MANITOBA REFERENCE NUMBER: MB-MBPB-CON-00001
ISSUING DEPARTMENT: Information & Communication Technologies
DATE ISSUED: 04/05/2020
ISSUED BY: CONFIDENTIAL
TELEPHONE:
The Government of Manitoba (Manitoba) is requesting bid submissions for
the supply & delivery of PREPRINTED GOVERNMENT FORMS.
THIS IS A TWO (2)YEAR TERM CONTRACT WITH THE OPTION FOR ONE (1)
ONE(1)YEAR EXTENSION BY MUTUTAL AGREEMENT.
****This Procurement is subject to the Canadian Free Trade Agreement
(CFTA).
NOTE:
Procurement Contact:
Shane Anderson, Procurement Officer
phone (204) 945-6361
email: bids@gov.mb.ca
Specifications:
Alena Lukes
phone (204) 330-6476
email: bids@gov.mb.ca
Please contact the individual(s) noted above if additional information
or clarification is required on the following items.
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.
Vendor's e-mail address: (if available) ____________________
Quantity clarification - quantity listed contains 2 or 3 decimals
_________________________________________________________________________
ITEM QTY DESCRIPTION DELIVERY
NO. DATE
========================================================
ITEM 10 31/05/2022
4,000.00 Each GSIN: N7540MATERIAL: 99581030
FORMS, GOVERNMENT, PREPRINTED, AS DESCRIBED BELOW:
PACKAGES - FRENCH
***Contents (number of inserts and specifications subject to change):
Insert 1
8.5" x 14", double-sided, black ink, 60 lb bond white paper, folded to
8.5" x 7"; serial numbering with barcode is to be applied to this form
by printer
Insert 2
8.5" x 11", double-sided, black and red ink, 20 lb bond white paper
Insert 3
8.5" x 11", double-sided, full colour, 60 lb bond white paper
Insert 4
8.5" x 11", double-sided, 4/4 colour on 60 lb bond white paper
Envelope
9" x 12" open side white envelope, custom printing on one side, black
ink, label affixed to each envelope, each label to be printed with the
serial number of insert 1 contained within the envelope upon assembly of
package. Label must display serial number in both barcode and alpha
numeric format.
Label
(see above)
Collation
Collating Inserts 1-4 into envelope, bundled in 50s, carton pack.
Envelope to be sealed upon assembly. Each box to have a label affixed,
label to display serial numbering range of Item 1 contained therein, in
both bar code and alpha numeric format. 2,000 of each item to make 2,000
sets.
BIDDER MUST INDICATE MINIMUM ORDER QUANTITY: ___________________
========================================================
ITEM 20 31/05/2022
40,000.00 Each GSIN: N7540MATERIAL: 99581030
FORMS, GOVERNMENT, PREPRINTED, AS DESCRIBED BELOW:
PACKAGES - ENGLISH
***Contents (number of inserts and specifications subject to change):
Insert 1
8.5" x 14", double-sided, black ink, 60 lb bond white paper, folded to
8.5" x 7"; serial numbering with barcode is to be applied to this form
by printer
Insert 2
8.5" x 11", double-sided, black and red ink, 20 lb bond white paper
Insert 3
8.5" x 11", double-sided, full colour on 60 lb bond white paper
Insert 4
8.5" x 11", double-sided, 4/4 colour on 60 lb bond white paper
Envelope
9" x 12" open side white envelope, custom printing on one side, black
ink, label affixed to each envelope, each label to be printed with the
serial number of item 6 contained within the envelope upon assembly of
package. Label must display serial number in both barcode and alpha
numeric format.
Label
(see above)
Collation
Collating Inserts 1-4 into envelope, bundled in 50s, carton pack.
Envelope to be sealed upon assembly. Each box to have a label affixed,
label to display serial numbering range of Item 6 contained therein, in
both bar code and alpha numeric format. 20,000 of each item to make 20
,000 sets. Items to be printed and assembled in x4 batches, per timeline
Multiple deliveries (minimum 4)
,,
INSERT SLIPS
Form
8.5" x 5.5", black tuff text ink, double-sided page on 20 lb green
paper.
,,
BIDDER MUST INDICATE MINIMUM ORDER QUANTITY: ___________________
========================================================
ITEM 30 31/05/2022
60,000.00 Each GSIN: N7540MATERIAL: 99581030
FORMS, GOVERNMENT, PREPRINTED, AS DESCRIBED BELOW:
INSERT SLIPS
Form
8.5" x 5.5", black tuff text ink, double-sided page on 20 lb green
paper.
BIDDER MUST INDICATE MINIMUM ORDER QUANTITY: ___________________
========================================================
ITEM 40 31/05/2022
20,000.00 Each GSIN: N7540MATERIAL: 99581030
FORMS, GOVERNMENT, PREPRINTED, AS DESCRIBED BELOW:
MULTI-PART FORM
5½" x 8 ½", single-sided page, black and red ink, four part carbonless
paper in four colours (white, yellow, pink, green). Pages joined at left
side with light adhesive (adhesive runs along 5 ½" left side of sheet;
sheets can be easily separated). Bundled in quantities of 50.
BIDDER MUST INDICATE MINIMUM ORDER QUANTITY: ___________________
========================================================
ITEM 50 31/05/2022
30,000.00 Each GSIN: N7540MATERIAL: 99581030
FORMS, GOVERNMENT, PREPRINTED, AS DESCRIBED BELOW:
FORM
Legal size (8½" x 14"), double-sided page on 60 lb bond paper, carbon
paper insert, snapset construction with pattern carbons (special carbon
components in various different positions), black and red ink, serial
numbering. Bundled in quantities of 50.
BIDDER MUST INDICATE MINIMUM ORDER QUANTITY: ___________________
========================================================
ITEM 60 31/05/2022
10,000.00 Each GSIN: N7540MATERIAL: 99581030
FORMS, GOVERNMENT, PREPRINTED, AS DESCRIBED BELOW:
FORM
Legal size (8½" x 14"), double-sided page on 60 lb bond paper, black and
red ink, serial numbering. Bundled in quantities of 50.
BIDDER MUST INDICATE MINIMUM ORDER QUANTITY: ___________________
========================================================
ITEM 70 31/05/2022
600.00 Each GSIN: N7540MATERIAL: 99581030
FORMS, GOVERNMENT, PREPRINTED, AS DESCRIBED BELOW:
REGISTRATION FORM
Legal size (8½" x 14"), double-sided page on 60 lb bond paper, carbon
paper insert, snapset construction with pattern carbons (special carbon
components in various different positions), black and red ink, serial
numbering. Bundled in quantities of 50.
BIDDER MUST INDICATE MINIMUM ORDER QUANTITY: ___________________
========================================================
ITEM 80 31/05/2022
10,000.00 Each GSIN: N7540MATERIAL: 99581030
FORMS, GOVERNMENT, PREPRINTED, AS DESCRIBED BELOW:
REGISTRATION FORM
Legal size (8½" x 14"), double-sided page on 60 lb bond paper, carbon
paper insert, snapset construction with pattern carbons (special carbon
components in various different positions), black and red ink, serial
numbering. Bundled in quantities of 50.
BIDDER MUST INDICATE MINIMUM ORDER QUANTITY: ___________________
========================================================
ITEM 90 31/05/2022
5,000.00 Each GSIN: N7540MATERIAL: 99581030
FORMS, GOVERNMENT, PREPRINTED, AS DESCRIBED BELOW:
MISC PRINTING TO BE DETERMINED
DO NOT BID
========================================================
The Government of Manitoba (Manitoba) is requesting bid submissions for
the supply & delivery of PREPRINTED GOVERNMENT FORMS.
THIS IS A TWO (2)YEAR TERM CONTRACT WITH THE OPTION FOR ONE (1)
ONE(1)YEAR EXTENSION BY MUTUTAL AGREEMENT.
PLEASE NOTE THE FOLLOWING:
THE DELIVERY DATE (IF SHOWN) IS ACTUALLY THE END OF THE CONTRACT PERIOD.
TO BE DELIVERED ON AN AS AND WHEN REQUIRED BASIS FOR THE PERIOD
MAY 20, 2020 TO MAY 31, 2022.
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.
ANY UNUSED PORTION AS OF THE END OF THE CONTRACT SHALL BE CONSIDERED
CANCELLED.
BIDS:
Bids are requested from competing Bidders in accordance with Manitoba
policies. Manitoba reserves the right to revise/cancel RFQ's as well as
accept/reject bids either in whole or in part, whichever is in the best
interests of Manitoba. Lowest or any bid not necessarily accepted.
Bids shall be considered firm until awarded, unless otherwise indicated.
Any exchange of information with Manitoba personnel prior to the
issuance of an RFQ is not a valid response to the RFQ and shall not be
considered.
SUBMISSION OF QUOTATION:
Each Bidder is requested to submit via email or fax only.
All components of the RFQ must be fully completed and submitted by the
Bidder no later than the submission deadline to the email address or
facsimile number indicated.
Manitoba is not responsible if it fails to receive a Quotation submitted
by facsimile transmission before the submission deadline due to a
mechanical or system problem, failure or non-availability (regardless of
whether the problem, failure or non-availability was caused by
Manitoba's or the Bidder's machines or systems), or due to any other
reason.
Quotations submitted by facsimile transmission will be deemed to have
been received on the date and at the time indicated by Manitoba's
equipment, as applicable.
Bidders are responsible for ensuring that Manitoba has received their
quotation and that the quotation has been received by Manitoba prior to
the submission deadline. Bidders may verify delivery of their facsimile
quote by contacting the PSB General Inquiry line at (204) 945-6361.
Bids received after the Submission Deadline will not be considered and
returned to the Bidder.
Please complete each section and attach additional information if space
is not sufficient. Any attachments shall reference the applicable
numbered section.
IRREVOCABILITY OF QUOTATION:
By submission of a clear and detailed written notice, the Bidder may
amend or withdraw its quotation without penalty prior to the closing
date and time. Upon closing time, all quotations become irrevocable.
ACCEPTANCE OF BID CONDITIONS:
A Bidder should clearly understand, by submitting a bid agrees, that its
bid or any part of its bid is subject to the following conditions, in
addition to any other terms and conditions set out in the RFQ.
No bid will be considered from a Bidder where Manitoba, in its sole
discretion, determines that a potential conflict of interest exists. No
bid will be considered that is in any way conditional or that proposes
to impose conditions on Manitoba that are inconsistent with the
requirements of the RFQ and the terms and conditions stipulated therein.
The submission of a bid, the receipt of a bid by Manitoba and the
opening of a bid, or any one of those, does not constitute acceptance,
in any way whatsoever.
ALTERATIONS/QUALIFICATIONS OF BIDS:
No bid shall be altered, amended or withdrawn after the specified
closing date and time. Manitoba issuing the RFQ is the sole agency
empowered to negotiate or alter any term, condition or stipulation of
the bid and/or any subsequent award or event arising there from.
Any terms, conditions, or stipulated qualifications on bid submission
that is contrary to, or inconsistent with the RFQ documents, may be a
cause for rejection.
Bidders are cautioned to avoid making deviations and exceptions to the
terms and conditions of the bid documents which may result in rejection
of their bid.
GENERAL AWARD INFORMATION:
No award may result from this RFQ process. If this RFQ process results
in an award, then Manitoba reserves the right to award any Contract/
Agreement, in whole or in part, and may accept goods and/or services
from one or more Bidders in such quantities as shall be advantageous to
Manitoba.
Pricing will be a consideration on individual items.
The lowest price on any item will not necessarily be accepted.
Quality, appearance and yield of product offered will be considered.
Past performance of vendors and service provided to the facilities will
be considered.
TENDER EVALUATION:
Generally the lowest overall price of an item(s) in accordance with the
terms & conditions of the RFQ will be awarded the contract. However,
other factors as stipulated below (in no particular order) will be
considered when awarding a contract.
Tenders will be evaluated based on:
- Delivery
- Price;
- Products and/or Services approved by Manitoba for their use<(>,<)>
- Quality of the Bidder's performance in past awards;
- Quality of product and/or service offered compared to product
description / specifications requested;
- Quality of the proposed product and/or service in past awards;
- Return & Refund policies; and
- Any 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).
QUALITY / ACCEPTABILITY:EQUIVELENT OR BETTER
Any product supplied must be new, unused, first quality.
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.
Product(s) shall be supplied as specified on the 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.
If additional information is required and/or for approval of alternative
products please call the Contact at the phone number indicated above.
TIME IS OF THE ESSENCE:
Time shall be of the essence hereof. Failure to meet the delivery time
(i.e. lead time) indicated on the Contract may result in the
cancellation of the Contract item and any outstanding Contract Release
Orders.
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.
DELIVERY REQUIREMENTS:
Final inspection & acceptance or rejection of products will be made at
delivery destination by the user department.
A packing slip MUST accompany shipment. All packing slips, exterior
labelling and invoices must reference the Purchase Order number.
All MSDS sheets must be provided with each shipment/delivery.
Vendors aware of potential or pending supply difficulties must notify
the user department before insufficient supply issues arise.
Yes _____ No _____ Initial __________
Bidders to indicate:
The normal delivery lead time required from receipt of a Release off the
contract for:
Stocked item: Delivery within ________ working days
Non-stocked item: Delivery within ________ working days
All vendor employees working in any of the Community Safety facilities
are required to undergo a security clearance check prior to working in
the Centre. Each Correctional Centre will process the security
clearance for their Centre only.
DELIVERY /SERVICE QUALITY
The length of delivery time and overall service to the end user is
important and will be monitored.
Failure to provide acceptable delivery and/or service may result in the
cancellation of the balance of the contract
F.O.B. DESTINATION: ANYWHERE IN THE PROVINCE OF MANITOBA
(unit prices quoted include all necessary charges such as freight,
insurance, handling etc.)
If any charges are not included please explain in detail any/all charges
that will be extra to the unit prices quoted and that will be charged on
the invoice.
Delivery Charge
Delivery/Freight Charges are to be incorporated into the unit prices
quoted for each item.
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.
DURATION OF FIRM PRICING
Bidders offering prices subject to change without notice or in effect at
time of shipment may be outright rejected.
Preference may be given to suppliers offering firm pricing.
PRICING TO BE QUOTED FOR 1 YEAR and YEAR 2
(for each item offered)
PRICING, FOR EACH YEAR, IS FIRM FOR THAT YEAR.
YES___ or NO _____
If NO indicate: Prices firm until (date)_________________
Pricing is to remain firm for the duration of the contract. Any
unforeseen price increases must be negotiated with the Procurement
Branch prior to implementation.
Pricing conditions and/or discounts for parts and accessories must be
stated on the tender. Please quote on any additional charges and
service fees that are customary for the service provider to charge, but
which may not have been indicated on this requisition. (ie. minimum
charges, vehicle charges, mileage rates and travel time charges for
outside the Winnipeg area , etc.) When quoting on labour charges,
please indicate regular and overtime hours of work and on site and in
shop charges, if different.
Any unused portion, as of the end of the contract, will be considered
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.
RETURNS:
Any products found defective will be returned for full credit including
any transportation charges and/or service handling charges (if
applicable).
Yes _____ No _____ Initial __________
The Vendor shall promptly remove any rejected products and replace with
acceptable without further cost to Manitoba within five (5) working days
of request. 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.
For all other general inquiries related to this tender opportunity,
please contact SHELLEY HARROWER identified on page one of this tender
document.
ASSIGNMENT:
The Bidder shall have sole responsibility for the quality, liability,
coordination and completion of all work outlined in this endeavor.
Manitoba considers the Bidder to be the sole contact regarding all
Contract/ Agreement matters.
The Bidder shall be prohibited from assigning, transferring and
conveying, subletting or otherwise disposing of any Contract/ Agreement
of its rights, title or interest therein, or its power to execute such
Contract/ Agreement without the previous written approval of Manitoba.
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.
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.
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.
ERRORS AND OMISSIONS:
Bidders must advise Manitoba of any errors or omissions they find in the
RFQ document prior to closing so that the RFQ can be revised and
communicated to all Bidders.
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).
IRREVOCABILITY OF QUOTATION:
By submission of a clear and detailed written notice, the Bidder may
amend or withdraw its quotation without penalty prior to the closing
date and time. Upon closing time, all quotations become irrevocable.
LIABILITY:
Manitoba shall not be liable for any injury to the Vendor, or to any
officers, employees or agents of the Vendor, or for any damage to or
loss of property of the Vendor, or of the officers, employees or agents
of the Vendor, caused by or in any way related to the provision or
delivery of the Services or the terms of the Agreement.
The above clause does not apply if the injury, damage or loss was caused
by the wrongful or negligent act of an officer or employee of Manitoba
while acting within the scope of his or her employment.
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.
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 warranty 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 by the Bidder. Manitoba shall not
reimburse any Bidders for any costs, if the RFQ is cancelled or
reissued.
RIGHT TO WAIVE NON-COMPLIANCE
Manitoba reserves the right to waive any minor non-compliance with the
bid submissions at its sole discretion.
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.
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.
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.
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
Phosphorus-free or low-phosphorus products:
Manitoba's government introduced legislation that would ban dishwasher
detergents containing phosphates EFFECTIVE 2010. Manitoba will give
preference to phosphorus-free or low-phosphorus products.
There are plans to phase out phosphates in its cleaning products
voluntarily. The move will cut the amount of phosphorus going into
Manitoba's waterways by about one per cent.
The government may introduce a bill that will allow the restriction of
other products containing phosphorous, such as cleaning products,
personal-care products, and chemical water conditioners and cosmetic
fertilizers.
Please ensure that your bid indicates the amount of phosphorus for each
product quoted, or indicate that the product being quoted is
phosphorus-free.
Manitoba generally awards the bid to the lowest overall price of
an acceptable product, however, preference may be given to
products which are environmentally preferable and support
Manitoba's Sustainable Development Procurement Guidelines.
Bidders are encouraged to provide complete details of products
offered including the environmental issues to be considered.
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 which 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 that proportion of recycled
material that has been sold to a consumer and collected after their use
in a recycling program e.g. used aluminium cans etc..
Products, more environmentally preferable:
Preference may be given to products which generally meet or exceed the
above specifications, can demonstrate satisfaction in relation to the
end user's requirements and which can be proven to be more
environmentally preferable compared to those products specified above.
These products should be classified more environmentally preferable
through a recognised certification program.
Bidders to provide complete details of the environmental issues
to be considered.
Examples of more environmentally preferable products could be the use of
a non-toxic or less toxic substance than currently used or a product
containing a higher percentage of post-consumer recycled content.
VENDOR USAGE REPORTS:
The vendor must provide to Procurement Services Branch an annual
contract report indicationg 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.
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 Services Branch
2nd Floor - 270 Osborne Street North
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
VENDOR INFORMATION / AUTHORIZED VENDOR:
Manitoba reserves the right, prior to any contract award, to secure
evidence to Manitoba's satisfaction that the Bidder is the
manufacturer/authorized distributor, dealer or retailer of the goods
offered and is authorized to sell, service and warranty 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 Manitoba, to guarantee faithful performance of the contract.
ACCOUNTS RECEIVABLE ADDRESS:
Due to our computerized accounts payable system Bidders are to advise if
your invoice address (accounts receivable) is the same as the address
for orders/quotes shown above.
Yes ____ No _____ Initial
If No, provide complete details, such as box number, street address,
city, province, postal code, etc.
Invoicing Department Contact Person: _____________________________
Address: ____________________________________________________
City/Province/Postal Code: _____________________________________
Telephone: ____________________ Facsimile: ___________________
E-Mail Address: ______________________________________________
Hours of Operation: ___________________________________________
INVOICES:
Taxable items must be identified on the invoice on each individual line
item.
Manitoba shall be invoiced directly from the Vendor.
Invoices must be priced in the same amount and unit of measure as shown
on the Release Order or the Vendor must contact Manitoba, in writing,
prior to shipping the products on the Release Order.
This is an accounting concern and is not intended to outline a process
to request price changes.
Manitoba certifies that the 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.
MANITOBA RETAIL SALES TAX LICENSE:
Are you licensed by Manitoba Finance to collect and remit Manitoba
Retail Sales Tax?
Yes _____ No _____ Initial __________
If NO, disregard the following clause.
MANITOBA RETAIL SALES TAX:
Is the product(s) offered subject to Manitoba Retail Sales Tax?
Yes _____ No _____ Initial __________
If the tender consists of both taxable (T) and non-taxable (NT) items,
please indicate T or NT opposite each item offered.
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.
PAYMENT TERMS:
The Bidder shall specify invoice terms: _____________________________
Any applicable discounts for early payment:
Yes _____ No _____ Initial __________
If Yes, please specify: ___________________________________________
Manitoba's standard payment terms are net thirty (30) days.
Proposed Delivery Address:
Vital Statistics Agency
254 Portage Avenue
Winnipeg, MB R3C 0B6
TENDERS TO BE RETURNED TO:
Manitoba Central Services
Procurement & Supply Chain
2nd Floor, 270 Osborne St. N.
Winnipeg, Manitoba R3C 1V7
Phone (204) 945-6347
Fax (204) 945-1455
Email bids@gov.mb.ca
