Tender Document () - Government of Nova Scotia

REQUEST FOR QUOTATION
RFQ number/date
2060019312 / 2015.02.23
RFQ Collective Number
Q15M030
Contact person/Telephone
Mitchell Crowell/902 490-4207
This number must appear on all invoices lading bills, containers and
correspondence.
Send queries DIRECT to Purchasing Agent.
Please send completed RFQ to:
Halifax Regional Municipality
Procurement Division
Suite 103, 40 Alderney Drive, Dartmouth, NS B2Y 2N5
THIS IS NOT A PURCHASE ORDER
Quotation deadline: 2015.03.09
Name of Company Quoting ____________________________
Halifax Regional Municipality (HRM) Quotation Q15M030
Supply, Deliver, Offload, Install One (1) ID Data Card System and Provide Installation and Training etc.
HRM stands for Halifax Regional Municipality
HRM Standard Terms & Conditions:
The Terms and Conditions for this solicitation can be located at either the www.halifax.ca website at:
http://www.halifax.ca/procurement/terms.php
Submission of a response to this Request for Quotation confirms that your company has viewed and accepts these
Terms and Conditions.
Any problems accessing HRM Standard Terms & Conditions contact Mitchell Crowell, HRM Procurement at
(902) 490-4207.
RFQ number/date
2060019312 / 2015.02.23
Page
2
Closing Date:
HRM Quotation Q15M030 is closing Monday, March 9, 2015 at 4:00 pm Atlantic Standard Time (AST).
Quotations must be delivered to HRM Procurement located at 40 Alderney Dr., Suite #103, Dartmouth NS. Or
faxed to Mitchell Crowell, HRM Procurement at (902) 490-6425.
Mitchell will be away from the office from February 27, 2015 to March 10, 2015.
Do not mail quotation by Canada Post to HRM Procurement as Canada Post does not deliver to Alderney Gate.
Other terms and Conditions:
All equipment must be delivery together by March 31, 2015.
Product system must be installed and invoiced by March 31, 2015. If the vendor is awarded HRM Quotation Q15M030
and accepts the completion date of no later than March 31, 2015, and the vendor does not meet the completion date,
HRM reserves the right NOT to accept the ID Datacard System or be responsible for any costs etc. that the vendor
occurs by HRM, for not accepting the ID Datacard system after March 31, 2015. HRM Procurement will also
recommend the vendor not to be allow to bid on HRM Quotations and Tenders for one year due to non delivery of
a promised date.
VENDOR AGREES TO THIS TERM
YES ____ NO ____
Signature of vendors authorized representative
__________________________
Date ______________
Note:
If vendor quoting a vendors' suggested alternate product, vendor must supply back with HRM Quotation Q15M030,
literature and specifications on the alternate products quoting to be considered for that item for the ID data card
system.
HRM contact person per specifications of the items is Robin Harvey at (902) 490-3327.
Contact Mitchell Crowell, HRM Procurement Officer at (902) 490-4207 or e-mail crowelm@halifax.ca concerning HRM
terms and conditions and procurement process. After February 26, 2015, telephone HRM Procurement Line (902) 4904170 and be directed to another Procurement Officer. Mitchell will be out of the office from February 27, 2015 to March
10, 2015.
RFQ number/date
2060019312 / 2015.02.23
Page
3
Changes to specifications or requirements regarding this quotation are only valid if HRM Procurement office staff
issues an addendum for HRM Quotation Q15M030. If contractor believes an addendum or clarification is required,
the contractor must state the clarification or the concern and e-mail Mitchell Crowell, HRM Procurement Officer
(crowelm@halifax.ca) at least three (3) working days before the closing date to be considered. No verbal or written
agreement without an addendum issued by HRM Procurement is valid for this quotation. For this quotation only
after February 26, 2015 call (902) 490-4170 and be directed to another Procurement Officer.
Scope of Work:
Location: HRM Municipal Compliance Office 7 Mellor Ave, Dartmouth
Scope of work - HRM Municipal Compliance wishes to invite qualified companies to bid on the purchase of a
standalone ID Datacard system.
Vendor to state their history of their company providing ID data card system and qualification of their staff who
provide this service.
The bid must include the following for the ID Data Card System or approved alternative by Municpality Compliance
staff: Datacard CD800 Duplex Printer, Datacard IDCentre, Silver ID Software, Integrated Canon Camera Package,
Installation and initial training of approved staff, Printer Ribbons (2), Blank Cards ( 1000) and clear plastic badges
with UV protection (1000).
Installation of the ID Datacard system must be installed by March 31st, 2015.
Funding for this project will depend on the prices received, HRM is requesting breakdown of prices for each
item including the installation and training. Plus detail description of the products supplying and installing etc.
If quoting different, product vendor must supply literature and specications on that product
Datacard CD800 Duplex Printer YES ____ NO ____
If no, the product is
Product ___________________________________
Cost of the product quoting $ ________________
RFQ number/date
2060019312 / 2015.02.23
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4
Datacard IDCentre YES ____ NO ____
If no, the product is
Product ___________________________________
Cost of the product quoting $ ________________
Silver ID Software Silver ID Software YES ____ NO ____
If no, the product is
Product ___________________________________
Cost of the product quoting $ ________________
Integrated Canon Camera Package YES ____ NO ____
If no, the product is
Product ___________________________________
Cost of the product quoting $ ________________
Total installation Cost $ _______________
Initial training of approved staff.$ ____________________
State the initial training provide and number of hours included for the initial training of approved staff.
2 printer ribbons for the ID Data Card System $ _____________ for total of 2
Product Quoting ______________________________
Blank Cards ( 1000)for the ID Data Card System $ _____________ for 1000 blank cards
RFQ number/date
2060019312 / 2015.02.23
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5
Product Quoting ______________________________
Clear plastic badges with UV protection (1000) for the ID Data Card System $_______________
Product Quoting ______________________________
Total inclusive cost for all items above without HST
$ __________________
Warranty on the equipment quoting ________________________
Warranty on installation _____________________________
Meet completion date of Tuesday, March 31, 2015 Yes ___ No __
If yes, would need PO# by _______________(date)
- References: vendors shall provide a list of three (3) applicable customer references, if quoting alternate
product(s) that the vendor has requested for goods offered by the vendor and which are considered identical or
similar to the requirements of this request for quotation. Failure to do so may be cause for rejection of their
quotation. The list should include the following information for each reference:
Name of company
Contact person
Tel#
Location and description of product supply
RFQ number/date
2060019312 / 2015.02.23
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6
The successful bidder shall save, defend, keep harmless, and indemnify Halifax Regional Municipality against all
costs, charges, damages and expenses which Halifax Regional Municipality may sustain or incur by reason of any
act or omission of the vendor or its employees or its manufacturer(s).
Successful vendor note and agree to
1. Invoice HRM Accounting Department by March 31, 2015 Invoices MUST include HRM 207... PO#. Invoices can be
e-mailed to hrmaplink@halifax.ca.
2. Provide a valid letter of good standing from Province of Nova Scotia Workers Compensation Board and return
with HRM Quotation Q15M030.
HRM reserves the right to have the contractor provide audit financial statements or bank references and the contractor
agrees to provide this information upon request.
Is the contractor registered with Nova Scotia Joint Stocks?
YES _____ NO ______
IF YES, CONTRACTOR REGISTRATION # __________________________
HRM Accounting Related Information:
HRM Accounts Payable staff are suggesting to HRM contractors/vendors to take the opportunity to have their
funds paid before NET 30 days.
Contractors' payment terms are taken into account in awarding this quotation.
HRM Accounting can provide contractor or vendor payment to be directly deposited in the contractors or vendor
bank account.
Contractors' payment terms are ___________________.
HRM does not pay interest charges etc. on payments over thirty (30) days.
FOB Destination: HRM Municipal Compliance Dept. 7 Mellor Ave. Dartmouth, Nova Scotia
Prices in Canadian Funds.
RFQ number/date
2060019312 / 2015.02.23
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7
____________________________________________________________________________________________________
Item
Material
Description
RFQ quantity
Unit
Deliv. date.
Unit price
____________________________________________________________________________________________________
00010
1.000
each
S/I ETC 1 ID DATA CARD SYSTEN
Terms and Conditions
The Terms and Conditions for this solicitation can be located at either the www.halifax.ca website at:
http://www.halifax.ca/procurement/terms.php
or picked up at the Procurement Office, 1st Floor, Suite 103, 40 Alderney Drive, Dartmouth, NS.
Submission of a response to this Request for Quotation confirms that your company has viewed and accepts these Terms and Conditions.
YOUR ATTENTION TO THIS REQUIRED IMMEDIATELY
ATTENTION CONTROLLER PLEASE FILL OUT AND RETURN ASAP
ELECTRONIC PAYMENT REGISTRATION FORM
Electronic commerce has changed business practices globally. These changes allow
HRM to work more efficiently with vendors on day-to-day business transactions. The
Halifax Regional Municipality electronic payment process is fully in place to enroll
all vendors doing business with HRM.
Payment of invoices electronically will benefit you immediately through:
 The elimination of your time spent depositing payments

Immediate access to your funds on the payment date

The elimination of delivery disruptions due to Postal delays or lost mailings

The elimination of the threat of fraud, lost or stolen cheques
In order to register to receive electronic payments of invoices from Halifax Regional
Municipality, please complete this form and attach a voided cheque if applicable.
The form must be signed by a designated signing officer of your company.
HOLD HARMLESS CLAUSE:
The Halifax Regional Municipality and its banker are entitled to rely on the information
supplied by you. Payments made to the benefit of the beneficiary vendor to the account
identified herein shall satisfy the obligation of the Halifax Regional Municipality to the
beneficiary vendor respecting the amount paid. It is the responsibility of the beneficiary
vendor to insure that payments are actually received.
PAYMENT INFORMATION
Vendor Name:
HST registration number: ________________________ (If applicable)
The voided cheque or Bank transmittal form supplied by your Financial Institution,
will provide us with all the necessary Banking information.
*Note – Do not send in if you’re already enrolled for Electronic Payment with HRM
REMITTANCE INFORMATION
Please indicate how you would prefer to receive your payment details.
(Please check one)

E-mail address:

No remittance advice necessary
________________________________________.
Contact Name: _____________________ Title/Position: ___________________
Phone (____)_______________________ Fax: (____)______________________
I/We (the undersigned) hereby authorize Halifax Regional Municipality to make deposits
to our account as per the information provided above and deliver remittance as indicated.
I/We acknowledge responsibility to ensure the correctness of the information, to confirm
receipt of the payment funds, and to immediately advise Halifax Regional Municipality if
payment is not received.
Signature: _________________________
Signature : _________________________ Date: ___________________________
PLEASE RETURN THE COMPLETED FORM BY MAIL, FAX, OR EMAIL TO:
Halifax Regional Municipality
Attention: Joe Colley
Finance Division
P.O. Box 1749
Halifax, NS
B3J 3A5
Fax #:
(902) 490-4175
Telephone#: (902) 490-7357
Email: colleyj@halifax.ca