THE CORPORATION OF THE CITY OF NIAGARA FALLS 4310 QUEEN STREET, NIAGARA FALLS, ONTARIO, L23 6X5 CLERKS - SUPPLY & SERVICES TELEPHONE: 905-356-7521 FAX: 905-356-1774 send bids to e-mail: email@example.com www.city.niagarafalls.on.ca/cityhall/qtenders.html QUOTATION REQUEST #140-05 STREET LIGHT POLES CLOSING DATE: SEPTEMBER 8, 2005 - 4:00 P.M. THIS QUOTATION MUST BE COMPLETED, PROPERLY EXECUTED BY THE BIDDER AND E-MAILED, DELIVERED OR FAXED TO THE SUPPLY & SERVICES SECTION OF THE CLERKS DEPARTMENT AT THE ABOVE ADDRESS NO LATER THAN 4:00 P.M. LOCAL TIME ON THE CLOSING DATE. ANY ERASURE OR CORRECTION MUST BE INITIALLED BY THE BIDDER. BIDDERS WHO ARE DELIVERING THIS QUOTATION ARE TO AFFIX THE ATTACHED MAILING LABEL USING THEIR OWN ENVELOPE. BIDDERS MAY DOWNLOAD THE QUOTATION REQUEST IN .PDF FORMAT. A RESPONSE BY E-MAIL WITH THIS FILE ATTACHED AND COMPLETED AS REQUIRED IS PREFERRED AND SHOULD BE SENT TO THE ABOVE E-MAIL ADDRESS PRIOR TO THE CLOSING DATE AND TIME STATED ABOVE. QUOTATIONS ARE INVITED FOR THE SUPPLY AND DELIVERY F.O.B. MUNICIPAL STORES, 3200 STANLEY AVE., NIAGARA FALLS, ONTARIO OF THE FOLLOWING ITEMS FOR STOCK ALL IN ACCORDANCE WITH THE ATTACHED EXCEL FORMAT SHEET 2 PRICE SCHEDULE, GENERAL CONDITIONS AND THIS QUOTATION REQUEST FORM. 1. WHEN QUOTING PRICES, BIDDERS MUST PAY PARTICULAR ATTENTION TO THE UNIT SPECIFIED, WHERE APPLICABLE, IN THE STORES DESCRIPTION, I.E. BOX OF 100, EA., PER FOOT, PKG. OF 50, PER 100 ETC. PRICES MUST BE QUOTED BASED ON THE UNIT SPECIFIED ONLY. VENDORS SHOULD NOT CHANGE THE UNIT OR SUBMIT ANY UNIT IN THE VENDOR DESCRIPTION, OTHERWISE THEIR BID MAY NOT BE ACCEPTED. ANY QUESTIONS WITH RESPECT TO UNIT SIZE SHOULD BE DIRECTED TO THE CONTACT PERSON INDICATED ON THIS QUOTATION. VENDOR DESCRIPTION AND UNIT PRICES MUST BE COMPLETED ON THE PRICE SCHEDULE WHICH IS SHEET 2 (EXCEL FORMAT). PLEASE SET PRINT AREA BEFORE PRINTING SHEET 2. 2. PRICES ARE TO BE QUOTED F.O.B. DELIVERED, INCLUDING DELIVERY AND ALL OTHER CHARGES. GOODS AND SERVICES TAX AND PROVINCIAL SALES TAX EXCLUDED. 3. PRICES ARE TO BE QUOTED FOR THE PERIOD SEPTEMBER 15, 2005 TO SEPTEMBER 14, 2006. 4. BIDDERS ARE TO STATE MAKE AND MODEL NUMBER ON ITEMS QUOTED IN THE VENDOR DESCRIPTION COLUMN ON THE PRICE SCHEDULE (SHEET 2). VENDOR DESCRIPTION MUST BE ENTERED ON EVERY LINE, WHERE APPLICABLE (NO DITTO MARKS). 5. BIDDERS ARE TO SUPPLY, UNDER SEPARATE COVER, CATALOGUE(S) OF SIMILAR PRODUCTS OR OF OTHER ITEMS NOT COVERED BY THIS QUOTATION REQUEST WITH A STATED DISCOUNT OFFERED TO THE CITY OF NIAGARA FALLS. 6. DELIVERIES WILL BE ON AN AS REQUIRED BASIS ONLY. FOR FURTHER INFORMATION, PLEASE CONTACT RICK ZABOR AT 905-356-1355, EXT. 6517 This document must be completed, properly signed and received on or before the date and time specified or your quotation may not be considered. By signing or emailing, I/We acknowledge that I/We have read the terms of this Quotation document, and signify our compliance as completed below. Failure to complete the Bidder Information and the Price Schedule (less signature if email submission) will indicate that the terms on the accompanying document were not read and/or accepted, and will result in bid disqualification. NOTE: PLEASE ENSURE YOU HAVE COMPLETED BIDDER INFORMATION PAGE ON SHEET ONE. BIDDER INFORMATION - QUOTATION #140-05 STREET LIGHT POLES SIGNATURE (for AUTOMOTIVE - BRAKE hard copy submissions only) PARTS PRINTED NAME FIRM NAME ADDRESS CITY POSTAL CODE PHONE FAX EMAIL DATE (day-month-year) Guaranteed period of delivery after receipt of an official order: Bidders to state minimum $ value per shipment (if any) and are to indicate any items for which a minimum order quantity applies. $ GENERAL CONDITIONS QUOTATION #140-05 Definition: The term Municipality shall be understood to be "The Corporation of the City of Niagara Falls". 1. Mailing Label The attached mailing label (last page) is to be affixed (glued) to an appropriate sized envelope, approximately 9" x 12" and submitted to the Corporation of the City of Niagara Falls prior to the closing date. 2. Clarification It will be the bidder's responsibility to clarify any details in question before submitting a Quotation. All official correspondence in regard to the specifications should be directed to and will be issued by the Manager of Supply & Services or designate for The Corporation of the City of Niagara Falls. The Municipality will assume no responsibility for oral instruction or suggestion. 3. Withdrawal of Quotations Companies will be permitted to withdraw their Quotation, unopened after it has been deposited, if such a request is received by the Manager of Supply and Services or designate in writing, prior to the time specified for the closing of Quotations. 4. Error & Correction The Municipality will make all necessary corrections to any Quotation which is in error through addition or extension; the corrected value prevailing. 5. Acceptance or Rejection of Quotations The Bidder agrees that the Municipality may accept any Quotation in whole or in part, whether the price or prices may be the lowest or not, and may reject any Quotation for reasons that are deemed to be in the best interests of and provide the best value for the Municipality. The Municipality may issue one or more Purchase Orders or Blanket Purchase Orders to one vendor or several vendors for items or services covered under this Quotation. 6. Informal Quotations Quotations which are incomplete, conditional or obscure, or which contain additives not called for, erasures, alterations or irregularities of any kind, may be rejected as informal. The Municipality reserves the right to waive informalities at its' sole discretion. 7. Notification to Bidders Any notice that the Municipality may be required or desired to give to the Bidder shall for all purposes be deemed to have been sufficiently and properly given if forwarded by registered mail, courier or fax and addressed to the Bidder at the address shown for the Bidder on this Quotation, and shall irrefutably be presumed to have been received by the Bidder on the third day following such delivery of notice. 8. Adherence to Requirements The bidder is requested to adhere strictly to all requirements and complete all sections of this Quotation Request including all appendices and addendums. Failure to do so may be sufficient cause for rejection of the bidder’s Quotation. 9. Sales Taxes Both G.S.T. and P.S.T. are extra unless otherwise stated herein. 10. Freedom of Information Any information including all work as described in these documents, service or product details, prices, statements, and any other information provided by the bidder shall be kept strictly confidential and release of same, except for any details regarding this bid document stated in a report to the Council of the Municipality, shall only be granted in accordance with the Municipal Freedom of Information and Protection of Privacy Act R.S.O.1990, c. M.56 as amended. 11. Firm Prices Prices quoted are to be in Canadian Funds and are to remain firm for acceptance for a period of ninety (90) days after closing date unless otherwise stated herein. 12. Time is of the Essence The Municipality shall have the right to cancel at any time any contract or any part of any contract resulting from this Quotation in respect to the goods, materials, articles, equipment, work or services, covered thereby, not delivered or performed by the specified time in the written document, without incurring any liability whatsoever in respect hereto. "Time is of the essence". 13. Original Quotation Documents It is to be understood that all terms and conditions, specifications, drawings, plans, all Quotation clauses, and the complete Quotation containing all documents as originally issued by and posted in the Supply and Services Section of The Corporation of the City of Niagara Falls shall constitute the Quotation Request. Any Quotations received that have clauses or any wording or figures, statistics, numbers, quantities or any other items that have been changed or altered in any way shall be rejected and not accepted by The Corporation of the City of Niagara Falls. 14. Agreement in Writing Only No verbal arrangement or agreement, relating to the goods, materials, articles, equipment, work or services, specified or called for under this Quotation, will be considered binding, and every notice, advice or other communication pertaining thereto, must be in writing and signed by a duly authorized person. 15. Standards and Legislation The successful bidder may be required to provide written documentation that all materials offered in a bidder’s quotation meet all applicable Municipal, Provincial and Federal Government standards, legislation and laws. 16. Failure to Comply with all Quotation Terms Failure to comply with all terms, specifications, requirements, conditions and general provisions of this Quotation, to the satisfaction of the Municipality , shall be just cause for the cancellation of the contract award. The Municipality shall then have the right to award this contract to any other contractor or to re-issue the Quotation. The Municipality shall assess against the contractor any damages whatsoever as a result of failure to comply. 17. Goods and Materials Suitable for Use The Bidder warrants that any goods, materials, articles or equipment to be supplied under or pursuant to any official order or contract based on this Quotation, that is or are to be made or used for a particular purpose, will be fit and suitable for that purpose. 18. New Goods and Materials Only Unless otherwise stated all goods supplied as a result of this Quotation Request shall be new only, never used, of the latest manufacture and not re-manufactured. 19. Indemnification for Patents The successful bidder shall assume the defence of and indemnify and save harmless the Municipality, its' officers, agents and servants from all claims relating to the products supplied as pertaining to inventions, copyrights, trademarks or patents. If the Municipality receives a claim that any product or part thereof (herein called "product") manufactured or supplied by the bidder infringes a Canadian patent, it shall notify the bidder promptly in writing and give the bidder information, assistance and exclusive authority to evaluate, defend and settle such claim. The bidder shall then at the bidder's own expense and option (1) settle such claim or (2) procure for the Municipality the right to use such product is (3) replace or modify it to avoid infringement, or (4) defend against such claim. Provided such timely notice has been given by the Municipality should a court of competent jurisdiction hold such product to constitute infringement, the bidder shall pay any costs and damages finally awarded on account of such infringement and, if the use of such product is enjoined, the bidder shall take as its option, one or more of the actions under (a) or (b) above. The rights and obligations of the parties with respect to patents or any other industrial property rights are solely and exclusively as stated herein. 20. Payment The normal payment terms offered by The Corporation of the City of Niagara Falls is net 30 days. Payment terms shall only be modified at the sole discretion of the Municipality to take advantage of discounts for prompt payment or for other terms that shall be deemed to be in the best interests of the Municipality. The Bidder agrees that the Municipality shall be entitled to the discount stated herein if payment of invoices for the goods specified or called for in or under this Quotation, is made within the period specified herein after receipt and acceptance of such goods by the Municipality. 21. Firm Price as Stated The Bidder agrees that the price or prices quoted herein are to be firm and irrevocable for a period of not less than 90 (ninety) days, unless otherwise stated in these documents, from the closing date of the Quotation as stated herein. 22. Quotation Preparation Costs The Municipality shall not be responsible for the costs incurred by any Bidder to prepare and submit a Quotation or any subsequent documents relating to a Quotation. 23. Payment in Canadian Funds Unless otherwise indicated herein, the prices stated are payable in Canadian Funds at the City of Niagara Falls, Canada, and include any Goods and Services Tax, Provincial Sales Tax or any other applicable taxes. 24. Delivery Information The prices stated in this Quotation cover the goods, materials, articles or equipment, referred to herein, being delivered F.O.B. destination, freight, express, duty and all other charges prepaid, unless otherwise indicated herein. A detailed delivery ticket or piece tally, showing the exact quantity of goods, materials, articles or equipment, shall accompany each delivery thereof. A storekeeper's or other receiver's receipt shall not bind the Municipality to accept the goods, materials, articles or equipment covered thereby, or the particulars of the delivery ticket or piece tally therefor. In the event that goods, materials, articles or equipment, specified or called for herein, are to be furnished from a point outside Canada at a price which is expressly not to include importation charges into Canada or delivery in the Niagara Falls area, the Canada Customs Invoice in quadruplicate, with Bill of Lading, Export Entry form, Express receipt of advice of shipment by Parcel Post, shall be mailed to the Finance Department, P.O. Box 1023, Niagara Falls, Ontario, Canada, L2E 6X5. Should an additional tax or duty or any variation in any tax or duty, become directly applicable to goods, materials, articles or equipment, specified or called for in this Quotation, subsequent to its submission by the Bidder and before the delivery of the goods, materials, articles or equipment pursuant to an official order issued by the Municipality the appropriate increase or decrease in the price of such goods, material, articles or equipment, shall be made to compensate for such changes as of the effective date thereof. Unless otherwise stated, all goods, materials, articles or equipment supplied pursuant to this condition shall be subject to inspection by the Municipality at the point of unloading. No extra charge shall be made by the Vendor for packaging, packing or containers, unless otherwise indicated herein. The Bidder agrees that the goods, materials, articles, equipment specified or called for in or under this Quotation, will be delivered within the period set out herein as the guaranteed period of delivery or completion after receipt of an official order therefor. 25. Origin of Goods and Materials Wherever possible, the goods, materials, articles or equipment, specified or called for in or under this Quotation shall be of Canadian origin and manufacture. 26. Protection of the Municipality The successful bidder shall at all times well and truly save, defend, keep harmless and fully indemnify the Municipality and its servants, employees and agents, from and against all actions, suits, claims, demands, loss, costs, charges, damages and expense, brought or made against or incurred by the Municipality, its servants, employees or agents, in any way relating to goods, materials, articles or equipment, supplied pursuant to this Quotation. 27. Municipal Conflict of Interest Act Contracts in which a member of Council has an interest of which disclosure is required under the Municipal Conflict of Interest Act R.S.O. 1990, as amended, are voidable at the instance of the Municipality before the expiration of two years from the date of authorization if such member fails to make such disclosure at the prescribed time. 28. Erasures and Alterations Any erasures, alterations or cross-outs must be initialled in ink by the bidder. Failure to do so may result in the rejection of the bidder’s quotation by the Municipality. 29. Extension of Contract or Purchase Order and conditions stated in these documents to apply to such extension provided that both the Municipality and the successful bidder agree to such extension. The Municipality shall notify the successful bidder of such extension within thirty (30) days of the initial contract closing date of its intension to seek an extension. 30. W.H.M.I.S. Requirements The successful bidder must supply a supplier label and appropriate Material Safety Data Sheet supplied per this bid document. Any controlled good supplied without appropriate data sheet and proper labelling will not be accepted and will be returned at the sole cost to the successful bidder . 31. Bid Notification The Municipality posts notification of all bids on its Internet Web Site. Bidders are to review the Municipality’s Web Site to inform themselves of any bid opportunities. The Municipality shall not guarantee that previous successful bidders nor any bidders shall be notified by any means electronic or otherwise of any bid opportunity. It is the responsibility of any potential bidder to make inquires with the Supply and Services Section of the Municipality regarding any current or upcoming bid opportunity. 32. Removal from Bidders List The Municipality reserves the right to remove from its list of bidders, for an indeterminate period, the name of any bidder who fails to execute or accept a contract or purchase order or for unsatisfactory performance on any previous or current contract held with the Municipality or if the bidder is currently involved in litigation of any kind against the Municipality. 33. Additional Requirements The Corporation of the City of Niagara Falls reserves the right to add or delete items listed herein following award of any contract(s) or purchase order(s) resulting from this bid document. Unit prices FROM: QUOTATION REQUEST #140-05 STREET LIGHT POLES CLOSING: SEPT. 8, 2005 - 4:00 p.m. QUOTATION DELIVER UNOPENED TO: THE CITY OF NIAGARA FALLS CITY HALL 4310 QUEEN STREET P.O. BOX 1023 NIAGARA FALLS, ONTARIO L2E 6X5 ATTENTION: SUPPLY & SERVICES STOCK UNIT ID NO STORES DESCRIPTION UNIT VENDOR DESCRIPTION PRICE 265 12-2000 CONCRETE POLES-ASO-TEC-32 1/2' (E-325-APO-G-MOO-S/F 120 C/W CAPSEAL ea. CONCRETE POLES FOR POST TOP LIGHTS (E-325-APO-G-MOO 140-35/50 C/W 265 12-2001 CAPSEAL ea. PROD. KS12 - NIAGARA ( KS12-G-S10 C/W 140-35/40 & LRS (CUMMINGTON 265 12-2002 SQUARE CHIPPAWA ) ea. PROD. E250APO-G-S10 S/F 140-25/40 (VICTORIA AVE., BRIDGE, BENDER 265 12-2003 HILL) ea. 265 12-2004 PROD E250 APO -G-S10 S/F 170 C/W DR (CENTRE STREET) ea. 265 12-2005 KCC15-G-S10 C/W 140-25/40 DR (NIAGARA) (FOR QUEEN STREET) ea. 265 12-2006 KCH20 NIAGARA (VALLEY WA ) KCH20-G-S11 S/F 170-D ea. 265 12-2007 E325 BPO HD 32 1/2 FT (HEAVY DUTY STANDARD B POLE) ea. STREET LIGHT POLE CALIGUARO ESTATES SKY CAST # SC 076 AOC TSP 265 12-2008 DCGP ea. 265 12-2010 MANHOLE COVERS FOR POLES - PLASTIC GREY 2 1/2 X 8 ea. 265 12-2011 MANHOLE COVERS FOR POLES - PLASTIC BLACK 2 1/2 X 8 ea.
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