MANITOBA REFERENCE NUMBER: MB-MBPB-ZZV-00017
ISSUING DEPARTMENT: Procurement Services Branch
DATE ISSUED: 13/08/2020
ISSUED BY: May Aguirre
TELEPHONE: 204 945-6348
The Government of Manitoba is requesting submissions from interested
bidders to supply and deliver miscellaneous hot beverage products
(coffee & tea), supplies including coffee dispensing equipment and
maintenance services on an "as & when required basis" for the term of
October 1, 2020 to September 30, 2022 with an option to extend as
described below (see Contract Term).
NOTE:
Departmental Contact: May Aguirre
Address: 6th Floor, 352 Donald Street<(>,<)>
R3B 2H8 Winnipeg, Manitoba
Phone:(431)337-1337
Email: may.aguirre@gov.mb.ca
Please contact the individual noted above if additional information or
clarification is required.
For technical related inquiries such as on-site facility related info,
please contact the following individuals specified below:
DAVID WAINWRIGHT, CORRECTIONS
Phone: (204) 794-5348
Email: David.Wainwright@gov.mb.ca
PATRICK TREMBLAY-SABOURIN, MDC
Phone: (204) 856-4288
Email: Patrick.Tremblay-Sabourin@gov.mb.ca
LORRIE KRAYNK, SMHC
Telephone: (204) 482-3810
Email: Lorrie.Kraynyk@gov.mb.ca
This procurement is subject to Chapter 5 of the CFTA.
This Request for Quotation (RFQ) is consists of two (2) parts: the
general description of the requirement with the applicable terms and
condition and a separate Excel Spreadsheet listing the products and
estimated quantities of the products required.
**IMPORTANT NOTICE**
**OUR BRANCH HAS MOVED TO A NEW LOCATION, IN THIS REGARD WE ARE ONLY
ACCEPTING ELECTRONIC BID SUBMISSION VIA EMAIL DURING THIS TRANSITION
PERIOD. KINDLY REFER TO THE SUBMISSION TERMS AND CONDITIONS BELOW. FAXED
SUBMISSION WILL NOT BE ACCEPTED.
** ALL UNIT PRICES MUST BE ENTERED INTO THE ATTACHED EXCEL SPREADSHEET.
UNIT PRICES SHOULD NOT EXCEED TWO (2) DECIMAL PLACES.
**BIDDERS ARE REQUESTED TO PROVIDE PRICING PER UNIT OF MEASURE
REQUESTED. IT IS THE BIDDERS RESPONSIBILITY TO PROVIDE CONVERSION TO THE
UNIT OF ISSUE REQUESTED. FAILURE TO DO SO MAY RENDER THE BID
NON-RESPONSIVE WITHOUT FURTHER CONSIDERATION.
**BIDDERS MUST PROVIDE THE SIGNED BID DOCUMENT AND INCLUDE THE COMPLETED
EXCEL SPREADSHEET IN AN ELECTRONIC FORMAT; SAVED IN EITHER CD,
FLASHDRIVE, OR AS EMAIL ATTACHMENT (IF SUBMITTING VIA EMAIL).
ACCEPTABLE FILE FORMATS FOR EXCEL SPREADSHEET ARE .XLS AND .XLSX.
**INFORMATION CONTAINED IN THE EXCEL SPREADSHEET MUST NOT BE CHANGED.
CHANGING INFORMATION, QUANTITIES, ETC. WITHOUT WRITTEN AUTHORIZATION BY
MANITOBA MAY BE CAUSE FOR REJECTION OF THE ENTIRE QUOTE.
FOB/FREIGHT:
All prices quoted to be F.O.B. DESTINATION FREIGHT PREPAID, DELIVERED,
AND UNLOADED TO VARIOUS GOVERNMENT DEPARTMENT LOCATIONS LISTED IN
MANITOBA. Unit prices include all necessary charges e.g. freight,
insurance, handling etc.
ASSOCIATED COMPONENTS:
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.
SUBMISSION TERMS AND CONDITIONS:
The Bid MUST be signed by a representative of the Bidder with the
authority to bind the Bidder. The name and title of the representative
signing the Bid should also be printed below their signature.
Bids MUST be received at the Submission Address no later than the
closing date and time.
ELECTRONIC SUBMISSION (BY EMAIL):
Bids submitted by email should include the solicitation number and the
Bidder's name in the subject line and should be sent in PDF format while
the excel spreadsheet should be in .xls or xlsx format. Emails
approaching 25 Megabytes in size may be rejected by Manitoba's email
system. Upon submitting a Bid by email, Bidders will receive a reply
email confirming that Manitoba has received the Bid. Bidders not
receiving a reply email should contact Procurement Services Branch at
(204)945-6361.
While Manitoba may allow for electronic bid submissions, the Bidder
acknowledges that electronic bid submissions are inherently unreliable.
The Bidder bears all risk associated with submitting its Bid by
electronic submission, including but not limited to delays in
transmission between the Bidder's computer or fax machine and Manitoba's
email system or fax machine.
It is the Bidder's sole responsibility to ensure that their Bid and all
attachments are received at the Submission Email Address before the
closing date and time. Bids received after the closing date and time
will be rejected.
Vendor's e-mail address: (if available) ____________________
Quantity clarification - quantity listed contains 2 or 3 decimals.
_________________________________________________________________________
ITEM QTY DESCRIPTION DELIVERY
NO. DATE
========================================================
ITEM 10 30/09/2022
200.000 Case GSIN: N8955MATERIAL: 1230
COFFEE, INSTANT, REGULAR, 12/200 G JAR PER CASE,
MAITRE'D, NESCAFE RICH BLEND
========================================================
ITEM 20 30/09/2022
40.000 Case GSIN: N8955MATERIAL: 50639
COFFEE, INSTANT, DECAFFEINATED, 12/150 G JAR PER CASE,
NESCAFE
========================================================
ITEM 30 30/09/2022
6,000.000 pound GSIN: N8955MATERIAL: 1231
COFFEE, REGULAR GRIND, 454 G SEALED PACKAGE, 20 PER CASE,
GOODHOST NO FRILLS COFFEE
========================================================
ITEM 40 30/09/2022
2,000.000 pound GSIN: N8955MATERIAL: 1289
COFFEE, REGULAR GRIND, DECAFFEINATED, #1 QUALITY, NATURAL PROCESS, 454 G
SEALED PACKAGE, 20 PG/CASE,
COLUMBIAN BLEND, GOODHOST PREMIUM DECAF
========================================================
ITEM 50 30/09/2022
100.000 Case GSIN: N8955MATERIAL: 1288
COFFEE, SILEX GRIND, DECAFFEINATED, POT PORTIONS, 42/1.5 OZ PACKAGES PER
CASE,
NESTLE GOOD HOST PREMIUM DECAF
========================================================
ITEM 60 30/09/2022
1,000.000 Case GSIN: N8955MATERIAL: 38000
COFFEE, FINE GRIND, POT PORTIONS, 1.9 LITRE YIELD PER BAG, 42 X 1.5 OZ
SEALED BAGS PER CASE,
HILLS BROTHERS, GOODHOST PREMIUM BLEND
========================================================
ITEM 70 30/09/2022
500.000 Case GSIN: N8955MATERIAL: 1284
COFFEE, FREEZE DRIED CONCENTRATE, REGULAR BLEND, 290 LITRE YIELD PER
CASE, 12/227 G BAGS PER CASE,
NESCAFE RICH BLEND
========================================================
ITEM 80 30/09/2022
500.000 Case GSIN: N8955MATERIAL: 1293
COFFEE, FREEZE DRIED CONCENTRATE, REGULAR BLEND, 3891 LITRE YIELD PER
CASE, 20 KG BULK CASE,
NESCAFE RICH BLEND
========================================================
ITEM 90 30/09/2022
500.000 Case GSIN: N8955MATERIAL: 54230
COFFEE, LIQUID, CONCENTRATE, FROZEN, 2 X 2L,
SARA LEE
========================================================
ITEM 100 30/09/2022
30.000 Case GSIN: N8955MATERIAL: 56161
COFFEE, LIQUID, DECAFFEINATED CONCENTRATE, FROZEN, 2 X 2L,
NESTLE PROFESSIONAL VITALITY
========================================================
ITEM 110 30/09/2022
50.000 Case GSIN: N8955MATERIAL: 44951
TEA, FREEZE DRIED, 12 X 250 GRAM BAGS PER CASE,
NESTLE AFTERNOON
========================================================
ITEM 120 30/09/2022
300.000 Case GSIN: N8955MATERIAL: 1253
TEA BAGS, PAPER, 1 CUP SIZE, TAGLESS, 2 STAR QUALITY, 2000 BAGS PER
CASE,
NESTLE SELECT
========================================================
ITEM 130 30/09/2022
200.000 Box GSIN: N7310MATERIAL: 4590
FILTER, COFFEE, PAPER, FOR BUNN UNITS, REGULAR FIT, 9 1/2 IN DIAMETER, 4
IN BASE, 1000/BOX, #8095
========================================================
ITEM 140 30/09/2022
300.000 Box GSIN: N7330MATERIAL: 4596
FILTER, COFFEE, PAPER, 8 IN DIAMETER, 3 IN BASE,
DOMESTIC #C10 (1000/BOX), #8010, NESTLE
========================================================
ITEM 150 30/09/2022
15.000 Box GSIN: N6640MATERIAL: 54009
FILTER, COFFEE, PAPER, 18 IN X 7 IN, U3 FOR BUN UNITS, 250 PER BOX,
PRATTS
========================================================
ITEM 160 30/09/2022
1.00 Each GSIN: N8970MATERIAL: 99222020
BEVERAGE, COFFEE, TEA AS DESCRIBED BELOW:
========================================================
The following is a request to supply and deliver miscellaneous hot
beverage products (coffee & tea), supplies including coffee dispensing
equipment and maintenance services on an "as & when required basis" for
Manitoba Government.
These products will be required on a Government-wide basis by the
following departments: Department of Justice - Corrections (8
locations), Manitoba Developmental Centre (MDC), and the Selkirk Mental
Health Centre (SMHC).
CONTRACT TERM:
To be delivered to various Manitoba locations as and when requested
during the period from October 1, 2020 to September 30, 2022 with three
(3) one (1) year optional extension.
IRREVOCABILITY OF QUOTATION:
By submission of a clear and detailed written notice, the Bidder agrees
to be bound by the instructions, clauses and conditions of the RFQ.
Bidder may amend or withdraw its quotation without penalty prior to the
closing date and time. Upon closing time, all quotations become
irrevocable.
COST OF BID:
Costs incurred in the preparation, presentation and submission of a Bid
shall be borne entirely by the Bidder.
TENDER EVALUATION:
Generally the lowest overall price of an acceptable item(s) in
accordance with the terms & conditions of the RFQ may be awarded the
order.
However, other factors as stipulated below will be considered when
awarding a contract. Tenders will be evaluated based on the following
criteria (in no particular order):
- Delivery;
- Pricing;
- Product approved by Manitoba for their use;
- Product offered compared to product description/specifications
requested;
- Quality of proposed product in past awards;
- Quality of the Bidder's performance in past awards;
- Taste, aroma, appearance, after taste and yield of products;
- Dispensing systems will be evaluated for overall features and
functions;
- Return & refund policies; and
- Any other terms & conditions indicated on this RFQ.
Evaluation of the bids shall be by a Selection Committee comprised of
representatives from the appropriate internal client departments and
Procurement & Supply Chain.
Failure to provide adequate information to evaluate the item offered may
be cause for rejection of your quote by the Manitoba Government
(Manitoba).
Each product offered may be considered individually and it is Manitoba's
intent to award this tender to the least number of Bidders able to
provide the goods and services in the most convenient and cost-effective
manner. Economic evaluation to be at Manitoba's sole discretion.
Like items or items that need to be compatible may be considered as a
"group" for "price comparison" and/or "award purposes".
The lowest price on any item will not necessarily be accepted.
QUALITY / ACCEPTABILITY:
All goods supplied must be new, current or most recent production and be
of merchantable quality for sale in Canada.
All goods delivered are subject to inspection prior to delivery
acceptance. Signing of any delivery slip should not be construed as
acceptance of the product delivered.
Manitoba reserves the right to reject any product, after final
inspection that does not meet the specification or product description
requested.
Manitoba reserves the right to reject any product supplied which, upon
inspection or use, is deemed by the using department to be unacceptable
for their intended use.
Products to be supplied as specified on the contract/purchase order. Any
substitutes shipped without prior written approval will be rejected at
time of delivery or held at shipper's risk pending return instructions.
Products rejected by the using department will be returned to the Vendor
for full credit or replacement product at no cost to Manitoba or the
contract may be cancelled.
CLARIFICATIONS AND AMENDMENTS TO REQUIREMENTS:
Manitoba reserves the right to amend or to clarify the RFQ requirements
and to seek clarifications or amendments from Bidders. However,
Manitoba is under no obligation to seek clarification.
FOB/FREIGHT:
All prices quoted to be F.O.B. DESTINATION FREIGHT PREPAID, DELIVERED,
AND UNLOADED TO THE LISTED LOCATIONS WITH IN MANITOBA.
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.
PRICING:
Pricing shall remain firm for a period of not less than 12 months from
commencement of contract. After which pricing may be subject to revision
during the period of contract, in response to extreme fluctuations in
the world pricing of coffee beans and related raw materials within the
North American market, and other sources publishing market trends,
including vendors published price lists.
Negotiation of pricing increases or decreases may be initiated and
commence at the request of Manitoba or the supplier, upon written
notification. A period of 30 days will be allowed for price
negotiations after which amended pricing will become effective for a
subsequent period of not less than 12 months or Manitoba may opt to
cancel the contract.
Should it be determined that firm prices cannot be for the term of the
agreement, consideration may be given to a price change subject to a
minimum of thirty (30) days written notification to the Procurement
Services Branch of substantiation of material cost increase/decrease
only.
Cost increase substantiation must be in the form of an original,
photocopy or facsimile of a letter from the "appropriate
manufacturer/governing body" identifying the reason for increase,
percentage increase, as well as the effective date.
NOTE: PRICE INCREASES SHALL NOT EXCEED THE PERCENTAGE PASSED ON BY THE
MANUFACTURER / GOVERNING BODY, AND WILL BE APPLICABLE ONLY TO THE
PERCENTAGE OF TRUE RAW MATERIAL COSTS.
Any notification of price change must reference the applicable agreement
number and item number(s).
Unless otherwise stipulated in writing, all submitted pricing shall
represent the total cost to Manitoba including all duties, shipping,
crating, packing, storage, delivery and handling charges.
Is pricing is firm for the first 12 months of the contract?
Yes_____ No _____
Bidders offering prices "subject to change without notice" or "in effect
at time of shipment" may be rejected.
PRODUCTS:
All items/products offered/supplied must meet Canadian Government
Standards.
All packaging and labelling must be in accordance with the current
Canadian General Standards Board (CGSB) specifications. Individual
packaging and labelling must indicate "Best Before" date on the
packaging. Cartons shall be labeled with description of contents,
accurate weight of contents, and date of packaging.
Any products delivered that do not meet specifications will be returned
to the vendor for replacement.
***NOTE: It is imperative that the vendor advise the Food Services
Manager/Coordinator of any back-ordered items within twenty-four (24)
hours of placing an order to accommodate facility planning.
The Bidder is requested to include a brief description about the
coffee/tea products being offered including instructions on how to best
prepare their product.
Bidders may offer more than one blend as an alternative on any item.
Please indicate clearly on the spreadsheet if offering other options.
SUSTAINABLE REQUIREMENT:
Coffee and Tea products offered must be Shade Grown, Fair Trade and
Certified Organic.
Yes _____ No _____
SAMPLE PRODUCTS:
Bidders may be required to provide samples of each proposed product as
part of the evaluation process. Manitoba will notify the Bidder(s) when
samples may be required. Samples shall be supplied at no charge and
delivered FOB Destination Prepaid.
ALTERNATE PRODUCTS:
Alternate products may be considered but may require testing prior to
purchase. Vendors wishing to offer alternative product for future
tenders are invited to submit samples for long term testing and
evaluation. All samples become the property of Manitoba and will not be
returned.
Any approved substitution must be of the same quality or better and
shall be billed at the contract price unless otherwise authorized by the
user department.
PRODUCTS/BRANDS:
Brand names, where shown, are for reference purposes only and are not
intended as endorsement of a particular product. Some approved products
listed may not be acceptable for use by one or more facilities.
PRODUCT INFORMATION:
Pricing unit must be the same as requested (i.e. per package, per case,
etc.).
**Bidders are requested to provide pricing per unit of measure
requested. It is the bidders responsibility to provide conversion to the
unit of issue requested. Failure to do so may render the bid
non-responsive without further consideration.
PRODUCT SHELF LIFE:
Vendor shall supply products that are marked with the longest shelf life
available from the date of the Release Purchase Order.
EQUIPMENT:
Bidder must supply the coffee product and dispensers at no cost to
Manitoba. Bidders must be able to supply the equipment matching the
coffee product being provided (e.g. if liquid, freeze dried, ground
coffee is being supplied, then the necessary dispensing equipment is
required, etc.
The Bidder shall include the make and model number of each piece of
equipment required. Bidders should provide detailed literature on the
dispensing equipment required for the product offered.
Equipment list with detailed information included with bid submission?
Yes _____ No _____
The quality of the Bidder's equipment must at minimum match the quality
of Manitoba's current equipment, in the sole opinion of Manitoba.
Bidders may be required to review the requirements of the various sites
with an on-site review of facilities and processes to ensure suitable
products and dispensing systems will be provided.
Review of facilities may be arranged by contacting the Food Service
Managers/Coordinator listed in this document.
The successful Vendor(s) shall supply and install the new equipment
(i.e. tie-in to water lines, etc.) at each location.
FUTURE EQUIPMENT REQUIREMENTS:
Manitoba may elect to add, modify, replace, upgrade or delete any of the
beverage brewing or dispensing equipment. Any such requested changes
shall not be cause for renegotiation of existing pricing.
INSTALLATION AND REMOVAL:
Bidder/contractor must coordinate with the Food Coordinator/Manager to
mutually agree upon a date and time of installation/removal of the
equipment to ensure the least amount of disruption and downtime
possible. Installation during the course of the term agreement, shall be
at no cost to Manitoba. Upon the expiry of the contract, the
Bidder/Contractor will remove all equipment installed at no cost to
Manitoba.
SERVICING:
The maintenance and repair of all equipment under the agreement is the
Bidder's sole responsibility for the duration of the contract term.
Bidder shall repair or supply replacement equipment within 48-hours of
notification of malfunction.
REQUIRED EQUIPMENT - DESCRIPTION AND QUANTITY:
CORRECTIONAL FACILITIES:
Note: Projected equipment requirement for Correctional Centers, for the
contract term is also provided in this RFQ based on the historical data
available at the time of RFQ issuance.
BRANDON CORRECTIONAL CENTRE:
6 ea - Pour-over Coffee Brewer with at least 2 warmers (at least 10 Cup)
15 ea - Hot Water Dispensers
30 ea - Coffee Pots (with Steel Bottoms)
Projected Requirement:
6 ea - Pour-over Coffee Brewer with at least 2 warmers (at least 10 Cup)
15 ea - Hot Water Dispensers
30 ea - Coffee Pots (with Steel Bottoms)
AGASSIZ YOUTH CENTRE (AYC:
12 ea - Pour-over Coffee Brewer with at least 2 warmers (at least 10
Cup)
24 ea - Coffee Pots (with Steel Bottoms)
Projected Requirement:
12 ea - Pour-over Coffee Brewer with at least 2 warmers (at least 10
Cup)
24 ea - Coffee Pots (with Steel Bottoms)
HEADINGLEY CORRECTIONAL CENTRE:
16 ea - Pour-over Coffee Brewer with at least 2 warmers (at least 10
Cup)
62 ea - Hot Water Dispensers
36 ea - Coffee Pots (with Steel Bottoms)
Projected Requirement:
8 ea - Pour-over Coffee Brewer with at least 2 warmers (at least 10 Cup)
30 ea - Hot Water Dispensers
30 ea - Coffee Pots (with Steel Bottoms)
MANITOBA YOUTH CENTRE:
6 ea - Pour-over Coffee Brewer with at least 2 warmers (at least 10 Cup)
6 ea - Hot Water Dispensers
10 ea - Coffee Pots (with Steel Bottoms)
Projected Requirement:
6 ea - Pour-over Coffee Brewer with at least 2 warmers (at least 10 Cup)
2 ea - Hot Water Dispensers
10 ea - Coffee Pots (with Steel Bottoms)
MILNER RIDGE CORRECTIONAL CENTRE:
30 ea - Pour-over Coffee Brewer with at least 2 warmers (at least 10
Cup)
20 ea - Hot Water Dispensers
60 ea - Coffee Pots (with Steel Bottoms)
Projected Requirement:
15 ea - Pour-over Coffee Brewer with at least 2 warmers (at least 10
Cup)
15 ea - Hot Water Dispensers
60 ea - Coffee Pots (with Steel Bottoms)
WOMEN#S CORRECTIONAL CENTRE:
20 ea - Pour-over Coffee Brewer with at least 2 warmers (at least 10
Cup)
15 ea - Hot Water Dispensers
30 ea - Coffee Pots (with Steel Bottoms)
Projected Requirement:
20 ea - Pour-over Coffee Brewer with at least 2 warmers (at least 10
Cup)
20 ea - Hot Water Dispensers
20 ea - Coffee Pots (with Steel Bottoms)
THE PAS CORRECTIONAL CENTRE:
6 ea - 100 Cup Urn
12 ea - Hot Water Dispensers
12 ea - Coffee Pots (with Steel Bottoms)
Projected Requirement:
6 ea - Pour-over Coffee Brewer with at least 2 warmers (at least 10 Cup)
10 ea - Hot Water Dispensers
20 ea - Coffee Pots (with Steel Bottoms)
WINNIPEG REMAND CENTRE:
12 ea - Pour-over Coffee Brewer with at least 2 warmers (at least 10
Cup)
20 ea - Hot Water Dispensers
40 ea - Coffee Pots (with Steel Bottoms)
Projected Requirement:
18 ea - Pour-over Coffee Brewer with at least 2 warmers (at least 10
Cup)
30 ea - Hot Water Dispensers
40 ea - Coffee Pots (with Steel Bottoms)
NOTE:
Dispensers should be suitable for use in correctional facilities with
the least opportunity for tampering, and should include locking
mechanisms and security features.
SELKIRK MENTAL HEALTH FACILITIES (SMHC):
3 ea - Liquid Coffee Machines
1 ea - Pour-over Coffee Brewer with option to brew regular and decaf
coffee simultaneously (at least 15 cups)
Note: All coffee machines must have a hot water dispenser.
MANITOBA DEVELOPMENT CENTERS (MDC):
3 ea - Liquid Coffee Machines
1 ea - Pour-over Coffee Brewer with option to brew regular and decaf
coffee simultaneously (at least 15 cups)
Note: All coffee machines must have a hot water dispenser.
DELIVERY:
All deliveries shall be completed on the delivery day scheduled from
date of the release off the contract. Vendors will be expected to
maintain sufficient stock to fill orders requested.
In the event a back order occurs, the Vendor must be prepared to deliver
the back ordered item(s) prior to the next delivery day if the item(s)
is urgently required.
Delivery to be made by Industry Standard Truck.
All items must be suitably wrapped and covered in sanitary containers
during transit.
Frozen foods shall be delivered in trucks with freezer facilities to
maintain constant temperatures.
Where there may be a combination of products for delivery (i.e. fresh,
frozen, groceries, etc.), storage and handling for each product type
must meet industry standards.
If pallets are required, standard pallet sizes to be 40 inches wide by
48 inches deep, loaded to a maximum height of 60 inches.
Bidder shall be prepared to make weekly deliveries to each facility.
Bidder shall indicate the day(s) of the week that deliveries are
available and number of lead days required for each facility to place an
order.
For any discrepancies and/or short shipments of products identified at
the time of delivery; the vendor must issue a credit within seven (7)
working days.
DELIVERY LOCATIONS:
MANITOBA FAMILIES
MANITOBA DEVELOPMENTAL CENTRE (MDC)
840 3rd Street NE
PORTAGE LA PRAIRIE, Manitoba, R1N 3C6
Deliveries will be accepted Monday to Friday between the hours of 8:00
A.M. to 12:00 noon and 12:45 P.M. to 3:00 P.M.
Indicate Delivery Days: Mon___Tues___Wed___Thur___Fri___Sat___Sun___
Indicate Lead Days: _________________day(s)
MANITOBA HEALTH, SENIORS & ACTIVE LIVING
SELKIRK MENTAL HEALTH CENTRE (SMHC)
Materials Management Building
Entrance #3 - 825 Manitoba Avenue
SELKIRK, Manitoba, R1A 2B5
Deliveries will be accepted Monday to Friday between the hours of 7:00
A.M. to 3:00 P.M.
Indicate Delivery Days: Mon___Tues___Wed___Thur___Fri___Sat___Sun___
Indicate Lead Days: _________________day(s)
DEPARTMENT OF JUSTICE - CORRECTIONS:
AGASSIZ YOUTH CENTRE (AYC)
2 River Road
PORTAGE LA PRAIRIE, Manitoba, R1N 3A9
Deliveries will be accepted Monday to Friday between the hours of 9:00
A.M. to 5:00 P.M.
Indicate Delivery Days: Mon___Tues___Wed___Thur___Fri___Sat___Sun___
Indicate Lead Days: _________________day(s)
BRANDON CORRECTIONAL CENTRE (BCC)
375 Veterans Way
BRANDON, Manitoba, R7C 0B1
Deliveries will be accepted 7 days a week between the hours of 8:00 A.M.
to 11:00 A.M. and 12:45 P.M. to 4:00 P.M.
Indicate Delivery Days: Mon___Tues___Wed___Thur___Fri___Sat___Sun___
Indicate Lead Days: _________________day(s)
HEADINGLEY CORRECTIONAL CENTRE (HCC)
6030 Portage Avenue
HEADINGLEY, Manitoba, R4H 1E8
Deliveries will be accepted Monday to Friday between the hours of 7:00
A.M. to 3:00 P.M.
Indicate Delivery Days: Mon___Tues___Wed___Thur___Fri___Sat___Sun___
Indicate Lead Days: _________________day(s)
MANITOBA YOUTH CENTRE (MYC)
170 Doncaster Street
WINNIPEG, Manitoba, R3N 1X9
Deliveries will be accepted Monday to Friday between the hours of 8:00
A.M. to 11:00 A.M. and 1:00 P.M. to 4:00 P.M.
Indicate Delivery Days: Mon___Tues___Wed___Thur___Fri___Sat___Sun___
Indicate Lead Days: _________________day(s)
MILNER RIDGE CORRECTIONAL CENTRE (MRC)
Box 460
BEAUSEJOUR, Manitoba, R0E 0C0
Deliveries will be accepted Monday to Thursday between the hours of
10:00 A.M. to 4:00 P.M.
Indicate Delivery Days: Mon___Tues___Wed___Thur___Fri___Sat___Sun___
Indicate Lead Days: _________________day(s)
THE PAS CORRECTION CENTRE (TPC)
300 3rd Street East
THE PAS, Manitoba, R9A 1K7
Deliveries will be accepted 7 days a week between the hours of 8:00 A.M.
to 11:30 A.M. and 12:30 P.M. to 3:30 P.M.
Indicate Delivery Days: Mon___Tues___Wed___Thur___Fri___Sat___Sun___
Indicate Lead Days: _________________day(s)
WINNIPEG REMAND CENTRE (WRC)
141 Kennedy Street
WINNIPEG, Manitoba, R3C 4N5
Deliveries will be accepted Monday to Friday between the hours of 8:00
A.M. to 11:30 A.M.
Indicate Delivery Days: Mon___Tues___Wed___Thur___Fri___Sat___Sun___
Indicate Lead Days: _________________day(s)
WOMEN'S CORRECTIONAL CENTRE (WCC)
West Entrance - Loading Dock Sally Port KL-134
31 Routledge Avenue
HEADINGLEY, Manitoba, R4H 0A9
Deliveries accepted Monday to Friday between the hours of 7:00 A.M. to
3:00 P.M.
Indicate Delivery Days: Mon___Tues___Wed___Thur___Fri___Sat___Sun___
Indicate Lead Days: _________________day(s)
THIRD PARTY DELIVERIES:
If deliveries are done by a 3rd party courier company, the Vendor is
responsible to make arrangements with a company whose drivers are
"AUTHORIZED / LICENSED" and "BONDED" and meet the same delivery
requirements criteria above to make such deliveries.
MINIMUM ORDER REQUIREMENT:
Is there a minimum order/shipment value required for FOB Destination
pricing?
Yes _____ No _____
If Yes, indicate the minimum order/shipment value $_________________
Should an order be placed under the minimum order/shipment value, is a
delivery charge applicable?
Yes ____ No _____
If Yes, identify the delivery charge: $__________________________
WARRANTY:
Bidder shall indicate the warranty term for any new equipment installed
(if applicable) _______ years.
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 period is not the same for all items offered then
indicate the warranty on a product by product basis.
Vendor shall address warranty issues within 48 hours of receiving
email/faxed documentation from requesting facility.
Yes ____ No ____
Vendor should provide copy(s) of warranty documentation with tender
submission.
Yes ____ No ____
SUPPORT & SERVICE:
The Bidder warrants that its employees, agents and sub-contractors are
competent and have the necessary skill training and qualifications to
carry out the services in accordance with the RFQ.
Yes ____ No ____
The Bidder's employees, agents or sub-contractors shall perform all
responsibilities in accordance with current, accepted industry practices
by qualified personnel, trained and experienced in the appropriate
fields.
Yes ____ No ____
The Bidder shall provide all necessary equipment and maintained in good
and proper working condition, repair & replace (if deemed necessary).
Yes ____ No ____
Supplier shall respond to any emergency situation within a (4) four hour
timeframe and a service technician must be on-site at the facility
within 48 hours of service call.
Yes ____ No ____
Once the problem has been identified, a work order shall be submitted to
the Food Service Manager/Coordinator for approval prior to commencement
of work.
Yes ____ No ____
Supplier may be requested to inspect the customer's existing equipment
and provide pricing (in writing) to the Food Service Manager/Coordinator
for authorization prior to any repairs required to maintain said
equipment.
Yes ____ No ____
SUPPORT & SERVICE ASSISTANCE:
The Bidder shall assign one (or more) service representatives to supply
information and act as contact person through the term of the agreement.
Manitoba will assign a counterpart.
Contact Person: ________________________________________
Company Name: ________________________________________
Phone Number: ________________________________________
Fax Number: __________________________________________
E-Mail Address: ________________________________________
Order Desk Hours: ______________________________________
Business Days & Hours of Operation: __________________________
SERVICE/MAINTENANCE PERSONNEL (FOR CORRECTIONS ONLY):
All vendor employees working in any Correctional facility are required
to undergo a security clearance check, by the Correctional facility,
prior to working in the facility.
Each Correctional facility will do their own Security clearance.
Supplier shall identify (by fax or email) a list of service technicians
to each Correctional Centre facility prior to the initial service call
for this contract and any changes during the time frame of this
contract.
The successful Vendor(s) must ensure all their service technicians have
a valid driver's license with photo ID with them at the time of
servicing. At the gate, the technician shall present their driver's
license to a correctional worker.
Manitoba may at any time by written notification to the Vendor require a
particular person(s) employed or contracted by the Vendor, be removed
from this project. The Vendor shall immediately replace any such
person(s) with a suitably qualified and skilled replacement as shall be
acceptable to Manitoba.
The successful Vendor(s) must ensure all their service technicians
possess a valid Canadian Police Information Check (CPIC) and Child Abuse
Registry check.
Yes ____ No ____
If the service technician does not possess these checks, the service
order may be refused and the technician will be turned away until the
Vendor provides an acceptable technician.
Yes ____ No ____
Manitoba reserves the right to randomly search all service technicians
and/or vehicles.
Yes ____ No ____
START-UP:
Supplier will be required to provide all necessary service calls at "no
charge" to Manitoba in order to provide adequate start-up service to
ensure equipment is operating at optimum levels and that training of
personnel is adequate.
Yes ____ No ____
A schedule to start-up for each facility will be coordinated between the
supplier & the Food Service Manager/Coordinator.
Yes ____ No ____
TRAINING:
Suppliers will be required to provide a complete training package on
site at the customer's facility at start-up of the account and every
(12) twelve months thereafter (if requested) and shall include:
i) Product information and handling;
ii) Procedural training in the proper use of new equipment; and
iii) Full training of personnel to be coordinated with Food Service
Manager.
Yes ____ No ____
RETURNS:
Any product supplied deemed unacceptable by the user department will be
immediately replaced with new product/unit at no charge to Manitoba?
Yes _____ No _____
Manitoba requires complete details of your Return/Replacement/Refund
Policy. The Bidder shall identify the exact detail as to what is
covered in terms of responsibility for repair/replacement/refund of
product.
________________________________________________________________
________________________________________________________________
________________________________________________________________
The Vendor shall promptly remove any rejected products and replace with
acceptable without further cost to Manitoba within five (5) working days
of request. Yes _____ No _____
If five (5) working days is not sufficient time for replacement, the
Bidder shall state the number of days required: _________days
Failure to replace rejected goods may result in release order and/or
contract cancellation in part or whole with no obligation whatsoever to
Manitoba.
Goods ordered in error by Manitoba will be returned for credit/refund.
The Vendor shall pick-up the product on their next delivery day.
DISCONTINUED PRODUCT OR RECALL:
Discontinued products - all discontinued products must be reported to
the user department prior to next scheduled delivery, Bidder must
replace said product with a comparable and at equal cost until the
replacement product is agreed upon and approved.
Product Recall Process - all product recalled by a manufacturer must be
returned to the Distributor. Products must be picked, reimbursed and
substituted by a comparable product at the Distributors expense within
24hrs of recall notice.
PRODUCT SHORTAGES:
In a product shortage situation, the vendor will be expected to bring
forward an alternate for approval by the user department. The approved
alternate food item/s will be invoiced at the contracted price. In the
event that the user department determined to reject the proposed
substitution, the user department may obtain from other sources of
supply.
INSPECTION:
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.
Partial acceptance of rejection of an order does not release the Bidder
from its responsibility to complete the order.
STANDARDS:
Products supplied must comply with the following Acts, Standards, and
Regulations;
- The Food and Drug Acts and Regulations;
- Canadian General Standards Board; and
- Canadian Food Inspection Agency (CFIA) Inspections Standards.
QUANTITY:
Quantities shown on any RFQ and Contract are approximate and represent
the estimated quantity of product required. Quantities may be
underestimated thereby increasing the actual quantity of product
required. The Vendor is to supply the additional product subject to
terms and conditions of the contract. Quantities may be overestimated
thereby decreasing the actual quantity of product required. The
outstanding quantities not requested by the termination date on the
contract will be considered cancelled with no requirement for Manitoba
to purchase the outstanding balance of product.
It should be noted that there is no guarantee of any business.
CONFLICT OF INTEREST:
The Bidder must take appropriate steps to ensure that neither the
bidder, nor the bidders employees are placed in a position where there
is or may be an actual conflict, or a perceived potential conflict
between the bidder, its employees and any agent or representative of the
Province of Manitoba.
The Bidder shall not offer or give, or agree to give, to any agent,
employee or representative of the Province of Manitoba any gift or
consideration of any kind as an inducement or reward for doing,
refraining from doing, or for having done or refrained from doing, any
act in relation to the obtaining or execution of this or any other
purchase order/contract with the Province of Manitoba.
No agent, employee or representative of the Province of Manitoba shall
either solicit or accept gratuities, favours or anything of monetary
value from the bidder.
If the Bidder has reason to believe any agent, employee or
representative of the Province of Manitoba has violated any provision of
this Conflict of Interest section, the bidder shall immediately notify t
the suspected violation by sending notice to the Director of Procurement
Services Branch, explaining the situation in full. The bidder's failure
to so notify the Director shall be a material breach of this agreement
and the Director, at his/her option, may terminate the purchase
order/contract.
CONTRACT EXTENSION AND ADDITIONAL PRODUCTS:
By written agreement between Manitoba and the Vendor, the contract may
be amended to include additional products or locations and/or the
duration of the contract may be extended to continue past the expiry
date specified above in accordance with the provisions of the original
contract.
USAGE REPORTS:
The Vendor must provide to Procurement Services Branch an annual
contract report indicating the actual usage during each contract year.
The date and times for this report will be as requested by the
Procurement Officer, Procurement Services Branch. (Normally, this
request will be three months prior to the expiry date of the current
contract.)
The report must show:
a),,The quantity shipped by line item and the dollar values as per the
contract.
b) Individual items ordered against the contract but not listed on the
contract and the dollar values.
TIME OF ESSENCE:
Time shall be of the essence of the Agreement.
GOVERNING LAWS:
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.
INFRINGEMENTS:
Bidder warrants that Manitoba's purchase, installation and/ or use of
the goods and/or services covered hereby shall not result in any claim
of infringement, or actual infringement of any patent, trademark,
copyright, franchise or other intellectual property right.
INDEMNITY:
The Vendor shall use due care in the performance of the obligations
under the Agreement to ensure that no person is injured, no property is
damaged or lost and no rights are infringed.
The Vendor shall be solely responsible for
(a)any injury to persons (including death), damage or loss to property
or infringement of rights caused by, or related to, the performance of
the Services or any term of the Agreement, or the breach of any term or
condition of the Agreement by the Vendor, or the officers, employees,
subcontractors or agents of the Vendor; and
(b)Any omission or wrongful or negligent act of the Vendor, or of the
officers, employees, subcontractors or agents of the Vendor;
And shall save harmless and indemnify Manitoba, its officers, employees
and agents from and against all claims, liabilities and demands with
respect to clauses (a) and (b).
INSURANCE:
The cost of obtaining any required insurance shall be borne by the
Vendor.
Required insurance shall be underwritten by insurers licensed to write
the insurance in Manitoba.
The Vendor agrees to obtain, maintain throughout the term of the
Agreement, Commercial General Liability Insurance covering the Services
provided under the Agreement. Such insurance shall provide coverage of
not less than 2 million dollars ($2,000,000.) per occurrence and shall,
without limiting or restricting the generality of the forgoing, name
Manitoba, its Ministers, employees and agents as additional insureds
with respect to the Services provided under the Agreement.
The Vendor shall ensure that:
(a)all professionals employed by The Vendor, and who are working in
their designated professional capacity in providing the Services, obtain
professional liability insurance;
(b)said professionals are covered by professional liability (Errors and
Omissions)insurance for a minimum amount of two million ($2,000,000)
dollars per occurrence or claim; and
(c)If the above insurance is written on a claims-made basis, the
coverage shall be maintained for a minimum of 12 months following
completion of Services.
The above are minimum insurance requirements intended to provide basic
coverage for the Vendor. It is the responsibility of the Vendor and its
insurance advisors to determine whether higher limits or additional
insurance coverage are required.
The Vendor offering products for Manitoba's use should ensure that the
supplier of the product and/or the manufacturer of the product offered
for Manitoba's use, maintain adequate Product Liability Insurance.
WORKERS' COMPENSATION :
The Contractor shall be registered with the Workers Compensation
Board of Manitoba, shall provide and maintain in good standing workers
compensation coverage throughout the term of the Agreement, and shall
submit their valid Workers Compensation Firm Number as verification of
coverage with their quote submission. The contractor and all of its
employees are insured under the Workers' Compensation Act of Manitoba.
YES ______ or NO ________
WORKERS COMPENSATION #: _____________
LIABILITY:
(A) The contractor will be required to enter or go on the Manitoba
Government and private properties to deliver or pick up goods and
perform services/maintenance. The contractor will assume the full duty,
obligation and expense of obtaining all necessary licences, permits and
insurance when required.
(B) The contractor shall be liable for any damage or loss to the
Manitoba Government occasioned by the act or omissions of the
contractors or his agent, or any person the contractor has designated
in the performance of the agreement throughout its duration.
(C) The above stipulations shall indemnify the Manitoba Government
against loss from any and all claims for personal injury, accidents and
property damage occurring during performance of the agreement,
including claims of contractors and their employees as well as members
of the public.
(D) The contractor shall also be responsible for loss or damage to any
item placed in their care and shall indemnify the Manitoba Government
against any expense incurred in connection with such loss or damage.
LIENS, CLAIMS AND ENCUMBRANCES:
Bidder warrants and represents that all the goods, materials and/or
services supplied shall be free and clear of al liens, claims and
encumbrances of any kind.
TERMINATION:
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,
or
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.
UNFORESEEABLE EVENT:
An unforeseeable event is anything which is beyond the control of the
parties affected and which, by exercise of reasonable diligence by the
parties aforementioned, could not be avoided including, but not limited
to, the following: Fire; Explosion; Action of the Elements; Strikes;
Rationing of Materials; Adverse Government Decision; or Act of God.
Neither the Bidder nor Manitoba shall be liable to the other for any
delay in, or failure of, performance under the quotation due to an
unforeseeable event. Any such delay in or failure or performance shall
not constitute default or give rise to any liability for damages or
either party.
The existence of such causes of such delay or failure shall extend the
period for performance to such extent as determined by Manitoba to
enable complete performance by the Bidder provided reasonable diligence
is exercised after the causes of delay or failure have been removed.
ENVIRONMENTALLY PREFERABLE PRODUCTS:
Manitoba generally awards the bid to the lowest "overall" price of an
acceptable product, however, preference may be given to products which
are 'more environmentally preferable" and support Manitoba's Sustainable
Development Procurement Guidelines.
Product pricing may be only one of the components to be considered in
the overall evaluation of "environmentally preferable products".
Examples of "Environmentally Preferable Products" are as follows:
PACKAGING: Preference may be given to products which use less
packaging, packaging containing recycled content or packaging that can
be recycled, etc. (providing the packaging still provides proper and
adequate protection to the product offered for sale). Bidders to
provide details regarding the packaging, if applicable, for each item
offered.
PRODUCTS, RECYCLED OR RECYCLABLE: Preference may be given to products
containing recycled content or which may be recycled.
Bidders to provide details regarding the percentage of "Total Recycled
Content" and "Post Consumer Waste Content", if applicable, for each item
offered.
"TOTAL RECYCLED CONTENT" means the percentage of all recycled materials
including manufacturer's trimmings, cuttings, overruns and post-consumer
waste.
"POST CONSUMER WASTE CONTENT" means the proportion of recycled material
that has been sold to a consumer and collected after their use in a
recycling program, e.g. used aluminum cans, etc.
PRODUCTS, MORE ENVIRONMENTALLY PREFERABLE: Preference may be given to
products which generally meet or exceed the above specifications and can
demonstrate satisfaction in relation to the end users requirements.
These products will be classified "more environmentally preferable"
through a recognized certification program.
INDIGENOUS BUSINESS STANDARD FOR "GOODS WITH RELATED SERVICES"
DEFINITIONS:
"Indigenous Business" means a business that is at least 51% Indigenous
owned and controlled and, if it has six or more full-time employees, at
least one-third of its employees must be Indigenous persons.
"Indigenous Business Directory" means a business directory of Indigenous
businesses that meet Manitoba's definition of an Indigenous business.
'Indigenous Business Standard" means terms and conditions that indicate
that Indigenous business participation is desirable but not mandatory.
"Indigenous Person" means a First Nations, Non-status Indian, Métis or
Inuit person who is a Canadian citizen and resident of Canada.
INDIGENOUS 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
Indigenous businesses. In that regard, Manitoba developed the Indigenous
Procurement Initiative (IPI). The objective of IPI is to increase the
participation of Indigenous businesses in providing goods and services
to Manitoba.
INDIGENOUS BUSINESS STANDARD:
Indigenous participation is desired but bids will not be disqualified if
there is no Indigenous business participation.
INDIGENOUS BUSINESS DIRECTORY:
Manitoba has established a directory of Indigenous businesses called the
"Indigenous Business Directory". This directory is a list of Indigenous
businesses (including non profit organizations and economic development
corporations) that have self declared as an Indigenous Business meeting
that definition under the IPI. It is neither comprehensive nor
exhaustive but may be a useful resource to identifying Indigenous
businesses for potential partnering or sub-contracting purposes.
Indigenous businesses not listed in the Directory may also be used.
Registration in the Indigenous Business Directory does not guarantee
certification as an Indigenous business, as business status may change;
therefore formal certification is required in the formal tender process.
Indigenous businesses are encouraged to register by contacting
Procurement Services Branch.
For further information on the Indigenous Business Directory<(>,<)>
registration forms and access to a copy of the Indigenous Business
Directory please see the following website:
http://www.gov.mb.ca/finance/psb/api/api bd.html or contact:
Manitoba Finance
Procurement & Supply Chain
6th Floor # 352 Donald Street
Winnipeg, Manitoba
General Inquiry Line
Ph: 204-945-6361
Fax: 204-945-1455
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.
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.
PUBLICITY, MEDIA, OFFICIAL ENQUIRIES & ADVERTISING:
The Bidder, suppliers/vendors, employees or consultants shall not 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.
CONFIDENTIALITY:
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.
ASSIGNMENT:
The Contractor shall not assign or transfer the Agreement or any of the
rights or obligations under the Agreement without first obtaining
written permission from Manitoba. Manitoba may, in its sole discretion,
refuse to grant such permission.
RISK OF LOSS:
Regardless of FOB Point, Bidder shall bear all risks of loss, injury or
destruction of goods and materials ordered herein which occur prior to
acceptance by Manitoba. No such loss, injury or destruction shall
release Bidder from any obligation hereunder.
VENDOR INFORMATION
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.
AUTHORIZED VENDOR:
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.
Manitoba reserves the right to secure evidence to Manitoba's
satisfaction that any bidder is able to provide the goods or services
and to require the successful bidder to furnish security, free of any
expense to the Manitoba Government, to guarantee faithful performance of
the Contract.
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.
Manitoba certifies that the Goods/Services are being purchased under the
Agreement by the Government of Manitoba with Crown funds and are
therefore not subject to the federal goods and services tax (the "GST").
The Vendor represents and warrants that GST has not been included or
quoted in any fees, prices or estimates and covenants that it will not
include GST in any invoice provided, or claim for payment requested,
under the Agreement.
***NOTE: Effective January 1, 2013, SMHC is no longer exempt from the
Goods & Services Tax (GST).
All Correctional facilities and MDC are still exempt. This applies to
all invoicing for contracts applicable to SMHC only.
TO ASSIST IN PROMPT PAYMENT OF INVOICES PLEASE QUOTE THE RELEASE
PURCHASE ORDER NUMBER ON THE INVOICE AND ANY CORRESPONDANCE.
PAYMENT TERMS
Manitoba will consider Early Payment Terms. Manitoba's standard payment
term is net thirty (30) days.
The Bidder shall specify their standard invoice term:
_____________________________
Is there any applicable discounts for early payment?
Yes _____ No _____
If Yes, please specify:
_____________________________________________________
Does your early payment clause appear on your invoice?
Yes _____ No _____
CANADIAN FUNDS
Manitoba prefers to receive quotations in Canadian funds.
If the pricing offered is quoted in a currency other than Canadian then
the currency is to 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.
Contact Person: ________________________________________________
Address: _______________________________________________________
City/Province/Postal Code: _____________________________________
Telephone: ______________________ Facsimile: ___________________
E-Mail Address: ________________________________________________
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:
TO BE DETERMINED AT TIME OF ORDER PLACEMENT
TENDERS TO BE RETURNED TO:
PROCUREMENT & SUPPLY CHAIN DIVISION
Email Bid (Only) Submission Address:
bids@gov.mb.ca
