Tender Document () - Government of Nova Scotia
Contents
1. 14 Ke It is the vendor s responsibility to license vehicles i e complete forms and mail to the Municipality Vehicles are to be sworn as owned by the Municipality of the County of Richmond RFQ must include freight duty tire tax and charges which are applicable at time tender is awarded It is the responsibility of the bidder to find out from the appropriate authorities what taxes rates and charges are applicable to this tender The bidder must be a manufacturer a factory branch or an agent engaged in the business of selling dealing in and servicing the equipment bid upon and must maintain a full stock of parts and service Parts must be available within two 2 days of receipt of order Any deviation from specifications must be shown If no deviations are shown it will be considered that equipment bid upon meets or exceeds specifications called for The Municipality at its sole discretion reserves the right to waive minor non conformances to the tender specifications provided it does not compromise the intended use of the vehicle Warranty and service work must be available within 50 Kms of Louisdale Nova Scotia Postal Code BOE 1V0 Please state the location of the warranty work RFQ MOCR20150422 Page 11 Appendix B Form of Tender B 1 Declaration of Tenderer The Tenderer declares the following C 1 1 This Tender is made without collusion or fraud C 1 2 He She has carefully examined the proposed work a2. The Original and Copies should be identical excluding any obvious differences in labelling as noted If discrepancies between these items are discovered during the evaluation or during the life of any contract that emerges from this RFQ the Original retained by the Procuring Entity shall be taken as the correct version and the proponent will be advised accordingly O Quantity 1 Copies of Proposal Package Proposals without the correct number of copies may be rejected The title pages for the Copies should be prepared in the same way as the title page for the Original except these should be marked with the text COPY at the top One of the Copies should be left unbound In the interest of sustainability please refrain from using binders binding plastic covers etc when submitting the proposal 3 3 2 External Packaging Ensure the external packaging reflects the information listed below DT Proponent s name O RFQ MOCR20150422 Public Works Vehicle RFQ MOCGR20150422 Page 7 4 0 4 1 4 2 4 3 4 4 Proposal Evaluation General Information The Evaluation Team will consist of representatives of the procuring entity and may include other representatives as deemed appropriate by the procuring entity It is understood and accepted by the proponent that all decisions about the degree to which a proposal meets the requirements of this RFQ are in the sole determination of this Evaluation Team To assist in the
3. applicable Provincial jurisdiction Other Important Provisions Addenda and Addenda Acknowledgement Proponents are responsible to ensure that they are aware of and have complied with any addenda issued in respect of this RFQ by visiting the Provincial Procurement Services Web portal site at http www gov ns ca tenders RFQ MOGR20150422 Page 4 3 2 2 3 2 3 3 2 4 3 2 5 Responding to this RFQ may require the acknowledgement of a specific addendum or multiple addenda as part of the submission Acknowledgement requirements whether optional or mandatory will be specified in the applicable addendum The proponent must monitor the Procurement Services website for any addenda that may be issued during the open period of the RFQ Constraints The Personal Information International Disclosure Protection Act of Nova Scotia PIIDPA creates obligations for the Government of Nova Scotia and its service providers when personal information is collected or use and disclosure of personal information Provisions related to PIIDPA requirements are included in the contract terms A copy of the Act is available online at http nslegislature ca leqc statutes persinfo htm The parties acknowledge and agree that all materials and information provided to the procuring entity shall be kept confidential subject to the provisions of the Nova Scotia Freedom of Information and Protection of Privacy Act FOIPOPA S N S 1993 c 5 and the
4. THE MUNICIPALITY LA MUNICIPALITE OF THE COUNTY OF DU COMTE DE RICHMOND Municipality of the County of Richmond 2357 Highway 206 P O Box 120 Arichat Nova Scotia BOE 1A0 Telephone 902 226 2400 REQUEST FOR QUOTE RFQ RFQ MOCR20150422 Public Works Vehicle Important Notes for Bidding The complete tender document is comprised of this RFQ specifications document 11 pages Please contact the procuring entity if any pages are missing RFQ MOCR20150422 Page 1 TABLE OF CONTENTS 1 0 Introduction EE 3 1 1 FREQ ODJSCUVES c scccceszr d dazecuedJectesacvasy hed aa rE aa Jatidvaddevnsseegassdhadccvbss tastatyadseveesiesauucinde Aa LELE R Eed iver 3 1 2 PROKEE OI 3 1 3 REGER lee ee deeg Ee eege 3 2 0 Submission Requirements sssseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeseeeeeeeeeeeeesseeees 4 3 0 Administrative and Legal Requirements SEENEN 4 3 1 BUSINESS REGIStATION o eoe eebe ee ENEE AA EAA TE 4 3 2 Other Important Provisions c ccccceceeececeee cece eeeaeeeeeeeeceaeeeeaaeeseaeeseaeeecsaeseeaaeseeeeeseeessaeeseaeeeeaes 4 3 3 PROPOSAal e In 6 4 0 Proposal EN e ME 8 4 1 General Information cccc ccc cccceececccceececeee eee ceeecuceaueeseseeeseeuauaueeseseeseuaeaueeseseeeeseuauaaeedeeseeeuaeanens 8 4 2 Evaluation Geer 8 4 3 Stage 1 Mandatory Criterta ecceecececeececeeeeeeeeceeeeeceaeeesaaesseneeseeeesaaeeseaaeseeeeesneessaeeseaeeseaes 8 4 4 Stage 2 Evaluation Criteria ceeccec
5. ality s Purchasing and Tendering Policy at www richmondcounty ca under Council Policies or through the procuring entity contact listed in these documents Proposal Format To help ensure consistency in proponent responses and facilitate the evaluation process the proposal should be prepared and packaged as outlined in the sections that follow Please print double sided whenever possible and limit promotional and or marketing materials to the information specifically requested in this RFQ RFQ Proposal Package A complete proposal package is comprised of the elements below presented in the order listed RFQ MOCR20150422 Page 6 O One 1 x Letters of Introduction This should identify the proponent and be signed by a signing officer for the proponent in order to bind the proponent to the statements made in the proposal O One 1 x Specifications Appendix A this Form should be completed and included in your proposal Oo One 1 x Forms of Tender Appendix B this Form should be completed signed and included in your proposal The business name provided on this Form should be the same name as that reflected on your company s business registration profile One 1 x Business Registration Profiles One 1 x Literature Specifications on proposed equipment O One 1 Original Proposal Package The title page should be marked with the text ORIGINAL at the top The Original should be left unbound
6. cceceececeeeeeeeeeeeeeeeceaeeeeaaeseeeeeseeeeeseaesseaaeseeeeeseeesscaeeneaeeeeaes 8 Appendix E iiciiisciceciccceccdcdativccdensncassdesccadcuasnexssiegixastuateiasshesecattenteccsinasieattederei 9 Appendix B Form of Tender isis cscccctcecscceccccanccecececetnecceecedceceesticecnecshaeenstuereaee a nnmnnn nnmnnn 12 B 1 Declaration of tenderer a Ee ee a a aaa 12 B 2 Agreement Of Tenderer cccccesecececeeeceeeeeeeceeeeeeeceeesesaaeeeeseeaaeeeseeaeaessaeaeaesseeeeeseeeeeeeseeeaeenenees 12 B 3 Schedule Of Blees AE EREE AE E ARENS EA AEE E 12 B 4 RE 13 B 5 ee LE LEE 14 RFQ MOCR20150422 Page 2 1 0 1 1 1 2 1 3 1 3 1 Introduction RFQ Objectives This Request for Quotes RFQ MOCR20150422 is an invitation to prospective Proponents to submit quotes for the supply of a new public works vehicle as further described in Appendix A Specifications This RFQ is issued by the Municipality of the County of Richmond the Municipality RFQ Schedule Below is the approximate schedule that is expected to be followed for this RFQ However this may be subject to change and is therefore presented primarily for guidance e RFQ Issue Date April 22 2015 e Deadline for Proponents to Submit RFQ Questions May 8 2015 e RFQ Responses are due May 15 2015 at 2 pm AST e RFQ Award May 19 2015 RFQ Contacts Questions about this RFQ should be directed to the individuals listed below or their designate s Information that is
7. ectification and the adequacy and acceptability of any clarification or rectification submitted by a Proponent shall be made at the sole discretion of the Municipality The Municipality shall not be bound by industry custom or practice in the exercise of its discretion Revision of Tender Submissions Revisions to Tender Submissions are to be submitted by signed letter only and delivered directly to the Municipality at the address at 1 3 above or transmitted by fax machine to the fax number also provided Only the Tenderer s entries on the delivered Tender Submission may be revised The revision must state only the amount by which a figure is to be increased or decreased or specific directions as to the exclusion or inclusion of particular words Revisions will be accepted RFQ MOCR20150422 Page 5 3 2 6 3 2 6 1 3 2 6 2 3 2 6 3 3 2 6 4 3 2 6 5 3 2 7 3 2 8 3 3 3 3 1 only if received prior to the Closing It is the Tenderers responsibility to ensure that any revision has been received prior to closing Right to Reject Financial Stability Non Compliance Failure to comply with any of the mandatory terms or conditions contained or referenced in the Solicitation documents shall result in the rejection of the Bid All of the terms conditions and or specifications stated or referenced in the Solicitation are assumed to be accepted by the Bidder and incorporated in the Bid Bidders may be required to demonstrate
8. evaluation of proposals the Evaluation Team may but is not required to e Conduct reference checks relevant to the proposal with any or all of the references cited in a proposal to verify information regarding a proponent and rely on and consider any relevant information from such cited references in the evaluation of a proposal Conduct any background investigations that it considers necessary and consider any relevant information resulting there from e Seek clarification from a proponent with respect to their proposal Such clarification will not offer the proponent the opportunity to change or provide new information To the extent possible requests made by the Evaluation Team will be sent from the email addresses of the RFQ Contacts A proposal will be examined in accordance with the evaluation process and criteria outlined in the sections below Evaluation Process The proposal will be evaluated using the following process Stage 1 Proposal will be reviewed to determine compliance with all mandatory criteria identified in section 4 3 Stage 2 Proposals that meet all mandatory criteria will be evaluated and scored using the evaluation criteria and assigned weights set out in the table in section 4 4 Stage 1 Mandatory Criteria A proposal must meet all of the following mandatory criteria and clearly demonstrate that these are met If a proposal fails to meet any one of these criteria it will be deemed non compliant and will be
9. financial stability authorization to provide the goods services being acquired and or regulatory agency approval licensing or registration as needed or otherwise clarify Bidder s capability to satisfy the Solicitation requirements The Procuring Entity reserves the right to reject Bids from any Bidder that it believes is incapable of providing the necessary labour materials equipment financing or management resources to perform the work or supply the goods in a satisfactory and timely manner The Procuring Entity reserves the right to waive minor non compliance where such non compliance is not of a material nature in its sole and absolute discretion or to accept or reject in whole or in part any or all Bids with or without giving notice Such minor non compliance will be deemed substantial compliance and capable of acceptance The Procuring Entity will be the sole judge of whether a Bid is accepted or rejected The Procuring Entity reserves the right to split an award amongst Bidders as deemed in the best interests of the Procuring Entity Informal or Unbalanced Tender Tender submissions which in the opinion of the Municipality are informal or unbalanced may be rejected Buy Local Preference The Municipality applies a buy local preference when evaluating which goods or services offer best value to the Municipality for procurements below 10 000 in value Details of the Municipality s buy local provisions may be found in the Municip
10. his specification and or RFQ documents production shall be in accordance with good commercial practice 3 Materials not defined here shall be of the best commercial quality and suitable for the purpose intended 4 The following specifications are prepared with the intention of providing a basis for securing competitive bids Notwithstanding certain details of specifications commodities or equipment of similar design and construction will receive consideration if in the opinion of the using department they are considered to be suitable for the intended application and generally conform to performance requirements All bids on commodities or equipment not fully meeting the specifications shall be accompanied by a statement fully outlining any departures from the specifications and fully describing the commodities offered 5 It is a condition of this RFQ that bidders submit description literature and specifications of the equipment quoted on and also be prepared when requested to arrange for a demonstration within five days of such a request at no cost to the Municipality 6 Parts book and shop service manual to be supplied on delivery of equipment Shop manual to cover in detail all servicing instructions and repair instructions electronic service manual acceptable if hard copy is not available 7 Safety inspection shall be completed before delivery and dated the month of delivery RFQ MOCR20150422 Page 10 10 1 12 1
11. ide of truck hood and all associated cab mounted controls 20 OPTIONAL ITEM Action Contour Ill Truck Cap or approved equivalent 20 1 Roof rack ladder rack 20 2 Tool bins 20 3 Colour match to supplied vehicle 21 Tail gate step 22 Drop in bed liner and tail gate liner 23 Amber LED warning light SWS Warning Systems Inc model 16211 23 1 Light to be permanently mounted to the center of the truck cab RFQ MOCR20150422 Page 9 23 2 On off switch mounted permanently in cab 24 Supply vehicle with rust inhibitor treatment Rust Check or equivalent 25 Roof clearance lights 26 Power windows 27 Snow plow prep package 28 OPTONAL ITEM V plow type snow plow assembly stainless steel 28 1 8 6 minimum length 28 2 Quick attachment system 28 3 Mount all necessary handheld plow controls permanently in cab of truck 28 4 Top snow deflector attachments 28 5 Blade guides kit 28 6 Curb guard kit 29 OPTONAL ITEM V plow type snow plow assembly regular steel 29 1 8 6 minimum length 29 2 Quick attachment system 29 3 Mount all necessary handheld plow controls permanently in cab of truck 29 4 Top snow deflector attachments 29 5 Blade guides kit 29 6 Curb guard kit GENERAL REQUIREMENTS 1 All articles shall be free from design deficiencies that may affect their operation or serviceability 2 In all particulars not covered by t
12. laws of Nova Scotia and Canada generally Information about the Act is available online at http nslegislature ca legc statutes persinfo htm Conflict of Interest The procuring entity reserves the right to disqualify any proponent that in the procuring entity s sole opinion has an actual or potential conflict of interest or an unfair advantage in respect of this RFQ whether existing now or is likely to arise in the future or may permit any such proponent to continue and impose such terms and conditions on that proponent as the procuring entity in its sole discretion may require Proponents are required to disclose to the RFQ Contacts any potential or perceived conflict of interest issues immediately upon becoming aware of any such conflict Information about the Nova Scotia Conflict of Interest Act S N S 2010 c 35 can be found at Waiver of Minor Defects If any Proposal is obscure or contains a defect or fails in some way to comply with any requirements of the instructions to Proponents which in the opinion of the Municipality may be clarified or amended without being unfair to other Proponents the Municipality may waive the obscurity defect or non compliance and accept the Proposal as submitted or request clarification or rectification before further considering the Proposal The determination of fairness whether or not to disqualify any Proposal waive any obscurity defect or failure to comply whether or not to require r
13. nd carefully examined the Tender Documents and taken all the forgoing into consideration in preparation of this Tender C 1 3 Addenda numbers Io Inclusive were carefully examined by the Tenderer B 2 Agreement of Tenderer The Tenderer agrees to the following C 2 1 The Tenderer agrees to enter into a Purchase Agreement to supply the equipment for the price stated in section C 3 of this Form of Tender and as described in Appendix B hereto attached and in accordance with the RFQ C 2 2 This Tender is valid for acceptance for 60 days from the time of Closing C 2 3 Failure to enter into a Purchase Agreement and deliver the purchased Equipment within the time required will constitute grounds for forfeiture of the certified cheque or enforcement of the bid bond B 3 Schedule of Prices Price is to exclude HST and be E OB Municipality of the County of Richmond To furnish and deliver one 1 PUBLIC WORKS TRUCK as per above specification The undersigned bidder has carefully examined the form of tender and the specifications to furnish and deliver the vehicle listed below and described in the above specifications and will accept in full payment the following price TRUCK Manufacture s Make and Model Manufacture s Year LIST PRICE FOR COMPLETE UNIT LESS FLEET DISCOUNT NET PRICE FOR VEHICLE HST TOTAL DELIVERED PRICE incl HST WARRANTY of months of warranty coverage after unit delive
14. obtained from any other source is not official and may be inaccurate Procuring Entity Contact Chris Boudreau Director of Public Works Municipality of the County of Richmond 2357 Highway 206 P O Box 120 Arichat Nova Scotia BOE 1A0 Email caboudreau richmondcounty ca Phone 902 226 3988 Fax 902 226 0060 Asking Questions The proponent is responsible for obtaining any needed clarification of the RFQ requirements while the RFQ is open Questions should be directed in writing to the RFQ Contacts identified Email is the preferred method of contact Only written responses from the RFQ contacts will be considered an official response Responses to questions that are deemed by the procuring entity in its sole discretion to be material to all prospective proponents will be made available as an addendum while the RFQ is open for download from the tender s web site at http Awww gov ns ca tenders RFQ MOCR20150422 Page 3 2 0 3 0 3 1 3 2 3 2 1 Submission Requirements The following documents must be completed enclosed in a sealed envelope and delivered into possession of the Municipality at the address provided in Section 1 3 prior to the time and date for closing of tenders e Appendix A Specifications e Appendix B Form of Tender Tender submissions shall include the following additional information to assist in the evaluation of equipment offered e Acomplete description and s
15. pecifications for all the features of the equipment being tendered including optional items e Warranty provisions of the equipment e Any other information that would be helpful in the evaluation process Tenders received after Closing will be rejected and returned unopened The following additional documents apply to this procurement and must be reviewed carefully by all proponents e Applicable Trade Agreements e Atlantic Standard Terms and Conditions e Supplemental Terms and Conditions for this RFQ outlined in section 3 Administrative and Legal Requirements Business Registration Proponents are required to be registered to carry on business in accordance with applicable laws The status of a proponent s business registration does not preclude the submission of a proposal in response to this RFQ A proposal can be accepted for evaluation regardless of i whether the company is registered or ii whether its business registration is in good standing However a contract cannot be awarded unless the successful proponent is registered and in good standing in accordance with applicable laws For information on the business registration requirements of the Nova Scotia Registry of Joint Stock Companies please consult http www gov ns ca snsmr access business registry joint stock companies If the proponent s business is not required to register in Nova Scotia the proponent will be required to submit registration from your
16. red ADDITIONAL OPTIONS indicate price increase or decrease for optional items listed below 4 studded snow tires mounted on steel wheels Manufacturer Model snow tires Truck Cap Manufacturer Model truck cap RFQ MOCR20150422 Page 12 V plow type snow plow assembly stainless steel Manufacturer Model V type snow plow V plow type snow plow assembly regular steel Manufacturer Model V type snow plow B 4 Delivery Time The Tenderer agrees to deliver the equipment to the Richmond Solid Waste Management Facility at 634 Highway 206 West Arichat within weeks of written notification of award RFQ MOCR20150422 Page 13 B 5 Signatures Dated this day of 2015 Name of Tenderer Address Signed by Printed Name Title Seal of Tenderer Place Company Seal here RFQ MOCR20150422 Page 14
17. rejected 1 Appendix A and B must be completed and included in the proposals Stage 2 Evaluation Criteria The lowest priced compliant quotation received will be awarded the tender RFQ MOCR20150422 Page 8 Appendix A Specifications PUBLIC WORKS VEHICLE MOCR20150422 One 1 New 2015 PUBLIC WORKS 3 4 Ton TRUCK PUBLIC WORKS VEHICLE Item No Description 1 New model year 2015 2 Regular cab 3 4 ton model Ford F 250 Dodge Ram 2500 Chevrolet or GMC 2500 or equivalent 3 Dark blue in color or closest available match 4 8 ft box 5 4 X 4 Four wheel drive 6 Automatic transmission 7 Driver and front passenger air bag restraints 8 Towing package 8 1 Include all necessary wiring for seven and four plug light connector 8 2 Electric brake controller permanently mounted in the cab of the truck 8 3 2 5 16 ball and insert 9 Most fuel efficient model of V8 gasoline engine available 10 Limited slip differential 11 Air conditioning 12 Skid plate package 13 Complete with four 4 top quality all terrain tires 44 OPTIONAL ITEM Upon delivery provide four 4 top quality studded snow tires mounted on steel wheels 15 Full size spare tire 16 Driver and passenger side steps 17 Reverse alarm 18 Supply truck with splash guards on all tires 19 Go Light Hood Spot Light Model 2049 color Black 19 1 Mount spot light on passenger s
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