MANITOBA REFERENCE NUMBER: MB-MBPB-AAT-00143
ISSUING DEPARTMENT: Procurement and Supply Chain
DATE ISSUED: 29/04/2024
ISSUED BY: Gurjeet Kharay
TELEPHONE: 431-336-6413
The Government of Manitoba (Manitoba) is requesting bid submissions for
the Supply & Delivery of GEOTAB GPS Vehicle Location System for Vehicle
and Equipment Management Agency (VEMA) for the term period of three (3)
years, with an option in favor of the procuring entity to extend the
contract on the same terms and conditions for an additional term of up
to two (2) years maximum of one (1) year each.
NOTE:
For INFORMATION or item clarification, if required<(>,<)>
CONTACT: Gurjeet Kharay
Email: bids@gov.mb.ca (Enquiry only)
Please contact the individual noted above if additional information or
clarification is required on the following items.
F.O.B Destination, Freight Prepaid to:
DELIVERY ADDRESS:
Vehicle and Equipment Management Agency (VEMA)
626 HENRY AVE
WINNIPEG MANITOBA
R3A 1P7
Invoice Address:
Same as delivery address
Delivery in ___ working days or ____weeks from receipt of the order.
GENERAL TERMS & CONDITIONS:
This RFQ is subject to the Manitoba General Terms and Conditions:
https://www.gov.mb.ca/central/psc/pubs/form/MB_terms_conditions.pdf
The purchase order to be issued to the top ranked Vendor(s) is subject
to the Manitoba Purchase Order Terms and Conditions: https://www.gov.mb.
ca/central/psc/pubs/form/Manitoba_PO_Terms_Conditions.pdf
SUBMISSION TERMS AND CONDITIONS:
The Bid MUST be signed by a representative of the Bidder with the
authority to bind the Bidder. The name and title of the representative
signing the Bid should also be printed below their signature.
Vendor's e-mail address: (if available) ____________________
Quantity clarification: quantity listed contains 2 or 3 decimals.
_________________________________________________________________________
ITEM QTY DESCRIPTION DELIVERY
NO. DATE
========================================================
ITEM 10 01/08/2024
1.00 Each GSIN: N5825MATERIAL: 50493
GPS, AS DESCRIBED BELOW:
A global positioning/automatic vehicle location (GPS/AVL) telematics
tracking system is required for approximately 3000 units. The quantity
of vehicles may increase or decrease over the length of the agreement.
The device and software must be able to track and provide updated
vehicle position and movement within the province of Manitoba, including
all roadways north of the 53rd parallel which include both permanent
roads and temporary winter ice roads.
All VEMA's light and heavy-duty equipment with GEOTAB hardware. To
minimize unnecessary cost and down time it is imperative that VEMA does
not switch the brand/hardware.
REQUIREMENTS ARE FUNCTIONS SUCH AS:
- vehicle id number
- odometer reading
- trip history
- hard accelerating
- idle time
- fuel usage
- hard braking
- speeding
- identifies harsh braking events.
- location
- harsh cornering
- impact
- battery voltage
- ability to access diagnostic codes.
- software/hardware must be able compatible with trailers and
light and heavy-duty equipment and off-road equipment.
- hardware and software to operate on 4g and 5g networks.
- operating temperature: device must be able to operate in - 40°c to
80°c conditions.
- operating voltage: 8v to 36v.,,
- operating mode: 50 - 500ma (engine running).
- sleep mode: 3 ma.
- password secure web-based software # the product offered must be
capable of instant tracking location requests and providing as a
minimum, information on the following.
- system must be able to accurately track and be able to provide real
time information for vehicles that travel south and north of the 53rd
parallel within the province of Manitoba (ie Thompson Manitoba and
winter ice road networks
Required Support Clause:
In addition to supply, delivery, and installation of the Automatic
Vehicle Locators (AVLs), the vendor shall provide support and training
services to ensure the successful implementation and ongoing utilization
of the AVLs across VEMA#s fleet.
The support and training services shall include but not limited to the
following:
1.,,Technical Support: The vendor shall provide ongoing technical
support to address any issues or concerns related to the AVL devices,
Geotab, or integration with existing systems. This support shall be
accessible via multiple channels, including phone calls, emails, and
physical visits, where and when required.
2.,,Training: The vendor shall develop and deliver tailored training
programs for staff members involved in AVL utilization, as and when
required. These training programs shall cover topics such as navigating
the Geotab portal, troubleshooting device issues, and best practices for
optimizing AVL functionality.
3.,,Product Manuals and Documentation: When required, the vendor shall
provide access to user manuals, guides, and documentation for reference
and educational purposes. These materials shall be clear, concise, and
updated regularly to reflect any changes or enhancements to the AVL
system.
4.,,Ongoing Updates and Maintenance: The vendor shall proactively
provide updates and related services to keep the AVL system running
smoothly and securely. This includes promptly addressing software bugs,
security vulnerabilities, or performance issues.
Dedicated Account Manager: The supplier shall assign a dedicated account
manager to serve as VEMA#s primary point of contact. The account manager
shall coordinate support requests<(>,<)>
VEMA SPECIAL INSTRUCTIONS:
ALL DELIVERIES SHALL BE COMPLETED WITHIN TEN (10) WORKING DAYS FROM THE
DATE OF THE REQUEST OFF THE CONTRACT.
DELIVERIES WILL ONLY BE ACCEPTED BETWEEN MONDAY TO FRIDAY 8:00AM -
3:30PM CENTRAL STANDARD TIME.
IT SHOULD BE NOTED THAT THERE IS NO GUARANTEE OF BUSINESS, HOWEVER THE
FOLLOWING QUANTITIES SHOWN ARE APPROXIMATE AND MAY VARY MORE OR LESS.
ANY UNUSED PORTION AS OF THE END OF THE CONTRACT SHALL BE CONSIDERED
CANCELLED.
F.O.B. DESTINATION (UNIT PRICES, INCLUDE ALL NECESSARY CHARGES E.G.
FREIGHT, INSURANCE HANDLING ETC)
THE AMOUNT CHARGED PER SHIPMENT WILL BE $ NIL.
- NO MINIMUM INVOICING OR DELIVERY CHARGES TO APPLY.
- FULL CREDIT ON ALL RETURNED PARTS THAT ARE IN NEW SALEABLE CONDITIONS
(NO RESTOCKING OR PENALTIES)
- DISCOUNT IS FIRM FOR DURATION OF CONTRACT.
- THE VENDOR IS NOT TO SHIP ANY ITEM UNTIL A SEPARATE RELEASE PURCHASE
ORDER HAS BEEN ISSUED BY VEHICLE AND EQUIPMENT MANAGEMENT AGENCY (VEMA)
BY AUTHORIZED PERSONNEL EITHER VERBALLY, BY FAX OR MAIL. EACH RELEASE
PURCHASE ORDER WILL HAVE A SPECIFIC REFERENCE NUMBER.
========================================================
ITEM 20 01/08/2024
1.00 Each GSIN: U099YMATERIAL: 98911010
Training & Technical Support
========================================================
ITEM 30 01/08/2024
1.00 Dollar GSIN: JX999MATERIAL: 98935099
MAINTENANCE & UPDATES
========================================================
QUOTATION EVALUATION:
Generally, the lowest overall price of an acceptable item(s) in
accordance with the terms & conditions of the RFQ will be awarded the
order.
Quotations will also be evaluated based on suitability of unit offered
compared to the end user's needs, product specifications, delivery,
warranty, price, quality of the bidder's performance in past awards and
any other terms & conditions indicated on this RFQ.
Each product offered will be considered individually, however, the
intent is to award this RFQ to one supplier in total (if possible and
economic to Manitoba) therefore bidders should quote on all items if
possible. (Economic evaluation to be at Manitoba's sole discretion)
Failure to provide adequate information to evaluate the item offered may
be cause for rejection of your quote by the Manitoba Government
(Manitoba). Suitability selection to be at Manitoba's sole discretion.
QUALITY / ACCEPTABILITY
All products supplied are subject to inspection prior to acceptance.
Manitoba reserves the right to reject any products, after final
inspection that does not meet the specification requested.
PRODUCT OFFERED:
The product offered must meet the requirements and expectations for its
intended use.
If it is your intention to offer an item, which does not meet all the
specs/description as outlined, then you must indicate all intended
deviations or changes on the return quote.
Please indicate:
Manufacturers Name__________
Brand Name______________
Product / Style Number ________
Bidders catalogue/reference number (if applicable) ___________
NOTE: If any of the above items/features are accessories that are to be
included and installed prior to delivery. It is the supplier's
responsibility to test all systems to ensure they are functioning
properly prior to delivery.
DELIVERY Address:
Vehicle and Equipment Management Agency (VEMA)
626 HENRY AVE
WINNIPEG MANITOBA
R3A 1P7
Invoice Address:
Same as delivery address
(Unit prices include all necessary charges e.g., freight, insurance,
handling etc.)
If any charges are not included, please explain in detail any/all
charges that will be extra to the unit prices quoted and that will be
charged on the invoice.
PRODUCTS/BRANDS:
Brand names, where indicated, are shown for reference purposes only and
are not intended as endorsement of a particular product.
AUTHORIZED VENDOR:
Manitoba reserves the right, prior to any contract award, to secure
evidence to Manitoba's satisfaction that any bidder is the manufacturer,
or an authorized distributor, dealer or retailer of the goods offered
and is authorized to sell these goods in Manitoba, Canada and upon
request will provide Manitoba with written evidence thereof.
WARRANTY:
MANUFACTURER'S WARRANTY:
State warranty of units offered (as applicable to Manitoba's use).
(Manitoba's use would usually be considered commercial application not
consumer)
Product _________ months OR _______ years
Labor _________ months OR _______ years
Parts _________ months OR _______ years
Please note: During the period of the warranty offered, all labor,
transportation, parts, surcharges including shipping and brokerage will
be included. The Province of Manitoba "will not" pay additional charges
while the item(s) offered are under the above stated warranty.
Potential costs associated with the location of warranty service might
be used in the evaluation of this quote.
If the warranty offered is the Vendor's warranty in combination with or
in place of the Manufacturer's warranty then a complete explanation must
be provided.
WARRANTY SERVICE/LOCATION:
Is warranty service provided on site at our premises?
Yes___ or No____
If no, indicate the location the unit must be sent to for manufacturer's
certified and/or approved warranty service.
Company name_______________________
Location (city & province) ______________
Do you have a toll-free phone number for warranty service?
Yes______ or No______
IF YES PLEASE PROVIDE: ________________________
AFTER WARRANTY SERVICE:
Is after warranty service provider the same as above?
Yes ___ or No_____
If No, please advice
Company name_______________________
Location (city & province) ______________
ACCOUNTS RECEIVABLE ADDRESS:
Due to our computerized accounts payable system please advise if your
invoice address (accounts receivable) is the same as the address for
orders / quotes shown above
YES ____ or NO ______
If NO provide complete details i.e. box, street address, city, province,
postal code, etc. _________________
MANITOBA'S RETAIL SALES TAX LICENSE:
Are you licensed by Manitoba Finance to collect and remit?
Manitoba's Retail Sales Tax
YES_____ or NO_____
If NO disregard the following paragraph.
MANITOBA'S RETAIL SALES TAX
Is the product(s) offered subject to Manitoba's Retail Sales Tax?
YES____ or NO _____
If the quote consists of both taxable (T) and non-taxable (NT) items
please indicate T or NT opposite each item offered.
PAYMENT TERMS:
Manitoba will consider Early Payment Terms. Manitoba's standard payment
term is net thirty (30) days.
The Bidder shall specify their standard invoice term:
_____________________________
Is there any applicable discounts for early payment?
Yes _____ No _____ Initial __________
If yes, please specify:
_____________________________________________________
Does your early payment clause appear on your invoice?
Yes _____ No _____ Initial __________
YOUR QUOTATION REFERENCE (if applicable) _________.
Proposed Delivery Address:
Vehicle and Equipment Management Agency (VEMA)
626 HENRY AVE
WINNIPEG MANITOBA
R3A 1P7
TENDERS TO BE RETURNED TO:
MERX Electronic Bid Submission www.MERX.com
