request for quotations for supply of recognition...

QU4423 - Supply of Recognition Medals of 16

Request for Quotations

For

Supply of Recognition Medals

Request for Quotation No.: QU4423

Issued: April 24, 2017

Submission Deadline: May 8, 2017 @ 14:00:59 Alberta Time


PART 1 – INTRODUCTION

1.1 Invitation This Request for Quotations (“the RFQ”) issued by the Regional Municipality of Wood Buffalo (the “Municipality”) is an invitation to submit non-binding offers for the provision of recognition medals as further described in Appendix C, for the Rates established in Appendix B. The respondent selected pursuant to this RFQ process will be informed in writing. Respondents not selected will also be informed in writing.

1.2 Contract for Deliverables It is the Municipality’s intention to enter into an agreement in the form of Appendix A with only one (1) legal entity. The term of the agreement is to be until product is delivered. It is anticipated that the agreement will be executed on or around May 2017. The RMWB conducts vendor performance evaluations on all contracts. A contractor receiving an unacceptable score will be requested to attend a meeting (in person or phone) with an RMWB representative to come up with corrective actions agreeable to both sides. Any unresolved performance issues may result in contract termination. Appendix I – Vendor Performance Evaluation for Goods and Equipment is attached for reference.

1.3 No Guarantee of Volume of Work or Exclusivity of Contract The Municipality makes no guarantee as to the value or volume of the Deliverables. The agreement with the selected respondent will not be an exclusive contract for the provision of the Deliverables. The Municipality may contract with others for deliverables the same as or similar to the Deliverables to those described in this RFQ or may obtain deliverables the same as or similar to the Deliverables internally.

1.4 Agreement on Internal Trade Respondents should note that procurements falling within the scope of Chapter 5 of the Agreement on Internal Trade are subject to that chapter but that the rights and obligations of the parties shall be governed by the specific terms of this RFQ. For further reference please see the Internal Trade Secretariat website at http://www.ait-aci.ca/index_en.htm. 1.5 Timetable Issue Date of RFQ April 24, 2017 Deadline for Questions May 2, 2017 Deadline for Issuing Addenda May 4, 2017 Submission Deadline May 8, 2017 @ 14:00:59 Alberta Time Rectification Period **Five business Days** The RFQ timetable is tentative only, and may be changed by the Municipality at any time prior to the Submission Deadline. Responses submitted after the Submission Deadline will be rejected.


1.6 Submission Instructions Respondents are requested to submit their Quotation Form (Appendix B) in the form prescribed herein by the Submission Deadline to the Municipality Contact identified below in the manner set out below: Municipality Contact: Shaunnah Blackmore, Buyer I E-mail: [email protected] Address: Supply Chain Management Attn: QU4423 9909 Franklin Ave Fort McMurray, Alberta T9H 2K4 Bidder must submit two (2) copies of its Quote, one paper quote clearly marked “Original”, and the other submitted electronic. This electronic version will be considered the “copy”. The electronic quote must be in PDF format in a single file via USB drive. The bidder agrees that the Bid will remain open and valid for acceptance period of 90 days after the Closing, or the next regular Business Day of the Municipality if the end of the 90 day period falls on a weekend or holiday, unless extended by written agreement. A proponent may, at its option, email the Municipality Contact, at least 3 hours prior to the Submission Deadline with documented delivery details (ie. way bill/bill of lading/tracking number, etc.), including the anticipated arrival time of its proposal. In the event a proposal does not arrive on or before the Submission Deadline, the Municipality may provide those proponents who have given such prior notice one additional Business Day to effect the delivery of their proposals. The Submission Deadline shall be deemed to be adjusted accordingly for the purpose of accepting those proposals. For the purposes of this Section, “Business Day” means any working day between 8:30 a.m. and 4:30 p.m., Monday to Friday inclusive, but excluding statutory and other holidays on which the Municipality has elected to be closed for business. Also note that due to our Northern Location, couriers do not offer or guarantee overnight delivery to Fort McMurray. Bidders are advised to allow at least 48 hours to ensure bids are delivered on time.

1.7 Respondents to Review RFQ Respondents shall promptly examine all of the documents comprising this RFQ and (a) shall report any errors, omissions or ambiguities and (b) may direct questions or seek additional information in writing by e-mail to the Municipality Contact on or before the Deadline for Questions. The Municipality is under no obligation to provide additional information but may do so at its sole discretion. It is the responsibility of the respondent to seek clarification from the Municipality Contact on any matter it considers to be unclear. The Municipality shall not be responsible for any misunderstanding on the part of the respondent concerning this RFQ or its process. Respondents and their representatives may not contact individuals employed or engaged by any member of the Municipality, other than the Municipality Contact, concerning matters regarding this RFQ. Only information received by the Municipality Contact will be considered


in the RFQ process. All such communications must be in writing. Any respondent that does not follow these instructions may be disqualified.

1.8 Illegal or Unethical Conduct Respondents shall not engage in any illegal bidding practices, including such activities as bid-rigging, price-fixing, bribery, fraud or collusion. Respondents shall not engage in any unethical conduct, including lobbying or other inappropriate communications, offering gifts to members of Council, employees, officers or other representatives of the Municipality, deceitfulness, submitting response containing misrepresentations or other misleading or inaccurate information, or any other conduct that compromises or may be seen to compromise the competitive process.

1.9 All New Information to Respondents by Way of Addenda This RFQ may be amended only by an addendum in accordance with this section. If the Municipality, for any reason, determines that it is necessary to provide additional information relating to this RFQ, such information will be communicated to all respondents by addenda. Each addendum shall form an integral part of this RFQ. Such addenda may contain important information, including significant changes to this RFQ. Respondents are responsible for obtaining all addenda issued by the Municipality. Should the Municipality issue any addenda to the RFQ, the changes will only be posted on the Alberta Purchasing Connection (APC) at http://www.purchasingconnection.ca/ and no other notice will be issued. Respondents are responsible for obtaining all addenda issued by the Municipality.

1.10 Debriefing Proponents may request a debriefing after receipt of a notification of the outcome of the procurement process. All requests must be in writing to the Municipality Contact and must be made within thirty (30) days of such notification. The Municipality Contact will email you your results within 5 working days of your request. The methodology used will be to compare your points with the available points as outlined in this RFQ in Appendix C – RFQ Particulars, Section C Rated Criteria. This will identify the areas where the proposal was successful and the opportunities for improvement. The intent of the debriefing information session is to aid the proponent in presenting a more successful/complete proposal in subsequent procurement opportunities. Any debriefing is not for the purpose of providing an opportunity to challenge the procurement process or its outcome. Standard format for response Company Name Here Rated Criteria Category Available Points Your Points Criteria 1 30 10 Criteria 2 20 5 Criteria 3 10 6 Criteria 4 40 10 Totals 100 31


1.11 Procurement Protest Procedure If a respondent wishes to challenge the RFQ process, it should provide written notice to the Municipality Contact within thirty (30) days of notification of the outcome of the RFQ process, and the Municipality will respond in accordance with its procurement protest procedures. PART 2 – EVALUATION OF QUOTATIONS

2.1 Stages of Evaluation The evaluation of quotations will be conducted in the following stages:

• Stage I will consist of a review to determine which submissions satisfy all of the mandatory requirements. Other than inserting the information requested on the mandatory submission forms set out in this RFQ, a proponent may not make any changes to any of the forms. Proponents submitting proposals that do not meet the mandatory requirements may be provided an opportunity within the Rectification Period to rectify any deficiencies. Those submissions that satisfy the mandatory requirements will proceed to Stage II.

• Stage II will consist of a scoring on the basis of the Rated Criteria as set out in Appendix C. Subject to the Terms of Reference and Governing Law, the top-ranked respondent as established under the evaluation will be selected to enter into a contract for the provision of the Deliverables. The selected respondent will be expected to enter into a contract within the timeframe specified in the selection notice. Failure to do so may, among other things, result in the disqualification of the respondent and the selection of another respondent, or the cancellation of the RFQ.

2.2 Mandatory Requirements

2.2.1 Quotation Form Each quotation must include a Quotation Form (Appendix B) completed and signed by the respondent.

2.2.2 Other Mandatory Criteria Examples of past similar work Sample of similar product Proof of insurance Must meet Delivery Date of June 21st, 2017 Yes or No (please circle one)

2.3 Rated Criteria In addition to submitting the Quotation Form, noted above, respondents should respond to the non-price factors described in Appendix C with reference to the applicable rated criteria categories as set out in Section C of Appendix C – RFQ Particulars.

2.4 Tie Score In the event of a tie score, the selected respondent will be determined by way of a lowest cost.


PART 3 – TERMS OF REFERENCE AND GOVERNING LAW

In responding to this RFQ, and to be eligible for consideration, each respondent must submit a completed and signed Quotation Form that, among other things, acknowledges its acceptance of the RFQ Terms of Reference and Governing Law as contained hereunder:

(a) this RFQ process is not intended to create a formal legally binding bidding process and shall not give rise to the legal rights or duties applied to a formal Contract A binding bidding process or any other legal obligations arising out of any tendering process contract or collateral contract, and instead shall be governed by the common law applicable to direct commercial negotiations;

(b) neither party shall have the right to make any claims (in contract, tort, or otherwise) against the other with respect to the award of a contract, the failure to award a contract or the failure to honour a quotation;

(c) the respondent will bear its own costs associated with, or incurred in, the preparation and presentation of its quotation, including, if applicable, costs incurred for interviews or demonstrations;

(d) no legal obligation regarding the procurement of any good or service shall be created between the respondent and the Municipality until the Municipality accepts the respondent’s offer in writing;

(e) when evaluating quotations, the Municipality may request further information from the respondents or third parties in order to verify, clarify or supplement the information provided in the respondent’s submission, and the Municipality may revisit and re-evaluate the respondent’s submission or ranking on the basis of any such information;

(f) the Municipality may consider the respondent’s past performance on previous contracts or any other relevant information taken into account by the Municipality when determining the acceptability of a respondent;

(g) the respondent consents to the Municipality’s collection of the information as contemplated under this RFQ for the uses contemplated under this RFQ;

(h) the Municipality may disqualify a respondent who has engaged in any conduct prohibited by this RFQ;

(i) The Municipality may not consider Proposals received from individuals or legal entities engaged in litigation with the Municipality as a party adverse in interest at the time of this RFQ. Proposals received from such individuals or legal entities may be rejected.

(j) the Municipality may disqualify a respondent for any conduct, situation or circumstance, as solely determined by the Municipality, constitutes a Conflict of Interest. For the purposes of this Section, “Conflict of Interest” shall have the meaning ascribed to it in the Quotation Form (Appendix B);


(k) the Municipality may elect not to consider a respondent whose quotation contains misrepresentations or any other inaccurate, misleading or incomplete information;

(l) the Municipality may prohibit a respondent from participating in a procurement process based on poor past performance or based on inappropriate conduct in a prior procurement process, and such inappropriate conduct shall include but not be limited to (i) the submission of quotations containing misrepresentations or any other inaccurate, misleading or incomplete information, (ii) the refusal of the respondent to honour its pricing or other commitments made in its quotation, or (iii) any other conduct, situation or circumstance, as solely determined by the Municipality, that constitutes a Conflict of Interest; and

(m) the Municipality may cancel this RFQ process at any time.

The parties also acknowledge that these terms (a) are included for greater certainty and are intended to be interpreted broadly and separately (with no particular provision intended to limit the scope of any other provision); (b) are non-exhaustive (and shall not be construed as intending to limit the pre-existing rights of the parties to engage in pre-contractual discussions in accordance with the common law governing direct commercial negotiations); and (c) are to be governed by, and interpreted and construed in accordance with, the laws of the province or territory within which the Municipality is located and the federal laws of Canada applicable therein.


APPENDIX A – FORM OF AGREEMENT

Proponents must clearly indicate, in their Proposal or questions prior to close, any conditions in the Form of Agreement that are not acceptable and provide alternate wording as a basis of negotiation.

PURCHASE ORDER TERMS

ARTICLE 1 – INTERPRETATION

1.01 Defined Terms

When used in the Contract, the following words or expressions have the following meanings:

“Conflict of Interest” includes, but is not limited to, any situation or circumstance where the Supplier’s other commitments, relationships or financial interests (i) could or could be seen to exercise an improper influence over the objective, unbiased and impartial exercise of its independent judgment; or (ii) could or could be seen to compromise, impair or be incompatible with the effective performance of its obligations under the Contract;

“Contract” means this order for the Deliverables and these Purchase Order Terms;

“Deliverables” means the goods described in this order;

“Indemnified Parties” means the Municipality, its directors, officers, agents, employees, volunteer;

“Industry Standards” include, but are not limited to: (a) the provision of all labour, supplies, equipment and other goods or services that are necessary and can reasonably be understood or inferred to be included within the scope of the Contract or customarily furnished by parties providing goods or services similar to the Deliverables in similar situations in Alberta and; (b) adherence to commonly accepted norms of ethical business practices, which shall include the Supplier establishing, and ensuring adherence to, precautions to prevent its employees or agents from providing or offering gifts or hospitality of greater than nominal value to any person acting on behalf of or employed by the Municipality;

“Municipality’ means the Regional Municipality of Wood Buffalo;

“Rates” means the price, in Canadian funds, to be charged for the Deliverables, as set out in the Contract, representing the full amount chargeable by the Supplier for the provision of the Deliverables, including but not limited to: (a) all applicable duties and taxes; (b) all labour and material costs; (c) all travel costs; (d) all costs associated with insuring, transporting and delivering the Deliverables to the Municipality at its address specified on the order; (e) all insurance costs; and (f) all other overhead, including any fees or other charges required by law;

“Related Entities” include directors, officers, employees, agents, partners, affiliates, volunteers and subcontractors.

“Requirements of Law” means all applicable requirements, laws, statutes, codes, acts, ordinances, orders, decrees, injunctions, by-laws, rules, regulations, official plans, permits, licenses, authorizations, directions, and agreements with all authorities that now or at any time hereafter may be applicable to either the Contract or the Deliverables or any part of them; and

“Supplier” means the supplier identified on the face of this order.

ARTICLE 2– GENERAL TERMS

2.01 Governing Law

The Contract shall be governed by and construed in accordance with the laws of the Province of Alberta and the federal laws of Canada applicable therein.

2.02 Changes By Written Amendment Only

Changes to the Contract shall be only by written amendment signed by the parties.

2.03 Notices

Notices shall be in writing and shall be delivered by mail, personal delivery or email and shall be addressed to the contact identified on the face of this order.

2.04 Severability

If any term or condition of the Contract, or the application thereof, is to any extent invalid or unenforceable, the remainder of the Contract, and the application of such term or condition (except to the extent to which it is held invalid or unenforceable), shall not be affected.

2.05 No Indemnities from Municipality

Nothing in the Contract, whether express or implied, will directly or indirectly increase the indebtedness or contingent liabilities of the Municipality beyond the obligation to pay the Rates in respect of Deliverables accepted by the Municipality.

2.06 Force Majeure

Neither party shall be liable for damages caused by delay or failure to perform its obligations under the Contract where such delay or failure is caused by an event beyond its reasonable control, such as natural disasters, acts of war, insurrection and terrorism. If a party seeks to rely on a force majeure event, that party shall immediately notify the other party of the reason for and anticipated period of any delay.

2.07 Survival

This paragraph and paragraphs 2.04, 2.05, 3.02, 3.03, 4.01, 6.02 shall survive the termination or expiry of the Contract.

ARTICLE 3 – NATURE OF RELATIONSHIP BETWEEN BOARD AND SUPPLIER

3.01 Supplier’s Power to Contract

The Supplier represents and warrants that it has the full right and power to enter into the Contract and there is no agreement with any other party that would in any way interfere with the rights of the Municipality under this Contract.

3.02 Supplier Not a Partner, Agent or Employee

The Supplier shall have no power or authority to bind the Municipality or to assume or create any obligation or responsibility, express or implied, on behalf of the Municipality. The Supplier shall not hold itself out as an agent, partner or employee of the Municipality. Nothing in the Contract shall have the effect of creating an employment, partnership or agency relationship between the Municipality and the Supplier or any of the Supplier’s Related Entities.

PURCHASE ORDER TERMS

3.03 Responsibility of Supplier

The Supplier agrees that it is liable for the acts and omissions of its Related Entities. The Supplier shall advise its Related Entities of their obligations under the Contract and shall ensure their compliance with the applicable terms of the Contract.

3.04 No Subcontracting or Assignment

The Supplier shall not subcontract or assign the whole or any part of the Contract without the prior written consent of the Municipality. Such consent shall be in the sole discretion of the Municipality and subject to the terms and conditions that may be imposed by the Municipality. Nothing in the Contract, or in such consent, creates a contractual relationship between any subcontractor and the Municipality.

3.05 Conflict of Interest

The Supplier shall: (a) avoid any Conflict of Interest in the performance of its contractual obligations; (b) give notice to the Municipality without delay of any actual or potential Conflict of Interest that arises during the performance of its contractual obligations; and (c) comply with any requirements prescribed by the Municipality to resolve any Conflict of Interest.

3.06 Contract Binding

The Contract shall enure to the benefit of and be binding upon the parties and their successors, executors, administrators and their permitted assigns.

ARTICLE 4 – PERFORMANCE BY SUPPLIER

4.01 Deliverables Warranty

(a) The Supplier represents and warrants that the Deliverables (i) shall be provided diligently in a professional and competent manner by persons qualified and skilled in their occupation in accordance with: (a) the Contract; (b) Industry Standards; and (c) the Requirements of Law; and (ii) shall be free from defects in material, workmanship and design, suitable for the purposes intended, in compliance with all applicable specifications and free from liens or encumbrance on title.

(b) The Supplier represents and warrants that the use or sale of the Deliverables purchased under this Contract will not infringe any patent, copyright or trademark.

(c) The Deliverables are subject to the Municipality’s inspection and acceptance within a reasonable period of time after delivery. If any of the Deliverables, in the opinion of the Municipality, are inadequately provided or require corrections, the Supplier shall make the necessary corrections at its own expense as specified by the Municipality in a rectification notice.

4.02 Non-Exclusive Contract, Work Volumes

The Municipality makes no representation regarding the volume of goods and services required under the Contract and reserves the right to contract with other parties for goods and services the same as or similar to the Deliverables.

4.03 Packaging and Risk

The Deliverables will be suitably packed in such a manner as will ensure their safe transportation undamaged to their destination. The Deliverables will remain at the risk of the Supplier until the Deliverables are received by the Municipality.

ARTICLE 5 – PAYMENT FOR DELIVERABLES

5.01 Payment According to Contract Rates

(a) The Municipality shall pay the Supplier for the Deliverables in accordance with the Rates within thirty (30) days of receipt by the Municipality of a satisfactory invoice from the Supplier requesting payment for Deliverables that have been received and accepted by the Municipality.

(b) All invoices submitted by the Supplier must include the amount invoiced, exclusive of GST, and the amount of GST shown separately.

5.02 No Expenses or Additional Charges

The Supplier shall pay all applicable taxes and duties, including excise taxes, incurred by or on the Supplier's behalf with respect to the Contract. There shall be no charges payable by the Municipality to the Supplier other than the Rates.

ARTICLE 6 – INSURANCE AND INDEMNIFICATION

6.01 Insurance

The Supplier shall put into effect commercial general liability insurance, in a form acceptable to the Municipality, in an amount not less than $2,000,000, with the Municipality as an additional insured. The Supplier will also put into effect such other additional insurances as required by the Municipality. The Supplier shall provide the Municipality with evidence of insurance upon request.

6.02 Supplier Indemnity

The Supplier agrees to indemnify and save harmless the Indemnified Parties from all losses, claims, damages, actions, causes of action, costs and expenses that the Indemnified Parties may sustain, incur, suffer or be put to at any time, either before or after this Contract ends, including any claim of infringement of third-party intellectual property rights, arising or occurring, directly or indirectly, by reason of any act or omission of the Supplier or its Related Entities, except to the extent that such liability arises out of the independent acts or omissions of the Indemnified Parties.

ARTICLE 7 – TERMINATION

7.01 Immediate Termination of Contract

The Municipality may immediately terminate the Contract upon giving notice to the Supplier for any reason, notwithstanding that the Supplier might not be in default under the Contract, and in such event the Municipality shall be liable to the Supplier only for the payment of the Rates in respect of Deliverables accepted by the Municipality up to the date of termination. The express rights of termination in the Contract are in addition to and shall in no way limit any rights or remedies of the Municipality under the Contract, at law or in equity.

QU4423 - Supply of Recognition Medals Page 9 of 16

APPENDIX B – QUOTATION FORM

1. Respondent Information

Please fill out the following form, and name one person to be the contact for your response to this RFQ and for any clarifications or amendments that might be necessary. Full Legal Name of Respondent: Operating As Name (if applicable): Street Address: City, Province/State: Postal Code: Phone Number: Fax Number: Company Website (If Any): RFQ Contact Person and Title: RFQ Contact Phone: RFQ Contact E-mail:

I acknowledge that the above company does have a valid RMWB Business License.

I acknowledge that the above company does NOT have a RMWB Business Licenseand understands the procedure in obtaining a valid license that must accompany thesigned award letter.

The awarded vendor MUST provide a copy of their Regional Municipality of Wood Buffalo Business License with the signed award letter. All related information on obtaining a Business License can be found here http://www.rmwb.ca/Municipal-Services/E-Permitting/LicensesPermits/Business-Licensing.htm

2. Acknowledgement of Terms of Reference and Governing LawThe respondent acknowledges that this RFQ process will be governed by the specific Terms of Reference and Governing Law set out in this RFQ, and that, among other things, the Terms of Reference and Governing Law confirm that this procurement process does not constitute a formal legally binding bidding process, and that there will be no legal relationship or obligations created until the Municipality accepts the respondent’s offer in writing.

3. Ability to Provide DeliverablesThe respondent has carefully examined this RFQ and has a clear and comprehensive knowledge of the Deliverables required. The respondent represents and warrants its ability to provide the Deliverables in accordance with the requirements of the RFQ for the pricing set out below.


4. Non-binding Price EstimatesRespondents should provide pricing for the Deliverables described hereunder:

Item Estimated # Needed

Price Per item

Total

Medals 3000 Ribbon Civilian 1000 Ribbon Military (Court Mounted) 2000 Bar Fire Fighter, RCMP,

Bylaw, Sheriff, Public Service

3000

Presentation Box 3000 Total Cost

Once ordered, how long to manufacture the items? ________________________________

One manufacturing is complete, how long for delivery? _____________________________

What is your minimum for an order? ____________________________________________

If our order is under your minimum, what is the surcharge to produce the items requested?

_________________________________________________________________________

Expected Delivery Charges: __________________________________________________

Proof Charges: ____________________________________________________________

Able to meet Delivery Date of June 21st, 2017 Yes or No (please circle one)

The respondent confirms that the pricing information provided is accurate. The respondent acknowledges that any inaccurate, misleading or incomplete information, including withdrawn or altered pricing, could adversely impact the acceptance of its quotation or its eligibility for future work.

The respondent acknowledges that the pricing includes all applicable duties and taxes except GST, which should be itemized separately, all labour and material costs, all insurance costs, all costs of installation and set-up, including any pre-delivery inspection charges and all other overhead, including any fees or other charges required by law.

5. AddendaThe respondent is deemed to have read and accepted all addenda issued by the Municipality prior to the Deadline for Issuing Addenda. The onus remains on respondents to make any necessary amendments to their quotations based on the addenda. The respondent is requested to confirm that it has received all addenda by listing the addenda numbers or, if no addenda were issued, by writing the word “None” on the following line: ____________________________. Respondents who fail to complete this section will be deemed to have received all posted addenda.


6. No Prohibited Conduct

The respondent declares that it has not engaged in any conduct prohibited by this RFQ.

7. Conflict of InterestPrior to completing this portion of the Quotation Form, respondents should refer to the following definition of Conflict of Interest:

“Conflict of Interest” includes, but is not limited to, any situation or circumstance where

(a) in relation to the bidding process, the respondent has an unfair advantage or engages in conduct, directly or indirectly, that may give it an unfair advantage, including but not limited to (i) having, or having access to, information in the preparation of its quotation that is confidential and not available to other respondents, (ii) communicating with any person with a view to influencing preferred treatment in the RFQ process (including, but not limited to the lobbying of decision makers involved in the RFQ process, or (iii) engaging in conduct that compromises, or could be seen to compromise, the integrity of the RFQ process; or

(b) in relation to the performance of its contractual obligations contemplated in the contract that is the subject of this procurement, the respondent’s other commitments, relationships or financial interests (i) could, or could be seen to, exercise an improper influence over the objective, unbiased and impartial exercise of its independent judgement, or (ii) could, or could be seen to, compromise, impair or be incompatible with the effective performance of its contractual obligations.

If the box below is left blank, the respondent will be deemed to declare that (a) there was no Conflict of Interest in preparing its quotation; and (b) there is no foreseeable Conflict of Interest in performing the contractual obligations contemplated in the RFQ.

Proponent to read the below statements and check the appropriate box.

The proponent declares that (a) there was no Conflict of Interest in preparing itsproposal; and (b) there is no foreseeable Conflict of Interest in performing thecontractual obligations contemplated in this RFP.

The respondent declares that there is an actual or potential Conflict of Interestrelating to the preparation of its quotation, and/or the respondent foresees an actualor potential Conflict of Interest in performing the contractual obligations contemplatedin the RFQ.

If the respondent declares an actual or potential Conflict of Interest by marking the box above, the respondent must set out below details of the actual or potential Conflict of Interest:


The following individuals, as employees, advisers, or in any other capacity (a) participated in the preparation of our quotation; AND (b) were employees of the Municipality and have ceased that employment within twelve (12) months prior to the submission deadline:

Name of Individual: Job Classification: Department: Last Date of Employment with the Municipality: Name of Last Supervisor with the Municipality: Brief Description of Individual’s Job Functions:

Brief Description of Nature of Individual’s Participation in the Preparation of the Submission:

(Repeat above for each identified individual)

The respondent agrees that, upon request, the respondent shall provide the Municipality with additional information about each individual identified above in the form prescribed by the Municipality.

8. Confidential Information of RespondentA respondent should identify any information in its quotation or any accompanying documentation supplied in confidence for which confidentiality is to be maintained by the Municipality. The confidentiality of such information will be maintained by the Municipality, except as otherwise required by law or by order of a court or tribunal. Respondents are advised that their quotations will, as necessary, be disclosed on a confidential basis, to the Municipality’s advisers retained for the purpose of evaluating or participating in the evaluation of their quotations. If a respondent has any questions about the collection and use of personal information pursuant to this RFQ, questions are to be submitted to the Municipality Contact.

________________________ _________________________ Signature of Witness Signature of Respondent Representative

_______________________________ ________________________________ Name of Witness Name

________________________________ Title

________________________________ Date

I have the authority to bind the respondent.


APPENDIX C – RFQ PARTICULARS

A. Deliverables

The Regional Municipality of Wood Buffalo is expecting to order roughly 3,000 medals, bars, and presentation boxes. The specifications listed below are what we are using for the medals and bars.

Die Struck Bronze, Nickel Plated 1.5"x 4mm Medal (Plus extended slot style loop design) with Imitation Hard Enamel Color (1C front, 1C back) and sequential numbering (with black color in number) on Back, with Ribbon Drape (Safety Pin back) and Nickel Plated 1 1/2" x.43" x 1.6mm Bar at top of ribbon drape with recessed copy and 1 imitation hard enamelcolor.

The ribbons for each medal will be either civilian length or Military length. (The RMWB is open to alternative solutions regarding length of ribbon as long as we maintain civilian and military standards). We do not need the medals to be court mounted for us just the length of the ribbon has to be correct so if the recipient wants to court mount the medal they can.

The Bars will be the only other item on the medal that changes as we will be having ones for Fire Fighter, RCMP, Bylaw, Sheriff and Public Service.

The RMWB will provide the exact numbers of each type of medal by May 19, 2017 and the deadline to have the product delivered to us is June 21, 2017.

B. Material Disclosures

(a) The shipment of the medals will only be accepted as a shipped complete item.

(b) Images and information in this package is considered confidential and are not to be shared or released;

(c) The terms and conditions as per Appendix A will govern the performance of the contract.

(d) RMWB reserves the right to award the Contract based upon budget approval, on a split-order basis, lump sum basis, or individual-item basis or such combination as shall best serve the interests of the Municipality.

(e) Successful proponent must obtain and maintain a RMWB Business License and all permits required to carry out the obligations set forth in this RFQ.


C. Rated Criteria

Stage II will consist of an evaluation of the quotation to determine the high score based on the following criteria:

Rated Criteria Category Weighting (Points) Cost 50 Capability 40 Delivery 10 Total Points 100

Pricing - 50 Points

Pricing will be scored based on a relative pricing formula using the rates set out in the Pricing Form.

Each proponent will receive a percentage of the total possible points allocated to price by dividing that proponent’s price for that category into the lowest price in that category. For example, if a proponent proposes $120.00 for a particular category and that is the lowest proposed price in that category, that proponent receives 100% of the possible points for that category (120/120 = 100%). A proponent who proposes $150.00 receives 80% of the possible points for that category (120/150 = 80%), and a proponent who proposes $240.00 receives 50% of the possible points for that category (120/240 = 50%).

Lowest rate ------------------- x Total available points = Score for proposal with second-lowest rate Second-lowest rate

Lowest rate ------------------- x Total available points = Score for proposal with third-lowest rate Third-lowest rate

And so on, for each proposal.

Capability - 40 points 10 points will be awarded for meeting the specifications listed in the scope of work; 15 points will be awarded based on a sliding scale for the quality of the samples provided; 15 points will be awarded based on a sliding scale for the examples of previous similar work provided;

Delivery - 10 points If able to meet delivery date full points will be received. Unable to meet delivery no points will be awarded.


APPENDIX D – MOCKUP'S OF THE MEDALS (This is confidential information and is not to be shared or released to anyone)


APPENDIX E – VENDOR PERFORMANCE EVALUATION FOR GOODS AND EQUIPMENT

Template: Vendor Performance Evaluation Goods & Equipment Created: March 2010 Page 1 of 4

PERFORMANCE

RATING Score

(0,2,3,5,7) COMMENTS (Attach additional

sheets if necessary)

Service

Exceptional Very Good Satisfactory Marginal Unsatisfactory N/A Insufficient info. to rate

REGIONAL MUNICIPALITY OF WOOD BUFFALO VENDOR PERFORMANCE EVALUATION FOR GOODS & EQUIPMENT

ALL FIELDS ARE MANDATORY

Vendor Name: Contract Title and Number:

Purchase Order Number: Contract Term: Contract Period: From: To:

Contract Value: Department: Performance Evaluation completed: Six (6) Month Interval Contract Closeout

PERFORMANCE EXCEPTIONAL (7)

Meets contractual requirements and exceeds many to the Municipality’s benefit. The scope of services was accomplished. Corrective actions taken by the contractor were highly effective. All significant program elements, including technical performance and schedule, are above what was l d d th t i t b l

VERY GOOD (5)

Meets contractual requirements and exceeds some to the Municipality’s benefit. The scope of services was accomplished with minor problems. Corrective actions taken by the contractor were effective. Significant elements were as planned.

SATISFACTORY (3)

Meets contractual requirements. The actions taken by the contractor appear or were satisfactory. Some significant program elements are behind what was planned or above the negotiated cost.

MARGINAL (2)

Does not meet some contractual requirements. The scope of services was not accomplished. Problems were serious. The contractor has yet to identify corrective actions, or the contractor’s proposed actions appear only marginally effective or were not implemented. Some significant program elements are significantly behind the plan or well above the negotiated cost.

UNSATISFACTORY (0) Does not meet most contractual requirements, and recovery is not likely in a timely manner. The contractor’s corrective actions appear or were ineffective.

N/A

Not Applicable

INSUFFICIENT INFO. TO RATE There is not sufficient information to rate performance.


PERFORMANCE RATING

Score (0,2,3,5,7)

COMMENTS (Attach additional sheets if necessary)

Delivers on time


Follows instructions


Product quality


Number of rejections

Handling of complaints


Technical assistance



PERFORMANCE RATING

Score (0,2,3,5,7)

COMMENTS (Attach additional sheets if necessary)

Delivers on time without constant follow-up


Keep promises


Customer service staff is responsive, professional and knowledgeable


Documentation records, receipts, invoices and computer generated reports received in a timely manner and in compliance with contract specifications


Safety: Reporting of incidents Completing safety talks with

employees Compliance of hazard

assessment / site safety plans Total Recordable Injury Rate

(TRIR) for the duration of the contract


Would you recommend this firm again? Yes No

(Explain)


OVERALL ASSESSMENT Total score out of 70

Exceptional (51-70) Very Good (31-50) Satisfactory (21-30) Marginal (10-20) Unsatisfactory (< 10)

Comments:

Name of Evaluator:

(Print) (Signature)

Title: Date:

The Procurement Branch will arrange performance review meetings with vendors receiving a “Marginal” score or less on a Vendor Performance Evaluation report.

FISCAL COMPLIANCE: Number of Financial Change Orders _________________________ Original Contract/Award Value $__________________________________ Dollar amount of increase (decrease) $________________________ Percent of increase (decrease) ____________ % Reason for increase (decrease) _______________________________________________________________________ _________________________________________________________________________________________________ MANAGER/DIRECTOR REVIEW: _______________________________________ _____________________________________________ Title Signature ________________________________ Date

request for quotations for supply of recognition...

Documents