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.
This procurement is subject to the provisions of the Canadian Free Trade Agreement, the Canada-European Union Comprehensive Economic and Trade Agreement, the Agreement on Government Procurement under the World Trade Organization and the Comprehensive and Progressive Agreement for Trans-Pacific Partnership.
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. 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 be limited to 10%. When the lowest-priced acceptable bid before preferential treatment is applied is a New Brunswick vendor, the price differential under which a NB manufacturer preference will be applied will be limited to 5%.
- 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 be limited to 10%. When the highest scoring acceptable bid submission before preferential treatment is applied is a New Brunswick vendor, the price differential under which a NB manufacturer preference will be applied will be limited to 5%.
- 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.
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.
New Brunswick Manufacturer Preference
By stating YES in the input box,
I confirm that I am a Manufacturer of goods
with a place of business in New Brunswick as defined below and am therefore eligible to be considered for the NB Manufacturer preference as defined in this solicitation document. If the input box is left incomplete the bid may be ineligible for the New Brunswick Manufacturer preference.
Place of business means an establishment where a manufacturer regularly conducts its activities on a permanent basis, is clearly identified by name and is accessible during normal business hours.
New Brunswick Vendor Preference
By stating YES in the input box,
I confirm that I am a Vendor of goods or services
with a place of business in New Brunswick as defined below and am therefore eligible to be considered for the NB Vendor preference as defined in this solicitation document. If the input box is left incomplete the bid may be ineligible for the New Brunswick Vendor preference.
Place of business means an establishment where a vendor regularly conducts its activities on a permanent basis, is clearly identified by name and is accessible during normal business hours.
MEAT, POULTRY AND FISH
***** Amendment #5 *****
Please note that this Invitation to Tender has been amended to update item #32.1.
All other information remains the same.
***
***** Amendment #4 *****
Please note that this Invitation to Tender has been amended to update unit of measure for items #2, #16, #26, #36.
As previously stated in items #26, & #36, Bidder(s) may bid on this item by the Kg. If Bidder(s) choose to submit their bid price in Kg, please indicate on the Invitation to Tender document.
All other information remains the same.
***
***** Amendment #3 *****
Please note that this Invitation to Tender has been amended to ADD item # 47 for the contract period. All other information remains the same.
***
***** Amendment #2 *****
Please note that this Invitation to Tender has been amended to update the Quantity/Unit size for items #2, #16, #26.
All other information remains the same.
***
***** Amendment #1 *****
Please note that this Invitation to Tender has been amended to answer the following potential bidder(s) question(s):
Q1: Item # 2 - Beef Inside Round Fresh -
This product has been requested to price by case and not kg. Inside Rounds cases are
variable weights and cannot be priced properly by cases.
Also, Quantity / Unit Usage this tender is 2995 cases. Current tender is 2995 kg.
Just wondering if this is a misprint?
A1: The Invitation to Tender document has been revised to include Kg instead of cases for
item #2.
Q2: Item # 16 - Sausage, Pork & Beef -
Quantity / Unit Usage this tender is 1255 cases. Current tender is 1255 kg and some
institutions request cases and some by the kg. Southeast 450 cases, SJRCC 210 cases,
Madawaska 210 kg, NB Youth 180 kg, Dalhousie 205 cases.
Please Advise..?
A2: The Invitation to Tender document has been revised to include Kg instead of Cases for
item #16.
Q3: Item # 26 - Sausage, Italian -
In description it states "can be sold by the kg". Does this mean Vendors can price by
kg?
A3: The Invitation to Tender document has been revised to include Kg instead of Cases for
item #26.
Q4: Item # 36 - Turkey Cooked Deli White Meat -
This product has been requested to price by case. Turkey Deli Roasts cases are variable
weights and can not be priced properly by case.
Can we price by kg?
A4: Bidder(s) asked by to list pricing per case.
Q5: Item # 40 - Turkey Roasted White & Dark Meat -
This product also is variable weights and quantity is by case. Can we price this by kg?
A5: Bidder(s) asked by to list pricing per case.
Q6: If vendor case sizes are different than package size requested (ie. Requested case size
is 4kg and vendors case size is 4.54 kg) Requested Quantity is by Case - We do not see
line where we can put our case size along with Brand and company Product Code. In this
situation can vendors price product by KG?
A6: Bidder(s) are asked to include optional second brand or different package size in the
item description box on the Invitation to Tender document.
Q7: Can items quantity request in cases be priced by kg? as per current contract all items
are requested quantity are in KG.
A7: Bidder(s) are asked to price each item per the Quantity / Unit size listed.
All other information remains the same.
***
SCOPE
This Invitation to Tender is for the supply, delivery and unloading of Fresh and/or Frozen Meat, Poultry and Fish Items for the Department of Public Safety. The contract shall be for a one-year term, from June 19, 2023 to May 31, 2024 with the option to renew for THREE additional ONE year terms upon agreement of both parties exercised in one-year increments.
Estimated Quantity products 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.
CONTRACT AWARD CRITERIA
Awards will be made on the basis of the lowest compliant bid per institution. Vendors must bid on all items per location in order to be considered. Vendors are able to bid on any or all of the institutions specified in the tender document. An award in one region does not guarantee an award in another.
DELIVERIES
Vendor agrees to deliver all ordered Items within two days after receipt of order(ARO), Monday through Friday inclusive, between 7:00am-3:00pm inclusive, with the exception of no deliveries between 11:30am and 1:00pm.
All goods must be delivered in refrigerated trucks and kept at temperatures suitable for the
product being delivered. GNB reserves the right to take temperature readings at time of delivery.
Products for which temperature readings that are deemed outside of basic Food Safety requirements for product type will be refused.
All meats must have the Best Before Date not expired by the time of delivery. No meat showing an expired date upon date of delivery will be accepted.
DELIVERY ADDRESSES:
Saint John Regional Correctional Centre
930 Old Black River Road
Saint John, NB
E2J 4T3
Spending Authority: Gerry Wright
Southeast Regional Correctional Centre
435 Lino Road
Shediac, NB
E4P 0H6
Spending Authority: John Cann
Dalhousie Regional Correctional Centre
265 Miller Blvd.
Dalhousie, NB
E8C 2A2
Spending Authority: Eric Bujold
New Brunswick Youth Centre
4 Airport Drive
Miramichi, NB
E1N 3W4
Spending Authority: Maria Donovan
Madawaska Regional Correctional Centre
15 Fournier Street
St. Hilaire, NB
E3V 4W5
Spending Authority: Eric Blanchette
ORDERING AND PRICING
Pricing is to remain firm for the contract period.
Vendors should indicate their unit price in the "Unit Price Including Discount" column and extend the price (multiply Unit Price by Quantity/Unit) to the "Extended Price" column directly on this invitation to tender. There are no additional pricing sheets to be completed with this bid.
The vendor is able to provide a weekly list of discounted items which may be used as an
alternative to the items listed herein. If Public Safety would like to proceed with an offered alternative, a one-time opportunity buy.
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 previously sampled and approved by GNB.
OPTION YEAR PRICING
Unit pricing for any option year shall be subject to the negotiation of a satisfactory contract price and shall not to exceed the contract Unit Price Including Discount plus any published increase in the New Brunswick Consumer Price Index.
GNB reserves the right to negotiate pricing and product selection with vendors in the option
years. GNB may consider price changes in the option year if deemed to be reasonable based on
market conditions, and no greater than the consumer price index (CPI). Acceptance of any price changes or award of the option year is solely the discretion of GNB.
OFF-CONTRACT PURCHASES
The Province of New Brunswick reserves the right to make purchases outside of this contract when and where smaller quantities are required.
SUBMITTALS
Vendors are invited to bid upon one, multiple or all locations for each Item.
If quoting frozen product, vendors must date label frozen product when shipped.
Information to include on label:
- Fresh Packaged Date:
- Date Frozen:
- Employee Signature:
All meats must have the Best Before Date not expired by the time of delivery. No meat showing an expired date upon date of delivery will be accepted.
Vendors are to indicate the brand being bid to be supplied for the contract period. (Suppliers may indicate up to two brands or sources for the period to ensure ample supply).
No substitutes from brand names quoted for contract period unless prior approval received from Department of Public Safety staff for exceptional circumstances.
INVOICING
All food vendors are required to send their original invoices for payment directly to SNB Accounts Payable. Vendors are to include both their Purchase Order (PO) number and the individual Release Purchase Order (RPO) number on the invoice.
With each food delivery, all food vendors will supply the institutions with a Packing Slip to allow the institutions to check against the order they receive and what is being charged for on the invoice. It is important to note that any invoices sent to the institutions will NOT be used as a payment document.
The Spending Authority (and/or Coding Specialist) will match the packing slip to the Oracle IPM invoice. Before approving the invoice, the Spending Authority (and/or Coding Specialist) will check the box Goods/Services Received. If all items and prices match, the institution will then exercise spending authority.
If the two documents do not agree, the invoice will be rejected by the institution and reverted back to SNB with the Packing Slip, highlighting the differences. The packing slip can be attached electronically or sent by fax.
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 the invoicing requirements.
VENDOR QUESTIONS
All inquiries should be received seven (7) calendar days prior to the closing date; any inquiries received less than 7 calendar days prior to the closing date cannot be guaranteed a response.
Reference the tender number and closing date within your communications to ensure a prompt and accurate reply.
NOTE: In order to speed up requests, we recommend inquiries be submitted by fax or Email (Fax:(506) 444-4200, Email:
bidquestionssoumissions@gnb.ca).
REQUIREMENTS
Bidder(s) must meet all national and provincial food safety regulations.
Under the New Brunswick Public Health Act the province has the authority to inspect all supplier facilities for compliance.
Bidder(s) should be capable of providing a weekly list of discounted items which may be used as an alternative to the items listed above. If Public Safety would like to proceed with an offered alternative, a one-time opportunity buy, the purchase order will be amended.
VENDORS ARE REQUIRED TO SIGN AND DATE THEIR BID IN THE SPACE PROVIDED BELOW.
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.
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
Instructions for Bid Submission
1. Effective April 15, 2020, Service New Brunswick is no longer accepting paper bids,
and the Central Tendering Branch is closed to the public. Public tender openings are
no longer taking place; however, results continue to be posted on NBON.
2. Bids will only be accepted by electronic transmission as follows:
a. By e-bidding through NBON (when e-bidding is possible); OR
b. By fax to: (506) 444-4200 (fax to dedicated mailbox).
Note: Proposals in response to a Request for Proposals (RFP) will not be accepted by fax; OR
c. By email to NBBids@snb.ca or SoumissionsNB@snb.ca (do not submit bids to any other email).
Click here
Instructions for Bid Submission for important instructions on how to submit bids by email.
d. Please refrain from submitting your bid through multiple electronic channels
to avoid duplicate bids.
3. All bids must be properly signed by an authorized person.
a. For bids submitted by email or fax: typed signatures (in any font)
that are not on the bid itself (i.e. in the body of the email or on the
fax cover sheet) will NOT be accepted.
4. All bids must be legible, properly completed and contain the proper solicitation number.
5. The proponent is solely responsible for ensuring that the bid submission
in its entirety, including all attachments, is received before Closing Date and Time
as indicated on the solicitation documents.
a. The proponent bears all risk associated with delivering its bid by electronic
submission, including but not limited to delays in transmission between the Proponent's computer and the Province's Electronic Mail System, NBON or fax.
b. The date and time of official receipt of the bid will be the time of receipt
recorded in the NBON system (for e-bids) or the time of receipt in the Province's
Electronic Mail System (for fax and email bid submissions).
6. All bids must be stated in Canadian Funds. Sales taxes should not be included in
the unit, extended or total prices.
7. All tenders must be F.O.B. destination, freight prepaid.
8. This Invitation is being conducted under the provisions of the Procurement Act
and Regulation 2014-93 as of the date of the issuance of the Invitation.
A bidder must obtain official solicitation 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),
BIDSAlert (operated by Tendering Publications Ltd.) and
MERX (operated by Mediagrif Interactive Technologies). Bids should be submitted on the official bid documents
obtained from these authorized distribution services.
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.
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.
COVID-19 Restrictions for Workers entering New Brunswick
All suppliers and workers entering the province of New Brunswick for work purposes must comply with the requirements established by WorkSafe NB and Public Health, including isolation requirements where applicable.
Click here for more information on these requirements.
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.
COVID-19 Supplier Vaccination Policy
Suppliers must comply with all GNB health and safety policies and standards including, without limitation, all health and safety policies and standards related to COVID-19, as applicable. Go to www.gnb.ca/nbon to view the full policy and FAQs.
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.
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.
Solicitation documents will be provided in either of the Province of New Brunswick's two official languages; English or French upon request.
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 discounts quoted will be considered to be without limitations.
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.
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.
PAYMENT OF INVOICES
Payment of invoices is the responsibility of the department or organization to whom the goods are shipped or services are supplied.
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. 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 be limited to 10%. When the lowest-priced acceptable bid before preferential treatment is applied is a New Brunswick vendor, the price differential under which a NB manufacturer preference will be applied will be limited to 5%.
- 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 be limited to 10%. When the highest scoring acceptable bid submission before preferential treatment is applied is a New Brunswick vendor, the price differential under which a NB manufacturer preference will be applied will be limited to 5%.
- 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.
