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					SEVEN OAKS SCHOOL DIVISION
     DESKTOP TENDER




               Issue Date: May 22, 2007

     Return Date: Friday June 15, 2007 12:00 Noon

         Issued by: Seven Oaks School Division
INDEX

1.0 INTRODUCTION
      1.1 Background
      1.2 Purpose

2.0 TERMS AND CONDITIONS
      2.1 Return Location
      2.2 General Conditions
      2.3 Quality
      2.4 Cancellation of Contract
      2.5 Managerial/Financial

3.0 TENDER AWARD
      3.1 Evaluation Process
      3.2 References
      3.3 Contract Negotiations
      3.4 Award of Contract

4.0 CONTRACT TERMS AND PRICES
      4.1 Contract Term
      4.2 Pricing
      4.3 Deliveries and Ordering

5.0 SPECIFICATIONS/REQUIREMENTS
       5.1 Quantity
       5.2 Requirements
       5.3 Warranties and Maintenance

6.0 CONFRIGURATION
      6.1 Operating System and BIOS

APPENDIX A:
    Hardware Specifications
1.0 INTRODUCTION
The Seven Oaks School Division (hereafter referred to as the SOSD) invites interested
parties to submit sealed Tender submissions for supplying Desktop Computers subject to
the conditions herein.

SECTION 1.1 BACKGROUND

1.1.1   The SOSD has an enrollment of nine thousand students in Winnipeg’s diverse
        and culturally rich area of northwest Winnipeg. The SOSD has twenty schools
        that are organized as early years, middle years, kindergarten to grade eight and
        senior year’s schools

SECTION 1.2 PURPOSE

1.2.1   The purpose of this Tender is to provide interested parties with sufficient
        information to enable them to prepare and submit Tenders for consideration
        by the SOSD for Desktop Computers. The tender is for both student and
        administration replacements.

2.0 TERMS and CONDITIONS

SECTION 2.1 RETURN LOCATION

2.1.1   PROPOSALS MUST BE DELIVERED TO:

                                    Wayne Shimizu CMA
                                     Secretary-Treasurer
                                 Seven Oaks School Division
                                      830 Powers Street
                                   Winnipeg, MB R2V 4E7

                in a sealed envelope/package clearly marked “Desktop Proposal”

2.1.2   The Tender envelope must show the Tender name, return date and time.

2.1.3   Delivery of the Tender is the responsibility of the bidder.

2.1.4   Return Date and Time is 12:00 NOON, Friday, June 15, 2007
2.1.5   ENQUIRIES AND CLARIFICATIONS SHOULD BE DIRECTED TO:


                                          Ray Sharp
                               Divisional Network Supervisor
                                Seven Oaks School Division
                                      Maples Collegiate
                              2nd Floor, 1330 Jefferson Avenue
                                   Winnipeg, MB R2P 1L3
                                     Fax: (204) 924-3705
                                E-mail: ray.sharp@7oaks.org


All enquiries and clarifications pertaining to this Tender must be submitted in writing by fax
                                                or e-mail.

2.1.6   Should any questions raised by a bidder necessitate an addendum to this Tender,
        each registered bidder will receive the addendum by facsimile.


SECTION 2.2 GENERAL CONDITIONS

2.2.1   A bidder may withdraw the bid at any time up to the official closing time by
        facsimile or by e-mail. Withdrawal requests received after the closing date shall
        not be permitted. Submission withdrawals must be submitted to Ray Sharp with
        the company name and name of company contact.

2.2.2   The issuance of this call for Tender shall not constitute any obligation on the part
        of the SOSD to any firm or individual who submits a Tender.

2.2.3   The bidder shall have satisfactorily fulfilled all relevant obligations as
        required under the terms and conditions of any previous award in order to
        be considered as an acceptable bidder.

2.2.4   The SOSD 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 SOSD the successful
        bidder(s) is unable or unwilling to enter into a form of contract satisfactory to the
        SOSD. The SOSD shall be entitled to do so without any liability being incurred by
        the SOSD to the bidder.

2.2.5   The lowest or any tender submission may not necessarily be accepted. The SOSD
        reserves the right to decline any or all Tender submissions, or to cancel the Tender
        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 SOSD to any bidder for any
        expense, cost, loss or damage incurred or suffered by the bidder as a result of such
        withdrawal.

2.2.6   All costs associated with the preparation of the Tender will be solely the
        responsibility of the bidder.
2.2.7   The SOSD reserves the right to decline or purchase one or all items in this
        Tender from one supplier or from multiple suppliers.

2.2.8   The successful bidder(s) shall not at any time subcontract any portion of its contract
        with the SOSD nor shall it assign the contract without the written permission of the
        SOSD. The successful bidder(s) shall not, at any time, change subcontractors
        approved by the SOSD without written permission of the SOSD.

2.2.9   While the SOSD has used considerable efforts to ensure an accurate representation
        of information in this Tender, the information contained herein is contained solely
        as a guideline for bidders. The information is not guaranteed or warranted to be
        accurate by the SOSD, nor is it necessarily comprehensive or exhaustive. Nothing
        in this Tender is intended to relieve bidders from forming their own opinions and
        conclusions in respect to the matters addressed in this Tender.

2.2.10 Any Tender submissions which do not strictly comply with the provisions,
       procedures and requirements of this Tender, or are incomplete, ambiguous, or
       which contain errors, alterations, misleading information, omissions, or
       irregularities of any kind, may be rejected and disqualified at the discretion of the
       SOSD.

2.2.11 The SOSD reserves the right to demand the removal of any successful bidder’s
       employees engaged in this contract if, in the SOSD’s opinion, their conduct has been
       of an unacceptable nature.

2.2.12 This Tender is being issued pursuant to the SOSD’s Purchasing Policies and
       Procedures.


SECTION 2.3 QUALITY

2.3.1   Unless otherwise specified equipment, supplies and services must be new items, in
        good condition, fit for the purpose for which they are being acquired and free from
        defects. The decision of the SOSD pertaining to items being rejected is final.

2.3.2   Any material or equipment which in the opinion of the SOSD, does not completely
        fulfill the specifications, must be removed at the expense of the successful bidder(s)
        and be replaced immediately with the material or equipment that fulfills the
        specifications or sample quality.

2.3.3   Any service or work ordered which in the opinion of the SOSD, does not completely
        fulfill the specifications, must be completed at the expense of the successful bidder(s)
        and be replaced immediately with the services or work that fulfills the specifications
        or sample quality
SECTION 2.4 CANCELLATION OF CONTRACT

2.4.1   The SOSD reserves the right to terminate this contract within 30 days written
        notice if, in its opinion, the successful bidder(s) fails to meet the terms and
        conditions of the contract. Notwithstanding the termination of the contract, the
        successful bidder(s) shall remain responsible for its obligations under this contract
        up to the date of termination.

2.4.2   The SOSD reserves the right to withhold monies owing under a contract to the
        value of the obligation to a maximum of the monies owing to the successful
        bidder(s) for any indebtedness of the supplier that may impact on the SOSD.

SECTION 2.5 MANAGERIAL/FINANCIAL

2.5.1   SOSD requires all proposals to include a review of all associated costs for
        negotiations with the proper officers of SOSD prior to the elapse of six months
        from the initial date of agreement and every six months thereafter.
2.5.2   The successful bidder will identify dedicated account manager(s) who will be
        responsible as a liaison to the SOSD consultants and technical staff.
2.5.3   The account manager(s) will be the prime contact(s) for the SOSD for any issues or
        concerns that may arise during the course of the contract.
2.5.4   The SOSD may purchase equipment and/or configurations other than those in the
        Request for Proposal. Actual configurations may be upgraded by the SOSD
        following bid award to meet specific implementation requirements.
2.5.5   Any reduction in manufacturer’s prices during this contract must be reflected as a
        price reduction to the SOSD.
2.5.6   The SOSD encourages information on new and/or innovative processes that would
        be beneficial to SOSD.


3.0 TENDER AWARD

SECTION 3.1 EVALUATION PROCESS

3.1.1   Each bidder may be required to submit, at the bidder’s own expense, one evaluation
        unit of each configuration quoted for testing, examination and comparison purposes.
        This must be done on request and at a time and location chosen by the SOSD.
        Should a demonstration be required to determine equivalency, the SOSD will advise
        chosen bidders of the date and time and the SOSD will test evaluation units for a
        maximum of 10 business days for evaluation purposes. No alteration of the bid shall
        be allowed.

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

3.1.3   Bidders shall provide return instructions (i.e., address and authorization number) if
        required, for sample returns at no cost to SOSD.
3.1.4   In addition to price, quality and evaluation, suitability to SOSD use will be the first
        consideration. Delivery lead times, service, performance record, manufacturer’s
        warranties and the value of the overall award will be also taken into consideration
        when awarding this contract.


SECTION 3.2 REFERENCES

3.2.1   A list of (3) references for which your company has supplied similar services and/or
        the type and scope of services proposed must be included with submission.

SECTION 3.3 CONTRACT NEGOTIATIONS

3.3.1   SOSD reserves the right to negotiate with any company/bidder submitting a
        response to alter, clarify or further enhance the bidder’s proposal and/or any
        contract arising out of the acceptance of this tender.

SECTION 3.4 AWARD OF CONTRACT

3.4.1   Bidder who fulfills all requirements as outlined in this request for Proposal will be
        awarded the tender.

3.4.2   The results of this Tender will be available approximately 30 days after Tender
        closing. Delivery of products will be FOB to destination as specified on the
        Purchase order.

3.4.3   The successful bidder will be notified by telephone and in writing.

3.4.4   The unsuccessful bidder(s) will be notified by telephone and in writing.


4.0 CONTRACT TERM AND PRICES
SECTION 4.1 CONTRACT TERM

4.1.1   This contract will endure for a three (3) year term starting July 1, 2007 and ending
        June 30, 2010. The SOSD may terminate the contract at the end of the third year or
        the SOSD may exercise the option to extend this contract for a fourth year and then
        possibly a fifth year.

SECTION 4.2 PRICING

4.2.1   All charges must be included in the cost of the item. Prices quoted must be for
        goods and services exactly as specified and in Canadian Funds. Prices must remain
        firm for 90 days from your submission date and will be in force for one (1) year from
        the commencement of this agreement.

4.2.2   The successful bidder(s) must notify the SOSD at least sixty (60) days prior to the
        one year anniversary date of any price increases and the reason for the increase.
4.2.3   Vendor(s) must pass on to the SOSD, during the term of this contract, any reduction
        in prices at the time of announcement from the manufacturer up until time of
        shipment. The SOSD would also like to take advantage of any promotions available
        during the term of the contract.

SECTION 4.3 DELIVERIES AND ORDERING

4.3.1   Delivery for all items will be directly to our Information Technology Centre unless
        otherwise noted on the Purchase Order

4.3.2   Bidder must be able to supply the necessary quantities of desktops as required within
        (15-20) working days of receiving a purchase order.

4.3.3   Not all goods will be ordered at one time. Orders will be placed as requests are
        received from our schools.

4.3.4   The successful bidder(s) bears the risk of loss with respect to equipment until
        delivery is complete.

4.3.5   The successful bidder(s) bears the cost of repairs to the site and to hardware
        with respect to damage caused from shipping.

4.3.6   If equipment is deemed DOA (Dead on Arrival), the successful bidder must ensure
        that a replacement unit is delivered by the end of the next business day.

5.0     SPECIFICATIONS / REQUIREMENTS
SECTION 5.1 QUANTITY

5.1.1   The initial quantities purchased will be for two hundred fifty (250) desktops with
        orders as needed for the life of the Tender. Quantities are subject to equipment
        breakdowns, user requests, program changes and budget approval and may be
        increased or decreased when orders are placed. All items may not be purchased if
        costs exceed budget. In no way shall the information furnished be considered as a
        guarantee with respect to the future volume of business. The successful bidder(s)
        shall be responsible for supplying the quantities that are eventually ordered for each
        item awarded during the term of this Tender at the quoted price.

SECTION 5.2 REQUIRMENTS

5.2.1   The Tender’s hardware and support requirements are detailed in APPENDIX A

5.2.2   The successful bidder(s) must have the proprietary right or license to use software
        being provided or imbedded in the hardware that is being provided. Proof of
        licensing must be provided for each system ordered.

5.2.3   The successful bidder(s) must be certified dealers/authorized distributors of the
        manufacturer of the equipment they are bidding on.
5.2.4   Original copies of the Operating System CD, hardware drivers and documentation
        must be furnished as requested. This will be specified on the purchase order and the
        order will not be considered complete and ready for payment until these are received.


5.25    SOSD is interested in working with vendors for the recycling of old computers and
        vendors are encouraged to list their recycling options available.


SECTION 5.3 WARRANTIES AND MAINTENACE

5.3.1   Service is an extremely important consideration in the award of this bid. It is the
        expectation of the SOSD that all repair work on desktops will be complete within
        two business days without exception. Poor service performance will be a factor in
        the award of any future business from the SOSD. All equipment listed in Appendix
        A must include at least a four year on-site warranty with an option for a five year on-
        site warranty. Bidders must guarantee that all warranties will not start until the
        product has been delivered to the specified site.

5.3.2   Bidders must in detail describe warranty terms, location of warranty (on-site or
        depot), Direct replacement options, DOA policy, labour rates, delivery/shipping cost
        of replacement parts and Warranty Service turnaround time.

5.3.2   Bidders must provide details of their relationship with the Hardware
        Manufacturer. Tenders shall include a letter with authorized signatures from
        the Hardware Provider indicating the relationship the parent company
        (manufacturer of the hardware) is to assume if your firm is unable to
        successfully complete the duration of this contract.

5.3.3   All equipment must be guaranteed for the entire period of the contract which 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 SOSD recommends replacement due to any other
        conditions upon mutual agreement.

5.3.4   The successful bidder(s) must ensure that sufficient spare components will be
        maintained to meet service level guarantees.

5.3.5   The successful bidder(s) shall have recovery CD’s available to the SOSD.

5.3.6   In the case of hard drive failures, the successful bidder(s) must restore the equipment
        back to the image or operating system that was originally provided with that unit.
6.0    CONFIGURATION
6.1    Operating System and BIOS

6.11   All desktops will be Windows XP Home Edition ready as well as certified for the
       most current hardware version.
6.12   All software related to the system will be included with the desktop.
6.13   BIOS settings will be set to factory default.
APPENDIX A:

Desktop Minimum Configuration                     Vendor Proposal   Cost
    ®
Intel Core 2 Duo Processor, (1.86 GHz,
minimum)
Minimum of 1 gig Ram
Minimum 80 Gig Hard Drive
1.44 floppy (state internal or external)
Minimum 8 speed DVD+/-RW DVD ROM
Minimum 17’ Flat Panel LCD Monitor
Minimum of 256MB Video Ram(stated shared
or dedicated)
Built-in sound card and speakers

Minimum 100MB internal network card
Ports: USB 2.0, DC in, VGA video, stereo out
and stereo in
Microsoft Windows XP Home Edition
State fifth year on-site warranty cost

State cost to replace: 1 gig of Ram to 2 gig of
Ram




ADDITIONAL INFORMATION FROM VENDOR: (including recycling options)
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