Joint Procurement for the Supply and Delivery of Gas and Diesel -Greater Sudbury

Description
Invitation and Statement of Requirements

The City is seeking Proposals from Proponents capable of the supply and delivery of gas and diesel (“Service”), to be provided to the Participants at various locations across the City of Greater Sudbury, as per the Scope of Services, described in Section 6.

Closing Date and Time

ELECTRONIC PROPOSAL SUBMISSIONS ONLY shall be received by the City’s electronic tendering site, bids&tenders, no later than 1:30:00 p.m. (13:30:00 hours) local time on February 28, 2023 (the “Closing Date and Time”). The Closing Date and Time shall be determined by the bids&tenders web clock. 

Non-Mandatory Information Meeting and Site Visit

Proponents are encouraged to attend the Non-Mandatory Information Meeting and Site Visit to familiarize itself with the primary delivery locations.

Proponents may ask questions or seek clarifications at the Non-Mandatory Information Meeting and Site Visit. However, no statement, consent, waiver, acceptance, approval or anything else said or done by the City, or any of its employees or representatives, shall amend or waive any provision of the Bid Solicitation.

Please refer to Section 5.1.2 (Clarifications and Questions) regarding the process for requesting a binding response from the City.  Any responses that result in a change to the Bid Solicitation will be issued as an Addendum.

Date:                           Wednesday, February 8, 2023
Time:                           9:30 a.m. Local Time
Location:        Proponents are required to meet in the lobby at 1160 Lorne Street, Sudbury and will be directed to the boardroom.  Following the meeting, Proponents can proceed to the primary delivery locations along with a member of the Fleet Division.

Attendees are required to have appropriate Personal Protective Equipment (PPE) for the site conditions.  These include, but are not limited to:
            Hard Hat
            Eye Protection
            Vest
            CSA Approved Safety Shoes

Each Proponent may be screened for COVID-19 symptoms upon entry of the building. Proponents that fail to produce proper PPE will not be permitted on site.  Proponents should maintain proper physical distancing, if possible.

No allowance will subsequently be made for any errors or omissions on the part of any Proponent.

Communications

All communications should be done through bids&tenders as per Section 5.1.2.
 
Verbal communications will not be binding on the City.  Proponents shall review the Bid Solicitation and shall promptly report and request clarification of any discrepancy, deficiency, ambiguity, error, inconsistency or omission contained therein through https://greatersudbury.bidsandtenders.ca.

Proposal Submission Process

Proposal submissions shall be submitted in accordance with instructions contained within this Bid Solicitation Document. 

All responses are to be submitted to the City via bids&tenders:
https://greatersudbury.bidsandtenders.ca/Module/Tenders/en. 

• The Proponent shall follow the steps within bids&tenders when submitting a Proposal.
•  Hard copy Proposals will NOT be accepted.  
• Late proposals shall not be accepted by bids&tenders or the City.

Proponents must have a bids&tenders vendor account and be registered as a plan taker for this Bid Solicitation.  This will enable the Proponent to download the Bid Solicitation Documents, to receive Addendum email notifications, download Addenda and to submit their Bid electronically through bids&tenders.

Proponents are cautioned that the timing of their Proposal Submission is based on when the Bid is RECEIVED by bids&tenders, not when a Proposal is submitted by a Proponent, as Proposal transmission can be delayed in an “Internet Traffic Jam” due to file transfer size, transmission speed, etc. 

For the above reasons, the City recommends that Proponents allow sufficient time to upload their Proposal and attachment(s) (if applicable) and to resolve any issues that may arise.  The Closing Date and time shall be determined by the bids&tenders web clock.

Bids&tenders will send a confirmation email to the Proponent advising that their Proposal was received successfully.  If you do not receive a confirmation email or have bids&tenders system issues, you can:

• visit https://bidsandtenders.zendesk.com
• email support@bidsandtenders.ca
• call 1-800-594-4798 (with 2 hour call back)

Bidding and Documents are available on http://www.merx.com. Fees may apply; See https://www.merx.com/public/pricing for more information.