Tender #01-24-2024(1) - Asphalt at plant

January 24, 2024

REQUEST FOR TENDERS

GRAND FALLS REGIONAL MUNICIPALITY

TENDER 01-24-2024(1)

ASPHALT AT PLANT

CLOSING: WEDNESDAY, FEBRUARY 14, 2024

10:15 A.M. (local time)

1.         DESCRIPTION:         as attached specifications

            Please check the site regularly in case of Addendum.

2.         TENDERS SHALL BE IN A SEALED ENVELOPE CLEARLY SHOWING THE TENDER NAME AND NUMBER, TENDER CLOSING DATE AND COMPANY'S NAME ON THE FRONT OF THE ENVELOPE.

TENDERS MAY BE DELIVERED OR MAILED TO GRAND FALLS REGIONAL MUNICIPALITY / OFFICE OF THE MUNICIPAL CLERK / 131 PLEASANT STREET, SUITE 200, GRAND FALLS, N.B.  E3Z 1G6

3.         Tenders must be received at the office of the Municipal clerk before WEDNESDAY, FEBRUARY 14, 2024 - 10:15 A.M. (local time). Following the closing, the proposal opening will be live on the Grand Falls Regional Municipality Facebook page and the public is also invited to attend in person.

4.         PREFERENCE

 The Grand Falls Regional Municipality may grant a preference of 5% to local bidders for tender calls that are under the thresholds pre-determined by the Procurement Act up to a maximum difference of $1,250 for goods or $2,500 for services.

5.         TENDER VALID FOR

The Municipality shall, within thirty (30) working days of the public tender opening for the contract, notify the successful tenderer by mail delivery that they are the successful tenderer.

6.         TENDER BINDING

A tender is binding upon the person(s) submitting the tender until such time as they receive formal notification by facsimile (fax), e-mail or mail of the rejection of their tender but in no case unless, as successful tenderer, they have received notification shall it be binding upon them for more than thirty (30) working days, from the date of public tender opening, unless requested by the Municipality and agreed to by the tenderer in writing.

7.         All bids shall be submitted on the forms supplied by the Grand Falls Regional Municipality.

8.         All tender forms must be completed in their entirety.  Submissions not entirely completed could be rejected without further consideration.

9.         All terms and conditions of this tender are assumed to be accepted by the bidder by means of their signature on the submission, and that all the terms and conditions of this tender are incorporated in their submission.

10.       The lowest / highest or any tender will not necessarily be accepted.

11.       The Grand Falls Regional Municipality reserves the right to reject any or all bids, or to accept separate items in the bid unless the bidder denies this right.

12.       All costs in the preparation and presentation of the replies to this tender, shall be wholly absorbed by the bidder.

13.       All prices include packing, packing cases, transport or carrier and loading charges, unless otherwise stated in the tender.

14.       All submissions to this tender, and supporting documentation, shall become the property of the Grand Falls Regional Municipality.

15.       Upon acceptance of the tender by the Municipality, the bid form and the documents referenced in it constitute a legally enforceable agreement and supersede all previous representations, negotiations, or discussions.

16.       The Bidder acknowledges it is the Bidder’s sole responsibility to ensure they have received all addenda prior to submitting their tender and that all Addenda are incorporated into this tender.

17.       Unless otherwise stipulated, goods and materials are to be unused and of current production.

18.       SUBSTITUTIONS

Some terminology may be used in this tender that would imply or denote a particular vendor.  Such usage is not to be construed as restrictive in any way.  Comparable products should be substituted where appropriate unless a specific product is requested.  Substitutions offered must be of equal quality and be clearly identified.  Tenders offering substitutions must include with the submission, specifications, data, and literature.  Bidders must be prepared to provide samples if required.

19.       All taxes are extra.

20.       DISPUTES-ARBITRATION

Any claim which the Contractor or the Grand Falls Regional Municipality may have based on any dispute or difference of any kind whatsoever arising out of the Contract shall be referred by the Contractor or Grand Falls Regional Municipality in writing not later than ten (10) working days after the occurrence giving rise to such disputed difference.  Correspondence shall contain a concise statement of the relevant facts.

The claim made to the Grand Falls Regional Municipality shall be settled by the Chief Operating Officer (CAO) who shall communicate the decision in writing within ten (10) days of the date of receiving written notification.  The Contractor shall proceed with the contract with all due diligence in accordance with the Contract whether or not such claim shall be referred to arbitration as hereinafter provided.

Except in those circumstances where it is provided in the contract the decision of the CAO shall be final.  Any dispute or difference persisting after delivery of the CAO's decision, shall be referred to arbitration in accordance with the Arbitration Act and action must be taken within thirty (30) days.

An application for arbitration shall be accompanied by security in the amount of One thousand Dollars ($1,000.00) to apply to the cost of arbitration.  The arbitration shall be by a Board of three (3) members.  Either party shall notify the other party in writing of its desire to submit the dispute or difference to arbitration or a notice shall contain the name of the first party's appointee to the Arbitration Board.  The recipient of the Notice shall, within seven (7) days, inform the other party of the name of its appointee to the Arbitration Board.  The two members, so selected, shall within five (5) days of the appointment of the second of them appoint a third person who shall be Chairman.

The Arbitration Board shall determine responsibility for costs and shall include recommendation for payment in the award decision.  The decision of the arbitration will be binding.

Reference to arbitration by the Contractor as herein provided shall be a condition precedent to any legal action with respect to any dispute or difference of any kind whatsoever which the Contractor may have with the Municipality arising out of the contract or work.

21.       PERMITS AND LICENSES

The Contractor shall obtain and pay for all licenses and permits which may be required to comply fully with laws, ordinances, and regulations of the proper public authorities, in connection with this contract. 

22.       RESPONSIBILITY

The successful bidder shall be responsible for all damages and shall indemnify and save the Municipality harmless from and against all damages and liability, which may arise out of the failure of the Contractor to obtain and pay for such licenses and permits and to comply fully with any and all applicable laws, ordinances and regulations.

23.        ENVIRONMENTAL AND ARCHAEOLOGICAL REQUIREMENTS 

The Contractor shall carry out this contract in compliance with the various federal, provincial and municipal acts, regulations, and policies involving protection of the environment, including the Code of Practice for the Reduction of Volatile Organic Compound (VOC) Emissions from Cutback and Emulsified Asphalt and any approvals or permits issued to the Grand Falls Regional Municipality, or the Contractor therewith.

24.        SAFETY - NEW BRUNSWICK OCCUPATIONAL HEALTH AND SAFETY ACT

The Contractor is required to notify Workplace NB prior to starting any work under Municipality contract.

All work done under Municipality contract must comply with the New Brunswick Occupational Health and Safety Act. 

25.        LAWS, ACTS, REGULATIONS, BYLAWS AND CODES

The Contractor shall be responsible for carrying out this contract in strict accordance with all Federal, Provincial and Municipal Laws, Acts, Regulations, Bylaws, Codes, etc.

26.       IN CASE OF TIED BIDS

The Municipality will determine the successful bidder with a coin toss in case of tied bids.

27.       Queries:  For further details or technical information, please call the Grand Falls Regional Municipality Operation Services at telephone number (506) 475-7763.

GRAND FALLS REGIONAL MUNICIPALITY

TENDER 01-24-2024(1)

ASPHALT AT PLANT

SPECIFICATIONS

1.               SCOPE OF WORK

The Grand Falls Regional Municipality requires a price per metric ton for the supply of asphalt concrete type "D" as per NB DOT Specifications for the purpose of miscellaneous asphalt concrete needs.

2.               REQUIREMENTS

Ø  Asphalt concrete shall be picked up by a Grand Falls Regional Municipality employee.

Ø  An electronic slip must be received for each truck showing the weight and date.

Ø  Only one load shall show on each slip.

Ø  The asphalt plant location shall be within 15 kilometers of Grand Falls Regional Municipality limits.

Ø  Asphalt shall be supplied within 24 hours of notification from the Grand Falls Regional Municipality.

Ø  Invoices must include Purchase Number and refer to Slip Number(s).

Ø  The estimated quantities for this tender are a calculated estimate, the Grand Falls Regional Municipality reserves the right to add or delete quantities. Only authorized personnel employed by the Grand Falls Regional Municipality have the right to add or delete quantities.

Ø  This contract shall be renewable for one year at the same terms & conditions upon mutual agreement.

GRAND FALLS REGIONAL MUNICIPALITY

TENDER 01-24-2024(1)

asphalt at plant

TENDER PRICE SHEET

Company Name:        ______________________________________________

Mailing Address:             ______________________________________________

Contact Person & Title:  ______________________________________________

Telephone Number:  ______________________________________________

Email Address:  ______________________________________________

Fax Number:  ______________________________________________

ITEM	UNIT	ESTIMATED QUANTITY	UNIT BID PRICE (in figures)	TOTAL                 (in figures)
Ø  Supply of asphalt concrete Type "D"	Metric Ton	150	$___________	$___________
SUBTOTAL
HST
TOTAL CONTRACT PRICE

 (Total contract price must be typewritten, printed, or written in ink in words)

I/ WE HEREBY AGREE THAT this submission is made in accordance with and in consideration of requirements and instructions herein contained.

DATED this _____ day of _____________, 2024.

Name (please print):       ______________________________________________

Authorized Signature:     ______________________________________________

Asphalt at Plant.eng

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