REQUEST FOR QUOTATION

Transcription

1 Financial Services Purchasing and Payment Unit REQUEST FOR QUOTATION Title address: Date April 19, 2011 Telephone Number (416) ext Solicitation Number Fax Number (416) Closing Date May 2, 2011 Closing Time 11:00 am (local time) Time Zone EDT Quotations must be physically received in a sealed envelope, at the Financial Services Bid Receiving Desk, 9 th Floor before the date and time shown or will not be considered and will be returned to sender. Ryerson is not responsible for documents delivered elsewhere on our campus. Do not send to Receiving. Destination of Goods or Service: Ryerson University, Toronto, ON Acceptable Methods of Bid Submission One (1) original hard copy Return Request to: Financial Services Department Bid Receiving Desk Purchasing and Payment Unit 9 th Floor (YDI - 900) Ryerson University 1 Dundas Street West Toronto, Ontario M5G 1Z3 Note: Unless otherwise specified herein, all prices quoted are to be net prices in Canadian funds including Canadian customs duties, excise taxes, and are to be F.O.B., including all delivery charges to destination(s) as indicated herein. The amount of O.H.S.T is to be shown as a separate item. Payment terms will be Net 45 days unless otherwise indicated herein. Note: This signed document must accompany all quotations Failure to include this page or to complete any mandatory requirement will result in the disqualification of your submission. I/We, the undersigned, having examined this Request for Quotation in accordance with the terms and conditions set out herein, referred to herein or attached to hereto, do herby affirm the acceptance of the requirements of the Request for Quotation. I do certify that the information supplied in this submission to be true and complete in all respects. Vendor Name and Address (and Corporate Seal if applicable) Contact Telephone I, am an agent of the corporation and have the authority to bind the Name corporation to the terms and conditions of this quotation., Signature Date

2 This Request for Quotation (RFQ) document consists of the following sections: 1 Introduction... 3 Instructions to Bidders / RFQ Process General Instructions Enquiries Financial Response Quotation Submission Evaluation Procedure Award... 6 General Conditions of Contract General Terms Contractor's Liability and Insurance Executed Contract to Constitute Entire Agreement Suspension and Termination Payment Terms Notices Invoicing Instructions Certifications Definitions APPENDIX A Occupational Health + Safety Sign-off Form APPENDIX B Bid Form APPENDIX C DIVISION 01 - GENERAL REQUIREMENTS DIVISION 07 - THERMAL AND MOISTURE PROTECTION DIVISION 09 - FINISHING DIVISION 22 - MECHANICAL DIVISION 26 - ELECTRICAL APPENDIX D PHOTOGRAPHS DRAWINGS APPENDIX E Supplementary Conditions APPENDIX F Contractors Manual APPENDIX G Timetable Contact Quotation Package Checklist Page 2 of 15

3 1 Introduction Ryerson University requires the services of a General Contractor to complete the work for the at 160 Mutual Street, Toronto, Ontario. Upgrades comprise of mechanical, electrical and finishing work. Only the general contractors named in the Bidders List and posted on the Purchasing web page ( will be considered as bidders for this project. The following standard terms and conditions are provided to interested suppliers, to enable them to prepare and submit a quotation for the supply of the services or equipment listed in APPENDIX "A" through H, for Ryerson University (hereafter referred to as RU). RU reserves the right to formally amend any portion of this Request for Quotation (hereafter referred to as the RFQ). All documentation pertaining to this quotation will be available from the Purchasing web page. Instructions to Bidders / RFQ Process 2 General Instructions 2.1 To be considered by RU the Request for Quotation (RFQ) document cover page and all amendments must be signed, in longhand, by an authorized representative of the company and submitted with the quotation. This signature indicates that the Bidder complies with all clauses, appendices, terms and conditions of this RFQ, unless otherwise stated. 2.2 Each Bidder should examine the RFQ as soon as possible after receipt and shall notify the Contact of any errors or omissions as soon as possible and at least (7) calendar days before the Closing Date. 2.3 Quotations submitted after the Closing Date and Closing Time shall be returned to the Bidder unopened. 2.4 All official correspondence with RU regarding this RFQ shall be in writing and refer to the solicitation number. 2.5 Unless otherwise stated, compliance with all standard terms and conditions (sections 1-16) are to be considered MANDATORY. 2.6 Unless otherwise stated in RFQ response, quotations will remain open for acceptance for a period of not less than sixty (60) days from the Closing Date. 2.7 Quotation(s) following the opening are irrevocable by any Bidder, and all documents submitted become the sole property of RU. Page 3 of 15

4 2.8 No changes or reworking shall be made to this document without the written consent of RU through the issuance of an official signed amendment. 2.9 Before submitting a Quotation, Bidders shall thoroughly acquaint themselves with the Bidding documents and if required, carefully examine the site where the work of this Quotation will be made, fully inform themselves of the existing conditions and limitations and include in their Bid price, a sum to cover the cost of all items contemplated in the Quotation. No allowance will be made subsequently in this connection for any error or negligence on the bidder s part In the performance of this Quotation and in every activity connection therewith, the bidder shall comply fully with all applicable laws, rules and regulations, whether Federal, Provincial or Municipal All expenses involved with the preparation and submission of quotations to RU, or any work performed in connection therewith shall be borne by the Bidder. No payment will be made for any quotation received, nor for any other effort required of or made by the Bidder prior to commencement of work as defined by the proposal approved by RU Each Bidder, by submitting a quotation, represents that the Bidder has read, completely understands, and accepts the terms and conditions of the RFQ in full Any contract awarded as a result of this RFQ will be non-exclusive. RU may at is sole discretion, purchase the same or similar services from other sources during the term of the contract Confidentiality and Non-disclosure PIPEDA and FIPPA The Contractor acknowledges that it may come into possession of personal information in the custody and control of RU while performing the Work and agrees that: It will only use such personal information for the purposes of performing the Work That it will not disclose such information to another organization without RU s express written consent That it will take reasonable steps to safeguard such personal information from loss, theft, unauthorized access, disclosure, copying, use or modification and That it will otherwise comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and the Freedom of Information and Protection of Privacy Act (FIPPA) The Bidder declares that no person, firm or organization, other than the undersigned, has any interest in this bid or in the proposed supply of goods and/or services for which this bid is made. The Bidder further declares that this bid is made without any connection, comparison of figures or Page 4 of 15

5 3 Enquiries arrangement with, or knowledge of, any other corporation, firm or person making a bid for the same supply of goods and/or services and is in all respects fair and without collusion or fraud. 3.1 All enquiries regarding the RFQ must be submitted in writing to the Contact named on page one (1) of the RFQ as early as possible but no later than seventy two (72) hours before the close date of the RFQ. Bidders should attempt to review the bid document and submit questions early in the RFQ process as RU may opt not to reply to any questions submitted later than 7 days before the closing date as this could require a Closing Date extension. 3.2 All enquiries and other communication shall be directed ONLY to the Contact named on page one (1) of this document. Non-compliance with this condition before the close of the RFQ may (for that reason alone) result in disqualification of your quotation. 3.3 Answers to questions submitted to the Contact will be provided in writing to all Bidders in the form of an official amendment. 3.4 Information provided orally shall not be binding upon RU. Bidders must have written confirmation in the form of an official signed amendment from the Contact for any changes, alterations, etc. concerning this RFQ 3.5 Bidders must reference, as accurately as possible, the numbered item of the RFQ to which the question applies. Care should be taken to explain the nature of the question to allow RU to provide an accurate answer. 4 Financial Response 4.1 Your Quotation must include a completed Appendix "B" Bid Form providing the following: Please include pricing based on the list of items. Include discount structures and price breaks if available Unit prices will govern where mathematical errors may occur in the extension of prices Prices bid shall be in accordance with the instructions provided in Appendix A through G. 5 Quotation Submission 5.1 It is a Mandatory requirement that all quotations be physically delivered to the Bid Receiving Desk at the address specified on page 1 (Cover Sheet) of the RFQ prior to the Closing Date and Closing Time also as stated on page 1 of the RFQ. Any quotation not delivered as stated shall not be Page 5 of 15

6 accepted and shall be returned to sender and no further consideration will be given to it. RU is not responsible for the timeliness of documents delivered to any other location in the University. All quotations shall be delivered in a sealed envelope with the Solicitation Number stated on the front of the package. Failure to submit a quotation in a sealed envelope shall result in disqualification. 5.2 If FAX submission of bids is identified as acceptable on page 1 of the RFQ only 1 copy of the document is required. The complete package including all required copies and information must be received within twenty-four (24) hours of the Closing Date and Closing Time. The package must be marked as "CONFIRMATION". 5.3 The quotation and all accompanying material will become the property of RU. Quotation preparation costs will not be reimbursed to any Bidder even if an award is not made. 5.4 Bids shall be for a firm fixed price without escalator clauses or other qualifications. Show unit prices, with extensions and totals. 5.5 RU may award any quotation in whole or in part, whether the price or prices be the lowest or not, and may reject any or all quotations; however the best interests of RU are served. 6 Evaluation Procedure 7 Award 6.1 Quotations must comply with all Mandatory Requirements, where applicable. Quotations not satisfying the mandatory requirements, where applicable, of this RFQ shall be deemed non-compliant and the quotation shall not receive further consideration. 6.2 It is understood and accepted by the Bidder that all decisions on whether a quotation satisfies the Mandatory Requirements is the judgment of RU in its sole discretion. 6.3 Bidders may be requested to provide clarification at any time during the evaluation process and will be given forty-eight hours to respond in writing. Failure to meet this deadline will result in the quotation being considered non-compliant and given no further consideration. 6.4 RU reserves the right to negotiate provisions in addition to those stipulated in this RFQ or proposed by the successful supplier. 7.1 Quotations will be evaluated as the best price to RU that meets the minimum specification including availability, delivery and may include an evaluation of the total cost of ownership. A Purchase order will be awarded to the successful bidder. Page 6 of 15

7 7.2 Upon notification of award to the successful Bidder, RU reserves the right to negotiate provisions in addition to those stipulated in this RFQ or proposed by the successful supplier. 7.3 The successful bidder will be posted on Purchasing web page at Any inquiries related to unsuccessful quotations must be directed to the Contact within 90-days after closing. 7.5 A single contract may be assigned for the entire quotation or multiple contracts may be awarded for portions of the quotation. Final award and contract signing(s) will occur after successful completion of contract negotiations. 7.6 Quotations will be considered solely on the basis of a business arrangement with no linkage to offers of donation, scholarships or similar quid pro quos. General Conditions of Contract 8 General Terms 8.1 The Contractor(s) shall not use the name of the University, departments or employees for any external marketing purposes whatsoever without prior written permission of RU. 8.2 While at RU, personnel of the successful Bidder must observe all regulations of RU including parking regulations. Any cost(s) for parking will be at the successful Bidder's expense. 8.3 Goods and materials supplied under the requirements of the Quotation and also those which are not specifically designated and which are necessary for the fulfillment of this Quotation, shall be of high commercial quality and in accordance with good and standard practice pertinent to the manufacturer of this product. 8.4 Workmanship shall be in accordance with high-grade commercial practice and adequate to ensure satisfactory fulfillment of the Quotation. 8.5 The successful bidder must be in good standing with the Workplace Safety and Insurance Board and shall furnish RU with satisfactory evidence (Certificate of Clearance), that the Contractor has complied with all provisions of the Act. 8.6 All work performed under this Quotation must be carried out in accordance with the terms and conditions of the OCCUPATIONAL HEALTH & SAFETY ACT, R.S.O., 1990, c.0.1. as amended. Page 7 of 15

8 9 Contractor's Liability and Insurance 9.1 The Contractor shall provide and maintain, either by way of a separate policy or by an endorsement to his existing policy, Comprehensive General Liability Insurance acceptable to the Region and subject to limits of not less than Five Million Dollars ($ 5,000,000.00) inclusive per occurrence for bodily injury, death, and damage to property including loss of use thereof. The insurance shall be in the joint names of the Contractor and the Owner and shall also cover as Unnamed Insured, all Subcontractors and anyone employed directly or indirectly by the Contractor or his Subcontractors to perform a part or parts of the work but excluding suppliers whose only function is to supply and/or transport products to the site of the work. The insurance shall preclude subrogation claims by the Insurer against anyone insured there under. 9.2 Circumstances may arise where RU is entitled to recover damages from the supplier or to be indemnified by the supplier. In each such instance the supplier is liable to RU for no more than: All damages and costs resulting from intellectual property right infringement; Claims for liens, attachments, charges or other encumbrances resulting from claims against the supplier upon or in respect of any materials, parts, work-in-process or finished work furnished to, or in respect of which any payment has been made by, RU; and; Any additional direct damages, including reprocurement costs, up to an amount equal to the contact value For the purpose of this section, reprocurement costs shall mean all identifiable direct costs incurred by RU to reprocure the Work with another supplier, including deinstallation and return of the Work to the supplier, administrative costs of selecting another supplier or retendering the Contract, as applicable, and any increase in the price payable by RU for the other WORK having equivalent functionalities, performances and quality. 10 Executed Contract to Constitute Entire Agreement 10.1 The contents of this RFQ, RFQ Revisions, and the quotation document of the successful Bidder (including the proposed Pro Forma Contract Agreement if required) shall become contractual obligations if acquisition action ensues. Failure of the successful Bidder to accept these obligations in a contractual agreement may result in a cancellation of award. Page 8 of 15

9 10.2 The conditions on the back of the Purchase Order shall form part of the contract. The terms of this Purchase Order shall be governed by and construed in accordance with the laws of the Province of Ontario. We should probably append these RU reserves the right to require the guarantee and /or indemnity of a parent company should covenant of any particular Bidder be deemed to be financially weak or otherwise unacceptable given the scale and scope of this RFQ. 11 Suspension and Termination 11.1 RU reserves the right to terminate any contract resulting from this quotation request due to the availability of funding RU may suspend or terminate any contract in whole or in part for cause, which shall include failure or unwillingness of the Contractor to comply with the approved program, including attached conditions or with such directives as may become generally applicable at the time No suspension or termination will affect any expenditure or legally binding commitments made prior to receiving notice of the suspension or termination, provided such expenditures or commitments were made in good faith and not in anticipation of termination and are otherwise allowable. 12 Payment Terms 13 Notices 12.1 Unless otherwise stated in the quotation, terms of payment will be Net 45 Days. Early payment discounts are acceptable and will be considered as part of the total cost of ownership evaluation All notices provided hereunder to be in writing shall be deemed given when delivered to, or deposited in the mail, certified mail, return receipt requested, and addressed to the other party as follows: If to RYERSON Purchasing and Payment Unit, YDI 900 Financial Services Department Ryerson University 350 Victoria Street Toronto, ON M5B 2K3 CANADA Page 9 of 15

10 If to the Bidder The person signing the Vendor's quotation in response to RU'S Request for Quotation, at the address indicated in such proposal; or to such other person or address as either may designate for itself in writing and provide to the other. 14 Invoicing Instructions 14.1 Unless otherwise specified in the quotation and agreed to by RU, invoicing for the awarded goods or services procurement will be as follows: Invoices must be submitted on the suppliers own form and must be prepared to show the following information; invoice date name and department of the consignee item number, quantity, model & part number, description, value in Canadian funds the supplier should endeavor to provide the invoice in the same sequence and order that was supplied on the contract or purchase order taxes, duties where applicable purchase order number OHST registration number 14.2 The original and one copy of all invoices should be sent to: Ryerson University Purchasing and Payment Unit 350 Victoria Street Toronto, Ontario CANADA M5B 2K3 ATTN: Accounts Payable 14.3 Payment will only be made on receipt of satisfactory invoices duly supported by specified release documents and/or other documents called for under this RFQ Invoices are not to be submitted prior to acceptance of the material. 15 Certifications 15.1 Safety Requirements - All material, equipment and supplies provided to RU must comply fully with CSA (Canadian Safety Association) standards Bidders must certify to RU's satisfaction that they are capable of successfully discharging the obligations in their quotation, if an award was Page 10 of 15

11 16 Definitions given. Bidders may be required to demonstrate their capability. A Liquidated Damages clause may form a part of any resulting contract The following terms used in this document shall have the following meaning: "Bidder" means any corporation, partnership, individual or joint venture responding to this RFQ. "Closing Date" means the date on which quotations must be submitted to RU to be considered for evaluation. "Closing Time" means the time of day on or before which quotations can be submitted on the Closing Date. "Contract Agreement" means the contract agreement executed by RU and the successful Bidder for the provision of the goods or services identified in the RFQ. "Contractor" means the successful Bidder who is bound by a Contact Agreement to provide the goods or services as described herein. Mandatory requirement means a compulsory condition. Failure to meet or fulfill one of these requirements shall result in disqualification. "Quotation" means any response to the RFQ document. "RFQ" means this Request for quotation document. "RU" means Ryerson University. "Successful Bidder" means the Bidder selected by RU to provide the goods or services described herein. Page 11 of 15

12 APPENDIX A Occupational Health + Safety Sign-off Form Completed form is to be submitted with tender. SIGN OFF DOCUMENT FOR OCCUPATIONAL HEALTH AND SAFETY ACT, LEGAL DEFINITIONS AND DUTIES OF WORKPLACE PARTIES AND RYERSON UNIVERSITY OCCUPATIONAL HEALTH AND SAFETY POLICY. The party having signing authority for the contractor shall sign this document. This is to indicate that the enclosed documents have been thoroughly read, fully understood and shall be duly complied with throughout the duration of the contract as to the contractor's responsibilities while in the employment of Ryerson University. Failure to sign this document and returning same when the tender is submitted will result in the tender being rejected. CORPORATE SEAL SIGNATURE OF SIGNING AUTHORITY NAME TITLE WITNESS SIGNATURE NAME DATE Page 12 of 15

13 APPENDIX B Bid Form Completed form is to be submitted with tender. The Tender is submitted by: Firm Name BASE BID ITEMS: SCHEDULE OF STIPULATED AND UNIT PRICES 1. The following are Stipulated and Unit Prices for items contained in this Schedule these are to be read in conjunction with Section Payment Schedule. The prices include all supervision, labour, material, supply, profit, and all Government Sales or other Taxes in force at this date, except the Goods and Services Tax. 2. Some quantities contained in this Schedule are approximate only, and the final payments shall be made for the actual quantities that are authorized by the Consultant and incorporated in to, or made necessary by, the Work covered by the Contract, unless a Lump Sum Price has been negotiated. 3. The undersigned agrees that the following Unit Prices will apply in connection with all approved additions or deductions, provided that the type of work contained in a change to the Work is included in the items contained in the Schedules. Item Description Total Price 1. Bonds $ 2. Building Permit Allowance $10, Mobilization, Demobilization, and General Requirements $ 4. Mock-ups $ 5. Riser Replacement $ 6. Riser Replacement - Cutting, Patching and Make Good $ 7. Backflow Preventer and Expansion Tank $ 8. Interior Suite Upgrades.1 Cleaning of Suite Interiors $.2 Furniture - Removal/Storage/Reinstatement $.3 Re-furbishing of Suites $ 9. Fire Stopping $ 10. Other $ 11. Cash Allowance $25,000 Pitman Hall Total (Not including HST) $ Signature Date Page 13 of 15

14 APPENDIX C Refer to attached document: DIVISION 01 - GENERAL REQUIREMENTS DIVISION 07 - THERMAL AND MOISTURE PROTECTION DIVISION 09 - FINISHING DIVISION 22 - MECHANICAL DIVISION 26 - ELECTRICAL APPENDIX D Refer to attached: PHOTOGRAPHS DRAWINGS APPENDIX E Supplementary Conditions Refer to attached: Section Supplemental Agreement Section Supplemental General Conditions APPENDIX F Refer to attached: Contractors Manual APPENDIX G Timetable RFQ published and available: April 19, 2011 Closing Date and Time: May 02, 2010 at 11:00 a.m. Substantial Completion: June 01, 2011 Page 14 of 15

15 Contact All questions relating to the RFQ should be forwarded to ( preferred) Ryerson University Financial Services Department Purchasing and Payment Unit 350 Victoria Street Toronto, Ontario CANADA M5B 2K3 Phone: (416) ext Fax: (416) Quotation Package Checklist Are you including the following required items in your quotation? 1. Signed copy of the RFQ cover page, Bid Form and Health and Safety form. 2. If RFQ amendments/addenda were sent out by RU, include signed copies of all Amendment/Addenda cover pages with your quotation. 3. Your response to all applicable sections of the RFQ request. 4. The correct number of copies - as per cover page. 5. Give yourself plenty of time to deliver the RFQ. Late documents will not be accepted. 6. Sealed submission marked with solicitation number. It is Mandatory that all of the following completed documentation is submitted: Cover Page Addenda Cover Page(s) Health and Safety Sign off Form Bid Form Page 15 of 15