Issue Date:       Monday, April 20, 2026

Closing Date:    Friday, May 1, 2026, 12:00PM EST

Contact:            Alex Patterson

Director of Community Services and Tourism

Municipality of Wawa

40 Broadway Avenue

PO Box 500

 Wawa, ON   P0S 1K0

Telephone         705-856-2244 Ext. 242

Email                 apatterson@wawa.cc

Table of Contents

Part 1 – Invitation and Submission Instructions. 1

1.1       Invitation to Bid. 1

1.1.1       Scope of Work. 1

1.2       RFT Contact 1

1.3       RFT Schedule. 1

1.4       Submission Requirements 2

1.4.1       Proposal Format 2

1.4.2       Specifications 3

1.4.3       No Incorporation by Reference. 3

1.4.4       RFT Information and Addenda. 3

1.5       Accessibility. 4

1.6       Equal Opportunity. 4

1.7       Sustainability. 4

1.8       Suppliers Obligations Respecting Safety. 4

Part 2 – Proposal Evaluation and Award. 6

2.1       Proposal Review. 6

2.2       Proposal Evaluation. 6

2.3       Notice for Schedule of Unit Prices 7

2.4       Equipment Warranty. 7

2.4.1       Extended Warranty. 7

2.5       Conflict of Interest 7

2.6       Supplier Notification and Debriefing. 7

2.6.1       Selection of Supplier 7

2.6.2       Notification to Other Suppliers 8

2.7       Payment 8

2.8       Termination of Contract 8

2.9       No Guarantee of Exclusivity of Contract 8

2.10        Confidential Information. 8

2.11        Prohibited Conduct 8

Part 3 – Indemnification, Hold Harmless and Insurance Requirements. 9

Part 4 – Equipment Particulars. 10

4.1       Delivery. 10

4.2       Manuals 10

4.3       Equipment Training. 10

4.4       Equipment Inspection. 10

4.5       Equipment Specifications 10

Part 1 – Invitation and Submission Instructions

1. Invitation to Bid

The Corporation of the Municipality of Wawa (Municipality) has issued this Request for Tender (RFT) as an invitation to prospective Equipment Suppliers (Suppliers) to supply and deliver one (1) mid sized all purpose tractor, and attachments.

1. Scope of Work

The following is a high-level outline of the general scope of this tender:

1. Comprehensive list of equipment included with specifications;
2. Detailed itemized costing on optional equipment and items;
3. Provide warranty information; and
4. Identify recommended alternatives with separate itemized costs, and provide specifications and warranty for alternatives.

Specifications outlined on the specifications form are meant to be interpreted as a guide. Suppliers are to indicate any deviations from the specifications on the specifications form or within the proposal description of the recommended alternative. The Municipality has a preference for a mid-size L6070 Premium Cab Kubota Tractor , but will consider other mid-size wheel loader makes and models with similar or equivalent specifications.

2. RFT Contact

To contact the Municipality to ask questions about the RFT, Suppliers shall initiate contact with the staff member electronically:

Alex Patterson – Director of Community Services and Tourism
Email: apatterson@wawa.cc

3. RFT Schedule

The RFT Schedule is tentative and may be revised by the Municipality at any time. The Contract arising out of this RFT will begin immediately upon signing the equipment purchase order. Supplier shall indicate in their proposal the expected delivery date of the equipment. If the Municipality does not receive the equipment by the proposed delivery date, the Municipality may cancel the order with thirty (30) days written notice.

4. Submission Requirements

The Municipality of Wawa will only consider proposals received electronically (PDF format) through email.

Proposals will not be accepted through other methods of submission. It is the Supplier’s responsibility to ensure that all documents are not corrupted, defective, or blank, and can be opened by the Municipality. If the proposal cannot be opened by the Municipality, or the file is corrupted or defective, the proposal shall be rejected.

The deadline for the submission of a Proposal is Friday, May 1, 2026 at 12:00PM EST. The timing of submission will be based on when the proposal is received by email, not when the proposal is submitted by the Supplier. The Municipality encourages Suppliers to allow for sufficient to upload their Proposal documents to ensure submissions are received on time.

Proposals received after 12:00PM, Friday, May 1, 2026, will not be accepted.

All costs associated with the requirements herein shall be borne by the Supplier.

2. Proposal Format

The Supplier’s proposal shall include a clear outline, including the general items listed below, and may also include value-added considerations based on the Supplier’s understanding of the Tender.

All proposals are to be in English only.

Proposal Requirements
The Proposal shall consider the following requirements:

1. Title Page
   1. The cover letter is to be signed by an officer of the company authorized to execute a contract with the Municipality.
2. Table of Contents
3. Irrevocable Offer
   A. An irrevocable offer shall be submitted in the proposal package. The irrevocable period shall be open to acceptance by the Municipality for a period of thirty (30) days from the closing date for the receipt of tenders.
4.  Equipment Specifications
   1. The Supplier shall include the detailed specifications of each equipment component outlined in Part 4; and
   2. Provide a complete set of the Manufacturer’s Specifications for all equipment identified in the proposal, specifications are to include detailed dimensional and technical specifications not sales literature.
5. Recommended Alternatives
6. Provide information for recommended alternatives with separate itemized costing as required; and
7. Provide specifications and costing for alternative attachments or items as required.
8. Warranty Information
   1. Provide warranty and extended warranty information, including costs for all proposed equipment and their alternatives.
9. References
   1. Provide references for two (2) customers for equipment with similar specifications.
10. Schedule
11. Detailed schedule indicating the timeline that equipment can be delivered.
12. Schedule shall be provided in Gantt chart format. Schedule shall highlight the proposed critical path for equipment delivery, including start and finish dates for tasks, key deliverables, and meetings.
13. Schedule of Unit Prices
    1. The Schedule of Unit Prices is to be submitted separately from the Proposal.

       1.  Specifications

While the following specifications outlined in Part 4 are specific with respect to the detailed requirements, the Municipality recognizes that product development activity may have led to the availability of innovations in certain areas that, if incorporated in the units, would improve operation. Suppliers are encouraged to submit such changes as alternate proposals, which may be included with a Proposal that complying with the original specifications. Acceptance of proposed alternative equipment will be at the sole discretion of the Municipality.

3. No Incorporation by Reference 

The Supplier’s proposal shall be submitted in a fixed form. References to documents or websites in the proposal that are not attached to the proposal will not be considered.

4. RFT Information and Addenda

Data provided in this RFT or issued by addenda are estimates meant to allow Suppliers to understand the scale and scope of the Project deliverables. The Municipality of Wawa make no guarantees as to the accuracy of the information provided. The Supplier shall be responsible for assembling the information required to prepare a proposal in response to this RFT.

The Municipality reserves the right to issue addenda at any time prior to the RFT closing for any reason. No addenda will be issued within 48-hours of the closing date, with the exception of extending or cancelling the RFT. All new information relating to this RFT shall be communicated to all Suppliers by addenda posted on through the Bidding System. Suppliers are responsible for obtaining all new information issued by addenda by the Municipality. 

If a Supplier submits their proposal prior to addenda being issued, the Supplier may withdraw their proposal submission and re-submit their proposals acknowledging the addenda.

5. Accessibility

The Municipality is committed to and working toward ensuring municipal services are accessible to all. We strive to meet or exceed the standards set by the Accessibility for Ontarians with Disabilities Act (“AODA”) which are rules established by the Province to help businesses and organizations identify, remove and prevent barriers to accessibility. The AODA requires accessibility of goods, services, facilities, accommodations, employment as well as information and communication.

All information and communication provided to the Municipality as par of the Water and Wastewater Rate Study and Financial Plan shall be provided in AODA format.

6. Equal Opportunity

The Municipality is an equal opportunity employer and requires all Suppliers to comply with policies and regulations concerning equal opportunity. The Supplier, in the performance of this contract, agrees not to discriminate in its employment due to an employee’s or applicant’s race, religion, national origin, ancestry, gender, sexual preference, age, physical handicap or any other characteristic protected by law.

7. Sustainability

The Municipality recognizes that being sustainable is a responsibility of the Municipality essential to long-term economic prosperity, the social well-being of its residents and protecting environmental capacity and can only occur through community engagement and involvement.

8. Suppliers Obligations Respecting Safety

The Supplier acknowledges that it has read and understood the Occupational Health and Safety Act, R.S.O. 1990, c.0.1 as amended.

The Supplier covenants and agrees to observe strictly and faithfully the provisions of the said Occupational Health and Safety Act and all regulations and rules promulgated thereunder.

The Supplier agrees to indemnify and save the Owner harmless for civil damages arising from any breach or breaches of the said Occupational Health and Safety Act.

The Supplier acknowledges their responsibility for the enforcement of the said Occupational Health and Safety Act to ensure compliance therewith.

The Supplier further acknowledges and agrees that any breach or breaches of the Occupational Health and Safety Act whether by the Supplier or any of its Sub-Suppliers may result in the immediate termination of this any Contract with the Owner and the forfeiture of all sums owing to the Supplier by the Owner.

The Supplier agrees that any civil damages that may be assessed against the Owner by reason of a breach or breaches of the Occupational Health and Safety Act by the Supplier or any of its Sub-Contractors will entitle the Owner to set off the civil damages to be assessed against any monies that the Owner from time to time owe the Supplier under this Contract or under any other Contract whatsoever.

Part 2 – Proposal Evaluation and Award

1. Proposal Review

The selection of a Supplier will be based upon a qualitative and quantitative review of the Proposals submitted. Municipal Staff may request additional clarifying information from any or all Suppliers that submit a Proposal during the review process. Municipal Staff will evaluate the responses to this RFT. Following the review, a recommendation will be made to the Council on the selection of the Supplier determined to provide the best overall service and equipment value. It is anticipated that the Municipality of Wawa will award the successful Supplier no later than June 30, 2024.

2. Proposal Evaluation

The Municipality’s Management Staff will conduct a review of the Proposals to ensure that the equipment requirements have been met. Proposals that do not comply with all of the equipment requirements may be disqualified and not evaluated. All Suppliers will be evaluated based on their total scoring.

Proposals will be evaluated on the basis of the following criteria of the RFT:

1. Proposal Content (10%)
   1. Provide complete proposal package as outlined in Section 1.4Submission Requirements; and
   2. Specification review and comparison if providing alternate recommendations.
2. Field Review (30%)
   1. References – Customer satisfaction reviews;
   2. Previous experience in the supply of equipment with the Municipality and northern Ontario communities of similar size; and
   3. Detailed warranty coverage outlining warranty (and extended warranty) for all components.
3. Equipment Delivery Schedule (20%)
   1. A realistic delivery schedule shall be provided and considered during the evaluation, favourable consideration may be given to the Supplier that can illustrate early completion of deliverables.
4. Cost Assessment (40%)
   1. To be provided in Canadian dollars, all inclusive cost with vehicle specifications list and associated itemized costs, which will make up the total cost of the vehicle;
   2. Optional equipment and alternative attachments to be included in itemized format and included in total cost; and
   3. HST to be shown separately.

   4. Notice for Schedule of Unit Prices

There is an approved budget for this project. If the Proposals received are considerably higher than this amount, a report to Council for additional funds will be required which may delay awarding of the project.

3. Equipment Warranty

A detailed summary of the warranty coverage for all equipment components shall be included with the Supplier’s proposal. Warranty coverage is to begin on the Municipality’s first “in-service” date.

1. Extended Warranty

A detailed summary of extended warranty options for all equipment components and their costs shall be included with the Supplier’s proposal.

4. Conflict of Interest

Suppliers shall disclose if there is any perceived Conflict of Interest relating to proposal preparation and if there is any foreseeable Conflict of Interest if chose to perform the contractual obligations of this RFT. In its sole discretion, the Municipality may disqualify a Supplier for any circumstances that constitute a Conflict of Interest.

5. Supplier Notification and Debriefing

   1. Selection of Supplier

The Municipality reserves the right to accept or reject any or all proposals and recommendations, and may waive minor errors or omissions in any proposal. The Municipality reserves the right to select a Supplier, who in and upon our approval provides the best solution and demonstrates their ability to provide the expected outcomes of the proposals that will best serve the interests of the Municipality. The Municipality is not obligated to award the contract based on the lowest price or any other particular factor. The Municipality will not be liable or reimburse any firm for the costs they incur to prepare their proposals. The Municipality also reserves the right to substitute components where the Municipality considers that an alternative may be more suitable and the right to modify any and all requirements stated in the RFT at any time prior to the possible awarding of the contract. The RFT does not commit the Municipality to award a contract or to pay any costs incurred in the preparation of a proposal or attendance at a pre-awarded meeting.

The Supplier shall have no claim for payment or extra payment due to the Municipality’s failure to secure approval necessitating cancellation of the project or portions of it, nor by reason of approval being granted so late that the work cannot commence.

The Supplier may be required to make the proposed model available to the Municipality for a test drive as part of the equipment selection process at the Supplier’s expense.

1. Supplier Services Agreement

The selected Supplier shall receive notice by the Municipality of Wawa in writing. Prior to commencing work. The successful Supplier shall enter into an Agreement for Professional Services (Agreement) with the Municipality. The Agreement shall be based on the Municipality’s Request for Services, any associated issued addenda, the Supplier’s proposal, and any other information obtained during the Supplier selection process.

2. Notification to Other Suppliers

Unsuccessful Suppliers may be notified in writing the outcome of this RFT procurement process once the Contract is fully executed between the Municipality and the successful Supplier. Debriefing requests must be submitted in writing to the RFT Contact and must be made within twenty (20) business days of the notification.

6. Payment

Payment for equipment will be completed within thirty (30) days of receipt of an invoice when the assembled piece of equipment in its entirety has been delivered to the Municipality, and the Municipality is satisfied that the equipment is in proper working order and the terms and conditions of the Contract have been achieved.

7. Termination of Contract

Either the Supplier or Municipality may terminate the contract, once awarded, at any time upon giving notice in writing at least thirty (30) days prior to the date of termination without penalty or recourse. In the event of such termination, the Supplier will be paid for services up to and including the date of termination.

8. No Guarantee of Exclusivity of Contract

The Municipality of Wawa does not guarantee the volume or value of work to be assigned to the successful Supplier. This will not be an exclusive contract for the provision of the deliverables described herein. The Municipality of Wawa reserves the right to obtain the goods and services the same as, or similar to, the deliverables through the work of other Suppliers or internally.

9. Confidential Information 

All information provided by the Municipality of Wawa is the sole property of the Municipality and should be treated as such. All information provided in connection with this RFT is not to be used for any purpose other than in response to this RFT and the completion of this Contract. The successful Supplier shall not disclose any information provided by the Municipality without written authorization from the Municipality. 

10. Prohibited Conduct

The Municipality may disqualify a proponent, withdraw a notification of selection of terminate a contract entered into if the Municipality determined that the Supplier has engaged in any conduct prohibited by the Municipality’s policies and by-laws.

Part 3 – Indemnification, Hold Harmless and Insurance Requirements

In addition to other standard contractual terms, the Municipality will require the selected vendor to comply with indemnification, hold harmless and insurance requirements as outlined below: 

The Supplier shall indemnify and hold harmless the Municipality (including any of its bodies, agencies, councils and associations and their servants, agents, officers, directors, elected officials, successors, assigns, employees and personal representatives and each of them) from and against any loss resulting from negligence, claim, demand, damages, liability, and costs and permitted assigns. 

This provision shall survive termination of any agreement resulting from this RFT. 

The vendor shall procure and maintain, for the duration of this contract, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Supplier, their agents, representatives, employees or subcontractors. The cost of such insurance shall be paid by the Supplier. Insurance shall meet or exceed the following unless otherwise approved by the Municipality.

Insurance Requirements: 

1. Worker’s Compensation coverage as required by the Workplace Safety and Insurance Act;
2. Comprehensive or Commercial General Liability: $2,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage; 
3. Professional Liability Errors and Omissions: $2,000,000; and 
4. Automobile Liability: $2,000,000 combined single limit per accident for bodily injury and property damage.

Part 4 – Equipment Particulars

1. Delivery

The successful Supplier shall be responsible for the delivery of the equipment to the Municipality. The delivery of the equipment shall be at the Supplier’s sole risk, responsibility and expense.

2. Manuals

The successful Supplier shall supply each of the following manuals at the time of delivery:

1. One (1) Operator;
2. One (1) Engine & Transmission;
3. One (1) Parts and Service; and
4. One (1) Diagnostic Software (if available).

Electronic versions of the manuals indicated above shall be provided when available. Manuals are required per piece of equipment including attachments.

3. Equipment Training

The successful Supplier shall provide a qualified instructor who will remain on-site for as long as necessary to provide adequate training to Operations Staff that is satisfactory to the Municipality at the Supplier’s expense. Training is to take place at the Municipal shop at 3 Chris Simon Drive, Wawa, ON during or shortly after equipment delivery.

4. Equipment Inspection

A final inspection and acceptance of the equipment will be complete within fifteen (15) working days following the delivery of the equipment and shall be completed by the Municipality. The Municipality shall make the successful Supplier aware of any deviations from the specifications. The successful Supplier shall rectify any deviation from the specifications to satisfy the Municipality at their own expense.

5. Equipment Specifications

These specifications apply to the supply and delivery of:

• One (1) mid-sized all purpose tractor, 60hp, with cab and winter package where applicable, equipped with loader arms and Skid Steer Quick Attach (SSQA) (lever-style) and turf / grass tyres.

Attachments include: 

• One (1) triplex finishing mowing reels, PTO-driven, 12’ width (3x 4’ assemblies)
• One (1) pull-type snowblower, PTO driven, 60”
• One (1) Bucket, SSQA front attachment, 60”
• One (1) Rotary Sweeper, SSQA front attachment, 60”
• One (1) tow-behind beach screener, Barber Surf Rake 400 or equivalent, PTO-driven

The Municipality prefers a mid-size L6070 Premium Cab Kubota Tractor but will consider other mid-size wheel loader makes and models with similar or equivalent specifications.

Specifications not clearly defined shall be in accordance with good commercial practice and best quality suited for the intended purpose. Throughout the product specifications, where specific manufacturer’s models, components, or accessories have been identified with “no substitutions or no exceptions”, these specified products must be supplied or the Proposal may be rejected. Suppliers may provide Proposals for alternative equipment, and will be given consideration providing that the alternative equipment is evaluated based on the best interests of the Municipality.

The specifications list only the significant details of the equipment required. The successful Supplier shall ensure to provide equipment that is fully furnished for the intended use with compatible components to provide dependable, efficient service. Where minimum or maximum requirements are specified, the proposed equipment shall meet or exceed these requirements, unless what is offered as an alternative to the item specified is deemed by the Municipality to be acceptable and meets the intended purpose of the specifications.

The proposed equipment shall meet or surpass the mandatory requirements of the “Canadian Motor Vehicle Regulations”, and the latest applicable SAE, ANSI, IEMC and OSHA recommended practices, where the use of such unit by the Municipality may be covered by these regulations. Upon delivery, the equipment specified herein shall be free from mechanical defects and/or design deficiencies that may affect their operation or serviceability and shall be rectified by the Supplier at their own expense.

Suppliers shall complete the Specifications tables included in the Bids and Tenders website as part of their electronic submission