INVITATION TO BID - Canada Games
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INVITATION TO BID Invitation to Bid for the Pneumatic Dome from the 2019 Canada Winter Games Host Society Red Deer COMPETITION #: 2019-06 CLOSING DATE: Friday, December 14, 2018 2019 Canada Winter Games Host Society Red Deer 5205 48 Avenue Red Deer, AB T4N 6X3 403.309.8419 https://canadagames.ca/2019/ purchasing2019@canadagames2.ca
SECTION 1 - INSTRUCTIONS TO BIDDERS
1. Background - The 2019 Canada Winter Games
From February 15 until March 3, 2019, Red Deer and central Alberta will host the 2019 Canada
Winter Games. Featuring 19 sports, over 150 events and a major cultural festival, the 2019
Canada Winter Games will welcome up to 3,600 athletes, managers and coaches and more
than 20,000 visitors. The 2019 Games will be the largest event ever hosted in Red Deer and
central Alberta and one of the largest events to be hosted in Alberta in over three decades,
since the 1988 Calgary Olympics.
The Canada Games is the nation's largest multi-sport competition for young athletes. Held
every two years, alternating between summer and winter, the Canada Games is a key event
in the development of Canada’s young athletes and represents the pinnacle of
interprovincial/territorial sport competition.
The 2019 Games will provide a stage for Canada’s next generation of national, international
and Olympic champions to compete. Over 20,000 visitors will travel to Red Deer to
experience the Games and over five million viewers will tune in on TSN and RDS to watch the
next generation of great athletes.
The 2019 Games will leave a lasting legacy of new and enhanced sport facilities and
volunteer and leadership development that will benefit athletes and the broader central
Alberta community for years to come.
This is our moment and we invite you to be a part of this moment that will forever transform
our community.
The 2019 Canada Winter Games purchased the Pneumatic Dome to house our Games’
Festival Program. The Dome will be situated in downtown Red Deer, readily accessible to our
guests and situated beside our Celebration Plaza.
2. Objective
The Games invites sealed Bids from eligible Bidders for the 102 x 202’ Pneumatic Dome.
The following must be adhered to:
1. The successful bidder will pay 50% of the purchasing price of the Dome on or before
January 4, 2019. This is a non-refundable down payment.
2. The remainder of the purchasing price of the Dome will be paid in full on or before
February 1, 2019.
3. The successful bidder will remove the Dome from the Festival site (5205 48 Avenue, Red
Deer) between March 4 and March 10, 2019. If timelines change, the Games will give the
1successful bidder 2 weeks notice of amended date.
3. Overview
This Invitation to Bid is intended to lead to the sale of the Dome. The Games maintains full
discretion over this invitation process and the award. The Games intends to evaluate bids in
its sole discretion of which bid provides the best value and is in the Games’ best interests.
4. Bid Schedule
The following is the intended schedule for the bid process. Bidders should comply with this
schedule unless otherwise notified of any changes. Bidders are encouraged to carefully
review all the materials contained herein and prepare their bid accordingly. All times noted
are for Mountain Standard Time.
Bid Posted: Friday, November 16, 2018
Bid Closes: Friday, December 14, 2018
Award: To be within three weeks of closing date
5. Pneumatic Dome Specifications
1. Pneumatic Dome (Appendix A)
6. Removal Requirements
1. The successful bidder must remove the Dome from the Festival site between March 4 and
March 10, 2019. If timelines change, the Games will give the successful bidder 2 weeks
notice of amended date.
2. The successful bidder may hire a subcontractor(s) to complete the disassemble, loading,
and hauling (Appendix B).
3. All subcontractors proposed by the successful bidder for the removal of the Dome are
subject to the approval of Games. No changes to this list shall be made after the deadline
for submitting the Bid without prior written approval by the Games.
4. All proposed subcontractor(s) shall be properly certified, registered or licensed, prior to
the submittal of the Bid. Proposed subcontractor(s) shall have successfully completed
work comparable to that which is noted within the Bid Documents, and be qualified both
technically and financially to perform the work for which they are listed.
5. If the successful bidder prefers to hire subcontractors to disassemble, load, haul, and
transport the Dome, the purchaser will provide a signed agreement between each
subcontractor and themselves to the Games on or before February 1, 2019.
6. Removal of the Dome must be done with no extraneous damage done to the surrounding
area. The successful bidder must leave the area in the same condition as it was found.
2Any damages may result in an additional charge to the successful bidder.
7. It is the successful bidders responsibility to ensure public safety upon the effective date of
ownership.
8. If the Dome is not removed by March 10, 2019, the successful bidder will incur an
additional charge of $500 for each day until decommissioning of the Dome is complete.
9. As of March 4, 2019, the successful bidder will provide 24 hours security at the Dome or
assume any and all risks until decommissioning is complete.
10. The successful Bidder would need appropriate insurance/WCB in place prior to the
decommissioning of the dome.
7. Proposal Requirements
1. Bids should be submitted, in the form required herein as follows:
Mailed, Hand Delivered or Emailed to:
Paul Manesh, CPA, CA
Manager, Financial Services
pmanesh@2019canadagames.ca
5205 48 Avenue, Red Deer AB, T4N 6X3 403.307.8074
2. The outside of the package must be marked with the following: “BID ENCLOSED –
Pneumatic Dome”.
3. Bids are due at the location specified above, before the closing time.
4. If a Bidder is of the view that there are discrepancies or omissions in the Bid documents,
or that any clarification is required, the Bidder should contact Paul Manesh - Manager,
Financial Services at pmanesh@2019canadagames.ca or 403.307.8074 and he shall
respond in writing or, if in agreement that there is a requirement for amendment or
clarification, will issue an addendum. The Games may, at any time prior to the closing date
and time, issue additional information, clarifications or modifications to the Bid by written
addendum issued by the Procurement Coordinator or their designate only. It is the
Bidder’s sole responsibility to ensure they have received all addendums prior to
submitting their bid. It is the Bidder’s responsibility to monitor the Games’ website and
download addendums posted. All addendums become part of the bid documents and
receipt of addendums shall be acknowledged by the Bidder on Bid.
5. The Games may negotiate a final offer with the any bidder.
6. All bidders must complete the credit application (Appendix D).
8. Bid Conditions
1. In its sole and absolute discretion, and without limiting the generality of the Games’
discretion under this Invitation to Bid, the Games:
3a. may modify or amend this Bid including the schedule, the Bid requirements, the scope
of services, or any other terms, whether material or not, and may cancel or suspend
this Invitation to Bid.
b. need not necessarily accept the highest price, the highest ranked, or any bid, and may
reject or accept any or all bids.
c. may reject a bid which fails to meet the requirements of this Invitation.
d. assess any bid on the basis of any one or more of the evaluation criteria set forth in
this Invitation, which criteria are not intended to be exhaustive, and/or any other
criterion or factor considered appropriate by the Games, and select any Bid which the
Games considers to offer the best value and to be in its best interests.
e. accept any bid which in any manner, whether substantially or not, fails to comply with
any of the requirements of this Invitation, whether or not such requirements are
expressed in mandatory terms or such noncompliance is substantial.
f. negotiate one or more of the highest ranked bids with respect to fee, the scope of
services or any other component of such bid(s).
g. if less than two Bids are received, the Games may negotiate the best terms and
conditions with those Bidders, or reject the Bid and re-solicit the Service. The Games
will notify the Bidders prior to the start of negotiations with the bidder.
h. the Games reserves the right to re-advertise the Invitation to Bid, when it is in the best
interest of the Games. The Games also reserves the right to reject the Bid of any
Bidder if the Games believes that it would not be in its best interest to make an award
to that Bidder, whether because the Bid is non-responsive or the Bidder is unqualified.
i. the Games reserves the right to seek clarification from Bidders to properly evaluate
their Bid.
j. the successful bidder & their subcontractor(s) must send their Certificate of Insurances
to the Games prior to January 3, 2019. The successful bidder and their sub
contractor(s) shall procure and maintain for the duration of the removal of the Dome
insurance against claims for injuries to persons or damages to property which may
arise from or in connection with the removal of the Dome. The coverages, limits or
endorsements required herein protect the primary interests of the Games.
k. all bids not chosen shall remain confidential.
2. The Games shall have no liability as a result of issuance of this bid. No vendor shall have
any claim against the Games for any compensation of any kind whatsoever as a result of
participating in this Bid process, including without limitation any claim for costs of
proposal preparation or participation in negotiations, or for loss of anticipated profits,
whether based in contract including fundamental breach, tort, breach of any duty, or any
other cause of action whatsoever.
48. Bid Evaluation
After the closing date, the Bid envelopes will be opened and the contents will be separated.
The Bids will be forwarded to the Evaluation Committee for evaluation in accordance with Bid
evaluation criteria as set forth in Section 2 “Proposal Evaluation Criteria”.
9. Bid Award
Award of this Bid will result in the signing of a contract by the successful bidder and the
Games.
5SECTION 2 PROPOSAL EVALUATION CRITERIA
1. Method of Evaluation
An Evaluation Committee will evaluate and recommend the selection of the successful bidder
based on the bid submission, and price. The highest-ranking proponent will be
recommended to the Games.
2. Bid Evaluation
The objective of the evaluation process is to select a bidder with a legitimate bid price and
ability to meet the proposal requirements.
In their bid, bidders shall clearly show when and how they will be removing the Dome from
the site.
3. Overview of the Evaluation Process
The Bid packages will be opened by the Senior Director, Administration & Workforce or their
designate on the closing date and given to the Evaluation Committee.
The Evaluation Committee will evaluate all bids using the following steps:
1. Determine whether bids meet the Invitation to Bid criteria;
2. Share and recommend to the Games the highest ranked bid.
6SECTION 3 PROPOSAL FORM “A”
2019 Canada Winter Games Host Society Red Deer
1. I/We hereby submit a Bid for the Pneumatic Dome in accordance with the requirements
of this Invitation.
2. I/We have carefully examined all of the contents of this Invitation, including the Bid terms
and conditions.
3. In the event of our Bid being accepted, I/we agree to enter into a contract with the 2019
Canada Winter Games Host Society Red Deer.
4. I/We acknowledge receipt of, and have taken into consideration, the following
addendums issued during this Invitation to Bid: #_______ #_______ #_______.
5. Bid Closing Time: Friday, December 14, 2018 11:59 pm
6. I/We acknowledge the Games will select a bid which provides the Games with the best
value and which the Games determines is in its best interests.
Successful Bidder’s Business Name: ___________________________________________
___________________________________________
Successful Bidder’s Business Address: ______________________________________
___________________________________________
Printed Name(s): ___________________________________________
___________________________________________
Title(s): ___________________________________________
___________________________________________
Signature(s): ___________________________________________
___________________________________________
7APPENDIX A
Pneumatic Dome Specifications
The Dome was purchased by the Games in January 2019 and used for approximately 2
weeks to host the Games’ festival program.
Qty Description
1 120” X 202” Pneumatic Dome + Doors, fan & HVAC Systems
1 Aluminium Channel
1 Raise Grade Beam
Drawings attached.
The remainder of Inflatable Tent’s 3 year warranty on the dome, fan, and hvac system would
be transferred from the 2019 Canada Winter Games to the successful purchaser as of the
effective date. The 3 year warranty would begin on Feb 10, 2018 and would expire on Feb 11,
2021.
Questions regarding specifics on the dome may be directed to Paul Manesh
(pmanesh@2019canadagames.ca).
Dome originally purchased from Inflatable Tent Inc from St-Jean, Quebec.
The Games hired Wasa Inc (http://wasainc.com/) to set up the dome.
When the dome is unassembled, it will fill 3 Sea Cans.
8APPENDIX B
LIST OF SUBCONTRACTORS
In the space below, the Bidder shall list all subcontractors and their addresses for approval by
the Games. The Bidder shall also include the responsibility of each subcontractor. No
changes shall be allowed after submittal of the Bid without the written consent of the Games.
NAME: ______________________________________________________
ADDRESS: ___________________________________________________
RESPONSIBILITY: _____________________________________________
NAME: _____________________________________________________
ADDRESS: __________________________________________________
RESPONSIBILITY: _____________________________________________
NAME: _____________________________________________________
ADDRESS: __________________________________________________
RESPONSIBILITY: _____________________________________________
9APPENDIX C
Bid
Total Base Bid: $_______________________________
SIGNATURE ______________________________________
By affixing their signature to the Bid Form, the Bidder hereby states that it has read all bid
specifications, terms and conditions outlined in the Invitation to Bid and agrees to such.
Bidder declares that the individual signing this Bid Form, has the legal capacity to sign on
behalf of Bidder and to contractually obligate Bidder.
Bidder's Name: __________________________________________________
Bidder’s Contact Name: ____________________________________________
Bidder's Address: _________________________________________________
Bidder’s Phone Number: ____________________________________________
Bidder’s Email: ____________________________________________________
Print Name: ______________________________________________________
Title: ___________________________________________________________
Signature: __________________________________________________
Date: ______________________________________________________
10APPENDIX D
Credit Application
Business Information
Type of Company: _______________________
Name of Business:
Address: ______________________________________________
City: ________________ Prov: _____________ Postal Code: _____________
Phone: _________________ Email: _____________________________
Years in Business: ________________ Payables Contact: _________________
Company Officers, Partners, Principals
Name: _______________________________ Title: _______________________
Address: _________________________________________________________
City: ________________ Prov: _____________ Postal Code: _____________
Phone: _________________ Email: _____________________________
Credit Information
Bank Name: ____________________________ Acct #: ____________________
Address: _________________________________________________________
City: ________________ Prov: _____________ Postal Code: _____________
Phone: _________________ Email: _____________________________
References
Company Name: _______________________________
Address: _________________________________________________________
City: ________________ Prov: _____________ Postal Code: _____________
11Phone: _________________ Email: _____________________________
Company Name: _______________________________
Address: _________________________________________________________
City: ________________ Prov: _____________ Postal Code: _____________
Phone: _________________ Email: _____________________________
Company Name: _______________________________
Address: _________________________________________________________
City: ________________ Prov: _____________ Postal Code: _____________
Phone: _________________ Email: _____________________________
I, on behalf of the company and business above, hereby authorize and consent to the
receipt and exchange of credit information with any credit agency, credit bureaus, or
any person or corporation with whom I have or may in the future have financial
dealings and agree that information so received may be retained by the 2019 Canada
Winter Games.
Date: _______________ Signature: ________________________
Position: __________________________________
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