HomeMy WebLinkAbout2025-01-10 3/4 Ton 4x4 Full Crew Cab 6.5' Box Truck
2025
REQUEST FOR TENDER
2025 ¾ Ton 4x4 Full Crew Cab
6.5’ Box Truck
County of Newell
Issue Date: January 10, 2025
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Invitation to Tender
County of Newell
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INVITATION TO TENDER / ADVERTISEMENT
Sealed Tenders
for:
Two – 2025 ¾ Ton 4x4 Full Crew Cab 6.5’ Box Trucks
(the “Project”)
Tender Number: 2025 Crew Cab Trucks
Will be received
by:
Email
at:
municipalservices@newellmail.ca
Attention: Terry Schroeder, Manager of Operations
Time and date for Tender Closing is:
2:00:00 p.m. MST on January 23rd 2025
(the “Tender Closing”)
1. The work to be undertaken generally involves, but is not necessarily limited to:
Supply Two (2) – 2025 ¾ Ton 4x4 Full Crew Cab 6.5’ Box Trucks (the “Work”) as set
out on the list specifications described in Appendix “A”
2. The COUNTY’s consultant for the Project is Terry Schroeder, Manager of Operations.
3. The Successful Bidder shall achieve substantial performance of the Work for the Project by
September 30th, 2025
4. All written inquiries regarding the technical aspects of the specifications for the Work shall
be emailed to municipalservices@newellmail.ca Attention: Terry Schroeder, Manager of
Operations, 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.
Telephone inquiries will not be replied to.
5. Submission of a tender by a Bidder gives the COUNTY the right to require the Bidder to
execute the contract to perform the Work 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may not be withdrawn after the Tender Closing and will be irrevocable and open for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) following the end of the day of the
Tender Closing. The Successful Bidder will be notified by email of the award of the Tender.
{B2220710.DOC;1}2024-12-17 2500 truck tender-Instructions
INSTRUCTIONS TO
TENDERERS
County of Newell
{B2220710.DOC;1}2024-12-17 2500 truck tender-Instructions
INSTRUCTIONS TO TENDERERS
1 BACKGROUND
1.1 The County of Newell (the “COUNTY”) is seeking tenders for Two – 2025 ¾ Ton 4x4
Full Crew Cab 6.5’ Box Trucks (the “Work”) as more particularly set out in Appendix
“A” attached to these Instructions to Tenderers
1.2 The COUNTY will receive tenders until 2:00:00 p.m. MST on January 23rd, 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 and will be emailed to municipalservices@newellmail.ca
Attention: Terry Schroeder, Manager of Operations.
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
irrespective of irregularities whether of a trivial nature, or whether the Tender is
noncompliant in a trivial 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.
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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 received by Terry Schroeder, Manager of
Operations of the COUNTY prior to the Tender Closing. Any withdrawal, modification
or clarification of the Tender must be followed by an email of confirmation, emailed to
municipalservices@newellmail.ca Attention: Terry Schroeder, Manager of
Operations 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 Appendices as follows:
• Appendices A-Specifications
o Contract, an email will be sent to the successful Tenderer.
(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.
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.
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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 supersede 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
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
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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 COMMENCEMENT AND COMPLETION OF WORK
9.1 The Successful Tenderer shall commence the Work within 10 working days after
receipt of the Letter of Intent from the COUNTY and shall complete the Work by the
dates specified in the Contract September 30th, 2025.
10 SUCCESSFUL TENDERER
10.1 Award of Contract by the COUNTY occurs once the Tenderer receives a Letter of
Intent duly executed by Terry Schroeder, Manager of Operations of the COUNTY
after Terry Schroeder, Manager of Operations has been duly and legally authorized
by the COUNTY to send such Letter of Intent.
11 TENDER EVALUATION CRITERIA
11.1 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.
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:
The criteria and the maximum number of points for each criterion are as follows:
1. Price 30 points
• Competitiveness of the proposed pricing
2. Specification Requirements Compliance 30 points
• Compliance with specifications
3. Operator Preference 30 points
• The County will consider the preference of the designated operator(s).
4. In Stock/Immediate Availability 10 points
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• Preference given to in stock/immediate availability over factory orders.
Total Points 100 points
11.2 The Tenderer shall communicate the existence and effect of the Deeming Order to all
of its employees, directors, proprietors, partners or employees.
11.3 The COUNTY will reject any Tender which fails to comply with the provisions set out
in Article 11
12 REGISTRATION
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.
13 TENDERS EXCEEDING BUDGET
13.1 In addition to the rights contained within Article 13 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.
13.2 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 11 Tender
Evaluation Criteria.
13.3 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 13.1 and 13.2 herein.
13.4 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:
13.4.1 All statements made by either side in the course of negotiation are without
prejudice and confidential;
13.4.2 In particular, the COUNTY’s attempt to negotiate with such Tenderer does
not constitute a rejection of its Tender; and
13.4.3 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
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an altered scope of work. In no event will the COUNTY be obliged to
disclose the amount budgeted for the Work.
14 AGREEMENT ON INTERNAL TRADE AND TRADE, INVESTMENT AND LABOUR
MOBILITY AGREEMENT
14.1 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.
15 ACCEPTANCE OR REJECTION OF TENDERS
15.1 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.
16 LAW AND FORUM OF TENDER
16.1 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.
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17 ACCEPTANCE PERIOD
17.1 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
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Appendix A
Specifications for 2025 ¾ Ton 4x4 Full Crew Cab 6.5’ Box Truck
1. MANUFACTURER:
Year: Specify: _________________________
Make: Specify: _________________________
Model: Specify: _________________________
2. WHEELBASE:
Minimum 149 inch. Specify: _________________________
3. GVWR:
Minimum 2812 kg (6,200lbs). Specify: _________________________
4. ENGINE CAPACITY:
Minimum 6.2 liters (Gas). Specify: _________________________
5. ENGINE:
Minimum 350 HP. Specify: _________________________
6. PAYLOAD:
(Includes Passenger Weight 872kg
/1924 lb. Min). Specify: _________________________
7. BODY:
Crew Cab (4 full doors). Specify: _________________________
Box length Min 6.5’- Max 6.8’. Specify: _________________________
Front tow hooks Specify: _________________________
Sprayed box liner continued over rails
cover floor mats. Specify: _________________________
6 Inch full cab running boards. Specify: _________________________
Front and Rear Mud Flaps. Specify: _________________________
8. BODY INTERIOR:
Upholstery - color-keyed cloth Floor
covering - color-keyed vinyl including
all season full cover floor mats. Specify: _________________________
Front seats are heated captain’s seats
with center console, for workstation
and storage. Specify: _________________________
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Dual airbags included. Specify: _________________________
AM/FM stereo with seek/scan, auxiliary
input and digital clock incl. 4 speakers
Bluetooth ready. Capable to sync with
smart phone. Specify: _________________________
Power windows and locks package,
including keyless entry. Specify: _________________________
Back up Camera. Specify: _________________________
Power tilt and cruise control. Specify: _________________________
9. MIRRORS:
Interior - Day & Night. Specify: _________________________
Outside - two below eye level, mirrors,
reflective surface 5” x 8”. Both sides
include convex mirrors. Specify: _________________________
Extendable tow mirrors. Specify: _________________________
Heated mirrors. Specify: _________________________
10. BUMPERS:
Manufacturer’s standard front bumper with
tow hooks. Specify: _________________________
Tow package is built in with receiver, 7
pin trailer plug, and trailer brake controller. Specify: _________________________
11. IGNITION:
Shall be an electronic type system
manufacturer’s standard. Specify: _________________________
Remote Starter Included. Specify: _________________________
12. COOLING SYSTEM:
Cooling system to be protected effective
to -45oC minimum. Specify: _________________________
Block heater included. Specify: _________________________
13. OIL FILTER:
Standard full flow type and replaceable. Specify: _________________________
14. TRANSMISSION:
Shall be automatic transmission
Minimum 6 speed w/overdrive. Specify: _________________________
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15. AIR CLEANER:
Shall be manufacturer’s standard. Specify: _________________________
Air intake has cab filter. Specify: _________________________
16. STEERING & BRAKES:
Power assisted with anti-lock braking
system (ABS). Specify: _________________________
17. SUSPENSION & AXLES:
Minimum load carrying capacity
of axles are:
Front: 1723 kg/3800 lb. Specify: _________________________
Rear: 1701 kg/3750 lb. Specify: _________________________
Front sway bar, required. Specify: _________________________
Limited slip differential on rear axle. Specify: _________________________
18. WHEELS & TIRES:
Five (5) Toyo M55 tires Specify: _________________________
Part Time four (4) wheel drive
with shift on demand. Specify: _________________________
19. ALTERNATOR:
100 Amp minimum. Specify: _________________________
20. BATTERY:
600 Amp minimum. Specify: _________________________
21. FUEL TANK:
98 L minimum. Specify: _________________________
Fuel Mileage (l/100km). Specify: _________________________
23 HEAT & AIR CONDITIONING:
Equipped with heat and air
Conditioning. Specify: _________________________
22. SAFETY FEATURES:
The vehicle must meet the 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, which are in effect on the date. Specify: _________________________
23. PAINT:
Body exterior, white. Specify: _________________________
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Any painted portion of vehicle prone to
stone chipping will be covered with
3M Protective Film or another similar
product. (Hood, back of mirrors, etc.) . Specify: _________________________
24. DEALER IDENTIFICATION:
Dealer markings and/or transfers shall not
be applied to vehicles being delivered to
the County of Newell. Specify: _________________________
25. RUSTPROOFING:
Undercoating including full warranty is
mandatory for the quote. Specify: _________________________
26. STATE OF EQUIPMENT ON DELIVERY:
The complete unit produced to 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 lubricants and
associated products as recommended by
the Manufacturer for the satisfactory
operation of the unit being delivered. Specify: _________________________
27. WARRANTY:
The Tenderer shall supply factory warranty. Specify: __________________________
28. DELIVERY:
Units shall be FOB to:
County of Newell
183037 Rge Rd 145
Brooks, AB, T1R 1B2
ADDENDA
Please feel free to include additional information up to five (5) single pages. All available
manufacturer literature and warranty information will also be included and will not count towards
the five (5) pages of additional information.
{B2220717.DOC;1}
TENDER FORM
County of Newell
{B2220717.DOC;1}
TENDER FORM
Tender Number: 2025 Crew Cab Trucks
Tender Title: Two – 2025 ¾ Ton 4x4 Full Crew Cab 6.5’ Box Trucks
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. One (1) 2025 ¾ Ton 4x4 Full Crew Cab 6.5’ Box Truck $_____________________
2. One (1) 2025 ¾ Ton 4x4 Full Crew Cab 6.5’ Box Truck $_____________________
3. Sub-Total Two (2) Units (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.
{B2220717.DOC;1}
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;
Signatures:
Signed, seated and submitted for and on behalf of:
Company: (Name)
(Street Address or Postal Box Number)
(City, Province & Postal Code) (Apply SEAL above)
Signature:
Name &Title:
(Please Print or Type)
Witness:
Dated at this day of , 20