Reference Number MB-MBPB-AAU-00019
Solicitation Number AAU0022566
Organization Name Manitoba Infrastructure and Transportation
Procurement Services Branch
Source ID PV.MN.MB.498.C6
Associated Components Yes
Closing 2015-04-20 12:00 PM
Category Industrial Equipment
GSINS N3800: CONSTRUCTION, MINING, EXCAVATING AND HIGHWAY MAINTENANCE
Region of Delivery
Region of Opportunity
Tender Type Invitation to Tender (ITT)
ISSUING DEPARTMENT: Procurement Services Branch
DATE ISSUED: 11/03/2015
ISSUED BY: Joseph Granger
TELEPHONE: 204 945-8480
THE FOLLOWING IS A REQUIREMENT FOR A FIVE(5)YEAR SUPPLY OF WHEEL LOADERS FOR VEHICLE AND EQUIPMENT MANAGEMENT AGENCY(VEMA).
VEMA IS A SPECIAL OPERATING AGENCY OF MANITOBA INFRASTRUCTURE AND TRANSPORATION.
TO BE DELIVERED ON AN AS AND WHEN REQUIRED BASIS FOR THE PERIOD MAY 1,2015 TO APRIL 30, 2020.
VECHICLE AND EQUIPMENT MANAGEMENT AGENCY
SPECIFICATION 30.03.15 WHEEL LOADER MUST BE RETURNED WITH BID DOCUMENT.
F.O.B. DESTINATION TO BE ADVISED
(unit prices include all necessary charges e.g. insurance,
The Request for Quotation documents are now “FREE-OF-CHARGE” and can be downloaded from MERX. The official MERX document will be considered a valid bid. Printed abstracts from the MERX website will not be accepted and rejected. To obtain the official RFQ document please follow the “Associated Components: Preview/Order” link at the top of this page.
GENERAL TERMS & CONDITIONS:
Bidders must “login” to MERX to access the General Terms & Conditions which apply to this RFQ, in addition to those shown below. After “login” follow the links: Information > Government Publications > Manitoba Terms and Conditions > Request for Quotation.
If you have faxed your quote to PSB and wish to confirm that all pages have been received please call our general inquiry line (204) 945-6361.
Vendors e-mail address: (if available) ____________________
FOR TENDER SUBMISSION INFORMATION AND CLARIFICATION, CONTACT:
Purchasing Agent: Joseph Granger
Phone: (204) 945-8480
Fax: (204) 945-1455
TECHNICAL INQUIRIES CAN BE DIRECTED TO MIKE ARSENAULT AT
email@example.com or 204-619-3522
Quantity clarification quantity listed contains 3 decimals
ITEM QTY DESCRIPTION DELIVERY
ITEM 10 01/06/2015
25.00 Each GSIN: N3800MATERIAL: 99402099
CONSTRUCTION MACHINERY, OTHER, AS DESCRIBED BELOW:
5 year request for a Vendor to supply Wheel Loader Equipment,
Accessories and Services to meet Vehicle and Equipment Management Agency
Anticipated draws are as follows:
Year 1 from May 1, 2015 to April 30, 2016 (7 units)
Year 2 from May 1, 2016 to April 30, 2017 (approx. 4-7 units)
Year 3 from May 1, 2017 to April 30, 2018 (approx. 4-7 units)
Year 4 from May 1, 2018 to April 30, 2019 (approx. 4-7 units)
Year 5 from MAy 1, 2019 to April 30, 2020 (approx. 4-7 units)
The quantities shown are approximate estimates, these quantities may
increase or decrease during the term of the agreement.
FOR EVALUATION PURPOSES
Show price per Bid Price Schedule, Section18 and 19 of Specification
Economic evaluation to be at the sole descretion of Manitoba and as
BIDDERS MUST PROVIDE WITH BID DOCUMENT ANY VARIANCE TO THE
SPECIFICATIONS LISTED ABOVE WHETHER YOUR BID MEETS OR EXCEEDS.
DESCRIPTIVE LITERATURE MUST BE RETURNED WITH BID OR BID WILL BE
THE DELIVERY DATE (IF SHOWN) IS ACTUALLY THE END OF THE CONTRACT PERIOD.
IT SHOULD BE NOTED THAT THERE IS NO GUARANTEE OF BUSINESS, HOWEVER THE FOLLOWING IS AN ESTIMATED TOTAL VALUE OF PURCHASES THAT MAY REACH $4,125,000.00.
THIS DOES NOT CONSTITUTE A COMMITMENT TO PURCHASE. IT DOES, HOWEVER, OUTLINE THE TERMS AND CONDITIONS TO BE APPLIED WHEN A PURCHASE TRANSACTION OCCURS.
THE VENDOR IS NOT TO SHIP ANY ITEM UNTIL A SEPARATE RELEASE PURCHASE ORDER HAS BEEN ISSUED BY VEHICLE AND EQUIPMENT MANAGEMENT AGENCY. THIS ORDER MAY BE PLACED VERBALLY, BY FAX OR MAIL, BY AUTHORIZED PERSONNEL. EACH RELEASE PURCHASE ORDER WILL HAVE A SPECIFIC REFERENCE NUMBER.
SPECIFICATION 30.03.15 WHEEL LOADER MUST BE RETURNED WITH BID DOCUMENT.
THE FOLLOWING IS A REQUEST FOR A FIVE(5)YEAR SUPPLY OF TANDEM AXLETRUCK CHASIS (66,000 LB) GVWR FOR VEHICLE AND EQUIPMENT MANAGEMENT AGENCY(VEMA).
TO BE DELIVERED ON AN AS AND WHEN REQUIRED BASIS FOR THE PERIOD MAY 1,2015 TO APRIL 30, 2020.
THE VENDOR IS NOT TO SHIP ANY ITEM UNTIL A SEPARATE RELEASE PURCHASE ORDER HAS BEEN ISSUED BY VEHICLE AND EQUIPMENT MANAGEMENT AGENCY (VEMA) RELEASE PURCHASE ORDER MAY BE PLACED VERBALLY, BY FAX OR MAIL, BY AUTHORIZED PERSONNEL. EACH RELEASE PURCHASE ORDER WILL HAVE A SPECIFIC REFERENCE NUMBER.
Bids are requested from competing Bidders in accordance with Manitoba policies. Manitoba reserves the right to revise/cancel RFQ’s as well as accept/reject bids either in whole or in part, whichever is in the best interests of Manitoba. Lowest or any bid not necessarily accepted.
Bids shall be considered firm for calendar 90 days until awarded. Any exchange of information with Manitoba personnel prior to the issuance of an RFQ is not a valid response to the RFQ and shall not be considered.
SUBMISSION OF QUOTATION AND VEMA SPECIFICATION 30.03.15:
Each Bidder is requested to submit one (1) original quotation (marked as “Original”) to the Procurement Services Branch no later than 12:00 p.m. CST (local Winnipeg time) on FRIDAY APRIL 20, 2015.
Quotations or partial quotations received after this time will not be considered. Quotations sent by electronic mail (e-mail) will not be considered.
Quotations may be submitted by courier, personal delivery, facsimile transmission, or sent through Canada Post. Quotations submitted by courier, personal delivery or Canada Post shall be enclosed in a sealed envelope or package clearly addressed, marked to the attention of the person indicated below, and labeled with the RFQ solicitation number and the Bidder’s name and address.
If the Quotation is submitted by facsimile transmission, it should have a cover sheet clearly indicating the Quotation reference number and the Bidder’s name and address, and marked to the attention of the person indicated.
All components of the RFQ must be fully completed and submitted by the Bidder no later than the submission deadline to the address or facsimile number indicated.
Submission Address and Facsimile Number:
ATTN: JOSEPH GRANGER, PURCHASING OFFICER
PROCUREMENT SERVICES BRANCH
2ND FLOOR – 270 OSBORNE STREET NORTH
(BETWEEN ST. MARY & YORK AVENUES)
WINNIPEG, MANITOBA, R3C 1V7
FACSIMILE (204) 945-1455
Manitoba is not responsible if it fails to receive a Quotation submitted by facsimile transmission before the submission deadline due to a mechanical or system problem, failure or non-availability (regardless of whether the problem, failure or non-availability was caused by Manitoba’s or the Bidder’s machines or systems), or due to any other reason.
Quotations submitted by facsimile transmission will be deemed to have been received on the date and at the time indicated by Manitoba’s equipment, as applicable.
Bidders are responsible for ensuring that Manitoba has received their quotation and that the quotation has been received by Manitoba prior to the submission deadline. Bidders may verify delivery of their facsimile quote by contacting the PSB General Inquiry line at (204) 945-6361.
Bids received after the Submission Deadline will not be considered.
Please complete each section and attach additional information if space is not sufficient. Any attachments shall reference the applicable numbered section.
IRREVOCABILITY OF QUOTATION:
By submission of a clear and detailed written notice, the Bidder may amend or withdraw its quotation without penalty prior to the closing date and time. Upon closing time, all quotations become irrevocable for 90 days.
ACCEPTANCE OF BID CONDITIONS:
A Bidder should clearly understand, by submitting a bid agrees, that its bid or any part of its bid is subject to the following conditions, in addition to any other terms and conditions set out in the RFQ.
No bid will be considered from a Bidder where Manitoba, in its sole discretion, determines that a potential conflict of interest exists. No bid will be considered that is in any way conditional or that proposes to impose conditions on Manitoba that are inconsistent with the requirements of the RFQ and the terms and conditions stipulated therein.
The submission of a bid, the receipt of a bid by Manitoba and the opening of a bid, or any one of those, does not constitute acceptance, in any way whatsoever.
ALTERATIONS/QUALIFICATIONS OF BIDS:
No bid shall be altered, amended or withdrawn after the specified closing date and time. Manitoba issuing the RFQ is the sole agency empowered to negotiate or alter any term, condition or stipulation of the bid and/or any subsequent award or event arising there from.
Any terms, conditions, or stipulated qualifications on bid submission that is contrary to, or inconsistent with the RFQ documents, may be a cause for rejection.
Bidders are cautioned to avoid making deviations and exceptions to the terms and conditions of the bid documents which may result in rejection of their bid.
QUOTATION EVALUATION: TOTAL AWARD
Generally the lowest overall lot price in accordance with the terms & conditions of the RFQ and associated Specification 30.03.15 will be awarded the contract.
Quotations will be evaluated based on: Compliance of bid, product offered compared to product description/specifications requested, price, delivery, warranty / service repair location, quality of the bidder’s performance in past awards and any other terms & conditions indicated on this RFQ.
Failure to provide adequate information to evaluate the item offered may be cause for rejection of your quote by the Manitoba Government (Manitoba).
Manitoba reserves the right to contact bidders after the closing date but prior to award for clarification purposes if required as part of the evaluation process. (i.e. pictures, drawings, certifications)
Items offered are to meet or exceed the specifications indicated for the items listed.
If it is your intention to offer an item which does not meet all the specifications outlined, then you must indicate all intended deviations or changes on the return quote.
In the absence of any particular construction details, the product offered is to be completed with first quality design, manufacturing, finishing techniques and materials as required to produce a first quality product for the intended use. It should be noted that clarification of missing details may require discussions etc. with the end user.
THE QUANTITIES SHOWN ARE APPROXIMATE AND MAY VARY MORE OR LESS.
ANY UNUSED PORTION AS OF THE END OF THE CONTRACT SHALL BE CONSIDERED CANCELLED.
PRICING IS TO REMAIN FIRM FOR DURATION IDENTIFIED HEREIN AS MAY 1, 2015 TO APRIL 30, 2016 AND PER TERMS IDENTIFIED HEREIN.
TO BE DELIVERED FOB DESTINATION, TO BE ADVISED (unit prices include all necessary charges e.g. freight, insurance ,handling etc.)
If any charges are not included please explain in detail any/all charges which will be extra to the unit prices quoted and will be charged on the invoice.
Please note: During the period of the warranty offered, all labour, transportation, parts, surcharges including shipping and brokerage will be included. The Province of Manitoba WILL NOT pay additional charges while the item(s) offered are under the above stated warranty.
If the warranty offered is the Vendor’s warranty in combination with or in place of the Manufacturer’s warranty then a complete explanation must be provided.
Final inspection and acceptance or rejection of the goods will be made promptly as practicable, but failure to inspect and accept or reject goods promptly does not mean that the Manitoba Government has accepted these goods. The Government of Manitoba reserves the right to inspect the goods for up to 90 days after the date of delivery and on a while in use basis.
Partial acceptance of rejection of an order does not release the Bidder from its responsibility to complete the order.
Vendor must notify VEMA immediately in writing (by fax/e-mail) of any known defective product(s) or product recall(s) related to the product(s) the Vendor has shipped to VEMA.
Manitoba requires its suppliers to adhere to provincial labour laws and, where businesses use sources outside of Canada, Manitoba expects suppliers to comply with local labour laws in the country of manufacture.
Manitoba may, in its sole discretion, immediately terminate a purchase order/contract in writing if:
a) the vendor fails to properly fulfill, perform, satisfy and carry out each and every one of its obligations under the purchase order/contract,
b) the vendor fails or refuses to comply with a verbal or written request or direction from Manitoba within three(3) days of receiving the request or direction; or
c) the vendor become bankrupt or insolvent or liquidates; or
d) a receiver, trustee or custodian is appointed for the assets of the vendor, or any partner thereof; or
e) the vendor or any partner thereof makes a compromise, arrangement, or assignment with or for the benefit of the creditors of the vendor or of that partner, as the case may be; or
f) the vendor fails to secure or renew any license or permit for the vendors business required by law; or any such license or permit is revoked or suspended; or
g) the vendor or any partner, officer or director of the vendor is found guilty of an indictable offence; or
h) the vendor fails to comply with any law or regulation relating to the employment of its employees; or
i) the vendor at any time engages in any activities or trade practices which, in the opinion of Manitoba, are prejudicial to the interests of Manitoba, or a department or agency thereof; or
j) there is a breach of any provision of the purchase order/contract.
k) the goods provided by the vendor are not according to the contract or otherwise unsatisfactory; or
l) the services provided by the vendor are unsatisfactory, inadequate,or are improperly performed; or
m) the vendor has failed to meet the delivery date indicated on the purchase order/contract or repeatedly failed to meet the delivery lead time, indicated on the purchase order/contract.
Manitoba may, in its sole discretion, terminate the purchase order/contract at any time by giving at least 30 days written notice to the vendor prior to the intended termination date. This termination may be used for those instances where there are program changes, funding changes, etc. All purchases by Manitoba under the purchase order/contract are subject to and expressly conditional upon the Legislature of Manitoba duly appropriating funds to the fiscal year in
which they are required to be paid. For the multi-year contracts the RFQ/contract term #fiscal year# means the period commencing April 1st of one year and ending on March 31st of the next ensuing year
PUBLICITY, MEDIA, OFFICIAL ENQUIRIES AND ADVERTISING:
Neither the bidder nor its suppliers/vendors, employees nor consultants shall make any public statement making reference to, or relating to the existence or performance of the purchase order/contract in any advertising, testimonials or promotional material without the prior written consent of the Province of Manitoba, which shall not be unreasonably withheld.
The provision of this condition shall apply during the extension of a purchase order/contract and indefinitely after its expiry or termination.
The content of this RFQ and any other information received by the Bidder relating to the RFQ, gained through the RFQ process or otherwise, is to be treated in strict confidentiality. The Bidder shall not disclose any of the information in whole or in part to anyone not specifically involved in the preparation of the Bidder’s quotation, unless written consent is secured from Manitoba prior to the said disclosure. The obligation of each Bidder to maintain confidentiality shall survive the expiration or the acceptance/rejection of their quotation and/or any resulting Contract/ Agreement(s) to supply the requirements of this RFQ.
FAVOURED CUSTOMER CLAUSE:
If during the period of the offer the Bidders offers for sale like quality and quantity similar to customers at more favourable terms, the current quoted price shall be immediately altered to a level that reflects the same favourable terms.
Provision of Goods/Services to Manitoba Boards, et al:
During the term of the Agreement, or any renewal thereof, the Contractor agrees to offer the goods/services upon written approval of PSB:
a) to corporations, boards commissions, councils, bureaus, agencies or associations that are controlled by the Government of Manitoba, or all of the members of which are appointed by the Government of Manitoba, whether by order-in-council or legislation or by a Minister of the Government of Manitoba; release of the purchase order/outline agreement will be at PSB#s discretion; and
b) To agencies that are funded by the Government of Manitoba only, or suppliers of essential services in the Province of Manitoba.
On the same terms and conditions of the Agreement and at prices that do not exceed prices charged to Manitoba for the goods/services. It shall be in the sole discretion of such entity whether or not it wishes to receive the benefit of this provision. If an entity wishes to avail itself of this provision, it may do so directly by issuing its own Release Purchase order to the Contractor, in which case any agreement resulting from said Release Purchase Order will be between the entity and the Contractor, and Manitoba will not be a party thereto.
RIGHT TO REISSUE RFQ
Manitoba reserves the right to cancel and/or reissue the RFQ where, in Manitoba’s sole opinion, none of the quotes submitted in response to the RFQ warrant acceptance or where it would be in the best interests of Manitoba to do so. Costs incurred in the preparation, presentation and submission of a quote shall be borne entirely by the Bidder. Manitoba shall not reimburse any bidders for any costs if the RFQ is cancelled or reissued.
Manitoba reserves the right, prior to any contract award, to secure evidence to Manitoba’s satisfaction that any bidder is the manufacturer or an authorized distributor, dealer or retailer of the goods offered and is authorized to sell these goods in Manitoba, Canada and upon request will provide Manitoba with written evidence thereof.
Aboriginal BUSINESS STANDARD FOR “GOODS WITH RELATED SERVICES”
“Aboriginal Business” means a business that is at least 51% aboriginal owned and controlled and, if it has six or more full-time employees, at least one-third of its employees must be Aboriginal persons.
“Aboriginal Business Directory” means a business directory of Aboriginal businesses that meet Manitoba’s definition of an Aboriginal business.
‘Aboriginal Business Standard” means terms and conditions that indicate that Aboriginal business participation is desirable but not mandatory.
“Aboriginal Person” means a First Nations, Non-status Indian, Métis or Inuit person who is a Canadian citizen and resident of Canada.
Aboriginal PROCUREMENT INITIATIVE
Manitoba is committed to community economic development as a key component of its economic strategy. It intends to develop a provincial economy that is more inclusive, equitable and sustainable. Procurement practices are one means that can be used to contribute to the growth of Aboriginal businesses. In that regard, Manitoba developed the Aboriginal Procurement Initiative (API). The objective of API is to increase the participation of Aboriginal businesses in providing goods and services to Manitoba.
Aboriginal BUSINESS STANDARD
Aboriginal participation is desired but bids will not be disqualified if there is no Aboriginal business participation.
Aboriginal BUSINESS DIRECTORY
Manitoba has established a directory of Aboriginal businesses called the “Aboriginal Business Directory”. This directory is a list of Aboriginal businesses (including non profit organizations and economic development corporations) that have self declared as an Aboriginal Business meeting that definition under the API. It is neither comprehensive nor exhaustive but may be a useful resource to identifying Aboriginal businesses for potential partnering or sub-contracting purposes. Aboriginal businesses not listed in the Directory may also be used.
Registration in the Aboriginal Business Directory does not guarantee certification as an Aboriginal business, as business status may change; therefore formal certification is required in the formal tender process.
Aboriginal businesses are encouraged to register by contacting Procurement Services Branch.
For further information on the Aboriginal Business Directory, registration forms and access to a copy of the Aboriginal Business Directory please see the following website:
http://www.gov.mb.ca/mit/psb/api/api bd.html or contact:
For specific inquires related to the Aboriginal Business Directory please contact:
General Inquiry Line
Procurement Services Branch
Manitoba Infrastructure and Transportation
2nd floor – 270 Osborne Street N.
Winnipeg, Manitoba R3C 1V7
For all other general inquiries related to this tender opportunity,please contact the name of the individual(s) identified on page one of this tender document.
INVOICING AND PAYMENT
Subject to the following subsections, in consideration the goods provided or delivered to the satisfaction of Manitoba, Manitoba shall pay the Contractor an amount not exceeding the amount specified in the successful Contractor’s bid submission.
All invoices shall be issued in writing and satisfactory to Manitoba in both form and content. The contractor shall also provide to Manitoba such supporting documents, vouchers, statements and receipts as requested by Manitoba.
Manitoba shall endeavor to pay the Contractor any fees due within 30 days net after the receipt and approval of the invoice and any supporting materials requested.
The Bidder shall specify invoice terms:
Manitoba may consider Early Payment Terms:
Any applicable discounts for early payment:
Yes _____ No _____ Initial __________
If Yes, please specify: ___________________________________________
Does your early payment clause appear on your invoice? Yes_____No_____
Manitoba’s standard payment terms are net thirty (30) days.
Manitoba prefers to receive quotations in Canadian funds.
If the pricing offered is quoted in a currency other than Canadian then
the currency must be clearly identified on the quote document.
ACCOUNTS RECEIVABLE ADDRESS:
Due to our computerized accounts payable system please advise if
your invoice address (accounts receivable) is the same as the address
for orders / quotes shown above
YES ____ or NO ______
If NO provide complete details i.e. box #, street address, city,
province, postal code, etc.
MANITOBA’S RETAIL SALES TAX LICENSE:
Are you licensed by Manitoba Finance to collect and remit
Manitoba’s Retail Sales Tax
YES_____ or NO_____
If NO disregard the following paragraph.
MANITOBA’S RETAIL SALES TAX:
Is the product(s) offered subject to Manitoba’s Retail Sales Tax
YES____ or NO _____
If the quote consists of both taxable (T) and non-taxable ( NT) items
please indicate T or NT opposite each item offered.
YOUR QUOTATION REFERENCE # (if applicable) ___________
Proposed Delivery Address:
VEHICLE AND EQUIPMENT MANAGEMENT AGENCY
1550 DUBLIN AVE
ATTENTION: QUALITY ASSURANCE DEPARTMENT
OR AS ADVISED
TENDERS TO BE RETURNED TO:
Procurement Services Branch
2nd Flr – 270 Osborne St. N.
Winnipeg, MB R3C 1V7
For more information visit www.merx.com