MANITOBA REFERENCE NUMBER: MB-MBPB-08Z-00017
ISSUING DEPARTMENT: *Central Services
DATE ISSUED: 16/06/2021
ISSUED BY: *Central Services
TELEPHONE:
KINDLY PROVIDE ALL PRICING ON FORM C - PRICING CHART.
THE FOLLOWING IS A REQUEST FOR APPROXIMATELY A THREE (3) YEAR SUPPLY
LAMPS AND LIGHTING PRODUCTS FOR VARIOUS MANITOBA GOVERNMENT WIDE
DEPARTMENTS.
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.
Governing Law:
This procurement will be interpreted, performed and enforced in
accordance with the laws of the Province of Manitoba and of Canada as
applicable
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.
Any issues with MERX can be addressed by contacting MERX Technical
Support at 1-800-964-MERX (6379), or email merx@merx.com
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.
Vendor's e-mail address: (if available) ___________________
Quantity clarification: quantity listed contains 2 or 3 decimals.
For tender inquiries, clarification and/or additional information
regarding any aspect of the products may be sent by e-mail and to be
directed only to the individual specified below:
Umer Aslam
Category Analyst
Procurement and Supply Chain
Email: Umer.Aslam@gov.mb.ca
E-mail subject line shall be the RFQ number and title as provided in the
first page of this document
Inquiries should be received no later than 5 days before Submission
Deadline. If an inquiry is received later than that inquiry deadline
date, Manitoba may respond but is not obligated to provide a response.
If a Bidder has sent an inquiry and has not received any
acknowledgement, the Bidder should follow up with Manitoba. In any
event, Manitoba is not responsible if a Bidder#s inquiry does not reach
Manitoba by the requisite date shown above.
Only information provided in writing by the Manitoba contact above will
be binding on Manitoba. Information provided verbally will not be
binding on Manitoba.
If Manitoba, in its sole discretion, determines that an inquiry will be
of interest to all Bidders, it will be communicated in writing to all
Bidders. The source of the inquiry will be kept confidential
*BIDDERS MUST INDICATE THE BRAND NAME & PRODUCT CODE ON EACH ITEM
OFFERED WHEREVER APPLICABLE, ITEMS NOT INDICATING A BRAND NAME MAY NOT
BE CONSIDERED.
*IF YOU ARE QUOTING ON AN IN-HOUSE BRAND, PLEASE SPECIFY THE
MANUFACTURER'S NAME PROVIDING PRODUCT TO YOUR COMPANY***
*BRAND NAMES SHOWN REPRESENT PRODUCTS APPROVED FOR PURCHASE TO DATE.
SOME APPROVED PRODUCTS LISTED MAY NOT BE ACCEPTABLE FOR USE AT ONE OR
MORE OF THESE FACILITIES.
*ALTERNATE BRANDS MAY BE CONSIDERED BUT MAY REQUIRE TESTING AND
EVALUATION AT ONE OR MORE FACILITIES. ACCEPTANCE OF NEW PRODUCT
BRAND(S) WILL BE AT MANITOBA'S DISCRETION.
*THE LOWEST PRICE ON ANY ITEM WILL NOT NECESSARILY BE ACCEPTED.
PLEASE NOTE:
BID PRICING MUST BE VALID FOR A MINIMUM OF 60 CALENDAR DAYS
Bidder's Quotation Reference Number: ___________ (if applicable)
_________________________________________________________________________
ITEM QTY DESCRIPTION DELIVERY
NO. DATE
========================================================
ITEM 10 30/06/2022
75,000.00 Each GSIN: N6200MATERIAL: 99143010
LAMP FIXTURES AND BULBS AS DESCRIBED BELOW:
All items on Form C - Pricing Chart
========================================================
TO BE DELIVERED ON AN AS AND WHEN REQUIRED BASIS FOR THE PERIOD
JULY 01, 2021 TO JUNE 30, 2024.
THE DELIVERY DATE (IF SHOWN) IS ACTUALLY THE END OF THE CONTRACT PERIOD.
ANY UNUSED PORTION AS OF THE END OF THE CONTRACT SHALL BE CONSIDERED
CANCELLED.
THIS DOCUMENT DOES NOT CONSTITUTE ANY GUARANTEE OF BUSINESS. IT DOES
HOWEVER; OUTLINE THE TERMS AND CONDITIONS TO BE APPLIED WHEN A PURCHASE
TRANSACTION OCCURS.
QUANTITIES
THE QUANTITIES SHOWN ARE APPROXIMATE AND MAY VARY MORE OR LESS.
DELIVERIES
ALL DELIVERIES SHALL BE COMPLETED WITHIN FIVE (5) BUSINESS DAYS FROM THE
DATE OF RELEASE OFF OF THE CONTRACT.
DELIVERIES TO BE MADE BETWEEN THE HOURS OF 8:30 AM AND 4:00 PM, MONDAY
TO FRIDAY.
LEADTIMES
Bidders to indicate:
The NORMAL delivery lead-time required from receipt of a Release off of
the contract for:
Stocked item: Delivery within ________ working hours
Non-stocked item: Delivery within ________ working days from
________________ location
The EXPEDITED / RUSH delivery lead-time required from receipt of a
Release off of the contract for:
Stocked item: Delivery within ________ working hours
Non-stocked item:
Delivery within ________ working hours from ____________________
(Please provide location)
Do you agree to No minimum invoicing charges:
YES ______ (or) NO ________
Do you agree to No minimum delivery charges:
YES ______ (or) NO ________
Do you agree to No restocking charges with a full credit when goods are
returned in new saleable condition or returned because of defect.
YES ______ (or) NO ________
If NO, bidders must state restocking charge of________________ if
product returned unused.
PRICING:
PRICING FOR EACH YEAR IS FIRM FOR THAT YEAR.
Yes ________ or No ________
If no, indicate: Prices firm until (date) _________________
PRODUCTS WILL BE SHIPPED TO WINNIPEG AND/OR RURAL MANITOBA.
TO ASSIST IN PROMPT PAYMENT OF INVOICES PLEASE QUOTE THE RELEASE
PURCHASE ORDER NUMBER ON THE INVOICE AND ANY CORRESPONDANCE.
QUOTATION EVALUATION
Generally the lowest overall price of an acceptable item(s) in
accordance with the terms & conditions of the RFQ will be awarded the
order.
Quotations will be evaluated based on compliance of Bid, product offered
compared to product description/specifications
requested, price, delivery and quality of the products.
Also other terms & conditions indicated on this RFQ.
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 will be considered individually; HOWEVER, the
intent is to award this RFQ to one supplier in total (if possible and
economic to Manitoba) therefore bidders should quote on all items if
possible. (Economic evaluation to be at Manitoba's sole discretion)
PRODUCTS/BRANDS OFFERED
ALL THE PRODUCTS SHOWN ARE SPECIFIED ON A BRAND NAME BASIS.
APPROVED PRODUCTS ARE SHOWN FOR EACH ITEM AND ONLY THOSE PRODUCTS/BRANDS
WILL BE CONSIDERED ON THIS TENDER.
MANITOBA GOVERNMENT MAY REQUEST SAMPLES OF EACH PRODUCT ASSOCIATED ON
THIS TENDER BE PROVIDED TO DETERMINE IF PRODUCT MEETS OUR REQUIREMENTS.
VENDORS WISHING TO OFFER ALTERNATIVE PRODUCTS FOR FUTURE TENDERS ARE
INVITED TO SUBMIT SAMPLES FOR LONG TERM TESTING AND EVALUATION BY
CONTACTING PROCUREMENT SERVICE BRANCH.
Any product supplied must be new, unused, first quality.
Any product offered may require testing prior to acceptance.
The product offered must meet the requirements and expectations for its
intended use The product specified above is requested on a no substitute
basis.
If required, you may be requested to submit a sample or samples of any
alternative products offered, for evaluation for future tenders. The
sample or samples are to be provided at no cost to Manitoba and may be
tested up to and including destruction.
QUALITY / ACCEPTABILITY
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.
ORDERS/RELEASES
If your quotation is acceptable a Value Contract will be issued as the
acceptance document of this quote.
Release Purchase orders will be issued by the various departments of the
Manitoba Government, throughout the contract period, referencing the
specific Value Contract.
The Release Order, issued by authorized personnel, may be placed
verbally, by fax or by mail.
Each Release Purchase Order will have a specific reference number.
The Release Purchase Order number should be shown on the invoice.
Release Purchase orders will list the specific items and quantities
required and will provide the delivery and invoice address.
All the products listed on the Release Order must be delivered and
invoiced completely as one shipment with no back orders unless approved
by the departmental contact person shown on the Release Order.
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.
DELIVERY
TO BE DELIVERED FOB DESTINATION, FREIGHT PREPAID TO VARIOUS LOCATIONS
WITHIN MANITOBA (unit prices include all necessary charges e.g. freight,
insurance, handling etc.)
DELIVERIES ARE ONLY TO BE MADE BETWEEN 8:30AM - 4:00PM CENTRAL STANDARD
TIME MONDAY TO FRIDAY.
DELIVERIES THAT OCCUR OUTSIDE OF THESE SPECIFIC TIMES WILL BE REJECTED
UNLESS SPECIAL ARRANGEMENTS HAVE BEEN MADE.
THE DELIVERY LOCATIONS AND INVOICE ADDRESSES WILL BE INDICATED ON THE
RELEASE PURCHASE ORDERS.
NO FREIGHT CHARGES ALLOWED ON BACK ORDER QUANTITIES.
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.
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.
MANUFACTURER'S WARRANTY
State warranty of units offered (as applicable to Manitoba's use)
(Manitoba's use would usually be considered commercial application not
consumer)
Product _________ months OR _______ years
Please 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.
CONTRACT EXTENSION OR 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.
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.
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.
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. All purchases by
Manitoba under the purchase order/contract are subject to and expressly
conditional upon the Legislature of Manitoba duly appropriating funds to
the fiscal year in which they are required to be paid. For the
multi-year contracts the RFQ/contract term "fiscal year" means the
period commencing April 1st of one year and ending on March 31st of the
next ensuing year.
PUBLICITY, MEDIA, OFFICIAL ENQUIRIES AND ADVERTISING
Neither the bidder nor its suppliers/vendors, employees nor consultants
shall 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.
FAVOURED CUSTOMER CLAUSE
If during the period of the offer the Bidders offers for sale like
quality and quantity similar to customers at more favourable terms, the
current quoted price shall be immediately altered to a level that
reflects the same favourable terms.
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.
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.
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:
Central Services Department
Procurement & Supply Chain
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.
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.
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 _____ Initial __________
If Yes, please specify:
_____________________________________________________
Does your early payment clause appear on your invoice?
Yes _____ No _____ Initial __________
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 must 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.
_________________
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 Advised
TENDERS TO BE RETURNED TO:
All submissions via Merx only.
