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1 NOTICE to POTENTIAL BIDDERS June 4, 2021 Request for Quotation

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1 NOTICE to POTENTIAL BIDDERS June 4, 2021 Request for Quotation NOTICE TO POTENTIAL BIDDERS June 4, 2021 Request for Quotation EPRFQ 2021-20089909 For the provision of all materials & equipment necessary for a Lutron lighting upgrade at Exhibition Place. Please review the attached document and submit your bid to the address noted below by the closing deadline of 12:00 PM (local time) on June 18, 2021. Bids will not be considered unless they are received by the date and time specified above and received at the address specified below. Submission by e-mail is acceptable. Deadline for Questions: June 15, 2021, 12:00 noon (must be in writing) Board Contact: Lynn Miller, Purchasing Manager (t) 416-263-3628 (e) [email protected] For convenience you may affix the following address label to the envelope(s) containing your submission. COMPANY NAME: RFQ No.: EPRFQ 2021-20089909 CLOSING DEADLINE: 12:00 PM (Local June 18, 2021 time) DELIVER TO: Ms. T. Lynn Miller Purchasing Manager [email protected] The Board will not be held responsible for submission documents submitted in envelope(s) that are not labelled in accordance with the above instructions. 1 TABLE OF CONTENTS NO. EPRFQ 2021-20089909 Notice to Potential Bidders .............................................................................................. 1 Table of Contents ............................................................................................................ 2 1. CONTACT INFORMATION .................................................................................. 4 2.0 DEFINITIONS ....................................................................................................... 4 1. Definitions .................................................................................................. 4 2. Interpretation .............................................................................................. 5 3.0 RFQ PROCESS TERMS AND CONDITIONS ...................................................... 6 4.0 PURPOSE ............................................................................................................ 6 4.1 Invitation and Objectives ............................................................................ 6 4.2 Background .............................................................................................................. 6 5.0 SCOPE OF WORK .............................................................................................. .7 6.0 QUOTATION PROCESS ................................................................................... 10 6.1 General Overview .................................................................................... 10 6.2 Quotation Documentation and Delivery ................................................... 10 6.3 Evaluation Results ................................................................................... 11 6.4 Negotiations and Agreement ................................................................... 11 6.5 Schedule of Events .................................................................................. 12 6.6 Quantity ................................................................................................... 12 6.7 Award ....................................................................................................... 12 7.0 QUALIFICATIONS .............................................................................................. 12 8.0 TERM OF AGREEMENT .................................................................................... 13 9.0 QUOTATION RESPONSE REQUIREMENTS .................................................... 13 9.1 General Response Requirements ............................................................ 13 9.2 Request for Quotation Cover Page .......................................................... 13 9.3 Price Schedule – Appendix D .................................................................. 13 10.0 VOLUME REBATE ............................................................................................. 14 11.0 BID SECURITY ................................................................................................. 14 12.0 LITERATURE & DRAWINGS ............................................................................ 14 13.0 BIDDER MANDATORY QUALIFICATIONS ....................................................... 14 14.0 GENERAL REQUIREMENTS ............................................................................. 15 15.0 GENERAL SPECIFICATIONS ........................................................................... 16 16.0 PRICING ............................................................................................................. 16 17.0 INSURANCE ...................................................................................................... 16 18.0 USAGE REPORTS ............................................................................................. 16 19.0 INVOICE AND BILLING REQUIREMENTS ........................................................ 17 19.1 Billing Information .................................................................................... 17 19.2 Payment and Discount Terms .................................................................. 17 20.0 WORKPLACE SAFETY AND INSURANCE BOARD.......................................... 18 21.0 SUPPLEMENTAL REQUIREMENTS – OCCUPATIONAL HEALTH AND SAFETY ............................................................................................................. 18 2 APPENDICES Appendix A RFQ Process Terms and Conditions ....................................................... 22 Appendix B Purchasing Policies .................................................................................. 28 Appendix C Standard Submission Forms .................................................................... 35 Appendix D Price Detail Form ..................................................................................... 41 Appendix E Bidder References Form ………..……………………………………….……44 Appendix F Site Plan ................................................................................................ .45 Appendix G Specifications ......................................................................................... .46 3 1.0 CONTACT INFORMATION 1. Should Bidders have any questions about any aspect of this Request for Quotation (RFQ), they should direct their inquiries in writing by e-mail, to the attention of: Ms. T. Lynn Miller Purchasing Manager E-mail: [email protected] 2. Bidders are required to submit written questions and specification concerns to the contact specified in Section 1.1, no later than three (3) business days prior to the closing deadline. Addenda may be issued as a result of questions and comments received prior to the deadline for written questions at the sole discretion of the Board. Questions received after the deadline for written questions may not be addressed. 3. If the Board does not amend the RFQ by way of addendum then the requirements of the RFQ remain unchanged. Additional terms or exceptions submitted with the Quotation will not be considered and will render the Quotation non-compliant. 2. DEFINITIONS 2.1 Definitions Throughout this Request for Quotation, unless inconsistent with the subject matter or context the following definitions will apply: “Agreement” or "Contract" means any written contract between the Board and a Bidder with respect to the Goods or Services contemplated by this RFQ, and shall be deemed to include the terms and conditions for the provision of the Goods or Services as set out in this RFQ. If the value of the Goods or Services is $100,000 or less, the Agreement may be in the form of a Purchase Order. “Bidder” means a legal entity that submits a Quotation. In the case of a consortium, one member of the consortium must be identified as the Bidder with whom the Board may enter into an Agreement. “Board” means The Board of Governors of Exhibition Place being a local board of the City pursuant to Section 407 of the City of Toronto Act, 2006. "Board Contact" means the Board employee(s) designated as Board Contact on the Notice to Potential Bidders for all matters related to the RFQ call process. “Board’s Representative” means Exhibition Place staff person designated as the contact for the Successful Bidder for delivery of the Goods or Services following execution of the Agreement. “City” means the City of Toronto pursuant to the City of Toronto Act, 2006. “Conflict of Interest” includes, but is not limited to, any situation or circumstance where: (a) in relation to the RFQ process, the Bidder has an unfair advantage or engages in conduct, directly or indirectly, that may give it an unfair advantage, including but not limited to (i) having or having access to information in the preparation of its Quotation that is confidential to the Board and not available to other Bidders; (ii) communicating with any 4 person with a view to influencing preferred treatment in the RFQ process including the giving of a benefit of any kind, by or on behalf of the Bidder to anyone employed by, or otherwise connected with, the Board or City; or (iii) engaging in conduct that compromises or could be seen to compromise the integrity of the open and competitive RFQ process and render that process non-competitive and unfair; or (b) in relation to the performance of its contractual obligations in the Board Contract, the Bidder’s other commitments, relationships or financial interests (i) could or could be seen to exercise an improper influence over the
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