Request for Tenders RFT #2022-02 Parks and Facility - Greater Napanee
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Request for Tenders
RFT #2022-02 Parks and Facility
Services
Three (3) 60-inch Mulch on Demand
Diesel Zero-Turn Mower
and
One (1) 72-inch Side Discharge Diesel
Zero-Turn Mower
Issued: February 11th, 2022
Town of Greater Napanee – Request for Tenders # 2022-02 Parks and Facility Services
Four (4) Diesel Zero-Turn Lawn Mowers Page 1 of 19Table of Contents Section 1 - Background Information………………………………………. 1.1 Background Section 2 – Purpose and Scope of Services………………………………… 2.1 Purpose of the Request for Tenders 2.2 Scope of Services and Objectives Section 3 – General Conditions………………………………………………… 3.1 RFT Form and Content 3.2 Oral Explanation or Interpretation 3.3 Municipal Freedom of Information and Protection of Privacy Act 3.4 Accessibility for Ontarians with Disabilities Act, 2005 and Regulations Section 4 – Proposal Structure and Content Requirements………… 4.1 RFT Structure 4.2 Proposal Content Requirements Section 5 – Request for Tenders Process……………………………… 5.1 RFT Schedule 5.2 Date and Place for Receiving Proposals 5.3 Documentation 5.4 Post Submission Meeting 5.5 Communications 5.6 Addendums Town of Greater Napanee – Request for Tenders # 2022-02 Parks and Facility Services Four (4) Diesel Zero-Turn Lawn Mowers Page 2 of 19
5.7 Withdrawal or Substitution of Submission 5.8 Alterations or Variations 5.9 Proposal Validity Period Section 6 – Proposal Evaluation…………………………………… 6.1 Evaluation Criteria 6.2 Review Committee 6.3 Respondent Declaration 6.4 Rejection of Proposals 6.5 Incurred Costs 6.6 Errors and Omissions 6.7 Cancellation 6.8 Limitation of Liability Attachments…………………………………………………………………. Schedule A – Company Information Schedule B – Company Experience and References Schedule C – Equipment Specifications Form Schedule D - Price Submission Form Schedule E - Respondent Declaration Schedule F - Respondent Checklist Schedule G - Evaluation Criteria Town of Greater Napanee – Request for Tenders # 2022-02 Parks and Facility Services Four (4) Diesel Zero-Turn Lawn Mowers Page 3 of 19
Section 1 – Background Information
1.1 Background
The Town of Greater Napanee is an urban/rural community located
approximately half-way between Belleville and Kingston on Highway
401.
We have many parks, picnic areas and playgrounds in the Town of
Greater Napanee that are perfect for a family outing or a relaxing day
outside. Our parks have many features for everyone to use and enjoy!
Section 2 – Purpose and Scope of Services
2.1 Purpose of the Request for Tenders
The Corporation of the Town of Greater Napanee (hereinafter referred to as
“the Town”) is issuing this Request for Tenders (hereinafter referred to as
“RFT”), for the purpose of receiving submissions from eligible suppliers for
three, new 60-inch Mulch on Demand Zero-Turn Mowers and one, new 72-
inch Side Discharge Zero-Turn Mower.
Individuals or firms that make a submission in response to this RFT are
referred to as “Respondents” and the Respondents’ submissions are referred
to as “Proposals”.
2.2 Scope of Services and Objectives
The Town is seeking the supply and delivery of three (3) new 60-inch Mulch on
Demand Zero-Turn Mowers and one (1) new 72-inch Side Discharge Zero-
Turn Mower pursuant to this RFT. The equipment specifications as required
by the Town, are included as Schedule C to this RFT
Section 3 – General Conditions
This section forms an integral part of this RFT and must be considered in
completing a response to this RFT.
3.1 RFT Form and Content
Respondents must agree to abide by all the clauses and conditions in this RFT
document. The submission must bear the signature of a company official with
the authority to bind the firm.
3.2 Oral Explanation or Interpretation
No oral explanation or interpretation shall modify any of the documents or
provisions of the Town’s RFT document.
Town of Greater Napanee – Request for Tenders # 2022-02 Parks and Facility Services
Four (4) Diesel Zero-Turn Lawn Mowers Page 4 of 193.3 Municipal Freedom of Information and Protection of Privacy Act
Any personal information collected by or on behalf of the Town under this
RFT is subject to the Municipal Freedom of Information and Protection of
Privacy Act, R.S.O. 1990, c.M.56. The information provided to the Town may
be used to confirm certain information provided in the submissions for this
project. The Respondent submitting a Proposal shall consent to such
collection and use of the information. The Respondent submitting a Proposal
acknowledges the Proposal is a public document and that the information
contained in the Proposal may become public and consents to the disclosure
of that information. By responding to this RFT, Respondents waive any
challenge to the Town’s decision in this regard. Any questions regarding the
collection, use or disclosure of the information should be directed to the
Municipal Clerk at 343-302-5238.
3.4 Accessibility for Ontarians with Disabilities Act, 2005 and Regulations
Accessible Customer Service: All Proposals must comply with the
Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11 and
the Integrated Accessibility Standards, Ontario Regulation 191/11. In
accordance with O. Reg. 191/11, every provider of goods and services that
involve dealing with members of the public, or developing policies,
procedures, and practices for the provision of goods and services to the
public, including all consultants and sub consultants, shall be trained in
understanding Accessible Customer Service.
Section 4 – RFT Structure and Content Requirements
4.1 RFT Structure
To assist in receiving similar and relevant information, and to ensure that each
submission receives a fair evaluation, the Town requires that Respondents
include the items listed below in their proposal submission.
The Proposal document should be structured in sections that refer to the
headings addressed in the Proposal Content Requirements of this section
and should be numbered and tabbed accordingly.
4.2 Proposal Content Requirements
Respondents must submit their proposals to this RFT in accordance with the
provisions contained herein.
Schedule CONTENT
A Company Information
B Company Experience & References
C Equipment Specifications Form
D Price Submission Form
E Respondent Declaration
F Respondent Checklist
Town of Greater Napanee – Request for Tenders # 2022-02 Parks and Facility Services
Four (4) Diesel Zero-Turn Lawn Mowers Page 5 of 19Section 5 – Request for Tenders Process
5.1 RFT Schedule
The following timeline has been established for the Proposal selection
process:
Eve Date
nt
Request for Tenders Issued February 11th, 2022
Deadline for Questions from Respondents , February
2019 25th, 2022 at 3:00pm
Deadline for Issuance of Answers & Addenda March 4th, 2022 at 4:00pm
Request for Tenders Closing / Due Date March 11th, 2022 at 3:00pm
September 19, 2019 at 4:00
NOTE: Although every attempt will be made to meet p.m.all dates, the Town
reserves the right to modify any or all dates at its sole discretion.
5.2 Date and Place for Receiving Proposals
(a) Proposals shall be received by no later than 03:00 p.m. local time on
March 11, 2022.
Proposals must be submitted in a sealed envelope addressed to:
If couriered If sent by mail
Town of Greater Napanee Town of Greater Napanee
124 John Street 124 John Street
Napanee ON. P. O. Box 97
K7R 1R3 Napanee ON.
K7R 3L4
RFT #2022-02 RFT #2022-02
Parks and Facility Services Parks and Facility Services
(4) Diesel Zero-Turn Mowers (4) Diesel Zero-Turn Mowers
Attention: Chris Brown, Attention: Chris Brown,
Facilities Manager Facilities Manager
Town of Greater Napanee – Request for Tenders # 2022-02 Parks and Facility Services
Four (4) Diesel Zero-Turn Lawn Mowers Page 6 of 19(b) FAX OR EMAIL COPIES WILL NOT BE ACCEPTED.
It is the sole responsibility of the Respondent to ensure that the
proposal documents have been received before the closing time and
date.
Proposals received after 03:00 p.m. local time on March 11th, 2022,
will be returned unopened.
(c) Before being officially received, the Proposal envelope will be
marked by the Town, with the time and the date that the envelope
was received in the office.
(d) The terms and conditions of this RFT shall remain firm and open for
acceptance up to and including June 01, 2022.
5.3 Documentation
(a) One (1) original and three (3) copies of the Proposal are required.
(b) All Proposals must be legible and written in ink or typewritten.
(c) All Proposals must be submitted in a sealed envelope.
5.4 Post Submission Meeting
A post submission meeting with Respondents may be necessary to assist
in the evaluation process. Exact timing will be confirmed.
5.5 Communications
All requests for information and/or clarification as well as questions
regarding the interpretation of the terms set out in this RFT should be
referred to:
Chris Brown
Facilities Manager
Town of Greater Napanee
cbrown@greaternapanee.com
5.6 Addenda
Proponents will be advised by Addenda, of any additions, deletions, and
alterations to the requirements of this RFT document. All such changes shall
form part of the RFT document and shall be allowed for in arriving at the total
submission price.
The issuance of any Addenda will be posted on the Greater Napanee website
by no later than March 4th, 2022 at 4:00 p.m. local time (Refer to Section 5.1
Timeline).
5.7 Withdrawal or Substitution of Submission
Town of Greater Napanee – Request for Tenders # 2022-02 Parks and Facility Services
Four (4) Diesel Zero-Turn Lawn Mowers Page 7 of 19A Respondent may withdraw or substitute all or part of his/her Proposal in
writing at any time up to the official closing time. The last Proposal, or
amendment to a Proposal received, shall supersede and invalidate all
Proposals previously submitted by that Respondent for this RFT. After
the official closing date and time all Proposals received shall be
irrevocable.
5.8 Alterations or Variations
No alterations or variations of this document shall be valid or binding
upon the Town unless authorized in writing in accordance with the
procedure set out in Communications - Section 5.5.
5.9 Proposal Validity Period
Proposals shall remain valid and open for acceptance up to and including
June 01, 2022, unless specifically agreed to by both the Town and the
Respondent.
Section 6 – Proposal Evaluation
6.1 Evaluation Criteria
Each response to this RFT will be evaluated by the Town to determine
the degree to which it complies with the requirements and provisions of
the RFT. Factors to be considered will include, but are not necessarily
limited to the evaluation criteria as described in Schedule G.
6.2 Review Committee
The Review Committee will be comprised of senior staff from the Town.
6.3 Respondent Declaration
The Respondent, by submission of a proposal, declares that:
(a) The Respondent has carefully reviewed the RFT requirements and is
competent, qualified and experienced in providing the services as
described in Section 2.1 of this RFT, in a cost- effective manner and in
compliance with all applicable federal, provincial, municipal or local laws,
statutes, ordinances, regulations, by-laws, directions, orders, policies or
guidelines;
(b) No-one other than the Respondent has any interest in this RFT; and
(c) All representations in the proposal submission are true and factual.
6.4 Rejection of Proposals
The Proponent acknowledges that the Town shall have the right to reject any
or all Proposals for any reasons, or to accept any Proposal which the Town, in
its sole unfettered discretion, deems most advantageous to itself. The lowest
or any Proposal will not necessarily be accepted, and the Town shall have the
unfettered right to:
Town of Greater Napanee – Request for Tenders # 2022-02 Parks and Facility Services
Four (4) Diesel Zero-Turn Lawn Mowers Page 8 of 19(i) accept a non-compliant Proposal;
(ii) accept a Proposal which is not the lowest priced Proposal; or
(iii) reject a Proposal that is the lowest priced Proposal received.
The Respondent further acknowledges that the Town may rely upon the
criteria which the Town deems relevant, even though such criteria may not
have been disclosed to the Respondent. By submitting a Proposal, the
Respondent acknowledges the Town’s rights under this section and absolutely
waives any right or cause of action against the Town and its consultants, due
to the Town’s failure to accept the Proposal submitted by the Respondent,
whether such right or cause of action arises in contract, negligence, or
otherwise.
6.5 Incurred Costs
The Town shall not be responsible for any liabilities, costs, expenses, loss, or
damage incurred, sustained, or suffered by any Respondent(s) prior or
subsequent to the acceptance or rejection by the Town of any Proposal due to
any delay in the acceptance of a Proposal.
6.6 Errors and Omissions
The Town shall not be held liable for any errors or omissions in any part of this
RFT. While the Town has used considerable effort to ensure an accurate
representation of information in this RFT, the information contained in this RFT
is supplied solely as a guideline for Respondents. The information is not
guaranteed or warranted to be accurate by the Town, nor is it necessarily
comprehensive or exhaustive.
6.7 Cancellation
The Town reserves the right to cancel this RFT and/or to re-issue a revised
RFT.
6.8 Limitation of Liability
The Town shall not be responsible for any liabilities, costs, expenses, loss or
damage incurred, sustained or suffered by any Respondent prior or
subsequent to, or by reason of the selection or rejection by the Town of any
Respondent and its proposal or any components thereof, or by reason of any
delay in the selection of a Proposal or partial Proposal, or by reason of the
Town and a Respondent being unable to reach an agreement on terms
mutually satisfactory to them.
Town of Greater Napanee – Request for Tenders # 2022-02 Parks and Facility Services
Four (4) Diesel Zero-Turn Lawn Mowers Page 9 of 19SCHEDULE A – Company Information Respondents must submit their proposals to this Request for Tenders #2022-02, Parks and Facility Services, in accordance with the provisions contained herein. Name of the Respondent’s Company: _____________________________________ Address: ____________________________________________________________ City: _______________________________________________________________ Province: ________________________ Postal Code: _______________________ Telephone: _______________________ Cell No: ___________________________ E-mail: _____________________________________________________________ Contact Person and Title: ______________________________________________ Name of Company Official: _____________________________________________ Signature of Person: __________________________________________________ (with the Authority to Bind the Company) Town of Greater Napanee – Request for Tenders # 2022-02 Parks and Facility Services Four (4) Diesel Zero-Turn Lawn Mowers Page 10 of 19
SCHEDULE B – Company Experience and References
Name of Respondent’s Company: _____________
How many years of experience does your company have in dealing with the supply
and sales of Commercial Diesel Zero-Turn Mowers?
Please provide at a minimum, three (3) references from municipalities or
companies to which Commercial Diesel Zero-Turn Mowers have been supplied
by your company within the last 5 years.
References will be contacted at the sole discretion of the Town. The Town also
reserves the right to investigate other than listed references.
Name of Client Contact Name, Telephone Number Equipment Provided
and Email
Note: The Proponent may provide additional information relevant to their experience
and past projects (1 page maximum).
Town of Greater Napanee – Request for Tenders # 2022-02 Parks and Facility Services
Four (4) Diesel Zero-Turn Lawn Mowers Page 11 of 19SCHEDULE C – Equipment Specifications Form
The Municipality is requesting proposals for the supply and delivery of three (3) new
60-inch Mulch on Demand Zero-Turn Mower and one (1) new 72-inch Side Discharge
Zero-Turn Mower. The machines shall be equipped with all the manufacturers’
standard features.
The following table provides an opportunity for vendors to describe their proposed
units and will be used to evaluate proposals. We understand the difficulty of
designing a specification sheet that conforms to all the different manufacturer’s
specifications. As a result, we have included a column for the Proponent to confirm
compliance with the specification or specify variations. This column must be
completed and submitted.
Specifications for the Diesel Zero-Turn Mowers
Item Description Specification Supplied or Variation.
Indicate yes or no and
specify the variation
1 Brand new, model year to be 2021 or Year:
newer.
Make:
Model:
2 Commercial grade Diesel fuel type. Yes or No
3 The diesel engine shall be rated at a Yes or No
minimum of 24 horsepower.
4 The engine shall be 4 cycle with a Yes or No
displacement of 952 cc minimum.
5 The engine shall be equipped with a Yes or No
heavy duty dry replaceable air filter
with pre-cleaner.
6 Fuel tank shall be 43.5-liter (11.5 Yes or No
gal) capacity minimum.
7 Battery shall be 12 volts minimum. Yes or No
Town of Greater Napanee – Request for Tenders # 2022-02 Parks and Facility Services
Four (4) Diesel Zero-Turn Lawn Mowers Page 12 of 198 Oil pressure light shall be supplied. Yes or No
9 Full flow replaceable oil filter shall be Yes or No
supplied.
10 Fuel gauge. Yes or No
11 Fuel tank switch/shut off. Yes or No
12 Unit shall be equipped with a Yes or No
hydrostatic transmission.
13 Indicate the forward speed. Yes or No
14 Indicate the reverse speed. Yes or No
15 PTO shall be hydraulic driven with Yes or No
internal wet disk clutch.
16 Adequately sized hydraulic tank with Yes or No
oil cooler.
17 Unit shall be equipped with dynamic Yes or No
braking via dual hand-controlled
levers.
18 Parking brake supplied. Yes or No
19 Unit shall be equipped with twin lever Yes or No
speed and direction control to
minimize turning radius and to
maximize cutting efficiency.
20 Drive tires (rear) shall be 26x12-12 Yes or No
turf.
21 Front caster tires shall be 15x6x6 flat Yes or No
free.
22 Front and rear anti-scalp rollers on Yes or No
mower deck.
23 Operator seat to be cushioned and Yes or No
suspended complete with seat belt.
24 Seat shall be easily removable to Yes or No
access drive train.
25 Seat shall be equipped with an Yes or No
operator’s presence starting system.
26 Rear bumper to be installed if Yes or No
available.
27 Hour meter shall be supplied and Yes or No
installed in ignition panel.
28 A key ignition switch with safety start Yes or No
shall be provided.
29 Coolant temperature/hydraulic oil Yes or No
temperature indicator supplied.
Town of Greater Napanee – Request for Tenders # 2022-02 Parks and Facility Services
Four (4) Diesel Zero-Turn Lawn Mowers Page 13 of 1930 Three (3) cutting blades to be Yes or No
incorporated into the deck.
31 Mower A – Cutting deck shall be 72- Yes or No
inch with side discharge.
Mower B – Cutting deck shall be 60- Yes or No
inch with mulch on demand.
32 Mower deck shall be heavy-duty steel Yes or No
construction 7-gauge steel minimum.
33 Mower spindles with bearings and Yes or No
seals shall be supplied.
34 The bearings shall be greaseable Yes or No
and grease fittings shall be supplied.
35 The mower belt shall be belt or PTO Yes or No
driven electrically engaged.
36 All open drive belts and chains shall Yes or No
have protective guards in place.
37 Operator’s manual, parts list, and Yes or No
service manual shall be supplied.
38 Training to the Town of Greater Yes or No
Napanee operations staff shall be
provided.
39 Manufacturer’s signed standard Yes or No
warranty shall be supplied.
40 Unit shall be delivered F.O.B. to Yes or No
Strathcona Paper Centre, 16
McPherson Drive, Napanee ON, K7R
3L1
In addition to the supply of the new Zero-Turn Mowers, the successful Respondent to
this RFT (the “Supplier”) shall also provide the following services:
(1) Delivery and offloading of the equipment at the Strathcona Paper Centre,
located at 16 McPherson Drive, Napanee, ON. K7R 3L1;
(2) Complete setup and commissioning of the equipment at the Strathcona Paper
Centre, ready for use by the Municipality; and
(3) Provide an onsite demonstration and operator training of the equipment to the
Municipality’s staff (immediately following setup and commissioning).
Town of Greater Napanee – Request for Tenders # 2022-02 Parks and Facility Services
Four (4) Diesel Zero-Turn Lawn Mowers Page 14 of 19SCHEDULE D – Price Submission Form
I, the undersigned, having the authority to bind the company, have carefully read
and examined the entire RFT #2022-02 Parks and Facility Services and
understand the requirements to be met under this contract. I have received all
Addenda and have allowed for all associated costs in my Submission. For the
prices set forth in this Submission, I hereby offer to provide the four (4) Zero-Turn
Mowers listed herein, with the required accessories in full conformity with the
specifications, for the prices provided in Canadian dollars.
Manufacturer’s Make
Manufacturer’s Model
Model Year
List Price for complete unit
HST%
Trade-In Allowance
Total Price Delivered FOB
Delivery Date (Following Award of Contract)
Yes - All prices remain firm for a minimum of 90 days of closing of RFT.
Yes – Operating, Maintenance, Warranty and Parts Manuals are included.
Tender submitted by:
Company Name: _____________________________________________________
Company Address: ___________________________________________________
Tel. __________ Fax: ____________ Email: ____________________________
Name of Person (with authority to Bind the Company) ________________________
Signature: __________________________
Date: ______________________________
Town of Greater Napanee – Request for Tenders # 2022-02 Parks and Facility Services
Four (4) Diesel Zero-Turn Lawn Mowers Page 15 of 19SCHEDULE E – Respondent Declaration
(To Be Signed and Submitted with Tender)
THIS TENDER IS SUBMITTED BY: _____________________
TO: THE TOWN OF GREATER NAPANEE
1. I, of _____________________
DECLARE that no person, firm or corporation other than the one whose
signature or the signature of whose proper officers is or are attached below has
any interest in this submission or in the contract proposed to be taken.
2. I FURTHER DECLARE that this Tender is made without any connection
knowledge, comparison of figures or arrangement with any other company, firm
or person making a Submission for the same project and is in all respects fair
and without collusion or fraud.
3. I FURTHER DECLARE that no Employee or Elected Official of The
Corporation of the Town of Greater Napanee, is or will become interested
directly or indirectly as a contracting part or otherwise in the performance of the
contract or in the supplies, work, or business to which it relates or in any portion
of the profits thereof, or in any such supplies to be used therein or in any of the
monies to be derived therefrom.
4. I FURTHER DECLARE that the several matters stated in the said Submission
are in all respects true.
5. I FURTHER DECLARE that I have carefully examined the RFT, i n c l u d i n g
a l l A d d e n d a and hereby acknowledge the same to be part and parcel of any
contract to be let for the provision of the vehicle therein described or defined for
the prices stated on the Price Submission Form.
6. I FURTHER DECLARE that I have a clear understanding of the requirements in
accordance with the equipment specifications involved in this contract.
7. I FURTHER DECLARE that this offer is to continue open to acceptance until
the formal contract is executed by the successful Proponent for the said
equipment for a period ending June 01, 2 0 2 2 , whichever first occurs and that
the Town may, at any time, within that period, without notice, accept this
Submission whether any other Submission has been previously accepted.
8. I FURTHER DECLARE that the awarding of the contract based on this RFT by
the Town shall be an acceptance of this Tender.
Town of Greater Napanee – Request for Tenders # 2022-02 Parks and Facility Services
Four (4) Diesel Zero-Turn Lawn Mowers Page 16 of 199. I FURTHER DECLARE that in the event of default or failure on our part, that
the Town shall be at liberty to advertise for new RFT, or to carry out the works in
any other way they deem best, and I also agree to pay to the said Town the
difference between this RFT and any greater sum which the Town may expend
or incur by reason of such default or failure or by reason of such action as
aforesaid, on their part, including the cost of any advertisement for a new RFT;
and to indemnify and save harmless the Town and its officers from all loss,
damage, cost charges and expenses, which they may suffer or be put to by
reason of any such default or failure on our part.
Company Name: _____________________________________________________
Company Address: ___________________________________________________
Name of Person (with authority to Bind the Company) ________________________
Signature: _____________________________
Date: _________________________________
Name of Witness: ________________________
Signature: _____________________________
Date: _________________________________
Town of Greater Napanee – Request for Tenders # 2022-02 Parks and Facility Services
Four (4) Diesel Zero-Turn Lawn Mowers Page 17 of 19SCHEDULE F – Respondent Checklist
This checklist is provided for the convenience of the Respondent to ensure that all
required documents have been completed and enclosed in the Submission
envelope in this order.
Please check (√) the items required and return with your Submission.
Company Information (Schedule A)
Company Experience and references (Schedule B)
Equipment Specifications Form (Schedule C)
Price Submission Form (Schedule D)
Respondent Declaration (Schedule E)
Respondent Checklist (Schedule F)
One (1) Original and Three (3) Copies of the entire package
Company Name: _____________________________________________________
Town of Greater Napanee – Request for Tenders # 2022-02 Parks and Facility Services
Four (4) Diesel Zero-Turn Lawn Mowers Page 18 of 19SCHEDULE G – Evaluation Criteria
Table I – Evaluation Matrix – Respondent’s Qualifications
Criteria Maximum Points Scored
Points
1. Respondent Profile 10
• General Capabilities
• Customer Service and commitment to customer’s
needs
• Details of follow up service
• References – based on previous experience
2. Meeting the RFT Equipment Specifications 30
• Areas exceeding the Specifications
• Areas not meeting Specification
• Completeness of the submission
• General commitment to meet the request of the Town
3. General 10
• Delivery time
• Terms and conditions of payment
• Warranties
• Details of warranty service location and provider
• Completeness of the submission
Total Score – Respondent Qualifications 50
Table II - Evaluation Matrix - Price Proposal
Criteria Maximum Points Scored
Points
4. Price 50
Total score for all components from Table I 50
Total Score (Table I & II) 100
Town of Greater Napanee – Request for Tenders # 2022-02 Parks and Facility Services
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