REQUEST FOR QUOTATION Supply and Delivery of Sea Can Shipping Containers RFQ No. 29815-99866-Q01

Requirement To supply and deliver to locations within the City of Ottawa, Sea Can shipping containers on an as and when requested basis for Ottawa Fire Services. Fire Services has an immediate need for containers, but may also purchase more containers throughout the contract period. The immediate requirement is for two (2) 20-foot containers and one (1) 40ft container, to be delivered to various locations in Ottawa by 20 March 2015. Period of Contract The period of contract shall be from approximately 27 February 2015 to 31 December 2015, with one (1) one (1) year extension option. Closing Date Quotations must be submitted no later than close of business day on 27 February 2015. Late submissions will not be accepted. Bid Submission Bidders must submit their bids by email or in hard copy by direct delivery and be addressed to the Contracting Authority noted below. Any inquiries prior to the Closing Date shall be directed to the Contracting Authority only. Contracting Authority – Scott Farrell City of Ottawa, Supply Branch 100 Constellation Drive, 4th Floor, West Tower Ottawa, Ontario K2G 6J8 Phone: 613-580-2424 ext. 25831 Email: [email protected] Copies of this Request for Quotation (RFQ) are available for download on the Internet at www.ottawa.ca. Ottawa.ca is the official and sole distributor of this RFQ and any issued addenda. If a bidder obtains this RFQ by any means other than Ottawa.ca, ensuring Page 1 of 10

REQUEST FOR QUOTATION Supply and Delivery of Sea Can Shipping Containers RFQ No. 29815-99866-Q01 the accuracy of the RFQ and the receipt of any addenda is the sole responsibility of the bidder. It is the responsibility of the bidder to regularly check Ottawa.ca for any addenda that may be issued prior to the Closing Date. Basis of Award The City intends to award a contract to the lowest responsive bidder based on the specific line items outlined in the price schedule, minus any prompt payment discount offered. Acceptance of a quotation will be conveyed by the issuance of a Purchase Order to the lowest responsive bidder. The City reserves the right to accept or reject any or all quotations should it be deemed in the best interest of the City. Should only one quotation be received, the City reserves the right to reject it at its sole and absolute discretion. The City may, at its sole discretion, conduct due diligence in order to review the certainty, reasonableness and comprehensiveness of a bid and may seek clarification or supplemental information from a bidder. Failure to provide the requested clarification or supplemental information may be considered sufficient grounds for rejecting a bid. Price Schedule(s) Prices must be quoted in Canadian funds and must include all excise taxes, duty, custom clearances and all other charges in effect up to the Closing Date. Harmonized Sales Tax (HST) shall be extra to all prices quoted.

Item Number

1.

Description

20ft Sea Can container-One Timer (1 unit)

Unit Price (A)

Delivery Price (per unit) (B)

Extended Price (A+B)

$____________

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REQUEST FOR QUOTATION Supply and Delivery of Sea Can Shipping Containers RFQ No. 29815-99866-Q01

2.

3.

4.

5.

6.

20ft Sea Can container-New (1 unit) 20ft Sea Can container open sideOne Timer (1 unit) 20ft Sea Can container open sideNew (1 unit) 40ft Sea Can container-One Timer (1 unit) 40ft Sea Can container-New (1 unit)

$____________

$____________

$____________

$____________

$____________

Indicate delivery date from receipt of order: Table 1 - Price Schedule The City’s initial order is for the items listed below and MUST be delivered on or before 20 March 2015. Pricing will be in accordance with the Price Schedule Table 1 above (or better). Delivery Item Unit Price Extended Price Description Price Number (A) (A+B) (B) 20ft Sea Can container - (2 units) 1. $____________ 40ft Sea Can container - (1 unit) 2. $____________ Table 2-Initial Requirement **In table 2 indicate (write in) the specific units that can be provided and “new” or “one-timer”

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REQUEST FOR QUOTATION Supply and Delivery of Sea Can Shipping Containers RFQ No. 29815-99866-Q01 If applicable, in the event of any discrepancy between the unit price and the extension, the unit price shall govern. Payment Terms and Prompt Payment Discount In the absence of a prompt payment discount, the City will pay all invoices on a Net 30 basis meaning payments will be made by the City within thirty (30) days of receipt and acceptance of the invoice, or the receipt and acceptance of the goods and/or services, whichever is later. Bidders are encouraged to offer a cash discount for prompt payment which WILL be taken into consideration in the award of contract provided that the minimum number of business days for payment is fifteen (15). Should a prompt payment discount be offered that is not in accordance with this condition, the discount will not be taken into consideration in the award of contract however the discount may be claimed by the City in return for processing payment within the stated time frame. Should a prompt payment discount be offered, invoices must be submitted electronically to [email protected] in one of the following document formats: i) ii)

TIFF (Black and White and minimum 300 DPI resolution); PDF (PDF v.1.7 or lower, Black and White, minimum 300 DPI resolution). AND

The bidder must register to receive payment by Direct Deposit. Information regarding how to register is available at the following link: http://www.ottawa.ca/en/city_hall/accounts_payable/ Please indicate the prompt payment discount on all invoices. The bidder hereby offers a prompt payment discount of _______% if payment is made within _______ business days following receipt and acceptance by the City of an invoice, or receipt and acceptance of the goods and/or services, whichever date is later, in the sole opinion of the City.

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REQUEST FOR QUOTATION Supply and Delivery of Sea Can Shipping Containers RFQ No. 29815-99866-Q01 Company Information Company Name:

Telephone Number:

Address:

Email Address:

Authorized Representative: Date: Table 2 - Company Information General Terms and Conditions The City’s General Terms and Conditions are incorporated by reference into this RFQ. By submitting a quotation, bidders confirm that they have read the City’s General Terms and Conditions and agree to be bound by them in any resulting contract. A copy of the General Terms and Conditions is available on the Purchasing Page on Ottawa.ca and can be accessed at the following link: http://documents.ottawa.ca/en/node/6138 Special Provisions Any Special Provisions applicable to this RFQ are set out in the attached Schedule “A”. Should there be a discrepancy between the wording of the Special Provisions, the General Terms and Conditions or the Specifications, the wording of the Special Provisions shall prevail. Specifications The specifications of the requirements under this RFQ are set out in the attached Schedule “B”.

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REQUEST FOR QUOTATION Supply and Delivery of Sea Can Shipping Containers RFQ No. 29815-99866-Q01 Collusion Bidders shall not engage in collusion of any sort and shall prepare their quotations without any knowledge of, or comparisons with, the quotations of other bidders. Conflict of Interest Bidders are required to disclose to the City any potential conflict of interest prior to submitting a quotation. If a conflict of interest does exist the City may, at its sole discretion, reject a quotation until the matter is resolved to the satisfaction of the City. Municipal Freedom of Information and Protection of Privacy Act The City is subject to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) with respect to, and the protection of, information under its custody and control. Accordingly, all documents provided to the City by a bidder pursuant to this RFQ may be available to the public unless the party submitting the information requests that it be treated as confidential. Please note however that all information is subject to MFIPPA and may be subject to release under MFIPPA notwithstanding a bidder’s request to keep information confidential.

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REQUEST FOR QUOTATION Supply and Delivery of Sea Can Shipping Containers RFQ No. 29815-99866-Q01 SCHEDULE “A” SPECIAL PROVISIONS 1.

Insurance

The Contractor shall provide and maintain, at its sole expense, during the term of the contract, the following policies of insurance: Commercial General Liability insurance issued on an occurrence basis for an amount of not less than $5,000,000 per occurrence for any negligent acts or omissions by the Contractor. Such insurance shall include, but is not limited to, bodily injury, death and property damage including loss of use: premises, property and operations liability; products and broad form completed operations liability; blanket contractual liability; cross liability; severability of interest clause; contingent employers liability; personal injury liability; owner’s and contractor’s protective coverage; non-owned automobile liability; broad form property damage; and occurrence property damage. The Commercial General Liability insurance policies shall be in the name of the Contractor and shall name the City of Ottawa as an Additional Insured. Automobile Liability insurance with respect to owned or leased licensed vehicles used directly or indirectly in the performance of the services subject to a limit of not less than $5,000,000 inclusive per occurrence for bodily injury, death and damage to property including loss of use. The liability insurance policies shall contain an endorsement to provide the City of Ottawa with 30 days prior written notice of cancellation. Evidence of insurance satisfactory to the City shall be provided prior to the commencement of work. 2.

Delivery

Delivery of the initial goods required shall be delivered no later than 20 March 2015 and shall be delivered to various locations within the City of Ottawa. A City of Ottawa employee will inspect the containers upon delivery. All prices must be quoted F.O.B. Destination – Freight Prepaid.

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REQUEST FOR QUOTATION Supply and Delivery of Sea Can Shipping Containers RFQ No. 29815-99866-Q01 Bidders understand and agree that the successful bidder will be required to prepay and bear all freight or shipping charges for the delivery of the goods to the City. Freight or shipping charges will include at a minimum unloading, moving and placing the goods within the City’s specified delivery location(s). The City will not be responsible for any damage sustained while the goods are in transit to the City’s specified delivery location, regardless of whether damage is either visible or concealed, and regardless whether damage is discovered before or after the City has accepted the goods. 3.

Approximate Quantities

Where approximate or estimated quantities are indicated in the RFQ document, it is for the sole purpose of comparing quotations only. While these quantities have been carefully prepared in light of past experience and anticipated future requirements, the City is not bound to accept these quantities. 4.

Substitutions or Alternatives

Within the Specifications certain products or work methods may be referenced by a manufacturer brand, a common trade name or common work practice. Where such references are made, these are to convey to bidders the City’s minimum standard of acceptable products or work methods. Proposed equivalent products, meaning from another manufacturer, or proposed alternative work methods, will be considered by the City as acceptable equivalents provided that the technical properties of the product substitution or the outcome of the proposed alternative work method can be demonstrated as being equivalent to those set forth in the Specifications. Any submission that proposes a product substitution or an alternative work method shall include the following: i) A description of the proposed product substitution or alternative work method; and ii) A direct comparison between the product or work method referenced in the Specifications and the proposed product substitution or alternative work method.

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REQUEST FOR QUOTATION Supply and Delivery of Sea Can Shipping Containers RFQ No. 29815-99866-Q01 Evaluations of proposed product substitutions or alternative work methods will occur after the Closing Date. In the event the City deems the proposed product substitution or alternative work method to be unacceptable, the submission will be deemed nonresponsive and will be rejected. 5.

Permits

The successful bidder is responsible for all utility clearances, permits and inspections applicable to the performance of the work at no cost to the City. 6.

Warranty

The bidder represents and warrants that the goods will be of a proper quality, free from any defect in manufacture, material and workmanship. Notwithstanding prior acceptance of the goods by the City, the successful bidder shall replace or repair, at its option and its own expense, any good that becomes defective or which fails to conform to the requirements set out in this RFQ as a result of faulty manufacture, material or workmanship. The warranty period shall commence on the date the goods are delivered and accepted by the City and shall extend for One (1) Year or the length of the successful bidder’s or manufacturer’s standard warranty period, whichever is longer. 7.

Follow-on Contracts:

The City reserves the right, at its sole discretion and with the consent of the successful bidder, to enter into follow-on contract(s) with the successful bidder for the supply of other related or similar goods or equipment should there be a requirement for same and where the supply of such goods and equipment would require the same levels of expertise and service delivery from the successful bidder. Such follow-on contracts will use the same unit rates as set out in the bidder’s original bid submission or as negotiated between the successful bidder and the City. The City may elect to exercise its right to enter into follow-on contract(s) with the successful bidder for a period of twelve (12) months after the date of contract award. The successful bidder may decline to supply additional quantities without penalty.

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REQUEST FOR QUOTATION Supply and Delivery of Sea Can Shipping Containers RFQ No. 29815-99866-Q01 SCHEDULE “B” SPECIFICATIONS ·

Built to the ISO International standard for shipping containers

· ·

Deemed watertight and windproof to create a weather tight seal Doors and Floors to have no significant damage

· ·

40 foot container 40’ long x 8’ wide x 8’6” high 20 foot container 20’ long x 8’ wide x 8’6” high

· ·

20 foot open side container 20’ long x 8’ wide x 8’6” high Open side container in addition to the standard cargo door set, will have a series of four cargo doors that fully open along the 20 foot length providing complete side access.

·

A city of Ottawa employee will inspect the available containers prior to delivery at the vendors place of business

** Please note the following definition: One timer: industry terminology for containers that were used for one round trip in an ocean going capacity for carrying cargo.

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