Basic Information

Reference Number

0000310728

Issuing Organization

Workers Compensation Board of Manitoba

Solicitation Type

RFQ - Request for Quote (Informal)

Solicitation Number

208-WCB-26-001

Title

Supply Office & Stationery Supplies

Source ID

PP.CO.MB.779467.C81840

Agreement Type

New West Partnership Trade Agreement (NWPTA)

Details

Location

Canada, Manitoba, Winnipeg

Purchase Type

Duration: 5 years

Description

The WCB is inviting your firm to submit a Quotation for the following: supply office and stationery supplies for the WCB's offices located in Winnipeg, Brandon and Thompson, Manitoba.

The WCB expects the Contractor to be able to supply and delivery catalogued items of office and stationary supplies for the WCB's internal operations on an "as needed basis" in accordance with the following guidelines:

Dedicated service representative with direct phone line and e-mail access for WCB staff during Business Hours;
Maximum four (4) hours response time from service representative for call backs or e-mails made during Business Hours;
Standard delivery period (for in-stock catalogue items) no later than second (2nd) Business Day by 11:00 a.m. onsite to the WCB office if ordered prior to 3:00 p.m. (the WCB's delivery service standard is intended to be more environmentally friendly);
If there is an item that is required more urgently by the WCB the Contractor is to provide rush delivery not later than 11:00 a.m. the next Business Day onsite to the WCB office if ordered prior to 3:00 p.m.;
Special order item (non-stock as specified in Contractor's catalogue) is to be delivered within five (5) Business Days onsite to the WCB following the request;
Payment options should include credit card and online payments;
Ordering options should include enable WCB staff to complete an order online, by phone, by facsimile and/or by e-mail;
Full colour, online and hard copy product catalogue(s) and flyer(s) to be provided together with a hard copy of the annual product catalogue, delivered to the WCB's departments at no cost;
Percentage (%) discount on all catalogued items;
Lowest price guarantee which provides automatic invoicing at sale price if lower that the discounted catalogue price at time of the WCB's order;
Electronic order summaries to be provided with monthly billings;
Order tracking available for WCB staff online and by phone;
Dedicated delivery person(s) who must sign the WCB's Pledge of Confidentiality and obtain an ID picture card for delivery to WCB departments in secured parts of the WCB's office facilities;
Ability to collect proof of delivery via the WCB staff's signature (preferably e-signature) and date of delivery by the delivery person (to allow the WCB to check any internal issues with tracing a delivery or order);
Electronic invoicing;
No minimum purchase requirement to receive free delivery on all standard deliveries within two (2) Business Days;
Onsite delivery to each WCB internal department/office as ordered rather than drop deliveries to main floor of WCB offices (the WCB has no onsite storage so the Contractor cannot drop ship large orders without the WCB prior written consent);
Each WCB department's order must be delivered/wrapped separately so WCB staff don't need to sort out internal orders;
Recycling of shipping boxes via pick up by the Contractor's delivery person(s) when delivering new orders; and
Provide the WCB, on a monthly basis, an itemized electronic report which shows both monthly and year-to-date orders.

The WCB will expect the Contractor to provide its expertise and guidance to assist the WCB with purchasing the most cost effective and suitable office and stationary supplies, based on the WCB's identified needs.

The WCB currently purchases its office furniture, filing cabinets and ink toner cartridges through other external suppliers so it is not expected that those items will be purchased through the Contractor. However, the WCB may, in its unfettered discretion, decide to purchase such items (if available from the Contractor) where the WCB has determines that it requires such item which the other external supplier(s) is unable to provide in a cost effective and/or timely manner, or at all.

The WCB intends to purchase the bulk of its office and stationary supplies from the Contractor and it will be the preferred supplier. However, the WCB does not guarantee that it will exclusively purchase all of its office and stationary supplies from the Contractor. If a lower price is available from another supplier or the WCB determines that it requires an office or stationary product which the Contractor is unable to provide in a cost effective and/or timely manner, or at all, the WCB shall be free to purchase such office or stationary product(s) from another vendor.

A list of seventy-five (75) office and stationary supply items has been provided in the Fee Schedule (attached as Schedule "D"). This list represents the most purchased office and stationary supplies by the WCB over approximately the last twelve (12) month period. This list is provided as a sample only and the WCB makes no representations or guarantee that the purchasing level of such items will remain similar.

The WCB will inspect orders at delivery only for general description, quantity, and obvious defects or damage. Notwithstanding any waiver or release which may be stated on the Contractor's bill of lading, invoice, receipts, or other forms signed at the time of delivery, the Contractor shall not be relieved of responsibility for replacement of any office or stationary products that are defective or damaged or not in accordance with the WCB's original order specifications and shall be required to reimburse or credit the WCB for such defective or incorrect office or stationary products.

The Vendor is expected to include within its Quotation the methodology to be employed for supplying the Services and keeping the WCB informed of any changes that may affect the Services, including, but not limited to:

annual catalogue and flyer releases;
catalogue changes;
new products, discounted and/or sale items, and discontinued items;
full policy for return/refund/replace/credit; and
service levels for delivery.

The Services shall be provided from the Contractor's facilities with delivery onsite to the WCB's facilities, as applicable, unless otherwise agreed in writing.

The Contractor will not be required to have and maintain workers compensation coverage for its workers who will be providing the Services, unless required pursuant to The Workers Compensation Act.

It is expected the Services will be required for an initial period of 60 (5) months/years with a preferred start date of Monday, February 2, 2026.

A Contractor that is a corporation or partnership will, prior to providing the Services, provide written proof that it is in good legal standing to carry on business in Manitoba and shall remain so for the duration of the Services.

Even if the Contractor is not required pursuant to The Workers Compensation Act to have and maintain workers compensation coverage in Manitoba, the WCB shall require the Contractor to purchase and maintain workers compensation coverage for its workers who will be providing the Services in Manitoba.

Dates

Publication

2026/01/05 04:06:06 PM CST

Bid Intent

Not Available

Question Acceptance Deadline

2026/01/12 02:00:00 PM CST

Questions are submitted online

Closing Date

2026/01/19 02:00:00 PM CST

Contact Information

Agreement Administrator

AgreementAdministrator@wcb.mb.ca

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Pricing

In attached document

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Bid Documents	Documents defining the proposal	Yes	No
No entries

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