A. INTRODUCTION
The Municipal District of Willow Creek No. 26 (hereinafter referred to as the “MD”) is inviting interested parties to submit proposals for the supply of two (2) Community Peace Officer Trucks. Proponents should be advised that this is a legally binding “Request for Proposal” (RFP). The minimum mandatory specifications outlined in Appendix A are considered mandatory and are non-negotiable; however, the MD reserves the right to waive any minor non-compliance in terms of the specifications.
B. MANDATORY NON-NEGOTIABLE CONTRACT TERMS
1. The supplier shall provide full warranty coverage for the entire unit(s) and all supplied equipment as follows:
- As per unit manufacturer, delayed to commence upon delivery and acceptance by the Willow Creek Emergency Services
- New-Vehicle Limited Warranty of three (3) years / 60,000 km
- Powertrain Care Extended Service Plan – Five (5) year / 160,000 km
- Body Structural – Lifetime, unlimited mileage
- Body Paint – Lifetime, unlimited mileage
2. The unit(s) shall be equipped with all current safety devices to meet the requirements of the Alberta Highway Traffic Act, the Worker’s Compensation Act of Alberta, Occupational Health and Safety Act of Alberta, and Canada’s Motor Vehicle Safety Act.
3. The unit(s) shall come with all current emission control devices and any environmental protection devices required to meet the current standards of the Alberta Environment and Environment Canada.
4. The unit(s) must be capable of proper operation under extreme weather conditions. Temperatures range from minus forty (-40) degrees to plus forty (40) degrees Celsius on a regular basis.
5. The materials and workmanship shall be of the highest quality and in accordance with modern engineering practices.
6. The equipment must be supplied with:
a. One (1) hard copy and one (1) electronic copy of the operator’s manual per unit. One (1) hard copy and one (1) electronic copy of the parts manuals for the vehicle’s and all supplied equipment.
b. Accurate wiring schematic.
c. A technical maintenance shop manual for all supplied equipment and attachments.
d. A completed “Supplemental Data Sheet” for each piece of equipment.
7. The Supplier shall deliver the units within four (4) months from the award date.
If any of the terms noted in the above section are breached, the proposal will not be taken under consideration. If non-compliance is determined upon award, the MD reserves the right to cancel the award to the non-compliant proponent and approach the next highest scored proponent.
C. MINIMUM MANDATORY SPECIFICATIONS
1. Appendix A – Minimum Mandatory Specifications outlines the minimum mandatory requirements for the completed units.
2. The MD reserves the right to waive any minor non-compliance in the Minimum Specifications section.
If any non-compliance noted is not acceptable to the MD, the proposal will not be taken under consideration. If non-compliance is determined upon award, the MD reserves the right to cancel the award to the non-compliance proponent and approach the next highest scored proponent.
D. PROPOSAL SUBMISSION REQUIREMENTS
Mandatory Submission Requirements
1. The following information must be submitted with the proposal. In the event the information is not included, the proponent will be declared non-compliant and will not be taken into consideration during the evaluation of the proposals.
Rated Submission Requirements
2. The proposal must contain the following information which will be used to evaluate the proposals:
- A completed pricing form.
- A completed Appendix A – Minimum Mandatory Specifications outlining any exceptions to the MD’s specifications, including Service Program Warranty for all components
- Contact information for all successful competitions in the past eighteen (18) months with a clear understanding that the MD will, at its sole discretion, choose to contact on a random basis, a minimum of three references.
- The proponents company history.
E. EVALUATION CRITERIA
1. The MD will evaluation compliant proposals based on the criteria listed below.
2. The decision to award points in respect to the criteria noted below will be at the sole discretion of the MD.
3. By submitting a proposal, each proponent acknowledges and agrees to waive any right to contest, through legal proceedings, the MD’s decision process to determine which proponent enters into negotiations with the MD.
Criteria Weighting
Company History 10
Delivery of Units 10
Service Program / Warranty 20
Specifications 35
References 20
Pricing 40
Total 135
F. RESERVATION OF RIGHTS
The MD reserves the right, at its sole discretion to:
- Reject or accept any proposal, including the right to reject all proposals.
- Negotiate with any or all proponents after the closing date, which negotiation process will be open for a period of thirty (30) business days starting on the date of notification to the highest scored proponent. If an agreement is not reached, the MD reserves the right to consider the negotiations failed, and to approach the next highest scored proponent at their sole discretion.
G. ADDITIONAL INFORMATION
The award of the contract is subject to:
1) Successful demonstration of the proposed (or similar) equipment prior to award.
2) Successful negotiations
The successful proponent will provide, at their expense, travel, and accommodations of two (2) representatives from the MD to participate in a pre-delivery inspection of the units. This will occur at the successful proponents manufacturing facility unless otherwise agreed to by the MD.
H. PROPOSAL SUBMISSION DEADLINE
Proponents should submit four (4) hard copies of their proposal in a sealed envelope.
Proposals must be submitted no later than 2:00:00 p.m. MST on April 21, 2023, addressed to:
Willow Creek Emergency Services
The Municipal District of Willow Creek No. 26
Attention: Kelly Starling
273129 Secondary Highway 520 West
PO Box 550, Claresholm, Alberta T0L 0T0
Facsimile or electronic submissions of the Request for Proposal will not be accepted.
CONTACT PERSON
Kelly Starling
Director of Emergency Services
273129 Secondary Highway 520 West
Mailing Address:
PO Box 550
Claresholm, Alberta T0L 0T0
Phone: (403) 625-1185
E-Mail: kelly@mdwillowcreek.com
