Audio Visual Equipment – LCD Projectors _ Screens Request for

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					              AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS




                                      
                                     Audio Visual Equipment – LCD Projectors & Screens 
                                     Request for Tender (RFT) 
                                      
                                      
                                     For: Lakehead District School Board 
                                     Thunder Bay, Ontario 
                                      
                                     Contract Number (RFT#2011‐12DS) 
                                      
                                      
                                      
                                     Issue Date:  Friday, April 8, 2011 
                                      
                                      
                                      
                                     This tender will be received by: 
                                      
                                     Lakehead District School Board 
                                     3rd floor, Purchasing Department 
                                      
                                     Submission Deadline: Wednesday, May 4, 2011 at 2:00:00 P.M. Local time 
                                      
                                      
                                      
                                     Lakehead District School Board RFT Contact: 
                                      
                                      
                                     Dave Stewart, Buyer 
                                     E‐mail: david_stewart@lakeheadschools.ca 
                                     Phone: 807‐625‐5235 / Fax: 807‐626‐9241 



                                     The FINAL PAGE of this document must be signed by an authorized 
                                     representative for the bidder’s submission to be valid 



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              AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS


                                                    TABLE OF CONTENTS

    Section            Table of Contents                                           PAGE

                      Submission Checklist & Important Dates                        3

        A.            Project Scope & Tender Instructions                           4

        B.            Submission Requirements                                       4-6

        C.            Specific Notes                                                6-8

        D.            Delivery & Work Schedule                                       8

        E.            Installation – Specific Notes                                 8,9

        F.            Installation Standards                                       9,10

        G.            Tender Evaluation                                             10

        H.            Award of Contract                                              11

         I.           Invoicing & Payment                                            11

        J.            Compliance                                                     11

        K.            Subcontracting                                                 11

 Cost Summary Sheets Part A & B                                                    12,13

 Project Installation Information Sheet (sample)                                    14

 Room Sign-Off Sheet (sample)                                                        15

 Appendix A – Declaration of Conflict of Interest                                    16

 Appendix B – References                                                           17,18

 Appendix C – Acknowledgement of Addenda                                             19

 Appendix D – Certificate of Insurance                                                  20

 Appendix E – Tax Compliance Declaration Form                                           21

 Standard Terms and Conditions                                                     22-33




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              AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS

                                                 SUBMISSION CHECKLIST

(To be used as a “Guideline Only” – It is the Bidder’s responsibility to ensure tender submission
is complete)

Before submitting your tender document, check the following:

1)        Have you completed and signed (by person authorized to bind your company) your
          tender submission?
2)        Have you marked the outside of your submission envelope clearly with information
          requested?
3)        Have you completed, signed and submitted the following:
                    Cost Summary Sheets A & B
                    Appendix A – Declaration of Conflict of Interest
                    Appendix B – References
                    Appendix C – Addenda Acknowledgement
                    Appendix D – Certificate of Insurance
                    Appendix E – Tax Compliance Declaration Form


                                                      IMPORTANT DATES

1)        Closing Date – Tenders will be received up to 2:00:00 PM Local Time,
          Wednesday, May 4, 2011 at the location designated room (Purchasing Office) at the
          Board Office.

2)        Mandatory Site visit will be 3:30 PM Local Time, Thursday, April 14, 2011 starting at
          Westgate CVI, report to main office.

3)        The deadline for bidders’ questions will be 4:30 PM Local Time,
          Thursday, April 21, 2011.

4)        Deadline for the LDSB to issue addenda will be 4:30 PM Local Time,
          Tuesday, April 26, 2011.




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              AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS


A.         PROJECT SCOPE & TENDER INSTRUCTIONS

          The Lakehead District School Board (LDSB) invites submissions for the supply and
          installation of LCD Projectors & Screens as per the attached list of items and labour rates
          requested (Cost Summary Sheets A & B) in accordance with the terms and conditions as
          set out in this document.

          Duncan Ruxton, Supervisor of Computer Services – LDSB, druxton@lakeheadschools.ca
          has been designated as the Project Coordinator.


B.        SUBMISSION REQUIREMENTS

1.        Tenders must be submitted with one original (marked as such) and two photocopies,
          signed and dated, complete with all bid submission sheets in a sealed envelope.

2.        Tenders are to be submitted in the following order for ease of evaluation.

                    Table of contents
                    Company Information & Warranty
                    Proposed delivery schedule
                    Cost Summary Sheets

3.        Tenders are to be submitted in accordance with the requirements of this document. All
          requested data and documents are to be completed in the manner prescribed. Failure to
          do so may render your bid invalid.

4.        The Tender must be completed and signed (pg# 33) in ink by an authorized signing
          officer and included with your submission.

5.        Prices quoted must be in Canadian funds, FOB Destination. HST will be listed as extra
          and not included in bid prices.

6.        Acceptance Period
          After the closing time, all tenders are irrevocable by the bidder and shall remain in effect
          and open for acceptance for a minimum period of 60 days.

7.        All bids received by the closing deadline shall become the property of the Board and will
          not be returned.

8.        Any bid received after the stated closing date and time will not be considered. It shall be
          the sole responsibility of the bidder to have their bid delivered to the stated delivery
          location for receipt on or before the stated closing date and time. Regardless of how the
          bid is sent, the bidder shall be responsible for delivery prior to the deadline. Late
          proposals will not be considered, will not be opened and arrangements shall be made for
          the return at the bidder’s request and expense.

9.        Bidders may withdraw their tender, unopened after it has been submitted, by written
          request prior to the closing date and time. Telephone or verbal requests will not be
          considered. Tenders cannot be withdrawn after the closing date and time.




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10.       Bids will be rejected if:

          -     Received after the closing date and time
          -     The tender document is not signed
          -     Do not meet our terms and conditions included with this request
          -     Incomplete or contain variations from the stated conditions


11.       Bids must be submitted in a sealed envelope clearly marked as follows:
          Fax or e-mail submissions will not be accepted

                                                Lakehead District School Board
                                               Purchasing Department – 3rd Floor
                                                       2135 Sills Street
                                                  Thunder Bay, ON P7E 5T2

                                         TENDER #2011-12DS
                        AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS
                                       (YOUR COMPANY NAME)


12.       Inquiries and Addenda

          It is the bidder’s responsibility to obtain clarification on any details, regarding this tender.
          Bidders shall not presume to interpret the specifications, in the event any information is not
          clear, all questions relating to this tender must be submitted in writing to: Dave Stewart by
          e-mail (david_stewart@lakeheadschools.ca) or by fax (807-626-9241) and received no
          later than Thursday, 4:30pm, April 21, 2011. Questions will not be accepted after this date.
          The Board reserves the right to distribute in writing any or all questions and answers to
          other bidders. Information from any other source is not official and should not be relied
          upon.

          Should questions raised necessitate an Addendum to the Tender, it will be posted on the
          Board’s website. It will be the bidder’s responsibility to check those websites for any and
          all addenda. The deadline for all addenda to be posted is no later than Tuesday, 4:30pm,
          April 26, 2011. Addenda shall become an integral part of the tender and form part of the
          contract award. All addenda are to be signed and included with your bid. Appendix C is to
          be signed, dated and enclosed with your tender submission.

          Only written communications will be binding upon the Board.

          Bidders are cautioned not to contact other employees of the Board concerning this
          tender during the competitive procurement and evaluation process other than the
          designated individual above. The Board will assume no responsibility for oral
          instructions or suggestions.

13.       The Board shall not be liable for any expense incurred in the preparation, submission
          and site visit for this tender. The bidder, by submitting a signed bid, acknowledged that
          the bidder has read, understands and accepts the terms and conditions and instructions
          of the tender in full.


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14.       Collusion

          By responding to the tender, the bidder warrants that the submission offered in the
          tender have been developed solely by the bidder, without sharing of this information with
          any other bidders responding to this tender.

14.       Each submission must include a completed and signed Tax Compliance Declaration Form
          (see Appendix E).


15.       Conflict of Interest

          All bidders shall declare to the Board as part of its submission, any situation that may be
          either a conflict of interest or a potential or perceived conflict of interest with the
          contractual obligations.

          Examples of conflict of interest include, but are not limited to:

          (a) A personal relationship between any officer, director, employee, servant or agent of
          the successful bidder and any person which results in work being awarded to the
          successful bidder.

          (b) Any officer, director, employee, servant or agent of the successful bidder
          approaching Lakehead District School personnel, other than required for performance of
          the services, to in any way promote the business of the successful bidder or otherwise
          solicit requests for services.

          (c) The retention of Lakehead District School Board employees and/or subcontractors to
          provide services.

          The Lakehead District School Board shall have the right to judge, at its sole discretion
          whether or not the declared situations do constitute an actual or potential conflict of
          interest. If the successful bidder is found to be in conflict of interest either during the
          tender process or after the award of the contract, the LDSB, at their discretion, may
          disqualify the bid submission or terminate the contract.

          Appendix A – Declaration of Conflict of Interest Form must be submitted with your bid.

C.        SPECIFIC NOTES

1.        The intent of this tender is to establish pricing for the supply and installation of new LCD
          Projectors & Screens required at three of the LDSB’s secondary schools from qualified
          companies with relevant experience.

2.       The Board’s plan is to make an initial purchase at the conclusion of the tender process;
         additional purchases may follow subject to budget approval. Pricing for all the items and
         installation awarded are to be held firm until August 31, 2012.




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3.       A mandatory site visit will be required at each school, see attached list of locations and
         designated starting time below. All bidders are to report to main office and will meet with the
         Project Coordinator at that time.

          The site visit will start at Westgate CVI, on Thursday, April 14, 2011 at 3:30 p.m. followed by
          Sir Winston Churchill and finally Hammarskjold High School. It will take a maximum of
          1 1/2hrs per school.

                                      PRELIMINARY SITE VISIT - ADDRESSES

                     Westgate CVI                                    Sir Winston Churchill CVI
                     707 James Street                                130 W. Churchill Drive
                     Thunder Bay, Ontario                            Thunder Bay, Ontario
                     P7E 2V9                                         P7C 1V5

                     Hammarskjöld High School
                     80 S. Clarkson Ave
                     Thunder Bay, Ontario
                     P7B 4W8

4.        Pricing is to be provided and submitted on the attached Cost Summary Sheets
          (Part A - Equipment & Part B – Installation) and entered in the designated columns
          provided. Any additional charges not outlined on the Cost Summary Sheets must be
          clearly defined in the bidder’s submission.

5.        Prices are to be quoted in the specified unit of measure. In the event of any discrepancy
          between the unit price and extension, the unit price shall govern.

6.        In order to establish a basis of quality, the equipment required has been specified by product
          name and manufacturer. It is not the intent of these specifications, unless otherwise noted, to
          exclude other brands or materials of equal value. Any equivalents will be considered provided
          they meet all requirements of the specifications as they are listed.

          Should the bidder propose to furnish equivalents other than those specified, such a
          submission must be accompanied with a complete description of the product including
          manufacturer, brand name, technical data, specification sheets/drawings and any advantages
          that could be realized by what is bid. Any variations must be stated and referenced.

          Supporting documentation (i.e. brochures) must be included with your bid as offer of proof and
          verification that the equivalent is equal or superior to, all aspects including performance to that
          which is specified as a standard of acceptance.

          The Board reserves the right to be the sole judge whether any equivalent is acceptable in
          replacement of the equipment specified to be quoted.

7.        If the bidder does not indicate that the LCD Projectors & Screens they are proposing to furnish
          is other than specified, it will be construed to mean that the bidder proposes to furnish the
          exact items as described in the tender specifications.

8.        Bid responses should be based on information requested in this tender document. Bidders
          should refrain from submitting generic responses and unnecessary information that strays
          from the scope of this tender.


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9.        All projectors and screens shall be covered by manufacturer’s warranty which will be
          applicable from date of installation and any repairs during that time shall be at no cost to the
          Board. Warranty of equipment and labour is to be listed on the Information Summary Sheet.

10.       During the warranty period of any equipment supplied pursuant to this tender, repairs or
          services will be provided by the successful bidder at no cost to the Board, including no
          transportation, pickup or delivery charges.

11.       This contract is non-exclusive. The Board may, at its sole discretion, purchase the same or
          similar equipment from other sources, subject to budget, specifications and requirements.

12.       The attached Standard Terms and Conditions will form part of this tender.


D.        DELIVERY & WORK SCHEDULE

1.        Completion time is critical for this project. All LCD Projectors & Screens must be
          installed by Friday, June 17, 2011. The successful bidder shall maintain adequate staff,
          materials and equipment to complete the project on time as agreed upon with the Project
          Coordinator.
2.        All carriers must report to the Main Office at the school when working on-site. Deliveries
          to each school must be made between the hours of 8:00 a.m. and 3:00 p.m. on
          weekdays and approved by the Project Coordinator.

3.        Delivery of all equipment is to be FOB destination, freight prepaid. Multiple delivery
          points will be required. See attached list above of LDSB locations.

4.        Bidders are to include with their submission a tentative Delivery & Installation Schedule
          with their submission.

E.        INSTALLATION – SPECIFIC NOTES

1.        All installations must be done by certified installers and meet necessary current standards and
          codes. All accessories supplied are to be new and in excellent condition for the purpose it
          was acquired for and free from all defects with all workmanship guaranteed, left in working
          order to the satisfaction of the primary user.

2.        Work shall be executed in a skilful manner that satisfies all of the Board’s standards. Any work
          or material not detailed in the specifications, but are never the less necessary for carrying out
          the proper installation must be furnished.

3.        The successful bidder will be required to store all the equipment until installation is completed.
          Shipment of all materials, equipment and personnel to the designated sites must also be
          furnished by the successful bidder.

4.        The successful bidder will be responsible for using their own equipment and tools to perform
          the necessary installation.

5.        Bids must be inclusive of installation and commissioning of equipment, including any travel
          and related costs if applicable. No claim for extra work will be allowed unless authorized in
          writing by the Project Coordinator prior to commencement.


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6.        Cost to be quoted as regular hours. Overtime will not be permitted unless approved by Project
          Coordinator. This will allow the Board to forecast the cost if it is necessary to have multiple
          installation sessions. All projectors will be installed at scheduled times in rooms to be
          determined, as agreed upon with the Project Coordinator.

7.        In the event of incomplete work, the LDSB reserves the right to have any installation
          completed by other companies immediately, if the successful bidder cannot finish any
          specified job within the time requested.

F.        INSTALLATION STANDARDS

1.        Recognizing that there can be some variables that might influence the actual cost of
          installation, pricing is to be quoted as a basic installation for each LCD Projector, USB
          Sound System and Screens in Cost Summary Sheet B.

          Basic installation is defined as consisting of an interface box, short-throw projector,
          mounting arm, USB Sound System, screen and wall mount hardware. These are to be
          securely fastened to the wall in the locations identified during the mandatory site visit.
          The following points below detail the rest of what a basic installation must include.

2.        Installations must be neat and professional. All debris, dust and packaging will be removed
          from the site and disposed of by the bidder at no extra cost to LDSB at the end of each day.

3.        Vertical and horizontal cable runs must be completely enclosed in Panduit or equivalent
          raceway and securely fastened to the wall. Panduit must be flush at termination points,
          e.g. interface box or ceiling tile.

4.        Where cables enter a suspended ceiling, the T-Bar against the wall must be “snipped” so the
          cable enters flush to the wall and Panduit is also flush to the wall.

5.        Product documentation, disks, remote, or other auxiliary material are to be bagged and left on
          the teacher’s desk in each classroom.

6.        Any deviation from the above standards must be approved in writing by the Project
          Coordinator.

          Prior To Install

7.        The successful bidder will be provided with the names of each of the three high school
          principals. They are to arrange with and conduct another mandatory site visit with the school
          principal prior to the beginning of installations at each site. In conjunction with that site visit, a
          room description (see attached Project Information Installation Sheet) will be completed and
          signed off by the successful bidder and principal for each chosen room.

          Any cost variance from the “Basic Installation” charge requires that a written estimate be
          submitted to and approved by the Project Coordinator prior to commencement.

          During Install

8.        Invoices for each school will be submitted by the successful bidder following installation of all
          LCD Projectors & Screens required at that site. Each installation must be inspected and
          approved in writing (see attached Room Sign-Off Sheet) by the principal before payment will
          be authorized.
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          A weekly progress report must be submitted to the Project Co-ordinator indicating which
          schools are completed, in progress and updated schedule for remaining schools.

          Completion of Installs

9.        The successful bidder will submit a list of serial numbers of installed equipment by school and
          room on completion of the project to the Project Coordinator.

G.        TENDER EVALUATION

1.        The Board reserves the right to award this contract to one bidder, whose submission is
          determined to be in the best interest of LDSB by the most qualified bidder, determined
          by the Board at their discretion.

2.        Tenders will be evaluated according to the following criteria from information submitted on
          the Cost Summary Sheets and all other documents attached. Bidder’s submission should
          include all criteria listed in the evaluation below. Evaluations will be done by an appointed
          committee from LDSB. How a tender is evaluated against these criteria is pre-determined
          by the Board and is not subject to discussion or negotiation with any bidder.

          SCORING

          a) Pricing Evaluation (as per Cost Summary Sheet) – 40 POINTS
               Overall pricing to LDSB (equipment & installation)
               Lamp life expectancy and replacement bulb pricing

          b) Delivery and Ability to meet requirements – 25 POINTS
               Product availability, delivery lead times
               Delivery & Installation Schedule
               Suitability and quality of equipment bid

          c) Warranty & Service – 10 POINTS
               Warranty options (extended) and return/exchange policies
               Local service availability

          d) Company Operation & Qualifications – 25 POINTS
             (as per Information Summary Sheet & Appendix B - References)
               Staffing, years in business, company financial stability
               Past performance
               Experience and technical support for equipment involved
               Supplier expertise, capability and reliability to meet identified requirements
               References (Appendix B)

                TOTAL SCORING – 100 POINTS

3.        Public Opening – The LDSB will conduct a public opening of all bids submitted for this
          tender on Wednesday, May 4, 2011 at the Education Centre (2135 Sills St.), where at
          that time the names of all the bidders will be read and the totals of the Cost Summary
          Sheets A & B.



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              AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS


H.        AWARD OF CONTRACT

1.        The successful bidder will be issued a LDSB Purchase Order that binds the bidder to
          furnish and deliver the equipment and services at the prices quoted in accordance with
          the conditions of this tender.


I.         INVOICING & PAYMENT

1.        Each order must be invoiced separately and must clearly state the Purchase Order Number,
          date and shipped to location.

2.        All equipment delivered shall be to the full satisfaction of LDSB and are subject to the
          Buyer’s inspection and approval after a reasonable time of delivery. If specifications are
          not met, goods may be returned at bidder’s expense.

3.        To ensure prompt payment invoices are to be sent directly to the LAKEHEAD DISTRICT
          SCHOOL BOARD, ACCOUNTING DEPARTMENT, 2135 SILLS STREET, THUNDER BAY,
          ON P7E 5T2, not the school.

4.        Terms are net 30, unless otherwise agreed upon.

J.        COMPLIANCE

1.        The contract shall be governed by and interpreted in accordance with the laws of the
          Province of Ontario.

2.        The successful bidder shall comply with all relevant Federal, Provincial and Municipal
          statues, regulations and by-laws and acts pertaining to the performance of this contract
          and in every activity connected including, products and transportation/delivery methods.


K.        SUBCONTRACTING

1.        Subcontracting of any portion of the described work must be included with the bidder’s
          submission. The request should include reason(s) for subcontracting and all necessary
          information regarding the subcontractor (i.e. experience, equipment, and contact
          information). Bidders shall not indicate “To Be Determined” or similar wording when
          listing subcontractors.

2.        Any work undertaken by approved subcontractors will still be the responsibility of the
          successful bidder. The Board reserves the right to reject a proposed subcontractor for
          reasonable cause.




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                         AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS


                                                 PART A – COST SUMMARY SHEET – EQUIPMENT

                                                                                                        Equivalent
                                                                        Equivalent
             Description                                Qty                                            Manufacturer                   Unit Price        Total Price
                                                                        Description
                                                                                                          Part #
NEC NP-M300WS
Short-Throw Digital Projector                            30                                                                         $               $
(or equivalent)
- 3000 Lumens normal
- Eco 75% of normal mode
- WXGA 1280 x 800
- 4000 hours lamp
- Built in 10W speaker
- Auto power ON via RGB
  (15 pin) input

- Comprehensive input/output
  panel
Short-Throw Wall Mounts
                                                         30                                                                         $               $
(for above)
Adaptor Plate – Gypsum
                                                         30                                                                         $               $
Wall Board

Spare Bulb
                                                          1                                                                         $               $
(for projector above)

DA-LITE# 36461 MODEL B
Manual Wall or Ceiling Screen                            30                                                                         $               $
16:10 Wide Format

Wall Mount Hardware
                                                         30                                                                         $               $
for above (concrete block)


                                                                                                                                                HST $



                                                                                                                  TOTAL UNIT PRICING $




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     March 28, 2011

                                                  LAKEHEAD DISTRICT SCHOOL BOARD
                    AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS


                              PART B – COST SUMMARY SHEET – INSTALLATION

                                                                   Hours Required
                Installed Items                                        (Basic                         Price per Hour                       Total Price
                                                                    Installation)

NEC NP-M300WS Short-Throw
Digital Projector (or equivalent)
with:
- Short-Throw Wall Mount
                                                                                                     $                                $
- 1 VGA w/Audio
- 1 Video w/Audio Interface Plate
- 15’ VGA/Audio/Triple RCA
   Interconnect Cables

SMART (SBA-NA)
                                                                                                     $                                $
USB Sound System Installation

DA-LITE 36461 Model B Manual
                                                                                                     $                                $
Wall or Ceiling Screen Installation

                                                                                                                           HST $


                                                                           TOTAL INSTALLATION PRICE $




                         TOTAL TENDERED PRICE (INCLUDING PART A & B) $




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March 28, 2011

                                             LAKEHEAD DISTRICT SCHOOL BOARD
                    AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS



                                        PROJECT INSTALLATION INFORMATION SHEET
 
School: _________________________                                                                    Room # ____________

      1.           Wall Construction
                   a. Block
                   b. Brick
                   c. Drywall and Studs
                   d. Plaster
                   e. Other: _________________________________

      2.           Installed over a blackboard? __________________

      3.           Computer Location:
                   a. Teacher’s Desk
                   b. Beside Projector location
                   c. Other: _________________________________

      4.           Approximate Linear Distance (wall length) from Computer to projector location:
                   _______________

      5.           Computer Proximity to Network Drop (feet): ____________________

      6.           Projector Proximity to Power (feet): _______________________

      7.           Existing Audio System in room? __________________

      8.           If Yes to #7, indicate location of control box on diagram.

      Diagram: Please indicate door(s), location of Projector (P), location of computer (PC), closest
      power outlet to SB location (AC), network drop (N), and audio controls (A) if already present.




Approved By: (Principal) ____________________                                                  (Installer) _____________________


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March 28, 2011

                                             LAKEHEAD DISTRICT SCHOOL BOARD
                    AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS


                                                                   ROOM SIGN-OFF SHEET


 SCHOOL:

 ROOM NAME
                                 APPROVED                                     NOT APPROVED/COMMENTS                                        INITIAL
 & NUMBER




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March 28, 2011

                                             LAKEHEAD DISTRICT SCHOOL BOARD
                    AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS


                                                                      APPENDIX A

                                 DECLARATION OF CONFLICT OF INTEREST

   TDR# 2011-12DS – AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS




□           CONFLICT OF INTEREST (explain)




□           NO CONFLICT OF INTEREST                                                                  *      *      *      *



I declare that the information given is true to the best of my knowledge and belief.

Firm:                                                                                               Date:

Name:

Signed:




   Failure to declare Conflict of Interest may result in the exclusion of you and your
  company from providing services to the Board for an indeterminate period of time.




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March 28, 2011

                                             LAKEHEAD DISTRICT SCHOOL BOARD
                    AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS


                                                                       APPENDIX B
                                                                       REFERENCES
The bidder shall provide three (3) references from clients with whom the bidder is currently, or has
recently dealt with, providing a brief description of the services provided, with an emphasis on
experience similar in scope and nature to the Services described herein (Not including the
Lakehead District School Board). Bidders must obtain the client’s consent to be contacted by the
LDSB. The bidder will sign and date the References Form to indicate that consent has been
obtained.

Reference #1:
Company Name: ________________________________Contact Person: ___________________________

Address
(complete):______________________________________________________________________________

Phone: ____________________Fax: ______________________E-mail:________________________

Location & Description of Work:
_______________________________________________________________________________________
_______________________________________________________________________________________

Contract Dates: _____________________________________

Reference #2:

Company Name: __________________________________Contact Person: _________________________

Address
(complete):______________________________________________________________________________

Phone: ____________________Fax: ______________________E-mail:________________________

Location & Description of Work:
_______________________________________________________________________________________
_______________________________________________________________________________________

Contract Dates: _____________________________________

Reference #3:

Company Name: __________________________________Contact Person: _________________________

Address
(complete):______________________________________________________________________________

Phone: ____________________Fax: ______________________E-mail: ____________________________

Location & Description of Work:
_______________________________________________________________________________________
_______________________________________________________________________________________

Contract Dates: _____________________________________

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March 28, 2011

                                             LAKEHEAD DISTRICT SCHOOL BOARD
                    AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS



Pursuant to the Freedom of Information and Protection of Privacy Act, I ………………………….......,
authorize the LDSB to contact the person(s) or organizations listed above for the purposes of
obtaining reference information.



Bidder’s Signature: _____________________________________________


Date:                              ______________________________________________




G:\DS\Contracts\Contracts Misc\2011\Audio-Visual Equipment - LCD Projectors\Audio Visual Equipment - LCD Projectors & Screens Tender.doc   Page 18 of 33
March 28, 2011

                                             LAKEHEAD DISTRICT SCHOOL BOARD
                    AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS


                                                                        APPENDIX C

                                               ACKNOWLEDGEMENT OF ADDENDA

                                        TDR# 2011-12DS
                      AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS




I/We have received and allowed for Addenda numbered as follows:

_______________________________________________________________.




Firm Name: _____________________________________________________


Representative: ____________________________Position _______________




Signature: ________________________________ Dated __________________




 
** THIS FORM MUST BE INCLUDED WITH YOUR SUBMISSION, ACKNOWLEDGING 
ALL ADDENDA ISSUED. 




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March 28, 2011

                                             LAKEHEAD DISTRICT SCHOOL BOARD
                          AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS


     APPENDIX D - PROOF OF LIABILITY INSURANCE WILL BE ACCEPTED ON THIS FORM ONLY

                                          CERTIFICATE OF INSURANCE - GENERAL
                           This form must be completed and signed by your Agent, Broker or Insurer.
                                     All Insurers shown must be licensed to operate in Canada
               This is to certify that the Named Insured hereon is insured as described below:
Contract Number (if applicable):
Description of Contract:
Named Insured (Contractor):
Address of Named Insured:
Location and operations of the
                                      ALL OPERATIONS PERFORMED FOR LAKEHEAD DISTRICT SCHOOL
Named Insured for which certificate   BOARD
issued:
                          COMPANY AND                    DATE
                                                                                  LIMITS OF
        POLICY                 POLICY
                                               Effective        Expiration         LIABILITY
                              NUMBER

GENERAL LIABILITY                                                                                                                                Minimum
BODILY INJURY                                                                                                                                    Requirement -
PROPERTY DAMAGE                                                                                                                                  $3,000,000 inclusive


AUTOMOBILE                                                                                                                                       Minimum
LIABILITY BODILY                                                                                                                                 Requirement -
INJURY PROPERTY                                                                                                                                  $2,000,000 inclusive
DAMAGE
OTHER (Describe)




IMPORTANT: This Certificate confirms that the Policies listed above are in full force and effect and that these
Policies will not be cancelled without thirty (30) days prior written notice being given to the Lakehead District
School Board, and further that the General Liability Policy listed above includes all coverage outlined under 1, 2,
3, 4 and 5 below.

GENERAL LIABILITY COVERAGE INCLUDES:
1.             Completed operations.
2.             Non-owned Automobile Liability.
3.             Occurrence Property Damage.
4.             Broad Form Property Damage.
5.             This will confirm that the Lakehead District School Board has been added as additional insured on the
               above Certificate of Insurance, but only for liability arising out of the operations of the named insured.

Policy(ies) identified above shall apply as primary insurance and not excess to any other insurance available to
Lakehead District School Board

DATE ________________________________                                                _____________________________________________
                                                                                            Name of Insurance Company(ies) (not Brokers)

_____________________________________                                               ______________________________________________
Address of Insurance Company or Broker                                             Signature of Authorized Representative or Official of Broker

      G:\DS\Contracts\Contracts Misc\2011\Audio-Visual Equipment - LCD Projectors\Audio Visual Equipment - LCD Projectors & Screens Tender.doc            Page 20 of 33
      March 28, 2011

                                                   LAKEHEAD DISTRICT SCHOOL BOARD
                    AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS


                                                                       APPENDIX E 

                                          TAX COMPLIANCE DECLARATION FORM 
 
Respondents are advised that any contract with LDSB will require a declaration form from the 
successful respondent that the respondent’s provincial taxes are in good standing. 
 
In order to be considered for a contract award, the respondent must submit the following tax 
compliance status statement and the following consent to disclosure: 
 
DECLARATION 
 
I /WE hereby certify that    _______________________________________________________   
                                                  (Legal name of Respondent) 
at the time of submitting its Submission, is in full compliance with all tax statutes administered by 
the Ministry of Revenue for Ontario and that, in particular, all returns required to be filed under all 
provincial tax statutes have been filed and all taxes due and payable under those statutes have 
been paid or satisfactory arrangements for their payment have been made and maintained. 
 
CONSENT TO DISCLOSURE 
 
I/We consent to the Ministry of Revenue releasing the taxpayer information described in this 
Declaration to LDSB issuing the RFT as necessary for the purpose of verifying that I/we am/are in 
full compliance with all statutes administered by the Ministry of Revenue. 
 
Dated at                                         this               day of                 20_____  . 
 
 
An Authorized signing officer:   
 
Print Name:                        
 
Title:                             
 
Phone number:                                     Fax Number:                
           
E‐mail:               

 




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March 28, 2011

                                             LAKEHEAD DISTRICT SCHOOL BOARD
                    AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS


                                               STANDARD TERMS AND CONDITIONS 
                                                     FOR PROCUREMENT REQUESTS 
SCOPE: 
 
These  Standard  Terms  and  Conditions  for  Tenders,  Proposals  and  Contracts  form  a  part  of  each 
procurement  document  and  apply  in  like  force  for  the  purchase  of  materials,  supplies,  equipment  and 
services.  All procurement requests called for by Lakehead District School Board, also referred to as LDSB or 
Board, will bind bidders to the terms and conditions herein set forth.  
 
SUBMISSION OF BID: 
 
1. Bids  must  be  submitted  to  LDSB  in  accordance  with  the  instructions  provided  in  the  procurement 
   document.      Submissions  must  be  received  in  a  sealed  envelope  clearly  indicating  the  procurement 
   name, number, the bidder’s name and address and any other information that may be requested in the 
   procurement  document.  Submissions  or  amendments  received  by  fax,  e‐mail,  or  any  other  kind  of 
   electronic transmission will be rejected. 
 
2. Bids  must  be  submitted  in  accordance  with  the  requirements  set  out  in  the  procurement  document. 
   Submission  containing  any  changes,  whether  on  the  face  of  the  form  or  elsewhere  in  its  submission, 
   may be disqualified.   
 
3. Bid  submissions  must  be  in  English  only.  Submission  documents  received  by  LDSB  not  in  the  English 
   language will be disqualified. 
 
4. If applicable, the bidder will be required to sign a Tax Compliance Declaration Form as confirmation of 
   the bidder’s compliance with all tax statutes administered by the Ministry of Revenue for Ontario.  This 
   will serve as verification that the bidder’s provincial taxes are in good standing. 
 
5. The  bidder  will  be  required  to  sign  a  Declaration  of  Conflict  of  Interest  to  indicate  whether  there  is  a 
   perceived,  actual,  or  potential  conflict.    If,  at  the  sole  and  absolute  discretion  of  LDSB,  the  bidder  is 
   found to be in a conflict of interest, LDSB may disqualify the bid. Where LDSB discovers a bidder’s failure 
   to disclose an actual or potential conflict of interest, LDSB may disqualify the bidder or terminate any 
   contract award to that bidder pursuant to this procurement process. 
 
6. In  accordance  with  Ontario  regulations  regarding  the  Safe  Schools  Act,  LDSB  at  its  discretion,  may 
   request a Criminal Background Check for a service provider.  Failure to provide the documentation may 
   disqualify the bid. 
 
7. Any  bid  received  by  the  Purchasing  Department  later  than  the  time  and  date  specified  WILL  NOT  BE 
   CONSIDERED,  and  will  be  returned  only  at  the  Bidders  request  and  expense.  The  time  and  date 
   referenced in an LDSB procurement document will be EASTERN STANDARD TIME. 
 
 
 
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March 28, 2011

                                             LAKEHEAD DISTRICT SCHOOL BOARD
                    AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS


8. A  submission  that  includes  the  bidders  own  contract,  terms  and  conditions,  options,  variations,  or 
   contingent statements that are contrary to or inconsistent with the terms set out in the procurement 
   document,  may  be  disqualified.  If  a  submission  is  not  disqualified  despite  such  changes  or  qualifying 
   statements,  the  terms  and  conditions  of  the  procurement  document  will  prevail  over  any  requested 
   changes  and  will  be  confirmed  and  mutually  agreed  upon  by  both  parties  at  the  time  of  contract 
   acceptance.  
 
9. A  bidder  may  request  to  withdraw  or  amend  their  submission  prior  to  the  closing  date  and  time.  
   Requests  may  be  initiated  by  the  bidder  or  may  be  a  result  of  information  provided  by  addenda.  
   Amendments should clearly indicate what part of the submission it is applicable to or if the submission 
   is being replaced in its entirety. 
 
      Such  requests  must  be  made  in  writing  and  signed  by  an  authorized  representative  of  the  bidder’s 
      company,  to  the  LDSB  contact  person  referenced  in  the  procurement  document.    LDSB  is  under  no 
      obligation to return amended or withdrawn submissions.  LDSB will return unused samples and exhibits 
      at the supplier’s request and expense. 
 
10. Submissions will remain irrevocable in the form submitted by the bidder for a period of sixty (60) days 
    from  the  closing  date  and  time  of  the  procurement  process,  unless  otherwise  specified  in  the 
    procurement document. 
 
11. The  bidder  will  not  rely  upon  any  oral  or  written  information  or  representation  provided  to  them  by 
    anyone other than the LDSB contact person referenced in the procurement document, and any written 
    addenda to this document. Lobbying during the competitive procurement call or “black out period,” is 
    prohibited.  This includes any communications with anyone other than the LDSB contact from the time 
    of  issuance  of  procurement  document,  up  to  and  including  the  time  of  award.  All  correspondence  in 
    regard to the procurement document and specifications must be directed to the LDSB contact person. 
 
      The  bidder  is  required  to  promptly  examine  all  of  the  documents  and  report  any  errors, omissions  or 
      ambiguities, and direct questions or seek additional information in writing, on or before the deadline for 
      questions. 
 
      It is the responsibility of the bidder to seek clarification on any matter it considers to be unclear. LDSB 
      will not be responsible for any misunderstanding on the part of the bidder concerning the procurement 
      request or its process. 
 
12. Bidders  must  ensure  that  their  participation  in  LDSB’s  competitive  process  is  conducted  fairly  and 
    without collusion or fraud. 
 
13. Bid securities will be outlined in the procurement document if required, binding the bidder to fulfill the 
    obligations  of  the  procurement  process.    Bids  will  be  disqualified  for  failure  to  include  requested  bid 
    securities  that  may  include  a  bid,  performance,  labour  &  materials  payment,  maintenance  bond  or 
    letter of agreement to bond. If bidders elect to use cash or certified cheque as a bid deposit, the LDSB 
    will not pay interest on the deposit. 
G:\DS\Contracts\Contracts Misc\2011\Audio-Visual Equipment - LCD Projectors\Audio Visual Equipment - LCD Projectors & Screens Tender.doc   Page 23 of 33
March 28, 2011

                                             LAKEHEAD DISTRICT SCHOOL BOARD
                        AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS


                                              
    14. The  procurement  process  shall  be  governed  by  and  construed  in  accordance  with  the  laws  of  the 
        Province of Ontario and the federal laws of Canada applicable therein. 
     
    15. In  responding  to  a  Request  for  Proposal  whereby  LDSB  is  seeking  strategies  or  solutions  to  the 
        organization’s business needs, bidders must not submit alternative strategies or solutions unless more 
        than one is expressly requested in the procurement document.  In the event more than one solution is 
        requested, it must be treated as a separate bid and submitted in another sealed envelope following the 
        guidelines of the procurement document. 
     
    16. In order to establish a basis of quality, certain materials, processes, types of machinery and equipment 
        may  be  specified  either  by  description  of  process  or  by  designating  a  manufacturer  by  name  and 
        referring  to  a  brand  or  product  designation.    It  is  not  the  intent  of  these  specifications,  unless  noted 
        otherwise,  to  exclude  other  processes,  equipment,  or  materials  of  equal  value,  utility  or  merit,  which 
        are approved by LDSB.  
     
          For  purpose  of  the  procurement  process,  definitions  of  Equivalent  and  Alternate  Products  are  as 
          follows.  EQUIVALENT  PRODUCT  is  a  substitute  item  to  the  item  requested  that  is  not  identical,  but 
          equal  or  better  to  the  product  requested,  having  sufficient  common  specifications  to  be  capable  of 
          being used for the same purpose and achieving equivalent results.  ALTERNATE PRODUCT is a substitute 
          item that is does not fully meet the requirements of the requested product, but in the opinion of the 
          bidder, achieves the same results.  

          LDSB  reserves  the  right  to  inspect  or  test  any  substitute  offered  to  determine  equivalency  and  may 
          require demonstrator or sample items in order to be able to evaluate the substitutes proposed.  LDSB is 
          the sole judge as to whether substitute products are considered equivalent or acceptable and meet the 
          intent of the original mandatory requirement.  
 
          In  submitting  a  bid  on  an  item  other  than  as  specified,  the  bidder  must  include  with  the  submission 
          complete technical data and descriptive literature with respect to the substitute item proposed, unless 
          otherwise  stated  in  the  procurement  document.  FAILURE  TO  DO  SO  MAY  RENDER  THE  BID  INVALID.  
          Consideration  will  be  given  to  bids  submitted  on  substitute  items  to  the  extent  that  such  action  is 
          deemed to serve the best interests of LDSB. 
          If the bidder does not indicate that the item he proposes to furnish is other than as specified, it will be 
          construed  to  mean  that  the  bidder  proposes  to  furnish  the  exact  item  as  described  in  the  tender 
          specifications.  Items listed as NO SUBSTITUTE must be quoted as described. 
              
    17. Samples,  when  requested,  must  be  submitted  strictly  in  accordance  with  instructions  of  the  specific 
        procurement document; otherwise the bid may be disqualified. 
     
    18. Unless otherwise stated in the procurement document, the bidder will warrant that all goods, materials 
        and equipment supplied under the contract will be new and of the latest model, be good, merchantable 
        quality  and  conform  to  the  product  description  and/or  application  specified  in  the  procurement 
        document.   It shall be understood that all the equipment and parts which are usually provided in the 
        manufacturer’s stock model shall be furnished. 
     
    G:\DS\Contracts\Contracts Misc\2011\Audio-Visual Equipment - LCD Projectors\Audio Visual Equipment - LCD Projectors & Screens Tender.doc   Page 24 of 33
    March 28, 2011

                                                 LAKEHEAD DISTRICT SCHOOL BOARD
                    AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS


19. LDSB  reserves  the  right  to  reject  any  materials  that  differ  from  our  specifications  or  differ  from  the 
    approved samples submitted.  Any rejected materials will be returned at the supplier's expense. 
 
20. All submissions which are received by the stated closing time will be opened publicly. The disclosure of 
    information provided will be limited to the names of the bidders, and only if applicable, the total price. 
 
21. A Material Safety Data Sheet must accompany each shipment and goods must be labeled per WHMIS 
    regulations as applicable, or goods will be returned at the supplier's expense. 
 
22. All electrical and mechanical equipment must be CSA/ULC and/or Ontario Hydro approved.  
 
23. The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), R.S.O. 1990, c.M.36, as 
    amended,  applies  to  information  provided  to  LDSB  by  a  bidder.  The  confidentiality  of  information 
    supplied  by  bidders,  including  their  submissions,  will  be  maintained  by  LDSB,  except  as  otherwise 
    required by law or by order of a court or tribunal.   Bidders are advised that their submissions will, as 
    necessary, be disclosed on a confidential basis, to LDSB’s advisors retained for the purpose of evaluating 
    or participating in the evaluation of their submissions. 
 
      By submitting any Personal Information, bidders are agreeing to the use of such information as part of 
      the  evaluation  process,  for  any  audit  of  the  procurement  process  and  for  contract  management 
      purposes. Where the Personal Information relates to an individual assigned by the successful supplier to 
      provide  the  services,  such  information  may  be  used  by  LDSB  to  compare  the  qualifications  of  such 
      individual  with  any  proposed  substitute  or  replacement.  If  a  Bidder  has  any  questions  about  the 
      collection  and  use  of  Personal  Information  pursuant  to  the  procurement  request,  questions  are  to  be 
      submitted to the LDSB contact person identified in the procurement document. 
 
RIGHTS OF THE BOARD: 
 
24. LDSB reserves the right to: 
 
       a) make public the names of any or all bidders; 
            b)      request written clarification of the bidder’s submission; 
            c)      assess a bidder’s submission on the basis of: 
                       i.     a financial analysis 
                      ii.     information provided by references;  
                     iii.     the bidder’s past performance on previous contracts awarded by the LDSB;  
                     iv.      other relevant information that arises during the procurement process; 
                      v.      check references other than those provided by the bidder 
            d)      waive minor informalities and irregularities and accept submissions which, in the sole judgment 
                    of LDSB, substantially comply with the requirements of the procurement process; 
            e)      disqualify any bidder whose submission contains misrepresentations or any other inaccurate or 
                    misleading information; 
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March 28, 2011

                                             LAKEHEAD DISTRICT SCHOOL BOARD
                    AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS


              f)    make changes, including substantial changes, to the procurement requirements provided that 
                    those changes are issued by way of addenda; 
              g)    select any bidder other than the bidder whose submission reflects the lowest cost to LDSB or 
                    the highest score; 
              h)    award by item, or part thereof, groups of items, or parts thereof, or all items of the tender, or 
                    to reject any and all submissions in whole or in part. 
              i)    accept or reject submissions not properly completed; 
              j)    cancel the procurement process at any stage; 
              k)    issue a new request for the same or similar services where bids exceed the budget amount or 
                    negotiate the scope of work with the low bidder;  
            l) reject any or all submissions;  
             
        and these reserved rights are in addition to any other express rights or any other rights which may be 
        implied in the circumstances and LDSB shall not be liable for any expenses, costs, losses or any direct or 
        indirect damages incurred or suffered by any bidder or any third party resulting from LDSB exercising 
        any of its express or implied rights. 
     
        LDSB will not be liable for any costs, expenses, loss or damage incurred, sustained or suffered by any 
        bidder or any third party resulting from LDSB exercising any of its express or implied rights indicated in 
        these  terms  and  conditions,  or  for  reason  of  the  non‐acceptance  by  the  LDSB  of  any  bidder’s 
        submission, or by reason of any delay in its acceptance. 
           
25. LDSB reserves the right to not accept submissions from any bidder who has a claim or has instituted a 
    legal  proceeding  against  the  Board  whether  it  is  related  or  unrelated  to  the  subject  matter  of  the 
    procurement  document.    This  right  of  the  Board  applies  to  the  bidding  company  and  any  of  the 
    company’s subsidiaries or to any firm of which the principals of the company are associated. 
 

PRICING, PACKAGING AND DELIVERY: 
 
26. All prices quoted must be in Canadian funds and be ALL INCLUSIVE, including all applicable duties, excise 
    tax,  customs  clearance  charges,  fuel  surcharges,  and  any  other  additional  fees,  but  excluding  the 
    Harmonized  Sales  Tax  (HST).  The  HST  will  be  added  to  purchases  at  invoicing  as  applicable.  Bid 
    submissions that indicate extra charges will not be considered. 
 
27. All suppliers of the LDSB are required to indicate the Harmonized Sales Tax as a separate line item on 
    submissions and invoices. The supplier's Registered H.S.T. NUMBER must be indicated on all invoices. 
 
28. Prices  are  to  remain  firm  for  the  duration  of  the  contract  unless  otherwise  stated.    Prices  will  not  be 
    considered  firm  if  the  conditions  "subject  to  manufacturers"  or  "other  increases  beyond  our  control" 
    are indicated. 
 


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                                             LAKEHEAD DISTRICT SCHOOL BOARD
                    AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS


29. Prices  quoted  must  be  expressed  in  accordance  with  our  specified  unit  of  measure,  unless  otherwise 
    indicated. 
 
30. In the event of any discrepancy between the unit price and the extension, the unit price shall govern. 
 
31. Delivery  must  be  FOB  Destination,  Freight  Prepaid,  unless  otherwise  indicated  in  the  procurement 
    document. FOB Destination, Freight Prepaid is mutually understood to mean the Seller pays the freight 
    charges; bears the freight charges; owns the goods in transit; and files claims, if any, with the carrier.  
    FOB destination means items are to be delivered to any specified destination within the limits of LDSB. 
 
32. ALL DELIVERIES to LDSB MUST include the cost of OFFLOADING OF GOODS at the designated receiving 
    location within the building, unless otherwise indicated in the procurement document. 
 
33. Goods shall be securely and properly packed for shipment according to accepted standard commercial 
    practice,  without  extra  charge  for  packaging  material  or  containers.    The  containers  shall  remain  the 
    property of LDSB unless otherwise stated in the specifications of the procurement document. 
 

EVALUATION AND AWARDS: 
 
34. LDSB may assign a team to evaluate submissions, as required. 
 
35. LDSB will evaluate responsive and responsible submissions only.  Responsive meaning one which meets 
    all  mandatory  requirements  and  complies  with  the  provisions  of  the  procurement  document.  
    Responsible meaning one which can reasonably be expected to provide satisfactory performance of the 
    contract.  For the purpose of determining a responsive or responsible bid LDSB may take into account 
    any relevant information including but not limited to reputation, references, performance of previous 
    contracts, and sufficient financial resources. 
 
36. In compliance with the Agreement on Internal Trade (AIT), LDSB will refrain from any discrimination or 
    preferred treatment in awarding a contract to a supplier as a result of a competitive process. LDSB will 
    not give preferential treatment to any supplier(s) based on criteria such as company size or geographic 
    location  unless  explicitly  stated  in  the  competitive  documentation.    Any  preference  stated  in  the 
    competitive  document  must fall under the specific  circumstances identified in the  Ontario Ministry of 
    Finance Broader Public Sector Procurement Directive. 
 
37. LDSB  will  consider  environmentally  responsible  and  sustainable  products  and  services  as  part  of 
    evaluation criteria based on need, affordability and cost effectiveness to LDSB. The bidder is encouraged 
    to  provide  information  on  their  commitment  to  providing  environmentally  sustainable  products  and 
    services  that  support  global  awareness,  reducing  the  impact  on  the  environment  and  human  health. 
    Information may include, but not be limited to, the bidder’s vision, strategies, practices, products and 
    programs offered in making a positive difference to the environment. 
 
38. Bids  may  be  evaluated  based  on  weighted  criteria  contained  in  the  procurement  documents,  to 
    determine which one offers the best value and meets the objectives of the Board.   
 
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                                             LAKEHEAD DISTRICT SCHOOL BOARD
                    AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS


      Where evaluation of criteria is tied, the process to resolve may differ depending on the procurement 
      request. Resolution processes may include but not be limited to supplier presentations and 
      demonstrations, reference checks, or site visits to supplier location.  Bidders will be given the new 
      criteria that this second‐stage evaluation will be based on.  

39. Where  identical  low  price  bids  are  received  the  following  options  as  deemed  appropriate  by  the 
    Supervisor of Purchasing may be considered to break the tie:  prompt payment discount, best delivery, 
    environmental initiatives offered, or a coin toss facilitated by the Supervisor of Purchasing or designate.  
    In the event of a coin toss, the bidder whose submission is date stamped the earliest, will call the draw.  
    Bidders will be requested to sign a Tie Bid Declaration Form agreeing to abide by the result and waive 
    any legal rights they may have against the LDSB. 
 
40. Deviations from the bid request will constitute a bid irregularity.  Irregularities that do not comply with 
    the terms of  the procurement document and compromise the integrity of the bidding  process will be 
    considered major irregularities and will disqualify the submission. 
 
41. LDSB may negotiate with the successful bidder, minor changes or variations to the bid without recalling 
    the tender, if deemed to be in the best interest of the Board. 
 
42. A bidder must be prepared, if requested, to present evidence of experience, ability, service facilities and 
    financial  standing  necessary  to  satisfactorily  meet  the  requirements  set  forth  or  implied  in  the 
    procurement documents. 
 
43. All bidders will be notified in writing of the outcome of the procurement process after the award of the 
    contract. 
 
44. For procurements valued at $100,000 or greater, bidders who participated in the procurement process 
    may  request  a  debriefing.  All  requests  must  be  in  writing  to  the  LDSB  contact  in  the  procurement 
    document  or  the  LDSB  Supervisor  of  Purchasing,  and  must  be  made  within  sixty  (60)  days  of  award 
    notification. The intent of the debriefing information session is to provide a critique of the submission 
    discussing  its  strengths  and  weaknesses,  to  aid  the  bidder  in  presenting  a  better  submission  in 
    subsequent  procurement  opportunities.  LDSB  will  not  disclose  information  in  other  bidder’s 
    submissions or engage in comparing the contents of any submissions.  If a bidder makes such a request, 
    the Board will advise the bidder that a formal Freedom of Information request must be submitted. 
 
45. If a bidder has questions or wishes to voice a protest regarding the procurement process, their concern 
    must be documented in writing and submitted to the Supervisor of Purchasing.  The Supervisor will 
    review the concern and respond in writing to the bidder as appropriate within 20 working days.  The 
    response may be provided during a debriefing process.  Verbal follow up and communication may be 
    required to complete the response. 
     
    If a meeting is required, the Supervisor or designate will arrange the meeting at a mutually convenient 
    time.  LDSB reserves the right o seek legal counsel in the process.  If the bidder is not satisfied with the 
    response from the Supervisor of Purchasing, the issue will be referred to the Superintendent of 
    Business. 
 
    A record of all debriefings and meetings will be kept on file.
       

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                                             LAKEHEAD DISTRICT SCHOOL BOARD
                    AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS


CONTRACT: 
 
46. A LDSB Purchase Order or any other official acceptance of the offer in writing by LDSB shall constitute a 
    contract between the successful bidder and the Board. This contract shall bind the bidder on its part to 
    furnish and deliver goods or services at the prices quoted and in accordance with the conditions of the 
    procurement document, and LDSB on its part to take delivery of and pay for the good or services at the 
    contract price.  
 
47. It  is  mutually  agreed  and  understood  that  the  supplier  shall  not  assign,  transfer,  convey,  sublet  or 
    otherwise  dispose  of  his  contract  or  his  right,  title  or  interest  therein,  or  his  power  to  execute  such 
    contract,  to  any  other  person,  firm,  company  or  corporation  without  the  previous  written  consent  of 
    LDSB. 
 
48. Shipment  of  goods  or  commencement  of  work  shall  be  at  the  risk  of  the  bidder,  if  undertaken  in 
    advance of his receipt of a formally executed LDSB Purchase Order or other official contract.  
 
49. A  successful  bidder  failing  to  accept  a  contract  will  not  be  eligible  to  participate  in  future  LDSB 
    procurement requests for a time period as determined by the LDSB. 
 
50. LDSB reserves the right to terminate the contract without notice if service is deemed unsatisfactory by 
    LDSB or not in accordance with the terms and conditions or scope of work specified in the procurement 
    document; or if the company commits any act of bankruptcy, or if a receiver is appointed on account of 
    its insolvency. 
 
    This contract may be terminated at any time by written agreement of LDSB and the supplier OR by LDSB 
    on fifteen (15) days written notice.  Where, in the opinion of the Board, the supplier has failed to fulfill 
    all  or  part  of  the  terms  of  this  contract,  LDSB  shall  have  the  right  to  award  this  contract  to  another 
    bidder or to re‐issue the procurement document. 
 
    LDSB shall have the right to assess and collect from the bidder any damages and costs that are incurred 
    by the Board as a result of the bidder’s failure to perform. 
 
    In the event of termination, LDSB will not, by virtue of any of the above instances of termination, waive 
    any rights or remedies it may have in the contract or otherwise at law and LDSB shall not be responsible 
    to  the  supplier  for  any  losses,  costs  or  damages  of  any  nature  whatsoever.    LDSB  shall  only  be 
    responsible for the payment of goods received or services completed in connection with the contract up 
    to and including the effective date to any such termination.  
     
51. All CONTRACTORS must adhere to the following procedures when performing work on LDSB property.  
         a) Immediately upon arrival at the site, report to the Principal, Chief Custodian or designated Project 
            Coordinator  and  inform  them  of  the  reason  for  the  workers  being  in  the  building  or  on  the 
            grounds. 
         b) Report any potential safety concerns where students or staff is involved. 
         c) Ensure students are away from the immediate work site. 
         d) Do not operate any vehicle or equipment on the grounds during school recess. 


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                                             LAKEHEAD DISTRICT SCHOOL BOARD
                    AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS


         e) Report any irregularities such as, delay in materials, extended times for completion of work, etc., 
            to the Principal, Chief Custodian or designated Project Coordinator. 
         f)    Adhere to school policy for proper attire while on school property, that is, obscene t‐shirts are not 
               acceptable dress codes. 
         g) Avoid the use of profanity while on Board property. 
         h) SMOKING is prohibited on all Board property. 
       i) NO ADVERTISING on Board property. 
 
52. If  the  contractor  is  responsible  for  a  delay  in  the  progress  of  the  work,  the  contractor  will  without 
    additional cost to LDSB work such overtime, as deemed necessary, in the opinion of the LDSB Project 
    Coordinator to avoid delay in the final completion of the work or any operations thereof. 
 
53. Supplier  performance  will  be  evaluated  either  by  periodic  audits  during  the  contract  term  or  upon 
    completion  of  the  contract,  using  a  LDSB  Performance  Evaluation  Report.    Where  the  standard  is  not 
    being met, the Board will conduct an inspection and follow‐up with the supplier. 
 
54. LDSB  reserves  the  right  to  remove  any  supplier  for  unsatisfactory  performance  of  contract,  from 
    eligibility to submit proposals for a time period as determined by the LDSB.  
 
55. It  is  understood  and  agreed  that  the  supplier  shall  not  be  held  liable  for  any  losses  resulting  if  the 
    fulfillment of the terms of the contract shall be delayed or prevented by wars, acts of public enemies, 
    strikes, fires, floods, acts of God, or for any other cause not within the control of the supplier and which 
    by the exercise of reasonable diligence, the contractor is unable to prevent.  Should the performance of 
    any contract be delayed or prevented as herein set forth, the supplier agrees to give immediate written 
    notice and explanation of the cause and probable duration of any such delay. 
     
CONTRACT GUARANTEES: 
 
56. The supplier hereby covenants and agrees: 
         a) To  perform  the  contract  in  accordance  with  the  specifications  and  proposal  under  which  the 
            contract is awarded. 
         b) To  save  LDSB,  its  agents,  or  employees  harmless  from  liability  of  any  kind  for  the  use  of  any 
            composition, secret process, invention, article or appliance furnished or used in the performance 
            of the contract of which the contractor is not the patentee, assignee or licensee. 
         c) To  guarantee  that  the  good(s)  and/or  work  will  be  free  from  defects  in  design,  materials, 
            components, and workmanship for the periods set out below, or as otherwise stated, if greater 
            than  the  warranty  stated  below.    Any  such  defects  in  design,  materials,  components,  and 
            workmanship shall be corrected, repaired, or replaced by the supplier with new or replaced parts 
            free of any additional cost to the Board.  The warranty periods shall commence upon acceptance 
            of the good(s) and/or work by LDSB. 
               Material:              Two (2) years. 
               Labour:                One (1) year 
                


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                                             LAKEHEAD DISTRICT SCHOOL BOARD
                    AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS


               Any materials, parts or components which have been replaced or which are used for replacement 
               due  to  defects  in  design,  material  or  workmanship  under  the  initial  warranty  period  shall  be 
               warranted for one (1) year from the date of LDSB's acceptance of the replacement or repair, or 
               shall take in the remainder of the original applicable warranty period, whichever period is greater. 
         d) To furnish adequate protection from damage for all work and to repair damage of any kind, for 
            which he or his workmen are responsible, to the premises or equipment, to his own work or the 
            work of other contractors. 
         e) To pay for all permits, licenses and fees, and to give all notices and comply with all by‐laws and 
            regulations of LDSB. 
         f)    To  carry  such  insurance  as  may  be  required  by  LDSB,  and  to  furnish  satisfactory  proof  thereof 
               when required by the Board. 
 
57. The  Supplier,  for  itself,  its  heirs,  executors,  administrators,  and  its  authorized  successors  and  assigns, 
    shall indemnify and hold harmless LDSB, the Purchaser, their trustees, agents, employees and servants 
    their successors and assigns, from any and all matter of damage or injury, claims, suits, costs, expenses 
    or damages, whether direct or indirect, compensatory or otherwise, arising directly or indirectly out of 
    the  performance  or  purported  performance  of  the  contract  or  the  supply  of  any  goods  and  services 
    under the contract, including but without limiting the generality of the foregoing, loss or damage to any 
    property  whether  owned  by  the  Purchaser  or  by  others,  injury  or  death  to  any  person,  alleged  and 
    actual breaches or infringements of any intellectual property rights, and damage to the environment. 
   
DEFECTIVE/INFERIOR GOODS AND SERVICES: 
 
58. LDSB reserves the right to accept or reject inferior goods or services.  In the event delivered goods are 
    deemed to be defective or inferior by LDSB, the following steps may be taken at the sole discretion of 
    the Board: 
         a) Request the supplier retrieve the goods at its own expense within ten (10) days after notification 
            unless public health and safety require immediate disposal of such rejected goods in which case 
            LDSB may take such actions as it deems necessary.  Rejected goods left longer than ten (10) days 
            will be considered as abandoned and LDSB shall have the right to dispose of the goods as its own 
            property. 
         b) Charge  the  supplier  for  any  shipping  and  removal  costs  incurred  by  LDSB  as  a  result  of 
            abandonment of goods. 
         c) Use or consume the goods and discount the price accordingly. 
         d) Return the goods to the vendor for 100% refund of purchase price without penalty of re‐stocking 
            charges. 
         e) Request replacement of goods at no charge. 
    Under no circumstances will LDSB be responsible for return or disposal of defective or inferior goods. 
       
PAYMENT: 
 
59. In the absence of a prompt payment discount, standard payment terms of Net 30 days shall apply. 
 


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60.    Discounts for prompt payment will be calculated from the date LDSB receives the invoice, or the date 
        the goods/services are found to be acceptable by the Board, or the date when a discrepancy on an 
        invoice is adjusted to LDSB's satisfaction, whichever is the later date.  LDSB will consider the date of 
        the Board's cheque to be the payment date, and when that date is within the prompt payment terms, 
        LDSB's obligation to meet the prompt payment terms is fulfilled. 
 
61.     All invoices submitted must include the purchase order number, work order and/or account numbers 
        for  each  item.  Where  required,  copies  of  all  supporting  packing  slips  and/or  invoices  bearing  the 
        signature of authorized LDSB staff must accompany the applicable invoices submitted for payment. 
 
        Invoices are to be sent directly to LDSB, ACCOUNTING DEPARTMENT, 2135 Sills Street, Thunder Bay, 
        ON  P7E 5T2. 
 
        If an invoice is received without all relevant data for processing, it may be returned to the supplier.  
        Payment terms will come into effect upon receipt of a properly completed invoice.   
 
62.     Where there is a question of non‐performance, payment in whole or in part may be withheld.  In the   
         event cash discount is involved, the withholding of payment as provided herein will not deprive LDSB 
         from taking the discount. 
     
63.     All charges against a supplier shall be deducted from current obligations that are due or may become 
        due.  In the event that collection is not made in this manner the supplier will pay LDSB, on demand, 
        the amount of such charges. 
 

OCCUPATIONAL HEALTH AND SAFETY: 
 
64.     THE  SUPPLIER  WILL  BE  RESPONSIBLE  TO  TAKE  ALL  NECESSARY  STEPS  TO  PROTECT  PERSONNEL 
        (WORKERS,  VISITORS,  GENERAL  PUBLIC,  ETC.)  AND  PROPERTY,  FROM  ANY  HARM  DURING  THE 
        COURSE OF THE CONTRACT. 
 
        All  work  procedures  and  equipment  will  be  in  accordance  with  LDSB  policies  and  procedures,  and 
        legislated standards. 
           
        Only competent personnel will be permitted on site.  The Supplier will determine who is competent, 
        and  will  cause  to  remove  from  the  site  any  persons  not  observing  or  complying  with  safety 
        requirements. 
           
        The  supplier  shall  supply  competent  personnel  to  implement  their  safety  program  and  ensure  that 
        LDSB's standards, and those of the OHSA, are being complied with. 
         
        LDSB  may  monitor  daily  to  ensure  that  safety  requirements  are  met,  and  that  safety  records  are 
        properly  kept  and  maintained.    Initial  disregard  for  safety  standards  will  cause  the  contract  to  be 
        reviewed and a written record of the review will become part of the contract documents.  A second 
        infraction can lead to loss of contract. 
        The  supplier  will  report  to  LDSB,  and  jurisdictional  authorities,  any  accident  or  incident  involving 
        supplier, LDSB or public personnel and/or property, arising from the supplier’s execution of the work. 
         
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March 28, 2011

                                             LAKEHEAD DISTRICT SCHOOL BOARD
                    AUDIO VISUAL EQUIPMENT – LCD PROJECTORS & SCREENS – TENDER# 2011-12DS


         The supplier will include all provisions of this contract in any agreement with subcontractors, and hold 
         all subcontractors equally responsible for safe work performance. 
          
         If the supplier is responsible for a delay in the progress of the work due to an infraction of legislated 
         or the LDSB health and safety requirements, the supplier will,  without additional cost to the Board, 
         work such overtime, as deemed necessary, in the opinion of LDSB's representative to avoid delay in 
         the final completion of the work or any operations thereof. 
             
         PRIOR  TO  PROGRESS  OR  FINAL  PAYMENT  ON  A  CONTRACT,  THE  SUPPLIER  MUST  PROVIDE  A 
         WORKPLACE SAFETY AND INSURANCE BOARD (WSIB) CERTIFICATE OF CLEARANCE 
 
ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES 
 
64.  The  Bidder  shall  comply  with  the  provisions  of  the  Accessibility  for  Ontarians  with  Disabilities  Act, 
     2005, and the Regulations there under with regard to the provision of its goods or services to persons 
     with  disabilities.  The  Bidder  acknowledges  that  pursuant  to  the  Accessibility  for  Ontarians  with 
     Disabilities Act, 2005, LDSB must, in deciding to purchase goods or services through its procurement 
     process, consider the accessibility for persons with disabilities to such goods or services.   
         Prior to the commencement of any work, the successful contractor/consultant, shall furnish evidence 
         of  compliance  with  the  Accessibility  for  Customer  Service  Regulation  429/07  Section  6;  Training  for 
         staff. 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Submission of a bid constitutes acknowledgement that the bidder has read and unless otherwise stated in 
the bidder’s submission understands and agrees to be bound by the terms and conditions in this Request for 
Tender and will execute a contract if the bidder is selected for an award of contract.



Submitted by (print name & title):__________________________________________________ 
 
 
Signed:_________________________________            Date____________________________ 



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March 28, 2011

                                             LAKEHEAD DISTRICT SCHOOL BOARD

				
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