No totals required.
Bidders are requested to include specifications on product quoted with the bid.
This procurement is subject to the provisions of the Canadian Free Trade Agreement and the Canada-European Union Comprehensive Economic and Trade Agreement.
For ease of response an MS document has been posted on the New Brunswick Opportunities Network(NBON)to be filled in and returned with your bid document.
For those companies that receive bid documents from MERX you will need to register on the NBON system at www.gnb.ca/tenders to download the MS document. You are however, cautioned not to make any changes to our wording or your response may be rejected.
Should you have any trouble registering on the system please contact the HELP Line at 1-800-561-1422 in Canada or 506-444-5636 outside Canada.
OFFICE MACHINES, MISCELLANEOUS - LEASE
*****AMENDMENT #5*****
Please be advised that this RFP notice has been amended to answer potential bidder(s) question(s).
Please be advised that this RFP notice has been amended to answer potential bidder(s) question(s).
Q34. Amendment #3> Q16. Subject to Appendix "B" - Technical Criteria>N.8: Please outline/describe all your applications/frequency and volumes utilizing a #11 envelope size as this is not a typical request for a "Production" level insertion solution; however, we can work with SNB to build a workflow on the tabletop or alternative production inserter. It has been noted reviewing prior RFP versions this requirement was amended too "desired".
Is it possible to append the requirement to be desired; and not mandatory?
A34. Yes, this can be a desired and not mandatory.
***All other information remains the same***
*****
*****AMENDMENT #4*****
Please be advised that this RFP notice has been amended to answer potential bidder(s) question(s).
31. Can you provide a detailed explanation # 12, the requirement for "intelligent stations"?
Intelligent stations are the feeders or hoppers that are displayed on the main screen, we select the stations required and as needed.
32. We would request that SNB remove this feature "The proposed production console inserting system must be able to print Permits including Postal Indicia's, Postal Inscriptions with the capability to print a minimum of 20+ Inscriptions", as only 1 vendor on the market offer this, deeming it a sole source procurement. Is SNB willing to do so?
No, this is a "Mandatory Requirement" in Appendix A.
33. Alternatively, will SNB accept only the ability to print Variable Permits vs. live Postal Indicia's/Inscriptions as an optional addition with separate pricing?
No
All other information Remains the same.
***
*****AMENDMENT #3*****
Please be advised that this RFP notice has been amended to answer potential bidder(s) question(s).
Q1. Subject to 4.1.3>Proposals to be submitted in prescribed format; please confirm as follows:
Confirmed.
a. Technical proposal naming convention should read as follows: Technical Proposal RFP 8025262-25 | Mail Processing Equipment and Solutions | Full legal name and email address of proponent.
b. Financial proposal naming convention should read as follows: Financial Proposal RFP 8025262-25 | Mail Processing Equipment and Solutions | Full legal name and email address of proponent.
Confirmed, see amended Version 1 attached.
Q2. Subject to 4.1.3> Please confirm vendors may submit multiple solution options for SNB to consider.
No, SNB is asking for only one solution.
Q3. Subject to 4.1.6>Proposal irrevocable for 90-days; please confirm that the SNB will provide a bid award by no later than August 10th, 2025 to ensure adequate time for site prep, and solution delivery to meet the expected Operational date by November 1st, 2025.
Confirmed.
a. Subject to 6.2>Operational date of November 1st, 2025; please confirm that due to uncontrollable/unforeseen circumstances that the November 1st operational date may be subject to change due to Political/Financial climates imposed.
The operational date will not change.
Q4. Subject to 6.1>General Overview of Postal Service Branch - Enterprise Services, Service New Brunswick: Is there a separate RFP to be issued for the mail services in Saint John or elsewhere within New Brunswick?
This RFP is for Inserters only and for Fredericton.
Q5. Subject to 6.2.2>Warranty and Maintenance Agreement, preventative maintenance schedule; please confirm that at a minimum SNB shall meet our recommendation and preventative maintenance calls will be scheduled at mutually accepted times to ensure optimal up-time for SNB Postal services and sufficient technician review time.
SNB is asking for a schedule for the preventative maintenance. ie: At 1M cycles it will require a full PM, or 2M cycles it will require a full PM.
Q6. Subject to 7.4>Pricing: as we are to include a 12-month warranty with respect to payment schedule does SNB prefer we amortize the maintenance from 13 to 60 months to keep the lease payment "flat" or do you prefer to see a "step" lease payment structure.
SNB would like a flat rate over the 5 years.
a. If a Step lease approach is preferred, please ensure you update the financial Appendix C to read as or alike
Q7. Subject to Appendix "B" - Technical Criteria>N.1: It is noted that SNB in 6.1 SNB does not currently use any document intelligence; what is SNB's plan/timeline to implement document intelligence?
The plan is to start implementation in early 2026 but timelines are subject to change.
Q8. Subject to Appendix "B" - Technical Criteria>N.1: Please confirm production console must have the ability to read OMR, 1D, 2D and System must have the ability to switch between codes simply by choosing pre-set job with no mechanical change required.
Confirm: Please use the "Description" column in Appendix B to describe features.
Q9. Subject to Appendix "B" - Technical Criteria>N.2: Production console to print Please confirm SNB downloads associated artwork from Canada Post that looks resembles as follows: If not, and please confirm, that a similar solution as to what is onsite today is acceptable and multiple consoles be acceptable?
SNB is asking for 1 Production Console and 1 Tabletop Folder/Inserter as outline in the RFP 6.2.1 Mailing Hardware Requirements. This artwork must meet Canada Post standards.
Q10. Subject to Appendix "B" - Technical Criteria>N.2: Please clarify "Inscriptions" and their purpose with SNB's workflow?
Inscriptions are used by SNB in the RTS process; to identify departments without having to open the letters.
Q11. Subject to Appendix "B" - Technical Criteria>N.2: Please confirm no accounting reconciliation is required to charge back departments?
Confirmed.
Q12. Subject to Appendix "B" - Technical Criteria>N.3: Please confirm that production console must be equipped with a 360o swivel 24" touch color screen to provide the operator full visibility of processing and dashboard at any vantage.
Please use the SNB expects the industry norm will be applied. Please use the "Description" column in Appendix B to describe features.
Q13. Subject to Appendix "B" - Technical Criteria>N.3: Please confirm that production console must have the ability to create unlimited job, material, and document intelligence libraries.
SNB expects the industry norm will be applied. Please use the "Description" column in Appendix B to describe features.
Q14. Subject to Appendix "B" - Technical Criteria>N.4: Please confirm that production console must have the ability to read document intelligence anywhere on the sheet, once implemented.
Confirmed. Please use the "Description" column in Appendix B to describe features.
Q15. Subject to Appendix "B" - Technical Criteria>N.4: Please confirm that production console must have the ability to create custom folds as necessary.
Confirmed. Please use the "Description" column in the Appendix B to describe features.
Q16. Subject to Appendix "B" - Technical Criteria>N.8: Please outline/describe all your applications/frequency and volumes utilizing a #11 envelope size as this is not a typical request for a "Production" level insertion solution; however, we can work with SNB to build a workflow on the tabletop or alternative production inserter. It has been noted reviewing prior RFP versions this requirement was amended too "desired".
Based on past experiences, when a large number of inserts (letters) go into an envelope, the #11 is the best choice.
Q17. Subject to Appendix "B" - Technical Criteria>N.9: Please confirm production console must have the ability to detect double feeds, regardless of paper weight, full color print etc.
Confirmed
Q18. Subject to Appendix "B" - Technical Criteria>N.9: Please confirm production console must have 2 divert trays.
SNB asked for the ability to detect and divert misses. It did not specify that 2 trays were required. Please use the "Description" column in Appendix B to describe features.
Q19. Subject to Appendix "B" - Technical Criteria>N.12: Please clarify the requirement of 3 "intelligent stations" is the ability for the operator to choose which insert station is required from the main control panel?
Confirmed. Please use the "Description" column in Appendix B to describe features.
Q20. Subject to Appendix "B" - Technical Criteria>N.13: Please confirm insert stations must have automatic separator settings.
SNB did not specify the insert stations need to be automatic. Please use the "Description" column in Appendix B to describe features.
Q21. Subject to Appendix "B" - Technical Criteria>N.13: Requirement of 3 insert stations:
i. Please confirm if SNB has any applications where a letter or legal-size sheet must be folded in-line
Confirmed
ii. Please confirm the maximum number of inserts are included in any of your applications:
Four (4).
iii. Please confirm the console insert stations must be able to hold a minimum of 20" of material.
SNB did not mention this in the FRP Please use the "Description" column in Appendix B to describe features.
Q22. Subject to Appendix "B" - Technical Criteria>N.14: Please confirm that the requirement to be a fourth dedicated insert station dedicated for BRE/BRM's.
Confirmed
Q23. Subject to Appendix "B" - Technical Criteria>N.15: Please confirm the production console must have mobile document stacking/feeding system with a minimum sheet capacity of 2,000 continuous feed and air assist?
Please use the "Description" column in Appendix B to describe features.
Q24. Subject to Appendix "B" - Technical Criteria>N.17: Please clarify the expection of 8,000 finished envelopes - what is SNB basing this requirement on?
SNB is basing this on future growth.
Q25. Subject to Appendix "B" - Technical Criteria>N.17: Please confirm production console's speed license must have the ability to be field upgradeable from 8,000 without the need to acquire additional hardware.
Please use the "Description" column in Appendix B to describe features.
Q26. Subject to Appendix "B" - Technical Criteria>N.18: Please clarify the reporting expectation required by SNB?
i. What data sets are required?
Number of Envelopes and inserts processed by date and time
ii. What is the purpose of these reports?
Reconcile job runs for balancing
Q27. Subject to Appendix "B" - Technical Criteria>N.19: please confirm the production console output must have the ability to intelligently jog the conveyor at the end of job runs, or specified envelope counts.
SNB did not ask for this feature. Please use the "Description" column in Appendix B to describe features.
Q28. Subject to Appendix "B" - Technical Criteria>N.19: please confirm the production console output must have integrated mail bins to allow the operator to easily and efficiently pack Canada Post containers.
This is not a requirement in this RFP.
Q29. Subject to Appendix "B" - Technical Criteria>N.21: please confirm the production console must include an integrated PC that controls Automatic Job Changes: feeder activation, automatic fold settings, automated separator settings on all feeders, automatic track guide settings, automatic envelope conversion (i.e. #10 to 6 x 9.5, etc.) all in less than 30 seconds.
Confirmed but not committed to 30 sec. or less. Please use the "Description" column in Appendix B to describe features.
Q30.Subject to Appendix "B" - Technical Criteria>N.22: Please confirm system must have automatic fold plates, separators and side guides.
SNB ask for Automatic fold plates. Anything beyond that should be added into the description area to be scored.
ALL other information remains the same.
***
*****AMENDMENT #2*****
Please be advised that the RFP Document attached has been amended to extend the closing date to May 28th, 2025 and to correct item 4.1.3 - 2) to read 'Financial Proposal'.
All other information remains the same.
***
*****AMENDMENT #1*****
Please be advised that his RFP closing date has been extended until May 28th, 2025.
All other information remains the same.
***
Request for Proposal(RFP)documents attached.
This is a tender notice only. In order to submit a bid, you must obtain official tender documents from the New Brunswick Opportunities Network, another authorized tendering service or as indicated in the tender notice.
Instructions for Bid Submission
1. Bids will only be accepted by electronic transmission as follows:
a. By e-bidding through NBON (when e-bidding is possible); OR
b. By fax to: (506) 444-4200 (fax to dedicated mailbox).
Note: Proposals in response to a Request for Proposals (RFP) will not be accepted by fax; OR
c. By email to NBBids@snb.ca or SoumissionsNB@snb.ca (do not submit bids to any other email).
Click here
Instructions for Bid Submission by Email for important instructions on how to submit bids by email.
d. Please refrain from submitting your bid through multiple electronic channels
to avoid duplicate bids.
2. All bids must be properly signed by an authorized person.
a. For bids submitted by email or fax: typed signatures (in any font)
that are not on the bid itself (i.e. in the body of the email or on the
fax cover sheet) will NOT be accepted.
3. All bids must be legible, properly completed and contain the proper solicitation number.
4. The proponent is solely responsible for ensuring that the bid submission
in its entirety, including all attachments, is received before Closing Date and Time
as indicated on the solicitation documents.
a. The proponent bears all risk associated with delivering its bid by electronic
submission, including but not limited to delays in transmission between the Proponent's computer and the Province's Electronic Mail System, NBON or fax.
b. The date and time of official receipt of the bid will be the time of receipt
recorded in the NBON system (for e-bids) or the time of receipt in the Province's
Electronic Mail System (for fax and email bid submissions).
5. All bids must be stated in Canadian Funds. Sales taxes should not be included in
the unit, extended or total prices.
6. All tenders must be F.O.B. destination, freight prepaid.
7. This Invitation is being conducted under the provisions of the Procurement Act
and Regulation 2014-93 as of the date of the issuance of the Invitation.
QUESTIONS:
Written questions relating to this opportunity may be submitted to the address provided below via email by clicking on Questions. Please be sure to include the solicitation/tender number in the subject line.
EMAIL ADDRESS: bidquestionssoumissions@snb.ca
NOTE:
This email account is strictly for the receipt of questions on open opportunities. This email is not for the submission of bids.
Excluded Jurisdictions
1. In accordance with section 162.1 of Regulation 2014-93 under the Procurement Act, US Bids for this solicitation may be refused at the sole discretion of the Government of New Brunswick. Refused bids will not be returned and there will be no further notification to refused bidders.
2. For the purpose of this section:
2.1 "US Bid" means a bid submission from:
a) a US Entity, or
b) a joint venture, syndicate, partnership or other business combination or cooperative arrangement in combination with a US Entity that is submitted from a Place of Business within the United States of America.
2.2 "US Entity" means
a) a business or professional organization, including without limitation a corporation, partnership, joint venture, professional corporation, limited liability company, sole proprietorship, trust or association or other commercial organization, that is created, established, formed or incorporated in any jurisdiction in the United States of America; and
b) any entity that is owned or controlled by an entity listed in paragraph 2.2(a); and
2.3 "Place of Business" means an establishment where a vendor or manufacturer conducts activities on a permanent basis, is clearly identified by name and is accessible during normal business hours.
Tariffs Price Adjustments
Suppliers should prepare bid submissions based on information and costs known at the time of submission. If the price of any goods included within this solicitation is affected by new, previously undisclosed tariffs or duties implemented after the bid submission period has closed and/or the supplier has been awarded a purchase order and/or contract, suppliers may request a price increase from the Government of New Brunswick (GNB) to offset the increased costs (a "Tariff Price Adjustment") as
outlined in this section.
Before requesting a Tariff Price Adjustment from GNB, suppliers should first seek refund or relief from applicable federal and provincial/territorial government applicable tariff relief programs.
If the supplier is unable to obtain financial relief or support from federal and/or provincial/territorial governments, suppliers may request a Tariff Price Adjustment for the affected goods, after providing sufficient evidence that financial relief or support was denied.
Suppliers must substantiate any Tariff Price Adjustment request with supporting information and documentation satisfactory to GNB in its sole discretion, including but not limited to: 1) A detailed description of the goods on which a price increase is sought, the associated HS codes, and the applicable tariffs; 2) Detailed breakdown of how tariffs have impacted the supplier's operations and/or supply chain, including raw materials, production, and shipping; 3) A cost comparison before and after
the tariffs, showing how they directly impact the supplier's pricing, and the supplier's plans to mitigate cost pressures; 4) Evidence demonstrating the supplier's inability to source the goods or substitutes from non-US suppliers, or other factors preventing the sourcing of the goods or substitutes from non-US suppliers (e.g., contractual obligations); and 5) Any supportive or corroborative information, such as communications from the supplier's supply chain or logistics partners, which
confirms the impact of tariffs on the supplier's costs.
Requests for Tariff Price Adjustments should be sent to the contact person on the Purchase Order. Acceptance of any price increase is solely at the Government of New Brunswick's discretion, and subject to any conditions imposed at the time of approval.
All bids will be deemed to have been submitted in contemplation of the above noted potential adjustments to price. By submitting a bid, each supplier acknowledges that the other suppliers who have submitted bids may obtain a Tariff Price Adjustment in accordance with the requirements noted above, and waives any claim, action or proceeding against GNB relating to a Tariff Price Adjustment to any contract arising from this solicitation.
A bidder must obtain official solicitation documents from a distribution service, authorized by the Minister of Service New Brunswick, in order to submit a bid. The current authorized distribution services are the
New Brunswick Opportunities Network (NBON) (operated by Service New Brunswick, Province of NB),
BIDSAlert (operated by Tendering Publications Ltd.) and
MERX (operated by Mediagrif Interactive Technologies). Bids should be submitted on the official bid documents
obtained from these authorized distribution services.
The Atlantic Provinces
Standard Terms & Conditions for Goods and Services apply to this procurement and are considered to be incorporated into this document. By submitting a bid, you agree and accept these terms and conditions. Current "Atlantic Provinces Standard Terms and Conditions" are available on the New Brunswick Opportunities Network, the Council of Atlantic Premiers' Website or from an authorized service provider.
Solicitation documents will be provided in either of the Province of New Brunswick's two official languages; English or French upon request.
The province of New Brunswick reserves the right to negotiate pricing, value added and other savings opportunities with the successful proponent at time of award and throughout the contract.
All suppliers engaged to deliver services on behalf of the Government of New Brunswick must ensure compliance with the
Official Languages Act in the delivery of those services. For more information, please refer to the
Official Languages Act.
All discounts quoted will be considered to be without limitations.
Under Canadian law (and international agreements), your Bid must arrive separately and independently, without conspiracy, collusion or fraud; see http://www.competitionbureau.gc.ca/eic/site/cb-bc.nsf/eng/home for further information.
Award of contracts: no contract shall be awarded and no payment shall be made to a vendor unless authorized by the Minister or his delegates. The Minister may make an award to the preferred vendor conditional on the negotiation and acceptance of a detailed contract between the Province and the vendor. In such cases, should the detailed contract negotiations not be completed in a reasonable period of time, the Province reserves the right to discontinue negotiations with the vendor and
subsequently enter into negotiations with the second preferred vendor.
Pay Equity
Does your organization have 50 or more employees?
The Government of New Brunswick is committed to encouraging and incentivizing the adoption of pay equity by employers doing business with government.
Prior to the award of procurements for goods and services valued over $1,000,000, suppliers, with fifty (50) or more employees will be required to complete the Pay Equity Learning Module developed by the Women's Equality Branch. Suppliers should provide a copy of their certificate of completion with their bid submission.
To complete the online module and obtain your certificate, please visit www.gnb.ca/payequity. For questions, please contact the Pay Equity Bureau toll free: (877) 253-0266 or by Email: peb-bes@gnb.ca.
No right or duty, in whole or in part, of the vendor under a contract issued may be assigned or delegated without the prior consent of the Strategic Procurement Branch.
Unless indicated otherwise in this tender notice or attached documents, all prices must be extended and totalled.
All Suppliers engaged to deliver goods or services to the Government of New Brunswick must ensure compliance with the Designated Materials Regulation in the provision or delivery of those goods obligated under that Regulation. Please refer to
Recycle NB's website and the
Designated Materials Regulation for specifics.
Direct Deposit
The Province of New Brunswick is now using Direct Deposit as the standard method of issuing payments. Suppliers are required to provide bank account information and an email address for the notice of remittance. Please send the completed Direct Deposit Form to Service New Brunswick (e-mail address and mailing address are indicated on the form).
Please click on the link below to view the Direct Deposit Form.
https://www2.snb.ca/content/dam/snb/Procurement/DirectDepositVirementDirect.pdf
PAYMENT OF INVOICES
Payment of invoices is the responsibility of the department or organization to whom the goods are shipped or services are supplied.
Where the estimated value of the goods or services to be procured is below the lowest applicable threshold value of any relevant trade agreement, Service New Brunswick reserves the right to give preferential treatment to a prospective supplier from New Brunswick. Should this right be exercised, the following order of priority will apply: a) firstly, New Brunswick manufacturers if the goods to be procured are manufactured in New Brunswick; and b) secondly, New Brunswick vendors.
When bid submissions are evaluated on price:
- Applicability of the preferences will be determined based on the price differential between the lowest-priced acceptable bid and the bid receiving the preferential treatment.
- The price differential under which a NB supplier preference may be applied will be limited to 10%. When the lowest-priced acceptable bid before preferential treatment is applied is a New Brunswick vendor, the price differential under which a NB manufacturer preference will be applied will be limited to 5%.
- The preferential treatment will be applied by making the award to the NB supplier.
When bid submissions are evaluated on a point system:
- Applicability of the preferences will be determined based on the price differential between the pricing component of the highest scoring acceptable bid submission and the pricing component of the bid(s) receiving the preferential treatment.
- The price differential under which a NB supplier preference may be applied will be limited to 10%. When the highest scoring acceptable bid submission before preferential treatment is applied is a New Brunswick vendor, the price differential under which a NB manufacturer preference will be applied will be limited to 5%.
- The preferential treatment will be applied by allotting a maximum of an additional 5% of the total possible points to New Brunswick manufacturers' total scores and 4% to NB vendors' total scores. If no bid from a New Brunswick manufacturer has been retained for preferential treatment, New Brunswick vendors may receive a maximum of an additional 5% of the total possible points rather than 4%.
The decision to apply a preference will be at the sole discretion of Service New Brunswick. To be eligible, suppliers must meet the definition of NB supplier as identified by the regulation under the
Procurement Act. NB manufacturers should indicate in their bid that they are a NB manufacturer to be considered for the NB manufacturer preference.
Where permissible under the applicable trade agreements and the regulation under the
Procurement Act, Service New Brunswick reserves the right to give preferential treatment to a prospective supplier from New Brunswick. Should this right be exercised, the following order of priority will apply: a) firstly, New Brunswick manufacturers if the goods to be procured are manufactured in New Brunswick; and b) secondly, New Brunswick vendors.
When bid submissions are evaluated on price:
- Applicability of the preferences will be determined based on the price differential between the lowest-priced acceptable bid and the bid receiving the preferential treatment.
- The price differential under which a NB supplier preference may be applied will vary between 2.5% and 10% depending on the total estimated value of the procurement, in accordance with the ranges set out in the regulation under the
Procurement Act.
- The preferential treatment will be applied by making the award to the NB supplier.
When bid submissions are evaluated on a point system:
- Applicability of the preferences will be determined based on the price differential between the pricing component of the highest scoring acceptable bid submission and the pricing component of the bid(s) receiving the preferential treatment.
- The price differential under which a NB supplier preference may be applied will vary between 2.5% and 10% depending on the total estimated value of the procurement, in accordance with the ranges set out in the regulation under the
Procurement Act.
- The preferential treatment will be applied by allotting a maximum of an additional 5% of the total possible points to New Brunswick manufacturers' total scores and 4% to NB vendors' total scores. If no bid from a New Brunswick manufacturer has been retained for preferential treatment, New Brunswick vendors may receive a maximum of an additional 5% of the total possible points rather than 4%.
The decision to apply a preference will be at the sole discretion of Service New Brunswick. To be eligible, suppliers must meet the definition of NB supplier as identified by the regulation under the
Procurement Act. NB manufacturers should indicate in their bid that they are a NB manufacturer to be considered for the NB manufacturer preference.
