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PRINTERS and SCANNERS
TENDER
Wednesday, May 18, 2005
Issued by: The Thames Valley District School Board
#05-45C
Return Date: 12:00:00 Local Time, Wednesday June 15, 2005
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THAMES VALLEY DISTRICT SCHOOL BOARD #05-45C PRINTERS and SCANNERS TENDER TABLE OF CONTENTS 1.0 INTRODUCTION SECTION 1.1 BACKGROUND ......................................................................................... 1 SECTION 1.2 PURPOSE ............................................................................................. 1 2.0 TERMS AND CONDITIONS OF THIS TENDER SECTION 2.1 RETURN LOCATION .................................................................................... 1 SECTI
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THAMES VALLEY DISTRICT SCHOOL BOARD #05-45C PRINTERS and SCANNERS TENDER TERMS & CONDITIONS SECTION 5.5 RETURN POLICY ...................................................................................... 10 SECTION 5.6 ENVIRONMENT ....................................................................................... 10 SECTION 5.7 TRAINING/SUPPORT ................................................................................... 10 SECTION 5.8 MANUALS .......................................
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THAMES VALLEY DISTRICT SCHOOL BOARD Page 1 #05-45C PRINTERS and SCANNERS TENDER TERMS & CONDITIONS 1.0 INTRODUCTION The Thames Valley District School Board (hereafter referred to as the TVDSB) invites interested parties to submit sealed Tender submissions for supplying Printers and Scanners, subject to the conditions herein. SECTION 1.1 BACKGROUND 1.1.1 The Thames Valley District School Board is one of the largest public school boards in the province of Ontario. The TVDSB is the employer of a
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THAMES VALLEY DISTRICT SCHOOL BOARD Page 2 #05-45C PRINTERS and SCANNERS TENDER TERMS & CONDITIONS 2.3.2 All questions pertaining to this Tender shall be addressed to: Jennifer Coyne, Buyer, by Fax (519) 452-2399 no later than 4:00 PM (local time), Wednesday, June 1, 2005. After this date no further inquiries, concerns or questions may be submitted. The TVDSB reserves the right to distribute in writing to all other registered bidders a notice of content of any inquiry and the TVDSB’s respons
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THAMES VALLEY DISTRICT SCHOOL BOARD Page 3 #05-45C PRINTERS and SCANNERS TENDER TERMS & CONDITIONS 2.6.6 The laws of the Province of Ontario shall govern in any dispute occasioned through the performance or nonperformance and/or workmanship of this Tender. 2.6.7 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 s
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THAMES VALLEY DISTRICT SCHOOL BOARD Page 4 #05-45C PRINTERS and SCANNERS TENDER TERMS & CONDITIONS 2.6.17 The successful bidder(s) and their employees shall not be considered TVDSB employees and shall not represent themselves as an agent of the TVDSB nor be eligible for any of the benefits provided to TVDSB employees. 2.6.18 The TVDSB reserves the right to demand the removal of any successful bidder’s employees engaged in this contract if, in the TVDSB’s opinion, their conduct has been of an
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THAMES VALLEY DISTRICT SCHOOL BOARD Page 5 #05-45C PRINTERS and SCANNERS TENDER TERMS & CONDITIONS 2.8.5 In the event that the successful bidder(s) becomes insolvent, and/or the successful bidder(s) is unable or unwilling to provide the contracted service for a period of more than 30 consecutive days during the period of the contract, the TVDSB shall have the right to replace the successful bidder(s) with another service provider suitable to the TVDSB in addition to all of its other rights pur
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THAMES VALLEY DISTRICT SCHOOL BOARD Page 6 #05-45C PRINTERS and SCANNERS TENDER TERMS & CONDITIONS 2.11.4 The Occupational Health and Safety Act describes the responsibilities of an employer. The TVDSB requires contractors maintain procedures, training and enforcement so that the responsibilities are carried out at our workplace. The contract shall abide by and strictly adhere to the regulations and conditions set out and laid down by the most current versions of the Occupational Health and
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THAMES VALLEY DISTRICT SCHOOL BOARD Page 7 #05-45C PRINTERS and SCANNERS TENDER TERMS & CONDITIONS SECTION 2.14 MOTOR VEHICLE LIABILITY INSURANCE 2.14.1 Each bidder shall show proof with the submission of this bid (See Appendix B, Certificate of Insurance), and annually thereafter for the term of the contract, that upon the award of this contract that it will be covered by Automotive Liability Insurance with coverage limits of $2,000,000 per occurrence for liability (by way of primary coverage
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THAMES VALLEY DISTRICT SCHOOL BOARD Page 8 #05-45C PRINTERS and SCANNERS TENDER TERMS & CONDITIONS 3.2.3 The successful bidder(s) will be notified by telephone. 3.2.4 The unsuccessful bidder(s) will be notified in writing. 3.2.5 A debriefing will be available upon request after awards have been posted to our website. Requests must be submitted in writing to: Jennifer Coyne, Buyer, by Fax (519) 452-2399. 4.0 CONTRACT TERM / PRICING / TAXES / DELIVERY / PAYMENT SECTION 4.1 CONTRACT TERM 4.1.
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THAMES VALLEY DISTRICT SCHOOL BOARD Page 9 #05-45C PRINTERS and SCANNERS TENDER TERMS & CONDITIONS 4.4.2 Delivery dates will be specified on all of our purchase orders. Immediate delivery will be accepted unless otherwise designated on our purchase orders. 4.4.3 The lead time shown shall be used to calculate delivery dates on our purchase orders and to monitor your company’s performance. The lead time must be met. 4.4.4 Not all goods will be ordered at one time. Orders will be placed as req
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THAMES VALLEY DISTRICT SCHOOL BOARD Page 10 #05-45C PRINTERS and SCANNERS TENDER TERMS & CONDITIONS SECTION 5.3 ILLUSTRATIVE LITERATURE 5.3.1 Bidders shall submit, ILLUSTRATIVE and SPECIFICATION INFORMATION for each item on which they are bidding. Bidders who are bidding EXACTLY as specified do not need to supply this information. Bidders, who are submitting a catalogue, shall indicate page number where the item is illustrated. 5.3.1.1 Bidders shall state, in Appendix D, if this literature ca
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THAMES VALLEY DISTRICT SCHOOL BOARD Page 11 #05-45C PRINTERS and SCANNERS TENDER TERMS & CONDITIONS SECTION 5.8 MANUALS 5.8.1 ORIGINAL copies of SERVICE MANUALS, INSTALLATION SOFTWARE, SCHEMATICS, OPERATING MANUALS and PARTS LISTS must be furnished for all items purchased as a result of this Tender. This will be specified on our purchase order and the order will not be considered complete and ready for PAYMENT until these are received. 5.8.1.1 Bidders shall state, in Appendix D, if this infor
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THAMES VALLEY DISTRICT SCHOOL BOARD Page 12 #05-45C PRINTERS and SCANNERS TENDER TERMS & CONDITIONS 6.0 BIDDER PROFILE SECTION 6.1 REFERENCES 6.1.1 Bidders shall provide, in Appendix D, a minimum of three references where you have successfully provided goods and or services similar to this Tender. The reference must contain the following information:(i) agency name, (ii) address, (iii) contact person and telephone number. SECTION 6.2 ADMINISTRATION & ORGANIZATION - Outline details concerning
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THAMES VALLEY DISTRICT SCHOOL BOARD Page 13 #05-45C PRINTERS and SCANNERS TENDER TERMS & CONDITIONS SECTION 7.2 BIDDERS’ RESPONSE GUIDE 7.2.1 A signed copy of the Terms & Conditions Signature Page - Section 8.1 must be returned for your bid to be accepted. 7.2.2 Bidders must provide one Diskette or CD with filenames: 7.2.2.1 Appendix D: Terms and Conditions response in Excel format - Electronic response is required 7.2.2.2 Files created in “Diskette Creation” “Seven (7) Files. See Electron
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THAMES VALLEY DISTRICT SCHOOL BOARD Page 14 #05-45C PRINTERS and SCANNERS TENDER TERMS & CONDITIONS 7.2.13 Late bids will be returned unopened to a bidder, if you have a return address on the submission. Jennifer Coyne, Buyer Graham Hart Purchasing Department Chairperson Thames Valley District School Board
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THAMES VALLEY DISTRICT SCHOOL BOARD Page 15 #05-45C PRINTERS and SCANNERS TENDER TERMS & CONDITIONS 8.0 BIDDER RESPONSE FORMS AND ELECTRONIC INSTRUCTIONS SECTION 8.1 SIGNATURE PAGE It is the TVDSB’s intention that the successful bidder’s returned Tender forms the contract. All of the terms and conditions of this Tender are assumed to be accepted by the bidder and incorporated into the bidder’s Tender submission. It is the TVDSB’s intention to use a Purchase Order,
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THAMES VALLEY DISTRICT SCHOOL BOARD Page 16 #05-45C PRINTERS and SCANNERS TENDER TERMS & CONDITIONS SECTION 8.2 ELECTRONIC BID INSTRUCTIONS 8.2.1 Documents are available from the TVDSB Web Site at www.tvdsb.on.ca (click “Purchasing” tab, click “Bids,” scroll to the end of the document, click “Proceed to inquiry/download page”). Click on the “name of the Tender” to view documents in PDF format. Click on the “NEW” logo to download the executable files for preparing a
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THAMES VALLEY DISTRICT SCHOOL BOARD Page 17 #05-45C PRINTERS and SCANNERS TENDER TERMS & CONDITIONS 8.2.9 DISKETTE CREATION: 8.2.9.1 After all bids have been entered, select “Diskette Creation” to copy the data files back to your diskette or CD. Select your “input” (hard drive), output (3.5" floppy drive or CD drive) and click on “O.K. to Continue”(at the top of the screen). After the files are loaded, the “Bids for Tender Screen” will appear, click on “Exit” at the
