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HomeMy WebLinkAbout2025-01-10 1 Ton Flat Deck Crew Cab 4x4 Truck 2025 REQUEST FOR TENDER 1 TON FLAT DECK CREW CAB 4X4 TRUCK County of Newell Issue Date: January 10, 2025 Invitation to Tender County of Newell INVITATION TO TENDER / ADVERTISEMENT Sealed Tenders for: 2025 1 TON FLAT DECK CREW CAB 4X4 TRUCK (the “Project”) Tender Number: 1TON012025 Will be received by: County of Newell (the “COUNTY ”) at: 183037 Range Road 145, Brooks, AB T1R 1B2 Time and date for Tender Closing is: 13:00:00 local time on Friday, January 31, 2025 (the “Tender Closing”) 1. The work to be undertaken generally involves, but is not necessarily limited to: Delivery of a 2025 1 TON FLAT DECK CREW CAB 4X4 TRUCK (the “Work”) as set out on the list of drawings and specifications described as follows: Appendix A - Specifications 2. The Successful Bidder shall deliver the new tractor by the promised date. 3. The specifications for the Project can be obtained from The County Website at no charge. 4. All written inquiries regarding the technical aspects of the drawings and specifications for the Work shall be sent to Mr. Joe Entz, Maintenance Supervisor – Agricultural Services & Facilities, however the bidder(s) acknowledge and agree that the COUNTY does not have an obligation to provide a response to any written inquiry and that it is in the sole and unfettered discretion of the COUNTY to provide any written response to a written inquiry. 5. Submission of a tender by a Bidder gives the COUNTY the right to require the Bidder to execute the contract to deliver the truck as set out within the tender documents. Tenders may not be withdrawn after the Tender Closing and will be irrevocable and open for acceptance by the COUNTY for a period of sixty (60) days following the end of the day of the Tender Closing. The Successful Bidder will be notified in writing of the award of the Tender when the COUNTY delivers a letter of intent to the Successful Bidder. INSTRUCTIONS TO TENDERERS County of Newell INSTRUCTIONS TO TENDERERS 1 BACKGROUND 1.1 The County of Newell (the “COUNTY”) is seeking tenders for 2025 1 TON FLAT DECK CREW CAB 4X4 TRUCK (the “Work”) as more particularly set out in Appendix “A” attached to these Instructions to Tenderers. 1.2 The COUNTY will receive sealed tenders until 13:00:00 local time on Friday, January 31, 2025 (“Tender Closing”). Faxed tenders will not be accepted and will be returned to the Tenderer. 2 SUBMISSION OF TENDERS 2.1 Each Tender shall be addressed to the COUNTY in a sealed envelope clearly marked with the Tenderer’s name, address and tender number. The sealed envelope containing the Tender shall be delivered before the Tender Closing to the COUNTY in accordance with the Invitation to Tender and the Instructions to Tenderers at: County of Newell ASB 2025 1 TON FLAT DECK CREW CAB 4X4 TRUCK 183037 Range Road 145 Brooks, AB T1R 1B2 Attention: Joe Entz, Maintenance Supervisor 2.2 In the event of a dispute or issue about whether or not a tender complies with the Instructions to Tenderers, the COUNTY reserves the right to retain and open a copy of the tender in question in order to seek and obtain a legal opinion in relation thereto. The opening of a tender does not in any way constitute an admission by the COUNTY as to the compliance, or not, of the subject tender. 3 TENDER FORM 3.1 Each Tenderer shall submit a complete tender on the Tender Form which forms part of the Tender Documents with the blank spaces filled in. The tender sum must be written in words as well as figures and must be for a sum in Canadian Dollars including all tariffs, freight, duties and taxes other than the Goods and Services Tax which must be shown as a separate amount unless otherwise specifically stipulated (hereinafter referred to as the “Tender Sum”). In the event of a discrepancy between an amount written in words and an amount written in figures, the amount written in words shall be deemed the intended amount. Tenders shall be written in English. 3.2 Notwithstanding the foregoing, the COUNTY shall be entitled to accept a Tender in such form as the COUNTY in its sole and unfettered discretion deems acceptable 2 irrespective of irregularities whether of a trivial substantial nature, or whether the Tender is noncompliant in a trivial substantial manner. 3.3 The COUNTY shall not be obligated to accept Tenders that are unsigned, incomplete, conditional, illegible, unbalanced, obscure, contain irregularities of any kind, or contain mathematical or calculation errors of any kind. On Unit Price Tenders, if there is a discrepancy found between the unit price and the extended amount, the unit price shall be deemed to represent the intention of the Tenderer. Discrepancies between words and figures will be resolved in favour of the words. Discrepancies between the indicated sum of any figures and the correct sum thereof will be resolved in favour of the correct sum. Any discrepancies between the Tender Form and a post Tender Closing submission required by the Tender Documents will be resolved in favour of the post Tender Closing submission. 3.4 Tenders shall not be withdrawn, modified or clarified after being delivered in accordance with the Tender Documents unless such withdrawal, modification or clarification is made in writing and actually received by Mr. Joe Entz, Maintenance Supervisor of the COUNTY prior to the Tender Closing. Any withdrawal, modification or clarification of the Tender must be followed by a letter of confirmation signed and sealed in the same manner as the Tender and delivered to the address for the COUNTY in the Invitation to Tender within 48 hours of the Notice of the Withdrawal, Modification or Clarification. 4 THE FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT 4.1 All documents submitted to the COUNTY will be subject to the protection and disclosure provisions of Alberta’s Freedom of Information and Protection of Privacy Act (“FOIP”). FOIP allows persons a right of access to records in the COUNTY’s custody or control. It also prohibits the COUNTY from disclosing the Tenderer’s personal or business information where disclosure would be harmful to the Tenderer’s business interests or would be an unreasonable invasion of personal privacy as defined in sections 16 and 17 of FOIP. Tenderers are encouraged to identify what portions of their submissions are confidential and what harm could reasonably be expected from its disclosure. However, the COUNTY cannot assure Tenderers that any portion of the Tenderer’s documents can be kept confidential under FOIP. 5 TENDER DOCUMENTS 5.1 The documents for the Tender are: o Invitation to Tender o Instructions to Tenderers o Tender Form o Appendix A - Specifications (hereinafter collectively referred to as the “Tender Documents”) By submitting its Tender, the Tenderer acknowledges and agrees that it has received and reviewed the Tender Documents. 3 6 VARIATION IN TENDER DOCUMENTS AND NO IMPLIED OBLIGATIONS 6.1 The Tenderer shall carefully examine the Tender Documents. Any errors, omissions, discrepancies or clauses requiring clarification shall be reported in writing to the COUNTY at least 10 calendar days prior to the Tender Closing. Where necessary the COUNTY shall respond to reported errors, omissions, discrepancies or clauses requiring clarification by way of Addenda. 6.2 Should a Tenderer fail to report any such errors, omissions, discrepancies or clauses requiring clarification at least 10 calendar days prior to the Tender Closing, the COUNTY shall be the sole judge as to the intent of the Tender Documents. 6.3 No implied obligation of any kind by or on behalf of the COUNTY shall arise from anything in the Tender Documents, and the express covenants and agreements contained in the Tender Documents and made by the COUNTY, are and shall be the only covenants and agreements that apply. 6.4 Without limiting the generality of Article 6.3, the Tender Documents supercede all communications, negotiations, agreements, representations and warranties either written or oral relating to the subject matter of the Tender made prior to the Tender Closing, and no changes shall be made to the Tender Documents except by written Addenda. 7 ADDENDA 7.1 Any changes to the Tender shall be in writing in the form of Addenda. Any Addenda issued to the Tender shall form part of the Tender Documents, whether or not the receipt of same has been acknowledged by a Tenderer, and the cost for doing the work therein shall be included in the Tender Sum. Verbal representations shall not be binding on the COUNTY nor form part of the Tender Documents. Technical inquiries into the meaning or intent of the Tender Documents must be submitted in writing to the person identified in Article 2.1 of the Instructions to Tenderers. 8 TENDER 8.1 Tenderers submitting Tenders shall be actively engaged in the line of work required by the Tender Documents and shall be able to refer to work of a similar nature performed by them. They shall be fully conversant with the general technical phraseology in the English language of the lines of work covered by the Tender Documents. 8.2 Each Tenderer shall review the Tender Documents provided by the COUNTY and confirm that it is in possession of a full set of Tender Documents when preparing its Tender. 8.3 Tenders shall be properly executed in full compliance with the following requirements: 8.3.1 The signatures of persons executing the Tender must be in their respective handwriting; and 4 8.3.2 If the Tender is made by a limited company, the full name of the company shall be accurately printed immediately above the signatures of its duly authorized officers and the corporate seal shall be affixed; 8.3.3 If the Tender is made by a partnership, the firm name or business name shall be accurately printed above the signature of the firm and the Tender shall be signed by a partner or partners who have authority to sign for the partnership; 8.3.4 If the Tender is made by an individual carrying on business under the name other than its own, its business name together with its name shall be printed immediately above its signature or 8.3.5 If the Tender is made by a sole proprietor who carries on business in its own name, the proprietor shall print its name immediately below its signature. 8.4 Tenders received from agents representing principals must be accompanied by a Power of Attorney signed by the said principals showing that the agents are duly authorized to sign and submit the Tender and have full power to execute the Contract on behalf of their principals. The execution of the Contract will bind the principals and have the same effect as if it were duly signed by the principals. 9 PRIME COST AND CONTINGENCY SUMS 9.1 The Tenderer shall include in its Tender Sum any prime cost sums or contingency sums. The Goods and Services Tax shall be shown as a separate amount. 10 PERMITS AND INSPECTIONS 10.1 The Tenderer shall include in its Tender Sum the cost of permits and inspections required by any governmental or other authority having jurisdiction or as required to fully perform the Work in accordance with the Contract. 11 SUCCESSFUL TENDERER 11.1 Award of Contract by the COUNTY occurs once the Tenderer receives a Letter of Intent duly executed by Mr. Todd Green, Director of Agricultural Services of the COUNTY after Mr. Todd Green, Director of Agricultural Services has been duly and legally authorized by the COUNTY to send such Letter of Intent. 12 TENDER EVALUATION CRITERIA 12.1 Each Tender will be evaluated on the basis of the criteria listed below and the COUNTY will have the sole and unfettered discretion to award up to the maximum number of points for each criteria as listed below. By submitting a Tender, the Tenderer acknowledges and agrees that the COUNTY has, and it is hereby entitled to exercise, the sole and unfettered discretion to award the points for the evaluation of the noted criteria. 5 12.2 By submitting its Tender, each Tenderer acknowledges and agrees that it waives any right to contest in any legal proceedings, the decision of the COUNTY to award points in respect of the criteria noted below. The criteria and the maximum number of points for each criteria are as follows: 1. Price 100 points 13 REGISTRATION 13.1 Prior to commencing the Work, the Successful Tenderer shall obtain all authorizations required by the laws of the Province of Alberta and of the Country of Canada enabling it to carry on business to complete the Work required under the Contract. Failure to be properly authorized shall entitle the COUNTY to forthwith terminate the Contract without compensation. 14 TENDERS EXCEEDING BUDGET 14.1 In addition to the rights contained within Article 20 herein, if the Tender Sum of every Tenderer exceeds the amount the COUNTY has budgeted for the Work, the COUNTY may reject all Tenders or attempt to negotiate a lower price with the Tenderer who, in the sole and unfettered discretion of the COUNTY, has submitted the most advantageous Tender. 14.2 Each Tenderer acknowledges and agrees that the COUNTY has the sole and unfettered discretion to employ any criteria in order to determine the Tender most advantageous to the COUNTY, that the COUNTY has no obligation to neither disclose such criteria nor employ the criteria listed outlined in Article 12 Tender Evaluation Criteria. 14.3 By submitting its Tender, each Tenderer waives its right to contest in any action, application, case or legal proceeding in any court, the decision which the COUNTY may pursue under Article 20.1 and 20.2 herein. 14.4 If the Tender Sum of every Tenderer exceeds the amount budgeted for the Work and the COUNTY negotiates with the Tenderer who has submitted the Tender considered most advantageous to the COUNTY: 14.4.1 All statements made by either side in the course of negotiation are without prejudice and confidential; 14.4.2 In particular, the COUNTY’s attempt to negotiate with such Tenderer does not constitute a rejection of its Tender; and 14.4.3 The COUNTY will not attempt to obtain a lower price for the same work that the Tenderer originally bid on, but may attempt to obtain a lower price for an altered scope of work. In no event will the COUNTY be obliged to disclose the amount budgeted for the Work. 6 15 AGREEMENT ON INTERNAL TRADE AND TRADE, INVESTMENT AND LABOUR MOBILITY AGREEMENT 15.1 The provisions of the Agreement on Internal Trade, Part IV, Chapter Five – Procurement and Annex 502.4, (“AIT”) and the New West Partnership Trade Agreement (“NWPTA”) apply to this Tender. 16 ACCEPTANCE OR REJECTION OF TENDERS 16.1 As it is the purpose of the COUNTY to obtain the Tender most suitable and most advantageous to the interests of the COUNTY, notwithstanding anything else contained within the Tender Documents, the COUNTY reserves the right, in its sole and unfettered discretion, to reject or accept any Tender, including the right to reject all Tenders. Without limiting the generality of the foregoing, any Tender which a) is incomplete, obscure, irregular or unrealistic. b) is non-compliant in a trivial/immaterial or substantial/material manner, or conditional. c) has erasures or corrections. d) omits a price on any one or more items in the Tender; e) fails to complete the information required in the Tender; f) is accompanied by an insufficient certified cheque, irrevocable letter of credit or by a Bid Bond in an unsatisfactory form, may at the COUNTY’s sole and unfettered discretion be rejected or accepted. Further, a Tender may be rejected or accepted on the basis of the COUNTY’s unfettered assessment of its best interest, which includes the COUNTY’s unfettered assessment as to a Tenderer’s past work performance for the COUNTY or for anyone else or as to a Tenderer’s financial capabilities, completion schedule, or ability to perform the Work, or the COUNTY’s desire to reduce the number of different contractors on the location of the Work at any given time. The COUNTY reserves the right to negotiate after Tender Closing time with the Tenderer that the COUNTY deems has provided the most advantageous Tender; in no event will the COUNTY be required to offer any modified terms to any other Tenderer prior to entering into a Contract with the successful Tenderer and the COUNTY shall incur no liability to any other Tenderers as a result of such negotiation or modification. 17 LAW AND FORUM OF TENDER 17.1 The law to be applied in respect of the Tender Documents and the Contract shall be the law of the Province of Alberta and all civil actions commenced in relation to the Tender Documents or Contract shall be adjudicated by the Courts of the Province of Alberta and by submitting Tenders, Tenderers are taken to have agreed to attorn to the jurisdiction of the Courts of the said Province. 7 18 ACCEPTANCE PERIOD 18.1 The Tender shall be irrevocable and open for acceptance by the COUNTY for the period of time contained in the Invitation to Tender, namely, sixty (60) days following the end of the day of the Tender Closing. The time and date of the Tender Closing is as defined in the Invitation to Tender. TENDER FORM County of Newell TENDER FORM Tender Number: 1TON012025 We, (Company) of (Business Address) having examined the Tender Documents as issued by: the County of Newell (the “COUNTY”), and having visited the site(s) of where the Work is required to be undertaken; hereby offer to enter into a Contract to perform the Work required by the Tender Documents for the Tender Sum as follows: 1. Price (excluding GST) $_____________________ 2. GST $_____________________ 3. Total $_____________________ in Canadian funds, which price includes any specified cash and contingency allowances and the applicable taxes in force at this date and except as may be otherwise provided in the Tender Documents. Appendices to Tender Form: The information required by the Instructions to Tenderers is provided in the attached Appendices and forms an integral part of this Tender. Declarations: We hereby acknowledge and declare that: (a) we agree to perform the Work in compliance with the required completion schedule stated in the Contract; (b) no person, firm or corporation other than the undersigned has any interest in this Tender or in the proposed Contract for which this Tender is made; (c) this Tender is open to acceptance for a period of sixty (60) days from the date of Tender Closing. (d) we hereby acknowledge and confirm that the COUNTY has the right to accept any tender or to reject any or all tenders in accordance with the Instructions to Tenderers; Signatures: Signed and submitted for and on behalf of: Company: (Name) (Street Address or Postal Box Number) (City, Province & Postal Code) Signature: Name &Title: (Please Print or Type) Witness: Dated at this day of , 20 APPENDIX A APPENDIX A Specifications: 1. MANUFACTURER: Year: Specify: ________________________________________ Make: Specify: ________________________________________ Model: Specify: ________________________________________ 2. WHEEL BASE: Min 170” Specify: ________________________________________ Dual rear wheels Specify: ________________________________________ 3. GVWR: Minimum 6364kg (14,000lbs) Specify: ________________________________________ 4. ENGINE CAPACITY: Minimum 6.6 liters Specify: ________________________________________ 5. ENGINE: Diesel Specify: ________________________________________ Minimum 320 HP Specify: ________________________________________ 6. PAYLOAD: (Includes Passenger Weight) Specify: ________________________________________ 7. BODY: Crew Cab (4 full doors) Specify: ________________________________________ 8. BODY INTERIOR: Upholstery - color-keyed cloth Specify: ________________________________________ Floor covering - color-keyed Specify: ________________________________________ vinyl including all season full cover floor mats. APPENDIX A Front seats are captain’s seats Specify: ________________________________________ with center console, for workstation and storage. 9. BODY ACCESSORIES: 12 V Power source Specify: ________________________________________ (2 minimum) Solid rear window Specify: ________________________________________ Dual airbags included Specify: ________________________________________ AM/FM stereo with seek/scan Specify: ________________________________________ auxiliary input and digital clock incl. 4 speakers Bluetooth ready. Capable to Specify: ________________________________________ sync with smart phone. Power windows and locks Specify: ________________________________________ package, including keyless entry. Power tilt and cruise control Specify: ________________________________________ Rearview Camera Specify: ________________________________________ Upfitter switches Specify: ________________________________________ Front tow hooks Specify: ________________________________________ Full cab running boards. Specify: ________________________________________ 10. MIRRORS: Interior - Day & Night Specify: ________________________________________ Outside - two below eye Specify: ________________________________________ level, mirrors, reflective surface 5” x 8”. Both sides include convex mirrors. Extendable tow mirrors Specify: ________________________________________ Heated mirrors Specify: ________________________________________ 11. BUMPERS: Manufacturer’s standard Specify: ________________________________________ front bumper w/ tow hooks APPENDIX A Tow package is built in with Specify: ________________________________________ receiver, 7 pin trailer plug, and trailer brake controller. 12. IGNITION: Shall be an electronic type Specify: ________________________________________ system manufacturer’s standard. 13. COOLING SYSTEM: Cooling system to be protected Specify: ________________________________________ effective to -45oC minimum. Block heater included Specify: ________________________________________ 14. OIL FILTER: Standard full flow type and Specify: ________________________________________ replaceable. 15. TRANSMISSION: Shall be automatic transmission Specify: ________________________________________ Minimum 6 speed Specify: ________________________________________ 16. AIR CLEANER: Shall be manufacturer’s Specify: ________________________________________ standard Air intake has cab filter. Specify: ________________________________________ 17. STEERING & BRAKES: Power assisted steering Specify: ________________________________________ And anti-lock braking Specify: ________________________________________ system (ABS) 18. SUSPENSION & AXLES: Minimum load carrying capacity of axles are: Front: 5000 lb/2270 kg Specify: ________________________________________ Rear (Duals):9000 lb/4090 kg Specify: ________________________________________ APPENDIX A Front sway bar, required Specify: ________________________________________ Limited slip differential on Specify: ________________________________________ rear axle 19. WHEELS & TIRES: Seven (7) aggressive all season Specify: ________________________________________ steel belted radial min 10 ply tires. Part Time four (4) wheel drive Specify: ________________________________________ With shift on demand Front and Rear Mud Flaps Specify: ________________________________________ 20. ALTERNATOR: 160 Amp minimum Specify: ________________________________________ 21. BATTERY: (2) 800 Amp minimum. Specify: ________________________________________ 22. FUEL TANK: 120 L minimum Specify: ________________________________________ Fuel Mileage Specify: ________________________________________ 23. AIR CONDITIONING: Specify: ________________________________________ 24. SAFETY FEATURES: The vehicle must meet the Specify: ________________________________________ provisions of the Canada Motor Vehicle Safety Act and the regulations made there under, which are in effect on the date of manufacture of each vehicle. 25. PAINT: Body exterior white Specify: ________________________________________ APPENDIX A 26. DEALER IDENTIFICATION: Dealer markings and/or Specify: ________________________________________ transfers shall not be applied to vehicles being delivered to the County of Newell. 27. RUSTPROOFING: Undercoating including full Specify: ________________________________________ warranty is mandatory for the quote. 28. MANUFACTURED DECK: 110” in length 96” in Width, ¼” rub rails with Specify: ________________________________________ reflective tape and stake pockets (2” x 3 ½”) Min- 3/16” checker plate on Specify: ________________________________________ deck 4” main sills, 16” o/c cross sills Specify: ________________________________________ Headache rack contoured to Specify: ________________________________________ cab for better visibility from mirrors. Top half see through for review mirror visibility Contoured rear apron with Specify: ________________________________________ Built in 3” Receiver hitch Specify: ________________________________________ 20-22” from ground w/2” Insert. Sealed framework Specify: ________________________________________ (keep out moisture) Back-up Alarm installed Specify: ________________________________________ Rearview camera connected to screen in cab Specify: ________________________________________ Trailer Tow Package Specify: ________________________________________ Appropriate light Package (LED) Specify: ________________________________________ Color-Black Specify: ________________________________________ APPENDIX A 18”x18”x36” underbody box Specify: ________________________________________ (passenger side) installed 6” back from the front of deck To accommodate a spray nozzle Step (driver’s side) w/grab bar Specify: ________________________________________ on headache rack (height-1/2 distance deck to ground, width 12”, depth of step 3”) 29. STATE OF EQUIPMENT ON DELIVERY: The complete unit produced to Specify: ________________________________________ this purchase specification shall be thoroughly tested and inspected from an appearance and operational standpoint unless specifically stated otherwise, the unit shall be delivered in condition for immediate use. Prior to delivery, it shall be the responsibility of the Quoter to lubricate and service the vehicle with fuels, lubricants, coolant and associated products as recommended by the Manufacturer. for the satisfactory operation of the unit being delivered. 30. WARRANTY: The Quoter shall supply Specify: ________________________________________ factory warranty Manufacturer’s warranty Specify: ________________________________________ (including corrosion warranty) and descriptive literature shall accompany the quote documents. One (1) owner’s manual for Specify: ________________________________________ vehicle shall be supplied. One (1) maintenance repair Specify: ________________________________________ manual shall be supplied. 31. DELIVERY: Unit shall be delivery to Specify _________________________________________ County of Newell 183037 Range Road 145 Brooks, AB, T1R 1B2 APPENDIX A Two (2) complete sets of key Specify: ________________________________________ Fobs shall be supplied on delivery. ADDENDA Please feel free to include additional information up to five (5) single sided pages. All available manufacturer literature and warranty information will also be included and not count towards the five (5) pages of additional information.