Toronto Transit Commission Instructions to Tenderers
Toronto Transit Commission
Instructions to Tenderers Request For Tender (Revised August 2012) Page 1 of 3
TITLE: SUPPLY OF CURRENCY PACKAGING MATERIALS FOR UP TO A 3-YEAR PERIOD
TENDER NO: T27CD12162 ISSUE DATE: MONDAY, NOVEMBER 19, 2012
Your firm is hereby invited to submit a Tender to the Toronto Transit Commission for the above
stated referenced requirement as specified in this Request for Tender (RFT).
INSTRUCTIONS TO TENDERERS
1 Tender Submission - The Tenderer shall complete the Tender Form including the Tender Form Price Schedule(s) and submit it in a sealed envelope with the label included as ‘Appendix A’ affixed to the front of the envelope. The Tenderer shall not show its name on this envelope. The Tenderer shall be responsible for ensuring it reviews and understands the Instructions to Tenderers, General Conditions, applicable Supplementary Conditions, Specifications and Terms of Reference, which form this Request for Tender. Sealed Tenders addressed as follows, will be received by the Commission at the 1st Floor Reception Desk until 10:00 a.m. Toronto time on MONDAY, DECEMBER 10, 2012:
ATTENTION: HEAD – COMMISSION SERVICES DEPT. 1900 YONGE STREET TORONTO, ONTARIO M4S 1Z2
Any Tender received late according to the Commission’s clock will not be considered and will be returned to the respective Tenderer. Faxed or e-mailed Tenders will not be considered.
The Tenderer is solely responsible to ensure that the Tender submission is delivered to the address indicated above. The Commission will not be responsible to redirect any submissions delivered in error to any other of the Commission's properties.
1.1. Tender Results - The public opening of Tenders will take place in the Commission’s Offices, 1900 Yonge Street, 15 minutes after the Tender closing time. Interested parties are invited to attend and should assemble in the lobby after the Tender closing and they will be escorted to the room for the Tender opening by TTC staff. Only total Tender prices will be revealed at the opening. Tender responses and following the award, the name(s) of the successful Tenderer(s) along with the award value(s) are available on the Materials & Procurement website at www.ttc.ca under ‘Business with the TTC’.
2 Tender Inquiries - All inquiries or requests for information during the Tender period shall be directed to the Buyer by E-mail at [email protected] or Facsimile No. (416) 537-0385 or Phone No. (416) 393-6956.
3 Lobbying -
.1 Anyone who “Lobby’s” (as defined in the City of Toronto Municipal Code, Chapter 140) or is expected to Lobby a Member of the Commission (i.e. Commissioner), their staff, or any Commission officer or employee must comply with the requirements as set out in the City of Toronto Municipal Code, Chapter 140 – Lobbying). For the purposes of Chapter 140 of the City of Toronto Municipal Code, the Commission is a “local board (restricted definition)”. For further information please see City of Toronto Web site at www.toronto.ca/lobbying.
.2 Failure to comply with the requirements of Chapter 140 of the City of Toronto Municipal Code, may, in the Commission’s sole discretion, be considered in the evaluation of the Tenderer’s current or future tender/Tender submissions and award of the current or future contracts. The Commission reserves the right, at it sole discretion, to not award a contract to a Tenderer who has failed to comply with the requirements of Chapter 140 of the City of Toronto Municipal Code.
4 Addenda - During the Tender period, any change to the Request for Tender will be made by the issuance of an addendum. For a Tender that is posted on our website, addenda will be posted electronically on the website. It is the Tenderer’s responsibility to monitor the website to ensure they have received all the addenda issued up until the Tender closing. For a Tender that is issued via e-mail, courier or fax, addenda will also be emailed, couriered or faxed to the Tenderer. Addenda will be issued in the form of complete replacement pages and will refer to the addendum number at the bottom of the page. The Tenderer shall note in the Tender Form the number of addenda received during the Tender period, to acknowledge that the contents form part of its Tender. No oral interpretations, clarification or change shall modify any of the conditions to this Request for Tender.
5 Pricing - Unless specifically shown to the contrary, Tender prices shall be considered firm, in Canadian funds, and inclusive of all applicable costs, all applicable federal taxes (including but not limited to GST and HST which has been passed into legislation and is effective July 1, 2010) and duties and all applicable Ontario provincial taxes, either in force or announced prior to the Tender closing, even if the effective date is subsequent to the Tender closing, allowances, freight, and including fees for applicable permits, approvals and notices, with the exception of permits identified in the Specifications as being supplied by the Commission. When pricing is requested is for more than one item, the Commission reserves the right to award all or any portion of the Work to Tenderers at the Tendered prices as specified in the Tender Form.
Toronto Transit Commission
Instructions to Tenderers Request For Tender (Revised August 2012) Page 2 of 3
6 Alternatives - Only Tender submissions for the specified product, manufacturer part number or TTC drawing will be considered for this Request for Tender. The Tenderer may submit an alternative in addition to the specified product, manufacturer part number or TTC drawing for review and acceptance by the Commission for a future Tender request. The Tenderer shall clearly identify any alternative(s) and provide specific technical details in its Tender if it wishes the Commission to consider its alternative in the future.
7 Tender Evaluation and Acceptance - No Tender may be withdrawn after the Tender closing date and time, until expiration of the Tender Validity specified in the Tender Form. The Tenderer shall accept all terms and conditions of the Request for Tender unless explicitly excepted or qualified in its Tender. Taking any exception to the Request for Tender may render the Tender unacceptable. Any errors or inconsistencies in the Tender shall be subject to the interpretation of the Commission. A list of common “Bid Irregularities” and the action that will be taken by the Commission is available on the Materials and Procurement website at www.ttc.ca under ‘Selling to the TTC’. The Commission’s right to accept or reject any Tender, whether or not it conforms with the Request for Tender or to cancel the Request for Tender at any time prior to the award of a Contract is expressly reserved without liability to the Commission. In order to be considered for award of the Contract, The Tenderer must provide pricing for each year and on each item listed in the Price Schedule (Appendix 1).
8 Municipal Freedom of Information and Protection of Privacy Act - A Tender submitted to the Commission shall become the property of the Commission and is therefore, subject to the provisions of the Municipal Freedom of Information and Protection of Privacy Act. Tenderers are responsible for familiarizing themselves with the provisions of this Act.
9 Work Performance - The Commission during the term of a contract maintains a record of the performance of the Company completing work for the Commission and this information may be shared with the City of Toronto. The past performance of Tenderers in completing contracts for the Commission will be considered and the Commission reserves the right to reject any Tender submitted by a Tenderer with an unsatisfactory performance rating.
10 Submission Requirements - In order to aid the Commission in determining the capability of Tenderers, each Tenderer shall submit the following as noted below:
.1 Mandatory Requirements - The following information must be submitted with the Tenderer’s Tender:
.1 A signed copy of the Tender Form including:
• Tenderer’s name and address. • A hard copy of the Price Schedule including Tender pricing and delivery lead time, as appropriate. • Tenderer shall submit unit prices for all items listed in the Price Schedule, based on the estimated quantities indicated. • Acknowledge that any Addenda issued by the Commission form part of the Tenderer’s Tender. • Signature of the Tenderer.
.2 Optional Requirements - submit the following if available
.1 A list of the parts where quantity price breaks apply. The list shall indicate the applicable TTC part number(s), manufacturer part number(s) and the quantities and applicable price(s).
.3 Other Requirements - an electronic (‘soft’) copy of the Price Schedule on a USB flash drive or Compact Disk (CD).
.4 Samples – Samples of the Currency Packaging Materials can be picked up, at the Tenderer’s sole discretion, at TTC’s at Materials & Procurement Office – Duncan Building, 1138 Bathurst Street, 2nd Floor reception, Toronto, Ontario M5R 3H2 between the hours of 8:30am – 3:30 pm Monday-Friday.
11 Information to be Submitted after Tender CIosing - Submit the following within two (2) working days (as applicable), if requested by the Commission after closing of the Tender:
.1 Evidence of the Tenderer’s Federal GST and Provincial ORST tax registration numbers.
.2 A certificate of incorporation as evidence that the Tenderer is registered to transact business in the Province of Ontario.
.3 The Commission, at its sole discretion may request the proponent to produce samples of the items listed in the Price Schedule to ensure the requirements are met.
12 Tender Evaluation and Acceptance of Tenders
.1 The Commission is under no obligation to accept the lowest or any Tender.
Toronto Transit Commission
Instructions to Tenderers Request For Tender (Revised August 2012) Page 3 of 3
.2 Tenders will be evaluated on the basis of all information provided by the Tenderer. Each Tender will be reviewed to determine if the Tender is responsive to the submission requirements outlined in the RFP. Failure to comply with these requirements may deem the Tender non-responsive.
.3 Following the Tender closing, the Commission reserves the sole right to negotiate acceptable terms and conditions and to clarify any other matter in the Tender from a Tenderer(s) the Commission has determined to have offered the best overall Tenders.
.4 The Contract shall be for up to a three (3) year period effective February 15, 2013. It is the Commission’s intent to award the Contract for a three (3) year term (Base Term). However, the Commission reserves the right, at its sole discretion, to award a Contract for a period of less than 3 years at and for the pricing as set out in the Price Schedule (Appendix 1). In the event the Contract is awarded for a period of less than 3 years, the Commission reserves the right to extend the Contract for any period such that the aggregate term does not exceed 3 years at and for the pricing as set out in the Price Schedule (Appendix 1).
The Commission will provide written notice to extend the Contract prior to the Contract expiry date.
In addition, the Commission reserves the right, at its sole discretion, to extend the Contract for an additional period of up to one (1) year beyond the Base Term (i.e. into Year 4). The Contract pricing for any extension period beyond the Base Term (i.e. into Year 4) will be negotiated between the Commission and the Supplier.
.5 The Contract will be awarded to one Supplier.
APPENDIX A
PLEASE CUT-OUT AND AFFIX THIS ADDRESS LABEL TO THE ENVELOPE CONTAINING YOUR SUBMISSION.
TO: TORONTO TRANSIT COMMISSION
TENDER NO.: T27CD12162
TITLE: SUPPLY OF CURRENCY PACKAGING MATERIALS FOR UP TO A 3-YEAR PERIOD
CLOSING: 10:00 A.M. TORONTO TIME on MONDAY, DECEMBER 10, 2012
ATTENTION: HEAD – COMMISSION SERVICES DEPT. TORONTO TRANSIT COMMISSION 1900 YONGE STREET TORONTO, ONTARIO M4S 1Z2
NOTE:
THE TORONTO TRANSIT COMMISSION CANNOT BE HELD RESPONSIBLE FOR DOCUMENTS SUBMITTED IN ENVELOPES THAT ARE NOT LABELLED IN ACCORDANCE WITH THE ABOVE INSTRUCTIONS.
IF YOU HAVE ANY QUESTIONS, PLEASE CONTACT THE BUYER REFERENCED IN THE INSTRUCTIONS TO TENDERERS.
Toronto Transit Commission
Tender Form Request For Tender T27CD12162
TITLE: SUPPLY OF CURRENCY PACKAGING MATERIALS FOR UP TO A 3-YEAR PERIOD
TENDER NO: T27CD12162
TO: TORONTO TRANSIT COMMISSION
1 Declaration –
We, (COMPANY NAME, TENDERER)
(ADDRESS)
(TELEPHONE NO. INCLUDING AREA CODE, FAX NO., AND E-MAIL ADDRESS - if available) declare that we have carefully examined the Instructions to Tenderers, General Conditions, applicable Supplementary Conditions and Specifications and all addenda and do hereby accept the same as part and parcel of the Contract: a) That the shareholders or partners of the company indicated above are the only persons interested in this Tender, and no other person has any interest in this Tender, or in the Contract proposed to be taken; b) That our Tender is made without any knowledge, comparison of figures, or arrangements with any other party or parties making a Tender for the same Work and is, in all respects, fair and made without collusion or fraud; c) That no member of the City of Toronto Council or Commissioner of the Toronto Transit Commission, or any officer or employee of the City of Toronto or of the Toronto Transit Commission is or shall become interested, directly or indirectly, as a contracting party, partner or otherwise in, or in the performance of the Contract or in the supplies, work or business to which it relates, or in any portion of the profits thereof, or of any such supplies to be used therein, or in any of the monies to be derived therefrom. d) That we are in compliance with the City of Toronto Municipal Code, Chapter 140 - Lobbying. 2 Offer - We hereby offer to supply the Work as specified within the Request for Tender, at and for the prices as detailed in the following Price Schedule, in Canadian funds which includes all applicable taxes, freight, duties, brokerage charges and all other costs. The F.O.B. point shall be Destination except as otherwise explicitly stated in the Price Schedule Appendix 1. 3 Receipt of Addenda – We agree that this Tender includes addenda no. to inclusive as issued by the Commission during the Tender period. It is the Company’s responsibility to monitor the website to ensure they have all the addenda issued. 4 Statement of Compliance - We have submitted our Tender in accordance with the Submission Requirements as per Section 10 of the Instructions to Tenderers and agree to provide any additional information required as per Section 11 after the Tender closing and further we agree to accept and will comply with all terms and conditions of the Request for Tender. 5 Tender Validity – We agree that this Tender is valid for a period of ninety (90) calendar days from the date of closing of Tenders and that the Commission may at any time within the said period accept this Tender whether or not any other Tender has been previously accepted. 6 Signature - Dated this day of Month/Year
Per: (Signature) Name:
Title: I/We have authority to bind the Corporation.
1. We do not manufacture to this specification/supply these 5. Agreements with distributors/dealers do not permit us to sell
goods. direct/licensing restrictions. 2. Cannot handle due to present plant loading/meet 6. Unable to Tender competitively/cannot Tender a firm price at
delivery/completion requirements. this time. 3. Quantity/job too large/too small.
7. Other (please specify):
4. Insufficient time to prepare a Tender.
PRICE SCHEDULE APPENDIX 1 SUPPLY OF CURRENCY PACKAGING MATERIALS FOR UP TO A 3-YEAR PERIOD TENDER NO. T27CD12162
YEAR 1YEAR2 YEAR 3
Annual Line Keyword Currency-Packaging Specifications Estimated Unit of Measure Unit Price Extended Price Unit Price Extended Price Unit Price Extended Price Item Quantity
Coppers - ($0.01) - Die-Cut Coin Box of natural kraft corrugated (38/26/28) ECT 32. Assembled size - 8" x 4" x 3-1/2" - Flood Coated Red on both sides and ends, with reverse imprint "$25 - 1c" on both sides and both ends. Must have custom Bar Code imprinted in black ink on white CARTON 1 background on both long sides (outside) of the box; top must be 150 Bundle/50$ - $ - $ - imprinted with 4 domicile label to be NCC/RCM compliant. Bundles of 50. Must be top-loading so that all rolls are visible when the box is opened. Box must have both outer top flap and inner security flap. (weekly releases) [Sample of Bar Code to be provided]
Nickels - ($0.05) - Die-Cut Coin Box of natural kraft corrugated (38/26/28) ECT 32. Assembled size - 8-1/2" x 4-3/8" x 3-1/2" - Flood Coat Blue on both sides and ends, with reverse imprint "$100 - 5c" on both sides and both ends. Must have custom Bar Code imprinted in black ink CARTON 2 on white background on both long sides (outside) of the box; top must be 200 Bundle/50$ - $ - $ - imprinted with 4 domicile label to be NCC/RCM compliant. Bundles of 50. Must be top-loading so that all rolls are visible when the box is opened. Box must have both outer top flap and inner security flap. (weekly releases) [Sample of Bar Code to be provided]
Dimes - ($0.10) - Die-Cut Coin Box of natural kraft corrugated (38/26/28) ECT 32. Assembled size - 7-3/8" x 3-3/4" x 2-7/8" - Flood Coat Green on both sides and ends, with reverse imprint "$250 - 10c" on both sides and both ends. Must have custom Bar Code imprinted in black ink on white CARTON 3 background on both long sides (outside) of the box; top must be 260 Bundle/50$ - $ - $ - imprinted with 4 domicile label to be NCC/RCM compliant. Bundles of 50. Must be top-loading so that all rolls are visible when the box is opened. Box must have both outer top flap and inner security flap. (weekly releases) [Sample of Bar Code to be provided]
1 PRICE SCHEDULE APPENDIX 1 SUPPLY OF CURRENCY PACKAGING MATERIALS FOR UP TO A 3-YEAR PERIOD TENDER NO. T27CD12162
YEAR 1YEAR2 YEAR 3
Annual Line Keyword Currency-Packaging Specifications Estimated Unit of Measure Unit Price Extended Price Unit Price Extended Price Unit Price Extended Price Item Quantity
Quarters - ($0.25) - Die-Cut Coin Box of natural kraft corrugated (38/26/28) ECT 32. Assembled size - 9-3/4" x 4-7/8" x 2-7/8" - Flood Coated Orange on both sides and ends, with reverse imprint "$500 - 25c" on both sides and both ends. Must have custom Bar Code imprinted in CARTON 4 black ink on white background on both long sides (outside) of the box; 860 Bundle/50$ - $ - $ - top must be imprinted with 4 domicile label to be NCC/RCM compliant. Bundles of 50. Must be top-loading so that all rolls are visible when the box is opened. Box must have both outer top flap and inner security flap. (weekly releases) [Sample of Bar Code to be provided]
One Dollar- ($1.00) - Die-Cut Coin Box of natural kraft corrugated (38/26/28) ECT 32. Assembled size - 10-5/8" x 4-3/8" x 2-1/4" - Flood Coated Black on both sides and ends, with reverse imprint "$1000 - $1" on both sides and both ends. Must have custom Bar Code imprinted in CARTON 5 black ink on white background on both long sides (outside) of the box; 800 Bundle/50$ - $ - $ - top must be imprinted with 4 domicile label to be NCC/RCM compliant. Bundles of 50. Must be top-loading so that all rolls are visible when the box is opened. Box must have both outer top flap and inner security flap. (weekly releases) [Sample of Bar Code to be provided]
Two Dollar - ($2.00) - Die-Cut Coin Box of natural kraft corrugated (38/26/28) ECT 32. Assembled size - 11-7/16" x 2-1/4" x 2-1/2" - Flood Coated Purple on both sides and ends, with reverse imprint "$1000 - $2" on both sides and both ends. Must have custom Bar Code imprinted in CARTON black ink on white background on both long sides (outside) of the box; 6 1600 Bundle/50$ - $ - $ - top must be imprinted with 4 domicile label to be NCC/RCM compliant. Bundles of 50. Must be top-loading so that all rolls are visible when the box is opened. Box must have both outer top flap and inner security flap. The inner security flap must have folding side wings for additional security. (weekly releases) [Sample of Bar Code to be provided]
2 PRICE SCHEDULE APPENDIX 1 SUPPLY OF CURRENCY PACKAGING MATERIALS FOR UP TO A 3-YEAR PERIOD TENDER NO. T27CD12162
YEAR 1YEAR2 YEAR 3
Annual Line Keyword Currency-Packaging Specifications Estimated Unit of Measure Unit Price Extended Price Unit Price Extended Price Unit Price Extended Price Item Quantity
TTC Tokens - Die-Cut Coin Box of white kraft (oyster) corrugated (38/26/28) ECT 32. Assembled size - 6-3/4" x 3-1/2" x 3-1/4" - Flood Coated in specified Pantone colour [Color is subject to change with fare change - on 30 day written notice and must match Automatic Token Wrap - see line Item 15] on both sides and ends, with reverse imprint CARTON "TOKENS" on both sides and both ends. Must have custom Bar Code 7 1200 Bundle/50$ - $ - $ - imprinted in black ink on white background on both long sides (outside) of the box. Bundles of 50. Must be top-loading so that all rolls are visible when the box is opened. Box must have both outer top flap and inner security flap. Box must also have a stab lock tab to secure the box. Once sealed, the box must not be able to be opened without destroying the stab lock. (weekly releases) [Sample of Bar Code to be provided]
TAPE 8 Natural Kraft Reinforced Gum Tape - 72mm x 150M - 10 rolls/carton 25 Carton$ - $ - $ -
Copper - ($0.01) - Automatic Coin Wrap - 3-7/8"W x 8" Diameter; 50 lb bleached (white) kraft paper; 35 mullin pts. bursting strength; 90 tear md WRAPPER (side strength); Sheffield smoothness of 269 - must be compatible for use 9 200 Roll$ - $ - $ - in Universal 3200, Brandt CW2012, Laurel LPC-2S, Glory WR-80 and DeLaRue 1820 automatic coin wrap machines. Imprinted "50c - 1c" in Red ink; cores must be flush with paper; 2,000 wraps/roll; 8 rolls/carton
Nickels - ($0.05) - Automatic Coin Wrap - 3-3/4"W x 8" Diameter; 50 lb bleached (white) kraft paper; 35 mullin pts. bursting strength; 90 tear md WRAPPER (side strength); Sheffield smoothness of 269 - must be compatible for use 10 280 Roll$ - $ - $ - in Universal 3200, Brandt CW2012, Laurel LPC-2S, Glory WR-80 and DeLaRue 1820 automatic coin wrap machines. Imprinted "$2 - 5c" in Blue ink; cores must be flush with paper; 2,000 wraps/roll; 8 rolls/carton
3 PRICE SCHEDULE APPENDIX 1 SUPPLY OF CURRENCY PACKAGING MATERIALS FOR UP TO A 3-YEAR PERIOD TENDER NO. T27CD12162
YEAR 1YEAR2 YEAR 3
Annual Line Keyword Currency-Packaging Specifications Estimated Unit of Measure Unit Price Extended Price Unit Price Extended Price Unit Price Extended Price Item Quantity
Dimes - ($0.10) - Automatic Coin Wrap - 3-1/4"W x 8" Diameter; 50 lb bleached (white) kraft paper; 35 mullin pts. bursting strength; 90 tear md (side strength); Sheffield smoothness of 269 - must be compatible for use WRAPPER 11 in Universal 3200, Brandt CW2012, Laurel LPC-2S, Glory WR-80 and 350 Roll$ - $ - $ - DeLaRue 1820 automatic coin wrap machines. Imprinted "$5 -10c" in Green ink; cores must be flush with paper; 2,000 wraps/roll; 8 rolls/carton
Quarters - ($0.25) - Automatic Coin Wrap - 3-7/16"W x 8" Diameter; 50 lb bleached (white) kraft paper; 35 mullin pts. bursting strength; 90 tear md (side strength); Sheffield smoothness of 269 - must be compatible for use WRAPPER 12 in Universal 3200, Brandt CW2012, Laurel LPC-2S, Glory WR-80 and 1450 Roll$ - $ - $ - DeLaRue 1820 automatic coin wrap machines. Imprinted "$10 - 25c" in Orange ink; cores must be flush with paper; 2,000 wraps/roll; 8 rolls/carton
One Dollars - ($1.00) - Automatic Coin Wrap - 2-13/16"W x 8" Diameter; 50 lb natural (brown) kraft paper; 35 mullin pts. bursting strength; 90 tear md (side strength); Sheffield smoothness of 269 - must be compatible for WRAPPER 13 use in Universal 3200, Brandt CW2012, Laurel LPC-2S, Glory WR-80 and 1200 Roll$ - $ - $ - DeLaRue 1820 automatic coin wrap machines. Imprinted "$25 - $1" in Black ink; cores must be flush with paper; 2,000 wraps/roll; 8 rolls/carton
4 PRICE SCHEDULE APPENDIX 1 SUPPLY OF CURRENCY PACKAGING MATERIALS FOR UP TO A 3-YEAR PERIOD TENDER NO. T27CD12162
YEAR 1YEAR2 YEAR 3
Annual Line Keyword Currency-Packaging Specifications Estimated Unit of Measure Unit Price Extended Price Unit Price Extended Price Unit Price Extended Price Item Quantity
Two Dollars - ($2.00) - Automatic Coin Wrap - 2-5/8"W x 8" Diameter; 50 lb bleached (white) kraft paper; 35 mullin pts. bursting strength; 90 tear WRAPPER md (side strength); Sheffield smoothness of 269 - must be compatible for 14 use in Universal 3200, Brandt CW2012, Laurel LPC-2S, Glory WR-80 and 1200 Roll$ - $ - $ - DeLaRue 1820 automatic coin wrap machines. Imprinted "$50 - $2" in Purple ink (PMS 228U); cores must be flush with paper; 2,000 wraps/roll; 8 rolls/carton Tokens - Automatic Token Wrap - 3-5/8"W x 8" Diameter; 50 lb bleached (white) kraft paper; 35 mullin pts. bursting strength; 90 tear md (side strength); Sheffield smoothness of 269 - must be compatible for use in WRAPPER Universal 3200, Brandt CW2012, Laurel LPC-2S, Glory WR-80 and 15 1400 Roll$ - $ - $ - DeLaRue 1820 automatic coin wrap machines. Imprinted "50 Tokens" in specified Pantone colour [Color is subject to change with fare change - on 30 day written notice - and must match Die-Cut Token boxes - see line Item 7] .; cores must be flush with paper; 2,000 wraps/roll; 8 rolls/carton BAG Clear LDPE Bags - 7-1/2" x 13" x 4" Bottom Gusset - 2.5 mil thickness; 20 45 Carton/1000$ - $ - $ - 1,000/carton Fare Media Distribution Bag - 12"W x 14"D + 3" Reinforced Die-Cut BAG 21 Handle; Clear 5 mil LDPE. Printed Flood Black on back; writeable White 100 Carton/250$ - $ - $ - on front; Sequential Numbering; Open End below handle. 250/carton BAG Currency 100 Note Tape-Seal Bag; - 4.5" x 7.5" + 2.75" - Clear 2.0 mil 22 15 Carton/1000$ - $ - $ - LDPE; 2 color imprint, tape-seal, dual sequential serial #.
5 PRICE SCHEDULE APPENDIX 1 SUPPLY OF CURRENCY PACKAGING MATERIALS FOR UP TO A 3-YEAR PERIOD TENDER NO. T27CD12162
YEAR 1YEAR2 YEAR 3
Annual Line Keyword Currency-Packaging Specifications Estimated Unit of Measure Unit Price Extended Price Unit Price Extended Price Unit Price Extended Price Item Quantity
Lost Articles Security Bag - 10"W x 12"H + 2" Lip (Tear-Off Receipt); Clear 2.75 mil LDPE back with Flood White Front; Imprinted 3 colours - BAG Writeable White, TTC crest (Red), LOST ARTICLES (Black), Closure 23 50 Carton/500$ - $ - $ - Instructions and Dual Sequential Serial numbering. VOID Tape Seal Closure. Clear Permanent Tape-Seal Pouch on front half of bag. 500/carton RL-Labels - 3" x 3" DT - compatible for use in Zebra TLP2746e scale 24 LABELS 130 Per Roll$ - $ - $ - printer; No perforations on liner; 2,000 labels/roll 11" Ladderlock Variable Length security seals - Red; Heat-stamped with 25 SEALS 15 Box/1000$ - $ - $ - consecutive serial numbers. 1,000/box
11" Ladderlock Variable Length security seals - Green Heat-stamped with 26 SEALS 20 Box/1000$ - $ - $ - consecutive serial numbers. 1,000/box
ST-501 - #8 Shipping Tags - Light Blue; Imprinted one-colour, one-side 27 TAGS with product description and bar code. Sample of print and bar code to 5 Box/1000$ - $ - $ - be provided.
ST-2501 - #8 Shipping Tags - Orange; Imprinted one-colour, one-side 28 TAGS with product description and bar code. Sample of print and bar code to 5 Box/1000$ - $ - $ - be provided.
ST-401 - #8 Shipping Tags - Ivory; Imprinted one-colour, one-side with 29 TAGS product description and bar code. Sample of print and bar code to be 10 Box/1000$ - $ - $ - provided.
6 PRICE SCHEDULE APPENDIX 1 SUPPLY OF CURRENCY PACKAGING MATERIALS FOR UP TO A 3-YEAR PERIOD TENDER NO. T27CD12162
YEAR 1YEAR2 YEAR 3
Annual Line Keyword Currency-Packaging Specifications Estimated Unit of Measure Unit Price Extended Price Unit Price Extended Price Unit Price Extended Price Item Quantity
ST-101 - #8 Shipping Tags - White; Imprinted one-colour, one-side with 30 TAGS product description and bar code. Sample of print and bar code to be 5 Box/1000$ - $ - $ - provided.
ST-301 - #8 Shipping Tags - Light Green; Imprinted one-colour, one-side 31 TAGS with product description and bar code. Sample of print and bar code to 5 Box/1000$ - $ - $ - be provided.
32 TAGS Standard Reinforced #8 Shipping Tags - Orange 10 Box/1000$ - $ - $ -
33 TAGS Standard Reinforced #8 Shipping Tags - Yellow 10 Box/1000$ - $ - $ -
34 TAGS Standard Reinforced #8 Shipping Tags - Light Blue 10 Box/1000$ - $ - $ -
35 TAGS Standard Reinforced #8 Shipping Tags - White 10 Box/1000$ - $ - $ -
SUB-TOTAL$ - SUB-TOTAL$ - SUB-TOTAL$ - In order to be considered for award of the Contract, The Tenderer must provide pricing for each year and on each item listed in the Price Schedule (Appendix 1). HST$ - HST$ - HST$ -
YEARLY TOTAL$ - YEARLY TOTAL$ - YEARLY TOTAL$ -
TOTAL TENDERED PRICE
The Work shall be performed in accordance with the Contract Documents at the unit prices stated herein which includes all applicable taxes and duties, disbursements and all other costs, except as otherwise provided in the Contract Documents. The unit prices shall remain valid for the duration of a Contract. The estimated quantities are for comparative evaluation of the Tenders and the billings will be based on the actual quantities required at the unit price submitted.
If the Extended Price for an item does not agree with the extension of a Tender quantity and the Tendered unit price, the unit price shall govern and the Extended Price and Total Tender Price shall be corrected accordingly. Any errors or inconsistencies in the Tender shall be subject to the interpretation of the Commission.
7 Toronto Transit Commission
General Conditions (GC's) Standard Supply Contract (Revised August 2012) Page 1 of 3
1 Definitions: The following definitions or pronouns in place thereof, shall apply to all Contract Documents and references to the singular throughout the Contract Documents shall be considered to include the plural and vice versa as the context requires.
a) Commission or TTC - Toronto Transit Commission g) Supplier - The Tenderer to whom the Commission has awarded the b) Commission’s Representative: the individual designated from time to time Contract, its successors or assignees. by the Commission, to exercise such power, authority or discretion as is h) Sub-Supplier – Any individual, firm, partnership or corporation to required under the Contract. whom the Supplier has sublet all or any part of the Work. c) Contract - The agreement entered into by the Commission and the Supplier i) Tender - The written offer of a Tenderer to perform the Work. as set out in the Contract Documents. j) Work or Works - The whole or any part thereof, of the product, matter d) Contract Documents – Shall consist of Purchase Order Amendment(s), or things to be supplied as required by the Contract. Purchase Order (P.O.), addenda, Supplementary Conditions (if applicable), k) City: The City of Toronto. General Conditions, Specifications and the Supplier’s Tender which shall l) ABCC: means the City or an Agency, Board, Commission or take precedence in the order in which they are named. Corporation of the City. Each ABCC has its own relationship with e) FOB - The point at which title for the Work passes. The FOB point does not the City and administers important services to the residents of the relieve the Supplier of its responsibility for delivery as applicable as set out City. in the P.O. f) Specifications: the printed description including part number, instructions or drawings pertaining to the Work to be supplied and its performance.
2 Laws to be Observed: The Supplier shall comply with the laws, statutes, regulations and by-laws of Canada, the Province of Ontario and Municipalities that are applicable in the performance of the Work. The Contract shall be governed by and interpreted in accordance with the laws of the Province of Ontario. 3 Acknowledgement of Purchase Order - The Supplier shall be deemed to have accepted the P.O. as written, unless the Commission is otherwise advised in writing within 7 calendar days from the date the P.O. is issued. 4 Assignment: The Supplier shall not be permitted to assign the Contract or any portion thereof without the prior written approval of the Commission. Such approval may be withheld for any reason at the sole discretion of the Commission. 5 Sub-Suppliers: The Supplier agrees that it is fully responsible to the Commission for the acts and omissions of its Sub-Suppliers and of persons either directly or indirectly employed by them, as the Supplier is for the acts and omissions of persons directly employed by it. 6 Taxes and Duties: Unless specifically stated otherwise in the P.O., any pricing in the Contract shall be inclusive of all applicable Canadian federal taxes under the Excise Tax Act including G.S.T. and duties applicable under the Customs Act and all sales tax under the Ontario Retail Sales Tax Act that is either in force or announced prior to the Tender closing, even if the effective date is subsequent to the Tender closing. If a change in sales tax or duty payable is announced subsequent to the Tender closing, any change in the tax or duty payable resulting therefrom shall be the responsibility of the Commission. The Supplier shall provide the Commission with sufficient documentation to permit a determination of the resulting change at no cost to the Commission. 7 Indemnification: The Supplier shall hereby assume the defense of, fully indemnify and hold harmless the Commission, its Engineer, consultants, agents and employees in respect of the amount of any claim, demand, loss, cost, expense (including reasonable legal expenses), action, suit, proceeding, liability, fine, penalty, interest, payment or damage by whomsoever (including, without limitation, the Commission) which is made, sustained, brought or prosecuted in any manner based upon, occasioned by or attributable to any breach of the Contract by the Supplier, or to any wilful misconduct, fault, or negligent act or omission of the Supplier or any person, agent, consultant, firm or corporation for whose acts the Supplier is liable at law (collectively referred to as "Claims"). Further, the Supplier shall pay any amount of Claims incurred by the Commission on account of any injuries, including death or damages, received or sustained by any persons or property and if it fails to do so, the Commission may pay such Claims and deduct the amount thereof from any monies due, or to become due, to the Supplier, or otherwise recover such amounts or any balance thereof from the Supplier. Notwithstanding anything to the contrary contained in the Contract, in no event shall either party be liable to the other party for any consequential damages, including, but not limited to, claims for loss of profit or reputation. 8 Amendments: The Commission may make changes to the Work without invalidating the Contract by altering, adding to or deducting from the Work in the Contract. An amendment to the Contract shall not be binding upon the Commission unless it is in writing and signed by the Buyer/Contract Administrator or a duly authorized Commission Representative. 9 Quality of Materials: The Supplier shall furnish new material, which shall be free from impurities, defects, and imperfections impairing strength, durability and appearance. Materials shall be of good commercial quality in accordance with the Specifications for the intended purpose(s), with structural properties to withstand the strains and stresses to which they will be subjected in normal service. Notwithstanding any prior inspection or review, only materials conforming to the requirements of the Specification shall be incorporated into Work under this Contract. Material that has been shipped but which is found by the Commission not to be in conformance with the Contract Documents must be clearly marked to that effect by the Supplier, to ensure that it will not again be shipped to the Commission under this or subsequent contracts until such material is corrected or replaced with acceptable material. 10 Substitution: The Supplier shall not be permitted to supply a substitute for the Work specified in the Contract without the prior written approval of the Commission. Such approval shall be at the sole discretion of the Commission's Representative. 11 Inspection: The Commission reserves the right to inspect the Work at any reasonable time prior to shipment upon 48 hours prior notice to the Supplier and in such event, the Supplier agrees to provide access to the Commission’s inspector. 12 Delivery and Shipping Instructions: The Supplier shall be responsible for ensuring that the products are appropriately packaged and delivered to the Commission to the delivery point specified in the P.O. in good condition in accordance with the delivery schedule and for providing all the information necessary for the identification and reporting of shipments. Packing slips must accompany all shipments indicating the total number of boxes, skids, etc. included with the shipment. If deliveries include items relating to more than one P.O., separate packing slips must be provided for each P.O. Toronto Transit Commission
General Conditions (GC's) Standard Supply Contract (Revised August 2012) Page 2 of 3
detailing each P.O. item in the shipment. If there is more than one container, then each one must reference the Packing slip number. The P.O. number must be clearly marked on all packages, boxes, Bills of Lading and any correspondence relating to the Contract. Failure to provide the above information may result in rejection and return of the shipment which shall be at the Supplier’s expense. 13 WHMIS: The Supplier shall be responsible to ensure that a Material Safety Data Sheet (MSDS) accompanies the shipment as appropriate. The Supplier is also required to label the goods in accordance with the WHMIS guidelines prior to delivery to the Commission. Improperly labelled goods may be returned to the Supplier at the Supplier’s expense. 14 Shipments Originating Outside of Canada: The Supplier shall clearly mark on all shipping documentation the name of the Broker to be used to clear the shipment at the border and if not provided at the time the shipment arrives at the border, it will be cleared by the Commission’s Broker. All costs incurred will be to the Supplier’s account and deducted from any money due to the Supplier. Canada Customs requires six (6) copies of the Customs Invoice that must show the gross weight of each shipment which must agree exactly with the weight shown on the waybill; also the complete routing must be shown on all Customs Invoices. If applicable, the Supplier shall provide a NAFTA certificate of origin for free trade purposes in duplicate for deliveries originating in the United States, which shall be included with the shipping documents and invoices. All costs incurred as a result of the Supplier’s failure to provide a NAFTA certificate of origin will be the responsibility of the Supplier and may be deducted from any money due to the Supplier. 15 Terms of Payment and Invoicing: Payment shall be within 30 days following delivery of the Work after receipt of an acceptable invoice by the Commission. Invoices shall be provided in duplicate complete with the Bill of Lading and Freight Bills attached, if applicable. Invoices shall be fully priced and show the P.O. number and item number(s) and the GST registration number and must clearly show whether the invoiced amount represents the complete Contract or only a part thereof. Invoices shall be forwarded to the following address on the same day as the products are dispatched: Toronto Transit Commission 1900 Yonge Street Toronto, Ontario, M4S 1Z2 Attention: Supervisor, Accounts Payable
16 Returns: The Supplier shall not accept returned Work unless accompanied by the Commission’s signed “Delivery Slip”. 17 Warranty: Neither testing, inspection or acceptance of the Work or payment thereof by the Commission, shall relieve the Supplier of its responsibility to immediately at its own expense, remedy any defect or deficiency in the material or workmanship or any damage to other work resulting therefrom upon notification of same, by the Commission which shall appear within a period of one (1) year from the date of the actual delivery or such longer period as may be stated in the Specifications or the P.O. 18 Proprietary Rights: The Supplier shall pay royalties and patent fees required for the performance of the Work, and shall indemnify, defend and save harmless the Commission from any action or claim arising out of the infringement or alleged infringement of any valid or allegedly valid patent, trademark, copyright, industrial design, trade secret or other forms of intellectual property and shall indemnify the Commission for any cost, expense and damages which it may suffer or be obliged to pay by reason of such action or claim. Any patterns, molds, dies, drawings, documents, technical data, methods, processes, tooling, and inventions; whether conceived, or developed and produced during the course of the Contract specifically for the purposes of completing the Contract, shall be the property of the Commission, who shall have sole exclusive rights for subsequent use of same, except as may otherwise be granted by the Commission. Neither the Supplier nor its Sub-Suppliers shall apply for any patent in regard thereto; or divulge, use or sell any information or thing related thereto. Upon completion of the Contract, the Supplier, at its own expense, shall be responsible for packaging and delivering the Commission’s patterns, molds, dies and other tooling to the Commission and shall contact the Commission’s Representative for shipping instructions. 19 Suspension or Termination of Contract: The Commission shall have the right for convenience to suspend or terminate further performance of all or any portion of the Work at any stage of undertaking by notice in writing to the Supplier. On the date of such notice the Supplier shall discontinue all Work as instructed whether being performed by itself or its Sub-Suppliers and shall preserve and protect all Work in progress and completed Work. The Supplier shall be reimbursed for that portion of the Work satisfactorily performed or complete to the date of the notice. The Commission shall not be liable for any other costs arising from such notice including but not limited to loss of anticipated profits or loss of opportunity. 20 Default by the Supplier: If, in the opinion of the Commission’s Representative, the Supplier by its own acts, omissions or neglect or that of any of its Sub-Suppliers, fails to comply with the provisions of the Contract, fails to proceed with or delays the Work, or causes expense to the Commission, then the Commission’s Representative may notify the Supplier in writing of such default and instruct it either to immediately correct the default, or to provide notice to the Commission of its agreement to correct the default within a schedule acceptable to the Commission within three (3) business days. If the Contractor fails to correct the default within the time specified or subsequently agreed upon, the Commission may correct such default without prejudice to any right or remedy it may have under the Contract. If the Commission or any other party under contract to it, suffers any expense or damages caused by the acts, omissions or neglect of the Supplier, then the Commission shall have the right to deduct the value of such expenses or damages, notwithstanding the correction of the default within the time specified or subsequently agreed upon. 21 Termination for Default: The Supplier shall be in default of the Contract and the Commission may terminate the Contract if the Supplier either: Fails or refuses to proceed with the Work with due diligence or maintain the Contract Schedule; or, ceases or threatens to cease to carry on its business or if there occurs an act or event of bankruptcy or insolvency of the Supplier; or, Continually or repeatedly refuses or fails without cause to perform the Contract in strict accordance with the Contract Documents. In such event, the Commission’s Representative may serve written notice to the Supplier specifying the default and instructing the Supplier to remedy such default within seven (7) calendar days thereafter or risk termination of the Contract. If, within the above specified period, the Supplier fails or refuses to correct the default, the Commission may without prejudice to its other rights and remedies under the Contract, issue a notice to the Supplier to advise the Contract is terminated. In such event, the Commission shall have the right to take possession of the products, materials, tooling, patterns and equipment and complete the Work by whatever method it deems expedient. If the Commission is required to complete the Work, and the value including damages exceeds the Contract price, then the Supplier shall be liable to the Commission for any additional cost in completing the Work. 22 Work Performance: The Commission may maintain a record of the Supplier’s performance in completing this Contract and may restrict it from being considered for future work if the Supplier’s performance is documented as unacceptable by the Commission. Toronto Transit Commission
General Conditions (GC's) Standard Supply Contract (Revised August 2012) Page 3 of 3
23 Specified Materials: The Supplier shall supply the material as specified in the Contract and shall not be permitted to substitute any specified material without the prior written approval of the Commission.
If in the event that the Supplier provides material that is either defective, or not as specified in the Contract (“Non-Specified Material”), the Commission will notify the Supplier (which notification may be by email) of the supply of defective material or the supply of Non-Specified Material. Upon receipt of the notice, the Supplier shall immediately, unless otherwise agreed to by the Commission, replace the defective material or the Non-Specified Material, at no additional cost to the Commission. If the Supplier is unable to provide the replacement material in the timeframe specified in the notice, the Commission reserves the right, at its sole discretion, to purchase the material from third parties. The Supplier shall be responsible to reimburse the Commission for all additional costs and expenses incurred in purchasing the specified material from third parties and the Commission may, without prejudice to any other rights available at law or under this Contract, set-off any amounts owing to the Supplier from any amount owing to the Commission in accordance with this section. Without limiting the rights of the Commission as set out above, the Commission also reserves the right, at its sole discretion, to terminate the Contract with the Supplier, if the Supplier is unable to supply the material as specified in the Contract.
Toronto Transit Commission
Supplementary Conditions (SC's) Standard Supply Contract (Revised August 2012) Page 1 of 2
The General Conditions shall apply to the Contract except as amended in these Supplementary Conditions.
The following supersedes GC6 – TAXES AND DUTIES in its entirety and any cross reference thereto:
SC1 Taxes and Duties
.1 The Contract Price is inclusive of all applicable Canadian federal and provincial taxes and duties, either in force or announced prior to the Tender closing date, even if the effective date is subsequent to the Tender closing date, including but not limited to; the Goods and Services Tax (GST) applicable under the Excise Tax Act, and the Harmonized Sales Tax (HST) which will become effective July 1, 2010 (and which will supersede GST and ORST on the effective date), all customs and duties applicable under the Customs Act and Ontario Retail Sales Tax applicable under the Ontario Retail Sales Tax Act, (which will be superseded by the HST, starting July 1, 2010).
.2 If a change in the tax or duty payable is announced subsequent to the Tender closing date, any change in tax or duty payable will be to the account of the Commission. No additional costs for administration or overhead and profit will be allowed on such changes and the Contractor shall supply at no cost to the Commission, sufficient documentation to permit a determination of the resulting change.
.3 Where an exemption or recovery of government sales tax, custom duties or excise taxes is applicable to the Contract, the Contractor shall provide the Commission where required, with all necessary cost information including original invoices and assistance, at no cost, to facilitate such exemption or recovery of taxes and duties to the credit of the Commission.
.4 For purchases of material made after the HST is implemented, any cost savings that results to the Contractor as a result of being able to claim the full HST amount as an input tax credit must be passed on to the Commission. The Contractor shall provide the Commission with detailed documentation, as requested by the Commission at any time, supporting: (1) adjustments to the prices to deduct the PST and add the HST and (2) calculations of the tax cost savings with respect to implementation of the HST on July 1, 2010.
The following supersedes GC15 – TERMS OF PAYMENT AND INVOICING in its entirety and any cross reference thereto:
SC2 Terms of Payment
.1 Once in each calendar month on or before the fourth day of the month, the Company shall submit in writing a detailed invoice for the value of the Work performed during the preceding month.
.2 Payments on account of the Company's services shall be made monthly within thirty (30) days following receipt by the Commission of an acceptable invoice from the Company. In the event the thirty days falls on a weekend or public holiday, payment will be made the next business day thereafter.
SC3 Invoicing and Correspondence
.1 The detailed invoice will include:
1) Reference to each packing slip No. 2) Requisition No. as applicable 3) Date shipped 4) Unit price 5) HST 6) Extended price 7) Part number 8) Quantities ordered and received 9) Descriptions 10) Contact Name 11) Account No. 12) Purchase Order No. 13) Delivery address
Toronto Transit Commission
Supplementary Conditions (SC's) Standard Supply Contract (Revised August 2012) Page 2 of 2
.2 Invoices in duplicate shall be submitted to:
Toronto Transit Commission Finance Department Accounts Payable Section 1900 Yonge Street Toronto, Ontario M4S 1Z2 Attention: Supervisor Accounts Payable
.3 All other communication, correspondence and submissions shall be directed to:
Toronto Transit Commission Revenue Operations 835 Davenport Road Toronto, Ontario M6G 2B5 Attention: As stated on the TTC PO
“ABCC”
The Supplier/Company acknowledges and agrees that upon request from an ABCC to purchase against the Contract (either through the same Purchase Order or through a separate purchase order), the Supplier/Company shall provide the goods/services to the ABCC at the same pricing and terms and conditions as set out in the Contract.
The Commission reserves the right to add or delete any ABCC and /or additional delivery locations during the term of the Contract.
A listing of current ABCC’s may be found on the City’s website: www.toronto.ca/abcc
Toronto Transit Commission
Terms of Reference Request for Tender T27CD12162 Page 1 of 3
INDEX:
NO. TITLE PAGE NO.
1 SCOPE OF WORK ...... 1 2 SUPPLIER SERVICES ...... 1 3 RETURNS ...... 2 4 QUANTITIES ...... 2 5 ORDERING ...... 2 6 TERM OF THE CONTRACT ...... 2 7 GENERAL ...... 3 8 COMMISSION’S SERVICES ...... 3 9 MANAGEMENT REPORTS ...... 3
1 SCOPE OF WORK
.1 Supply of currency packaging materials to the Commission’s Revenue Operations department. The Commission requires coin and token wrappers, cartons, plastic bags, seals, tape and miscellaneous coin handling materials to process TTC tokens and coin denominations including pennies to two-dollar coins inclusive. All coin and token wrappers must be compatible with the following “Universal model 3200”, “Brandt model CW 2012”, “Laurel model LPC-2S”, “Glory model WR-80”, and “De La Rue model 1820 coin rolling machines.
.2 The Currency Packaging Materials are to be delivered to the H.C. Patten Building, Revenue Operations, located at 835 Davenport Road, Toronto, Ontario, M6G 2B5. For security purposes, all deliveries made to the H.C. Patten Building will require that the delivery vehicle unload inside the shipping bay. The dimensions of the bay are as follows:
Length of Bay : 340.0” Height of Dock : 34.5” Width of Garage Door : 142.5” Height of Garage Door : 146.0”
Due to possible building renovations at the H.C. Patten Building during the Contract term, the Revenue Operations Building may temporarily relocate to one or more locations. Therefore, the Commission reserves the right to alter the locations and number of delivery points during the Contract period.
.3 The total number of orders may increase or decrease over the life of the Contract. The Supplier will maintain Contract pricing for each type of product throughout the Contract, no matter how many orders are placed.
.4 In the event any item identified in the Price Schedule (Appendix 1) is unavailable or not delivered by the Supplier within the Contract timeframes set out in Section 2 Supplier Services the Commission reserves the right to purchase the same item from other suppliers (third parties). Any excess costs incurred by the Commission as a result from ordering the required item from third parties will be charged back to the Supplier. TTC reserves the right to invoice the Supplier for such additional costs, or at TTC’s sole discretion, off-set the additional costs by deducting the amounts from the Supplier’s invoice(s).
Notwithstanding the above, the Supplier may be requested by the Commission to source the item (or an alternate product the Commission deems acceptable) from any third party and supply the Commission with the product (or approved alternate product) at no additional cost to the Commission.
2 SUPPLIER SERVICES
Supply and Services include, but are not limited to:
Toronto Transit Commission
Terms of Reference Request for Tender T27CD12162 Page 2 of 3
.1 The Supplier shall provide next day delivery service from the time the order is placed for all items in the Price Schedule (Appendix 1) as follows: provided the order is placed by 4:00 p.m. all orders must be delivered no later than 1:00 p.m. the next business day. Due to the unique operation of the transit system the Supplier must be able to meet strict schedules to coincide with work schedules of Commission employees.
.2 The Supplier shall have the capability of filing rush order deliveries (within 4 hours) upon request for any items ordered from the Price Schedule (Appendix 1) at no extra cost to the Commission.
.3 The Supplier shall have no minimum dollar limit to warrant a delivery.
.4 Over shipments are not acceptable without prior approval from the TTC and the Supplier is liable for the cost of returning any over shipments. The Supplier will only accept orders from TTC when a valid cost centre number is provided.
.5 The Supplier shall not engage in any sales promotion at any TTC location. All sales promotions must be processed through the Commission’s Representative.
3 RETURNS
.1 The Commission reserves the right to return unopened, unused, undamaged items to the Supplier within 60 days from receipt of order for any reason whatsoever at no cost to the TTC.
.2 The Supplier shall pick up items for return on the next day; upon receipt of a material return authorization number form the Supplier at time of notification.
.3 All credits will be issued monthly and applied to the invoice the following month.
.4 Back orders will be reported by TTC and shipped immediately by the Supplier.
4 QUANTITIES
.1 All quantities specified in the Price Schedule (Appendix 1) are estimates only. Billing will be based on actual quantities ordered.
5 ORDERING
.1 Normal hours of delivery shall be Monday to Friday, 8:00 a.m. to 1:00 p.m. excluding statutory holidays, unless instructed in writing by the Commission’s Representative.
.2 At a minimum, the Supplier shall provide service for the ordering of products between the hours of 8:00 a.m. and 4:00 p.m., Monday to Friday.
.3 The Supplier order desk will provide the Commission’s Representative with an order reference number for product tracking purposes. This reference number is to appear on all paperwork (i.e. Packing Slip, related Invoice, etc.).
.4 Orders will be placed by way of fax, phone, email, or on-line ordering.
6 TERM OF THE CONTRACT
.1 The term of the Contract shall be for up to a three-year term, as more particularly set out on the TTC PO, commencing FEBRUARY 15, 2013. In the event the Contract is awarded for a period of less than 3 years, the Toronto Transit Commission
Terms of Reference Request for Tender T27CD12162 Page 3 of 3
Commission reserves the right to extend the Contract for any period such that the aggregate term does not exceed 3 years at and for the pricing as set out in the Price Schedule (Appendix 1).
The Commission will provide written notice to extend the Contract prior to the Contract expiry date.
In addition, the Commission reserves the right, at its sole discretion, to extend the Contract for an additional period of up to one (1) year beyond the aggregate 3 year term (i.e. into Year 4). The Contract pricing for any extension period beyond the Base Term (i.e. into Year 4) will be negotiated between the Commission and the Supplier.
7 GENERAL
.1 The Supplier shall conduct training sessions for TTC regarding the use of on-line ordering and any other ordering entry methods. The Supplier shall co-ordinate training times, training locations and communication materials with the Commission’s Representative.
8 COMMISSION'S SERVICES
.1 The Commission shall provide the following information and services to the Supplier, as required:
(a) Access to the property as required. (b) Direction and review from time to time during the term of the Contract.
9 MANAGEMENT REPORTS
The Supplier shall provide the following reports on a monthly basis. These are to be forwarded by way of e- mail to the Commission’s Representative within the first four business days of each month. .1 Summarized Cost Center Expenditure Report Stating invoiced dollar amounts from the previous month (monthly, year to date, Contract to date and summarized totals), for each Cost Center.
.2 Usage Report Number and type of goods ordered, product description, etc. on a monthly basis for each cost centre that details year to date purchases, detailed product information, manufacture name, product quantity and extended cost.
.3 Monthly Supplementary Report The Supplier must be capable of providing monthly summary reports electronically on the order, sorted by cost centre, location and type of products ordered. The Supplier must collect information and supply TTC with the summary report on a monthly basis.
.4 Monthly Detailed Report The Supplier must be capable of providing monthly detailed reports on a monthly basis for orders placed by each cost centre location. The report is to include product information, Contract pricing, Contract discounts and detailed products information. The Supplier must collect the information and provide each TTC cost centre with the detailed report on a monthly basis.
.5 Any additional reports deemed necessary by TTC throughout the duration of the Contract.
END OF SECTION