MANITOBA REFERENCE NUMBER: MB-MBPB-08O-00003
ISSUING DEPARTMENT: Procurement and Supply Chain
DATE ISSUED: 12/02/2024
ISSUED BY: Sharon Tian
TELEPHONE: 204-915-5070
The Province of Manitoba is requesting submissions for the Supply and
Delivery of Printed Forms on an "as and when" requested basis for the
period March 1, 2024 to February 28, 2026, with two (2) optional of one
(1) year extension.
Procurement Officer: Sharon Tian
Email: bids@gov.mb.ca (Enquiry only)
Please contact the individual noted above if additional information or
clarification is required on the following items.
The delivery date (if shown) is actually the end of the contract.
TO BE DELIVERED FOB DESTINATION, FREIGHT PREPAID TO:
Vital Statistics Branch
254 Portage Ave
Winnipeg MB R3C 0B6
Other areas within Manitoba as required
(Unit prices include all necessary charges e.g. freight, insurance,
handling etc.).
This RFQ is subject to the Manitoba General Terms and Conditions:
https://www.gov.mb.ca/central/psc/pubs/form/MB_terms_conditions.pdf
The purchase order to be issued to the top ranked Vendor(s) is subject
to the Manitoba Purchase Order Terms and Conditions:
https://www.gov.mb.ca/central/psc/pubs/form/Manitoba_PO_Terms_Conditions
.pdf
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.
_________________________________________________________________________
ITEM QTY DESCRIPTION DELIVERY
NO. DATE
========================================================
ITEM 10 28/02/2026
1,000.00 Each GSIN: N7540MATERIAL: 99581030
FORMS, GOVERNMENT, PREPRINTED, AS DESCRIBED BELOW:
*** Contents (number of inserts and specifications subject to change):
Registration of birth French
***contents (number of insert 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-side, 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 to each envelope, each label to
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 insert 1-4 into envelope, bundled in 50s, carton pack.
Envelope to be sealed upon assemble. 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. 1,000 of each item to make 4,000
sets.
Product package quantity _______________
Please quote firm unit prices for each year as follows:
Year 1 $ _____________
Year 2 $ _____________
Optional Year 3 $ _____________
Optional Year 4 $ _____________
========================================================
ITEM 20 28/02/2026
40,000.00 Each GSIN: N7540MATERIAL: 99581030
FORMS, GOVERNMENT, PREPRINTED, AS DESCRIBED BELOW:
*** Contents (number of inserts and specifications subject to change):
Registration of birth English
***contents (number of insert 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-side, 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 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, bundle in 50s, carton pack.
Envelope to be sealed upon assembly. Each box to have label affixed,
label to display serial numbering range of item 6 contained therein, in
both bar code and alpha numeric format. 40,000 of each item to make 40
,000 sets. Items to be printed and assembled in x4 batches, per timeline
Product package quantity _______________
Please quote firm unit prices for each year as follows:
Year 1 $ _____________
Year 2 $ _____________
Optional Year 3 $ _____________
Optional Year 4 $ _____________
========================================================
ITEM 30 28/02/2026
65,000.00 Each GSIN: N7540MATERIAL: 99581030
FORMS, GOVERNMENT, PREPRINTED, AS DESCRIBED BELOW:
Birth insert slips
8.5" x 5.5", black tuff text ink, double-sided page on 50lb blue paper.
Product package quantity _______________
Please quote firm unit prices for each year as follows:
Year 1 $ _____________
Year 2 $ _____________
Optional Year 3 $ _____________
Optional Year 4 $ _____________
========================================================
ITEM 40 28/02/2026
30,000.00 Each GSIN: N7540MATERIAL: 99581030
FORMS, GOVERNMENT, PREPRINTED, AS DESCRIBED BELOW:
Burial permits
Multi-part form
5 ½" x 8 1/2 , 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 run along 5 ½ left
side of sheet; sheets can be easily separated). Bundled in quantities of
50.
========================================================
ITEM 50 28/02/2026
30,000.00 Each GSIN: N7540MATERIAL: 99581030
FORMS, GOVERNMENT, PREPRINTED, AS DESCRIBED BELOW:
Registration of Death
Legal size(8 ½ x 14"), Double-sided page on 60 lb pond paper, carbon
paper insert, snapset construction with pattern carbons ( special carbon
components in various different positions), black and red ink, serial
numbering. Bundle in quantities of 50.
========================================================
ITEM 60 28/02/2026
10,000.00 Each GSIN: N7540MATERIAL: 99581030
FORMS, GOVERNMENT, PREPRINTED, AS DESCRIBED BELOW:
Medical certificate of death
Legal size (8 ½ x 14"), double-sided page on 60 lb bond paper, black and
red ink, serial numbering. Bundled in quantities of 50.
========================================================
ITEM 70 28/02/2026
500.00 Each GSIN: N7540MATERIAL: 99581030
FORMS, GOVERNMENT, PREPRINTED, AS DESCRIBED BELOW:
Registration of stillbirth
Legal size(8 ½ 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.
========================================================
ITEM 80 28/02/2026
10,000.00 Each GSIN: N7540MATERIAL: 99581030
FORMS, GOVERNMENT, PREPRINTED, AS DESCRIBED BELOW:
Registration of marriage
Legal size (8 ½ x 14"), double-sided page on 60lb bond pager, 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.
========================================================
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 suitability of unit offered
compared to the end users needs, product description/specifications,
delivery, price, quality of the bidder's performance in past awards and
any other terms & conditions indicated on this RFQ.
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)
Failure to provide adequate information to evaluate the item offered may
be cause for rejection of your quote by the Manitoba Government
(Manitoba)
ALTERNATIVE PRODUCTS:
VENDORS WISHING TO OFFER ALTERNATIVE PRODUCTS ARE INVITED TO SUBMIT
SAMPLES FOR TESTING AND EVALUATION BY CONTACTING THE END USER.
BIDDERS MUST INDICATE THE FOLLOWING ON EACH ITEM OFFERED:
A) MANUFACTURER'S NAME
B) BRAND NAME
C) PRODUCT CODE
PRICING:
PRICING IS TO REMAIN FIRM FOR DURATION OF THE CONTRACT.
QUANTITY:
The quantity shown is approximate and may vary.
It should be noted that there is no guarantee of any business.
Any unused portion as of the end of the contract will be considered
cancelled.
ORDERS/RELEASES:
The vendor is not to ship any item until specifically requested, unless
a delivery schedule is shown on the contract for any of the items.
The request for product may be placed verbally, by fax or by email and
will indicate the specific items and quantities required.
QUALITY / ACCEPTABILITY:
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.
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.
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)
_________ 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.
Potential costs associated with the location of warranty service might
be used in the evaluation of this quote
If the warranty offered is the Vendor's warranty in combination with or
in place of the Manufacturer's warranty then a complete explanation must
be provided.
Vendor to address warranty issues within 48 hours of receiving emailed
documentation from Manitoba Justice.
Vendor must provide copy(s) of warranty documentation to Manitoba
Justice on request, after the contract is awarded.
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.
TIME IS OF THE ESSENCE:
AS TIME IS OF THE ESSENCE.
DELIVERY:
The normal delivery lead time is within 3 calendar day from receipt of
order, unless otherwise indicated by bidders below:
Delivery within ________ business days
The length of delivery time and overall service to the end user is
important and may be monitored.
Failure to provide acceptable delivery and/or service may result in the
cancellation of the balance of the contract.
MINIMUM ORDER REQUIREMENT:
Is there a minimum order/shipment value for FOB Destination Freight
Prepaid 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: $_________________________
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 the 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.
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. _________________
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.
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 __________
YOUR QUOTATION REFERENCE # (if applicable)___________
Proposed Delivery Address:
Vital Statistics Branch
254 Portage Ave
Winnipeg MB R3C 0B6
TENDERS TO BE RETURNED TO:
MERX Electronic Bid Submission www.MERX.com
