ESTIMATED QUANTITY CONTRACT
To be delivered as and when required for the period indicated at the request of the department. Quantities or dollar values stated are an estimate made in good faith and may vary considerably. The Province of N.B. reserves the right to purchase more or lesser amounts depending on requirements.
This procurement is subject to the World Trade Organization Agreement on Government Procurement.
*Shipping Charges MUST be included in the Unit Price.*
Prices MUST be firm for Contract period.
Bidders may state their own product numbers if they are not the original manufacturer, but they MUST also state clearly, in space provided, the original manufacturer and brand, the manufacturer's product number, etc. or this item will be rejected.
All containers must indicate brand name, item description and quantity.
Packing slips showing quantity, item(s) and purchase order number must be included on the outside of carton(s) or shipment will be returned to the vendor, collect.
Any products awarded for this Estimated Quantity Contract MUST remain the same Brand and must be from the same original Manufacturer for the duration of the Contract, unless prior written approval has been received from the Province of New Brunswick.
RIGHT TO CANCEL
In the event the Province of New Brunswick changes the manner in which the goods specified on this tender are obtained, the Province reserves the right to cancel the contract at any time, with 30 days advance notice to the successful vendor(s). The Province of New Brunswick will not be subject to any penalties or costs associated with contract cancellation.
The province of New Brunswick reserves the right to negotiate pricing, value added and other savings opportunities with the successful proponent at time of award and throughout the contract.
The Province of N.B. will allow government funded bodies to purchase goods or services using long term contracts awarded as a result of an Invitation. By submitting a bid the bidder indicates that it agrees to extend the same pricing to government funded bodies as per the terms and specifications in the Invitation document.
Amendment #6
The following question has been presented to PNB:
Question: Line items 62 to 112 do not have an estimated volume amount. Will this be provided?
Answer: This information is not available at this time.
All other information remains the same.
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Amendment #5
The following questions have been presented to PNB:
Q1: Item 4 has been discontinued. Can we bid an equivalent?
A1: Yes
Q2: Is there a part number associated with the 107 that we should be quoting?
A2: There is no part number associated with Item 107.
Q3: Are we able to bid items not on the Acceptable brands list that are equivalent?
A3: Only where specified where acceptable brands are not listed.
Q4: How will you evaluate the dilution ratios on items 39,40,41 and 42 ?
A4: For Items 39, 40, 41 & 42 vendor(s) are encouraged to take special care when completing all the requested pricing information. In order to be considered for evaluation vendors must include their UNIT PRICE (to be based on the requested quantity/unit) and the COST PER DILUTED LITRE, as noted in the item description. "The cost per diluted litre will be taken into consideration during the evaluation process."
- Cost per Diluted Liter (Heavy Duty)
- Cost per Diluted Liter (Medium Duty)
- Cost per Diluted Liter (Light Duty)
Q5: On the sample- Bidding an alternative unit of measure - for the first item , Unit price column is 50$ and extended price is also 50$ but the usage is 400 cases. Do you want us to multiply the unit price by 1 or by 400 in this example as the usage is 400 cases?
A5: Please refer to the Quantity/Unit column.
Q6: Would the province accept foam rather than lotion soap?
A6: Please id as per item description.
Q7: Does the province have a listing of all Ship-to destinations, who will receive the products?
A7: Not at this time, delivery will be to multiple locations within the province.
Q8: Are the "Entities" of the Government of New Brunswick (Entities 2, 3, and 4) also able to access the contract pricing once awarded?
A8: As per section 29.2 of our Standard Terms and Conditions: 29.2 By submitting a Bid to a Solicitation, the Bidder agrees to extend the same pricing to other eligible Broader Public Sector institutions as per the terms and specifications in the Solicitation.
Q9: Is the list of all products available in an Excel spreadsheet?
A9: No.
Q10: Will the Province of New Brunswick accept a Tender submission in Excel or must it be completed on the PDF provided?
A10: Must be completed on the PDF provided or e-Bid.
Please note that the closing date has been changed to October 16, 2018.
All other information remains the same.
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Amendment #4
Please note that the closing date has been changed to October 9, 2018. All other information remains the same.
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Amendment #3
Please note that the closing date has been changed to October 2, 2018. All other information remains the same.
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Amendment #2
Please note change in tender delivery location in "Header Clause". All other information remains the same.
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Amendment #1
Please note: items have been added to this document. All other information remains the same.
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1. Estimated Quantity Contract to supply Janitorial Supplies, Personal Paper Products,
Garbage Bags, etc., on an as and when required basis, to various locations, for the period January 1st 2019 to December 31st 2019, with two one (1) year mutually agreeable optional renewals. If a vendor chooses not to accept the option year, GNB reserves the right to re-tender, re-award or delete the items in question.
2. Delivery time after receipt of order should be clearly indicated on the Invitation to
Tender (ITT) document and SHOULD NOT EXCEED 5 BUSINESS DAYS.
3. When providing sample vendors must ensure that each item includes/states their own product
numbers if they are not the original manufacturer, but they MUST also state clearly, the
original manufacturer and brand, the manufacturer's product number, and package size or
this item will be rejected.
When Samples are requested by the Province, the Samples will remain the Property of the
Province of N.B. for a one (1) year period. If vendors want the sample returned after the
one (1) year period, this must be requested in writing on the packing slip, attached to
each individual sample, when submitted. On this request the vendor must state the method of
return that will be chargedto their company.
4. Vendors are not required to submit a bid on every item listed below. However the intent
of this tender is to award to only one vendor who is capable of bidding on the majority of
items. This will help increase efficiencies in ordering and deliveries. Wereserve the
right to split this award to obtain the lowest aggregate pricing possible.
5. The Province of New Brunswick reserves the right to negotiate pricing, value added and
other savings opportunities with the successful proponent at time of award and throughout
the contract. Acceptance of any price changes or award of the option year is solely the
discretion of GNB. GNB reserves the right to negotiate lower pricing with vendors in the
option year. GNB may consider price increases in the option year if deemed to be reasonable
and based on market conditions, not to exceed CPI. If a mutually agreed upon price cannot
be reached GNB reserves the right to re-tender, re-award or delete the item(s) in question.
6. The quantities indicated are based on previous year's sales and are approximate. If
government requirements change the projected amounts may vary considerably.
7. Vendors are to pay special attention to the "Unit" of Measure for each item
and bid in the Province's "Unit" of Measure, which may be different from the vendors
selling unit.
**VENDORS MUST BID IN THE UNIT OF MEASURE REQUESTED.** Vendors MUST bid the unit of measure
requested in the unit price column on the tender document. If bidding an alternate unit of
measure/package size vendors arerequested to add their package size and pricing in the
space provided. If there is a discrepancy in the two prices the price in the unit price
column prevails. Please see sample attached.
When stating "Unit Price" on bid submissions, vendors are required to quote pricings no
more than four (4) digit positions afterthe decimal point. More than 4 digit positions
after the decimal point will be rounded-off to the fourth position.
Vendors proposed package sizes must be in scope with the unit of measure/package size
requested in this tender. Package sized bid outside of the tender scope may be rejected.
The intent is to ensure that package size/case quantities remain consistent with the unit
of measure stated in thistender. The successful vendor(s) is expected to ship/delivery in
the unit of measure indicated on this tender.
8. Vendors should bid directly on the tender form and all shipping and fuel charges MUST be
included in the UNIT PRICE.
9. RETURNS: The successful vendor(s) must carry all cost incurred by the client(s) for the
return of any and all products. The successful vendor(s) shall:
- not charge any restocking fees for goods ordered in error or otherwise returned to the
Supplier;
- establish return authorization and claim processing procedures for the returnof
defective or damaged goods acceptable to the client(s) through e-mail, Internet portal,
etc.;
- Defective products will be returned to the Supplier to be replaced at no cost, including
freight charges, to the Client(s).
- accept and process all claims within two (2) BusinessDay of claim submission by Client
for all items reported as damaged, defective, not received or otherwise returned to the
Supplier in the manner in which payment was received; and
- pick-up items returned by the Client and for which a claim has been submitted within five
(5) Business Days of the claim submission.
10. Substitutions will not be delivered without the pre-authorization of Strategic
Procurement.
11. The successful vendor(s) must inform Clients at the time of order placement when
products are on back order and/or out-of-stock.
12. The successful vendor is to make available a toll-free number for enquiries.
13. There is a $500 minimum orders quantity for this contract (this would be for one order,
encompassing all items on contract, and not per item). Vendors should also include any
additional charges that may apply to orders that are belowthe $500 minimum order. This
information will be used in selecting the best overall pricing structure for award.
14. This tender will be awarded based on a combination of tendered price and consideration
of other cost savings incentives, which ever provides the best overall value to the
Province of New Brunswick. Best overall value will be determined at the sole discretion of
GNB and all decisions are final.
15. VOLUME REBATE: Awards will be based as per sections 4 & 14, however the Province of New
Brunswick is proposing a volume rebate to be implemented as part of the contract structure,
to be determined during contract negotiations with the successful vendor(s). To make
proponents aware of the volume rebate the suggested wording is as follows, the wording
will be used as a basis during negotiations:
. a) If, any single order being delivered to one location exceeds $10,000, before tax, the
successful vendor will apply a 1% volume rebate to the order.
. b) If, any single order being delivered to one location exceeds $20,000, before tax, the
successful vendor will apply a 2% volume rebate to the order.
. c) If, any single order being delivered to one location exceeds $30,000, before tax, the
successful vendor will apply a 4% volume rebate to the order.
16. If due to new product development or acquisition of new brands by the vendor, GNB
reserves the right to accept substitute product of equivalent quality with better unit
pricing during this contract. Any such product must be previously sampled and approved by
GNB.
17. TheProvince of New Brunswick reserves the right to add additional items, which fall
within the product category, during the term of the contract if deemed necessary by the
Province.
18. DELIVERY: Vendors must be able to delivery to the entire province in order to be
considered for an award, this includes Deer Island and Grand Manan. Deliveries will be to
approximately 450 locations including government buildings, schools, community colleges,
municipalities, etc. For informational purposes only, below is a breakdown of annual sales
volumes by region. Vendor are encouraged to use this information when determining their
shipping costs.
- Campbellton, Bathurst, Miramichi and Rexton Regions: 17%
- Fredericton, Oromocto and Woodstock Regions: 32%
- Sussex St John and St Stephen Region: 30%
- Moncton, Dieppe Riverview and Region: 12%
- Grand Falls, Edmundston, Saint-Quentin and Kedgwick Regions: 6%
- Miramichi Region: 3%
19. REPORTING: The successful Vendor(s) MUST provide a cumulative (Microsoft Excel) sales
report, by individual delivery locations, on a quarterly basis.
The successful vendor(s) will also forward a COMPLETE Sales Report list to Strategic
Procurement, at least 3 months prior to the expiry date of their contract, which will be
used to revise consumption and location information to be released with the Province's next
Invitation to Tender.
20. INVOICES: Please Note: The product numbers and brands indicated on the invoice and
packing slip must match the product codes and brands on the purchase order.
- To ensure prompt payment, invoices should be submitted within 30 days of delivery.
- Vendors are encouraged to read the good invoice guide, posted on the GNB Website to
satisfy themselves as to invoicing requirements.
(http://www2.gnb.ca/content/gnb/en/departments/government_services/procurement/content/good
s_services.html)
. a) For Government Departments: The successful vendor(s) is required to send their
original invoices for payment directly to NBISA. Vendors are to include their Purchase
Order Number and the individual RPO (release purchase order) Number and the client spending
authority. NBISA will scan the invoice and submit to the appropriate client for spending
authority. With each delivery the vendor(s) will supply with a PACKING SLIP to allow the
client to check against the order they received and what is being charged for on the
invoice. It is important to note that any invoicessent to the institutions will NOT be
used as a payment document.
. b) For all others (Education,Community Colleges, municipalities, etc.): The successful
vendor(s) are to arrange for invoicing directly with the client(s).
********************************** OF SPECIAL INTEREST *********************************
21. Items # 6, 24, 26-30, 39-42, 45, 46, 52, 53, 57 & 58 - only Environmental Choice or
Green Seal Certification will be accepted. Vendors should include information on
Environmental Choice or Green Seal Certification with their sample submission, please see
Section 3 above.
22. For Items 39, 40, 41 & 42 vendor(s) are encouraged to take special care when completing
all the
requested pricing information. In order to be considered for evaluation vendors must
include their UNIT PRICE (to be based on the requested quantity/unit) and the COST PER
DILUTED LITRE, as noted in the item description. The cost per diluted litre will be taken
into consideration during the evaluation process.
- Cost per Diluted Liter (Heavy Duty)
- Cost per Diluted Liter (Medium Duty)
- Cost per Diluted Liter (Light Duty)
23. Vendors may be requested to provide their most recent WHMIS & MSDS sheets in both
official languages (English and French), certification certificates, clarifications, etc.
during the evaluation. All requested information must be received within 5 days of any such
request.
24. Items 6, 39, 40, 41, 42, 45, 46 & 52 are to be:
- Water based except as noted.
- Include the WHMIS label on all.
- Have no measureable presence of:
- Phenols (including compounds of)
- Added fragrances
- Extracts of nuts
- Solvent &/or petroleum products
- Teratogens
- Embryotoxins
- Carcinogens
- Mutagens
- Reproductive toxins
This is a tender notice only. In order to submit a bid, you must obtain official tender documents from the New Brunswick Opportunities Network, another authorized tendering service or as indicated in the tender notice.
RETURN TO:
Note change to mailing address:
Central Tendering Branch
Fredericton Regional Centre
Suite 2300, 300 St. Mary's Street,
Fredericton, N.B.
E3A 2S4
Fax: (506) 444-4200
Public opening of bids will take place on closing day at 14:00 Atlantic Time, in Fredericton Regional Centre, Suite 2300, 300 St. Mary's Street, Fredericton, N.B. E3A 2S4.
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All bids must be stated in Canadian Funds.
All tenders must be F.O.B. destination, freight prepaid.
Sales taxes should not be included in the unit, extended or total prices.
This Invitation is being conducted under the provisions of the Procurement Act and Regulation as of the date of the issuance of the Invitation. Bidders may obtain a copy of the Act and Regulation on-line free of charge Procurement Act, Regulation or a paper copy may be purchased from the Queen's Printer, Province of N.B., P.O. Box 6000,Fredericton, N.B. E3B 5H1.
QUESTIONS:
Written questions relating to this opportunity may be submitted to the address provided below via email by clicking on Questions. Please be sure to include the solicitation/tender number in the subject line.
EMAIL ADDRESS: bidquestionssoumissions@snb.ca
NOTE:
This email account is strictly for the receipt of questions on open opportunities. This email is not for the submission of bids.
The Atlantic Provinces Standard Terms & Conditions for Goods and Services apply to this procurement and are considered to be incorporated into this document. By submitting a bid, you agree and accept these terms and conditions. Current "Atlantic Provinces Standard Terms and Conditions" are available on the New Brunswick Opportunities Network, the Council of Atlantic Premiers' Website or from an authorized service provider.
A bidder must obtain official bid documents from a distribution service, authorized by the Minister of Service New Brunswick, in order to submit a bid. The current authorized distribution services are the
New Brunswick Opportunities Network (NBON) (operated by Service New Brunswick, Province of NB),
BIDS (operated by Tendering Publications Ltd.) and
MERX (operated by Mediagrif Interactive Technologies). Failure to submit the official bid documents or provide proof that the
official bid documents were properly obtained will result in rejection of the bid. In order to facilitate the evaluation process, Bidders are requested to respond in the same format as the official bid documents.
For procurements which are not subject to the provisions of one or more of the interprovincial procurement agreements, the Province of New Brunswick reserves the right to apply Provincial or regional Preferences, consider local content in the evaluation of bids and/or refuse to consider bids from vendors from other jurisdictions when it is considered to be in the best interests of the Province. When determining the use of these conditions, the Province will consider, among other factors, the
extent to which New Brunswick vendors have access to equivalent procurement opportunities in those jurisdictions and the treatment accorded by those jurisdictions to bids from New Brunswick vendors. The Province will be the sole judge of whether these conditions will be used and the extent to which they will be applied.
All discounts quoted will be considered to be without limitations.
Payment of invoices is the responsibility of the department or organization to whom the goods are shipped or services are supplied.
Award of contracts: no contract shall be awarded and no payment shall be made to a vendor unless authorized by the Minister or his delegates. The Minister may make an award to the preferred vendor conditional on the negotiation and acceptance of a detailed contract between the Province and the vendor. In such cases, should the detailed contract negotiations not be completed in a reasonable period of time, the Province reserves the right to discontinue negotiations with the vendor and
subsequently enter into negotiations with the second preferred vendor.
No right or duty, in whole or in part, of the vendor under a contract issued may be assigned or delegated without the prior consent of the Strategic Procurement Branch.
Unless the Strategic Procurement Branch has determined otherwise prior to tender closing, all prices must be extended and totaled.
Direct Deposit
The province of New Brunswick is now using Direct Deposit as the standard method of government payments. Suppliers are required to provide bank account information and email address for remittance.
Please send the completed Direct Deposit Form to the New Brunswick Internal Services Agency as indicated on the form.
The province of New Brunswick reserves the right to negotiate pricing, value added and other savings opportunities with the successful proponent at time of award and throughout the contract.
