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Issue Date: Tuesday, May 24, 2011

Buyer: Todd Springer

Issued by: The Thames Valley District School Board

Return Date: Wednesday, June 15, 2011

12:00:00 noon, local time

Tender 045

PRINTERS

TENDER 045 - PRINTERS

TERMS AND CONDITIONS 2012

ITEM NO. TERMS AND CONDITIONS WILL COMPLY/WILL NOT

COMPLY COMMENT

1.0 INTRODUCTION

1.0.1 The Thames Valley District School Board (hereafter referred to as the TVDSB) invites interested

parties to submit sealed submissions in response to this bid document. The TVDSB is one of the

largest public school boards in the Province of Ontario and is comprised of all public schools within

the counties of Elgin, Middlesex, and Oxford. The TVDSB is the employer of approximately 8,000

staff and operates 178 schools with an estimated enrolment of 71,000 students.

1.1 PURPOSE

1.1.1 The purpose of this bid document is to provide interested parties with sufficient information to enable

them to prepare and submit bids for consideration by the TVDSB forprinters, scanners, fax

machines and

rinter serverssub

ect to the conditions herein.

2.0 BID DEFINITIONS AND INFORMATION

2.1 DEFINITIONS

2.1.1 The following words are used throughout this bid document and bidders should note these condition

when completing their bid submission.

2.1.1.1 The word “MUST” shall mean bidders “must” include the required information in bid submission.

Failure to include the required information will deem submission noncompliant.

2.1.1.2 The word “SHOULD” shall mean bidders “should” include the required information in bid submission.

2.1.1.3 The word “NONCOMPLIANT” shall mean bid submissions will be eliminated from further evaluation

if the submission does not include the required information.

2.1.1.4 The word “SUBCONTRACTOR” shall mean a person, firm or company hired by the bidder(s) or the

successful bidder(s) to perform any portion or all of this bid.

2.1.1.5 The word “QUALIFIED” shall mean a bidder who is compliant and has included the required

information in their bid submission.

2.1.1.6 BID IRREGULARITY: A deviation between the requirements (terms, conditions, specifications,

special instructions) of a bid response for the purposes of this bid; bid irregularities are further

classified as major irregularities or minor irregularities. The classification of what is a major

irregularity or a minor irregularity shall be the sole discretion of the TVDSB.

2.1.1.6.1 Major Irregularity: A deviation from the bid request which affects the price, quality, quantity or

delivery, and is material to the award. If the deviation is permitted, the bidder could gain an unfair

advantage over competitors. The TVDSB will reject any bid submission which contains a major

irregularity.

2.1.1.6.2 Minor Irregularity: A deviation from the bid request which affects form, rather than substance. The

effect on the price, quality, quantity or delivery is not material to the award. If the deviation is

permitted or corrected the bidder would not gain an unfair advantage over competitors. The TVDSB

may permit the bidder to correct a minor irregularity.

2.2 STRUCTURE OF THIS BID

FIRM NAME : ______________________________ SIGNATURE : ______________________________________

TENDER 045 - PRINTERS

TERMS AND CONDITIONS 2012

ITEM NO. TERMS AND CONDITIONS WILL COMPLY/WILL NOT

COMPLY COMMENT

2.2.1 Bidders must use the electronic biddin

file

(

setu

.exe

)

which is available on the internet at

2.2.1.1 www.tvdsb.ca

2.2.1.2 "Board"

2.2.1.3 “Purchasing”

2.2.1.4 “Bids”

2.2.1.5 Scroll to the end of the document, click

2.2.1.6 “Proceed to inquiry/download page”.

2.2.1.7 Proceed to the bid, click

2.2.1.8 “New” Icon

2.2.1.9 The setup.exe file contains the following files:

2.2.1.10 tender.exe: See Section 9 Electronic Bidding Instructions

2.2.1.11 Readme: Terms and Conditions and Specifications - PDF format

2.2.1.12 Appendices 045.xls: Terms and Conditions Response in Excel format

2.3 RETURN LOCATION

2.3.1 Sealed bid submissions must be returned to:

2.3.2 “Tenders Clerk”

2.3.3 Tenders Clerk’s box, Basement, Education Centre

2.3.4 Thames Valley District School Board

2.3.5 1250 Dundas Street

2.3.6 London, Ontario

2.3.7 N5W 5P2

2.3.8 The bid submission envelope should show the bid document name, number, return date and time (a

set out in Section 9.9 - Labeling of Envelope and diskette or CD).

2.3.9 The bid submission must be returned to the “Tenders Clerk” for your bid submission to be accepted.

2.3.10 Delivery to the “Tenders Clerk” is the responsibility of the bidder.

2.3.11 Submissions received by electronic transmission (i.e. fax or email) will not be accepted.

2.3.12 Late bids will be returned to the bidder, unopened, if a return address is included on the submission

envelope.

2.4 IMPORTANT DATE

2.4.1 ISSUE DATE: Tuesday, May 24, 2011

2.4.2 QUESTIONS: Monday, May 30, 2011

2.4.3 ANSWERS TO QUESTIONS: Wednesday, June 1, 2011

2.4.5 RETURN DATE and TIME: prior to 12:00:00 noon local time Wednesday, June 15, 2011

FIRM NAME : ______________________________ SIGNATURE : ______________________________________

TENDER 045 - PRINTERS

TERMS AND CONDITIONS 2012

ITEM NO. TERMS AND CONDITIONS WILL COMPLY/WILL NOT

COMPLY COMMENT

2.5 QUESTIONS

2.5.1 All questions pertaining to this bid document are to be addressed to: Todd Springer, by Fax (519)

452-2399 or email [email protected] no later than Monday, May 30, 2011. After this date no

further inquiries, concerns or questions may be submitted. The TVDSB reserves the right to

distribute a notice of content of any inquiry and the TVDSB’s response to all other registered bidders.

All

uestions

ertainin

to this bid documentmust be submitted in writin

2.5.2 All Addenda will be issued at least seven days prior to the closing date. If an addendum is issued

within seven days of the closing date, the date will be extended accordingly.

3.0 CONTRACT TERM / PRICING / TAXES / DELIVERY / PAYMENT

3.1 CONTRACT TERM

3.1.1 The term of this agreement shall be for 1 year, commencing on July 1, 2011 and unless otherwise

provided herein, terminating on June 30, 2012.

3.1.2 The TVDSB may, at the end of this contract term, extend the contract for a period of 2 years in one

(1) year increments and will advise the bidder in writing of their intentions, no later than 60 days prior

to June 30, 2012.

3.1.3 Bidders must state if your company would agree to extending this contract with the same terms and

conditions for a second year ending June 30, 2013.

3.1.4 Bidders must state if your company would agree to extending this contract with the same terms and

conditions for a third

ear endin

June 30, 2014.

3.2 PRICING

3.2.1 Bidders must complete the pricing section which is installed using the setup.exe file (see Section 9.0

- Installation Instructions

)

3.2.2 Bidders must

rint and si

n the Bid Re

ort

3.2.3 Bidders must

rint and si

n Worksheets.

3.2.4 All charges including mandated fees such as OES feesmust be included in the cost of the item.

Prices quoted must be for goods and services exactly as specified and in Canadian funds, unless

otherwise indicated.

3.2.5 Prices must include delivery, F.O.B. destination. NO AWARDS WILL BE MADE TO FIRMS

QUOTING FREIGHT EXTRA.

3.2.6 Prices must remain in effect for the initial 1 year term of the contract, commencing on July 1, 2011

and ending June 30, 2012. Thereafter only manufacturer’s price increases (supported by

documentation

)

will be allowed

3.2.7 The TVDSB expects to order in multiple shipments over the length of this contract.

3.2.8 It is the intention of the TVDSB to rationalize its supplier base. This contract may be awarded on a

per item basis or on the best cost of various groupings. The groupings will be determined by the

TVDSB. Each bidder agrees to the award on this basis.

FIRM NAME : ______________________________ SIGNATURE : ______________________________________

TENDER 045 - PRINTERS

TERMS AND CONDITIONS 2012

ITEM NO. TERMS AND CONDITIONS WILL COMPLY/WILL NOT

COMPLY COMMENT

3.2.9 Bidders must state any further discount, as a percentage, if all items are awarded to your company.

3.2.10 The TVDSB would like to take advantage of any promotions, price decreases, rebates or new

technologies available during the term of the contract. Detail your company’s strategy related to

future pricing, new hardware components or new technologies.

3.3 TAXES

3.3.1 HST: Where applicable, Harmonized Sales Tax must be shown separately as an extra on all

invoices in accordance with Canadian and Provincial Government re

ulations.

3.4 DELIVERY & ORDERING

3.4.1 Delivery for all items will be directly to our Schools, Distribution Centre, Educational Resource Centr

or Community Education Centres.

3.4.2 Delivery dates will be specified on all of our purchase orders. Immediate delivery will be accepted

unless otherwise designated on our purchase orders. In case of construction of new schools or

major school renovations, the TVDSB shall not accept delivery until the date specified on those

purchase orders.

3.4.3 The successful bidder(s) bears the cost of repairs to the site and to hardware with respect to damag

caused from shipping or installation.

3.4.4 The successful bidder(s) bears the risk of loss with respect to equipment until delivery and/or

installation is complete.

3.4.5 The successful bidder(s) will remove all packaging and shipping debris at no cost to the TVDSB.

3.4.6 The TVDSB’s purchase order number should appear on all packages, packing slips,

correspondences, customs documentation and freight bills of landing. All items must be individually

packaged for each school or location.

3.4.7 The lead time shown will be used to calculate delivery dates on our purchase orders and to monitor

your company’s performance. The lead timemust be met as it is one of our criteria considered in

the decision, and award, of this and future contracts

3.4.8 Not all goods will be ordered at one time; orders will be placed as requests are received from our

schools.

3.4.9. State minimum dollar value per order.

3.5 INVOICING/PAYMENT TERM

3.5.1 All invoices must be sent to the Thames Valley District School Board, 1250 Dundas Street, London,

Ontario N5W 5P2. Attention: Accounts Payable.

3.5.2 A

licable taxes must be shown as se

arate line items on all invoices.

3.5.3 Bidders should indicate any specific payment terms. It is generally expected that payment will be 45

days from receipt of invoice.

3.5.3.1 Bidders should state percentage discount for early payment and net payment terms.

3.5.4 Purchase order numbers must be stated on all invoices; invoices without the Thames Valley District

School Board Purchase Order number will be returned un

aid

FIRM NAME : ______________________________ SIGNATURE : ______________________________________

TENDER 045 - PRINTERS

TERMS AND CONDITIONS 2012

ITEM NO. TERMS AND CONDITIONS WILL COMPLY/WILL NOT

COMPLY COMMENT

4.0 SPECIFICATIONS/REQUIREMENTS

4.1 QUALIT

4.1.1 Unless otherwise specified, supplies must be new, in good condition, fit for the purpose for which

they are being acquired and free from defects. The decision of the TVDSB pertaining to items being

rejected is final.

4.1.2 Manufacturers’ brand names and numbers are used as guidance for the bidders; alternate items of

equal quality will be considered. If bidding on an alternate item, the manufacturer’s name and model

number must be indicated in the appropriate field in the Bid Report FOR EVERY ALTERNATE ITEM

BID.

4.1.3 The determination of equal quality will be based on our internal professional opinions.

4.1.4 In addition to price, quality and suitability to school use will be among the first considerations.

Delivery lead times, service, performance record, manufacturer’s warranties and the value of the

overall award will also be taken into consideration when awarding this contract.

4.1.5 Any material, equipment, service or work ordered which, in the opinion of the TVDSB, does not

completely fulfill the specifications must immediately be removed and/or completed to the

ecifications or sam

ualit

at the ex

ense of the successful bidder

4.1.6 The successful bidder

(

)

must carr

out all work to the satisfaction of the TVDSB

4.2 QUANTITY/TERM

4.2.1 The quantities indicated are based on previous 1 years’ purchases and projected current year capital

projects. Quantities are subject to equipment breakdowns, user requests, program changes and

budget approval which may be increased or decreased when orders are placed. All items may not

be purchased if costs exceed budget. In no way should the information furnished be considered as

guarantee with respect to the future volume of business. The successful bidder(s) will be

responsible for supplying the quantities that are eventually ordered for each item awarded during the

term of this bid at the quoted price.

4.3 REQUIREMENTS

4.3.1 The requirements are detailed in Specifications List - Worksheet B.

4.3.2 The successful bidder(s) should be a certified dealer/distributor of the manufacturer of the

ment/

roducts the

are

osin

4.3.3 The successful bidder(s) must have the proprietary right or license to use software being provided o

imbedded in the hardware that is bein

rovided.

4.4 RETURN OF GOODS POLICY

4.4.1 The TVDSB will return any shipment (COLLECT) if, in our opinion, the product supplied does not

conform to the specification and/or samples submitted in the bid.

4.4.2 Bidders must state if there is a time limit on returnin

oods

4.4.3 Bidders should state if there is a “restocking charge” on any returned item and the amount or rate to

be charged if goods are returned for any other reason than those stated in 4.4.1.

4.4.4 Bidders should describe their procedure for returned goods with respect to:

FIRM NAME : ______________________________ SIGNATURE : ______________________________________

TENDER 045 - PRINTERS

TERMS AND CONDITIONS 2012

ITEM NO. TERMS AND CONDITIONS WILL COMPLY/WILL NOT

COMPLY COMMENT

4.4.4.1 Packaging

4.4.4.2 “Attention To” labeling

4.4.4.3 Address to where returns should be shipped

4.4.4.4 Method of shipment (company truck, courier, transport)

4.4.4.5 If a return authorization number is required

4.4.4.6 What charges apply and who is responsible for payment

4.4.5 The TVDSB will not pay to return any goods which do not meet the specifications listed in this bid.

4.5 ILLUSTRATIVE LITERATURE

4.5.1 Bidders should submit ILLUSTRATIVE and SPECIFICATION INFORMATION for each item of

which they have bid. Bidders who are bidding EXACTLY as specified do not need to supply this

information. Bidders who are submitting a catalogue must indicate page number where the item is

illustrated.

4.5.1.1 Bidders should state if this literature can be obtained directly from the manufacturer via the internet.

4.5.1.2 Bidders should state the web site addresses for each manufacturer

4.6 SAMPLES/DEMONSTRATION

4.6.1 Each bidder may be required to submit, at the bidder’s own expense, the items which are being bid

upon for examination and comparison purposes. Thismust be done on request and at a time and

location chosen b

the TVDSB.

4.6.1.1 Samples requested must be clearly marked with the name of the bidder and the bid item number.

4.6.2 Bidders who do not submit the required samples will be considered noncompliant.

4.6.3 Not all samples will be returned immediately. Those retained for quality control purposes or testing

will be purchased and any item tested that proves defective will be returned

4.6.3.1 Bidders should provide return instructions (i.e. address and authorization number) if required, for

sample returns.

4.7 SUBSTITUTIONS

4.7.1 In the event that an item ordered becomes discontinued during the contract, all bidders must notify

the Purchasing Services Department for authorization before the item is substituted and shipped to

the appropriate location. Successful bidders may be required to provide samples of the proposed

substitutions before sending shipments. The Board reserves the right to return any shipment

COLLECT, if in our opinion the products supplied do not conform to the specifications in this bid

document.

4.8 PRESENTATION/INTERVIEW/DEMONSTRATION

4.8.1 Qualified bidders may be required to make a presentation an interview at the bidders’ own expense

or arrange a visit for the evaluation committee to an existing installed location that matches the

requirements of the bid. No bid alterations will be allowed. Notification will be given to qualified

bidders as to time and place.

FIRM NAME : ______________________________ SIGNATURE : ______________________________________

TENDER 045 - PRINTERS

TERMS AND CONDITIONS 2012

ITEM NO. TERMS AND CONDITIONS WILL COMPLY/WILL NOT

COMPLY COMMENT

4.9 TRAINING / SUPPORT

4.9.1 Installation, training and support services are a consideration in awarding this bid. Include any and

all support and implementation services your company will provide, identifying certification relevant t

the support role envisioned.

4.10 MANUALS

4.10.1 ORIGINAL copies of SERVICE MANUALS, SCHEMATICS, OPERATING MANUALS and PARTS

LISTS should be furnished for all items identified in the Product Specification List - Worksheet B tha

are purchased as a result of this bid. This will be specified on our purchase order and the order will

not be considered complete and ready for payment until these are received.

4.10.2 Bidders should state if this information can be obtained direct from the manufacturer via the internet.

4.10.3 Bidders should state web site addresses for each manufacturer

4.11 WARRANTY AND MAINTENANCE

4.11.1 Bidders must state length of warranty. Bidders must state if warranty includes parts, labour and if

the warrant

is on-site. If not, bidders must indicate the terms of the warrant

4.11.2 Bidders should state location of service facilities.

4.11.3 Bidders should state number of service

le at each location

4.11.4 Bidders should state time to res

ond to service calls:

4.11.4.1 Less than one half day

4.11.4.2 One half day

4.11.4.3 One full day

4.11.4.4 More than one day

4.11.4.5 Other

4.11.5 Bidders should state mean time to repair commitments in the event of service disruption and

associated

enalties in the event of extended outa

4.11.6 Bidders should disclose their policy of loan machines in the event repairs are not made on-site.

4.11.7 Bidders should include a statement outlining your company’s quality assurance philosophy and

program. This statement should detail how your company will respond to:

4.11.7.1 Service related problems

4.11.7.2 Quality problems

4.11.8 All equipment should be guaranteed for the entire period of the contract you are bidding. The

successful bidder(s) must be prepared to exchange all equipment that proves defective during this

contract without rewriting the agreement. Machines will be replaced if the number of service calls

greatly exceeds those recommended in the machines preventive maintenance schedule or when the

successful bidder(s) and the TVDSB recommends replacement due to any other conditions upon

mutual agreement.

FIRM NAME : ______________________________ SIGNATURE : ______________________________________

TENDER 045 - PRINTERS

TERMS AND CONDITIONS 2012

ITEM NO. TERMS AND CONDITIONS WILL COMPLY/WILL NOT

COMPLY COMMENT

4.11.9 The TVDSB reserves the right to initiate a survey to measure customers’ satisfaction.

FIRM NAME : ______________________________ SIGNATURE : ______________________________________

TENDER 045 - PRINTERS

TERMS AND CONDITIONS 2012

ITEM NO. TERMS AND CONDITIONS WILL COMPLY/WILL NOT

COMPLY COMMENT

4.12 ENVIRONMENT

4.12.1 Bidder(s) should include a detailed description of any environmental initiative and how your program

would be im

lemented and benefit TVDSB

5.0 TERMS AND CONDITIONS

5.1 GENERAL TERMS AND CONDITION

5.1.1 Any response submitted to the bid is IRREVOCABLE for 120 days.

5.1.2 A bidder who has already submitted a bid may submit an addendum in writing and signed by the

bidder at any time up to the official closing time. No facsimiles shall be accepted. The last

submission shall supersede and invalidate all previous submissions by that bidder as it applies to thi

bid. Addenda must be submitted to the “Tenders Clerk” in the same manner and within the same

time constraints as the bid submission.

5.1.3 A bidder may withdraw the bid at any time up to the official closing time by letter bearing his/her

signature as it is in the submission. Withdrawal requests received after the closing date shall not be

permitted. Submission withdrawalsmust be submitted to the “Tenders Clerk” in the same manner

and within the same constraints as a bid submission

5.1.4 The issuance of this call for bids shall not constitute any obligation on the part of the TVDSB to any

firm or individual who submits a bid.

5.1.5 The bidder must have satisfactorily fulfilled all relevant obligations as required under the terms and

conditions of an

revious award in order to be considered as an acce

table bidder

5.1.6 The laws of the Province of Ontario shall govern in any dispute occasioned as a result of the

performance or non-performance and/or workmanship of a contract issued pursuant to the bid and

any dispute arising out of the issuance of and response to this bid.

5.1.7 The TVDSB reserves the right to withdraw the award of the contract to a successful bidder(s) within

30 days of the award if in the opinion of the TVDSB the successful bidder(s) is unable or unwilling to

enter into a form of contract satisfactory to the TVDSB. The TVDSB shall be entitled to do so without

any liability being incurred by the TVDSB to the bidder

5.1.8 The lowest or any bid submission may not necessarily be accepted. The TVDSB reserves the right t

decline any or all bid submissions, or to cancel the bid call in whole or in part at any time prior to

making an award, for any reason, or no reason, without liability being incurred by the TVDSB to any

bidder for any expense, cost, loss or damage incurred or suffered by the bidder as a result of such

withdrawal.

5.1.9 All costs associated with the preparation of the bid submission will be solely the responsibility of the

bidder.

5.1.10 The TVDSB reserves the right to decline or purchase one or all items in this bid from one supplier or

from multiple suppliers.

FIRM NAME : ______________________________ SIGNATURE : ______________________________________

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