This is a service / maintenance or supply contract in Lacombe, Alberta. Contact the soliciting agency for additional information.

Reference Number: AB-2023-01500 Background The successful Respondent will supply qualified personnel and subcontractors required for the effective and efficient operation and maintenance of the facility and property described below. Property Address 5718, 56th Avenue, Lacombe, Alberta Number of Buildings 1 - on 2.258 Hectares Building Area 75,000 square feet Number of Floors New Bldg. 2, Renovated Bldg. 3 Floor to Ceiling Height Variable 7 - 10 feet Approximate No. of Occupants Approximately 50 to a max of 150 once we reopen Storage AFSC has limited storage inside the building for general cleaning supplies, vacuum, cleaner etc. The contract is intended to commence as early as May 2, 2023. The contract term could be a one to three year term as negotiated with the successful Respondent with the option to renew for a longer term. AFSC would require the facility to be maintained as per the outlined schedule with additional work to be completed on an as needed basis. TERMS AND CONDITIONS 1.0 Introduction Agriculture Financial Services Corporation (AFSC) is an Alberta Provincial Crown Corporation under the Ministry of Agriculture and Irrigation (AI). AFSC's core programs include business risk management programs and services to the agriculture industry as well as lending products and services to farmers' agribusinesses, value added enterprises and commercial operations. More detailed information about AFSC is available on the website www.afsc.ca. The objective of this Competitive Bid is for AFSC to solicit Proposals from those qualified in providing the specified services described under section 2.0 of this Competitive Bid. 1.1 Definitions The following abbreviations and terminology are used throughout this Competitive Bid: Term Description Personnel Employees, contractors, subcontractors and agents of the Vendor. Vendor Any business that is registered in Canada and is authorized to operate in Alberta, proposing to submit a Proposal to the Competitive Bid. Competitive Bid Competitive Bid (RFP), Request for Quote (RFQ), Value Based Request (VBR), Notice of Proposed Procurement (NPP), Request For Information (RFI), Request for Comment (RFC) Statement of Work The services required by this Competitive Bid as described in section 2.0 of this Competitive Bid. Contract Monitor AFSC representative that will be responsible for the management of the contract that may result from this Competitive Bid. 1.2 Mandatory Requirements and Desirable Provisions Proposals that do not comply with the Competitive Bid requirements will be rejected. "Must", "shall", "mandatory" and "will" mean a requirement that must be met in order for the Proposal to receive consideration. For mandatory requirements, the Vendor must provide sufficient information in the Proposals to sustain compliance to the Competitive Bid's Mandatory requirements. "Should" and "desirable" mean a provision having a significant degree of importance to the objectives of the Competitive Bid. For desirable/optional provisions, the Vendor's Proposal should provide details of how the desirable/optional provisions are addressed. AFSC will have a representative available to conduct the tour and answer any questions that Respondents may have. There will be no follow-up tours for any subcontractors. Respondents must arrange to bring with them any subcontractors during the mandatory site tour and list them in the Pre-Registered Site Visit Form. Responses will not be considered for evaluation without the signed mandatory site tour registration form (Appendix D). 1.3 Confidentiality and Security of Information The Vendor and the Vendor's personnel shall: a) Keep strictly confidential all information concerning AFSC or third parties, or any of the business or activities of AFSC or third parties acquired as result of participation in the Competitive Bid. b) Only use, copy or disclose such information as necessary for the purpose of submitting a Proposal or upon written authorization of AFSC. The Vendor shall maintain security standards, including control of access to data and other information, consistent with the highest standards of business practice in the Vendor's industry. 1.4 Material Ownership Ownership in all materials including copyright, patent, trade secret, industrial design or trade mark that are made, prepared, developed, generated, produced or acquired under or in relation to the Competitive Bid and any subsequent contract by the Vendor, the Vendor's employees, subcontractors or agents belongs to AFSC as they are made, prepared, developed, generated, produced or acquired. Any such materials shall be delivered to AFSC upon completion or termination of the Competitive Bid. The Vendor: a) Irrevocably waives in whole all moral rights. b) Shall ensure that its employees, subcontractors and agents irrevocably waive in whole all moral rights to the materials made, prepaid, developed, generated produced, or acquired under the Competitive Bid and any subsequent contract and declares that these waivers shall operate in favour of AFSC and AFSC's assignees and licenses. 1.5 Conflict of Interest Vendor(s) must fully disclose, in writing to AFSC on or before the closing date of the Competitive Bid, the circumstances of any possible conflict of interest or what could be perceived as a possible conflict of interest if the Vendor were to become a contracting party pursuant to the Competitive Bid. AFSC will review any submissions by Vendor(s) under this provision and may reject any Proposals where, in the sole opinion of AFSC, the Vendor could be in a conflict of interest or could be perceived to be in a possible conflict of interest position if the Vendor were to become a contracting party pursuant to the Competitive Bid. 1.6 Inaccuracies or Misrepresentations If, in the course of the Competitive Bidding process, AFSC determines that the Vendor has made a material misstatement or misrepresentation or that materially inaccurate information has been provided to AFSC, the Vendor will be disqualified from the Competitive Bidding process. 1.7 Inquiries All inquiries related to this Competitive Bid must be addressed to the AFSC Buyer on or before the date specified in the Master Schedule and as per the following: a) Inquiries must be sent by e-mail to the AFSC Buyer at RFP@afsc.ca, utilizing the Q&A template provided. b) No telephone inquiries will be accepted. c) No additional information or clarifications will be provided to inquiries received after the applicable deadline. d) In order to be considered, all inquiries must provide the following Vendor information: o Name of Primary Contact o Address o Telephone number o E-mail address o Competitive Bid Reference Number. e) All inquiries received will be reviewed by AFSC. f) All inquiries will be compiled and answered in the form of written Addendum(s) issued by AFSC via Alberta Purchasing Connection (APC) to all prospective Vendor(s). g) Vendor(s) are advised that all inquiries answered by AFSC will be provided verbatim in writing to all prospective Vendor(s). h) Inquiries that may contain proprietary or confidential information of a Vendor may be answered exclusively to the submitting Vendor (AFSC will direct the correspondence regarding this inquiry only to the Vendor's Primary Contact) provided the Addendum does not: o Require a modification to this Competitive Bid; or o Potentially provide an undue advantage in the competitive process. i) If either of the above situations (h) arises, AFSC reserves the right to: o Request the Vendor reword and resubmit the inquiry; or o Decline to provide a response. j) AFSC reserves the right to not disclose information in conjunction with this Competitive Bid on any inquiry that requires releasing information that AFSC, in its sole discretion, regards as confidential to AFSC. k) AFSC reserves the right in any event to decline to provide a Proposal for any reason in its sole discretion. l) It is the Vendor's responsibility to notify AFSC, in writing, and in advance, of any change in the Vendor(s) Primary Contact Information. m) AFSC assumes no responsibility or liability arising from information obtained in a manner other than as described in this Competitive Bid. 1.8 Blackout Period With respect to the Competitive Bid, AFSC prohibits communications initiated by a Vendor to any AFSC employee, other than the Purchasing Department, for the period of time from the submission date of the Competitive Bid up to and including the date of contract award resulting from this Competitive Bid. Any communication between a Vendor and AFSC during the Blackout Period will be initiated by AFSC, in writing, for the purpose of obtaining information or clarification necessary in order to ensure a proper and accurate evaluation of the Proposal. Any communication initiated by a Vendor during the Blackout Period may be grounds for disqualifying the offending Vendor from further consideration for the acquisition and/or any future AFSC solicitations. AFSC will notify all Vendors upon award of a contract from this requisition. Accordingly, Vendors are asked to refrain from requesting status updates during the proposal evaluation process. Vendors who are currently engaged in an active contract with AFSC may continue to communicate directly with the AFSC Contract Monitor as it relates to activities covered under the active contract. 1.9 Liability for Errors While every effort is taken to ensure an accurate representation of information in this Competitive Bid, AFSC shall not be liable or accountable for any error or omission in any part of this Competitive Bid. 1.10 Notification of Changes Any changes to this Competitive Bid, as well as the Response(s) to inquiries, will be posted as an addendum on the Alberta Purchasing Connection (APC). Vendors should routinely check APC for amendments and adhere to any amendment requirements. In the event of a Directed Competitive Bid, Vendors should routinely check the email address the Bid was delivered to for amendments. 1.11 Vendor's Expenses Vendors are solely responsible for their own expenses in preparing the Proposal, as well as any subsequent Proposals, including any costs associated with attendance to Information sessions, site tours or a potential short-listed Vendor's interview with AFSC. 1.12 Short-Listing A short-list of Vendors may be established. Short-listed Vendors may be requested to make formal presentations, regarding their Proposal to AFSC. Key Vendor management and technical personnel will be expected to participate in the presentations. This process is used to validate claims made in the Proposal and confirm the Vendor's ability to meet the requirements in the Competitive Bid. These presentations must be made at no cost to AFSC. Based on information obtained at the presentation, Vendors' scores may be adjusted. 1.13 Resource Replacement Resource replacement is not encouraged, however, there could be circumstances following the Competitive Bids closing date and prior to contract execution that a Vendor may request that a proposed resource be replaced. Any proposed resource replacement must have, in the opinion of AFSC, equivalent or better qualifications than the originally proposed resource. Vendors will not receive additional credit in the evaluation process if the qualifications of the replacement resource exceed those of the original resource. AFSC reserves the right to deny any request for replacement and reject any proposed replacement. 1.14 Freedom of Information and Protection of Privacy The Vendor acknowledges that: a) Alberta's Freedom of Information and Protection of Privacy Act (FOIP) applies to all information and records relating to, or obtained, generated, created, collected or provided under the Competitive Bid and any subsequent contract and which are in the custody or control of AFSC. FOIP allows any person a right of access to records in AFSC's custody or control, subject to limited and specific exceptions as set out in FOIP. b) FOIP imposes an obligation on AFSC, and through the Competitive Bid and any subsequent contract on the Vendor(s), to protect the privacy of individuals to whom information relates. The Vendor(s) will protect the confidentiality and privacy of any individual's Personal Information accessible to the Vendor(s) or collected by the Vendor(s) pursuant to the Competitive Bid and any subsequent contract. c) The Vendor(s), if it considers portions of its Proposal to be confidential, will identify those parts of its Proposal to AFSC considered to be confidential and what harm could reasonably be expected from disclosure. AFSC does not warrant that this identification will preclude disclosure under FOIP. d) Materials produced by the Vendor(s), in connection with or pursuant to the Competitive Bid and any subsequent contract, which are the property AFSC pursuant to the Competitive Bid and any subsequent contract, could be considered records under the control of a public body and could therefore also be subject to the FOIP before delivery to AFSC. As such, the Vendor must conduct itself to a standard consistent with FOIP in relation to such materials. e) For the records and information obtained or possessed by the Vendor(s) in connection with or pursuant to the Competitive Bid and any subsequent contract, and which are in the custody or control of AFSC, the Vendor(s) must conduct itself to a standard consistent with FOIP when providing the services or carrying out the duties or other obligations of the Vendor under the Competitive Bid and any subsequent contract. The purpose for collecting Personal Information for the Competitive Bid is to enable AFSC to ensure the accuracy and reliability of the information, to evaluate the Proposal, and for other related program purposes of AFSC. Authority for this collection is the Government Organization Act, as amended from time to time. The Vendor(s) may contact the Buyer identified in the Competitive Bid regarding any questions about collection of information pursuant to the Competitive Bid. 1.15 Reservation of Rights AFSC reserves the right in its sole discretion to: a) Accept or reject any or all Proposals. b) Disqualify a Vendor in the event that, in AFSC's opinion, the Proposal does not contain sufficient information to permit a thorough evaluation. c) Verify the validity of the information supplied and to reject any Proposal where the contents appear to be incorrect or inaccurate in AFSC's estimation. d) Seek Proposal clarification at any time with Vendor(s) to assist in making evaluations. e) Accept Proposals in whole or in part. f) Accept a Proposal with only minor non-compliance. g) Retain one copy and destroy and dispose of all other copies of any and all Proposals received by AFSC. h) Cancel this Competitive Bid process at any stage, without award or compensation to Vendors, their officers, directors, employees or agents, without assigning any reasons. 1.16 Competitive Bid Administration The Proposal must indicate that the Vendor accepts the Procedures set down in this Competitive Bid. In accordance with this Competitive Bid, the Vendor, if it considers portions of its Proposal to be confidential, shall identify those parts of its Proposal to AFSC considered to be confidential and what harm could reasonably be expected from disclosure. AFSC does not warrant that this identification will preclude disclosure under FOIP. 1.17 AFSC's Policies and Procedures for Security and Training On-Site The Vendor, its employees, subcontractors and agents when using any of AFSC's buildings, premises, equipment, hardware or software shall comply with all safety and security policies, regulations or directives relating to those buildings, premises, equipment, hardware or software that are promulgated by AFSC from time to time. The Vendor's employees, subcontractors and agents shall comply, as applicable, with all provisions of the Alberta Occupational Health and Safety Act, Occupational Health and Safety Regulation and Occupational Health and Safety Code with respect to the provision of services and materials. When the Workers' Compensation Act (Alberta), as amended, applies, and upon request from AFSC, deliver to AFSC a certificate from the Workers' Compensation Board showing that the Vendor is registered and in good standing with the Board. 1.18 Vendor Debriefing The Corporate Purchasing Section will, at the request of an unsuccessful Vendor who responded to this Competitive Bid, conduct a debriefing after contract award for the purpose of informing the Vendor on the reasons their Proposal was not selected.