Request for Quotation

Transcription

1 Request for Quotation 2016-RFQ-23 Supply Landscape Plants Date Issued: August 4, 2016 The City invites your company to provide a price quotation to: SUPPLY LANDSCAPE PLANTS Quotations will be accepted no later than 2:00 pm, Tuesday, August 23, Quotations must be clearly marked with the RFQ title and may be hand delivered, couriered, mailed, e- mailed, or faxed to: To: Procurement and Inventory Services Department City of Penticton 616 Okanagan Avenue East Penticton, BC V2A 3K6 procurement@penticton.ca Fax: Please note that the City will not be held responsible for transmission problems or other errors that could occur. Any questions regarding this Request for Quotation must be submitted in writing via to cathy.ingram@penticton.ca Cathy Ingram Procurement and Inventory Services Manager NOTE: Should any potential bidders download this Request for Quotation, it is the proponent's responsibility to check for Addenda which will be posted on the City of Penticton's website at

2 CONDITIONS 1) A qualified quotation (Quotation) is one, which meets both the Specifications as outlined in the enclosed Specification section of this document, as well as the Conditions contained in this Request For Quotation (RFQ). A qualified Quotation must also meet cost expectations of the City for this particular RFQ. 2) The City of Penticton (the City) reserves the right to accept any or all Request for Quotations or parts of Quotations and to waive any informalities, irregularities or technicalities. The City also reserves the right to award the Contract for such goods as the City deems will best serve its interest. It further reserves the right to award the Contract on a split order basis, lump sum, or individual item basis, or such other combination unless otherwise specified by the City or the bidder. 3) A Quotation, which is not qualified, is one, which does not meet the Specifications and/or Conditions and/or exceeds the cost expectations of the City. In the event that any or all Quotations exceed the cost expectations and/or do not conform to Specifications, and/or do not meet the Conditions, the City reserves the right to reject any or all Quotations and seek an alternative solution of its choosing. 4) The City will decide whether a Quotation is qualified by evaluating it based on the Specifications and price, and may opt to have the Quotations examined by qualified engineers to ensure quality and conformity to the Specifications. The Purchasing Department, or designate, will examine all Quotations and recommend which, if any, is in the City's best interest. 5) The City recognizes that BEST VALUE is the essential part of purchasing a product and therefore the City may prefer a Quotation with a higher Quotation price, if it offers greater value and better serves the City's interests, as determined by the City, over a Quotation with a low price. BEST VALUE is the value placed on service, quality, past performance, delivery and price. 6) The City reserves the right to negotiate with the preferred bidder or any bidder on any details, including changes to Specifications and price. If Specifications require significant modification, all bidders shall have the opportunity to adjust their Quotations or requote altogether, as determined by the Purchasing Department. 7) The City reserves the right to cancel this RFQ at any time. The City also reserves the right to reject Quotations from bidders who are unable to provide evidence that they are capable of providing the necessary labour, skills, materials and/or equipment to perform the work. Evidence of such competency and experience must be provided by the bidder upon request. 8) All goods, equipment, supplies, labour and workmanship associated with this RFQ must conform to all necessary standards for use in Canada and the Province of British Columbia- such as CSA, ULC, ETL, WCB, Canadian Weights and Measures, Canadian Electrical Codes, etc. 9) All Chemical shipments, if any, must include current MSDS sheets. 10) All information provided to the City is subject to release through the Protection of Privacy and Freedom of Information Act, unless information is given in confidence, and so, must be communicated in writing as CONFIDENTIAL. 3

3 11) Please use the accompanying Bid Sheet when submitting your Quotation; you may attach additional sheets to the form if necessary. 12) All quoted prices shall include delivery F.O.B. City Works Yard or other destination point, as specified by the City and the successful bidder, hereafter named the Contractor shall bear all risk of loss or damage. 13) The Contractor will guarantee that its Quotation will meet the needs of the City. The Contractor will also guarantee that any goods supplied shall be correct. If the goods supplied by the Contractor are in any way incorrect or unsuitable, all correction costs shall be borne solely by the Contractor. 14) Only the Contractor shall be notified, but inquiries are welcome. 15) The Contractor shall notify the City that it possesses the necessary legal patents and/or has legal permission to manufacture, sell and/or service the product(s) it will supply. 4

4 CONDITIONS 1. Scope To supply all nursery grown landscape plants as per attached BID SHEET, in accordance with the 2012 B.C. Landscape Standard. 2. Delivery Total price should be quoted before taxes and F.O.B. Penticton City Yards. All landscape plants must be received on or before September 14, Shippers must notify City of delivery a minimum of 24 hours in advance contact Jeff Lynka at (250) or jeff.lynka@penticton.ca Deliveries shall only be received prior to 2:00 p.m. Monday Friday, excluding statutory holidays. 3. Substitutions All submitted bids confirm that plants are available at the time of bidding. If the plant quantity, variety or size specified is not available, then the bidder must clearly indicate on the submitted BID SHEET, any proposed substitutions, including quantity, variety and size. Selection of any plant substitutions will be at the sole discretion of the City Parks Department. The City reserves the right to purchase any or all of the listed trees at the prices quoted. 4. Inspection/Acceptance All plants shall be inspected for acceptance by a City Parks Department representative at the time of delivery, or if possible at the growing location prior to shipment. Any plants not meeting B.C. Landscape Standards shall be identified by the City and replaced by the successful bidder, within two (2) weeks of the original delivery date, at no additional cost to the City. 5

5 BID SHEET REQUEST FOR QUOTATION: CLOSING DATE: 2016-RFQ-23 SUPPLY LANDSCAPE PLANTS 2:00 P.M., Tuesday, August 23, 2016 The undersigned Bidder has carefully examined the Conditions, Specifications, and for the work requested and will provide the services required. Scientific Name Size Quantity Shrubs & Grasses Rose nutkana (Nootka Rose) #1 330 Cornus sericea (Red Osier Dogwood) #1 50 Symphoricarpus albus (Snowberry) #1 80 Amelenchier alnifolia (Saskatoon) #2 20 Philadelphus lewisii (Int Mock Orange) #2 10 Salix bebbiana (Bebb s Willow) #1 5 Mahonia aquifolium (Oregon Grape) #1 12 Achillea millefolium (Common Yarrow) 10 cm 25 Unit Price (Each) Total Price (Qty x unit $) Total Price (includes FOB Penticton- all applicable taxes extra) I/We hereby acknowledge any addenda issued which becomes part of the work and are included in this RFQ: ADDENDUM # ADDENDUM # This quotation is valid for: days. FIRM NAME ADDRESS POSTAL CODE 6

6 PHONE NO. FAX NO. DATE SIGNATURE OF BIDDER** PRINT NAME ** must be an official signatory of the company FOR INTERNAL USE ONLY: \\citysan1\data\city\rms\ equipment and supplies\1220 procurement - tenders and quotations\ tenders and quotations\2016\rfq\2016-rfq-20 supply landscape plants\2016-rfq-23 supply landscape plants.docx 7