ESTIMATED QUANTITY CONTRACT
To be delivered as and when required for the period indicated at the request of the department. Quantities or dollar values stated are an estimate made in good faith and may vary considerably. The Province of N.B. reserves the right to purchase more or lesser amounts depending on requirements.
No totals required.
All containers must indicate brand name, item description and quantity.
Packing slips showing quantity, item(s) and purchase order number must be included on the outside of carton(s) or shipment will be returned to vendor collect.
The Province of N.B. will allow government funded bodies to purchase goods or services using long term contracts awarded as a result of an Invitation. By submitting a bid the bidder indicates that it agrees to extend the same pricing to government funded bodies as per the terms and specifications in the Invitation document.
*Shipping Charges MUST be included in the Unit Price.*
Prices MUST be firm for Contract period.
Bidders may state their own product numbers if they are not the original manufacturer, but they MUST also state clearly, in space provided, the original manufacturer and brand, the manufacturer's product number, etc. or this item will be rejected.
Any products awarded for this Estimated Quantity Contract MUST remain the same Brand and must be from the same original Manufacturer for the duration of the Contract, unless prior written approval has been received from the Province of New Brunswick.
RIGHT TO CANCEL
In the event the Province of New Brunswick changes the manner in which the goods specified on this tender are obtained, the Province reserves the right to cancel the contract at any time, with 30 days advance notice to the successful vendor(s). The Province of New Brunswick will not be subject to any penalties or costs associated with contract cancellation.
Where permissible under the applicable trade agreements and the regulation under the
Procurement Act, Service New Brunswick reserves the right to give preferential treatment to a prospective supplier from New Brunswick. Should this right be exercised, the following order of priority will apply: a) firstly, New Brunswick manufacturers if the goods to be procured are manufactured in New Brunswick; and b) secondly, New Brunswick vendors.
When bid submissions are evaluated on price:
- Applicability of the preferences will be determined based on the price differential between the lowest-priced acceptable bid and the bid receiving the preferential treatment.
- The price differential under which a NB supplier preference may be applied will vary between 2.5% and 10% depending on the total estimated value of the procurement, in accordance with the ranges set out in the regulation under the
Procurement Act.
- The preferential treatment will be applied by making the award to the NB supplier.
When bid submissions are evaluated on a point system:
- Applicability of the preferences will be determined based on the price differential between the pricing component of the highest scoring acceptable bid submission and the pricing component of the bid(s) receiving the preferential treatment.
- The price differential under which a NB supplier preference may be applied will vary between 2.5% and 10% depending on the total estimated value of the procurement, in accordance with the ranges set out in the regulation under the
Procurement Act.
- The preferential treatment will be applied by allotting a maximum of an additional 5% of the total possible points to New Brunswick manufacturers' total scores and 4% to NB vendors' total scores. If no bid from a New Brunswick manufacturer has been retained for preferential treatment, New Brunswick vendors may receive a maximum of an additional 5% of the total possible points rather than 4%.
The decision to apply a preference will be at the sole discretion of Service New Brunswick. To be eligible, suppliers must meet the definition of NB supplier as identified by the regulation under the
Procurement Act. NB manufacturers should indicate in their bid that they are a NB manufacturer to be considered for the NB manufacturer preference.
Amendment #2
Please note that the contract term is being changed to a period January 1st 2023 to December 31st 2023, with four (1) year mutually agreeable optional renewals.
All other information remains the same.
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Amendment #1
Please note that the contract term is being changed to a period January 1st 2023 to December 31st 2024, with four (1) year mutually agreeable optional renewals.
Please note that in #5, the consideration for yearly price increases has changed to a consideration of every six (6) months.
All other information remains the same.
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Written questions relating to this opportunity may be submitted to the address provided below via email by clicking on Questions. Please be sure to include the solicitation/tender number in the subject line.
EMAIL ADDRESS: bidquestionssoumissions@snb.ca
NOTE: This email account is strictly for the receipt of questions on open opportunities. This email is not for the submission of bids.
1. Estimated Quantity Contract to supply Janitorial Supplies, Personal Paper Products,
Garbage Bags, etc., on an as and when required basis, to various locations, for the period January 1st 2023 to December 31st 2025, with three one (1) year mutually agreeable optional renewals. If a vendor chooses not to accept the option year, GNB reserves the right to re-tender, re-award or delete the items in question.
2. Delivery time after receipt of order should be clearly indicated on the Invitation to
Tender (ITT) document and SHOULD NOT EXCEED 5 BUSINESS DAYS.
3. We reserve the right to request samples for evaluation purposes or at any time during the contract. When providing samples, vendors must ensure that each item includes/states their own product numbers if they are not the original manufacturer, but they MUST also state clearly, the original manufacturer and brand, the manufacturer's product number, and package size or this item will be rejected.
When Samples are requested by the Province, the Samples will remain the Property of the
Province of N.B. for a six (6) months period. If vendors want the sample returned after the six (6) months period, this must be requested in writing on the packing slip, attached to each individual sample, when submitted. On this request the vendor must state the method of return that will be charged to their company.
4. Vendors must submit a bid on every item listed below in order to be considered. The intent of this tender is to award to only one vendor who is capable of bidding on all items. We reserve the right to split this award if deemed in the best interest of the Province.
5. The Province of New Brunswick reserves the right to negotiate pricing, value added and
other savings opportunities with the successful proponent at time of award and throughout
the contract. Acceptance of any price changes or award of the option year is solely the
discretion of GNB. GNB reserves the right to negotiate lower pricing with vendors in the
option year. GNB may consider price increases not to exceed CPI for NB for all items. If a mutually agreed upon price cannot be reached GNB reserves the right to re-tender, re-award or delete the item(s) in question.
6. The quantities indicated are based on previous year's sales and are approximate. If
government requirements change the projected amounts may vary considerably.
7. Vendors are to pay special attention to the "Unit" of Measure for each item
and bid in the Province's "Unit" of Measure, which may be different from the vendors
selling unit.
**VENDORS MUST BID IN THE UNIT OF MEASURE REQUESTED.** Vendors MUST bid the unit of measure requested in the unit price column on the tender document. If bidding an alternate unit of measure/package size vendors are requested to add their package size and pricing in the space provided. If there is a discrepancy in the two prices the price in the unit price column prevails. Please see sample attached.
When stating "Unit Price" on bid submissions, vendors are required to quote pricings no more than four (4) digit positions after the decimal point. More than 4 digit positions after the decimal point will be rounded-off to the fourth position.
Vendors proposed package sizes must be in scope with the unit of measure/package size
requested in this tender. Package sized bid outside of the tender scope may be rejected.
The intent is to ensure that package size/case quantities remain consistent with the unit
of measure stated in this tender. The successful vendor(s) is expected to ship/delivery in the unit of measure indicated on this tender.
8. Vendors should bid directly on the tender form and all shipping and fuel charges MUST be included in the UNIT PRICE.
9. RETURNS: The successful vendor(s) must carry all cost incurred by the client(s) for the return of any and all products. The successful vendor(s) shall:
- not charge any restocking fees for goods ordered in error or otherwise returned to the
Supplier;
- establish return authorization and claim processing procedures for the return of defective or damaged goods acceptable to the client(s) through e-mail, Internet portal, etc.;
- Defective products will be returned to the Supplier to be replaced at no cost, including freight charges, to the Client(s).
- accept and process all claims within two (2) Business Day of claim submission by Client
for all items reported as damaged, defective, not received or otherwise returned to the
Supplier in the manner in which payment was received; and
- pick-up items returned by the Client and for which a claim has been submitted within five (5) Business Days of the claim submission.
10. Substitutions will not be delivered without the pre-authorization of Strategic Procurement. We reserve the right to request samples for evaluation purposes or at any time during the contract.
11. The successful vendor(s) must inform Clients at the time of order placement when products are on back order and/or out-of-stock.
12. The successful vendor is to make available a toll-free number for enquiries.
13. There is a $250 minimum order value for this contract (this would be for one order,
encompassing all items on contract, and not per item). Vendors should also include any
additional charges that may apply to orders that are below the $250 minimum order. This
information will be used in selecting the best overall pricing structure for award.
14. This tender will be awarded based on a combination of tendered price and consideration of other cost savings incentives, which ever provides the best overall value to the Province of New Brunswick. Best overall value will be determined at the sole discretion of GNB and all decisions are final.
15. If due to new product development or acquisition of new brands by the vendor, GNB
reserves the right to accept substitute product of equivalent quality with better unit
pricing during this contract. Any such product must be evaluated and approved by
GNB. We reserve the right to request samples for evaluation purposes or at any time during the contract.
16. The Province of New Brunswick reserves the right to add additional items, which fall
within the product category, during the term of the contract if deemed necessary by the
Province.
17. DELIVERY: Vendors must be able to delivery to the entire province in order to be
considered for an award, this includes Deer Island and Grand Manan. Deliveries will be to
approximately 450 locations including government buildings, schools, community colleges,
municipalities, etc.
18. INVOICES: Please Note: The product numbers and brands indicated on the invoice and
packing slip must match the product codes and brands on the purchase order.
- To ensure prompt payment, invoices should be submitted within 30 days of delivery.
- Vendors are encouraged to read the good invoice guide, posted on the GNB Website to
satisfy themselves as to invoicing requirements.
(http://www2.gnb.ca/content/gnb/en/departments/government_services/procurement/content/good
s_services.html)
********************************** OF SPECIAL INTEREST *********************************
19. Items # 6, 24, 26-30, 39-42, 45, 46, 52, 53, 57 & 58 - only Environmental Choice or
Green Seal Certification will be accepted. Vendors should include information on
Environmental Choice or Green Seal Certification with their sample submission, please see
Section 3 above.
20. For Items 39, 40, 41 & 42 vendor(s) are encouraged to take special care when completing all the requested pricing information. In order to be considered for evaluation vendors must include their UNIT PRICE (to be based on the requested quantity/unit) and the COST PER DILUTED LITRE, as noted in the item description. The cost per diluted litre will be taken into consideration during the evaluation process.
- Cost per Diluted Liter (Heavy Duty)
- Cost per Diluted Liter (Medium Duty)
- Cost per Diluted Liter (Light Duty)
21. Vendors may be requested to provide their most recent WHMIS & MSDS sheets in both
official languages (English and French), certification certificates, clarifications, etc.
during the evaluation. All requested information must be received within 5 days of any such request.
22. Items 6, 39, 40, 41, 42, 45, 46 & 52 are to be:
- Water based except as noted.
- Include the WHMIS label on all.
- Have no measurable presence of:
- Phenols (including compounds of)
- Added fragrances
- Extracts of nuts
- Solvent &/or petroleum products
- Teratogens
- Embryotoxins
- Carcinogens
- Mutagens
- Reproductive toxins
This is a tender notice only. In order to submit a bid, you must obtain official tender documents from the New Brunswick Opportunities Network, another authorized tendering service or as indicated in the tender notice.
Bids must be received at:
Central Tendering Branch
Fredericton Regional Centre
Suite 2300, 300 St. Mary's Street,
Fredericton, N.B.
E3A 2S4
Fax: (506) 444-4200
Public opening of bids will take place on closing day at 14:00 Atlantic Time, in Fredericton Regional Centre, Suite 2300, 300 St. Mary's Street, Fredericton, N.B. E3A 2S4.
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All bids must be stated in Canadian Funds.
All tenders must be F.O.B. destination, freight prepaid.
Sales taxes should not be included in the unit, extended or total prices.
This Invitation is being conducted under the provisions of the Procurement Act and Regulation as of the date of the issuance of the Invitation. Bidders may obtain a copy of the Act and Regulation on-line free of charge Procurement Act, Regulation or a paper copy may be purchased from the Queen's Printer, Province of N.B., P.O. Box 6000,Fredericton, N.B. E3B 5H1.
All suppliers engaged to deliver services on behalf of the Government of New Brunswick must ensure compliance with the
Official Languages Act in the delivery of those services. For more information, please refer to the
Official Languages Act.
QUESTIONS:
Written questions relating to this opportunity may be submitted to the address provided below via email by clicking on Questions. Please be sure to include the solicitation/tender number in the subject line.
EMAIL ADDRESS: bidquestionssoumissions@snb.ca
NOTE:
This email account is strictly for the receipt of questions on open opportunities. This email is not for the submission of bids.
The Atlantic Provinces Standard Terms & Conditions for Goods and Services apply to this procurement and are considered to be incorporated into this document. By submitting a bid, you agree and accept these terms and conditions. Current "Atlantic Provinces Standard Terms and Conditions" are available on the New Brunswick Opportunities Network, the Council of Atlantic Premiers' Website or from an authorized service provider.
Under Canadian law (and international agreements), your Bid must arrive separately and independently, without conspiracy, collusion or fraud; see http://www.competitionbureau.gc.ca/eic/site/cb-bc.nsf/eng/home for further information.
A bidder must obtain official bid documents from a distribution service, authorized by the Minister of Service New Brunswick, in order to submit a bid. The current authorized distribution services are the
New Brunswick Opportunities Network (NBON) (operated by Service New Brunswick, Province of NB),
BIDS (operated by Tendering Publications Ltd.) and
MERX (operated by Mediagrif Interactive Technologies). Failure to submit the official bid documents or provide proof that the
official bid documents were properly obtained will result in rejection of the bid. In order to facilitate the evaluation process, Bidders are requested to respond in the same format as the official bid documents.
Where the estimated value of the goods or services to be procured is below
the lowest applicable threshold value of any relevant trade agreement, Service New Brunswick reserves the right to give preferential treatment to a prospective supplier from New Brunswick or the Atlantic Region. Should this right be exercised, the following order of priority will apply: a) firstly, New Brunswick manufacturers if the goods to be procured are manufactured in New Brunswick; b) secondly, New Brunswick vendors; and c) thirdly, Atlantic Suppliers. The preference will be applied based
on the price differential
between the lowest acceptable bid and the bid receiving preferential treatment. Unless otherwise indicated, there shall be no limit on the price differential under which a preference may be applied. The decision to apply a preference will be at the sole discretion of Service New Brunswick.
All discounts quoted will be considered to be without limitations.
PAYMENT OF INVOICES
Payment of invoices is the responsibility of the department or organization to whom the goods are shipped or services are supplied.
Award of contracts: no contract shall be awarded and no payment shall be made to a vendor unless authorized by the Minister or his delegates. The Minister may make an award to the preferred vendor conditional on the negotiation and acceptance of a detailed contract between the Province and the vendor. In such cases, should the detailed contract negotiations not be completed in a reasonable period of time, the Province reserves the right to discontinue negotiations with the vendor and
subsequently enter into negotiations with the second preferred vendor.
No right or duty, in whole or in part, of the vendor under a contract issued may be assigned or delegated without the prior consent of the Strategic Procurement Branch.
Unless indicated otherwise in this tender notice or attached documents, all prices must be extended and totalled.
The province of New Brunswick reserves the right to negotiate pricing, value added and other savings opportunities with the successful proponent at time of award and throughout the contract.
Pay Equity
Does your organization have 50 or more employees?
The Government of New Brunswick is committed to encouraging and incentivizing the adoption of pay equity by employers doing business with government.
Prior to the award of procurements for goods and services valued over $1,000,000, suppliers, with fifty (50) or more employees will be required to complete the Pay Equity Learning Module developed by the Women's Equality Branch. Suppliers should provide a copy of their certificate of completion with their bid submission.
To complete the online module and obtain your certificate, please visit www.gnb.ca/payequity. For questions, please contact the Pay Equity Bureau toll free: (877) 253-0266 or by Email: peb-bes@gnb.ca.
All Suppliers engaged to deliver goods or services to the Government of New Brunswick must ensure compliance with the Designated Materials Regulation in the provision or delivery of those goods obligated under that Regulation. Please refer to
Recycle NB's website and the
Designated Materials Regulation for specifics.
Direct Deposit
The Province of New Brunswick is now using Direct Deposit as the standard method of issuing payments. Suppliers are required to provide bank account information and an email address for the notice of remittance. Please send the completed Direct Deposit Form to Service New Brunswick (e-mail address and mailing address are indicated on the form).
Please click on the link below to view the Direct Deposit Form.
https://www2.snb.ca/content/dam/snb/Procurement/DirectDepositVirementDirect.pdf
Solicitation documents will be provided in either of the Province of New Brunswick's two official languages; English or French upon request.
