HomeMy WebLinkAbout2023 Request for Tender - Minibus
2023
REQUEST FOR TENDER
Wheelchair Accessible Mini Bus
County of Newell
Issue Date: July 21, 2023
Invitation to Tender
County of Newell
INVITATION TO TENDER / ADVERTISEMENT
Sealed Tenders
for:
2023 WheelChair Accessible Minibus
(the “Project”)
Tender Number: Minibus-2023
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 MST on September 12, 2023
(the “Tender Closing”)
1. The work to be undertaken generally involves, but is not necessarily limited to:
Delivery of a 2023 Wheelchair Accessible Minibus (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 minibus 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 Mrs. Shannon Biette, Corporate Services Supervisor, 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 minibus 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may not be withdrawn after the Tender Closing and will be irrevocable and open for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 2023 Wheelchair
Accessible Minibus (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 MST on Tuesday,
September 12, 2023 (“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
2023 Minibus
183037 Range Road 145
Brooks, AB
T1R 1B2
Attention: Shannon Biette, Corporate Services 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
irrespective of irregularities whether of a trivial substantial nature, or whether the
Tender is noncompliant in a trivial substantial manner.
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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 Mrs. Shannon Biette,
Corporate Services 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.
3.4.1 The County of Newell is requesting pricing on the trade in value of
one (1) 2016 Turtle Top Terra Transit Ford E350 Bus. This is an option
that the County requests but will not be used as part of the tender
award. If the County determines the trade in value warrants the trade,
the County will make that arrangement with the successful applicant.
Submitting an option for trade value does not guarantee the trade in
will be completed.
3.4.2 The trade in Turtle Top Terra Transit Form E350 Bus option can be
viewed at the County of Newell facility. Please contact Shannon
Biette.
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.
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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.
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
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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
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. Layne Johnson, Director of Corporate Services of the
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COUNTY after Mr. Layne Johnson, Director of Corporate 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.
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 40 points
2. Specification Details 40 points
3. Delivery Terms 20 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:
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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.
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.
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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.
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:
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. Trade (optional) $_____________________
3. GST $_____________________
4. 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, sealed 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
Cabin Information Specify
Aisle Width - minimum of 16 inches
Passenger leg room - minimum of 28" seat pitch
Automatic or manual door locks
Backup alarm
Backup camera equipped – mandatory (blind spot assist system)
Cabin cage construction details – frame material, interior and
exterior surface, materials, insulation materials and rated R value
Cabin passenger window information – ventilation opening and
tinted windows mandatory, provide details on glass type
Cabin width – Max 96 inches
Cup holder in close reach of drivers seat, USB Charger(s)
Defrost fan mounted in driver area
Door - rear entrance door required. Manually locks from outside,
switch by driver, no window
Driver interior mirror (school bus style mirror for driver to view
passengers)
Driver seat information – Air Ride
Emergency exits information – locations, opening sizes, activation
control information, roof exit mandatory
Entrance (main passenger) door opening dimensions/style and
details
Entrance step lighting
Equipped with driver air bag
Flooring and wall covering - vinyl
Handles on both sides of step to grip while on/off boarding
Handrails - location of standard equipped handrails and other
passenger mobility/stability features
Heated entrance floor/steps - mandatory
Appendix A
Interior cabin heat and A/C system details – including air
circulation system information, ie vent locations: front, mid cabin
and back for even distribtion. (A/C min 70K BTU)
Interior cabin lights, run length of bus – provide details
Interior floor to ceiling height
Interior wheel chair restraint system information
Intermittent wipers
Lock and unlock ability via switch for back door and wheelchair
access - mandatory
Overhead storage bins
Passenger capacity – 12 ambulatory plus 2 wheel chair (provide
floor plan)
Passenger door opens with and without power on
Passenger Seats – fabric covering, high back coach style
equipped with arm rests and seat belts, map pockets on back for
next passenger
Rear view mirror package information – heated exterior mirrors
Running board - driver side
Safety panel - a driver modesty panel behind driver and infront
of first passenger
Step – maximum distance from ground to first step is 10 inches,
include dimensions for rise, tread, width
Stereo system information – including speaker location details and
AM/FM stereo radio
Storgage compartment over driver
Tilt steering
Tow hooks - front and back, mandatory
Wheelchair lift required – provide details regarding lift capacity,
control system, entrance door details, etc Minimum 800 lbs
Appendix A
Optional Features
Exterior finish options with associated additional costs if any
Interior finish options with associated additional costs
Bluetooth, provide details
USB charger outlet for passenger seats
Chassis and Power Train - Specifications
6 litre gas powered engine – minimum size
Automatic transmission (list specifications)
Minimum fuel tank capacity – 40 Gallons
Electrical system details:
Parking brake system – Activation and release system details
Vehicle brake system – Anti lock brakes
Exterior light package – provide full details
Horn system – provide details
Back up alarm – included
Cruise control required
Tire specs – Include brand and tire specifications
Front axle load capacity - provide details
Real axle load capacity - provide details
Requested length – 24 feet minimum
Exhaust system - vented on driver side (provide details)
Equipped with engine shut down alarm YES/NO
Warning light and sensor package information
Suspension system information (provide details)
State of Equipment on Delivery:
Appendix A
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 fuels, lubricants, coolant and associated
products as recommended by the manufacturer for the
satisfactory operation of the unit being delivered.
Warranty
The Quoter shall supply factory warranty
One (1) maintenance/service manual to be supplied
Delivery
Unit shall be FOB to:
County of Newell
183037 Range Road 145
Brooks, AB T1R 1B2