PROJECT NO TENDER VEHICLE PURCHASE 2015/2016 FLEET V-6 4 DOOR AWD S.U.V.

Transcription

1 PROJECT NO TENDER VEHICLE PURCHASE 2015/2016 FLEET V-6 4 DOOR AWD S.U.V. MAYOR: John Maloney DIRECTOR: Thomas B. Cartwright, City Fire Chief CITY CLERK: Ashley Grigg CLOSING DATE: Monday, November 2, 2015 at 2:00:00 p.m. Local Time

2 TABLE OF CONTENTS Title Page Table of Contents Special Instructions to Bidders Form of Tender - Form of Tender/Summary Declaration - Vehicle Specifications - Statement A Harmonized Sales Tax Litigation and Conflict of Interest (If applicable)

3 SPECIAL INSTRUCTIONS TO BIDDERS INDEX Description Page 1. Named Parties 1 2. Scope of Project Bid Procedure Submission of Bids 3 5. Clarification, Omissions, Discrepancies Errors and Corrections Bid Award Confidentiality Acceptance or Rejection of Bids Informal/Incomplete Bids Unbalanced Bids Additions or Deletion of Bid Items Bidder Performance (Litigation) Exclusion Negotiations Delivery Schedule Rights Acceptance of Materials General Requirement Criteria.. 7

4 1. Named Parties For the purposes of this contract the following parties are identified: Owner: The Corporation of the City of Port Colborne (hereinafter referred to as The City of Port Colborne or the City or Owner Contract Administrator: ----The City of Port Colborne Contact for Enquiries: Thomas B. Cartwright, City Fire Chief City of Port Colborne Telephone No Fax No Scope of the Project The City of Port Colborne is requesting bids for the purchase of a 2015/2016 Fleet V-6 4 door AWD Sports Utility Vehicle (equal or better). Bidders are to include all items listed in the Form of Tender. All works are to include all necessary material and labour to complete each item, unless specified otherwise. The price to be submitted shall be all inclusive of any and all costs associated in delivering the final end products as specified in this document. 3. Bid Procedure The following policy regarding the submission of bids and the opening procedures will be applicable for this Project. Bidders are requested to adhere strictly to the instructions concerning submissions. All tenders must be submitted electronically to: Ashley Grigg, City Clerk bidsubmit@portcolborne.ca By the following time: 2:00:00 p.m. local time Monday, November 2, 2015 Bids received later than the time specified will not be accepted. Special Instructions to Bidder Page 1

5 The following information is required at the time of submission and should be submitted in.pdf format. Original copies will be requested of the successful bidder only. The following documentation shall be submitted in 1 file. The file shall contain the following and shall have the following naming convention: Name of Contractor File 1.pdf Litigation & Conflict of Interest Statement Addenda (If Applicable) Form of Tender (The complete Form of Tender document must be submitted) including any additional pages for additional multiple pieces of equipment meeting the bid requirement, as well as the required specification documentation. Should any of the required information be missing from the submission it will then be disqualified. For any additional information contact: Thomas B. Cartwright City Fire Chief: Fax: firechief@portcolborne.ca The bid must be legible, written in ink, or typewritten and scanned to.pdf. Any form of erasure, strikeout or over-writing must be initialed by the Bidder s authorized signing officer. All unit prices must be clearly indicated and all extensions written in figures. The bid must not be restricted by a statement added to the Form of Tender or by covering letter, or by alterations to the Form of Tender as supplied by The City of Port Colborne unless expressly otherwise provided herein. The Form of Tender must be signed and witnessed in the spaces provided on the form, with the signature of the bidder or responsible authorized signing officer of the firm bidding. If a joint bid is submitted, it must be signed and addressed on behalf of each of the bidders. Special Instructions to Bidder Page 2

6 4. Submission of Bids Submissions must be made by . A bidder will be permitted to withdraw his/her unopened submission after it has been deposited, if such request is received in writing by the City Clerk prior to the time specified for the opening of bids. More than one submission from an individual/sole proprietor, firm, partnership, corporation, or association under the same or different names will not be considered. When completing the bid, answers yes or no will not be accepted if specification is required and could result in bid disqualification. Bidders must submit relevant manufacturer s literature regarding equipment. (Photocopies will not be accepted.) Should it become aware that a patent infringement has occurred, the Bidder will be automatically disqualified. 5. Clarification, Omissions, Discrepancies It will be the Bidders responsibility to clarify any details in question before submitting their bid. Any Bidder finding discrepancies or omissions in the specifications or other documents or having any doubts concerning the meaning or intent of any part thereof, should immediately request clarification. Written instructions or explanations will then be sent to all bidders in the form of addenda to the bid documents. Bidders may, reasonably in advance of the closing date and time, inquire into and seek clarification of any requirements of this bid. Inquiries must be directed to the attention of: Thomas B. Cartwright City Fire Chief Telephone: Fax: firechief@portcolborne.ca No inquiries will be taken on the Closing Date. Responses, if not already addressed in the bid, will be addressed in the form of addendum, if required. No oral interpretations will be effective to modify any provisions of the bid. Any Addendum is the responsibility of the Contractor. The Contractor must ensure that all applicable Addenda are submitted with the electronic document. Special Instructions to Bidder Page 3

7 6. Errors and Corrections City staff may clarify any aspect of a bid submission with the Bidder at any time after the submission has been opened. Any such clarification will not alter the bid and will not constitute a negotiation or renegotiation of the submission. The City of Port Colborne is not required to clarify any part of a bid. Any clarification of a bid by a Bidder shall not be effective until confirmation has been delivered in writing. All bids upon closing will be checked for correctness and mathematical errors. Should any errors be found all parties submitting bids will be notified of the correction(s). Unofficial Bid results will be posted on the City s website within 24 hours of closing. Official bid results will be posted on the City s website within 48 hours of closing. 7. Bid Award The award of this bid is subject to the Owner obtaining approval from: The Council of the City of Port Colborne Tentatively, purchases may be placed but not guaranteed, by: November 30, 2015 see SIB 16. Delivery Schedule for tentative start dates. 8. Confidentiality The City of Port Colborne will treat all bids as confidential. The City will comply with the Municipal Freedom of Information and Protection of Privacy Act, and its retention by-law pursuant to the Municipal Act, in respect of all bids. All reports approved by the Council of the City of Port Colborne will become public information. These reports will not include bid documents. The City will retain all copies of all bids successful or otherwise, and they will be destroyed in accordance with the City s Retention By-Law. 9. Acceptance or Rejection of Bids The City of Port Colborne reserves the right in its sole and unfettered discretion to accept or reject any bid(s) as the interests of the Owner require, without stating the reasons. Therefore, the lowest or any bid will not necessarily be accepted. Special Instructions to Bidder Page 4

8 10. Informal/Incomplete Bids Bids shall be rejected as informal/incomplete for any of the following: a) Late bid b) Incorrect Form of Tender document c) Incorrect/Missing bid envelopes d) Incomplete bids e) Missing/Incomplete Addendum/Addenda f) Bid not signed and/or sealed g) Bids completed in pencil h) Erasures, overwriting or strikeouts not initialed i) Bids not submitted by 11. Unbalanced Bids The City of Port Colborne reserves the right in its sole and unfettered discretion to reject any bids which contain pricing which appears to be so unbalanced as likely to have negative implications either on the Project or the work set out herein or the interests of the City of Port Colborne. 12. Additions or Deletion of Bid Items The City of Port Colborne reserves the right to add or delete from any portion or portions of the Form of Tender. 13. Bidder Performance (Litigation) The Corporation may, in its sole discretion, reject a bid if a Bidder: i. Has, at any time, threatened, commenced or engaged in legal claims or litigation against any of the parties listed in Section 1. Named Parties. ii. Is involved in a claim or litigation initiated by the City of Port Colborne. iii. Previously provided goods or services to the City of Port Colborne in an unsatisfactory manner. iv. Has failed to satisfy an outstanding debt to the City of Port Colborne. v. Has a history of illegitimate, frivolous, unreasonable, or invalid claims. vi. Provides incomplete, unrepresentative or unsatisfactory references. vii. Has engaged in conduct that leads the City of Port Colborne to determine that it would not be in the City of Port Colborne s best interests to accept the Bid. viii. Has a conflict of interest or that which may be viewed as a conflict of interest either with or by the City of Port Colborne. Bidders must sign and submit the Litigation & Conflict of Interest Statement. Special Instructions to Bidder Page 5

9 14. Exclusion Except as expressly and specifically permitted herein, no bidder shall have any claim for any compensation of any kind whatsoever, as a result of participating in this bid, and by submitting a bid each bidder shall be deemed to have agreed that it has no claim. 15. Negotiations If all bids are over budget, the City of Port Colborne reserves the right to negotiate the terms of Project contract, including price and revised scope of work, directly with the lowest bidder, to identify cost saving opportunities associated with alternate processes, materials or construction methods. If an acceptable Contract cannot be met with the lowest bidder, the City of Port Colborne reserves the right to negotiate an acceptable Contract with the next lowest bidder. If, after the above negotiations, a Contract cannot be reached which is acceptable to the City of Port Colborne, the Tender will be cancelled without award. The City of Port Colborne further reserves the right in its sole and unfettered discretion to cancel the Project at any time without an award being made. 16. Delivery Schedule All products if ordered by November 30, 2015, must be delivered to 3 Killaly Street West by no later than February 1, Upon award of the Contract, the Contractor shall review all product delivery requirements and determine if there will be any delays for any of items listed in the Form of Tender, and notify the Contract Administrator immediately if such delays occur. Should the Contractor fail to notify the Contract Administrator at the commencement of the Project and it appears that the Project may be delayed due to supply issues, the Contract Administrator reserves the right to substitute more readily available products of an equal or better that nature at no increase to the price bid. 17. Rights The City of Port Colborne reserves the right to amend, alter or accept revision to these Specifications at any time without further notice. Special Instructions to Bidder Page 6

10 18. Acceptance of Materials The Contract Administrator must be contacted prior to delivery and shall inspect the vehicle. Any items deemed unacceptable are to be tagged or otherwise identified as unacceptable and remedied immediately prior to acceptance of the vehicle at the expense of the Contractor. Replacement item(s) shall be examined for conformance to the specifications by the Contract Administrator. 19. General Requirement Criteria All vehicles specified are to be new. All vehicles purchased shall be red (preferred), alternative would be white. All vehicles purchased shall have an automatic transmission. All vehicles purchased shall have air conditioning. The Corporation of the City of Port Colborne is part of the Broader Public Service of the Province of Ontario and as such is entitled to the concessions (discounts) as arranged by the Ministry of Government services under VOR: OSS Special Instructions to Bidder Page 7

11 FORM OF TENDER/SUMMARY DECLARATION The undersigned Supplier has carefully examined the attached documents as forming part of this Bid, and the scope of the Project to be done under this Contract. We, the undersigned Manufacturer, understand and accept the tender documents, and, for the prices set forth in this Tender, hereby offer to furnish all machinery, labour, tools, apparatus and other means of construction, furnish all materials except as otherwise specified in the Tender, and to complete the work in strict accordance with the Contract documents referred to, for the total Bid price of Dollars. ($ ) H.S.T. excluding ADDITIONAL INFORMATION State Model Year Pending award and issuance of purchase order, the vehicle will be delivered in: weeks, ( approximate date) Note: Delivery date will be taken into consideration in fire apparatus award. ADDENDA We acknowledge that we have received Addendum/Addenda No. to No. inclusive, and that all changes specified in the Addendum/Addenda have been included in the prices submitted. COMMENCEMENT AND COMPLETION We agree to commence work as specified to proceed continuously to the completion and to complete by the expiration of allotted working days, or completion date, whichever has been specified in this document. BID IS OPEN TO ACCEPTABLE & IRREVOCABLE We agree that this Bid is to continue open for acceptance and irrevocable until the formal contract has been executed by the successful bidder for the said work, and the bond or bonds as specified has been executed by the approved surety or sureties, and that the City of Port Colborne may, at any time, within forty (40) calendar days of closing date, accept this Bid without notice, whether any Bid has been previously accepted or not. Form of Tender Page 1

12 Below to be filled in by Bidder. NAME OF SUPPLIER: Insert Workplace Safety And Insurance Board Account No. Signature Name & Title Company Name & Address Witness Name & Title Supplier s Seal Date NOTE a) If the Bidder is a Corporation, the Corporate Seal must be affixed under the Signature(s) of a duly authorized officer or officers of the Corporation. b) If the Bidder is not a Corporation or a Partnership, the Bidder must sign in the presence of a witness who must also sign. c) If the Bidder is a Partnership, each member or the authorized General Partner must sign in the presence of a witness who must also sign. Form of Tender Page 2

13 Form of Quotation Vehicle Specifications Colour of Vehicle Red is preferred, alternative would be white. Safety Requirements Yes No StabiliTrak, stability control system with traction control Air bags, dual-stage frontal and thorax side-impact, driver and front passenger, and head curtain side-impact, front and rear outboard seating positions Air bag Passenger Sensing System sensor indicator inflatable restraint, front passenger detector Rear Vision Camera Tire Pressure Monitor System Safety belts, 3-point, front and second row all seating positions Door locks, power LATCH system Wheels 4 17 x 7 aluminum Tires Michelin Glass Tinted Mirror, inside rear view auto-dimming Visors, driver and front passenger illuminated vanity mirrors Assist handles, front passenger and rear outboards Lighting, interior with theatre dimming, centre-mounted dome, rear cargo area, dual front map lights and ambient lighting on integrated centre slack Form of Tender Page 3

14 Form of Tender Vehicle Specifications Mechanical Requirements Yes No Engine, 3.6L V6 SIDI Transmission, automatic Alternator, 155 amps Chassis all wheel drive Battery, 525 cold-cranking amps with rundown protection Suspension, front independent, strut type coil springs Suspension, rear independent trailering arm with three lateral locating links, coil springs Suspension, Soft Ride Steering, power, variable electric assist Brakes, 4-wheel antilock, 4-wheel disc Exhaust, dual Front and Rear Splashguards Form of Tender Page 4

15 Form of Tender Vehicle Specifications Interior Requirements Yes No Seats, front bucket Seat trim, premium cloth Seats, heated driver and front passenger Seat adjuster, driver 8-way power and power lumbar Seats, rear bench, 3 passenger with manual fire/aft adjustment, 60/40 split seatback and recline feature Floor mats, carpeted front Floor mats, carpeted rear Console, front centre, with arm rest and concealed storage Cupholders 2 front and 2 rear additional in rear centre armrest Steering wheel, leather-wrapped with mounted cruise and audio controls Steering column, tilt and telescopic Instrumentation includes speedometer, single trip odometer, fuel level, engine temperature and tachometer Driver Information Centre monitors 26 various systems including, Vehicle Information Menu (oil life, tire pressure, standard/metric units) and Trip Information Menu (trip 1, trip 2, fuel range, average fuel economy, instant fuel economy, average vehicle speed) and compass display Windows, power with driver and front passenger Express-Down Door locks, power programmable with lockout protection Remote Keyless Entry Remote vehicle start includes extended range Remote Keyless Entry Cruise control, electronic with set and resume speed Form of Tender Page 5

16 Form of Tender Vehicle Specifications Theft deterrent system Air conditioning, single-zone automatic climate control Defogger, rear-window electric Power outlets 4 auxiliary with covers, 12-volt, includes 2 front, 1 second row and one in the cargo area Warranty Identify: Basic Drivetrain Corrosion Roadside Assistance Form of Tender Page 6

17 FORM OF TENDER/SUMMARY SECTION Price /2016 FLEET V-6 4 DOOR AWD SPORTS UTILITY VEHICLE ABOVE PRICE TO INCLUDE ALL OF THE REQUIREMENTS OF VEHICLE SPECIFICATIONS PECIFICATIONS $ TOTAL PRICE: $ The Corporation of the City of Port Colborne is part of the Broader Public Service of the Province of Ontario and as such is entitled to the concessions (discounts) as arranged by the Ministry of Government services under VOR: OSS Please include specification documentation. Form of Tender Page 7

18 Harmonized Sales Tax (HST): STATEMENT A The Manufacturer shall NOT include any amount in his Bid price for the Harmonized Sales Tax (H.S.T.) Any amount to be levied with respect to the H.S.T. will be included as a separate item on the payment certificate. The appropriate H.S.T. levy will be paid to the Manufacturer in addition to the amount approved by the Contract Administrator for work performed under the contract and will, therefore, not affect the amount of the contract. The Manufacturer will be required to make the appropriate remittance to Revenue Canada in accordance with the legislation. Total Bid Price $ i) Harmonized Sales Tax $ ii) iii) Total Contract Amount [(i) + (ii)] $ iv) H.S.T. Registration Number: Company Name Signature Supplier s Address/Name/Title Seal Name & Title Witness Form of Tender Page 8

19 LITIGATION AND CONFLICT OF INTEREST The Corporation of the City of Port Colborne may, in its sole discretion, reject a submission if the Supplier: i. Has, at any time, threatened, commenced or engaged in legal claims or litigation against any of the parties listed in Section 1. Named Parties - Special Instructions to Bidders ii. Is involved in a claim or litigation initiated by the Corporation of the City of Port Colborne.. iii. Previously provided goods or services to the Corporation of the City of Port Colborne in an unsatisfactory manner. iv. Has failed to satisfy an outstanding debt to the Corporation of the City of Port Colborne. v. Has a history of illegitimate, frivolous, unreasonable, or invalid claims. vi. Has engaged in conduct that leads the Corporation of the City of Port Colborne to determine that it would not be in the City s best interests to accept the submittal. vi. Has a conflict of interest or that which may be viewed as a conflict of interest either with or by the City of Port Colborne. (see below.) The Supplier and any of their respective advisors, partners, directors, officers, employees, agents, and volunteers shall not engage in any activity or provide any services where such activity or the provision of such services creates a conflict of interest (actually or potentially, in the sole opinion of the City of Port Colborne) with the provision of the Work pursuant to the Contract. The Supplier acknowledges and agrees that a conflict of interest includes the use of Confidential Information where the Corporation of the City of Port Colborne has not specifically authorized such use. The Supplier shall disclose to the City of Port Colborne, in writing, without delay any actual or potential situation that may be reasonably interpreted as either a conflict of interest or a potential conflict of interest, including the retention of any Supplier that is directly or indirectly affiliated with or related to the Supplier. The Supplier covenants and agrees that it will not hire or retain the services of any employee or previous employee of the City of Port Colborne where to do so constitutes a breach by such employee or previous employee of the employee or previous employee s employment contract or the previous employer s conflict of interest policy, as it may be amended from time to time. A breach of this Article by the Supplier, or any of their respective advisors, partners, directors, officers, employees, agents, and volunteers shall entitle the City of Port Colborne to terminate the Contract, in addition to any other rights and remedies that the City has in the Contract, in law, or in equity. We, the undersigned, hereby disclose any acts of litigation or any conflict of interest.... Dated this day of, Signature of Authorized Person Signing for Company (Company Seal)