Request for Quote

Request for Quote
2016 Ontario Sires Stakes Finals Night Jackets – Grooms Awards
June 13, 2016

The Ontario Racing Association (ORA) is the Program Administrator of the Standardbred Improvement Program. The Ontario Racing Association is seeking suppliers for the following 2016 Ontario Sires Stakes (“OSS”) Winner’s Circle award item.
 
    ·       Medium Weight – Jacket (Men's & Ladies Sizes)
FINALS NIGHT JACKETS
Style          Size           Quantity                      Style           Size          Quantity
Men's         3XL            5                                   Ladies         L               15
Men's         2XL            10                                 Ladies         M              25
Men's         XL              25                                 Ladies         S               25
Men's         L                48
Men's         M               25
Men's         S                12
 
Required Number of Jackets = 200 

TERMS AND CONDITIONS
 
Please review carefully, the following terms and conditions:
 
1)     Purchase Order
a)     The selected vendor will be issued a Purchase Order for the initial order. The vendor agrees to supply extra awards (if necessary) for the duration of the 2016 season (until March 2017) at the same cost as the quote. Additional Purchase Orders will be issued for any subsequent orders.
 
2)     Selection of Vendors
a)     By issuing this Request for Quote, ORA intends to select a vendor that, through an evaluation process, is found to be the best qualified and most suitable supplier to provide the services on a non-exclusive basis. New vendors are encouraged to submit a proposal. ORA is not required to select the lowest bidder.
 
3)     Submission of Proposals
a)     Stage One – Digital Submission
 
i)      Each award must be submitted in a separate proposal in a separate document.
 
ii)     Proposals should contain only one item per page.  Each page must include:
 
·       Vendor’s company name
·       Photo of item
·       Brief description of item
·       Unit price including tax
·       Total Price of order including taxes and shipping. (Note: Property and/or services ordered/purchased by ORA for the use of the Ontario Sires Stakes Program are subject to the Harmonized Sales Tax HST).
 
iii)   Due to the volume of submissions received, proposals submitted in alternate formats or with missing information may be excluded from consideration.
 
iv)    Please do not submit samples during Stage 1.
 
v)     Digital submissions must be received no later than 5:00 pm on Friday June 24, 2016 to jackiewarner@ontarioracing.com
 
b)     Stage 2 – Physical Samples (by invitation)
 
After review of Stage 1 submissions, selected vendors will be invited to submit a physical sample within 10 days of notification.  Please note:
 
·       It is not a requirement that the OSS &ORA logos be put on items being presented and is solely at the discretion of the proponent to do so.
·       It is imperative that each sample is labelled with vendor’s name and the total per-unit price.
·       All costs associated with supplying samples are the vendor’s responsibility. Vendors are also responsible for picking up their samples upon notification of completion of the RFQ process.
·       Please do not submit samples that have not been requested – e.g. optional colours / styles.
 
4)     Timetable
 
RFQ available to proponents                                                                  Monday, June 13
Closing date for digital submissions (Stage 1)                                        Friday, June 24
Date for submissions of physical samples, if requested (Stage 2)          Friday, July 8
Vendor Notification and issuance of Purchase Orders                            Week of July 15
Delivery deadline                                                                                   September 6

5)     Shipping
a)     Delivery date MUST be pre-arranged.
b)     All shipments must be accompanied by a detailed packing slip, clearly outlining quantity of items shipped
c)     Each box must be clearly labelled showing its contents.
d)     All vendors must provide a guarantee that all shipments will be delivered on or before Tuesday, September 6, 2016.
 
6)     Questions
All questions must be presented in writing. 
 
Questions related to the issuance of this RFQ should be directed to:

Jeff Johnston         Jeffjohnston@ontarioracing.com
 
Questions related to the requirements of this RFQ should be directed to:

Jackie Warner        Jackiewarner@ontarioracing.com

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