Background

The Medicine Hat & District Chamber of Commerce is seeking proposals for the Shuttle Service for the Home & Leisure Trade Show.

The Medicine Hat & District Chamber of Commerce invites suppliers to submit proposals for the Shuttle Service for the Home & Leisure Trade Show.

It is the intention of the Chamber to award a contract to up to two bidders who are members in good standing with the Medicine Hat & District Chamber of Commerce.

Proposal Requirements

Please provide the Shuttle Service fee and description of service based on :

• There are two Home & Leisure Trade Shows one to be held the first weekend in October and the second to be held the first weekend of March. The show hours of  are Friday 12:00pm - 8:00pm, Saturday 10:00am - 6:00pm, Sunday 11:00pm - 4:00pm.
• Starting 30 minutes before the show, collect exhibitors and customers the parking area, dropping them off at the front entrance at the Home & Leisure Trade show.
• As needed, transport customers to and from the Home & Leisure Trade Show to specified parking areas.
• Finish 30 minutes after the show has ended to ensure that all the exhibitors who need transport to their vehicles are collected.

Bid Acceptance, Rejection or Selection of Quotation

The Chamber expressly reserves the right to reject any or all proposals, to waive any informalities or irregularities in the proposals, and to accept that proposal which is in the best interest of the Chamber.

The following criteria will be considered in the selection of the successful proposal:

1. Member in good standing with the Medicine Hat & District Chamber of Commerce
2. Evidence in the proposal that the candidate understands the scope of the services to be performed.
3. Experience of the firm in Shuttle Services.
4. Costs quoted to perform the specified services.

____________________________________________________________________________________________

Duration

The contract will be for a period of one (1) year effective September 1, 2024 to August 31, 2025 and prices bid must be held firm for the duration of the contract.

____________________________________________________________________________________________

Incurred Proposal Costs

The Chamber is not liable for any cost incurred by the bidder prior to the issuance of an agreement or contract.

____________________________________________________________________________________________

Unacceptable Work

If the contractor fails to comply with any of the terms of this proposal, the Chamber may terminate the contract, and no money shall be paid.

___________________________________________________________________________________________

Deadline

Response Date for Proposals: Friday, April 26, 2024 at 4:00 pm

In order to be considered for selection, proposals for services must be received in a sealed envelope clearly marked “Shuttle Service Proposal” at the Chamber of Commerce office, 413 6th Avenue SE, Medicine Hat or emailed to accounts@medicinehatchamber.com no later than 4:00 PM on Friday, April 26, 2024.

Questions and Information
Questions and communications regarding this Request for Proposal may be submitted in writing by email up to seventy-two (72) hours prior to the closing time and date to: accounts@medicinehatchamber.com.
No other representative of the Chamber is to be contacted regarding this Request for Proposal. The Chamber accepts no responsibility for, and the Bidder agrees not to rely upon, any verbal or written statements or representations from any other person, whether or not employed by the Chamber.