Tenders

New Tenders:

 

Closing date:    at 2:00  pm


 

Awarded - PT2020-010 Inspection, Testing and Maintenance of Fire Protection        Systems

The following is the awarded vendor for the bid:

 

Georgian Bay Fire & Safety Ltd

2872 2nd Concession Rd

Brockville, Ontario

K6V 5T1

 
   

 

Bids Submitted - PT2020-010 Inspection, Testing and Maintenance of Fire Protection Systems

The following are the unofficial bid results:

Company

Results  

Tremblay Fire Solutions Ltd.

2047 Carp Rd

Carp, Ontario

K0A 1L0

 

$32,238.90

 

Georgian Bay Fire & Safety Ltd

2872 2nd Concession Rd

Brockville, Ontario

K6V 5T1

 

 $27,668.05  

 

 


 

Awarded -

The following is the awarded vendor for the bid: 

 

 

 
   

 

Bids Submitted -

The following are the unofficial bid results:

Company

Results

 

 

 

 

 

 

   

 


 

 

Award Limits

The authority to award contracts is determined by the monetary award limits outlined in the following chart: 

Estimated Cost of Goods/Services

Number of Quotations

$5,001 - $30,000

A Short Form Tender

Over $30,000

A Public or Invitational Tender

 

Short form tenders must be used when the estimated value of the job is between $5,000 and $29,999.

Scope of Work

The Manager responsible will prepare the drawings, specifications, and scope of work and ensure the accuracy of the documents prior to publication.

Requesting Bids:

Bids will be requested from as many contractors on the qualified list as are necessary, to ensure that at least three (3) bids will be received.  Where there are insufficient contractors on the list an advertisement will be placed in the local newspaper (Cornwall) and, any other newspaper in the vicinity of the proposed job.

 

Short Form Tender Package:

The short form tender package will contain the following:

  • Scope of work, including appropriate specifications and drawings (if applicable);
  • Tender Submission Form, to be returned by bidders;
  • Short Form Tender – General Conditions
  • Date and time of tender closing;
  • Addressed envelope for return of tenders to the bid depository box.  The envelope must include reference to the tender number.

Pre-Tender Site Meetings:

General Site Meeting

Where a pre-tender site meeting is held staff will ensure that each contractor present signs the “sign-in” sheet.  Staff must not sign for the contractor.

In order to ensure there is no unfair advantage to any of the bidders alternate site meetings must not be held. 

A written record of all information provided and questions/answers must be maintained and included in the tender file.

 

Mandatory Site Meeting

Where a mandatory pre-tender site meeting is held staff will ensure that each contractor present signs the “sign-in” sheet.  Staff must not sign for the contractor. 

Where pre-tender site meetings are mandatory, contractors must be in attendance and have signed in. Contractor(s) will be given a 5 minute grace period to be in attendance. Failure to attend a mandatory site meeting as noted in the tender documents will result in an automatic disqualification of the bid.

In order to ensure there is no unfair advantage to any of the bidders, alternate site meetings must not be held.

A written record of all information provided and questions/answers must be maintained and included in the tender file.


Receiving Short Form Tenders

To ensure a confidential tendering process that does not give an unfair advantage to any of the bidders, tenders will be received at the main office, up to the pre-determined time on the date specified in the tender documents, whether mailed or delivered in person.  Tenders will not be accepted after the pre-determined time, and are to be returned to the sender unopened.  Should there be no return address on the envelope, the envelope must be opened and returned, with a note from the Manager of Capital Works and Maintenance advising of the circumstances.

All tenders must be in the sealed envelopes provided, or have the envelope attached or enclosed.  The Short Form Tender number must be indicated on the envelope.

Recording Receipt of Bids:

When bid documents are received at the office, staff will, in the presence of the bidder:

  • Stamp the envelope with the date and time received using the time clock
  • Initial the envelope
  • Return the envelope to the bidder and request that they place the envelope in the locked depository box

Depository Box

The depository box is a double locked box used to retain the bids until the time of closing for the tender. 

There are only two (2) keys for each lock, and the keys for the separate padlocks are different.  One key is held by the Manager of Capital Works and Maintenance and one key is held by the Works Control Clerk.  A duplicate set of keys are held in the lock box located in the General Managers office.

Late Submissions

Late submissions are deemed to be invalid and are to be returned to the contractor unopened (unless necessary to obtain the contractor’s address).

Verbal and Electronically Submitted Information

CAHC does not accept verbal or electronic information.

Validation Criteria:

To be valid, each bid must have:

  • The bidder’s name and address;
  • The bid amount in words and figures (where there is a discrepancy between the written amount and the figures, the written amount is used);
  • The signature of an official of the bidding company;
  • The WSIB number of the bidder, for service/maintenance contracts only (omitted numbers can be obtained later);
  • Details of the contractor’s Liability Insurance Coverage, for service /maintenance contracts only (verification of these can be obtained later if omitted);
  • All required enclosures attached;
  • Correct work details, Scope of Work or specifications, unaltered through deletions, amendments or additions.

Awarding Short Form Tender Contracts:

Once bids have been opened and inspected, the committee will evaluate the bids and will recommend award of the contract to the lowest qualified bid.

Criteria for Awarding

The committee may recommend award of the contract if the following criteria are met”

  • The bid under consideration is the lowest qualified bid.
  • At least one (1) valid bid is received.
  • Funds are available for the contract.
  • The recommended bid is within the limit for awarding Short Form Tenders
  • The bidder under consideration has an acceptable credit and performance rating.

Notification of Unsuccessful Bidders

The issuer of the Tender will advise all unsuccessful bidders:

  • That their bids were received and evaluated, returned or found invalid;
  • The name of the bidder to whom the award was made and the amount of the bid.

Restrictions on Tenders

No tender will be considered from any contractor or supplier of services who have initiated a litigation process with the Corporation.  No consideration will be given for a period of five (5) years from the conclusion of the litigation.

Public and Invitational Tenders

Public and Invitational Tenders must be used when the estimated value of the contract exceeds $30,000.  All contracts which exceed $30,000 must be publicly advertised in order to obtain competitive prices and to ensure the widest possible distribution of their availability.

Public Tenders

Public Tenders are generally used for goods or services of a non-specialized nature and must be advertised.

Invitational Tenders

Invitational Tenders are used for goods or services of a specialized or technical nature.  Contractors or vendors are formally invited to submit bids, without advertising. 

Invited bidders are those who are well established and known to be capable of performing the work.

Prequalification of Contractors for Invitational Tenders

For work requiring specialization or a higher than normal level of skill, prequalification of the bidders to be invited is an effective and appropriate method to ensure that only capable contractors are allowed to bid on specialized contracts.  This procurement technique is separate from that method that utilizes a qualified list.

This would occur where the work requires special skills, or where a limited number of contractors with the expertise are available, e.g. demolition work.

A request for qualifying information is advertised which includes the evaluation criteria for determining acceptable qualified bidders, such as:

  • Being bondable;
  • Equipment required;
  • Demonstrated experience in that particular field;
  • Staff qualifications;
  • References relating to field of work being considered;
  • License to practice (if required).

These criteria are then applied to determine the list of bidders invited to provide quotations.  Where required, consultants may be used to assist in the evaluation process.

All results must be reviewed and approved by the Tender Evaluation Committee and submitted to the Board of Directors for final approval.

All bidders will be notified in writing of the results of the prequalification process.

Public Tender Advertisement:

The Manager will prepare the advertisement, which should contain:

  • Details of the work to be performed or the goods to be acquired;
  • Where the tender documents can be obtained;
  • Address to which tenders are to be sent or delivered;
  • Time, date and location of tender closing.

Advertisements should be placed in local trade journals or daily newspapers, but may also be placed in newspapers in other municipalities where such goods or services are readily available.  In addition to newspaper advertisements, other means to advertise tenders; such as Biddingo, may be used to optimize the number of bids.

Tender Package:

The complete tender package will be supplied to interested and invited vendors or contractors, and will contain:

  • Tender envelope (clearly indicating the tender number, closing date and time, address to which submissions are to be sent or delivered)
  • Specifications, drawings and/or scope of work;
  • Tender Submission Form
  • Site meeting instructions
  • Bidders Information
  • Instructions to bidders
  • General Instructions
  • General Conditions
  • Payment and Warranty
  • Bid Forms
  • Bid Bond Information
  • Performance Bond Information
  • Approved Irrevocable Letter of Credit or Letter of Guarantee (issued by a Canadian chartered bank or other creditworthy financial institution within the Province)

Bid Security:

Bid security must accompany tender submissions for Public and Invitational Tenders with contract values over $60,000.

The Corporation may use its discretion in requesting bid and performance security for contract values between $30,001 and $60,000.  Bid security and performance security is not required for contract values up to $30,000.

The dollar amount of the bid security must be stated on the Tender Submission form. For Public and Invitational Tender contracts estimated to cost less than $100,001, the dollar amount of the bid security is as follows:

Estimated Contract Value

Bid Security Required

$60,001 to $100,000

10%

Estimated Contract Value

Bid Security Suggested

$5,001 to $30,000

10%

$30,001 to $50,000

10%

 

For contracts estimated to cost above $100,000, the dollar amount of bid security is to be established on the basis of a gradual scale as follows:

 

Estimated Contract Value

Bid Security Required

$100,001 to $500,000

10% of estimated contract value, rounded to the nearest $1,000 but not less than $10,000

$500,001 to $3,000,000

10% of estimated contract value, rounded to the nearest $10,000 but not less than $40,000

Above $3,000,000

10%

 

The Corporation may retain this security for its use if the contractor:

  • Withdraws the bid before the tender has been considered;
  • Withdraws the tender before or after notification that their tender has been recommended for acceptance;
  • Fails to provide performance security or other documents as required by the General Conditions.

In addition to retaining the bid security, the Corporation may:

  • Accept the second lowest or qualified bid;
  • Not accept any tender;
  • Advertise for new tenders.

Forms of Bid Security:

The bid security must be for not less than the amount specified on the tender submission form, and in one of the following acceptable forms:

  • Bid Bond;
  • Certified cheque or money order;
  • Bank draft;
  • Irrevocable letter of credit (not a letter of guarantee).

The bid security is valid for 60 days after the tender closing date.  In special circumstances, tender calls may allow for more or less than 60 days, where the Corporation knows or anticipates shorter or longer requirements.

Performance Security:

If required by the Tender Submission, the contractor must provide (at their own expense) performance security in favour of the Corporation.

The security may take the form of a Performance Bond and must be in an amount equal to 50% of the total contract price.

Performance Bonds are retained for two (2) years after the last contract payment, and may be returned to the contractor upon request at that time.

Labour and Material Payment Bonds valued at 50% of the contract amount are required for projects estimated at $1,000,000 or more.

Alternate forms of performance security may be acceptable in lieu of the Performance Bond when the estimated contract value is less than $1,000,000.  Alternate forms must be equal to 10% of the contract price for contracts under $100,000, and 20% for contracts over this amount.

Alternatives to the Performance Bond are:

  • An irrevocable letter of credit;
  • Bearer or negotiable bonds of:
    • The Dominion of Canada,
    • Province of Ontario,
    • Ontario Hydro;
  • Collateral, such as:
    • Certified cheque,
    • Bank draft.

Performance security may be used to off-set deficiencies in the work, and is retained for ninety (90) days after the contract has been satisfactorily performed.

For seasonal work deficiencies, the holdback is reduced to the value of the work and the balance is returned ninety (90) days after the contract has been satisfactorily performed.

General Site Meeting:

Where a pre-tender site meeting is held staff will ensure that each contractor present signs the “sign-in” sheet.  Staff must not sign for the contractor.

In order to ensure transparency in the bidding process alternate site meetings must not be held. 

A written record of all information provided and questions/answers must be maintained and included in the tender file.

Mandatory Site Meeting:

Where a mandatory pre-tender site meeting is held staff will ensure that each contractor present sings the “sign-in” sheet.  Staff must not sign for the contractor.  Any bids received from contractors who were not in attendance will be disqualified at the tender opening and will not be read out at the tender opening.

In order to ensure transparency in the bidding process alternate site meetings must not be held.

A written record of all information provided and questions/answers must be maintained and included in the tender file.

Receiving Public and Invitational Tenders

The process for receiving Public and Invitational Tenders is the same as for Short Form Tenders.

 

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