Requirement
The City of Ottawa, Fleet Services (the “City”) is requesting standing offer submissions from Offerers qualified to supply and deliver light Fleet vehicles on an as and when requested basis, in accordance with the specifications, Terms, and Conditions of this Request for Standing Offer (RFSO). The City estimates a total of 125 various light Fleet vehicles will be required annually.
The City intends to qualify multiple Suppliers in one, or more of the following categories, as described in Annex A Specifications:
Category 1: Passenger Vans
Category 2: Cargo Vans
Category 3: Pick-Up Trucks
Category 4: Hybrid and Electric
Standing Offer Closing Date
All Offer submissions must be addressed to the attention of the Administrative Authority, identified herein, and uploaded to the MERX online tendering system by no later than 3:00 P.M. local time on Thursday, 15 October 2020. Late Offer submissions will not be accepted. Offers submitted by email or facsimile will not be accepted.
Basis of Authorization
It is the City’s intent to authorize the Standing offer of all Offerers who submit responsive offers for any Vehicle ID’s for which a Firm Unit Price has been provided in Price Schedule “A”, excluding taxes, minus any prompt payment discount offered.
An eligibility list of all Offerers will be created for each Vehicle ID. Failure to provide a Firm Unit price will deem an offer non-compliant for that Vehicle ID. Failure to provide unit pricing for options DOES NOT deem an offer non-compliant, however, Call-Ups can only be issued for those options for which a unit price and/or a Manufacturer Code is provided.
Offer Preparation and Submission Instructions
All offers must be submitted electronically via the MERX Online Tendering System to the Administrative Authority, identified herein. All Offerers must:
a) Download, complete and attach a copy of the Price Schedule in Excel format to their offer submission;
b) Download, complete and attach the Contractual Acknowledgement (Appendix A) to their offer submission; and
c) Complete and/or attach to their offer, any confirmation of Specifications and/or supplemental information/literature, either as required herein or as deemed by an Offerer to be relevant to their offer. Should such additional information, however, in anyway qualify or restrict the offer it may result in the offer being declared incomplete and irregular, and removed from consideration.
Administrative Authority
The City’s Administrative Authority for this RFSO is:
Tasha MacLaurin, Purchasing Officer
City of Ottawa, Supply Services
100 Constellation Drive, 4th Floor, West Tower
Ottawa, ON, K2G 6J8
Telephone: (613) 580-2424 Ext. 21804
E-mail:Tasha.MacLaurin@ottawa.ca
Period of Standing Offer
The period for placing call-ups against this Standing Offer shall from the date of authorization until 31 October 2021. If mutually agreed to by both parties, the agreement may be extended annually up to four (4) additional one (1) year terms.
