The Workers Compensation Board of Manitoba (WCB) invites firms to submit a Proposal for the following: Provide sanitary/hygienic office supplies to the WCB.
Description of Services
The WCB requires the Contractor to provide its expertise and guidance to assist the WCB with purchasing the most cost effective and suitable sanitary/hygienic office supplies ("Facilities Supplies"), based on the WCB's changing needs, and in accordance with the WCB's service levels indicated in section 6 below.
The Contractor shall only be required to provide Facilities Supplies to the WCB's offices located at 333 and 363 Broadway in Winnipeg, Manitoba.
The WCB intends to purchase the bulk of its Facilities Supplies from the Contractor and the Contractor shall be the WCB's preferred supplier. However, the WCB does not guarantee exclusively purchasing all Facilities Supplies from the Contractor. If a lower price is available from another supplier or the WCB determines, in its unfettered discretion, that it requires a specific sanitary/hygienic office product which the Contractor is unable to provide in a cost effective and/or timely manner, or at all, the WCB shall be free to purchase such sanitary/hygienic office product from another supplier.
The WCB requires the Contractor to be able to supply Facilities Supplies in accordance with the following service levels:
a) Dedicated service representative with direct phone line and e-mail access for WCB staff during Business Hours;
b) Maximum four (4) Business Hours reply time for call backs or e-mails from service representative;
c) Standard delivery period (for in-stock items) not later than second (2nd) Business Day by 11:00 a.m. onsite at the WCB's office if ordered prior to 3:00 p.m. on a Business Day (the WCB's delivery service standard is intended to be more environmentally friendly than next Business Day delivery);
d) If an item is required more urgently by the WCB the Contractor must be able to provide rush delivery not later than 11:00 a.m. next Business Day onsite at the WCB's office, if ordered prior to 3:00 p.m. the prior Business Day;
e) Special order items (non-stock as specified in the Contractor's catalogue) shall be delivered within five (5) Business Days onsite at the WCB's office after the WCB's request;
f) Payment options must include credit card and online payment;
g) Order options for WCB staff must include online, phone and facsimile;
h) Full color, online and hard copy product catalogue with a hard copy of the annual product catalogue delivered to the WCB's departments at no cost;
i) Percentage (%) discount on all catalogue items;
j) Lowest price guarantee, which provides automatic invoicing at sale price if lower than percentage discounted price, at time of the WCB's order;
k) Electronic order summaries to be provided with monthly billings;
l) Order tracking available online and by phone;
m) Dedicated delivery person(s) who must sign the WCB's confidentiality pledge;
n) Electronic invoicing;
o) No minimum purchase required for free delivery on all standard deliveries of two (2) Business Days;
p) Provide full policy for return/refund/replace/credit;
q) To supply catalogue items on an "as needed" basis, as requested by the WCB; and
r) Provide the WCB, on a monthly basis, an itemized electronic report of monthly/year-to-date orders.
The WCB will inspect orders at delivery only for general description, quantity and obvious defects or damage. Notwithstanding any waiver or release which may be stated on the bill of lading, invoice, receipts or other forms signed at the time of taking delivery, the Contractor shall not be relieved of responsibility for Facilities Supplies that are defective, damaged, or not in accordance with the WCB's original order specifications and shall reimburse or credit the WCB for the same.
Facilities Supplies which, in the opinion of the WCB, fail to meet the requirements of the WCB's order specifications, either through damage, defect, quantity or description shall be returned to the Contractor through its delivery person(s) at the Contractor's expense. The Contractor shall not be entitled to payment for such Facilities Supplies returned and in the event payment has already been made to the Contractor, the WCB shall be entitled to receive a credit or refund for the same, in the WCB's unfettered discretion. Alternatively, failing receipt of a credit or refund, the WCB shall be entitled to recover payment by remedies it may have at law or otherwise.
The Contractor will not be required to have and maintain workers compensation coverage for its workers who will be providing the Services, unless required pursuant to The Workers Compensation Act.
Each Vendor is expected to provide a PDF copy of its catalogue or an Internet address for its website to allow the WCB to access and review its current online catalogue as part of its Proposal. The Vendor should not attempt to submit a hard copy catalogue as part of its Proposal.
The Services shall be provided from the Contractor's facilities for delivery onsite to the WCB's facilities, as required.
It is anticipated the Services will be required for a term of five (5) years, commencing immediately upon execution of an Agreement.
