Re: Request for Quotation for Fuel Management Services (the RFQ ), RFQ 17128

Transcription

1 Date: May 17 th, 2017 Re: Request for Quotation for Fuel Management Services (the RFQ ), RFQ The Regional Municipality of Wood Buffalo (the Municipality ) invites you to submit a quotation for the Deliverables as set out in the Quotation Form attached to this letter. The submission deadline for this RFQ is May 30, 2017 at 14:00:59 AB Time. 1. Terms and Conditions The Municipality s standard Purchase Order Terms and Conditions (T&Cs) will govern this procurement. The T&Cs may be found on the Municipality s website. The term of the contract is to be from June 2017 until December 31, 2020 with the option to have two (2) one (1) year extensions. 2. Evaluation Subject to the terms of reference, the successful respondent will submit a compliant and lowest total cost quote for the Deliverables, including all freight, delivery, and travel costs. 3. Submission Instructions Please contact the below-named with any questions relating to this RFQ at least four (4) business days prior to the closing deadline to allow enough time for answers to be provided. Any changes to this RFQ will be communicated to all respondents by addendum. Please send the completed and signed Quotation Form with the bid/price quote, to tenders@rmwb.ca by the submission deadline. Late submissions will not be considered. We look forward to receiving your response, please advise as soon as possible if you are unable or unwilling to provide a quote to this RFQ. Sincerely, Stephanie Rogers Buyer II RFQ Fuel Management Services Page 1 of 5

2 1. Respondent please complete: QUOTATION FORM Please complete the following form and name one contact person for additional information if required. Full Legal Name: Operating Name (if applicable): Street Address: City, Province/State: Postal Code/Zip Code: RFQ Contact Person: RFQ Contact Phone: RFQ Contact 2. Acknowledgement of Terms of Reference and Governing Law In responding to this RFQ, and to be eligible for consideration, the respondent acknowledges its acceptance of the RFQ Terms of Reference as set out below: 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) the respondent may withdraw its response at any time during this RFQ process prior to the written acceptance of its offer by the Municipality; c) 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; d) no legal obligation regarding the procurement of any good or service shall be created between the respondent and Municipality until the Municipality accepts the respondent s offer via Purchase Order, also no work is to be performed or goods delivered prior to receipt of the Purchase Order; 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 RFQ Fuel Management Services Page 2 of 5

3 revisit and re-evaluate the respondent s submission or ranking on the basis of any such information; f) 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. g) the Municipality may disqualify a respondent for illegal or unethical conduct, that compromises the competitive process, as solely determined by the Municipality; h) the Municipality may elect not to consider a respondent if, as solely determined by the Municipality, any conduct, situation or circumstance places the respondent in a conflict of interest in respect of submitting a response to this RFQ or in providing the Deliverables; i) the Municipality may cancel this RFQ process at any time; and j) 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 in which Municipality is located and the federal laws of Canada applicable therein. 3. Deliverables The Deliverables required are as listed below or as attached: Scope of Work Ability to supply tank registration services and supply engineered drawings for fueling sites. Ability to provide sales and service to fleet management devices and systems for Computrol. This must include various parts and maintenance items required by these systems such as key fobs, electronic boards, communication equipment, basic commissioning and basic software support. Stock of fuel tank accessorises which included but not limited to hoses, pumps, meters, and dispensers, site and monitoring gauges, nozzles, swivels, breakaways, hose reels, dipsticks, tank fittings and piping parts. Supply of maintenance programs and inspections for fuel tanks and associated systems. Fuel and Waste oil tank sales. Service work to fuel tanks and corresponding fueling systems. Remote tank level monitoring through an online site. Complete fuel management with daily, weekly and monthly reporting. 24/7 Phone support for equipment at no additional charge Final terminations, commissioning and inspections of the fuelling apparatus. Technicians are to be CPCA certified (Canadian Petroleum Contractors Association). RFQ Fuel Management Services Page 3 of 5

4 Experience in working with Computrol Fuel Management Systems with a complete supply of parts for the units. Mandatory requirements Must be able to provide service to the Wood Buffalo region on a regular basis. Travel to Fort Chipewyan via the winter road or air will be required on short notice if required. Extensive experience with the Computrol C6000 pump controllers, Profuel2 management software, and you must support our current SkyBitz tank level monitoring. Mandatory Requirements for successful respondent: If on-site labour is required within Deliverables, prior to issuance of Purchase Order: - must provide WCB clearance letter - must provide copy of insurance certificate with Municipality as additional insured Must obtain and maintain a Municipality Business License and all permits required to carry out the obligations set forth in this RFQ. The 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 and has provided a list of any subcontractors to be used to complete the proposed contract. 4. Non-binding Price Estimates Respondents must provide pricing for the Deliverables via a bid/quote document of respondent s creation. Hour Rate: $ Emergency Call Out Hourly Rate $ Monthly Modem Charges $ Estimated Monthly Disbursements $ Provide response time to Fort McMurray in the event of an emergency (Hours) Reasonable disbursements incurred by Contractors and Consultants for preapproved expenses will only be approved in accordance with RMWB Administrative Procedure FIN-210 Contractor and Consultant Disbursement Procedure. RFQ Fuel Management Services Page 4 of 5

5 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 freight and carriage costs, all insurance costs, all costs of delivery to the Municipality, 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. Signature of Respondent Representative By signing, I certify that I have the authority to bind the respondent. Name Title Date RFQ Fuel Management Services Page 5 of 5

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