REQUEST FOR PROPOSAL
FOR THE SUPPLY, DELIVERY,
INSTALLATIONMAINTENANCE
OF
ONE(1) NEW MAILING AND
ONE (1) NEW INSERTER/STUFFER
EQUIPMENT
RFP # 02-10
PROPOSAL CLOSINGDATE:MARCH 30TH, 2010
TIME: 2:00:00 PM (local time)
LOCATION:Clerks Department, City Hall
220 Algonquin Blvd East, Top Floor
Timmins, Ontario
LATE PROPOSALS WILL NOT BE ACCEPTED
CITY OF TIMMINS
/FINANCE DEPARTMENT
/PURCHASING BRANCH
RFP 02-10
ONE (1) MAILING AND ONE (1) INSERTER/STUFFER MACHINEINSTRUCTION TO BIDDERS
SECTION 1 GENERAL CONDITIONS1.1FORM OF PROPOSAL
All Proposals must be upon the forms provided, submitted in sealed packages, clearly marked as to contents and, shall include one (1) complete original and three (3) copies of the complete submission and shall include:
a)Proposal Form
b)Schedule of Items & Prices
c)Respondent Information Form
d)Subcontractor Listing
e)Respondent Ability & Experience Form
f)Equipment Specifications/Compliance
g)Manufacturer’s Specifications/Warranty/Brochure Documents
1.2DEFINITIONS
- Corporation:
- Owner:
- Bidder:
- Successful Bidder:
- Vendor
1.3PROPOSAL CLOSING
City of TimminsClerk’s Department, TopFloor, City Hall, Timmins, Ont., must receive Proposal submissions on/before:
2:00:00 PM local time, MARCH 30TH, 2010
The Corporation is not responsible for submissions which are not properly marked and/or delivered to any other location, other than that specified. It is the proponent’s responsibility to ensure their submission has been deposited in the RFP submission box.
1.4LATE SUBMISSIONS
Proposals received after the official closing time will not be considered during the selection process and will be returned unopened to the respective bidder.
1.5PROPOSAL OPENING
Respondents are advised there will not be a public opening for this Request for Proposal. Bids received, by the date and time of closing, will be opened administratively by specific members of the Corporation and at a time subsequent to the closing.
1.6COMPLETION OF THE PROPOSAL
The Form of Proposal including the Schedule of Items and Prices and other documents required for submission, must be completed in hard copy and submitted in a sealed envelope. All entries shall be clear and legible and made in ink. All items shall be quoted according to any instruction in the Proposal Documents. Entries must be made for unit price, lump sum, extensions and totals as appropriate.
Alterations may be made providing they are legible and initialled by the Bidder's signing officer. Proposals which are incomplete, conditional, illegible or obscure, or that contain additions not called for, reservations, erasures, alterations incorrectly submitted, or irregularities of any kind may be rejected.
In the event of a discrepancy between the unit price and the total price, the unit price shall prevail.
1.7ELECTRONIC SUBMISSIONS
Electronically transmitted submissions (facsimile, e-mail, etc.) will NOT be accepted for this Proposal.
1.8EXAMINATION OF PROPOSAL DOCUMENTS
Each Respondent must satisfy himself/herself by a personal study of the Proposal documents, by calculations, and by personal inspection of the site, respecting the conditions existing or likely to exist in connection with the proposed work. There will be no consideration of any claim, after submission of Proposals, that there is a misunderstanding with respect to the conditions imposed by this
REQUEST FOR PROPOSAL
Prices and bid must include allincidentalcosts and the Respondent must be satisfied as to the full requirements of the Proposal. No claims for extra work will be entertained and any additional works must be authorized in writing prior to commencement. Should the Respondent require more information or clarification on any point, it must be obtained prior to the submission of the Proposal.
1.9ACCEPTANCE OR REJECTION OF PROPOSAL
The Corporation reserves the right to reject any or all Proposals and to waive formalities as the interests of the Corporation may require without stating reasons therefore.
Notwithstanding and without restricting the generality of the statement immediately above, the Corporation shall not be required to award and accept a Proposal, or recall the Proposals at a later date:
a)When only one Proposal has been received a result of the Proposal call;
b)Where the lowest responsive and responsible bidder substantially exceeds the estimated cost of the goods or service;
c)When all Proposals received fail to comply with the specifications or Proposal terms and conditions;
d)Where a change in the scope of work or specifications is required the lowest or any Proposal will not necessarily be accepted. The acceptance of a Proposal will be contingent upon an acceptable record of ability, experience and previous performance.
The Corporation shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Bidder by reason of the acceptance or the non-acceptance by the Corporation of any Proposal or by reason of any delay in the acceptance of a Proposal except as provided in the Proposal document.
Each Proposal shall be open for acceptance by the Corporation for a period of ninety (90) calendar days following the date of Closing.
Where the Proposal documents do not state a definite delivery/work schedule and a submitted Proposal is based on an unreasonable delivery/work schedule, the Proposal may be rejected.
1.10PROPOSAL AWARD PROCEDURES
1.10.1Unless stated otherwise the following procedures will apply:
1.10.2The Corporation will notify the successful Respondent of the award within ninety (90) calendar days of the Proposalclosing.
1.10.3Notice of acceptance of Proposal will be by telephone.
1.10.4Immediately upon acceptance of the Proposal by the Corporation, the successful Respondent shall provide the Corporation with any required documents within fourteen (14)calendar days of the date of notification of award.
1.10.5Following receipt of any documents, the Vendor will receive written authority, in the form of an official Purchase Order, to proceed with the order.
1.11RESPONSIBILITY FOR DAMAGES
The Vendor shall indemnify and save harmless the Corporation of the City of Timmins from and against all claims, demands, loss, cost, damages, actions, suits or other proceedings by whomsoever made, brought or prosecuted by, or attributed to any such damages, injury or infringement as a result of activities under this Proposal.
1.12ABILITY AND EXPERIENCE OF RESPONDENT
It is not the purpose of the Corporation of the City of Timmins to award this contract to any Respondent who does not furnish satisfactory evidence of possessing the ability and experience in this class of work and sufficient capital and plant resources to ensure acceptable performance and completion of the Proposal.
Unless otherwise stated, Respondents must complete and submit with their submission, the Ability and Experience Form included with this document.
The following criteria will be utilized by the Corporation to determine whether a Respondent is qualified to undertake the award;
i)The Respondent’s ability and agreement to complete the work within the required schedule;
ii)The Respondent’s ability to work effectively with the Corporation staff, consultants and other representatives;
iii)The Respondent’s ability to effectively manage and do the work using the named project representative and any submitted contractors and subcontractors and, others that may share the work areas;
iv)The Respondent’s history with respect to quality of work, scheduling, providing satisfactory results and acceptable cooperation;
A Respondent is invited to provide any additional information it determines will assist the Corporation in using the aforementioned criteria. The Corporation may reject the lowest or any submissions if after investigation and consideration, the Corporation concludes, in its opinion, that the Respondent is not qualified to do the work and/or cannot do the work and perform the contract in a manner satisfactory to the Corporation.
1.13PERFORMANCE
Any undue delays and/or costs incurred by the Corporation due to inefficiencies in performance on behalf of the Successful Respondent shall be deemed to be the responsibility of that Respondent and as such will be deducted from the payment for the product.
1.14LIMITED LIABILITIES
The Corporation's liability under this RFP shall be limited to the actual goods/services ordered and provided.
1.15ASSIGNMENT
The successful Respondent is not permitted to assign neither this award, nor any work to be performed under this award or, any part thereof, without the prior written consent of the Corporation. Such written consent shall not, under any circumstances, relieve the successful Respondent of any liabilities and/or obligations under this award. Such consent for an assignment will be at the sole discretion of the Corporation and, shall not be unreasonably withheld by the Corporation.
1.16ENQUIRIES, OMISSIONS, DISCREPANCIES AND INTERPRETATIONS
Should a Respondent find omissions from or discrepancies in any of the Proposal Documents or should the Respondent be in doubt as to the meaning of any part of such documents, the Respondent should notify the designated person and office without delay. If the designated person considers that a correction, explanation or interpretation is necessary or desirable an addendum will be issued to all who have received Proposal Documents. No oral explanation or interpretation will modify any of the requirements or provisions of the Proposal Documents.
1.17CANCELLATION
1.17.1The Corporation reserves the right to immediately terminate the Contract at its own discretion, including but not limited to such items as non-performance, late deliveries, inferior quality, pricing problems, etc.
1.17.2If the successful Respondent should neglect to execute the work properly or fail to perform any provision of this Award, the Corporation, after three (3) business days written notice to the successful Respondent, may, without prejudice to any other remedy in existence, make good such deficiencies and may deduct the cost thereof from any payment then and thereafter due to the successful Respondent. Continued failure of the successful Respondent to execute the work properly shall result in a termination of Contract. The Corporation shall provide written notice of termination.
1.17.3The Corporation may elect to terminate the Contract if the original terms and conditions are significantly changed, giving thirty (30) calendar days written notice to the Contractor.
1.17.4Either party may terminate the Contract by giving the other party sixty (60) calendar days written notice, giving reasons acceptable to the other. A period of less than sixty (60) calendar days to terminate the contract may be negotiable if mutually agreeable among the parties involved in the Contract.
1.17.5Failure to maintain the required documentation during the term of this contract may result in suspension of the work activities and/or cancellation of the contract.
1.18TERMS OF PAYMENT & INVOICES
The normal terms of payment for the Corporation will be Net Thirty (30) calendar days upon receipt of goods/services or invoice, whichever is later.Invoices shall be forwarded as services are rendered, to the attention of:
THE CITY OF TIMMINS - FINANCE DEPT. Accounts Payable Section,
220 Algonquin Blvd East, Timmins, Ontario P4N 1B3
1.19PATENT, COPYRIGHT, OR OTHER PROPRIETARY RIGHTS
In accordance with Municipal Freedom of Information and Protection of Privacy Act, Respondents are reminded to clearly identify in their Proposal material, any specific scientific, technical, commercial, proprietary, intellectual or similar confidential information, the disclosure of which could cause them injury or damage.
Respondents are encouraged to place all such details and information within a separate section of their submission. Complete Proposal details are not to be identified as confidential.
1.20GOVERNING LAWS
This RFP and subsequent purchase orders, contract/agreements will be interpreted and governed by the laws of the Province of Ontario.
1.21FREEDOM OF INFORMATION
Any personal information required on the Proposal Form is received by the Corporation of the City of Timminsand this information will be an integral component of the proposal submission.
All written Proposals received by the City become a public record, once a Proposal is accepted by the City of Timmins, and a contract is signed, all information contained in them is available to the public, including personal information.
Questions about collection of personal information and the Municipal Freedom of Information and Protection of Privacy Act, 1989, R.S.O. 1990, Chapter M.56, as amended, should be directed to:
City Clerk, City of Timmins
220 Algonquin Blvd East
Timmins, Ontario, P4N 1B3
Telephone (705) 360-2600 ext 2402
The City Clerk has been designated by the Corporation of the City of Timminsto carry out the responsibilities of the Act.
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CITY OF TIMMINS
/FINANCE DEPARTMENT
/PURCHASING BRANCH
RFP 02-10
ONE (1) MAILING AND ONE (1) INSERTER/STUFFER MACHINESECTION 2 SPECIFICCONDITIONS
2.1AWARD
Respondents are advised that any award arising out of this Proposal call will be made to one (1) qualified Respondent.
2.2PRICE QUOTES
Respondents are advised to submit pricing specifically as requested on the Schedule of Items and Prices and to refrain from offering “special”, “no cost”, etc. statements that will make it difficult to equitably compare submissions. Proposals that make such offers, at the discretion of the Corporation, may be disqualified.
2.3PROVINCIAL SALES TAX (P.S.T.)
P.S.T.is applicable to the items listed herein and is provided for on the Schedule of Items and Prices.
2.4GOODS AND SERVICES TAX (G.S.T.)
G.S.T.is applicable to the items listed herein and is provided for on the Schedule of Items and Prices.
2.5MULTIPLE PROPOSALS
Respondents having the manufacturer/distributor authorization to represent more than one (1) product line and/or model may elect to quote on more than one (1) brand or model however, a separate Specification Compliance and Price Schedule must be completed for each offering. Each separate offering must be clearly identified as a separate submission.
Please make a copy of the forms provided and DO NOT submit the requested information and details in any other format.
2.6MANUFACTURER’S SPECIFICATIONS
Respondents shall submit all manufacturers’ specifications and literature, which fully describe the equipment being offered, including any optional equipment.
2.7WARRANTY/SERVICE AGREEMENT
The Proposal will include all warranties and guarantees covering materials and workmanship. The successful Respondent at no additional cost to the Corporation will carry out any repairs, services or adjustments during the warranty period for this unit “on site” at the respective City of Timmins facility. If the equipment needs to be returned to the supplier for warranty work, it will be at full cost to the successful Respondent and a temporary piece of equivalent or upgraded equipment equivalent will be supplied for use in the Mail Room at no additional cost to the Corporation.
Include warranty informationwith bid submission. This information is to include the expiration date of warranty and the effective date of the Service Agreement.
2.14REGULATION COMPLIANCE AND LEGISLATION
The Vendor shall ensure all services and products provided in respect to this Proposal are in accordance with, and under authorization of all applicable Municipal, Provincial and Federal legislations.
2.15VENDOR CREDENTIALS
AUTHORIZED DEALER – The entity submitting a bid must be a duly authorized Vendor operating under a current agreement with the Manufacturer/Distributor of the new product being offered with respect to this RFP. The Corporation reserves the right to request any such documentation and/or evidence to authentic same, where warranted.
2.16INSURANCE
The liability insurance requirement shall not be less than 2 Million Dollars ($ 2,000,000.00) per incident. The comprehensive policy of public liability and property damage insurance shall name the Corporation of the City of Timmins as “additional insured” thereunder. The Contractor agrees to complete the work in accordance with the Proposal, agrees to provide proof of an insurance policy in the amount of not less than 2 Million Dollars ($ 2,000,000.00) per incident, to indemnify the Corporation of the City of Timmins against any damages occasioned through any act, omission or neglect of the Contractor while carrying out the work under this Proposal.
The Corporation must be included as an “additional insured” on the comprehensive policy of public liability and property damage insurance of the Successful Bidder immediately subsequent to award and, prior to commencement of any work under this award.
2.17WORKPLACE SAFETY & INSURANCE BOARD
The successfulContractor shall provide the Corporation’s Purchasing – Finance Dept. with a copy of the Workplace Safety & Insurance Board’s Clearance Certificate indicating the Contractor’s good standing with the Board and a MSDS Datasheet for chemicals/substances required for operation of the equipment:
a.Upon award & prior to commencement of work;
b.Prior to the expiration of the contract Period; and
c.At any other time when requested by the Corporation.
2.18SUBCONTRACTORS
No portion of the work under this award may be subcontracted without the written authorization of the Corporation. The Contractor is fully responsible to the Corporation for the acts and omissions of Subcontractors and/or persons directly or indirectly engaged by the Contractor in respect to this work. Sub-Contractors will be required to abide by all the requirements of the Proposal document as though the primary Successful Respondent (Insurance, WSIB, Health & Safety Policy, etc.). The Contractor agrees to bind every Subcontractor by the terms of the Contract documents as far as it is applicable to their work.
Respondents must complete and submit with their proposal, the Subcontractor Form included with this document.
2.19CONTACTS
All Inquiries concerning the Proposal and Award process are to be emailed to:Gord Deacon Purchasing Manager at
Questions of clarification will be answered individually, but response(s) to any question that modifies the scope of the RFP will be circulated in writing as a RFP Addendum to all respondents who have received the RFP document from the Corporation.
Inquiries must be received no later than three (3) working days prior to the closing date of the RFP; otherwise a response may not be provided.
Page 1 of 23
CITY OF TIMMINS
/FINANCE DEPARTMENT
/PURCHASING BRANCH
RFP 02-10
ONE (1) MAILING AND ONE (1) INSERTER/STUFFER MACHINESECTION 3 TERMS OF REFERENCE
- SCOPE OF EQUIPMENT
The Corporation is seeking to purchase from one (1) Respondent,one(1)Postage,and Inserter/Stuffing Machine with full connectivity complete with one (1) service maintenance agreement. Respondent may propose a consortium submission; however the submission, warranties and maintenance service agreement must be in One (1) name.