance of the low bid meeting specifications from Greenline Golf & Turf Equipment Ltd. at a total cost of $346,316.49 ($33,690.00 each plus $605.00 each for nine optional air seats, plus $5,110.00 each for five optional loaders, $2,000.00 each for five optional shuttle-shift transmissions, plus $175 each for five optional grille guards, and $1,236.49 for one optional wheel and tire set).

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(c) 1998 City of Vancouver