MOSS HANGING BASKETS 2014 REQUEST FOR OFFERS NO. 1491 Issue Date: November 25, 2013 The City of Nanaimo (the City ) is seeking offers from qualified suppliers to supply and deliver moss hanging baskets for the 2014 season as per the Growing Specifications for Moss Hanging Baskets 2014 specified in this RFO. The contract may be extended at the City s sole discretion for two (2) additional (1) year seasons. The Request for Offers is available electronically from the City s website at www.nanaimo.ca under Bid Opportunities. Submissions should be submitted by 3:00 p.m. (15:00 hrs), Pacific Time, Wednesday, December 11, 2013 addressed as follows: RFO No. 1491 MOSS HANGING BASKETS 2014 City of Nanaimo Purchasing Department 2020 Labieux Road, Nanaimo, BC V9T 6J9 ATTN: Silvia Reid Buyer You may also email your submission to purchasinginfo@nanaimo.ca and include in the Subject Line RFO No.1491 Moss Hanging Baskets 2014 or fax to 250.756.5327. Please note maximum email file size limit is 8MB, or less. It is the Bidder s sole responsibility to ensure its RFO is received by the closing date. Specification enquiries should be directed, in writing, to Gail Pasaluko, Horticulture Supervisor at gail.pasaluko@nanaimo.ca Process and submission enquiries should be directed, in writing, to Silvia Reid, Buyer at purchasinginfo@nanaimo.ca Phone: 250.756.5318. Prices are to be submitted on the Offer Submission Form (Appendix A ) and the Offer Submission Form must be signed by an authorized person to bind the Bidder to statements made in response to this RFO. If the City determines that an amendment is required to this RFO, the Purchasing Department will issue a written addendum and will post it on the City of Nanaimo website at www.nanaimo.ca. It is the sole responsibility of each Bidder to ensure they monitor the website for any addendum to this RFO issued up to the closing date.
CONDITIONS AND CONSTRAINTS 1. The City is subject to the provisions of the Freedom of Information and Protection of Privacy Act. As a result, while Section 21 of the Act does offer some protection for third party business interests, the City cannot guarantee that any information provided to the City can be held in confidence. All offer submissions become the property of the City. 2. This is a Request for Offers (RFO) only and is not a call for tenders. No contractual relationship between the City and any potential Bidder shall arise from the submission of any Offer. Except as expressly and specifically permitted in these instructions, no Bidder submitting an Offer shall have any claim for any compensation of any kind whatsoever, as a result of participating in the Request for Offers and by submitting an Offer each Bidder submitting an Offer shall be deemed to have agreed that it has no claim. 3. Under no circumstances may the Services or any part thereof be subcontracted, transferred, or assigned to another firm, person, or company without the prior written authorization of the City. 4. Bidders are solely responsible for their own expenses in preparing an Offer and for any subsequent negotiations with the City, if any. 5. The City reserves the right to reject any and all Offers, including without limitation the lowest priced Offer, even if the lowest priced Offer conforms in all aspect with this RFO or to award a contract in full, in part or split an award with more than one Bidder on the basis of Offers received, as it deems appropriate in the City s best interest or cancel this RFO process at any time before or after closing date. 6. Acceptance of any Offer resulting from this Request for Offers may be subject to approval and/or budgetary considerations. 7. The City may consider past performance of the potential Supplier in relation of the quality of plants and service provided. If a potential Supplier is new to the City, references will be requested. 8. The lowest or any Offer may not necessarily be accepted. 9. Preference shall be given to Suppliers located within the Regional District of Nanaimo where quality, service and price are equivalent. 10. Payment by the City will be Net (30) days after receipt of invoice. GROWING SPECIFICATION FOR MOSSHANGING BASKETS 2014 1. Supply and deliver (260) hanging baskets meeting the following specifications. The Supplier is to supply moss, sterilized planting mix, green plastic garbage bags (as liners), 18 gage galvanized wire for pan attachment, plants and fertilizers. [2]
2. The City will provide the following supplies to the potential Supplier. 80 @ 16 Forms (capacity 31.5 lbs) 80 @ Plastic drip trays 135 @ 16 Victorian Style (capacity 75 lbs) with hangers, base pans felt liner systems 45 @ 18 Self watering style (top plant only) 80 @ Heavy duty eye hangers These supplies will be picked up by the potential Supplier at the Parks Operation Yard, 89 Prideaux Street, Nanaimo, BC. 3. (80) moss lined baskets [80 @ 16 Forms (capacity 31.5 lbs)], are to be lined with green plastic between the moss and the soil and filled with a sterilized planter mix such as PRO- MIX HP with Mycorise Pro. A plastic drip tray (supplied by City) to be placed between plastic liner and soil mixture for water retention in each basket. 4. (135) Victorian baskets pre-installed with the Flint felt liner system and then filled with a sterilized planter mix such as PRO-MIX HP with Mycorise Pro. All gaps between the Flint liners must be filled with moss to prevent water leakage. Base pans (supplied by the City) are to be connected to the bottom of the (135) Victorian style baskets so the pan hangs a minimum of 2.5 cm from the basket and is to be connected with 18 gauge galvanized wire. 5. (45) Self watering planters (supplied by the City) are filled with sterilized planter mix such as PRO-MIX HP with Mycorise Pro. 6. All hanging baskets to have hanging hardware attached. 7. Nutrients will consist of a slow release fertilizer such as Woodace 14-12-14, Acer 13-13-13 or Osmocote incorporated into the soil mix. 8. Parks Operations Staff may inspect up to three (3) times from planting stage through grow out. 9. The baskets will be hardened off for the week of 2014-MAY-26; weather dependant and grower will deliver to the Public Works Yard, 2020 Labieux Road on 2014-MAY-28. 10. Plant material will be to BCNTA Standards. Plant material is to be the following species, unless additional species are approved in writing by Gail Pasaluko, Horticulture Supervisor, City of Nanaimo. A. (50) Sun Baskets Moss - Each Basket consists of (27) 16 Plants Geranium Stardum Red x3 Calibrachoa Cabaret Hot Pink x1 Calibrachoa Cabaret Lavender x1 Calibrachoa Cabaret Yellow x1 Lobelia Magadi Electric Blue x3 Ivy Geranium Mix x3 Sanvitalia x3 Bacopa white x1 [3]
Bacopa blue x1 Bacopa Pink x1 Bidens Golden Goddess x3 Verbena Aztec Red Velvet x3 Verbena Aztec Yellow Pearl x3 B. (105) Victorian Sun Baskets - Each Basket consists of (24) 16 Felt System Plants Bottom Layer: Geranium Princess Balcon x1 Geranium Royal Balcon x1 Fuchsia x1 Brachycome Jumbo Mauve x1 Lotus Maculate x2 Petunia Sunspun Burgundy x1 Verbena Aztec Red Velvet x1 Verbena Aztec White Pearl x1 Bacopa White x 1 Bidens Mexican Gold x1 Mimulus Orange x1 Top Layer: Geranium Mini Cascade Yellow x1 Geranium Mini Cascade Red x1 Fuchsia Swingtime x 2 Calibrachoa Cream x1 Erigeron Profusion x 1 Rhodochiton x1 Lobelia Magadi Electric Blue x1 Scaevola Bombay White x1 Top Centre: Geranium Happy Thoughts Red or Pink x1 @4 Calceolaria Sunshine x 2 C. (9) Self Watering Baskets - Each Basket consists of (9) 18 Plants Red Trailing Begonia D. (9) Self Watering Baskets Each Basket consists of (9) 18 Plants Geranium Mini Cascade Red E. (9) Self Watering Baskets Each Basket consists of (9) 18 Plants Geranium Mini Lavender F. (9) Self Watering Baskets Each Basket consists of (9) 18 Plants Geranium Mini Pink G. (9) Self Watering Baskets Each Basket consists of (9) 18 Plants Calibrachoa Million Bells Combination Red, Blue, Yellow [4]
H. (30) Victorian Shade Baskets Moss Each Basket consists of (27) 16 Plants Tuberous Begonia x 9 Impatiens Super Elfin x 6 Bacopa White x 3 Brachycome Purple x 3 Thunbergia x 3 Fuchsia x 3 I. (30) Shade Baskets Victorian Each Basket consists of (27) 16 Felt System Plants Tuberous Begonia x 9 Impatiens Super Elfin x 6 Bacopa White x 3 Brachycome Purple x 3 Thunbergia x 3 Fuchsia x 3 [5]
APPENDIX A Offer Submission Form This form must be signed by an authorized person to bind the Bidder to statements made in response to this RFO 1491. The Bidder offers to supply and deliver at the total lump sum price indicated on this form the moss hanging baskets in accordance with Growing Specifications for Moss Hanging Baskets 2014) in accordance with the terms and condition of this RFO No. 1491. The City expects to receive the plants in a healthy condition, as determined by the City s Horticulture Supervisor. Please specify any Warranty / Guarantee Coverage: Price: I/We offer to pick up the supplies provided by the City at Parks Operations Yard located at 89 Prideaux Street, Nanaimo, BC and supply and deliver (305) moss hanging baskets to the Public Works Yard located at 2020 Labieux Road, Nanaimo, BC in accordance with the specifications and terms and conditions of this RFO 1491. Lump Sum $ PST GST LUMP SUM TOTAL $ $ $ I/We guarantee delivery to destination within May 28, 2014. Name of Company (Please Print): Authorized Representative (Please Print): Title (Please Print): Address (Please Print): Telephone No.: Fax No.: Email: Signature: Date: [6]
APPENDIX B RECEIPT CONFIRMATION FORM Request for Offers No. 1491 Moss Hanging Baskets 2014 Closing Date & Time: 3:00 P.M. (15:00hrs) Pacific Time, Wednesday, December 11, 2013 For any further distributed information about this Request for Offers please return this form by fax or email as soon as possible to: Silvia Reid, Buyer Email: purchasinginfo@nanaimo.ca Fax: 250.756.5327 COMPANY NAME: STREET ADDRESS: CITY/PROVINCE: POSTAL CODE: PHONE NUMBER: FAX NUMBER: PHONE NUMBER: CONTACT PERSON: TITLE: EMAIL ADDRESS: Bidders: Please note all subsequent information will also be posted on the City of Nanaimo website at www.nanaimo.ca The City will attempt to send information directly to those Bidders that have returned this form, but it is the sole responsibility of each Bidder to ensure that all information has been received. [7]