TENDER NUMBER- PROTSVCS - 2020/001
FOR SUPPLY AND DELIVERY OF
ONE (1) WATER TENDER/TANKER
FIRE APPARATUS in 2020
WITH OPTION TO AWARD
FOR SUPPLY AND DELIVERY OF
ONE (1) WATER TENDER/TANKER
FIRE APPARATUS IN BOTH 2021 and 2022 SUBJECT TO RESPECTIVE COUNTY BUDGET APPROVALS
INSTRUCTIONS TO BIDDERS
GENERAL INSTRUCTIONS
1. FORM OF TENDER
All tenders must be submitted on the TENDER FORM and must include:
• Vehicle/Equipment Specifications/Compliance (duly completed).
• Any Addendums that may be issued regarding the Tender.
• Manufacturer’s Specifications/Warranty/Brochure Documents, if applicable.
Tenders must be submitted in a sealed envelope/box that is clearly marked with the Tender Title and Number, as well as the full legal name and return address of the Bidder.
At any time prior to the Closing, Tenders may be withdrawn or amended by the Bidder. Any amendment or withdrawal of a Tender must be submitted in the same manner as the initial Tender.
At the sole discretion of Sturgeon County(the County), any additional information that is deemed to be necessary for the Bidders will be communicated by way of addenda and distributed in the same manner as the Tender Documents. It is the sole responsibility of the Bidder to register with the County as a potential Bidder in order to ensure delivery of any addendums. Potential Bidders must register with the County by providing their complete name, address and other relevant contact information in phone or by Fax or Email to:
Pat Mahoney
Fire Chief/Manager of Protective Services
Sturgeon County
9613-100 Street
Morinville, Alberta T8R 1L9
(T) 780-939-8411
(F) 780-939-8420
pmahoney@sturgeoncounty.ca
2. CLOSING
Tender submissions must be received in a sealed envelope/box by:
TENDER PROTSVCS 2020/001- Water Tender/Tanker Fire Apparatus (1) in 2020 with option to award for supply and delivery of one (1) Water Tender/Tanker Fire Apparatus in both 2021 and 2022, subject to respective County budget approvals.
Pat Mahoney
Fire Chief/Manager of Protective Services
Reception Counter, Sturgeon County Center,
9613-100 Street, Morinville, Alberta T8R 1L9
On or before the official closing which is as follows: 12:00 pm local time, Thursday January 16, 2020.
Time shall be conclusively determined for all purposes of this tender process by the clock located at the Reception Center Counter.
3. ELECTRONIC SUBMISSIONS
Electronically transmitted submissions (Facsimile, e-mail, etc.) will NOT be accepted for this Tender.
4. OPENING
There will be a public opening of the Tenders for the purposes of registering the bids. A subsequent evaluation of the bids will be conducted administratively by staff members of Sturgeon County, and at a time subsequent to the opening of the Tenders.
5. LATE SUBMISSIONS
Tenders received after the official closing time will not be considered during the selection process and will be returned unopened to the Respective Bidder.
6. RIGHT TO ACCEPT OR REJECT TENDERS
As it is the purpose of the Owner to obtain the Tender most suitable and most advantageous to the interest of Sturgeon County, notwithstanding anything else contained within the Instructions, Sturgeon 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 non-complaint or conditional, Sturgeon County also reserves the right to negotiate after the official closing time with the Bidder that Sturgeon County deems has provided the most advantageous Tender; in no event will Sturgeon County be required to offer modified terms to any other Bidder and Sturgeon County shall incur no liability to any other Bidder as a result of such negotiation or as a result of entering into a contract with the most advantageous Bidder.
7. IRREVOCABILITY OF TENDERS
Bidders are advised that Tenders, including price, are open for irrevocable and open for acceptance by Sturgeon County for a period of ninety (90) days from the date of closing of the Tender.
8. LIMITATION OF LIABILITY
By submitting a Tender, each Bidder agrees that any claim that the Bidder may have against Sturgeon County (and its employees, agents and elected officials) for damages, losses, or expenses or for any other legal relief, arising, directly or indirectly, in relation to this tender process (whether in contract, tort, or other legal theory) is limited to an amount equal to the Bidder’s actual and reasonable costs in preparing its Tender. For clarity, each Bidder specifically waives as against Sturgeon County (and its employees, agents, and elected officials) any claim for consequential or indirect damages, loss of profit, loss of opportunity, judicial review or injunctive relief.
9. SUPPLEMENTAL INFORMATION AND CLARIFICATION
Sturgeon County reserves the right to request supplemental information or clarification to documentation provided in the Tender submission. Such information subsequently provided to Sturgeon County will be incorporated into the Bidder’s Tender submission.
10. RESPONSIBILTY FOR DAMAGES
The successful Bidder will indemnify and save harmless Sturgeon County from and against all claims, demands, loss, cost, damages, actions, suits or other proceedings by whomsoever made, brought or prosecuted by, or attributed to any such damages, injury or infringement as a result of activities under this Tender or the Contract contemplated by this Tender.
11. REGULATION COMPLIANCE AND LEGISLATION
The successful Bidder will ensure all services and products provided in respect to this Contract are in accordance with, and under authorization of all applicable authorities, Municipal, Provincial and Federal Regulations.
12. CONFIDENTIALITY
All information provided by or obtained from Sturgeon County in any form in connection with this Tender, either before or after the issuance of the Tender is the sole property of Sturgeon County and must be treated as confidential; is not to be used for any purpose other than responding to this Tender and in the performance of any subsequent Contract; must not be disclosed without the prior written consent from Sturgeon County; and shall be returned to Sturgeon County immediately upon the request of Sturgeon County.
13. A Bidder may not at any time directly or indirectly communicate with the media in relation to this Tender or any Contract awarded pursuant to this Tender without first FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY
Information provided by the Bidder may be released in accordance with Freedom of Information Act. Subject to the following, the all Tenders shall remain confidential and subject to the security of Sturgeon County. However, the Bidders hereby consent, and acknowledge by submitting the Tender that:
i. Each Tender shall be opened at the designated public opening for the Tender, and the County may disclose to the public the name of the bidder and the total Tender price; and
ii. After the successful Bidder is selected, the names of all Bidders and their total Tender Price, whether successful or unsuccessful, may be released upon request pursuant to the provisions of the Municipal Government Act.
14. INSURANCE
The Bidder that may be chosen to enter into a Contract contemplated by this Tender, herein referred to as the Supplier, may be required to provide proof of insurance on the terms set out below, and the coverage shall be paid for by the Supplier.
Comprehensive General Liability Insurance- which coverage shall include premises and all operations liability to be performed by the Supplier, his/her employees, and/or agents. This insurance coverage shall be subject to limits of not less than Five Million Dollars ($5,000,000) inclusive per occurrence for bodily injury, death and damage to property including loss of use thereof for any one occurrence.
Standard Automobile and Non-Owned Automobile Liability Insurance- Which shall protect against all liability arising out of the use of owned or leased vehicles, use by the Supplier, its employees or agents. The limits of liability for both owned and non-owned vehicles shall not be less than Two Million Dollars ($2,000,000) per occurrence.
Professional Liability Insurance- on the amount of not less than Two Million Dollars ($2,000,000) per occurrence.
15. REQUIREMENT TO ENTER INTO CONTRACT
If Sturgeon County accepts a Tender, the Bidder agrees to enter into a contract with Sturgeon County, in a form satisfactory to Sturgeon County, containing the terms that reflect the Tender, the General Instructions and Special Instructions. Specifically, the Bidder Agrees to duly execute such contract and return it to Sturgeon County within 14 (fourteen) days of receipt of the contract from Sturgeon County; in the event that the successful Bidder fails to do so, the successful Bidder shall be liable to Sturgeon County for all losses and damages arising therefrom.
SPECIFIC CONDITIONS
1. DELIVERY
Sturgeon County requires delivery of complete vehicle/equipment and any ancillary equipment stated in the list of specifications, as soon as possible of award of the tender. Quote price F.O.B. 9613-100 Street, Morinville, Alberta T8R 1L9. Indicate lead-time for delivery on the Schedule of Items and Prices.
2. GOODS AND SERVICES TAX (G.S.T)
The Goods and Services Tax on all materials, equipment and services, supplied by the Supplier will be included.
3. PAYMENT TERMS
Sturgeon County normal terms of payment are NET 30 DAYS.
4. EVALUATION
Each Tender will be evaluated using an evaluation matrix. Selection will be determined by, however, not limited to the following considerations:
a. Delivery date;
b. Warranties;
c. Ability to meet all specifications and requirements;
d. Performance;
e. Costs;
f. Brochures, Specification Information and literature; and
g. Relationship with the Bidder.
5. MANUFACTURER’S SPECIFICATIONS
Bidders will submit all manufacturers’ specifications and literature, which fully describe the item(s) being offered, including any optional equipment. This will become part of the contract documents for the successful Bidder. NO SUBSTITUTES AFTER SUBMISSION.
6. WARRANTY
The Tender will include all standard warranties, extended warranties and guarantees covering the materials and workmanship. The successful Bidder at no additional cost to Sturgeon County will carry out any repairs, services or adjustments during the warranty period for this unit. If the vehicle/ equipment need to be returned to the supplier for warranty work, it will be at full cost to the successful Bidder.
7. PRE-DELIVERY INSPECTION/SET-UP
The successful Bidder will be required to perform a pre-delivery inspection and complete set-up/adjustment for the vehicle/equipment and respective attachments included in the bid.
8. DEMONSTRATION
Bidders may be required to provide an on- site demonstration of the vehicle/equipment being offered for consideration.
9. SPECIFICATIONS
Bidders must indicate on the Vehicle/Equipment Specifications List for One (1) Water Tender/Tanker Fire Apparatus, whether the minimum specification is met or exceeded or not. The same specifications are to be utilized for pricing on prospective units for 2021 and 2022. It is understood that there may be new NFPA requirements or updates that will require adjustments to final specifications. Any such item(s) can be addressed during the pre-build meeting(s).
10. TECHNICAL/SERVICING MANUAL
Two (2) copies of any Technical and or Servicing Manuals for this vehicle/equipment will be provided and included within the price of this Tender.
11. INQUIRES
Inquiries concerning the specifications are to be directed to:
Pat Mahoney
Fire Chief/Manager of Protective Services
9613-100 Street
Morinville, Alberta T8R 1L9
Phone: 780-939-8411
Fax: 780-939-8420
Email: pmahoney@sturgeoncounty.ca
 
TENDER FORM
THE SUPPLY AND DELIVERY OF ONE (1) Water Tender/Tanker Fire Apparatus in 2020 with option to award for supply and delivery of one (1) Water Tender/Tanker Fire Apparatus in both 2021 and 2022, subject to respective County budget approvals.
1. The Bidder agrees to supply Sturgeon County with one (1) Water Tender/Tanker Fire Apparatus as specified in the attached minimum specifications. The price quote shall be F.O.B. Morinville, Alberta.
2. For the Tender to be complete, the Minimum Specifications document must be attached to the Tender Form. All completed Tender Forms must be delivered to Sturgeon County as indicated in the General Instructions.
3. Sturgeon County reserves the right to accept or reject any Bid and the lowest Bid will not necessarily be accepted. Sturgeon County reserves the right to consider variations from the minimum specifications.
The Costs table must be completed and totaled as indicated on this Tender Form.
Subsequent unit pricing may be negotiated for one or more additional units over the next two (2) years, 2021 and 2022.
Sturgeon County understands that pricing for additional units may be subject to factors beyond the control of the bidder. Therefore, each additional unit for additional years shall have a cost modification formula attached. Bidders shall provide their cost modification formulas with the tender response. The pricing for additional units in 2021 and 2022 shall be subject to negotiation and may not be accepted by Sturgeon County. The County reserves the right to cancel the contract and re issue a new tender.
The formula below may be used as an example, and the Bidder will be required to show exact costs for each category necessary.
2021/2022 Pricing = 2020 Pricing x PPI increase (3%/year) x USDCAD exchange rate difference (if applicable) +/- Standards changes (NFPA, ULC, CMVSS, FMVSS, EPA, etc) +/- customer initiated changes (change orders) +/- obsolete product changes
Proposal Price (per unit)
Option 1 -
2020 – 1 Water Tender/Tanker Fire Apparatus Base Unit Price- $___________________
GST- $__________________
Total Tender Price - $__________________
Option 2 -
2020 – 1 Water Tender/Tanker Fire Apparatus, Base Unit Price- $____________________
2021 – 1 Water Tender/Tanker Fire Apparatus based on multi
year price modification formula, Estimated Base Unit Price - $_________________
2022 – 1 Water Tender/Tanker Fire Apparatus based on multi
year price modification formula, Estimated Base Unit Price - $ __________________
Estimated GST- $___________________
Total Estimated Tender Price - $ ____________________
Note: Option 2, Each unit is to be invoiced and paid for separately during the year ordered and delivered. 2021 and 2022 purchases are subject to respective County budget approvals.
4. All prices to include pre-delivery and freight.
Company: _______________________________________
Address: ________________________________________
_________________________________________
Telephone: ______________________________________
Bidder/Company Representative: ____________________
Signature:_______________________________________
Delivery Date for 2020 Unit: ________________________
