RFP No. P130XX
PROPOSAL NAME
RETURN LABEL
REQUEST FOR PROPOSAL
NO. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
OFFICIAL CLOSING TIME:11:30 AM LOCAL TIME, on Tuesday, October 28, 2014
PROPOSAL SUBMISSION TO:TOWN OF AJAX – FINANCE DEPARTMENT
Attn:Paul E. Hewitt, CPPO, Manager of Purchasing
65 Harwood Avenue South
Ajax, ON L1S 2H9
INQUIRIES:Paul E. Hewitt, CPPO
Manager of Purchasing
tel:905-619-2529 ext. 3356
fax:905-683-0157
INQUIRY DEADLINE:Inquires are to be e-mailed to the above no later than 11:30 AM:
Thursday, October 16, 2014
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RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
RETURN LABEL
Please firmly affix this address label to the envelope containing your submission.
Name of Company: ______
RFP NO.:P14016
PROJECT NAME:SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
OFFICIAL CLOSING:Tuesday, October 28, 2014, at 11:30 AM Local Time
TO:TOWN OF AJAX – FINANCE DEPARTMENT
Paul E. Hewitt, CPPO Manager of Purchasing
65 Harwood Avenue South
Ajax, ONL1S 2H9
NOTE:Should you decide to use your own return envelope in lieu of the label provided above, the front of your envelope must indicate ALL of the information shown on the above label.
The Town of Ajax cannot be held responsible for documents submitted in envelopes that are not appropriately labeled in accordance with the above instructions.
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RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
PROPOSAL SUBMISSION FORM
I/WE ______hereby submit this Proposal
(Company Name)
for the provision of the Goods and/or Services as described within the Request for Proposal document for
RFP No. P14016–SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
I/WE DECLARE that no person, firm, or corporation, other than the one whose proper officer has submitted this Proposal, has any interest in this Proposal or in the Contract.
I/WE DECLARE that this Proposal is made without any connection, knowledge, comparison of figures or arrangement with any other Proponent, firm, or person making a similar Proposal and is in all respects fair and without collusion or fraud.
I/WE DECLARE that no Town employee, or member of Council (or their families) is, or will become interested directly or indirectly as a contracting party 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 of any such supplies to be used therein or any of the monies to be derived therefrom.
I/WE DECLARE that the statements contained in the Proposal are in all respect true.
I/WE DECLARE that I/WE examined the locality and site(s) of the proposed Works, as well as all the Specifications/Terms of Reference relating to them, prepared, submitted and rendered available on behalf of the Town and hereby acknowledged to be an integral part of the Contract.
I/WE have carefully examined the documents and have a clear and comprehensive knowledge of the requirements and have submitted all relevant data.
I/WE agree, if selected, to provide those Goods/Services to the Town in accordance with the Terms, Conditions, Instructions to Proponents, Specifications and Terms of Reference contained in the Request for Proposal Document and in our Proposal submission.
I/WE hereby propose and offer to enter into the Contract on the terms and conditions and under the provisions set forth in the Request for Proposal and to accept in full payment therefore, the sums calculated in accordance with the actual measured quantities and unit prices attached to this Proposal.
I/WE agree that this Proposal is an offer which is open for acceptance by the Town until the formal Contract is executed, or a Purchase Order issued, or for 90 calendar days following the Official Closing Time, whichever occurs first, and that the Town may at any time within that period and without notice, accept this Proposal whether any other Proposals have been previously accepted or not.
I/WE confirm, upon Award, we will be able to provide insurance certificates to the Town of Ajax, in the amounts as specified.
I/WE confirmall of our employees are covered by the insurance plan under the Workplace Safety and Insurance Act, 1997, as amended and provide our current Certificate of Clearance Account Number as follows: ______.
OR
I/WE are not required by law to provide WSIB coverage and I/WE have further elected not to acquire the Optional Insurance provided by WSIB as specified in this Bid Document. Therefore, if awarded this Contract, I/WE will sign the attached Appendix ‘B’ Waiver prior to commencing any Works.
I/WE agree that we are in receipt of Addendum No. ______to ______inclusive and the Proposal price includes all provisions set out in such Addenda.
I/WE propose to complete the works as described in the Request for Proposal for the following Total Proposal Price including all applicable taxes in Canadian funds.
Signage ~ Design, Supply and Installation / $Other (Specify) / $
HST (13%) / $
TOTAL PROPOSAL PRICE / $
I/WE agree that the undersigned is/are authorized and empowered to sign and submit this Proposal on
behalf of our Company.
Company NameStreet Address City/Town Postal Code
Phone No. Fax No. e-mail address
Print Name & Title of Person Signing for the Company
Signature (I have the authority to bind the Company)
Signed at ______this ______day of ______, 2014
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RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
TABLE OF CONTENTS
Cover Page...... 1
Return Label...... 2
Proposal Submission Form...... 3-4
Table of Contents...... 5
General Terms & Conditions...... 6
Instructions to Proponents...... 7-18
Terms of Reference...... 19-22
Proposal Evaluation Criteria Form...... 23
APPENDICES: No of Pages
Notice of No Bid...... 1
Appendix “A” – Bid Irregularities By-Law No. 116-2013…….…………….……………..……………….3
Appendix “B” – Waiver………………………….…………………..…………………………………………..1
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RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
GENERAL TERMS & CONDITIONS
- DEFINITIONS
1.1.Town: The Corporation of the Town of Ajax
1.2.Department: Any department, section or division of the Town.
1.3.Bidder: An individual, firm or corporation submitting a Bid to the Town.
1.4.Company: The person, contractor, consultant, firm or corporation to whom the Town has awarded the Contract, its successors and assigns.
1.5.Bid Document: A Request for Tender, Quotation, Proposal, or other document that states the Town’s desire to buy and Bidder’s offer to sell to the Town, the Goods defined in the Specifications.
1.6.Specifications: Detailed and exact non-restrictive written descriptions, instructions and drawings defining the Goods requested in the Bid Document.
1.7.Bid: The Bidder’s offer to sell the Goods to the Town.
1.8.Official Closing Time: The date and time specified in the Bid Document for the submission of Bids to the Town.
1.9.Goods: Set out in the Bid Document, including Services, where applicable, and defined in the Specifications.
1.10.Work: All labour, materials, products, resources, articles, services, supplies and acts required to be done, furnished or performed by the Company, which are the subject of the Contract.
- SUBMISSION OF BIDS
2.1. All Bids must be submitted on the Bid Documents provided by the Town.
2.2.One copy of the Bid Document must be completed, have an original handwritten signature, signed in ink, of an authorized signing officer of the Bidder, be clearly marked with the project title, placed in a sealed package and deposited at the locations stated in the Bid Document, by the Official Closing Time.
2.3.Bid Documents arriving after the Official Closing Time will not be considered.
2.4.Bid Documents will be time stamped by the time stamp located in the office of the Finance Department and shall be the only recognized time piece for the purpose of Bid submissions.
2.5.To be a valid Bid, all information required in the Bid Document must be submitted. All information must be correct. The Town shall be the sole judge whether the information submitted is complete and correct. Bid Documents that are conditional, obscure, contain erasures or alterations will be rejected.
2.6.Bids may be submitted for all or any part of the total quantities of the Goods unless the Bid Document specifically states otherwise.
2.7.The manufacturer, make or brand name of the Goods must be stated by the Bidder to indicate quality and performance. Bids for equivalent Goods may be accepted provided they are at least equal in quality and performance. The Town shall be the sole judge of what is considered equal in quality and performance. Note: The designation “NO SUBSTITUTE” for Goods indicates no alternatives will be considered by the Town.
2.8.All prices for the Goods shall be in Canadian funds, F.O.B. Destination.
2.9.The unit price prevails in cases of discrepancies between unit price and extensions.
2.10.A Bid Document may be withdrawn or qualified by the Bidder up to the Official Closing Time, by submitting a letter bearing the same signature and/or seal as found in the Bid Document. Withdrawal after the Official Closing Time will not be permitted.
2.11.Every communication about the Bid Document must be in writing bearing the same signature and/or seal as found in the Bid Document. Oral communications about the Bid Document will not be binding on the Town.
2.12.The Bidder declares it is the owner of the Goods and has the legal power to sell the Goods and is able to give the Town clear title to the Goods.
- AWARD
3.1.The Town may award the purchase of a single item of Goods, a group of items or all the items to one Bidder or several Bidders. The decision of the Town is final and not subject to review.
3.2.A Bidder may be required to supply evidence of experience, ability, service facilities, and financial standing necessary to meet the requirements of the Bid.
3.3.The Town may award the purchase to a Bidder other than the lowest, without liability to itself.
3.4.The Town may cancel the Bid Document prior to the award of purchase, without liability to itself.
- CONTRACT
4.1.The acceptance in writing by the Town of the successful Bidders Bid, by purchase order or formal Contract, shall constitute a binding Contract between the successful Bidder and the Town.
4.2.The Contract shall not be assigned, subcontracted or amended in whole or in part, without written consent of the Town.
4.3.The successful Bidder shall perform the Contract in accordance with the terms of the Bid Document and the Specifications. Non-performance may result in cancellation of the Contract without charges to the Town and/or the removal of the Bidder’s eligibility to submit future Bids.
4.4.The Town may purchase Goods on the open market to maintain supply if the Company fails to deliver Goods as specified or replace rejected Goods. The Company must reimburse the Town for any excess costs. These purchases will be deducted from the Contract quantities.
4.5.The Town may choose to use commodities which it considers substandard, and discount the price.
4.6.The Contract is governed by Ontario law.
- DELIVERY
5.1.Goods delivered by the Company to the Town must be new and of the latest model possessing all the accessories standard to the manufacturer’s stock model. The Goods must also meet the Specifications and be free of defects and fit for the purpose intended by the Town. The Goods must be covered by written guarantees and warranties acceptable to the Town.
5.2.Goods shall be securely and properly packed for shipment.
5.3.W.H.I.M.I.S. regulations applicable to the Goods must be followed by the Company. Proper labels must be affixed to the Goods and material safety data sheets must be provided, prior to the acceptance of the shipment by the Town.
5.4.The Company shall indemnify and save harmless the Town from all claims, arising from the sale and delivery of the Goods to the Town or from any copyright, trade-mark, trade secret or patent used or infringed by the Company in the manufacture or supply of the Goods.
5.5.The Company shall carry at its expense, liability insurance required by the Town for the performance of the Contract.
- INSPECTION AND TESTING
6.1.The Town shall prescribe the criteria to be used to confirm that the Goods meet the Specifications. The Company must, upon request, provide proof satisfactory to the Town, that the Goods meet the Specifications. The Town has the right to inspect the Goods prior to delivery.
6.2.If samples are requested, they shall be delivered within three working days of the request, free of charge.
6.3.Any item of the Goods which fails to meet the Specifications may be rejected by the Town. The decision of the Town is final and not subject to review.
- CONFLICT OF INTEREST
7.1.The Bidder asserts that no officer or employee of the Town has or will have an interest in the Company as a contracting party of the Contract.
7.2.The Bidder certifies that:
7.2.1.The prices in the Bid have been arrived at independently of those of any other Bidder;
7.2.2.The prices in the Bid have not been knowingly disclosed by the Bidder, and will not knowingly be disclosed by the Bidder, prior to the award of the purchase, directly or indirectly, to any other Bidder or competitor; and
7.2.3.No attempt has been made, or will be made, to induce any other person to submit or not to submit, a Bid, for the purpose of restricting competition.
- MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT
8.1.The Municipal Freedom of Information and Protection of Privacy Act (the Act) applies to all Tenders Quotations and Proposals submitted to the Town. Tenders, Quotations and Proposals will be received in confidence subject to the disclosure requirements of the Act. Bidders/Proponents should identify any portions of their submission which contains a trade secret, scientific, technical, financial, commercial or labour relations information supplied in confidence and which will cause harm if disclosed. Questions about the Act should be directed to the Town’s Records Manager & FOI, Legislative and Information Services Department.
8.2.Be aware, the Bidder’s/Proponents names are always made public, and where applicable, the total Bid amount.
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RFP No. P14016
SIGNAGE ~ DESIGN, SUPPLY and INSTALLATION
INSTRUCTIONS TO PROPONENTS
- GENERAL
The Town of Ajax is soliciting Proposals from qualified Companies for the Goods/Services specified herein. Submission of a Proposal in response to this Request for Proposal (RFP) shall confirm the Proponents agreement and ability to comply with all of the Terms and Conditions, Instructions to Proponents, Terms of Reference and Drawings, where applicable, outlined herein. Each Proponent, by submitting a signed Proposal in response to this RFP, acknowledges that the Proponent has read, completely understands and accepts the terms and conditions of this RFP in full.
- DELIVERY OF PROPOSALS
Submit one copy of the Proposal with original signatures, along with the appropriate number of duplicate copies as specified in the Terms of Reference, in a sealed package displaying the return address as supplied with this RFP. Deliver the complete package prior to the Official Closing Time to:
TOWN OF AJAX – FINANCE DEPARTMENT
Attn: Paul E. Hewitt, CPPO, Manager of Purchasing
65 Harwood Avenue South
Ajax, ON L1S 2H9
Proposals will not be considered unless:
Received by the date and time specified; and
Received at the address specified above; and
Contains the Proposal Submission Form, with an original signature, signed by an officer with the authority to bind the Company.
Although the Request for Proposal may have been issued electronically, all Proposals must be submitted in a sealed envelope/package, therefore, submissions by facsimile or electronic delivery, secure site, or otherwise, are not acceptable.
Proposals will be time stamped by the time stamp located in the office of the Finance Department and shall be the only recognized time piece for the purpose of Proposal submissions.
The use of mail or courier services for delivery of a Proposal will be at the Proponent’s risk. A Proposal will only be considered as being delivered if it is in the possession of the above mentioned representative or designated agent before the Official Closing Time. Proposals received after the Official Closing Time will be returned to the Proponent, unopened. Proposals will be opened shortly after the Official Closing Time specified in the RFP. Only the names of the Proponents, submitting Proposals will be read out.
The Proposals will be referred to an Evaluation Team for consideration and the award will be based on the Proposal that best meets the needs of the Town of Ajax.
- PREPARATION OF PROPOSALS
All Bids must be submitted on the Bid Documents as provided by the Town.
All information requested in the Bid Document must be submitted and be correct.
Unless otherwise stated, all items shall be priced based on unit or lump sum prices as specified.
All prices submitted must be considered to be a reasonable price for each particular item. Bids submitted with unbalanced prices will be subject to rejection.
Bids that; are incomplete, include additional, uncalled for information, are conditional, obscure, contain erasures, alterations or other irregularities, will be subject to rejection.
The Bid must be signed by a designated signing officer with the authority to bind the Company.
Completion of the Proposal Submission Form as suppliedis required.
The Town shall be the sole judge in determining whether a Bid is compliant.
Where a Proposal is submitted on behalf of two or more companies, the name and roles of each company must be clearly identified in the Proposal with the authorization and commitment to participate submitted in writing by an officer of each company. The Town will enter into an agreement with only one company, who will take full responsibility for the level and quality of service provided, co-ordinate services with Town staff, and act as principal in the agreement with the Town with respect to this project.
- BID IRREGULARITIES
The response/action to be taken with respect to any Bid irregularities found in a Bid shall be governed in accordance with Appendix ‘A’ – Bid Irregularities of the Purchasing By-Law attached herein. The complete By-law can be found on the Town’s website at
- RIGHT TO ACCEPT OR REJECT PROPOSALS
RFP’s will be issued and Proposals received, evaluated, rejected or accepted and processed, in accordance with the Town’s Purchasing By-law, Corporate Operating Procedures and Policies. By submitting a Proposal, the Proponent agrees to be bound by the terms and conditions of the Purchasing By-law and any amendments thereto, as fully as if it was incorporated herein.