HomeMy WebLinkAbout2023-06-13 - AGENDA REPORTS - JOHN DEERE 7700A MOWERAgenda Item: 18
1. CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: TAA,/�
DATE: June 13, 2023
SUBJECT: PURCHASE OF A JOHN DEERE 7700A PRECISIONCUT FAIRWAY
MOWER
DEPARTMENT: Neighborhood Services
PRESENTER: Bryan Peck
RECOMMENDED ACTION
City Council:
1. Approve the "piggyback" purchase of a John Deere 7700A PrecisionCut Fairway Mower
using Sourcewell contract 9031121-DAC in a total amount not to exceed $106,407.
2. Authorize the City Manager or designee to execute all documents, subject to City Attorney
approval.
BACKGROUND
The City of Santa Clarita (City) Parks Division is responsible for maintaining 37 park sites,
inclusive of 17 sports fields and 13 ballfields that must be mowed weekly to meet the demand
and expectations of users.
Currently, the Parks Division (Parks) has an inventory of two large reel -type mowers utilized
throughout various City parks, maintaining over 40 acres of sports turf weekly. It is anticipated
that by December 2023, the City will begin to oversee Skyline Park (Skyline) operations and the
Central Park Buildout (Central Park), totaling roughly 437 acres. With the addition of five sports
fields, approximately seven acres of sports turf at Skyline and eight acres of sports turf at Central
Park, the additional mower is needed to maintain the current level of service.
On July 11, 1995, the City Council approved "piggyback" purchasing, allowing the City to place
orders against a competitively awarded public agency contract. Sourcewell's contract with John
Deere (contract 9031121-DAC) was competitively solicited through a nationwide bid process,
was awarded on April 30, 2021, and is valid through April 30, 2025.
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After performing a cost analysis and reviewing commercial list pricing for comparable
equipment from other sources, it has been determined that the Sourcewell cooperative
purchasing contract with John Deere provides competitive pricing, quality service, and the best
value to the City. Additionally, the mower is discounted at 24 percent from Sourcewell, and no
local vendors offer this equipment on a cooperative purchasing contract. Staff recommends
awarding a contract to John Deere for a total contract amount not to exceed $106,407.
ALTERNATIVE ACTION
Other actions as determined by the City Council.
FISCAL IMPACT
Adequate funds are available in equipment account 3677303-52102 (Areawide Fund) to support
the recommended action.
ATTACHMENTS
Proposal
Sourcewell Grounds Maintenance RFP (available in the City Clerk's Reading File)
John Deere Contract (available in the City Clerk's Reading File)
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aJOHN DEERE
STOTZ
EQUIPMENT
18.a
Quote Summary
Prepared For:
CITY OF SANTA CLARITA
25650 RYE CANYON RD
VALENCIA, CA 91355
Business: 661-259-2489
SARODRIGUEZ@santa-clarita.com
Prepared By:
Nick Scovel
Stotz Equipment
4811 Brooks Street
Montclair, CA 91763
Phone: 909-626-8586
Mobile: 909-376-6715
nscovel@stotzeq.com
Customer agrees to read Operator's Manual before operation of Quote Id:
equipment. Created On:
Last Modified On:
Expiration Date:
27906081
09 December 2022
19 May 2023
30 June 2023
Equipment Summary
Suggested List Selling Price Qty
Extended
JOHN DEERE 7700A PrecisionCut
$ 121,470.70 $ 97,175.00 X 1 =
$ 97,175.00
Fairway Mower (Price only good for
MY2023)
Equipment Total
$ 97,175.00
Quote Summary
Equipment Total
$ 97,175.00
SubTotal
$ 97,175.00
Sales Tax - (9.50%)
$ 9,231.63
Est. Service Agreement Tax
$ 0.00
Total
$ 106,406.63
Down Payment
(0.00)
Rental Applied
(0.00)
Balance Due
$ 106,406.63
Q
Salesperson : X Accepted By : X
Packet Pg. 179
Confidential
OJOHN DEERS
Selling Equipment a STOTZ
EQUIPMENT
Quote Id: 27906081 Customer: CITY OF SANTA CLARITA
JOHN DEERE 7700A PrecisionCut Fairway Mower (Price only good for
MY2023)
Hours:
Stock Number:
Code
142CTC
Description
7700A PrecisionCut Fairway Mower
Qty
1
Standard Options
- Per Unit
001A
United States and Canada
1
183A
JDLinkTM Capable
1
0443
All Other countries (English/Spanish)
1
1191
Factory Installed 4WD Traction Unit
1
1209
Quick Adjust 7 (QA7) 10-blade Cutting
1
Units
1305
76.2 mm (3-in.) Diameter Heavy Duty
1
Grooved Disc Rollers
1401
QA7 Cutting Unit ONLY
1
Counterweights
9871
ShadePro(TM) Canopy
1
Suggested List
$ 121,470.70
18.a
Q
Packet Pg, 18
(1
Confidential
DocuSign Envelope ID: 1A745598-BEDB-42B6-8E79-6E7E8FCBDD97
031121-DAC
Sourcewell
'r 'a
Solicitation Number: RFP #031121
CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN
56479 (Sourcewell) and Deere & Company, 2000 John Deere Run, Cary, NC 27513 (Vendor).
Sourcewell is a State of Minnesota local government agency and service cooperative created
under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers
cooperative procurement solutions to government entities. Participation is open to federal,
state/province, and municipal governmental entities, higher education, K-12 education,
nonprofit, tribal government, and other public entities located in the United States and Canada.
Sourcewell issued a public solicitation for Grounds Maintenance Equipment, Attachments, and
Accessories with Related Services from which Vendor was awarded a contract.
Vendor desires to contract with Sourcewell to provide equipment, products, or services to
Sourcewell and the entities that access Sourcewell's cooperative purchasing contracts
(Participating Entities).
1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.
B. EXPIRATION DATE AND EXTENSION. This Contract expires April 30, 2025, unless it is
cancelled sooner pursuant to Article 22. This Contract may be extended up to one additional
one-year period upon request of Sourcewell and with written agreement by Vendor.
C. SURVIVAL OF TERMS. Articles 11 through 14 survive the expiration or cancellation of this
Contract.
2. EQUIPMENT, PRODUCTS, OR SERVICES
A. EQUIPMENT, PRODUCTS, OR SERVICES. Vendor will provide the Equipment, Products, or
Services as stated in its Proposal submitted under the Solicitation Number listed above.
Vendor's Equipment, Products, or Services Proposal (Proposal) is attached and incorporated
into this Contract.
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All Equipment and Products provided under this Contract must be new/current model. Vendor
may offer close-out or refurbished Equipment or Products if they are clearly indicated in
Vendor's product and pricing list. Unless agreed to by the Participating Entities in advance,
Equipment or Products must be delivered as operational to the Participating Entity's site.
This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated,
sales and sales volume are not guaranteed.
B. WARRANTY. Vendor warrants that all Equipment, Products, and Services furnished are free
from liens and encumbrances, and are free from defects in design, materials, and workmanship.
In addition, Vendor warrants the Equipment, Products, and Services are suitable for and will
perform in accordance with the ordinary use for which they are intended. Vendor's dealers and
distributors must agree to assist the Participating Entity in reaching a resolution in any dispute
over warranty terms with the manufacturer. Any manufacturer's warranty that is effective past
the expiration of the Vendor's warranty will be passed on to the Participating Entity.
C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution, Vendor will
make available to Sourcewell a means to validate or authenticate Vendor's authorized dealers,
distributors, and/or resellers relative to the Equipment, Products, and Services related to this
Contract. This list may be updated from time -to -time and is incorporated into this Contract by
reference. It is the Vendor's responsibility to ensure Sourcewell receives the most current
version of this list.
3. PRICING
All Equipment, Products, or Services under this Contract will be priced as stated in Vendor's
Proposal.
When providing pricing quotes to Participating Entities, all pricing quoted must reflect a
Participating Entity's total cost of acquisition. This means that the quoted cost is for delivered
Equipment, Products, and Services that are operational for their intended purpose, and
includes all costs to the Participating Entity's requested delivery location.
Regardless of the payment method chosen by the Participating Entity, the total cost associated
with any purchase option of the Equipment, Products, or Services must always be disclosed in
the pricing quote to the applicable Participating Entity at the time of purchase.
A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly
packaged. Damaged Equipment and Products may be rejected. If the damage is not readily
apparent at the time of delivery, Vendor must permit the Equipment and Products to be
returned within a reasonable time at no cost to Sourcewell or its Participating Entities.
Participating Entities reserve the right to inspect the Equipment and Products at a reasonable
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time after delivery where circumstances or conditions prevent effective inspection of the
Equipment and Products at the time of delivery.
Vendor must arrange for and pay for the return shipment on Equipment and Products that arrive
in a defective or inoperable condition.
Sourcewell may declare the Vendor in breach of this Contract if the Vendor intentionally
delivers substandard or inferior Equipment or Products. In the event of the delivery of
nonconforming Equipment and Products, the Participating Entity will notify the Vendor as soon
as possible and the Vendor will replace nonconforming Equipment and Products with
conforming Equipment and Products that are acceptable to the Participating Entity.
B. SALES TAX. Each Participating Entity is responsible for supplying the Vendor with valid tax -
exemption certification(s). When ordering, a Participating Entity must indicate if it is a tax-
exempt entity.
C. HOT LIST PRICING. At anytime during this Contract, Vendor may offer a specific selection
of Equipment, Products, or Services at discounts greater than those listed in the Contract.
When Vendor determines it will offer Hot List Pricing, it must be submitted electronically to
Sourcewell in a line -item format. Equipment, Products, or Services may be added or removed
from the Hot List at any time through a Sourcewell Price and Product Change Form as defined
in Article 4 below.
Hot List program and pricing may also be used to discount and liquidate close-out and
discontinued Equipment and Products as long as those close-out and discontinued items are
clearly identified as such. Current ordering process and administrative fees apply. Hot List
Pricing must be published and made available to all Participating Entities.
4. PRODUCT AND PRICING CHANGE REQUESTS
Vendor may request Equipment, Product, or Service changes, additions, or deletions at any
time. All requests must be made in writing by submitting a signed Sourcewell Price and Product
Change Request Form to the assigned Sourcewell Contract Administrator. This form is available
from the assigned Sourcewell Contract Administrator. At a minimum, the request must:
• Identify the applicable Sourcewell contract number;
• Clearly specify the requested change;
• Provide sufficient detail to justify the requested change;
• Individually list all Equipment, Products, or Services affected by the requested change,
along with the requested change (e.g., addition, deletion, price change); and
• Include a complete restatement of pricing documentation in Microsoft Excel with the
effective date of the modified pricing, or product addition or deletion. The new pricing
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restatement must include all Equipment, Products, and Services offered, even for those
items where pricing remains unchanged.
A fully executed Sourcewell Price and Product Request Form will become an amendment
to this Contract and be incorporated by reference.
S. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS
A. PARTICIPATION. Sourcewell's cooperative contracts are available and open to public and
nonprofit entities across the United States and Canada; such as federal, state/province,
municipal, K-12 and higher education, tribal government, and other public entities.
The benefits of this Contract should be available to all Participating Entities that can legally
access the Equipment, Products, or Services under this Contract. A Participating Entity's
authority to access this Contract is determined through its cooperative purchasing, interlocal,
or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service
Member of Sourcewell during such time of access. Vendor understands that a Participating
Entity's use of this Contract is at the Participating Entity's sole convenience and Participating
Entities reserve the right to obtain like Equipment, Products, or Services from any other source.
Vendor is responsible for familiarizing its sales and service forces with Sourcewell contract use
eligibility requirements and documentation and will encourage potential participating entities
to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its
roster during the term of this Contract.
B. PUBLIC FACILITIES. Vendor's employees maybe required to perform work at government -
owned facilities, including schools. Vendor's employees and agents must conduct themselves in
a professional manner while on the premises, and in accordance with Participating Entity
policies and procedures, and all applicable laws.
6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under
this Contract, a Participating Entity must clearly indicate to Vendor that it intends to access this
Contract; however, order flow and procedure will be developed jointly between Sourcewell and
Vendor. Typically, a Participating Entity will issue an order directly to Vendor. If a Participating
Entity issues a purchase order, it may use its own forms, but the purchase order should clearly
note the applicable Sourcewell contract number. All Participating Entity orders under this
Contract must be issued prior to expiration of this Contract; however, Vendor performance,
Participating Entity payment, and any applicable warranty periods or other Vendor or
Participating Entity obligations may extend beyond the term of this Contract.
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Vendor's acceptable forms of payment are included in Attachment A. Participating Entities will
be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of
any Participating Entity.
B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and
conditions to a purchase order, or other required transaction documentation, may be
negotiated between a Participating Entity and Vendor, such as job or industry -specific
requirements, legal requirements (e.g., affirmative action or immigration status requirements),
or specific local policy requirements. Some Participating Entitles may require the use of a
Participating Addendum; the terms of which will be worked out directly between the
Participating Entity and the Vendor. Any negotiated additional terms and conditions must
never be less favorable to the Participating Entity than what is contained in this Contract.
C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires
service or specialized performance requirements (such as e-commerce specifications,
specialized delivery requirements, or other specifications and requirements) not addressed in
this Contract, the Participating Entity and the Vendor may enter into a separate, standalone
agreement, apart from this Contract. Sourcewell, including its agents and employees, will not
be made a party to a claim for breach of such agreement.
D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or
in part, immediately upon notice to Vendor in the event of any of the following events:
1. The Participating Entity fails to receive funding or appropriation from its governing body
at levels sufficient to pay for the goods to be purchased;
2. Federal, state, or provincial laws or regulations prohibit the purchase or change the
Participating Entity's requirements; or
3. Vendor commits any material breach of this Contract or the additional terms agreed to
between the Vendor and a Participating Entity.
E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a
Participating Entity's order will be determined by the Participating Entity making the purchase.
7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Vendor will assign an Account Representative to
Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is
changed. The Account Representative will be responsible for:
• Maintenance and management of this Contract;
• Timely response to all Sourcewell and Participating Entity inquiries; and
• Business reviews to Sourcewell and Participating Entities, if applicable.
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B. BUSINESS REVIEWS. Vendor must perform a minimum of one business review with
Sourcewell per contract year. The business review will cover sales to Participating Entities,
pricing and contract terms, administrative fees, supply issues, customer issues, and any other
necessary information.
8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT
A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Vendor must provide a contract
sales activity report (Report) to the Sourcewell Contract Administrator assigned to this
Contract. A Report must be provided regardless of the number or amount of sales during that
quarter (i.e., if there are no sales, Vendor must submit a report indicating no sales were made).
The Report must contain the following fields:
• Customer Name (e.g., City of Staples Highway Department);
• Customer Physical Street Address;
• Customer City;
• Customer State/Province;
• Customer Zip Code;
• Sourcewell Assigned Entity/Participating Entity Number;
• Item Purchased Description;
• Item Purchased Price;
• Sourcewell Administrative Fee Applied; and
• Date Purchase was invoiced/sale was recognized as revenue by Vendor.
B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell,
the Vendor will pay an administrative fee to Sourcewell on all Equipment, Products, and
Services provided to Participating Entities. The Administrative Fee must be included in, and not
added to, the pricing. Vendor may not charge Participating Entities more than the contracted
price to offset the Administrative Fee.
The Vendor will submit payment to Sourcewell for the percentage of administrative fee stated
in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased
by Participating Entities under this Contract during each calendar quarter. Payments should
note the Vendor's name and Sourcewell-assigned contract number in the memo; and must be
mailed to the address above "Attn: Accounts Receivable" or remitted electronically to
Sourcewell's banking institution per Sourcewell's Finance department instructions. Payments
must be received no later than 45 calendar days after the end of each calendar quarter.
Vendor agrees to cooperate with Sourcewell in auditing transactions under this Contract to
ensure that the administrative fee is paid on all items purchased under this Contract.
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In the event the Vendor is delinquent in any undisputed administrative fees, Sourcewell
reserves the right to cancel this Contract and reject any proposal submitted by the Vendor in
any subsequent solicitation. In the event this Contract is cancelled by either party prior to the
Contract's expiration date, the administrative fee payment will be due no more than 30 days
from the cancellation date.
9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.
Vendor's Authorized Representative is the person named in the Vendor's Proposal. If Vendor's
Authorized Representative changes at any time during this Contract, Vendor must promptly
notify Sourcewell in writing.
10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE
A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records,
documents, and accounting procedures and practices relevant to this Agreement are subject to
examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the
end of this Contract. This clause extends to Participating Entities as it relates to business
conducted by that Participating Entity under this Contract.
B. ASSIGNMENT. Neither the Vendor nor Sourcewell may assign or transfer any rights or
obligations under this Contract without the prior consent of the parties and a fully executed
assignment agreement. Such consent will not be unreasonably withheld.
C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective
until it has been fully executed by the parties.
D. WAIVER. If either party fails to enforce any provision of this Contract, that failure does not
waive the provision or the right to enforce it.
E. CONTRACT COMPLETE. This Contract contains all negotiations and agreements between
Sourcewell and Vendor. No other understanding regarding this Contract, whether written or
oral, may be used to bind either party. For any conflict between the attached Proposal and the
terms set out in Articles 1-22, the terms of Articles 1-22 will govern.
F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent
contractors, each free to exercise judgment and discretion with regard to the conduct of their
respective businesses. This Contract does not create a partnership, joint venture, or any other
relationship such as master -servant, or principal -agent.
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11. LIABILITY
Vendor must indemnify, save, and hold Sourcewell and its Participating Entities, including their
agents and employees, harmless from any claims or causes of action, including attorneys' fees,
arising out of the performance of this Contract by the Vendor or its agents or employees; this
indemnification includes injury or death to person(s) or property alleged to have been caused
by some defect in the Equipment, Products, or Services under this Contract to the extent the
Equipment, Product, or Service has been used according to its specifications.
12. GOVERNMENT DATA PRACTICES
Vendor and Sourcewell must comply with the Minnesota Government Data Practices Act,
Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell
under this Contract and as it applies to all data created, collected, received, stored, used,
maintained, or disseminated by the Vendor under this Contract.
If the Vendor receives a request to release the data referred to in this article, the Vendor must
immediately notify Sourcewell and Sourcewell will assist with how the Vendor should respond
to the request.
13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT
A. INTELLECTUAL PROPERTY
1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Vendor a royalty -free, worldwide, non-exclusive right and
license to use theTrademark(s) provided to Vendor by Sourcewell in advertising and
promotional materials for the purpose of marketing Sourcewell's relationship with
Vendor.
b. Vendor grants to Sourcewell a royalty -free, worldwide, non-exclusive right and
license to use Vendor's Trademarks in advertising and promotional materials for the
purpose of marketing Vendor's relationship with Sourcewell.
2. Limited Right of Sublicense. The right and license granted herein includes a limited right
of each party to grant sublicenses to its and their respective distributors, marketing
representatives, and agents (collectively "Permitted Sublicensees") in advertising and
promotional materials for the purpose of marketing the Parties' relationship to Participating
Entities. Any sublicense granted will be subject to the terms and conditions of this Article.
Each party will be responsible for any breach of this Article by any of their respective
Sublicensees.
3. Use, Quality Control.
a. Sourcewell must not alter Vendor's Trademarks from the form provided by
Vendor and must comply with Vendor's removal requests as to specific uses of its
trademarks or logos.
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b. Vendor must not alter Sourcewell's Trademarks from the form provided by
Sourcewell and must comply with Sourcewell's removal requests as to specific uses
of its trademarks or logos.
c. Each party agrees to use, and to cause its Permitted Sublicensees to use, the
other party's Trademarks only in good faith and in a dignified manner consistent
with such party's use of the Trademarks. Upon written notice to the breaching party,
the breaching party has 30 days of the date of the written notice to cure the breach
or the license will be terminated.
4. As applicable, Vendor agrees to indemnify and hold harmless Sourcewell and its
Participating Entities against any and all suits, claims, judgments, and costs instituted or
recovered against Sourcewell or Participating Entities by any person on account of the use
of any Equipment or Products by Sourcewell or its Participating Entities supplied by Vendor
in violation of applicable patent or copyright laws.
5. Termination. Upon the termination of this Contract for any reason, each party, including
Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites,
and the like bearing the other party's name or logo (excepting Sourcewell's pre-printed
catalog of vendors which may be used until the next printing). Vendor must return all
marketing and promotional materials, including signage, provided by Sourcewell, or dispose
of it according to Sourcewell's written directions.
B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released
without prior written approval from the Authorized Representatives. Publicity includes notices,
informational pamphlets, press releases, research, reports, signs, and similar public notices
prepared by or for the Vendor individually or jointly with others, or any subcontractors, with
respect to the program, publications, or services provided resulting from this Contract.
C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be
approved by Sourcewell. Materials should be sent to the Sourcewell Contract Administrator
assigned to this Contract.
D. ENDORSEMENT. The Vendor must not claim that Sourcewell endorses its Equipment,
Products, or Services.
14. GOVERNING LAW, JURISDICTION, AND VENUE
Minnesota law governs this Contract. Venue for all legal proceedings out of this Contract, or its
breach, must be in the appropriate state court in Todd County or federal court in Fergus Falls,
Minnesota.
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15. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God
or other conditions that are beyond that party's reasonable control. A party defaulting under
this provision must provide the other party prompt written notice of the default.
16. SEVERABILITY
If any provision of this Contract is found to be illegal, unenforceable, or void then both
Sourcewell and Vendor will be relieved of all obligations arising under such provisions. If the
remainder of this Contract is capable of performance, it will not be affected by such declaration
or finding and must be fully performed.
17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and
address unresolved contract issues as follows:
1. Notification. The parties must promptly notify each other of any known dispute and
work in good faith to resolve such dispute within a reasonable period of time. If necessary,
Sourcewell and the Vendor will jointly develop a short briefing document that describes the
issue(s), relevant impact, and positions of both parties.
2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified
above, either Sourcewell or Vendor may escalate the resolution of the issue to a higher
level of management. The Vendor will have 30 calendar days to cure an outstanding issue.
3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the
Vendor must continue without delay to carry out all of its responsibilities under the
Contract that are not affected by the dispute. If the Vendor fails to continue without delay
to perform its responsibilities under the Contract, in the accomplishment of all undisputed
work, any additional costs incurred by Sourcewell and/or its Participating Entities as a result
of such failure to proceed will be borne by the Vendor.
B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract,
or any Participating Entity order under this Contract, in default:
1. Nonperformance of contractual requirements, or
2. A material breach of any term or condition of this Contract.
Written notice of default and a reasonable opportunity to cure must be issued by the party
claiming default. Time allowed for cure will not diminish or eliminate any liability for liquidated
or other damages. If the default remains after the opportunity for cure, the non -defaulting
party may:
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• Exercise any remedy provided by law or equity, or
• Terminate the Contract or any portion thereof, including any orders issued against the
Contract.
18. INSURANCE
A. REQUIREMENTS. At its own expense, Vendor must maintain insurance policy(ies) in effect at
all times during the performance of this Contract with insurance company(ies) licensed or
authorized to do business in the State of Minnesota having an "AM BEST" rating of A- or better,
with coverage and limits of insurance not less than the following:
1. Workers' Compensation and Employer's Liability.
Workers' Compensation: As required by any applicable law or regulation.
Employer's Liability Insurance: must be provided in amounts not less than listed below:
Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease
2. Commercial General Liability Insurance. Vendor will maintain insurance covering its
operations, with coverage on an occurrence basis, and must be subject to terms no less
broad than the Insurance Services Office ("ISO") Commercial General Liability Form
CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include
liability arising from premises, operations, bodily injury and property damage,
independent contractors, products -completed operations including construction defect,
contractual liability, blanket contractual liability, and personal injury and advertising
injury. All required limits, terms and conditions of coverage must be maintained during
the term of this Contract.
Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage
$1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for Products -Completed operations
$2,000,000 general aggregate
3. Commercial Automobile Liability Insurance. During the term of this Contract, Vendor
will maintain insurance covering all owned, hired, and non -owned automobiles in limits
of liability not less than indicated below. The coverage must be subject to terms no less
broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or
equivalent.
Minimum Limits:
$1,000,000 each accident, combined single limit
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4. Umbrella Insurance. During the term of this Contract, Vendor will maintain umbrella
coverage over Workers' Compensation, Commercial General Liability, and Commercial
Automobile.
Minimum Limits:
$2,000,000
Failure of Vendor to maintain the required insurance will constitute a material breach entitling
Sourcewell to immediately terminate this Contract for default.
B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Vendor must furnish
to Sourcewell a certificate of insurance, as evidence of the insurance required under this
Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to
Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the
Sourcewell Contract Administrator assigned to this Contract. The certificates must be signed by
a person authorized by the insurer(s) to bind coverage on their behalf.
Failure to request certificates of insurance by Sourcewell, or failure of Vendor to provide
certificates of insurance, in no way limits or relieves Vendor of its duties and responsibilities in
this Contract.
C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY
INSURANCE CLAUSE. Vendor agrees to list Sourcewell and its Participating Entities, including
their officers, agents, and employees, as an additional insured under the Vendor's commercial
general liability insurance policy with respect to liability arising out of activities, "operations," or
"work" performed by or on behalf of Vendor, and products and completed operations of
Vendor. The policy provision(s) or endorsement(s) must further provide that coverage is
primary and not excess over or contributory with any other valid, applicable, and collectible
insurance or self-insurance in force for the additional insureds.
D. WAIVER OF SUBROGATION. Vendor waives and must require (by endorsement or
otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional
insureds for losses paid under the insurance policies required by this Contract or other
insurance applicable to the Vendor or its subcontractors. The waiver must apply to all
deductibles and/or self -insured retentions applicable to the required or any other insurance
maintained by the Vendor or its subcontractors. Where permitted by law, Vendor must require
similar written express waivers of subrogation and insurance clauses from each of its
subcontractors.
E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this
Contract can be met by either providing a primary policy or in combination with
umbrella/excess liability policy(ies), or self -insured retention.
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19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this
Contract must comply fully with applicable federal laws and regulations, and with the laws in
the states and provinces in which the Equipment, Products, or Services are sold.
B. LICENSES. Vendor must maintain a valid and current status on all required federal,
state/provincial, and local licenses, bonds, and permits required for the operation of the
business that the Vendor conducts with Sourcewell and Participating Entities.
20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Vendor certifies and warrants that it is not in bankruptcy or that it has previously disclosed in
writing certain information to Sourcewell related to bankruptcy actions. If at any time during
this Contract Vendor declares bankruptcy, Vendor must immediately notify Sourcewell in
writing.
Vendor certifies and warrants that neither it nor its principals are presently debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs
operated by the State of Minnesota; the United States federal government or the Canadian
government, as applicable; or any Participating Entity. Vendor certifies and warrants that
neither it nor its principals have been convicted of a criminal offense related to the subject
matter of this Contract. Vendor further warrants that it will provide immediate written notice
to Sourcewell if this certification changes at any time.
21. PROVISIONS FOR NON -UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER
UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or
services from this Contract may be subject to additional requirements including the
procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit
Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may also require
additional requirements based on specific funding specifications. Within this Article, all
references to "federal" should be interpreted to mean the United States federal government.
The following list only applies when a Participating Entity accesses Vendor's Equipment,
Products, or Services with United States federal funds.
A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all
contracts that meet the definition of "federally assisted construction contract" in 41 C.F.R. § 60-
1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in
accordance with Executive Order 11246, "Equal Employment Opportunity" (30 FR 12319,
12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, "Amending
Executive Order 11246 Relating to Equal Employment Opportunity," and implementing
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regulations at 41 C.F.R. § 60, "Office of Federal Contract Compliance Programs, Equal
Employment Opportunity, Department of Labor." The equal opportunity clause is incorporated
herein by reference.
B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal
program legislation, all prime construction contracts in excess of $2,000 awarded by non-
federal entities must include a provision for compliance with the Davis -Bacon Act (40 U.S.C. §
3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5,
"Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted
Construction"). In accordance with the statute, contractors must be required to pay wages to
laborers and mechanics at a rate not less than the prevailing wages specified in a wage
determination made by the Secretary of Labor. In addition, contractors must be required to pay
wages not less than once a week. The non-federal entity must place a copy of the current
prevailing wage determination issued by the Department of Labor in each solicitation. The
decision to award a contract or subcontract must be conditioned upon the acceptance of the
wage determination. The non-federal entity must report all suspected or reported violations to
the federal awarding agency. The contracts must also include a provision for compliance with
the Copeland "Anti -Kickback" Act (40 U.S.C. § 3145), as supplemented by Department of Labor
regulations (29 C.F.R. § 3, "Contractors and Subcontractors on Public Building or Public Work
Financed in Whole or in Part by Loans or Grants from the United States"). The Act provides that
each contractor or subrecipient must be prohibited from inducing, by any means, any person
employed in the construction, completion, or repair of public work, to give up any part of the
compensation to which he or she is otherwise entitled. The non-federal entity must report
all suspected or reported violations to the federal awarding agency. Vendor must be in
compliance with all applicable Davis -Bacon Act provisions.
C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where
applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve
the employment of mechanics or laborers must include a provision for compliance with 40
U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).
Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of
every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess
of the standard work week is permissible provided that the worker is compensated at a rate of
not less than one and a half times the basic rate of pay for all hours worked in excess of 40
hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction
work and provide that no laborer or mechanic must be required to work in surroundings or
under working conditions which are unsanitary, hazardous or dangerous. These requirements
do not apply to the purchases of supplies or materials or articles ordinarily available on the
open market, or contracts for transportation or transmission of intelligence. This provision is
hereby incorporated by reference into this Contract. Vendor certifies that during the term of an
award for all contracts by Sourcewell resulting from this procurement process, Vendor must
comply with applicable requirements as referenced above.
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D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACTOR AGREEMENT. If the federal award
meets the definition of "funding agreement" under 37 C.F.R. § 401.2(a) and the recipient or
subrecipient wishes to enter into a contract with a small business firm or nonprofit organization
regarding the substitution of parties, assignment or performance of experimental,
developmental, or research work under that "funding agreement," the recipient or subrecipient
must comply with the requirements of 37 C.F.R. § 401, "Rights to Inventions Made by Nonprofit
Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative
Agreements," and any implementing regulations issued by the awarding agency. Vendor
certifies that during the term of an award for all contracts by Sourcewell resulting from this
procurement process, Vendor must comply with applicable requirements as referenced above.
E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL
ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require
the non-federal award to agree to comply with all applicable standards, orders or regulations
issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution
Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal
awarding agency and the Regional Office of the Environmental Protection Agency (EPA). Vendor
certifies that during the term of this Contract will comply with applicable requirements as
referenced above.
F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award
(see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions
in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R.
§180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3
C.F.R. § 1989 Comp., p. 235), "Debarment and Suspension." SAM Exclusions contains the names
of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared
ineligible under statutory or regulatory authority other than Executive Order 12549. Vendor
certifies that neither it nor its principals are presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participation by any federal
department or agency.
G. BYRD ANTI -LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Vendors must file
any required certifications. Vendors must not have used federal appropriated funds to pay any
person or organization for influencing or attempting to influence an officer or employee of any
agency, a member of Congress, officer or employee of Congress, or an employee of a member
of Congress in connection with obtaining any federal contract, grant, or any other award
covered by 31 U.S.C. § 1352. Vendors must disclose any lobbying with non-federal funds that
takes place in connection with obtaining any federal award. Such disclosures are forwarded
from tier to tier up to the non-federal award. Vendors must file all certifications and disclosures
required by, and otherwise comply with, the Byrd Anti -Lobbying Amendment (31 U.S.C. §
1352).
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H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Vendor must comply with
the record retention requirements detailed in 2 C.F.R. § 200.333. The Vendor further certifies
that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after
grantees or subgrantees submit final expenditure reports or quarterly or annual financial
reports, as applicable, and all other pending matters are closed.
I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Vendor
must comply with the mandatory standards and policies relating to energy efficiency which are
contained in the state energy conservation plan issued in compliance with the Energy Policy
and Conservation Act.
J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Vendor must comply
with all applicable provisions of the Buy American Act. Purchases made in accordance with the
Buy American Act must follow the applicable procurement rules calling for free and open
competition.
K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Vendor agrees that duly authorized
representatives of a federal agency must have access to any books, documents, papers and
records of Vendor that are directly pertinent to Vendor's discharge of its obligations under this
Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right
also includes timely and reasonable access to Vendor's personnel for the purpose of interview
and discussion relating to such documents.
L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is
a state agency or agency of a political subdivision of a state and its contractors must comply
with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation
and Recovery Act. The requirements of Section 6002 include procuring only items designated in
guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the
highest percentage of recovered materials practicable, consistent with maintaining a
satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the
value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring
solid waste management services in a manner that maximizes energy and resource recovery;
and establishing an affirmative procurement program for procurement of recovered materials
identified in the EPA guidelines.
22. CANCELLATION
Sourcewell or Vendor may cancel this Contract at any time, with or without cause, upon 60
days' written notice to the other party. However, Sourcewell may cancel this Contract
immediately upon discovery of a material defect in any certification made in Vendor's Proposal.
Cancellation of this Contract does not relieve either party of financial, product, or service
obligations incurred or accrued prior to cancellation.
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Sourcewel I
DocuSigned by:
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By:
Jeremy Schwartz
Title: Chief Procurement Officer
4/28/2021 1 12:22 PM CDT
Date:
Approved:
Y•��''D11occuSigned by:
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7E42BSF817A64CC...
Chad Coauette
Title: Executive Director/CEO
Date: 4/30/2021 1 11:30 AM CDT
Deere & Company
DocuSi
Y• gned by:
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Andrew Roman
Title: Contract Administrator
Date: 4/30/2021 1 11:29 AM CDT
Rev. 10/2020 17
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RFP 031121 - Grounds Maintenance Equipment, Attachments, and
Accessories with Related Services
Vendor Details
Company Name:
Deere & Company
2000 John Deere Run
Address:
Cary, NC 27513
Contact:
Andrew Roman
Email:
GovContractSupport@JohnDeere.com
Phone:
800-358-5010 2285
Fax:
309-749-2313
HST#:
362382580
Submission Details
Created On:
Wednesday February 03, 2021 15:51:18
Submitted On:
Wednesday March 10, 2021 08:15:55
Submitted By:
Andrew Roman
Email:
GovContractSupport@JohnDeere.com
Transaction #:
15a28f33-864b-4511-9a93-ee50d039fe70
Submitter's I Address:
165.225.9.87
Bid Number: RFP 031121 Vendor Name: Deere & Company
DocuSign Envelope ID: 1A745598-BEDB-42B6-8E79-6E7E8FCBDD97
Specifications
Table 1: Proposer Identity & Authorized Representatives
General Instructions (applies to all Tables) Sourcewell prefers a brief but thorough response to each question. Please do not merely
attach additional documents to your response without also providing a substantive response. Do not leave answers blank; mark "NA" if
the question does not apply to you (preferably with an explanation).
Line
Item
Question
Response
1
Proposer Legal Name (and
Deere & Company
applicable d/b/a, if any):
2
Proposer Address:
2000 John Deere Run Cary, NC 27513
3
Proposer website address:
www.johndeere.com
4
Proposer's Authorized
Andrew Roman - Contract Administrator
Representative (name, title,
2000 John Deere Run, Cary, NC 27513
address, email address & phone)
GovContractSupport@JohnDeere.com
(The representative must have
800-358-5010 Ext. 2285
authority to sign the "Proposer's
Assurance of Compliance" on
behalf of the Proposer and, in the
event of award, will be expected
to execute the resulting contract):
5
Proposer's primary contact for this
Andrew Roman - Contract Administrator
proposal (name, title, address,
2000 John Deere Run, Cary, NC 27513
email address & phone):
GovContractSupport@JohnDeere.com
800-358-5010 Ext. 2285
6
Proposer's other contacts for this
Bethany Schneider
proposal, if any (name, title,
10789 South Ridgeview Road, Olathe, KS 66061
address, email address & phone):
SchneiderBethanyM@JohnDeere.com
515-802-4941
Bid Number: RFP 031121 Vendor Name: Deere & Company
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Table 2: Company Information and Financial Strength
Line
Item
Question
Response
7
Provide a brief history of your company,
Deere & Company, founded in 1837 (collectively known as John Deere), began as
including your company's core values,
a simple one-man blacksmith shop. Today it has grown into a corporation that does
business philosophy, and industry longevity
business around the world and employs over 56,000 people worldwide. The
related to the requested equipment, products
company is guided by the same core values established by its founder: integrity,
or services.
quality, commitment and innovation. John Deere is the world's leading provider of
advanced products and services for agriculture, construction and lawn & turf. John
Deere also provides financial services worldwide and manufactures and markets
engines used in heavy equipment. Deere & Company is a global company with
offices and factories throughout the US and overseas in countries such as China,
India, Poland, Russia and Germany just to name a few. John Deere has been
involved with the manufacturing of tractors since 1918 and manufacturing of lawn
equipment since 1963.
8
What are your company's expectations in the
John Deere will be able to offer a wide array of products that fall within the scope
event of an award?
of this RFP that will meet and exceed the needs of all Sourcewell members.
9
Demonstrate your financial strength and
Please see Deere & Company's 2020 Annual Report that has been uploaded as
stability with meaningful data. This could
part of our proposal.
include such items as financial statements,
SEC filings, credit and bond ratings, letters
of credit, and detailed reference letters.
Upload supporting documents (as applicable)
in the document upload section of your
response.
10
What is your US market share for the
John Deere considers its market share data to be proprietary information.
solutions that you are proposing?
11
What is your Canadian market share for the
John Deere considers its market share data to be proprietary information.
solutions that you are proposing?
12
Has your business ever petitioned for
No.
bankruptcy protection? If so, explain in detail.
13
How is your organization best described: is
John Deere is a manufacturer.
it a manufacturer, a distributor/dealer/reseller,
b. John Deere has a nationwide dealer network. The dealer network are
or a service provider? Answer whichever
independently owned and operated businesses. John Deere partners with these
question (either a) or b) just below) best
independently owned John Deere dealers that will deliver and service the products
applies to your organization.
being offered in the RFP.
a) If your company is best described as
a distributor/dealer/reseller (or similar entity),
provide your written authorization to act as a
distributor/dealer/reseller for the manufacturer
of the products proposed in this RFP. If
applicable, is your dealer network
independent or company owned?
b) If your company is best described as
a manufacturer or service provider, describe
your relationship with your sales and service
force and with your dealer network in
delivering the products and services
proposed in this RFP. Are these individuals
your employees, or the employees of a third
party?
14
If applicable, provide a detailed explanation
To the best of our knowledge, Deere & Company maintains all licenses and
outlining the licenses and certifications that
certifications necessary to conduct its business (e.g. its sale of grounds maintenance
are both required to be held, and actually
equipment) in the United States.
held, by your organization (including third
parties and subcontractors that you use) in
pursuit of the business contemplated by this
RFP.
15
Provide all "Suspension or Debarment"
Not applicable.
information that has applied to your
organization during the past ten years.
Bid Number: RFP 031121 Vendor Name: Deere & Company
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Table 3: Industry Recognition & Marketplace Success
Line
Item
Question
Response
16
Describe any relevant industry awards or
2020
recognition that your company has received
World's Most Ethical Companies - Ethisphere Institute
in the past five years
Most Innovative Product Engineering Designs - AE50 Awards
Best Global Brands - Interbrand
Best CES Sustainability Award - GadgetMatch
Best Place to Work - Glassdoor
2019
World's Most Ethical Companies - Ethisphere Institute
50 Sustainability & Climate Leader - Bloomberg
Best Workplaces for Innovators - Fast Company
Top Employer - Top Employers Institute
Americas Most JUST Companies - JUST 100
2018
Best Global Brand - Interbrand
World's Most Ethical Companies - Ethisphere Institute
Top 10 Innovative Company - American Innovation Index
Corporate Partner of the Year - National Society of Black Engineers
2017
World's Most Admired Companies - Fortune Magazine # 50
50 Best Places to Work in the US - Indeed.com
US Chamber of Commerce Foundation Citizens Award
Company of the Year - Society of Hispanic Professional Engineers
2016
2016 Good Design Award - Good Design is one of the oldest, prestigious and
most recognized program for design excellence worldwide.
17
What percentage of your sales are to the
Due to proprietary information, we would prefer not to provide the sales volume
governmental sector in the past three years
history of government agencies. We can assure you that we are a partner who is
fully aligned with governmental customer purchase requirements. With a dedicated
governmental sales department that works solely with public agencies and our
dealer network, we continue to increase our sales volume in this key segment.
18
What percentage of your sales are to the
Due to proprietary information, we would prefer not to provide the sales volume
education sector in the past three years
history of education agencies. We can assure you that we are a partner who is
fully aligned with educational customer purchase requirements. With a dedicated
governmental sales department that works solely with public agencies and our
dealer network, we continue to increase our sales volume in this key segment.
19
List any state, provincial, or cooperative
John Deere currently holds over 115 government contracts consisting of federal,
purchasing contracts that you hold. What is
state, county and cooperative contracts. The state, county and cooperative sales
the annual sales volume for each of these
volumes are combined.
contracts over the past three years?
The sales volumes over the past three years are as follows:
2020 - $320.OM
2019 - $326.3M
2018 - $305.5M
20
List any GSA contracts or Standing Offers
John Deere currently holds the following GSA Contracts:
and Supply Arrangements (SOSA) that you
Ag Tractor Contract #GS-30E-0007T
hold. What is the annual sales volume for
UV Contract #GS-07F-9670S
each of these contracts over the past three
L&G Contract #GS-06F-0083S
years?
The total sales volume for the GSA contracts over the past three years are as
follows:
2020 - $15.2M
2019 - $21.OM
2018 - $15.3M
Bid Number: RFP 031121 Vendor Name: Deere & Company
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Table 4: References/Testimonials
Line Item 21. Supply reference information from three customers who are eligible to be Sourcewell participating entities.
Entity Name
Contact Name
Phone Number
Broward County Public Schools
Edgar Lugo
754-321-0508
Loudoun County Virginia
Gerald Landayan
703-771-5956
Osceola County Florida
Paul Callaway
407-742-0932
State of Indiana - Sourcewell Participating
Addendum
Stephanie Nelson
317-234-0963
State of Arkansas - Sourcewell Participating
Addendum
John Leverett
501-683-2222
Table 5: Top Five Government or Education Customers
Line Item 22. Provide a list of your top five government, education, or non-profit customers (entity name is optional),
including entity type, the state or province the entity is located in, scope of the project(s), size of transaction(s), and dollar
volumes from the past three years.
Entity Name
Entity Type
State 1
Scope of Work
Size of Transactions
Dollar Volume Past Three
Province
Years
Coop -
Government
Texas - TX
Complete Price Page Contract
Varies
FY20 = 13.2M
Buyboard
for all John Deere product
FY19 = 11.5M
Grounds
categories.
FY18 = 10AM
Maintenance
Contract
MI - Ag,
Government
Michigan - MI
Complete Price Page Contract
Varies
FY20 = 5AM
Grounds and
for all John Deere product
FY19 = 8.1 M
Roadside
categories.
FY18 = 8.6M
Equipment
Contract
OH - Ag
Government
Ohio - OH
Complete Price Page Contract
Varies
FY20 = 10.3M
Machinery,
for all John Deere product
FY19 = 12.8M
Mowers &
categories.
FY18 = 20.7M
Tractors
Contract
OK -
Government
Oklahoma - OK
John Deere Ag Tractors and
Varies
FY20 = 8.OM
Agriculture,
Related Equipment.
FY19 = 11.5M
Trees & Brush
FY18 = 10.3M
Maintenance
Equipment
Contract
PA - Ag and
Government
Pennsylvania -
Complete Price Page Contract
Varies
FY20 = 9.1 M
Grounds
PA
for all John Deere product
FY19 = 9.2M
Keeping
categories.
FY18 = 9.8M
Power
Equipment
Contract
Table 6: Ability to Sell and Deliver Service
Describe your company's capability to meet the needs of Sourcewell participating entities across the US and Canada, as applicable.
Your response should address in detail at least the following areas: locations of your network of sales and service providers, the number
of workers (full-time equivalents) involved in each sector, whether these workers are your direct employees (or employees of a third
party), and any overlap between the sales and service functions.
Line Question Response
Item
Bid Number: RFP 031121 Vendor Name: Deere & Company
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23
Sales force.
John Deere has dedicated governmental sales department, based out of Cary, NC,
that focuses 100% of their time on the sales and processing of agricultural and turf
equipment to governmental and other public agencies. We have a total of 5
Government Account Managers, one of which is dedicated strictly to federal sales.
The 4 remaining Government Account Managers are ultimately responsible for state
governmental sales in their respective geographies, dedicating 100% of their time to
growing the John Deere governmental sales business. The government account
managers develop relationships and understand the equipment needs of federal
purchasing agents, state purchasing agents and state fleet administrators, i.e.
Department of Transportation, Department of Natural Resources. The government
account managers also work with John Deere dealers to provide training and a
greater understanding of the selling process. The John Deere dealer is ultimately
responsible for delivering and supporting the equipment. In relation to the potential
Sourcewell Grounds Maintenance Equipment Contract, the government account
managers would promote the contract to state purchasing agents and state fleet
administrators, who either do not have their own state purchasing contract or have
product gaps in their contracts.
24
Dealer network or other distribution
John Deere has a nationwide independent dealer network offering best -in -class parts,
methods.
service, and support. We know the government customer and make everything easy,
from the initial purchase to service and support. Our dealer network, with over 1,700
locations nationwide, would be responsible for delivering and servicing the equipment
sold to end users using this contract. John Deere dealers offer a combination of after-
hours service (varies by dealer) and online support (online parts ordering system),
which gives end -users the service needed to avoid costly downtime. The John Deere
parts ordering system is available for all dealers and gives them access to over
800,000 unique parts which are ready to ship overnight, if needed. Most dealers also
offer some form of mobile maintenance service, which provides on -site service.
Dealer technicians are factory -trained on the service and support of the products
offered in this RFP.
25
Service force.
John Deere has a nationwide independent dealer network offering best -in -class parts,
service, and support. We know the government customer and make everything easy,
from the initial purchase to service and support. Our dealer network, with over 1,700
locations nationwide, would be responsible for delivering and servicing the equipment
sold to end users using this contract. John Deere dealers offer a combination of after-
hours service (varies by dealer) and online support (online parts ordering system),
which gives end -users the service needed to avoid costly downtime. The John Deere
parts ordering system is available for all dealers and gives them access to over
800,000 unique parts which are ready to ship overnight, if needed. Most dealers also
offer some form of mobile maintenance service, which provides on -site service.
Dealer technicians are factory -trained on the service and support of the products
offered in this RFP.
26
Describe in detail the process and
The support of the equipment ultimately takes place through the John Deere dealer
procedure of your customer service
network. While customer service inevitably varies within the dealer network, the
program, if applicable. Include your
consistent training that is offered by John Deere Company to dealer technicians and
response -time capabilities and
parts personnel helps provide each agency with a similar customer experience.
commitments, as well as any incentives
Should there be a need for equipment service, it will be the Sourcewell member's
that help your providers meet your stated
responsibility to contact the delivering dealer for service. The member can also work
service goals or promises.
with other dealers if necessary, as warranty and service work can be performed by
any authorized John Deere dealer. In the event of service issues that cannot be
solved by the John Deere dealer, the dealer works with John Deere Company's
dealer technical assistance center for elevated support.
As far as the John Deere Government Sales Department, we have an entire
department of approximately 30 people dedicated to government sales. This includes
an Order Management Team, that within an average of 7 days of submission, audits
and processes every PO to verify contract pricing and verify the items quoted are
eligible for the contract. Contract Administrators in the department ensure contract
compliance is maintained.
27
Describe your ability and willingness to
John Deere will serve Sourcewell member agencies in the United States. The
provide your products and services to
nationwide John Deere dealer network is able to provide products and services
Sourcewell participating entities in the
throughout the United States.
United States.
Equipment Delivery Time After Receipt of Order (ARO) is as follows:
1. Lawn & Garden - 30 to 60 days after receipt of order.
2. Commercial - 60 to 90 days after receipt of order.
28
Describe your ability and willingness to
John Deere will serve Sourcewell member agencies in Canada. The Canadian John
provide your products and services to
Deere dealer network is able to provide products and services throughout Canada.
Sourcewell participating entities in Canada.
29
Identify any geographic areas of the United
John Deere will serve the entire United States, including Alaska and Hawaii and
States or Canada that you will NOT be
Canada.
fully serving through the proposed contract.
Bid Number: RFP 031121 Vendor Name: Deere & Company
DocuSign Envelope ID: 1A745598-BEDB-42B6-8E79-6E7E8FCBDD97
30
Identify any Sourcewell participating entity
John Deere will serve all Sourcewell Member sectors.
sectors (i.e., government, education, not -for -
profit) that you will NOT be fully serving
through the proposed contract. Explain in
detail. For example, does your company
have only a regional presence, or do other
cooperative purchasing contracts limit your
ability to promote another contract?
31
Define any specific contract requirements
John Deere will only ship to Alaska and Hawaii. For deliveries to Alaska or Hawaii,
or restrictions that would apply to our
factory freight to the delivering dealer will be paid by the Sourcewell member. The
participating entities in Hawaii and Alaska
equipment will be FOB origin. Factory freight is known at the time of quoting and
and in US Territories.
will be included on the quote to the Sourcewell member. For all other deliveries
within the continental US, the equipment will be FOB destination (the Sourcewell
member will NOT be charged factory freight to the delivering dealer).
Table 7: Marketing Plan
Line
Item
Question
Response
32
Describe your marketing strategy for
John Deere currently uses several forms of marketing to target the governmental and
promoting this contract opportunity.
public customer segment:
Upload representative samples of your
marketing materials (if applicable) in
1. We have created a website where we prominently advertise the cooperative contracts
the document upload section of your
we currently hold.
response.
2. Each year, the company produces a purchasing guide for government equipment. This
purchasing guide, available in both print and electronic Flash Drive format, is used by the
John Deere dealer network to promote the products.
3. John Deere provides templates online for dealers to create their own mailings to
promote products to governmental and public agencies.
4. John Deere also prints detailed marketing brochures for the products being offered in
this RFP. This literature is made available to dealers and includes features and benefits
and equipment specifications.
A sample of marketing materials have been uploaded for review and include: Government
Municipal Lease Literature, Government Sales Folder Packet and Government Sport Turf
Banner.
33
Describe your use of technology and
JohnDeere.com provides detailed product information for the products being offered in this
digital data (e.g., social media,
RFP. Customers are able to view information on product features, specifications, and
metadata usage) to enhance
accessories. Utilizing JohnDeere.com, Sourcewell members would be able to "build -their -
marketing effectiveness.
own" product. Customers choose the product category and subsequent product options to
configure their desired piece of equipment. Manufacturer's Suggested Retail List Price is
shown. The website will not show the Sourcewell contract discount, but if the Sourcewell
member knows the discount on the particular product category, they will be able to
determine their purchase price.
34
In your view, what is Sourcewell's role
Sourcewell will play a key role in working with and supporting the John Deere Government
in promoting contracts arising out of
Account Managers, by helping the Account Managers promote the Sourcewell contract and
this RFP? How will you integrate a
recognize key opportunities in states that show a willingness to adopt Sourcewell.
Sourcewell-awarded contract into your
Conference calls and/or webinars with the John Deere Government Account Managers will
sales process?
be a valuable tool. Because the Account Managers have a strong relationship with the
John Deere dealers, the account managers will help the dealers understand the contract
and market it in their particular areas. The account managers will help the John Deere
dealers understand the steps necessary to sign up new Sourcewell members as well.
Furthermore, in certain geographies, webinars could be used to help John Deere dealers
understand the Sourcewell contract. These opportunities would typically be initiated by
John Deere and considered on an individual basis depending on the needs of a particular
region.
35
Are your products or services
We currently use E-procurement systems in North Carolina and Virginia (eVA) because we
available through an e-procurement
are contractually required to do so. The system does provide the state a constant record
ordering process? If so, describe your
of sales activity, however, administratively, E-procurement is not a seamless process for
e-procurement system and how
us. When it comes to John Deere equipment, there are thousands of equipment
governmental and educational
configurations. Because Deere's price pages are in pdf format, we cannot just simply
customers have used it.
upload the pricing into the E-procurement systems. We have to manually construct base
machines by model and enter them individually. Doing it this way means the agency is
not getting the complete picture of what we have available. They're only getting
a "sample". For the most part, agencies still feel most comfortable with working directly
with the dealer to ensure they're getting equipment that will best suit their needs.
Bid Number: RFP 031121 Vendor Name: Deere & Company
DocuSign Envelope ID: 1A745598-BEDB-42B6-8E79-6E7E8FCBDD97
Table 8: Value -Added Attributes
Line
Item
Question
Response
36
Describe any product, equipment,
The John Deere dealer is ultimately responsible for delivering and supporting the
maintenance, or operator training
equipment. However, any Sourcewell member will be encouraged to call the John Deere
programs that you offer to
governmental sales direct toll -free number (800-358-5010, option 2) for assistance with
Sourcewell participating entities.
locating their nearest dealer. John Deere does offer distance -learning classes on the
Include details, such as whether
operation and adjustment of equipment for certain products. To date, this has primarily
training is standard or optional,
been for larger equipment, targeted at farm customers. Many John Deere dealers offer
who provides training, and any
local training, which is at the discretion of the dealer.
costs that apply.
37
Describe any technological
Fastback TM PRO Rear -Discharge Mower Deck for the gas and diesel Z900 Ztrak Mowers.
advances that your proposed
1. Available in a 60- or 72-inch cutting widths,
products or services offer.
2. The rear -discharge mower deck increases productivity and improves operator comfort
without sacrificing cut quality.
3. The rear -discharge design, the chance of damage from objects being thrown from the
mower deck is decreased.
4. The unique design also helps minimize the amount of debris blown onto the operator.
5. Allows operators to mow closely around fixed objects with either side of the deck.
Compact Tractor Quik-KnectTM System Awarded with 2020 AE50 Award
1. Quik-Knect System Named One of This Year's Most Innovative Products in the Food
and Agriculture Industry.
2. Quik-Knect prevents twisting or forcing to line-up the splines when attaching rear
implements.
3. Developed to help increase operator ease and enhance productivity.
4. Operators slide the tractor and implement connectors together until they click into place.
Commercial Walk Behind Mowers Recognized with 2020 AE50 Award
1. AE50 awards highlight the most innovative designs in product engineering.
2. The recoil start M Series and electric start R Series Walk Behind Mowers have been a
gamechanger for the commercial mowing industry.
3. Redesigned machines directly address the primary customer needs of productivity,
operator comfort, weight distribution, and frame clearance.
38
Describe any "green" initiatives
John Deere has created a Product Sustainability goal where we offer machines and
that relate to your company or to
technology solutions that are not only more productive and efficient but also minimize the
your products or services, and
impact on the environment. Some Product Sustainability Goals include:
include a list of the certifying
1. Reduce environment impact including CO2 emissions on 90% of new products.
agency for each.
2. Increase the use of sustainable materials by growing remanufactured and rebuild sales
by 30%.
3. Increasing recyclable, renewable and recycled content.
39
Identify any third -party issued eco-
Sustainability is foundational to the John Deere strategy. We are committed to reducing the
labels, ratings or certifications that
environmental impact on 90% of new products to include carbon emission reductions and
your company has received for
invest $4 Million dollars per day in research and development. Further we have received the
the equipment or products
following awards.
included in your Proposal related
1. Best of CES Sustainability Award (GadgetMatch)
to energy efficiency or
2. 50 Sustainability & Climate Leader (Bloomberg)
conservation, life -cycle design
3. World's Most Ethical Companies (Ethisphere)
(cradle -to -cradle), or other
green/sustainability factors.
40
Describe any Women or Minority
John Deere continues to proactively engage small and diverse businesses to support the
Business Entity (WMBE), Small
economic growth of communities. Benefits of a thriving Supplier Diversity Program include:
Business Entity (SBE), or veteran
1. Generates economic opportunities for disadvantaged communities.
owned business certifications that
2. Promotes supply base competition and creates risk mitigation options.
your company or hub partners
3. Unlocks innovation and diversity of thought.
have obtained. Upload
documentation of certification (as
applicable) in the document
upload section of your response.
41
What unique attributes does your
John Deere's founder was best known for his work with the first commercially successful
company, your products, or your
plow. And so it is today that we are perhaps best known for our quality agricultural
services offer to Sourcewell
equipment. We also take the lead worldwide in construction and forestry equipment. We're
participating entities? What makes
a major force in grounds maintenance and commercial landscape equipment. Also, John
your proposed solutions unique in
Deere Financial is one of the largest equipment finance companies.
your industry as it applies to
Sourcewell participating entities?
Bid Number: RFP 031121 Vendor Name: Deere & Company
DocuSign Envelope ID: 1A745598-BEDB-42B6-8E79-6E7E8FCBDD97
Table 9: Warranty
Describe in detail your manufacturer warranty program, including conditions and requirements to qualify, claims procedure,
and overall structure. You may upload representative samples of your warranty materials (if applicable) in the document
upload section of your response in addition to responding to the questions below.
Line
Item
Question
Response
42
Do your warranties cover all products, parts, and
See paragraph A of the attached warranty statement.
labor?
43
Do your warranties impose usage restrictions or
Per the attached warranty statement paragraph B, the warranty term (time
other limitations that adversely affect coverage?
period and usage limits) varies by product.
44
Do your warranties cover the expense of
Per the attached warranty statement paragraph A, the purchaser will be
technicians' travel time and mileage to perform
responsible for any service call and/or transportation of equipment to and
warranty repairs?
from the authorized dealer's place of business (except where prohibited by
law), for any premium charged for overtime labor requested by the purchaser
and for any service and/or maintenance not directly related to any defect
covered under these warranties.
45
Are there any geographic regions of the United
The John Deere dealer network is able to service equipment throughout the
States or Canada (as applicable) for which you
United States and Canada.
cannot provide a certified technician to perform
warranty repairs? How will Sourcewell
participating entities in these regions be provided
service for warranty repair?
46
Will you cover warranty service for items made by
John Deere is only submitting equipment manufactured by John Deere.
other manufacturers that are part of your proposal,
or are these warranties issues typically passed on
Ito the original equipment manufacturer?
47
What are your proposed exchange and return
John Deere exchanges and returns will not be permitted.
programs and policies?
48
Describe any service contract options for the
John Deere is not including service contract options with our proposal.
items included in your proposal.
Table 10: Payment Terms and Financing Options
Line
Item
Question
Response
49
What are your payment terms (e.g., net 10, net 30)?
John Deere's payment terms are Net 30.
50
Do you provide leasing or financing options, especially
John Deere offers financing and leasing options through John Deere
those options that schools and governmental entities may
Financial. The John Deere Municipal Lease Purchase Plan is a
need to use in order to make certain acquisitions?
special low- rate financing plan that is designed to provide
flexibility of leasing while building equity toward ownership of the
John Deere equipment. Any state or local government body or their
political subdivisions may be eligible for the John Deere Municipal
Lease Purchase Plan, subject to approval and if the agencies rules
and guidelines allow. John Deere Financial also offers other
leasing and financing options for governmental, educational, and
non- profit entities, subject to approval.
51
Briefly describe your proposed order process. Include
The order process will follow a Business -to -Government order
enough detail to support your ability to report quarterly
process. Our dealer network will be quoting equipment, accepting
sales to Sourcewell as described in the Contract template.
purchase orders, delivering and servicing the equipment. The
For example, indicate whether your dealer network is
Sourcewell Member or John Deere dealer will submit a purchase
included in your response and whether each dealer (or
order to John Deere Government Sales for processing, noting the
some other entity) will process the Sourcewell participating
Sourcewell contract number on the PO and the Member's preferred
entities' purchase orders.
delivering dealer. John Deere will invoice the member upon delivery
of the product. The equipment will be delivered by the designated
dealer.
52
Do you accept the P-card procurement and payment
No.
process? If so, is there any additional cost to Sourcewell
participating entities for using this process?
Bid Number: RFP 031121 Vendor Name: Deere & Company
DocuSign Envelope ID: 1A745598-BEDB-42B6-8E79-6E7E8FCBDD97
Table 11: Pricing and Delivery
Provide detailed pricing information in the questions that follow below. Keep in mind that reasonable price and product adjustments can
be made during the term of an awarded Contract as desribed in the RFP, the template Contract, and the Sourcewell Price and Product
Change Request Form.
Line
Item
Question
Response
53
Describe your pricing model (e.g., line -item discounts or
John Deere is offering product -category discounts. See uploaded
product -category discounts). Provide detailed pricing data
Price Schedule and Price Pages.pdf.
(including standard or list pricing and the Sourcewell
discounted price) on all of the items that you want
Sourcewell to consider as part of your RFP response. If
applicable, provide a SKU for each item in your proposal.
Upload your pricing materials (if applicable) in the
document upload section of your response.
54
Quantify the pricing discount represented by the pricing
The percentage discount range is 4% to 24% off Current MSRP.
proposal in this response. For example, if the pricing in
your response represents a percentage discount from
MSRP or list, state the percentage or percentage range.
55
Describe any quantity or volume discounts or rebate
John Deere offers a Multiple Unit Discount (MUD) based on the
programs that you offer.
following schedule:
3-4 units — 1 %
5-6 units — 2%
7-8 units — 3%
9 units or more — 4%
For sales of three or more like self-propelled equipment sold to
one customer on the same purchase order qualifies for an
additional discount. Implements and attachments sold with and for
self-propelled ride -on machines are also eligible for multi -unit
discounts, but do not count towards the total number of ride -on
units, which determines the multi -unit discount percentage. Frontier
Equipment is excluded from the Multiple Unit Discount.
56
Propose a method of facilitating "sourced" products or
John Deere can offer "Sourced Goods" to Sourcewell Members.
related services, which may be referred to as "open
What Sourcewell calls "Sourced Goods" John Deere calls non -
market" items or "nonstandard options". For example, you
contract items and allied items. We define non -contract as John
may supply such items "at cost" or "at cost plus a
Deere items that are not on contract (like parts and catalog items
percentage," or you may supply a quote for each such
that say "See Parts" or "See Catalog" in our price pages). Allied
request.
equipment is defined as non -John Deere equipment (ex. Tiger
mower). Non -contract and allied items would be sold as "open
market" and the price of the item would be negotiated between the
John Deere dealer and the Sourcewell Member. The non-
contract/allied item would appear on the purchase order (PO) with
the contract item but would be listed as "non -contract".
57
Identify any element of the total cost of acquisition that is
For deliveries to Alaska, Hawaii, factory freight to the delivering
NOT included in the pricing submitted with your response.
dealer will be paid by the Sourcewell member. Factory freight is
This includes all additional charges associated with a
known at the time of quoting and will be included on the quote to
purchase that are not directly identified as freight or
the Sourcewell member.
shipping charges. For example, list costs for items like pre -
delivery inspection, installation, set up, mandatory training,
The dealer may charge $4.00 per loaded mile to deliver equipment
or initial inspection. Identify any parties that impose such
from the dealership to the agency's location. The charge must
costs and their relationship to the Proposer.
appear on the quote or purchase order.
58
If freight, delivery, or shipping is an additional cost to the
For deliveries to Alaska, Hawaii, factory freight to the delivering
Sourcewell participating entity, describe in detail the
dealer will be paid by the Sourcewell member. Factory freight is
complete freight, shipping, and delivery program.
known at the time of quoting and will be included on the quote to
the Sourcewell member.
The dealer may charge $4.00 per loaded mile to deliver equipment
from the dealership to the agency's location. The charge must
appear on the quote or purchase order.
59
Specifically describe freight, shipping, and delivery terms or
For deliveries to Alaska, Hawaii, factory freight to the delivering
programs available for Alaska, Hawaii, Canada, or any
dealer will be paid by the Sourcewell member. Factory freight is
offshore delivery.
known at the time of quoting and will be included on the quote to
the Sourcewell member.
60
Describe any unique distribution and/or delivery methods or
None.
options offered in your proposal.
Bid Number: RFP 031121 Vendor Name: Deere & Company
DocuSign Envelope ID: 1A745598-BEDB-42B6-8E79-6E7E8FCBDD97
Table 12: Pricing Offered
Line
Item
The Pricing Offered in this Proposal is:
Comments
61
b. the same as the Proposer typically offers to GPOs, cooperative procurement organizations, or state purchasing
departments.
Table 13: Audit and Administrative Fee
Line
Item
Question
Response
62
Specifically describe any self -audit process or program that you
The Sourcewell member will receive their equipment quote
plan to employ to verify compliance with your proposed Contract
directly from the John Deere dealer. The dealer is able to
with Sourcewell. This process includes ensuring that Sourcewell
create the quote by utilizing the contract information
participating entities obtain the proper pricing, that the Vendor
(discounts, contract guidelines, eligible equipment, etc.) that
reports all sales under the Contract each quarter, and that the
we have posted on our website as well as a quoting tool
Vendor remits the proper administrative fee to Sourcewell.
that we've made available to them. The member will submit
their purchase order (PO), with contract number noted, to the
dealer. John Deere will be listed as the vendor on the PO
and the dealer, who created the quote, will be the delivering
dealer. The dealer will then upload the quote and the PO to
Deere's online order management system. Our Order
Management Team will then retrieve the quote and the PO
and audit them based on the contract guidelines. If an
issue is discovered with PO and/or quote, the Order
Management Team will then contact the dealer and work with
the dealer and the member to get the issue resolved.
63
Identify a proposed administrative fee that you will pay to
John Deere will pay a 1% administrative fee.
Sourcewell for facilitating, managing, and promoting the Sourcewell
Contract in the event that you are awarded a Contract. This fee
is typically calculated as a percentage of Vendor's sales under the
Contract or as a per -unit fee; it is not a line -item addition to the
Member's cost of goods. (See the RFP and template Contract for
additional details.)
Bid Number: RFP 031121 Vendor Name: Deere & Company
DocuSign Envelope ID: 1A745598-BEDB-42B6-8E79-6E7E8FCBDD97
Table 14A: Depth and Breadth of Offered Equipment Products and Services
Line
Item
Question
Response
64
Provide a detailed description of the
John Deere will offer its complete product offering that fall within the scope of this
equipment, products, and services that you
RFP. Description of the products John Deere will offer include:
are offering in your proposal.
Residential Zero -Turn Radius Mowers & Equipment
Lawn Tractors & Equipment
Garden Tractors & Equipment
Equipment for Lawn & Garden Tractors
Commercial Walk -Behind Mowers & Equipment
Commercial Zero -Turn Radius Mowers & Equipment
Commercial Front Mowers & Equipment
Commercial Wide Area Mowers & Equipment
Compact Utility Tractors & Equipment
Equipment for Commercial Mowing Products
Equipment for Compact Utility Tractors
Mid -Size Utility Vehicles & Equipment
Full -Size Utility Vehicles & Equipment
Traditional Utility Vehicles & Equipment
HPX Utility Vehicles & Equipment
Implements for Utility Vehicles
TerrainCut Mowers & Equipment
Special Application Vehicles & Equipment
Aercore & Equipment
Debris Maintenance & Equipment
Frontier Implements and Attachments
Our independent dealer network will provide aftermarket services upon request.
Equipment Delivery Time After Receipt of Order (ARO) is as follows:
1. Lawn & Garden - 30 to 60 days after receipt of order.
2. Commercial - 60 to 90 days after receipt of order.
65
Within this RFP category there may be
List of subcategory products John Deere will offer within this RFP include:
subcategories of solutions. List subcategory
titles that best describe your products and
Material Handling Attachments (Loaders, Backhoes, Mower Decks, Rotary Tillers,
services.
Snow Blowers)
Frontier Attachments (Cotton, Cutting/Mowing, Hay & Forage, Landscape, Livestock,
Material Handling, Planting & Seeding, Snow, Sprayers, Tillage)
Table 14B: Depth and Breadth of Offered Equipment Products and Services
Indicate below if the listed types or classes of equipment, products, and services are offered within your proposal. Provide additional
comments in the text box provided, as necessary.
Line
Item
Category or Type
Offered
Comments
66
Lawn and garden equipment, tools,
r Yes
See uploaded Price Schedule and Price Pages.pdf.
attachments, and accessories
f No
67
Irrigation systems, equipment, parts, and
r Yes
No Bid
related installation and maintenance services
r: No
68
Beach and waterfront maintenance
f Yes
No Bid
equipment and accessories
f: No
69
Accessories, parts, and services related to
t Yes
John Deere is not providing parts, service or warranty programs
the solutions described above, including
o: No
as part of its RFP response. However, Sourcewell members
maintenance or repair, and warranty
will be able to purchase parts and other service programs
programs
directly from the John Deere dealers.
Bid Number: RFP 031121 Vendor Name: Deere & Company
DocuSign Envelope ID: 1A745598-BEDB-42B6-8E79-6E7E8FCBDD97
Table 15: Industry Specific Questions
Line
Item
Question
Response
70
If you are awarded a contract, provide a
John Deere looks forward to annual business reviews with Sourcewell account
few examples of internal metrics that will
managers. During these reviews, we discuss plans and volume goals and normally
be tracked to measure whether you are
include percentage sales increase. Our metrics & goals for 2021 and beyond
having success with the contract.
includes this discussion.
71
Describe the serviceability of the products
John Deere has a nationwide independent dealer network offering best -in -class
included in your proposal (parts availability,
parts, service, and support. Our dealer network, with over 1,700 locations
warranty and technical support, etc.).
nationwide, would be responsible for delivering and servicing the equipment sold to
end users using this contract. John Deere dealers offer a combination of after-hours
service (varies by dealer) and online support (online parts ordering system), which
gives end -users the service needed to avoid costly downtime. The John Deere parts
ordering system is available for all dealers and gives them access to over 800,000
unique parts which are ready to ship overnight, if needed. Most dealers also offer
some form of mobile maintenance service, which provides on -site service. Dealer
technicians are factory -trained on the service and support of the products offered in
this RFP.
72
Describe advancements reflected in the
John Deere relies heavily on applicable safety standards as published by the
equipment or products offered in your
International Standards Organization (ISO), the American National Standards Institute
proposal, such as safety, longevity or life
(ANSI), the American Society of Agricultural and Biological Engineers (ASABE),
cycle cost measures.
European Committee for Standardization (CEN), and other organizations. Our goal
is to meet or surpass the intent of these standards. As part of our design process,
we ensure safety information appears in pre -delivery instructions, operator's manuals,
technical manuals, and other service publications. In addition, safety instructions in
the form of safety signs are affixed to the product to appropriately warn an operator
of potential hazards. We also provide training resources such as videos, posters,
brochures, and guides.
Exceptions to Terms, Conditions, or Specifications Form
Only those Proposer Exceptions to Terms, Conditions, or Specifications that have been accepted by Sourcewell have been
incorporated into the contract text.
Bid Number: RFP 031121 Vendor Name: Deere & Company
DocuSign Envelope ID: 1A745598-BEDB-42B6-8E79-6E7E8FCBDD97
Proposer's Affidavit
PROPOSER AFFIDAVIT AND ASSURANCE OF COMPLIANCE
I certify that I am the authorized representative of the Proposer submitting the foregoing Proposal with the legal authority to bind the
Proposer to this Affidavit and Assurance of Compliance:
1. The Proposer is submitting this Proposal under its full and complete legal name, and the Proposer legally exists in good standing in
the jurisdiction of its residence.
2. The Proposer warrants that the information provided in this Proposal is true, correct, and reliable for purposes of evaluation for
contract award.
The Proposer, including any person assisting with the creation of this Proposal, has arrived at this Proposal independently and the
Proposal has been created without colluding with any other person, company, or parties that have or will submit a proposal under
this solicitation; and the Proposal has in all respects been created fairly without any fraud or dishonesty. The Proposer has not
directly or indirectly entered into any agreement or arrangement with any person or business in an effort to influence any part of
this solicitation or operations of a resulting contract; and the Proposer has not taken any action in restraint of free trade or
competitiveness in connection with this solicitation. Additionally, if Proposer has worked with a consultant on the Proposal, the
consultant (an individual or a company) has not assisted any other entity that has submitted or will submit a proposal for this
solicitation.
4. To the best of its knowledge and belief, and except as otherwise disclosed in the Proposal, there are no relevant facts or
circumstances which could give rise to an organizational conflict of interest. An organizational conflict of interest exists when a
vendor has an unfair competitive advantage or the vendor's objectivity in performing the contract is, or might be, impaired.
5. The contents of the Proposal have not been communicated by the Proposer or its employees or agents to any person not an
employee or legally authorized agent of the Proposer and will not be communicated to any such persons prior to Due Date of this
solicitation.
6. If awarded a contract, the Proposer will provide to Sourcewell Participating Entities the equipment, products, and services in
accordance with the terms, conditions, and scope of a resulting contract.
7. The Proposer possesses, or will possess before delivering any equipment, products, or services, all applicable licenses or
certifications necessary to deliver such equipment, products, or services under any resulting contract.
8. The Proposer agrees to deliver equipment, products, and services through valid contracts, purchase orders, or means that are
acceptable to Sourcewell Members. Unless otherwise agreed to, the Proposer must provide only new and first -quality products and
related services to Sourcewell Members under an awarded Contract.
9. The Proposer will comply with all applicable provisions of federal, state, and local laws, regulations, rules, and orders.
10. The Proposer understands that Sourcewell will reject RFP proposals that are marked "confidential" (or "nonpublic," etc.), either
substantially or in their entirety. Under Minnesota Statutes Section 13.591, subdivision 4, all proposals are considered nonpublic
data until the evaluation is complete and a Contract is awarded. At that point, proposals become public data. Minnesota Statutes
Section 13.37 permits only certain narrowly defined data to be considered a "trade secret," and thus nonpublic data under
Minnesota's Data Practices Act.
11. Proposer its employees, agents, and subcontractors are not:
a. Included on the "Specially Designated Nationals and Blocked Persons" list maintained by the Office of Foreign Assets Control
of the United States Department of the Treasury found at: https://www.treasury.aov/ofac/downloads/sdnlist.pdf-1
b. Included on the government -wide exclusions lists in the United States System for Award Management found at:
https://sam.aov/SAM/; or
Bid Number: RFP 031121 Vendor Name: Deere & Company
DocuSign Envelope ID: 1A745598-BEDB-42B6-8E79-6E7E8FCBDD97
c. Presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated
by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any
Participating Entity. Vendor certifies and warrants that neither it nor its principals have been convicted of a criminal offense
related to the subject matter of this solicitation.
r By checking this box I acknowledge that I am bound by the terms of the Proposer's Affidavit, have the legal authority to submit this
Proposal on behalf of the Proposer, and that this electronic acknowledgment has the same legal effect, validity, and enforceability as if I
had hand signed the Proposal. This signature will not be denied such legal effect, validity, or enforceability solely because an electronic
signature or electronic record was used in its formation. - Andrew Roman, Contract Administrator, Deere & Company
The Proposer declares that there is an actual or potential Conflict of Interest relating to the preparation of its submission, and/or the
Proposer foresees an actual or potential Conflict of Interest in performing the contractual obligations contemplated in the bid.
r- Yes r- No
The Bidder acknowledges and agrees that the addendum/addenda below form part of the Bid Document.
Check the box in the column "I have reviewed this addendum" below to acknowledge each of the addenda.
I have reviewed the
File Name below addendum and pages
attachments (if
applicable)
Addendum_11_ Grounds_Maintenance_Equipment_RFP_031121
Thu March 4 2021 06:08 PM
Addendum_10_ Grounds _Maintenance _Equipment_RFP_031121 r
Thu February 25 2021 01:00 PM
Addendum_9_ Grounds _Maintenance _Equipment_RFP_031121
Tue February 23 2021 10:33 AM
Addendum_8_ Grounds _Maintenance _Equipment_RFP_031121
Mon February 22 2021 10:21 AM
Addendum-7— Grounds Maintenance_Equipment_RFP_031121_CDR Suggests
Wed February 17 2021 09:01 AM
Addendum_6_ Grounds _Maintenance _Equipment_RFP_031121
Tue February 16 2021 11:03 AM
Addendum_5_ Grounds _Maintenance _Equipment_RFP_031121
Fri February 12 2021 03:14 PM
Addendum_4_ Grounds _Maintenance _Equipment_RFP_031121
Tue February 2 2021 02:12 PM
Addendum_3_ Grounds _Maintenance _Equipment_RFP_031121
Thu January 21 2021 03:47 PM
Addendum_2_ Grounds _Maintenance _Equipment_RFP_031121 r
Wed January 20 2021 02:02 PM
Addendum_1_ Grounds —Maintenance _Equipment_RFP_031121
IRV
Tue January 19 2021 03:36 PM
Bid Number: RFP 031121 Vendor Name: Deere & Company
DocuSign Envelope ID: 96424436-8E36-4475-8E43-3081 BC979166
AMENDMENT
TO
CONTRACT #031121-DAC
THIS AMENDMENT is effective upon the date of the last signature below by and between
Sourcewell and Deere & Company (Vendor).
Sourcewell awarded a contract to Vendor to provide Grounds Maintenance Equipment,
Attachments, and Accessories with Related Services, to Sourcewell and its Participating Entities,
effective April 30, 2021, through April 30, 2025, (Original Agreement).
The parties wish to amend the Contract to add:
Upon a Dealer's acceptance of this Contract's Terms and Conditions, Supplier authorizes
Dealers to sell directly to Participating Entities; this includes accepting Purchase Orders
and Invoicing Participating Entities. In the event a Dealer does not accept this Contract's
Terms and Conditions, Supplier may sell directly to Participating Entitles.
Except as amended by this Amendment, the Original Agreement remains in full force and
effect.
Sourcewell
DocuSigned by:
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C9FD2A 139DD6489...
Jeremy Schwartz
Deere & Company
DocuSigned by:
By. QtJ.vti,w fbmav,
E2D8D7D6435C47C...
Andrew Roman
Title: Director of Operations & Procurement/CPO Title:
Date: 7/12/2022 1 9:09 PM CDT
Approved:
E
DoccuSigneedby,
By."
7E42BSF817A64CC...
Chad Coauette, Executive Director/CEO
Date: 7/12/2022 1 9:10 PM CDT
Contract Administrator
Date: 7/12/2022 1 11:17 AM CDT
M E NT ARID /
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Sourcewell O
np
oAF99Ti`E'DURCH AS\NE'So�J�
RFP #031121
REQUEST FOR PROPOSALS
for
Grounds Maintenance Equipment, Attachments, and Accessories with Related
Services
Proposal Due Date: March 11, 2021, 4:30 p.m., Central Time
Sourcewell, a State of Minnesota local government agency and service cooperative, is requesting
proposals for Grounds Maintenance Equipment, Attachments, and Accessories with Related
Services to result in a contracting solution for use by its Participating Entities. Sourcewell
Participating Entities include thousands of governmental, higher education, K-12 education,
nonprofit, tribal government, and other public agencies located in the United States and Canada.
A full copy of the Request for Proposals can be found on the Sourcewell Procurement Portal
[https://proportal.sourcewellhttps://proportal.sourcewell-mngoov1. Only proposals submitted through the Sourcewell
Procurement Portal will be considered. Proposals are due no later than March 11, 2021, at 4:30
p.m. Central Time, and late proposals will not be considered.
Solicitation Schedule
Public Notice of RFP Published
Pre -proposal Conference
Question Submission Deadline
Proposal Due Date:
Opening:
January 19, 2021
February 11, 2021, 10:00 a.m., Central Time
March 4, 2021, 4:30 p.m., Central Time
March 11, 2021, 4:30 p.m., Central Time
Late responses will not be considered.
March 11, 2021, 6:30 p.m., Central Time **
** SEE RFP SUB -SECTION V. G. "OPENING'
Rev. 2/2020 Sourcewell RFP #031121
Grounds Maintenance Equipment, Attachments, and Accessories with Related Services
Page 1
ABOUT SOURCEWELL PARTICIPATING ENTITIES
A. SOURCEWELL
Sourcewell is a State of Minnesota local government agency and service cooperative created
under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that facilitates
a competitive public solicitation and contract award process for the benefit of its 50,000+
participating entities across the United States and Canada. Sourcewell's solicitation process
complies with State of Minnesota law and policies, conforms to Canadian trade agreements,
and results in cooperative contracting solutions from which Sourcewell's Participating Entities
procure equipment, products, and services.
Cooperative contracting provides participating entities and vendors increased administrative
efficiencies and the power of combined purchasing volume that result in overall cost savings. At
times, Sourcewell also partners with other purchasing cooperatives to combine the purchasing
volume of their membership into a single solicitation and contract expanding the reach of
contracted vendors' potential pool of end users.
Sourcewell uses a website-based platform, the Sourcewell Procurement Portal, through which
all proposals to this RFP must be submitted.
B. USE OF RESULTING CONTRACTS
In the United States, Sourcewell's contracts are available for use by:
• Federal and state government entities;
• Cities, towns, and counties/parishes;
• Education service cooperatives;
• K-12 and higher education entities;
• Tribal government entities;
• Some nonprofit entities; and
• Other public entities.
In Canada, Sourcewell's contracts are available for use by:
• Provincial and territorial government departments, ministries, agencies, boards,
councils, committees, commissions, and similar agencies;
• Regional, local, district, and other forms of municipal government, municipal
organizations, school boards, and publicly -funded academic, health, and social service
entities referred to as MASH sector (this should be construed to include but not be
limited to the Cities of Calgary, Edmonton, Toronto, Calgary, Ottawa, and Winnipeg), as
well as any corporation or entity owned or controlled by one or more of the preceding
entities;
Rev. 2/2020 Sourcewell RFP #031121
Grounds Maintenance Equipment, Attachments, and Accessories with Related Services
Page 2
Crown corporations, government enterprises, and other entities that are owned or
controlled by these entities through ownership interest;
Members of the Rural Municipalities of Alberta (RMA) and their represented
Associations, Saskatchewan Association of Rural Municipalities (SARM), Saskatchewan
Urban Municipalities Association (SUMA), Association of Manitoba Municipalities
(AMM), Local Authority Services (LAS), Municipalities Newfoundland and Labrador
(MNL), Nova Scotia Federation of Municipalities (NSFM), and Federation of Prince
Edward Island Municipalities (FPEIM).
For a listing of current United States and Canadian Participating Entities visit Sourcewell's
website (note: there is a tab for each country's listing): https://www.sourcewell-
mn.gov/sourcewel1-for-vendors/agency-locator.
Access to contracted equipment, products, or services by Participating Entities is typically
through a purchase order issued directly to the applicable vendor. A Participating Entity may
request additional terms or conditions related to a purchase. Use of Sourcewell contracts is
voluntary and Participating Entities retain the right to obtain similar equipment, products, or
services from other sources.
To meet Participating Entities' needs, public notice of this RFP has been broadly published,
including notification in the United States to each state -level procurement department for
possible re -posting.
Proof of publication will be available at the conclusion of the solicitation process.
II. EQUIPMENT, PRODUCTS, AND SERVICES
A. SOLUTIONS -BASED SOLICITATION
This RFP and contract award process is a solutions -based solicitation; meaning that Sourcewell
is seeking equipment, products, or services that meet the general requirements of the scope of
this RFP and that are commonly desired or are required by law or industry standards.
B. REQUESTED EQUIPMENT. PRODUCTS. OR SERVICES
It is expected that Proposers will offer a wide array of equipment, products, or services at lower
prices and with better value than what they would ordinarily offer to a single government
entity, a school district, or a regional cooperative.
Sourcewell is seeking proposals for Grounds Maintenance Equipment, Attachments, and
Accessories with Related Services, to include:
Rev. 2/2020 Sourcewell RFP #031121
Grounds Maintenance Equipment, Attachments, and Accessories with Related Services
Page 3
Lawn and garden equipment, tools, attachments, and accessories for all types of lawn,
field and turf care, golf course maintenance, landscape maintenance, sidewalk and
walking path maintenance, parking lot maintenance, and snow removal;
b. Irrigation systems, equipment, parts, and related installation and maintenance services;
c. Beach and waterfront maintenance equipment and accessories; and
d. Accessories, parts, and services related to the solutions described in subsection 1.a. - c.
above, including maintenance or repair, and warranty programs. However, this
solicitation should NOT be construed to include "service -only' solutions. Proposers may
include related services to the extent that these solutions are complementary to the
offering of the equipment and products being proposed.
2. The primary focus of this solicitation is on Grounds Maintenance Equipment,
Attachments, and Accessories. This solicitation should NOT be construed to include equipment
principally intended or designed for highway, road, right-of-way or sewer maintenance.
3. This solicitation does not include those equipment, products, or services covered under
categories included in contracts currently maintained by Sourcewell:
a. Roadway Maintenance Equipment with Related Accessories, Attachments, Materials,
and Supplies (RFP #052417)
b. Snow and Ice Handling Equipment, Supplies, and Accessories (RFP #080818)
c. Portable Construction Equipment with Related Accessories and Attachments
(RFP#041719)
d. Ag Tractors with Related Attachments, Accessories, and Supplies (RFP #110719)
Proposers may include related equipment, accessories, and services to the extent that these
solutions are complementary to the equipment, products, or service(s) being proposed.
Generally, the solutions for Participating Entities are turn -key solutions, providing a
combination of equipment, products and services, delivery, and installation to a properly
operating status. However, equipment or products only solutions may be appropriate for
situations where Participating Entities possess the ability, either in-house or through local third -
party contractors, to properly install and bring to operation the equipment or products being
proposed.
Sourcewell prefers vendors that provide a sole source of responsibility for the products and
services provided under a resulting contract. If Proposer requires the use of dealers, resellers,
or subcontractors to provide the products or services, the Proposal should address how the
products or services will be provided to Participating Entities and describe the network of
dealers, resellers, and/or subcontractors that will be available to serve Participating Entities
under a resulting contract.
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Page 4
Sourcewell desires the broadest possible selection of equipment, products, and services being
proposed over the largest possible geographic area and to the largest possible cross-section of
Sourcewell current and future Participating Entities.
C. REQUIREMENTS
It is expected that Proposers have knowledge of all applicable industry standards, laws, and
regulations and possess an ability to market and distribute the equipment, products, or services
to Participating Entities.
1. Safety Requirements. All items proposed must comply with current applicable safety or
regulatory standards or codes.
2. Deviation from Industry Standard. Deviations from industry standards must be
identified with an explanation of how the equipment, products, and services will
provide equivalent function, coverage, performance, and/or related services.
3. New Equipment and Products. Proposed equipment and products must be for new,
current model; however, Proposer may offer certain close-out equipment or products if
it is specifically noted in the Pricing proposal.
4. Delivered and operational. Unless clearly noted in the Proposal, equipment and
products must be delivered to the Participating Entity as operational.
5. Warranty. All equipment, products, supplies, and services must be covered by a
warranty that is the industry standard or better.
D. ANTICIPATED CONTRACT TERM
Sourcewell anticipates that the term of any resulting contract(s) will be four (4) years. Up to
two one-year extensions may be offered based on the best interests of Sourcewell and its
Participating Entities.
ESTIMATED CONTRACT VALUE AND USAGE
Based on past volume of similar contracts, the estimated annual value of all transactions from
contracts resulting from this RFP are anticipated to be USD $85 Million; therefore, proposers
are expected to propose volume pricing. Sourcewell anticipates considerable activity under the
contract(s) awarded from this RFP; however, sales and sales volume from any resulting contract
are not guaranteed.
F. MARKETING PLAN
Proposer's sales force will be the primary source of communication with Participating Entities.
The Proposer's Marketing Plan should demonstrate Proposer's ability to deploy a sales force or
dealer network to Participating Entities, as well as Proposer's sales and service capabilities. It is
expected that Proposer will promote and market any contract award.
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Page 5
G. ADDITIONAL CONSIDERATIONS
1. Contracts will be awarded to Proposers able to best meet the need of Participating
Entities. Proposers should submit their complete line of equipment, products, or
services that are applicable to the scope of this RFP.
2. Proposers should include all relevant information in its proposal, since Sourcewell
cannot consider information that is not included in the Proposal. Sourcewell reserves
the right to verify Proposer's information and may request clarification from a Proposer,
including samples of the proposed equipment or products.
3. Depending upon the responses received in a given category, Sourcewell may need to
organize responses into subcategories in order to provide the broadest coverage of the
requested equipment, products, or services to Participating Entities. Awards may be
based on a subcategory.
4. A Proposer's documented negative past performance with Sourcewell or its
Participating Entities occurring under a previously awarded Sourcewell contract may be
considered in the evaluation of a proposal.
E. PRICING
A. REQUIREMENTS
All proposed pricing must be:
1. Either Line -Item Pricing or Percentage Discount from Catalog Pricing, or a combination of
these:
a. Line -item Pricing is pricing based on each individual product or services. Each line must
indicate the Vendor's published "List Price," as well as the "Contract Price."
b. Percentage Discount from Catalog or Category is based on a percentage discount from
a catalog or list price, defined as a published Manufacturer's Suggested Retail Price
(MSRP) for the products or services. Individualized percentage discounts can be
applied to any number of defined product groupings. Proposers will be responsible
for providing and maintaining current published MSRP with Sourcewell, and this
pricing must be included in its proposal and provided throughout the term of any
Contract resulting from this RFP.
2. The Proposer's ceiling price (Ceiling price means that the proposed pricing will be
considered as the highest price for which equipment, products, or services may be billed
to a Participating Entity). However, it is permissible for vendors to sell at a price that is
lower than the contracted price;
3. Stated in U.S. and Canadian dollars (as applicable); and
4. Clearly understood, complete, and fully describe the total cost of acquisition (e.g., the
cost of the proposed equipment, products, and services delivered and operational for its
intended purpose in the Participating Entity's location).
Rev. 2/2020 Sourcewell RFP #031121
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Page 6
Proposers should clearly identify any costs that are NOT included in the proposed product or
service pricing. This may include items such as installation, set up, mandatory training, or initial
inspection. Include identification of any parties that impose such costs and their relationship to
the Proposer. Additionally, Proposers should clearly describe any unique distribution and/or
delivery methods or options offered in the Proposal.
B. ADMINISTRATIVE FEES
Proposers are expected to pay to Sourcewell an administrative fee in exchange for Sourcewell
facilitating the resulting contracts. The administrative fee is normally calculated as a percentage
of the total salesto Participating Entities for all contracted equipment, products, or services made
during a calendar quarter, and is typically one percent (1%) to two percent (2%). In some
categories, a flat fee may be an acceptable alternative.
F. CONTRACT
Proposers awarded a contract will be required to execute a contract with Sourcewell (see
attached template). Only those modifications the Proposer indicates in its proposal will be
available for discussion. Much of the language in the Contract reflects Minnesota legal
requirements and cannot be altered. Numerous and/or onerous exceptions that contradict
Minnesota law may result in the Proposal being disqualified from further review and
evaluation.
To request a modification to the Contract terms, conditions, or specifications, a Proposer must
complete and submit the Exceptions to Terms, Conditions, or Specifications table, with all
requested modifications, through the Sourcewell Procurement Portal at the time of submitting
the Proposer's Proposal. Exceptions must:
1. Clearly identify the affected article and section, and
2. Clearly note what language is requested to be modified.
Unclear requests will be automatically denied.
Only those exceptions that have been accepted by Sourcewell will be included in the contract
document provided to the awarded vendor for signature.
If a Proposer receives a contract award resulting from this solicitation it will have up to 30 days
to sign and return the contract. After that time, at Sourcewell's sole discretion, the contract
award may be revoked.
G. RFP PROCESS
A. PRE -PROPOSAL CONFERENCE
Sourcewell will hold an optional, non -mandatory pre -proposal conference via webcast on the
date and time noted on page one of this RFP and on the Sourcewell Procurement Portal. The
Rev. 2/2020 Sourcewell RFP #031121
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Page 7
purpose of this conference is to allow potential Proposers to ask questions regarding this RFP
and Sourcewell's competitive contracting process. Information about the webcast will be sent
to all entities that have registered for this solicitation opportunity through their Sourcewell
Procurement Portal Vendor Account. Pre -proposal conference attendance is optional.
B. QUESTIONS REGARDING THIS RFP AND ORAL COMMUNICATION
Questions regarding this RFP must be submitted through the Sourcewell Procurement Portal.
The deadline for submission of questions is found in the Solicitation Schedule and on the
Sourcewell Procurement Portal. Answers to questions will be issued through an addendum to
this RFP. Repetitive questions will be summarized into a single answer and identifying
information will be removed from the submitted questions.
All questions, whether specific to a Proposer or generally related to the RFP, must be submitted
using this process. Do not contact individual Sourcewell staff to ask questions or request
information as this may disqualify the Proposer from responding to this RFP. Sourcewell will not
respond to questions submitted after the deadline.
C. ADDENDA
Sourcewell may modify this RFP at any time prior to the proposal due date by issuing an
addendum. Addenda issued by Sourcewell become a part of the RFP and will be delivered to
potential Proposers through the Sourcewell Procurement Portal. Sourcewell accepts no liability
in connection with the delivery of any addenda.
Before a proposal will be accepted through the Sourcewell Procurement Portal, all addenda, if
any, must be acknowledged by the Proposer by checking the box for each addendum. It is the
responsibility of the Proposer to check for any addenda that may have been issued up to the
solicitation due date and time.
If an addendum is issued after a Proposer submitted its proposal, the Sourcewell Procurement
Portal will WITHDRAW the submission and change the Proposer's proposal status to
INCOMPLETE. The Proposer can view this status change in the "MY BIDS" section of the
Sourcewell Procurement Portal Vendor Account. The Proposer is solely responsible to check the
"MY BIDS" section of the Sourcewell Procurement Portal Vendor Account periodically after
submitting its Proposal (and up to the Proposal due date). If the Proposer's Proposal status has
changed to INCOMPLETE, the Proposer is solely responsible to:
i) make any required adjustments to its proposal;
ii) acknowledge the addenda; and
iii) ensure the re -submitted proposal is received through the Sourcewell Procurement Portal
no later than the Proposal Due Date and time shown in the Solicitation Schedule above.
D. PROPOSAL SUBMISSION
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Proposer's complete proposal must be submitted through the Sourcewell Procurement Portal
no later than the date and time specified in the Solicitation Schedule. Any other form of
proposal submission, whether electronic, paper, or otherwise, will not be considered by
Sourcewell. Late proposals will not be considered. It is the Proposer's sole responsibility to
ensure that the proposal is received on time.
It is recommended that Proposers allow sufficient time to upload the proposal and to resolve
any issues that may arise. The time and date that a Proposal is received by Sourcewell is solely
determined by the Sourcewell Procurement Portal web clock.
In the event of problems with the Sourcewell Procurement Portal, follow the instructions for
technical support posted in the portal. It may take up to twenty-four (24) hours to respond to
certain issues.
Upon successful submission of a proposal, the Portal will automatically generate a confirmation
email to the Proposer. If the Proposer does not receive a confirmation email, contact
Sourcewell's support provider at support@bidsandtenders.ca.
To ensure receipt of the latest information and updates via email regarding this solicitation, or
if the Proposer has obtained this solicitation document from a third party, the onus is on the
Proposer to create a Sourcewell Procurement Portal Vendor Account and register for this
solicitation opportunity.
Within the Procurement Portal, all proposals must be digitally acknowledged by an authorized
representative of the Proposer attesting that the information contained in in the proposal is
true and accurate. By submitting a proposal, Proposer warrants that the information provided
is true, correct, and reliable for purposes of evaluation for potential contract award. The
submission of inaccurate, misleading, or false information is grounds for disqualification from a
contract award and may subject the Proposer to remedies available by law.
E. GENERAL PROPOSAL REQUIREMENTS
Proposals must be:
• In substantial compliance with the requirements of this RFP or it will be considered
nonresponsive and be rejected.
• Complete. A proposal will be rejected if it is conditional or incomplete.
• Submitted in English.
• Valid and irrevocable for 90 days following the Proposal Due Date.
Any and all costs incurred in responding to this RFP will be borne by the Proposer.
PROPOSAL WITHDRAWAL
Prior to the proposal deadline, a Proposer may withdraw its proposal.
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[CMil»►11►[e
The Opening of Proposals will be conducted electronically through the Sourcewell Procurement
Portal. A list of all Proposers will be made publicly available in the Sourcewell Procurement
Portal after the Proposal Due Date, but no later than the Opening time listed in the Solicitation
Schedule.
To view the list of Proposers, verify that the Sourcewell Procurement Portal opportunities list
search is set to "All" or "Closed." The solicitation status will automatically change to "Closed"
after the Proposal Due Date and Time.
H. EVALUATION AND AWARD
A. EVALUATION
It is the intent of Sourcewell to award one or more contracts to responsive and responsible
Proposer(s) offering the best overall quality, selection of equipment, products, and services,
and price that meet the commonly requested specifications of Sourcewell and its Participating
Entities. The award(s) will be limited to the number of Proposers that Sourcewell determines is
necessary to meet the needs of Participating Entities. Factors to be considered in determining
the number of contracts to be awarded in any category may include the following:
• The number of and geographic location of:
o Proposers necessary to offer a comprehensive selection of equipment, products, or
services for Participating Entities' use.
o A Proposer's sales and service network to assure availability of product supply and
coverage to meet Participating Entities' anticipated needs.
• Total evaluation scores.
• The attributes of Proposers, and their equipment, products, or services, to assist
Participating Entities achieve environmental and social requirements, preferences, and
goals. Information submitted as part of a proposal should be as specific as possible
when responding to the RFP. Do not assume Sourcewell's knowledge about a specific
vendor or product.
B. AWARD(S)
Award(s) will be made to the Proposer(s) whose proposal conforms to all conditions and
requirements of the RFP, and consistent with the award criteria defined in this RFP.
Sourcewell may request written clarification of a proposal at any time during the evaluation
process.
Proposal evaluation will be based on the following scoring criteria and the Sourcewell Evaluator
Scoring Guide (available in the Sourcewell Procurement Portal):
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Conformance to RFP Requirements
Financial Viability and Marketplace Success
Ability to Sell and Deliver Service
Marketing Plan
Value Added Attributes
Warranty
Depth and Breadth of Offered Equipment, Products, or Services
Pricing
TOTAL POINTS
C. PROTESTS OF AWARDS
50
75
100
50
75
50
200
400
1000
Any protest made under this RFP by a Proposer must be in writing, addressed to Sourcewell's
Executive Director, and delivered to the Sourcewell office located at 202 12th Street NE, P.O.
Box 219, Staples, MN 56479. The protest must be received no later than 10 calendar days'
following Sourcewell's notice of contract award(s) or non -award and must be time stamped by
Sourcewell no later than 4:30 p.m., Central Time.
A protest must include the following items:
• The name, address, and telephone number of the protester;
• The original signature of the protester or its representative;
• Identification of the solicitation by RFP number;
• A precise statement of the relevant facts;
• Identification of the issues to be resolved;
• Identification of the legal or factual basis;
• Any additional supporting documentation; and
• Protest bond in the amount of $20,000, except where prohibited by law or treaty.
Protests that do not address these elements will not be reviewed.
D. RIGHTS RESERVED
This RFP does not commit Sourcewell to award any contract and a proposal may be rejected if it
is nonresponsive, conditional, incomplete, conflicting, or misleading. Proposals that contain
false statements or do not support an attribute or condition stated by the Proposer may be
rejected.
Sourcewell reserves the right to:
• Modify or cancel this RFP at any time;
• Reject any and all proposals received;
• Reject proposals that do not comply with the provisions of this RFP;
• Select, for contracts or for discussion, a proposal other than that with the lowest cost;
Rev. 2/2020 Sourcewell RFP #031121
Grounds Maintenance Equipment, Attachments, and Accessories with Related Services
Page 11
• Independently verify any information provided in a Proposal;
• Disqualify any Proposer that does not meet the requirements of this RFP, is debarred or
suspended by the United States or Canada, State of Minnesota, Participating Entity's
state or province; has an officer, or other key personnel, who have been charged with a
serious crime; or is bankrupt, insolvent, or where bankruptcy or insolvency are a
reasonable prospect;
• Waive or modify any informalities, irregularities, or inconsistencies in the proposals
received;
• Clarify any part of a proposal and discuss any aspect of the proposal with any Proposer;
and negotiate with more than one Proposer;
• Award a contract if only one responsive proposal is received if it is in the best interest of
Participating Entities; and
• Award a contract to one or more Proposers if it is in the best interest of Participating
Entities.
DISPOSITION OF PROPOSALS
All materials submitted in response to this RFP will become property of Sourcewell and will
become public record in accordance with Minnesota Statutes Section 13.591, after negotiations
are complete. Sourcewell considers that negotiations are complete upon execution of a
resulting contract. It is the Proposer's responsibility to clearly identify any data submitted that it
considers to be protected. Proposer must also include a justification for the classification citing
the applicable Minnesota law.
Sourcewell will not consider the prices submitted by the Proposer to be confidential,
proprietary, or trade secret materials. Financial information, including financial statements,
provided by a Proposer is not considered trade secret under the statutory definition.
The Proposer understands that Sourcewell will reject proposals that are marked confidential or
nonpublic, either substantially or in their entirety.
Rev. 2/2020 Sourcewell RFP #031121
Grounds Maintenance Equipment, Attachments, and Accessories with Related Services
Page 12
Sourcewell qqa'
1/19/2021
Addendum No. 1
Solicitation Number: RFP 031121
Solicitation Name: Grounds Maintenance Equipment, Attachments, and Accessories
with Related Services
Consider the following Questions and Answers to be part of the above -titled solicitation
documents. The remainder of the documents remain unchanged.
Question 1:
Is there a line item copy of this bid?
Answer 1:
Sourcewell utilizes a competitive, solutions -based solicitation approach that is not based
on detailed specifications or finite quantities. A proposer can propose its entire line of
equipment, products, and services falling within the requested equipment, products,
and services as described in the RFP.
Question 2:
Is this the successor to Sourcewell Contract #062117?
Answer 2:
Each opportunity posted to the Sourcewell Procurement Portal represents a separate
and distinct competitive solicitation.
End of Addendum
Acknowledgement of this Addendum to RFP 031121 posted to the Sourcewell
Procurement Portal on 1/19/2021, is required at the time of proposal submittal.
Sourcewell P.&
1/20/2021
Addendum No. 2
Solicitation Number: RFP 031121
Solicitation Name: Grounds Maintenance Equipment, Attachments, and Accessories
with Related Services
Consider the following Question and Answer to be part of the above -titled solicitation
documents. The remainder of the documents remain unchanged.
Question 1:
Is there a way to publish the list of questions outlined in Tables 1-15 so bidders can
review and access them off-line?
Answer 1:
After selecting "Start Submission", a proposer may navigate to Step 4 — "Preview Bid"
and select "Preview My Bid in PDF" if a downloadable PDF of the questionnaire tables is
desired.
End of Addendum
Acknowledgement of this Addendum to RFP 031121 posted to the Sourcewell
Procurement Portal on 1/20/2021, is required at the time of proposal submittal.
Sourcewell P.4&
1/21/2021
Addendum No. 3
Solicitation Number: RFP 031121
Solicitation Name: Grounds Maintenance Equipment, Attachments, and Accessories
with Related Services
Consider the following Questions and Answers to be part of the above -titled solicitation
documents. The remainder of the documents remain unchanged.
Question 1:
We are a factory authorized dealer/distributor for products used in construction,
agricultural, golf, municipal and mining industries. Would Sourcewell add these products
to the RFP for Grounds Maintenance Equipment, Attachments, and Accessories with
Related Services?
Answer 1:
Each proposer, in its discretion, will propose the equipment, products, and services that
it deems to fall within Sourcewell's requested equipment, products, and services as
described in RFP Section II. B (Requested Equipment, Products and Services). Only those
products and services within the scope of the RFP will be included in any contract
awarded by Sourcewell as a result of this solicitation. Sourcewell does not anticipate an
amendment of the description of requested equipment, products, and services in RFP
Section II. B.
Question 2:
Does this RFP include the equipment that can go into the water to remove
weeds and debris along the edges of beaches and waterfront?
Answer 2:
Sourcewell utilizes a competitive, solutions -based solicitation approach that is not based
on detailed specifications. Each proposer, in its discretion, will propose the equipment,
products, and services that it deems to fall within Sourcewell's requested equipment,
products, and services as described in RFP Section II. B (Requested Equipment, Products
and Services).
End of Addendum
Acknowledgement of this Addendum to RFP 031121 posted to the Sourcewell
Procurement Portal on 1/21/2021, is required at the time of proposal submittal.
Sourcewell P.&
2/2/2021
Addendum No. 4
Solicitation Number: RFP 031121
Solicitation Name: Grounds Maintenance Equipment, Attachments, and Accessories
with Related Services
Consider the following Question and Answer to be part of the above -titled solicitation
documents. The remainder of the documents remain unchanged.
Question 1:
Clarify what data is needed for Table 3, Question 19, sales volume? Would you like this
as an average overall or per contract?
Answer 1:
It is left to the discretion of each proposer to determine and articulate the response that
best represents their current or previous contract volumes. Individual proposals are
evaluated based on the criteria stated in the RFP.
End of Addendum
Acknowledgement of this Addendum to RFP 031121 posted to the Sourcewell
Procurement Portal on 2/2/2021, is required at the time of proposal submittal.
Sourcewell P.&
2/12/2021
Addendum No. 5
Solicitation Number: RFP 031121
Solicitation Name: Grounds Maintenance Equipment, Attachments, and Accessories
with Related Services
Consider the following Question and Answer to be part of the above -titled solicitation
documents. The remainder of the documents remain unchanged.
Question 1:
For references in Table 4, are you just asking for customer types that bought from us
before or customers that have bought from us but did not use Sourcewell?
Answer 1:
In the competitive process, Sourcewell will not advise a proposer on the content of the
proposal. So, it is left to the discretion of each proposer to determine the information
necessary to best demonstrate their marketplace success and that they are willing to
include.
End of Addendum
Acknowledgement of this Addendum to RFP 031121 posted to the Sourcewell
Procurement Portal on 2/12/2021, is required at the time of proposal submittal.
Sourcewell P.&
2/16/2021
Addendum No. 6
Solicitation Number: RFP 031121
Solicitation Name: Grounds Maintenance Equipment, Attachments, and Accessories
with Related Services
Consider the following Question and Answer to be part of the above -titled solicitation
documents. The remainder of the documents remain unchanged.
Question 1:
In Table 5, Sourcewell asks for a list of our top five government or education customers,
including the size of transactions and dollar volumes from the past three years. We
consider this information confidential. Can we use "Confidential" in the required fields
and still be considered a responsive responder?
Answer 1:
In the competitive process, Sourcewell will not advise a proposer on the content of the
proposal. It is left to the discretion of each proposer to determine the information that
they are willing to include and that is necessary to best demonstrate their marketplace
success. Proposals are evaluated according the scoring criteria stated in the RFP on the
content submitted.
End of Addendum
Acknowledgement of this Addendum to RFP 031121 posted to the Sourcewell
Procurement Portal on 2/16/2021, is required at the time of proposal submittal.
Sourcewell k"4&
2/17/2021
Addendum No. 7
Solicitation Number: RFP 031121
Solicitation Name: Grounds Maintenance Equipment, Attachments, and Accessories
with Related Services
Consider the following Question and Answer to be part of the above -titled solicitation
documents. The remainder of the documents remain unchanged.
Question 1:
For financial information and the Dunn and Bradstreet report, will the most current on
file be suitable as our year end? The 2020 reports will not be complete until after the
bid due date?
Answer 1:
In the competitive process, Sourcewell will not advise a proposer on the content of the
proposal. It is left to the discretion of each proposer to determine the information
necessary to best demonstrate their financial viability/success and that they are willing
to include. Proposals are evaluated on the content submitted.
End of Addendum
Acknowledgement of this Addendum to RFP 031121 posted to the Sourcewell
Procurement Portal on 2/17/2021, is required at the time of proposal submittal.
Sourcewell P,&
2/22/2021
Addendum No. 8
Solicitation Number: RFP 031121
Solicitation Name: Grounds Maintenance Equipment, Attachments, and Accessories
with Related Services
Consider the following Question and Answer to be part of the above -titled solicitation
documents. The remainder of the documents remain unchanged.
RFP Amendment:
As the result of a formatting error, several Section headings of the RFP document were
mislabeled at the time of publication. The following listed RFP Section headings are
revised to delete the erroneous section letter, and insert the correct section numeral, to
read as indicated:
—III. PRICING
HIV. CONTRACT
V. RFP PROCESS
VI. EVALUATION AND AWARD
The remainder of the RFP Section headings and sub -headings, and all other RFP content
remains unchanged.
Question 1:
Is it possible to submit two price lists? One for Canada and one for the U.S.?
Answer 1:
Yes, if applicable, pricing is to be submitted in U.S. and Canadian dollars. Refer to RFP
Section III. A. 3., Pricing - Requirements. (RFP Article numbering corrected above.)
Proposals are evaluated based on the criteria stated in the RFP.
End of Addendum
Acknowledgement of this Addendum to RFP 031121 posted to the Sourcewell
Procurement Portal on 2/22/2021, is required at the time of proposal submittal.
Sourcewell P.4&
2/23/2021
Addendum No. 9
Solicitation Number: RFP 031121
Solicitation Name: Grounds Maintenance Equipment, Attachments, and Accessories
with Related Services
Consider the following Question and Answer to be part of the above -titled solicitation
documents. The remainder of the documents remain unchanged.
Question 1:
Are there any specific font type or size requirements related to our typed responses in
the solicitation tables and/or attachment we provide?
Answer 1:
Sourcewell does not identify a mandatory font type or size. In the competitive process,
Sourcewell will not advise a proposer on the format for attachments. It is left to the
discretion of each proposer to determine the method it deems best suited to represent
their proposal and meet the requirements of the RFP.
End of Addendum
Acknowledgement of this Addendum to RFP 031121 posted to the Sourcewell
Procurement Portal on 2/23/2021, is required at the time of proposal submittal.
Sourcewell P.&
2/25/2021
Addendum No. 10
Solicitation Number: RFP 031121
Solicitation Name: Grounds Maintenance Equipment, Attachments, and Accessories
with Related Services
Consider the following Question and Answer to be part of the above -titled solicitation
documents. The remainder of the documents remain unchanged.
Question 1:
For line items 21 and 22, what references are required? Should these include previous
entities we have worked with outside of Sourcewell?
Answer 1:
In the competitive process, Sourcewell will not advise a proposer on the content of the
proposal. It is left to the discretion of each proposer to determine the information that
they are willing to include and that is necessary to best demonstrate their marketplace
success. Proposals are evaluated according the scoring criteria stated in the RFP on the
content submitted.
End of Addendum
Acknowledgement of this Addendum to RFP 031121 posted to the Sourcewell
Procurement Portal on 2/25/2021, is required at the time of proposal submittal.
Sourcewell qqa'
3/4/2021
Addendum No. 11
Solicitation Number: RFP 031121
Solicitation Name: Grounds Maintenance Equipment, Attachments, and Accessories
with Related Services
Consider the following Questions and Answers to be part of the above -titled solicitation
documents. The remainder of the documents remain unchanged.
Question 1:
Are vendors only allowed one submission, or is it possible to propose multiple
submissions?
Answer 1:
Each vendor may only submit one proposal as restricted by the rules set in the
Sourcewell Procurement Portal.
Question 2:
Is the administrative fee paid to Sourcewell calculated on our proposed price or the
proposed price plus additional costs such as set up and freight?
Answer 2:
Refer to RFP Section III. B. — Administrative Fees, for directions on proposing an
administrative fee. It is left to the discretion of each proposer to determine and propose
an administrative fee that is consistent with its business and its industry.
Question 3:
If your company is not awarded a contract, does all proposal information become
public?
Answer 3:
Refer to RFP Section VI. E. - Disposition of Proposals, for guidance on materials
submitted in response to the RFP and applicable public data laws.
End of Addendum
Acknowledgement of this Addendum to RFP 031121 posted to the Sourcewell
Procurement Portal on 3/4/2021, is required at the time of proposal submittal.