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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

Summary of content (35 pages)

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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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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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.
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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.
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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.
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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.
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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.
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THAMES VALLEY DISTRICT SCHOOL BOARD Page 5 #05-45C PRINTERS and SCANNERS TENDER TERMS & CONDITIONS 2.8.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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THAMES VALLEY DISTRICT SCHOOL BOARD 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.
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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.
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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 and submitting your bid.
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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 top of the screen.
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THAMES VALLEY DISTRICT SCHOOL BOARD PRINTERS and SCANNERS TENDER TERMS & CONDITIONS SECTION 8.3 LABELLING OF ENVELOPE AND DISKETTE/CD 8.3.1 PLEASE ADDRESS TENDER ENVELOPE AS SHOWN BELOW: From: Firm Name Address OFFICE OF THE TENDERS CLERK Thames Valley District School Board EDUCATION CENTRE, 1250 Dundas Street, LONDON, Ontario N5W 5P2 Printers and Scanners Tender #/05-45C Return Date: Wednesday, June 15, 2005 Prior to 12:00:00 local time 8.3.
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THAMES VALLEY DISTRICT SCHOOL BOARD Page 19 #05-45C PRINTERS and SCANNERS TENDER TERMS & CONDITIONS INTENT TO SUBMIT A BID FORM Attention: Jennifer Coyne, Buyer, Purchasing - Fax: (519) 452-2399 submit a bid for Printers and Scanners #05-45C We Will/Will not NAME: (Please print) SIGNATURE: FIRM NAME: E-MAIL ADDRESS: ADDRESS: INTERNET ADDRESS: TELEPHONE NO.: FAX NO.
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Page 20 #05-45C APPENDIX B Certificate of Insurance This is to certify that the insured, named below is insured as described below. ***This form must be completed and signed by your insurer or insurance broker.*** Note: 1. Proof of liability insurance will be accepted on this form only (with no amendments). 2. If a facsimile has been transmitted, the original certificate must follow. 3. Insurance company must be licensed to operate in Canada. Name of Insured Telephone No. (including area code) Fax No.
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THAMES VALLEY DISTRICT SCHOOL BOARD Page 21 #05-45C PRINTERS and SCANNERS TENDER TERMS AND CONDITIONS APPENDIX C BIDDERS CHECKLIST FORM Have you included the following with your return submission: 9 One signed printed copy of Section 8.1 Signature page 9 One diskette or CD with the “Seven Files” and Appendix D in Excel format containing the required information. 9 One printed and signed copy of the Bid Report and Appendix D containing the required information.
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Printers and Scanners Tender #05-45C APPENDIX D VENDOR RESPONSE WORKSHEET TENDER TERMS & CONDITIONS RESPONSE COMMENT TERM (YES OR NO) NO. (AGREE OR DISAGREE) (UNDERSTAND / COMPLY) OR STATE REQUIRED INFORMATION 1.1.1 1.2.1 2.1.1 2.1.2 2.1.3 2.1.4 2.2.1 2.2.2 2.2.3 2.2.4 2.2.5 2.3.1 2.3.2 2.3.3 2.3.4 2.4.1 2.5.1 2.5.1.1 2.5.1.2 2.5.1.3 2.6.1 2.6.2 2.6.3 2.6.4 2.6.5 2.6.6 2.6.7 2.6.8 2.6.9 2.6.10 2.6.11 2.6.12 2.6.13 2.6.14 2.6.15 2.6.15.1 2.6.15.2 2.6.15.3 2.6.16 2.6.17 2.6.18 2.6.19 2.7.1 2.7.
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Printers and Scanners Tender #05-45C APPENDIX D VENDOR RESPONSE WORKSHEET TENDER TERMS & CONDITIONS RESPONSE COMMENT TERM (YES OR NO) NO. (AGREE OR DISAGREE) (UNDERSTAND / COMPLY) OR STATE REQUIRED INFORMATION 2.7.3 2.7.4 2.7.5 2.8.1 2.8.2 2.8.3 2.8.4 2.8.5 2.9.1 2.9.2 2.10.1 2.10.2 2.10.3 2.11.1 2.11.2 2.11.3 2.11.4 2.12.1 2.12.2 2.13.1 2.13.2 2.13.3 2.13.4 2.14.1 2.14.2 2.14.3 3.1.1 3.1.2 3.1.3 3.1.3.1 3.1.3.2 3.1.4 3.2.1 3.2.2 3.2.3 3.2.4 3.2.5 4.1.1 4.2.1 4.2.2 4.2.3 4.2.4 4.2.5 4.3.
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Printers and Scanners Tender #05-45C APPENDIX D VENDOR RESPONSE WORKSHEET TENDER TERMS & CONDITIONS RESPONSE COMMENT TERM (YES OR NO) NO. (AGREE OR DISAGREE) (UNDERSTAND / COMPLY) OR STATE REQUIRED INFORMATION 4.4.1 4.4.2 4.4.3 4.4.4 4.4.5 4.4.6 4.4.7 4.5.1 4.5.2 4.5.3 4.5.3.1 4.5.4 5.1.1 5.1.2 5.2.1 5.2.2 5.2.3 5.3.1 5.3.1.1 5.3.1.2 5.4.1 5.4.2 5.4.3 5.4.4 5.5.1 5.5.2 5.5.3 5.5.4 5.5.4.1 5.5.4.2 5.5.4.3 5.5.4.4 5.5.4.5 5.5.4.6 5.6.1 5.7.1 5.8.1 5.8.1.1 5.8.1.2 5.9.1 5.9.
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Printers and Scanners Tender #05-45C APPENDIX D VENDOR RESPONSE WORKSHEET TENDER TERMS & CONDITIONS RESPONSE COMMENT TERM (YES OR NO) NO. (AGREE OR DISAGREE) (UNDERSTAND / COMPLY) OR STATE REQUIRED INFORMATION 5.9.5.1 This information must be provided 5.9.5.2 This information must be provided 5.9.6 5.9.7 5.9.8 5.9.9 5.10.1 6.1.1 6.1.1 6.1.1 6.2.1 6.2.2 6.2.3 6.2.4 6.2.5 6.2.6 6.2.7 6.2.8 6.2.9 7.1.1 7.1.2 7.2.1 7.2.2 7.2.2.1 7.2.2.2 7.2.3 7.2.4 7.2.5 7.2.6 7.2.7 7.2.8 7.2.9 7.2.10 7.2.11 7.2.12 7.2.
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Date : MAY 18, 2005 Page : Thames Valley District School Board TENDER LIST - VENDOR WORKING COPY TENDER # 05-45C - PRINTERS & SCANNERS :ITEM:PROD. : : :UNIT OF : : NO.:NUMBER:DESCRIPTION :QUANTITY:MEASURE : -----------------------------------------------------------------------------| | |CARDS - NETWORK | | | | | | | | | |1 |172605|PRINTER SERVER - EXTERNAL |4 |EACH | | | |- Supports any parallel-based printer | | | | | |- Ethernet/802.
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Date : MAY 18, 2005 Page : Thames Valley District School Board TENDER LIST - VENDOR WORKING COPY TENDER # 05-45C - PRINTERS & SCANNERS :ITEM:PROD. : : :UNIT OF : : NO.
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Date : MAY 18, 2005 Page : Thames Valley District School Board TENDER LIST - VENDOR WORKING COPY TENDER # 05-45C - PRINTERS & SCANNERS :ITEM:PROD. : : :UNIT OF : : NO.
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Date : MAY 18, 2005 Page : Thames Valley District School Board TENDER LIST - VENDOR WORKING COPY TENDER # 05-45C - PRINTERS & SCANNERS :ITEM:PROD. : : :UNIT OF : : NO.
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Date : MAY 18, 2005 Page : Thames Valley District School Board TENDER LIST - VENDOR WORKING COPY TENDER # 05-45C - PRINTERS & SCANNERS :ITEM:PROD. : : :UNIT OF : : NO.
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Date : MAY 18, 2005 Page : Thames Valley District School Board TENDER LIST - VENDOR WORKING COPY TENDER # 05-45C - PRINTERS & SCANNERS :ITEM:PROD. : : :UNIT OF : : NO.