Project # 04/25
Invitation to Tender – Keystone Centre – Banquet Chairs
KEYSTONE AGRICULTURAL & RECREATIONAL CENTRE INC.
O/A KEYSTONE CENTRE
INVITATION TO TENDER
KEYSTONE CENTRE – BANQUET CHAIRS
Tender # 04/25
Issue Date: November 27, 2025
Submission
Deadline: December 12, 2025, 5:00 PM
Tenders should be enclosed in a sealed
envelope addressed to:
Keystone Centre
#1 – 1175 18th Street
Brandon, Manitoba, R7A 7C5
Attention: Adam Cudal, Director of Events
and should be clearly marked:
Keystone Centre – Banquet Chairs
Tender # 815/25
Submission Deadline: December 12, 2025, 5:00 PM Bidder Name & Return Address
or be emailed to:
adam@keystonecentre.com
Keystone Centre ________
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A. INTRODUCTION
1.0 Background
Operating under the direction of an eleven-member Board of Directors appointed by the Keystone Centre Member Group, comprised of the Province of Manitoba, City of Brandon and Provincial Exhibition of Manitoba, the Keystone Centre exists to provide recreation, convention, and agricultural facilities to the citizens of Brandon and Manitoba. The Keystone Centre’s scope of operations includes approximately eight acres of interconnected buildings that consist of recreation, agricultural and convention facilities. Within these facilities the Keystone Centre hosts significant events such as Brandon Wheat King home games annual fairs, large conventions, and day-to-day recreation activities.
2.0 Purpose and Scope
The purpose of this Invitation to Tender is to secure a qualified supplier to provide banquet chairs for the Keystone Centre during its many significant events as well as its day-to-day requirements. The scope of the work will be outlined in Section “D” - Specification of this document.
3.0 Definitions
For the purpose of this Invitation to Tender:
“Purchasing Coordinator” means the person indicated in Section B1.0;
"Bid” means any Bidder’s written submission in response to this Invitation to Tender;
"Bidder" means an individual, partnership, corporation or other person who submits a Bid to the Keystone Centre in response to this Invitation to Tender;
“Keystone Centre" means the Keystone Agricultural & Recreational Centre Inc.;
"Services" means the work, tasks, goods, materials or equipment to be performed or provided by the Supplier as more particularly described in this Tender;
"Tender" means this Invitation to Tender and all addenda that may be issued in respect of the Invitation to Tender prior to the Submission Deadline.
B. INSTRUCTIONS TO BIDDERS
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1.0 Submission Address and Deadline
Each Bidder shall complete fully, in duplicate, the bid forms supplied to them by the Keystone Centre and submit the Bid in a sealed envelop clearly marked:
Keystone Centre – Banquet Chairs
Project #: 815/25
And submitted to the Purchasing Coordinator:
Adam Cudal, Director of Events
at
Keystone Centre
#1 – 1175 18th Street
Brandon, Manitoba
R7A 7C5
Or via email to: adam@keystonecentre.com
Email submissions are not considered received until the bidder has received confirmation from the Purchasing Coordinator acknowledging receipt of the bid.
Bids must be received no later than the Submission Deadline (as indicated on the front page of this Invitation to Tender) at the above address.
Bids received after the Submission Deadline will not be accepted and will be returned to the Bidder unopened.
The Purchasing Coordinator may extend the Submission Deadline by issuing an addendum at any time prior to the time and date specified in the preceding paragraph in this section or prior to the date and time previously specified in any addendum extending the Submission Deadline.
Bids should be submitted in a sealed envelope and delivered personally, by mail, or by courier to the above noted address or by email at the noted address. The envelope should be clearly marked with the project number, the Submission Deadline and the Bidder’s name and return address.
Bids must be signed, in ink, by the appropriate signing officer or officers of the Bidder’s organization. Bids, once submitted, become the property of the Keystone Centre. All bids will be kept in the strictest of confidence subject to such disclosure as may be required under the provisions of The Freedom of Information and Protection of Privacy Act or The Personal Health Information Act.
It is solely the Bidder’s responsibility to ensure that the Bid is received at the designated location prior to the Submission Deadline.
Keystone Centre ________
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2.0 Tender Inquiries
Bidders shall be solely responsible for obtaining all information that may be necessary in order to understand the requirements of this Invitation to Tender and submit a Bid in accordance with the terms and conditions of this Tender. No allowance shall be made for the failure of a Bidder to obtain such information or to make such investigations.
Bidders shall examine the Invitation to Tender as soon as possible after receipt. Should a Bidder discover any errors or omissions, the Bidder shall notify the Purchasing Coordinator as soon as possible so further instructions may be issued to all Bidders before the Submission Deadline.
All inquiries related to this Invitation to Tender are to be directed, in writing, at least three (3) business days prior to the Submission Deadline as noted above. Inquiries
received after this date may not be answered. Written inquiries are to be directed to:
Keystone Centre
#1 – 1175 18th Street
Brandon, Manitoba
R7A 7C5
Attn: Adam Cudal
Fax No: 204-727-5552
Email: adam@keystonecentre.com
If the Keystone Centre, in its sole discretion, determines that an inquiry will be of interest to all Bidders, it will be communicated in writing to all Bidders. The source of the inquiry will be kept confidential.
3.0 Bid Content
Each Bidder shall provide as part of the bid submission the following items:
- Letter of Introduction;
- Corporate Profile;
- Bidder’s past experience or contracts with similar banquet chair requirements;
- Warranty and after-sales service details;
- Form of Offer, complete with answers to questions in item
all of which shall be sealed in an envelope to the address specified in B1.0 or, if submitting by email, in PDF format.
Keystone Centre ________
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4.0 Tender Conditions
A Bidder should clearly understand, and by submitting a Bid, agrees that its Bid or any part of its Bid is subject to the following conditions, in addition to any other terms and conditions set out in this Invitation to Tender:
4.1 Disqualification
No Bid will be considered which is received after the Submission Deadline. No Bid will be considered from a Bidder where Keystone Centre, in its sole discretion, determines that a potential conflict of interest exists. No Bid will be considered that is in any way conditional or that proposes imposing conditions on the Keystone Centre that are inconsistent with the requirements of this Invitation to Tender and the terms and conditions stipulated herein.
4.2 Right of Rejection
The submission of a Bid, the receipt of a Bid by the Keystone Centre and the opening of a Bid, or any one of those, does not constitute acceptance, in any way whatsoever, of a Bid.
A Bid, or any part of a Bid, is not accepted unless the Keystone Centre accepts it in writing and the written acceptance has been delivered to the selected Bidder.
The Keystone Centre, in its entire discretion, may reject or accept all or any part of a Bid or any of the Bids submitted in response to this Invitation to Tender. The Keystone Centre is under no obligation whatsoever to accept the Bid with the lowest cost, or any Bid.
4.3 Right to Reissue
The Keystone Centre reserves the right to reissue the Invitation to Tender where, in its sole opinion, none of the Bids submitted in response to the Invitation to Tender warrant acceptance or where it would be in the best interests of the Keystone Centre to do so.
4.4 Cost of Bid
Costs incurred in the preparation, presentation and submission of a Bid shall be borne entirely by the Bidder.
4.5 Period of Validity
Bids shall be irrevocable after the Submission Deadline and open for acceptance for sixty (60) days after the Submission Deadline.
4.6 Amendment or Withdrawal of Bid
Bidders may amend Bids submitted in response to this Invitation to Tender prior to the Submission Deadline by submitting an amendment clearly
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identifying the change or by submitting a new Bid that clearly indicates that it is to replace the Bid previously submitted by the Bidder.
Amendments submitted after the Submission Deadline will not be considered by the Keystone Centre.
Bidders may withdraw a Bid submitted in response to this Invitation to Tender by submitting a request in writing to the Keystone Centre at any time prior to, but not after, the Submission Deadline.
All amendments or requests to withdraw a submitted Bid shall be in writing submitted to the Keystone Centre at the address set out in section B1.0. All such amendments or requests shall be submitted on the Bidder’s letterhead and shall be signed by the Bidder or an authorized representative of the Bidder. Submissions may also be made by email.
It is the sole responsibility of the Bidder, when submitting an amendment or a request to withdraw a Bid, to ensure that the amendment or request is received prior to the Submission Deadline.
4.8 Negotiations
The Keystone Centre reserves the right, prior to and after award of contract, to negotiate changes to the scope of the work, the specifications, or any condition within the competition documents.
The Keystone Centre also reserves the right to negotiate with the successful Bidder or one or more other Bidders without having any duty or obligation to advise any other Bidder or allow them to vary their submission as a result of such negotiations.
The Keystone Centre shall have no liability to any other Bidder as a result of such negotiations, modifications, or changes.
C. GENERAL CONDITIONS
___________________________________________________________
1.0 Contract Documents
The Contract Documents consist of the Bid/Acceptance form fully executed in duplicate, the contract documents listed on the Tender, and the subsequent changes agreed upon in writing between the parties.
2.0 Definitions
The two parties to this contract are the Supplier and the Keystone Agricultural &
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Recreational Centre Inc., defined as follows:
The Supplier - The successful bidder for the work upon receipt of written acceptance of his bid from the Keystone Centre;
The Keystone Agricultural & Recreational Centre Inc. – operating as, and herein referred to as, the Keystone Centre.
D. SPECIFICATION
____________________________________________________________
1.0 Technical Specification
The Keystone Centre requires banquet chairs for a variety of occasions and events, such as, but not limited to: banquets, conventions, and meetings. The chairs must meet these specifications:
1.1 Manufacturer: Borgo (alternatives will not be considered)
1.2 Dimensions: (baseline)
• Height 890mm
• Width 465mm
• Depth 590mm
• Seat height 455mm
1.3 Frame:
• Square metal tube frame
• Durable powder coat finish
• Cross laminated plywood back and seat panels
• Premium glides
• Hand hold
• Stack bumpers
1.4 Upholstery:
• Ca117 fire-retardant standard
• Padding: fire-rated, high density, high resilience, & CFC free foam
• Commercial grade polyester
• Color: 908 Charcoal
• Design/pattern: minimal, no preference
• Upholstery cleaner friendly
1.5 Stackable: Yes, 8-10 high
1.6 Weight Capacity: 350 lbs
Keystone Centre ________
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2.0 Scope of Work
2.1 Supply of (750) banquet chairs to the Keystone Centre
2.2 Delivery of banquet chairs to the Keystone Centre by September 30th, 2026
2.3 Installation/assembly of banquet chairs
2.4 Must include (2) wheeled hand trucks to move stacked chairs
E. BID EVALUATION AND SELECTION
1.0 Evaluation Committee
The Evaluation Committee may be comprised of select staff from the Keystone Centre, its Board of Directors and such other professional consultants as may be deemed necessary by the Keystone Centre. The Evaluation Committee will be responsible for reviewing and evaluating Bids submitted in response to this RFP.
2.0 Evaluation Process
The Invitation to Tender evaluation process is a selection procedure. It will be finalized through completion of the following steps:
• Bidders to submit Bids to the Keystone Centre in response to this Invitation to Tender;
• Review and evaluation of Bids by the Evaluation Committee
- Bids must meet all the mandatory requirements to proceed in the evaluation process. Bids not meeting the mandatory requirements will be disqualified and receive no further consideration.
- Bids meeting the mandatory requirements will be evaluated in accordance to criteria identified in section E3.0 below.
• Recommendation by the Evaluation Committee to the Keystone Centre of the selected Bid or part of a Bid;
• Decision by the Keystone Centre to accept or not to accept a Bid or part of a Bid.
3.0 Evaluation Review
3.1 Mandatory Requirements
The following mandatory requirements must be immediately demonstrated for the Bid proposal to proceed to the evaluation phase:
- Bid be received on time;
- Completed Form of Offer included;
3.2 Evaluation Criteria
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Evaluation criteria are those requirements and characteristics that a Bidder may possess that will be considered by the committee in evaluating the Bid. These requirements and characteristics must:
- be disclosed in the Bidder’s submission;
- are evaluated on performance elements that ensure success of the project;
3.3 Evaluation Criterion
The Bidder’s submissions will be evaluated based on the following ratings scale. The Bidder should be aware that, to the degree possible, the ratings system is intended to be objective, however, in many instances the individual opinions and preferences of the members of the evaluation committee may have a bearing on the scores.
EVALUATION CRITERION
ALLOCATED POINTS
MANDATORY REQUIREMENTS
Bid Submission: received on time
Yes/No
Completed Form of Offer: included
Yes/No
METHODOLOGY
10
Letter of Introduction and General Quality of Submission: clarity, brevity, professional appearance
2
Corporate Profile: years in business, local management, corporate strengths
2
Experience: past experience with similar customers/bids
6
SPECIFICATIONS
20
Dimensions
2
Frame
8
Upholstery
8
Stackable/Weight capacity
2
PRICING
20
Total Points
50
4.0 Acceptance of Bid Submission
If the Keystone Centre decides to accept a Bid, it will accept the Bid that, in the Keystone Centre’s sole opinion, is the best overall Submission when evaluated in accordance with the criteria identified in section D1.0 above. Should the Keystone
Centre decide not to accept any Bid, all Bidders will be given written notice of such decision.
Keystone Centre ________
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APPENDIX “A” FORM OF OFFER
Bid
To: Keystone Centre Project No. 815-25 #1 - 1175 – 18th Street Keystone Centre – Banquet Chairs
Brandon, MB R7A 7C5
1. Having examined the bidding documents, we hereby offer to supply banquet chairs at the Keystone Centre under the following price structure, which includes Provincial Sales Tax but does not include the Goods and Services Tax.
Price per unit Number of Units
Banquet Chair $ ___________ # ________
Wheeled Hand Truck $ ___________ # ________
Please add any additional rates, charges or fees that may be applicable below:
FIRM NAME AND ADDRESS: DATE: _____________________________
Signatures: (Please type or print names and titles under signatures)
________________________________ ______________________________________
Keystone Centre ________
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____________________________________________________________________________
Acceptance
We accept this bid.
_________________________________ ______________________________________
Connie Lawrence Dan Robertson
CEO & General Manager Director of Finance
Date:_______________________________
