RFQ0297 - Corporate Hats 2010
 

Header

  Reference Number AB-2009-04464
  Solicitation Number RFQ0297
  Organization Name Alberta Public Sector
  Source ID PV.MN.AB.10080.C4
  Associated Components No

Dates

  Published 2009-11-06
  Revised 2009-11-23
  Closing 2009-11-23 10:00 AM Alberta Time

Details

  Category Textiles and Apparel
  GSINS N8415: CLOTHING, SPECIAL PURPOSE
  Region of Delivery Alberta
  Region of Opportunity Canada
  Agreement Type
  Tender Type Request for Proposal (RFP)
  Estimated Value
  Solicitation Method Open

Notice Description

  RFQ0297 - Corporate Hats 2010






DATE: November4, 2009


REQUEST FOR QUOTE

Issued by:

Agriculture Financial Services Corporation





RFQ #:                 Q0297
CONTRACTED SERVICE:     Corporate Hats

CLOSING:                 November 18, 2009 at 10:00 am (MST)

AFSC BUYER:             Maggie Inthavong
TITLE:                 Buyer – Purchasing

ADDRESS:                 AFSC
Purchasing Department
5718 56th Avenue
Lacombe, Alberta T4L 1B1

PHONE:                 403-782-8370
FAX :                    403-782-5650
E-MAIL:                 maggie.inthavong@afsc.ca





TABLE OF CONTENTS

1.0    TERMS & CONDITIONS    1
1.1    Introduction    1
1.2    Master Schedule    1
1.2.1    Master Schedule Table    1
1.3    Definitions    1
1.4    Confidentiality and Security of Information    2
1.5    Conflict of Interest    2
1.6    Inaccuracies or Misrepresentations    2
1.7    Inquiries    2
1.8    Liability for Errors    3
1.9    Notification of Changes    3
1.10    Qualifications of Respondent(s)    3
1.11    Negotiations    3
1.12    Respondent’s Expenses    3
1.13    Protected Purpose (FOIP)    4
Authority    4
Disclosure    4
Ownership    4
Restriction    4
1.14    Reservation of Rights    4
1.15    RFQ Administration    5
2.0    SCOPE OF WORK    6
2.1    Objective    6
2.2    Essential Features    6
3.1    Response Format    7
3.1.1    Response Submissions    7
3.1.2    Legal and Contact Information    7
3.1.3    Letter of Submission    8
3.1.4    Executive Summary    8
4    Evaluation    9
4.1    Skills and Competencies    9
5    PRICING    10
5.1    Product Pricing    10
5.2    G. S. T. and Harmonized Sales Tax Certification Clause    10
6    APPENDICES    11
6.1    Hat Specifications    11
6.2    Submission Letter    11
Hat Specification    12
Submission Letter    13

1.0    TERMS & CONDITIONS
1.1    Introduction
Agriculture Financial Services Corporation (AFSC) is an Alberta Provincial Crown Corporation under the Ministry of Agriculture and Food. AFSC’s core programs include providing crop production insurance, farm income stabilization and disaster assistance to farmers as well as loans and guarantees to small and agri-businesses. More detailed information about AFSC is available on the website www.afsc.ca.

The purpose of this RFQ is to solicit Responses from those qualified in providing the specified product and services described under the scope of work in this RFQ.
1.2    Master Schedule
The Master Schedule of RFQ related events is set out in the table below and is governed by the following principles:
a)    In the event that any dates elsewhere in this RFQ conflict with a date set out in this table, the date set out in this table shall prevail.
b)    All times listed are based on Mountain Standard Time (MST).
c)    AFSC reserves the right to adjust the dates of the schedule if required.
1.2.1    Master Schedule Table
#    Event    Scheduled Date/Time
1    Final receipt of Responses Inquiries.    November 10, 2009 - 10:00am MST
2    Post Answers to Respondents’ inquiries.    November 12, 2009 – 4:30pm MST
3    RFQ Close    November 18, 2009 – 10:00am MST
4    Evaluation of RFQ Responses and notification of award of contract     November 20, 2009
1.3    Definitions
The following abbreviations and terminology are used throughout this RFQ:
Term    Description
Personnel    Employees, contractors and subcontractors of the Respondent.
Respondent    Any business that is registered in Canada and is authorized to operate in Alberta, proposing to submit a response to the RFQ
Scope of Work    The services and/or products required by this RFQ
Successful Respondent    The Respondent who has been awarded the work as outlined in the Scope of Work section of this RFQ.
1.4    Confidentiality and Security of Information
The Respondent, the Respondent’s employees, subcontractors, and agents will:
a)    Keep strictly confidential all information concerning AFSC or third parties, or any of the business or activities of AFSC or third parties acquired as result of participation in the RFQ;
b)    Only use, copy or disclose such information as necessary for the purpose of submitting a Response or upon written authorization of AFSC.
c)    If the Respondent is not successful in becoming a Pre-Qualified Consultant, destroy electronically or by shredding, all copies of any AFSC information obtained in association with this RFQ, and confirm such destruction and disposal to AFSC in writing.
The Respondent will maintain security standards, including control of access to data and other information, consistent with the highest standards of business practice in the industry.
1.5    Conflict of Interest
Respondent(s) must fully disclose, in writing to AFSC on or before the closing date of the RFQ, the circumstances of any possible conflict of interest or what could be perceived as a possible conflict of interest if the Respondent were to become a contracting party pursuant to the RFQ.
AFSC will review any submissions by Respondent(s) under this provision and may reject any Responses where, in the sole opinion of AFSC, the Respondent could be in a conflict of interest or could be perceived to be in a possible conflict of interest position if the Respondent were to become a contracting party pursuant to the RFQ.
1.6    Inaccuracies or Misrepresentations
If, in the course of the RFQ process, AFSC determines that the Respondent has made a material misstatement or misrepresentation or that materially inaccurate information has been provided to AFSC, The Respondent may be disqualified from the RFQ process.
1.7    Inquiries
All inquiries related to this RFQ must be addressed to the AFSC Buyer on or before the date specified in the Master Schedule and as per the following:
a)    Inquiries must be sent by e-mail to the AFSC Buyer.
b)    No telephone inquiries will be accepted;
c)    No additional information or clarifications will be provided to inquiries received after the applicable deadline.
d)    In order to be considered, all inquiries must provide the following Respondent information:
•    Name of Primary Contact;
•    Address;
•    Telephone number;
•    E-mail address;
•    RFQ Reference “Q0297 – Corporate Hats 2010”.
e)    All inquiries received will be reviewed by AFSC.
f)    Inquiries that may contain proprietary or confidential information may be answered exclusively to the submitting Respondent (AFSC will direct the correspondence regarding this inquiry only to the Respondent’s Primary Contact) provided the response does not:
•    Require a modification to this RFQ; or
•    Potentially provide an undue advantage in the competitive process.
g)    If either of the above situations arises, AFSC reserves the right to:
•    Request the Respondent reword and resubmit the inquiry; or
•    Decline to provide a response.
h)    AFSC reserves the right to not disclose information in conjunction with this RFQ on any inquiry that requires releasing information that AFSC, at their sole discretion, regard as confidential to AFSC;
i)    All other inquiries will be compiled and answered in the form of written response(s) issued by AFSC to all Respondent(s);
j)    Respondent(s) are advised that all other inquiries received and answered by AFSC will be provided verbatim in writing to all Respondent(s).
k)    It is the Respondent’s responsibility to notify AFSC, in writing and in advance, of any change in the Respondent(s) Primary Contact Information;
l)    AFSC assumes no responsibility or liability arising from information obtained in a manner other than as described in this RFQ.
1.8    Liability for Errors
While every effort is taken to ensure an accurate representation of information in this RFQ, prospective Respondent(s) are urged to make their own verification into the material facts. AFSC shall not be liable or accountable for any error or omission in any part of this RFQ.
1.9    Notification of Changes
Any changes to this RFQ as well as the response(s) to inquiries received will be e-mailed to Respondent(s).
1.10    Qualifications of Respondent(s)
The Respondent must demonstrate that it meets the Evaluation Criteria in Section 4 of this RFQ. A Response that does not meet all of the Evaluation Criteria described in Section 4 of this RFQ will not be evaluated further.
1.11    Negotiations
AFSC may require selected Respondent(s) to participate in negotiations and to submit revisions to pricing, technical information, and any other items in any Response that may result from negotiations.
1.12    Respondent’s Expenses
Respondents are solely responsible for their own expenses in preparing the Response, as well as any subsequent negotiations and Responses.
1.13    Protected Purpose (FOIP)
Authority
The personal information collected on this RFQ is collected under the authority of the Agriculture Financial Services Act and the Freedom of Information and Protection of Privacy Act, section 33 and is protected by the Freedom of Information and Protection of Privacy Act. The information will be used to ensure the accuracy and reliability of the Response, and to enable AFSC to evaluate your response to this RFQ. Any questions about the collection and use of this information should be addressed by e-mail to the AFSC Buyer.
Disclosure
Before disclosing to AFSC any individual’s personal information, the Respondent shall obtain the consent of the affected individual.
a)    The consent must be in writing and must specify:
•    To whom the personal information can be disclosed and
•    How the personal information can be used.
b)    The successful Respondent shall provide such consents to AFSC for confirmation and review upon AFSC’s request.
c)    AFSC shall not be held responsible for any errors or omissions in this regard on the part of the Respondent.
Ownership
All documents submitted in response to this RFQ become the property of AFSC, are in the custody and control of AFSC, and as such, are subject to the disclosure provisions of the Freedom of Information and Protection of Privacy Act.
The Freedom of Information and Protection of Privacy Act allows any person a right of access to records in the custody or control of AFSC subject to limited exceptions, as for example, personal information about an individual.
Restriction
As it relates to FOIP, the Respondent may not use this document or any portion of this document for any purposes other than the submission of a Response.
1.14    Reservation of Rights
AFSC reserves the right in its sole discretion to:
a)    Accept or reject any or all Responses;
b)    Disqualify a Respondent in the event that, in AFSC’s opinion, the Response does not contain sufficient information to permit a thorough analysis;
c)    Verify the validity of the information supplied and to reject any Response where the contents appear to be incorrect or inaccurate in AFSC’s estimation;
d)    Accept Responses in whole or in part;
e)    Accept a Response with only minor non-compliance;
f)    Retain one copy and destroy and dispose of all other copies of any and all Responses received by AFSC;
g)    Cancel this RFQ without award or compensation to Respondents, their officers, directors, employees or agents, without assigning any reasons.
1.15    RFQ Administration
The Response must indicate that the Respondent accepts the Procedures set down in this RFQ.
a)    In accordance with this RFQ, the Respondent, if it considers portions of its Response to be confidential, shall identify those parts of its Response to AFSC considered to be confidential and what harm could reasonably be expected from disclosure. AFSC does not warrant that this identification will preclude disclosure under FOIP.
b)    Respondents are encouraged to direct questions regarding these terms and conditions to the AFSC Buyer as per the dates specified in the Master Schedule.

2.0    SCOPE OF WORK
2.1    Objective

To supply Corporate Hats with the AFSC Logo.

Specifications
1.    See Appendix A for full specifications on hat design.

The proponent will provide a digital image of the proposed hat.

•    The proponent will provide color and fabric swatches

•    The proponent will be required to ensure that the order of hats will be shipped in packs (sleeves) of 25’s.

•    The proponent will be expected to ensure that the order is received on our site (location) no later than February 27, 2009.

2.2    Essential Features
Supply, delivery and warranty as per minimum specifications.

Delivery:
AFSC requires delivery of the above units to our distribution warehouse at:

    5718 56 Ave
    Lacombe, AB T4L 1B1
            Canada





3.0    RESPONSE SUBMISSION GUIDELINES
3.1    Response Format
To facilitate ease of evaluation by the Evaluation Team, and to ensure each Response receives full consideration, Responses should be organized in the following format using the section titles and sequence listed below:
a)    Letter of Submission
b)    Executive Summary
c)    Pricing and ETA
d)    Specifications
e)    Additional Information
Additional information may be included at the Respondent’s discretion, but this must not detract from the ability of AFSC to easily reference information for evaluation purposes.
3.1.1    Response Submissions
Respondents must provide their Responses in hardcopy format i.e. paper. Facsimile or digital Responses in any form (e.g. diskette files, disk files and tape files) will not be accepted as the Response.
a)    In addition to the Original Response described above, Respondents must submit two (2) bound copies (bound in such a manner that the pages lie and remain flat when opened) and one (1) unbound copy of the Response;
b)    An electronic copy of the Response emailed to Purchase@afsc.ca    
c)    This electronic copy will not be accepted in place of the required hardcopy version. If there are any conflicts, discrepancies, errors or omissions between electronic and the hardcopy versions of the Response, the hardcopy version will take precedence and govern.
d)    In responding to this RFQ, your attention is drawn to the following:
•    Responses received unsigned or after this RFQ’s closing date and time will be rejected.
•    Ambiguous, unclear or unreadable Responses may be cause for rejection.
•    Response must be sealed and clearly marked with this RFQ’s number and RFQ closing date and delivered to the address shown on the front page of this RFQ, for the attention of the AFSC Buyer and referencing RFQ # Q0297
•    Responses may be delivered by hand, courier or mail. AFSC has only one courier company (DHL) that delivers at 8am. Each proponent must ensure that the documents shipped via courier are sent in time to meet closing specifications, as AFSC cannot guarantee morning delivery at our location in Lacombe, Alberta.
3.1.2    Legal and Contact Information
The Response must contain:
a)    The full legal name of the Respondent.
b)    The location of the Respondent’s head office and service centres.
c)    A Respondent contact for all questions and clarifications arising from the Response. The Response must include:
•    The person’s name;
•    Respondent address;
•    Position title;
•    e-mail address;
•    Telephone and Facsimile number.
d)    The Respondent’s principle business and corporate directions;
e)    Details of any and all subcontracting arrangements proposed by the Respondent.
3.1.3    Letter of Submission
The Letter of Submission, or a similar representation of the same information, must be completed, signed by an authorized representative of the Respondent and included in the Response.
3.1.4    Executive Summary
Responses must include an executive summary of the key features of the Response. This summary should:
a)    Demonstrate a sound understanding of the scope, objectives and requirements presented in this RFQ;
b)    Indicate why the Respondent considers itself to be a “right” Respondent and what key strengths it will bring to AFSC in the immediate and long term;
c)    Demonstrate the Respondent’s skills and competencies to provide services described in the RFQ.

4    EVALUATION
AFSC will evaluate Responses based on the following Categories:
a)    Adherence to Specifications
b)    Pricing
c)    ETA
In order for Responses to be considered for further evaluation, the Response must include a response to each of the requirements identified below.
Failure to meet a mandatory requirement within the Evaluation section may result in the Response being rejected.
Claims made by the Respondent must be supported with documented evidence that validates any statements.
4.1    Skills and Competencies
The Response must contain:
a)    A brief corporate history and overview of the Respondent;


5    PRICING
5.1    Product Pricing

Quantity    Pricing per Hat    ETA
5000        
6000        
7000        
10,000        


5.2    G. S. T. and Harmonized Sales Tax Certification Clause
This is to certify that the services ordered or purchased are for the use of, and are being purchased by AFSC with Crown funds, and are therefore not subject to the goods and services and harmonized sales tax.

6    APPENDICES
The following Appendices are included with this RFQ:
6.1    Hat Specifications
6.2    Submission Letter











































APPENDIX A


                                Appendix B


5718 56 Avenue,
Lacombe, Alberta
T4L 1B1

November 4, 2009

LETTER OF SUBMISSION
CORPORATE HATS 2010


Attn:    Purchasing Department
    Maggie Inthavong


We,    





Declare that we have reviewed all aspects of the proposal prior to submitting the attached documents in accordance to your requirements and are in substantial acceptance of the terms and conditions pertaining to quote # Q0297 – Corporate Hats 2010.



Signed:    



Position:



http://vendor.purchasingconnection.ca/



  

Contact(s)

Contracting Authority

  Name Maggie Inthavong
  Address
  City
  State / Province
  Country
  Postal Code
  Phone 403-782-8370
  Fax 403-782-5650
  Email
  Website URL

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