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					                           TENDER PACKAGE for
                       MUNICIPAL AUDITING SERVICES
                                   for

   THE CORPORATION OF THE UNITED TOWNSHIPS OF
              HEAD, CLARA & MARIA

        September 1, 2009 – August 30, 2012
FOR THE FISCAL YEARS 2009 TO AND INCLUDING 2011
     (WITH THE OPTION OF EXTENDING FOR A FURTHER TWO YEARS)




            TENDERS MUST BE RECEIVED NO LATER THAN
                        4:00 PM local time
                    FRIDAY, AUGUST 14, 2009




F907/Treasury/HCMDocument for Auditor Tender2009/Jul-2009     Page 1 of 9
               INSTRUCTIONS FOR TENDER COMPLETION

1.0 INTERPRETATION

        1.1 “Municipality” means the Municipality of the Corporation of the United
            Townships of Head, Clara & Maria.
        1.2 “Non-qualified contract” means a contract which is not tendered in
            accordance with the municipality’s qualification procedures.
        1.3 “Tender documents” include the tender, the general conditions of the
            contract, the supplemental general conditions of contract, the
            specifications, the special provisions, the contract, the “instructions for
            tenders”, any other documents listed in the tender and any addenda
            thereto.

2.0 COMPLIANCE WITH INSTRUCTION

        2.1 Suppliers must comply with the following instructions. Those failing to
            do so may be subject to disqualification.

3.0 COMPLETION OF TENDER

        3.1 The tender forms must be received by the municipality by 4 pm on the
            closing date.
        3.2 All entries in the tender shall be clear and legible, typewritten or made
            in ink. All items shall be tendered according to any instructions in
            these tender documents, with entries made for all pricing as
            appropriate.
        3.3 Tenders which are incomplete, conditional, illegible, and obscure or
            have reservations, erasures, alternations, additions or irregularities of
            any kind may be rejected. Municipal Procurement By-Law 2008-07
            shall govern this entire tender process.
        3.4 The tender form must be signed in all spaces provided by an
            authorized official of the supplier.
        3.5 Any proprietary or confidential information should be clearly
            identified as such and the desired treatment specified.

4.0 ALTERATIONS OR WITHDRAWAL OF TENDERS

        4.1 A tender may be altered by submitting another tender at any time up
            to the specified time and date for tender closing. The last tender
            received shall supersede and invalidate all tenders previously
            submitted by the bidder for that contract.


F907/Treasury/HCMDocument for Auditor Tender2009/Jul-2009                                 Page 2 of 9
        4.2 The bidder may withdraw the tender at any time up to the specified
            time and date for tender closing by submitting a letter bearing the
            bidder’s signature to the Clerk. Facsimile transmissions or telephone
            submissions will not be accepted.

5.0 UNBALANCED TENDERS AND DISCREPANCIES

        5.1 Tenders that contain prices, which appear to be so unbalanced that
            they may adversely affect the interest of the Municipality, may be
            rejected.
        5.2 The Municipality may correct obvious mathematical discrepancies by
            appropriate means to arrive at the correct total tender price.
        5.3 Tenders whose bids have been rejected by the Municipality will
            normally be notified within 10 days.

6.0 ACCEPTANCE OR REJECTIONS OF TENDERS

        6.1 The Municipality reserves the right to reject any or all tenders, and to
            waive formalities as the interest of the Municipality may require and
            as per the Municipal Procurement By-Law, therefore, the lowest or
            any tender may not necessarily be accepted. Such circumstances
            may include but are not limited to all tenders received being in excess
            of the anticipated budget. As stated in the Municipal Procurement By-
            Law it is anticipated that the tender will be awarded to the “Lowest
            Compliant Bid”.
        6.2 The Procurement By-Law’s “Vendor of Record Arrangement" allows
            the Municipality to seeks out bids or proposals from a select group of
            vendors with which it has already established a satisfactory business
            relationship so long as the invitation is also sent to at least two other
            capable providers.
        6.3 The Municipality reserves the right to reject any tenders from any
            bidder who in the Municipality’s reasonable opinion are deemed
            incapable of providing the necessary labour, material, equipment,
            financing and management of resources to perform the work in a
            satisfactory manner.
        6.4 The Municipality is not liable for any costs, expenses, losses or
            damages incurred, sustained or suffered by any bidder prior, or
            subsequent to, or by reason of the acceptance or non-acceptance by
            the Municipality of any tender, or by reason of any delay in the
            acceptance of a tender, except as provided in the tender documents.
        6.5 The tender shall be irrevocable for a period of thirty days following the
            date of tender closing.




F907/Treasury/HCMDocument for Auditor Tender2009/Jul-2009                               Page 3 of 9
7.0 CONTRACT AWARD PROCEDURES

        7.1 The Municipality will notify the successful tender submitter that the
            tender has been accepted within fifteen (15) business days of the
            tender closing.
        7.2 Notice of acceptance of tender will be by mail.
        7.3 At the next regularly scheduled Council meeting, Council will pass a
            by-law formally appointing the successful supplier/tender submitter as
            the Municipal Auditor.
        7.4 Arrangements will be made to sign a formal contract once a by-law
            has been passed appointing the supplier as the Municipal Auditor.




F907/Treasury/HCMDocument for Auditor Tender2009/Jul-2009                            Page 4 of 9
           INSTRUCTION REGARDING THE EXECUTION OF
                     TENDER DOCUMENTS

Complete and sign a copy of the tender (schedules “A” “C” and “D”) and see that
it is sealed, clearly marked as to contents, and delivered to the Corporation of the
United Townships of Head, Clara & Maria at 15 Township Hall Road, Stonecliffe,
Ontario, K0J 2K0 within the time limit stipulated.


NOTE THE FOLLOWING

    •   Corporations should affix their corporate seal, together with the signature
        or signatures of an officer or officers empowered to sign a contract. Such
        signatures with seal do not require witnesses.

    •   Tenders must be submitted in hard copy. Faxed tender submissions will
        not be accepted.

    •   The supplier has carefully examined the provisions, plans, specifications
        and general conditions of this contract and understands the scope of the
        work to be done. The supplier understands and accepts the provisions,
        plans, specifications and conditions. For the prices set forth in this tender,
        the supplier hereby offers to furnish all machinery, tools and materials,
        except as otherwise specified in the contract, to complete the work in strict
        accordance with the provisions, plans, specifications and general
        conditions referred to in the said schedule.

    •   This offer shall be irrevocable for a period of thirty days following the date
        of the tender closing.

    •   It is fully understood that this agreement may be terminated in the event
        that the supplier fails to perform the work to the satisfaction of the
        Municipality, or fails to comply with any of the conditions specified in this
        agreement.




F907/Treasury/HCMDocument for Auditor Tender2009/Jul-2009                                Page 5 of 9
                                    SCHEDULE “A”



                       AUDITOR TENDER COVER PAGE
                          (To be completed and returned by supplier)


Tenders will be received by: The Townships of Head, Clara & Maria
                             15 Township Hall Road
                             STONECLIFFE, ONTARIO, K0J 2K0

Tenders Received until:                 4:00 pm – Friday, August 14, 2009

Tenders Will Be Opened:                 Monday, August 17, 2009 in the Clerk’s
                                        office



Name of firm or individual (hereafter referred to as the supplier)


Address


Name and Title of authorized signing official



Signature of authorized signing official



Phone Number                            Fax Number                     Other contact




F907/Treasury/HCMDocument for Auditor Tender2009/Jul-2009                              Page 6 of 9
                                    SCHEDULE “B”



                            AUDITOR REQUIREMENTS

Under the Municipal Act 2001, S.O. 2001, c. 25, a municipality shall appoint an
auditor licensed under the Public Accountant Act, 2004, S.O. 2004, c. 8 who is
responsible to:

    a) Annually audit the accounts and transactions of the municipality and its
       local boards and express an opinion on the financial statements of these
       bodies based on the audit completed by the legislated deadlines;

    b) Perform duties designated by the Minister of Municipal Affairs and
       Housing; and

    c) Perform duties required by the municipality or local board which do not
       conflict with the duties designated by the Minister; and

    d) Report said findings to the council of the municipality.

The successful audit firm will be required to fulfill the above obligations as
indicated in the Municipal Act for the fiscal years 2009, 2010 and 2011. There is
a possibility of renewal of the contract for a further 2 year period. Additionally,
we require that our auditing firm be responsible for:

    e) Preparing entries for year end adjustments; completing year end financial
       statements and submitting to the Ministry of Municipal Affairs & Housing,
       the annual financial information returns (FIR).

    f) Following the rules and regulations under the Municipal Act, and all other
       applicable legislation in the performance of their duties.

    g) Fulfilling other audit duties as required by various ministries in relation to
       special funding grants, subject to additional compensation.




F907/Treasury/HCMDocument for Auditor Tender2009/Jul-2009                               Page 7 of 9
                                     SCHEDULE “C”



                                    RATE BID FORM
                (To be completed and returned to the Municipality by the supplier.)




Full Legal Name of firm or individual

The Supplier shall provide the services as described in Schedule “B”
to this tender package in exchange for annual compensation paid by
the Municipality as outlined below:

2009 fiscal year                  $_________________________


(The fee increase for subsequent years shall be limited to the Consumer Price Index with the
 exception of fees related to substantial changes to the scope of Municipal operations which
                         will be negotiated at some date in the future.)


(An authorized signing officer)



Title



Date



Contact Numbers



Witness




F907/Treasury/HCMDocument for Auditor Tender2009/Jul-2009                                      Page 8 of 9
                                     SCHEDULE “D”


                               SPECIAL PROVISIONS
                           (To be completed and returned by supplier.)

When used in this tender package, the word “Municipality” means the
Municipality of the Corporation of the United Townships of Head, Clara & Maria.

This bid is prepared and submitted without collusion or deceit.

I/We, the Supplier, expressly warrant that the prices contained in this tender are
quoted in utmost good faith on my part, without any collusive arrangements or
agreement with any other person, partnership or corporation.

I/We expressly represent that I am not party or privy to any deceit tending to
mislead the Municipality into accepting this tender as a truly competitive tender
whether to the prejudices, injury or benefit of the Municipality.

I/We, by this tender, offer and agree to complete this contract as outlined in the
accompanying schedules if said tender is accepted by Council.

(All pages shall be submitted with this tender. Please make and keep a copy for your files.)


Dated at ________________________this _________day of

__________________, 2009.


_____________________________                            __________________________
Signature                                                Title of Authorized Signing Officer


____________________________
Witness




F907/Treasury/HCMDocument for Auditor Tender2009/Jul-2009                                      Page 9 of 9

				
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