Bidder Letter

Bidders:

Having examined the Scope of Work and Specifications, and having familiarized ourselves with the labour, materials and equipment requirements, the undersigned does hereby submit the following bid for and in accordance with Tender No.T02-2015 Pavement Markings and all attachments thereto.

Tenders will be received until 11:00 a.m. local time Wednesday, May 13, 2015, at the Town Office, 609 River Valley Drive, NB E5K 4V3. All bids shall be binding for 21 days thereafter. Bidders are invited to send a representative to a bid opening which will be conducted at the above specified time.

Attached hereto is the following information:

1. One copy of our Bid form including specifications and Form of bid.

The executed Form of Tender is to be submitted with your bid. All bids are itemized as noted on the Form of Tender.

Grand Bay-Westfield reserves the right to reject any and all Tenders or to waive irregularities therein. Grand Bay-Westfield reserves the right to evaluate each and every Tender in its absolute discretion and to accept any particular Tender even though the price or delivery date, or both, may not be as favourable as some other Tender.

Bidders requesting additional information are advised to address their written inquiries to:

Town Grand Bay-Westfield, 609 River Valley Drive, PO Box 3001

Grand Bay-Westfield, NB E5K 4V3

Attention: Bruce Gault, P. Eng., (506)738-6422

Sincerely,

Bruce Gault, P. Eng.,

Works Commissioner

BG/wb

TENDER

T02-2015

2015 PAVEMENT MARKINGS

Sealed quotations addressed to:

Town of Grand Bay-Westfield

PO Box 3001

609 River Valley Drive

Grand Bay-Westfield, NB

E5K 4V3

Attention: Bruce Gault, P. Eng.,

Works Commissioner

And marked on the envelope:

Tender for 2015 Pavement Markings

Tender Bid Forms will be received until Wednesday, May 13, 2015 at 11:00 am Local Time.

Specifications and Tender forms are available from the Town Office, 609 River Valley Drive, NB. Tender will be opened publicly immediately following the quotation closing time.

The lowest or any Tender not necessarily accepted.

TERMS AND CONDITIONS

1. TENDER PRICE IS TO INCLUDE ALL OTHER APPLICABLE TAXES, LICENSES AND FEES, EXCLUDING HST.

2. THE TOWN DOES NOT LIMIT ITSELF TO ACCEPTING THE LOWEST OR ANY TENDER SUBMITTED AND THE TOWN DOES RESERVE THE RIGHT TO AWARD IN ANY MANNER DEEMED TO BE IN THE TOWN’S BEST INTEREST.

3. REJECTION OF TENDERS

Tenders submitted for this work shall be rejected and shall not be considered if it:

a) is not accompanied by the required bid security deposit or bid bond equal to or greater than the amount specified;

b) is not accompanied by a bid bond meeting the requirements, where a bid bond is required by the Tender call;

c) is not accompanied by a letter from a New Brunswick resident agent of an insurance company licensed to do business in the Province stating that the bid bond, where required, has been negotiated for, procured from the premium paid to that agent;

d) is not property signed by a representative authorized to sign for the bidding company;

e) does not contain the bid price, unit price or fixed price written in words;

f) does not have the words “dollars” and where applicable, “cents” set out in the written item;

g) bid, contains any form of qualification of or, unless the tender documents otherwise provide, any unsolicited alternative to the tender;

h) does not contain a bid for each item required to be bid;

i) contains a bid on an item not included in the bid form;

j) is not contained in an envelope having on the face of it the name of the quotation company and identification of the contract for which the quotation is submitted, does not contain all addenda issued to prospective quotation companies, each signed by the bidding company;

3. REJECTION OF QUOTATIONS cont.

k) is the second tender submitted by the same company, in which case all bids submitted by that company shall be rejected;

l) is made by a company not listed as having received tender documents;

m) contains a change in a written bid price not signed by the company;

n) omits any document required by or fails to comply with any provisions of the tender documents, or otherwise materially deviates from accepted tendering practices.

4. PROVINCIAL LEGISLATION

This Tender will follow the Public Purchasing Act, if applicable.

5. ISSUE OF ADDENDA

The Town shall issue all addenda to all companies on the official list of companies which have received tender packages. The Town shall issue all changes in writing for review by each company, by ensuring that a letter or facsimile, clearly identified on its face the Tender number and the Tender name being amended. All tender submissions at tender closing time must contain all addenda issued and be signed by the Town.

6. AMENDMENTS TO TENDER

The person who has signed an original tender bid may amend it after it has been submitted to the Town of Grand Bay-Westfield by ensuring that a letter, or facsimile clearly identified on its face the Bid Number and the Tender Name being amended before the time stipulated for tender opening. An amendment of tender shall not disclose the amended total quotation price but shall show:

a) the revised bid price per items to be amended in the case of a unit price contract;

b) the amount to be added to or subtracted from the contract price in the case of a lump sum contract, or the information that is missing from the original tender submission.

7. NOTIFICATION OF SUCCESSFUL BIDDER

The Town of Grand Bay-Westfield shall, within twenty-one days of the public opening of the tender for the work, shall notify the successful n company that he/she is the successful bidder.

A Tender bid submission shall be considered binding on the person submitting the bid until such time as they receive formal notification by facsimile, email or registered mail of the rejection of his bid, but in no case shall it be binding for more than twenty-one days from the date of the public tender opening.

If the successful company has been called upon to enter into a formal contract by the Town of Grand Bay-Westfield and refuses to do so within the time stipulated therefore, the Town of Grand Bay-Westfield shall:

a) cash or negotiate the bid security deposit and retain a sum equal to the difference between the value of his quotation and the value of the next lowest quotation and shall return an amount equal to the surplus, if any, to the company whose bid security deposit was so forfeited;

b) or Notify the Surety Company where a bid bond was submitted.

8. GENERAL REQUIREMENTS

The Town of Grand Bay-Westfield reserves the right to inspect any equipment to be used as a result of this tender, before, during, or after the work is completed and shall be the sole judge as to whether labour, materials and/or equipment supplied meets the specifications.

All contacts and questions concerning any part of the tender submission shall be submitted in writing by mail, courier, email or by fax to Bruce Gault, P. Eng.

Contact with any elected or other administrative officials from Grand Bay-Westfield or any government department involved with the tender is absolutely prohibited and may be considered as grounds for disqualification from the evaluation process.

9. EXAMINATION OF THE SITE(S)

The Bidder shall examine and become familiar with the job and site condition. He may wish to conduct or furnish himself with those tests so required to complete the tender submission. The responsibility for all such costs will be the sole responsibility of the Bidder. The Bidder may request a meeting with the Town’s representatives or agent to discuss the scope of work, prior to submitting a bid.

10. ACCEPTANCE

The Town of Grand Bay-Westfield will be the sole judge of the acceptability of the work and shall do so promptly after pavement marking are complete and/or delivered to the Town of Grand Bay-Westfield, Grand Bay-Westfield, New Brunswick, Canada.

Any changes to this tender or specifications shall be stated in writing. Verbal statements made to Town of Grand Bay-Westfield employees, whether or not they appear to have the proper authority, will have no consequence.

11. WARRANTY

The work furnished under these specifications is to carry the standard warranty, if any, which is offered to the general public.

Any and all questions related to this quotation are to be directed in writing to:

Bruce Gault, P. Eng., Phone 1-(506)738-6422

Facsimile 1-(506)738-6424

Any and all inquiries may not be answered directly over the telephone.