C.E.O./Director of Education: Anthony Stack Chair: Goronwy Price ___________________________________________________________________________________ TENDER NLESD-20-070 The Newfoundland & Labrador English School District invites tenders for the following: SUPPLY & DELIVERY - DESKTOP SHIELDS - STANDING OFFER CLOSING DATE: FRIDAY, JULY 31st, 2020 AT 2:30 PM (NST) TENDER OPENING: FRIDAY, JULY 31st, 2020 AT 2:30 PM (NST) DIRECT INQUIRIES IN WRITING TO: Mark Green [email protected] Tender document MUST be obtained from EITHER: www.pods.net (888-899-7637) or www.bidsalert.com (800-397-0393) Tender Bids MUST be submitted via email. The subject line of the email MUST clearly identify the tender number and must be submitted no later than the closing date & time listed above. Tenders MUST be submitted to [email protected] IMPORTANT CHANGES TO BIDDING PROCESS In order to adapt to the COVID-19 pandemic, the Newfoundland and Labrador English School District (NLESD) has made temporary changes to its tendering process. It is the responsibility of the Bidder to familiarize themselves with the following changes so that disqualification, due to incompliant bid submission, is avoided. • Tender Bids must be submitted via email to [email protected] no later than the closing date & time listed above. Tender number must be clearly entered in the subject line of the email. • The subject line of the email, containing the tender bid must clearly state NLESD-20- 070; otherwise the bid may be rejected. • Bids submitted by fax, mail, courier, drop off, or any other means of delivery other than by the email stated above will NOT be accepted. • If submitted correctly, the Bidder should receive an email stating “Received Bid for Tender NLESD-20-070” • Should the Bidder receive an email that states “Bid Submission is invalid or incomplete”, after submitting bid to [email protected], the onus is on the Bidder to confirm the subject line has been entered correctly and that all pertaining documents have been correctly attached, before resubmitting bid. • It is important to note that the NLESD Purchasing Department cannot access the [email protected] account before the tender closing date and time; therefore, all questions and concerns regarding the tender documents must be submitted, via email, to the Buyer listed on the cover page and Section B – Scope & Specifications, of the tender documents. • Due to the current COVID-19 situation, there will not be a Public Opening of this Tender; instead the opening of Bids will be done via Video Recording, by two (2) representatives of the Newfoundland and Labrador English School District, at the scheduled closing time. NLESD-20-070 - Supply & Delivery of Desktop Shields - Standing Offer 1 SECTION A - INSTRUCTIONS TO BIDDER GENERAL 1. This Open Call for Tenders is carried out in accordance with section 6(iv) of the Public Procurement Act. Due to the current COVID-19 situation, there will not be a Public Opening of this Tender; instead the opening of Bids will be done via Video Recording, by two (2) representatives of the Newfoundland and Labrador English School Board, at the scheduled closing time. 2. Tender Documents must be obtained through BIDS or PODS. Any change or modification to the Tender specifications will be made in writing only. Any verbal representation made by either the Bidder or the District will not be considered to be binding on either party. 3. For the purpose of this document, Newfoundland and Labrador English School District will be referred to as the “District”. “Bidder” will refer to any entity that intends to submit a bid for this Tender. “Successful Bidder” will refer to the Bidder with which the District intends to enter into a contract with for the services described in this Tender, as determined by the District, and “Contract” refers to the terms of the Tender applicable between the District and the Successful Bidder. 4. Any errors or oversights in this Tender, or any clarifications that may be required, are to be brought to the attention of the District. Bidders will not be given an advantage due to errors, omissions or ambiguities that may be present in this Tender. 5. Interpretations or explanations will not be considered part of the Tender Documents. Clarifications or changes will be issued in the form of an Addendum to all Bidders recorded as receiving Tender Documents by Bids and Pods. Bidders must insert the number of all Addenda to this Tender in the Bid Form and if no Addenda have been received, the word “none” should be inserted. If the space is left blank, all Addenda will be deemed to have been received. Bidders are cautioned that it is their responsibility to ensure that they receive all information relevant to this Tender. 6. To request a change to any submitted Tender bid, Bidders must complete the Bid Amendment Form located at the end of the Stipulated Price Contract and submit by email to [email protected]. Requests for change will be accepted up to one (1) hour prior to tender closing on the day of closing. The bidder must confirm with Purchasing Staff that their change has been received. 7. Any questions or clarifications concerning this Tender must be submitted no later than 48 hours (excluding weekends/holidays) by email prior to the Closing Date/Time. 8. The District will not be responsible for Bidders who fail to inform themselves regarding the scope and nature of the work. 9. Tender Bids received after the Closing Date/Time will not be considered. If only a portion of the Tender Bid is received by the Closing Date/Time, the Tender Bid will be considered incomplete and will not be accepted. 10. Bids submitted by fax, mail, courier, drop off, or any other means of delivery other than by the email stated above will NOT be accepted. NLESD-20-070 - Supply & Delivery of Desktop Shields - Standing Offer 2 11. All Bids and accompanying documentation are considered the property of the District. 12. The District reserves the right to obtain materials/services from a vendor other than the Successful Bidder in event of non-compliance with the terms of the Tender 13. Terms and conditions pertaining to the goods and/or services are set out under Section B - Scope and Specifications and will take precedence over any inconsistent or conflicting terms in Section A – Instructions To Bidder. 14. The Bid Form must be signed by an authorized officer of the Successful Bidder if the Bidder is a company or by an authorized person if the Bidder is a partnership or individual. 15. All costs incurred by the Bidder in responding to this Tender are the responsibility of the Bidder. The District is not liable for any costs in the preparation or presentation of Bids. 16. Bids must remain open for acceptance and are irrevocable for a period of 60 days after the Tender Closing Date. 17. Bids must include all costs including permits, fees, all overhead and profit, insurance premiums, applicable taxes and all other charges. 18. Bids must be in Canadian funds. 19. Bid amounts will remain unchanged for the full period of the Contract 20. The District reserves the right not to accept the lowest or any Bid. 21. The District reserves the right to cancel the Tender at any time without any consequences to itself. 22. The District may publically disclose the terms of the Bid. 23. The financial value of a contract resulting from this procurement process will be publicly released as part of the award notification process. CONFIDENTIALITY – BID SUBMISSION MATERIALS AND ATIPPA 24. All Bids and documents submitted to the District in response to this Tender becomes the property of the District and will be held in confidence unless subject to disclosure under the Access to Information and Protection of Privacy Act, 2015 (“ATIPPA”). 25. The District is not liable for any claims, costs, losses or damages by any Bidders as a result of the District’s release of information pursuant to ATIPPA. TENDER EVALUATION 26. The District reserves the right to reject any Bid that does not meet the Tender requirements as stipulated herein. All required documentation is to be included with the Bid. NLESD-20-070 - Supply & Delivery of Desktop Shields - Standing Offer 3 27. The District reserves the right to reject any Bids from Successful Bidders that have failed to fulfill their obligations under any prior contract with the District in the two year period prior to the closing date. 28. Bids containing qualifications or additional clauses to Section A - Instructions To Bidder will be rejected by the District. 29. Bids that are unsigned, improperly signed, illegible, obscure, contain arithmetical error, erasures, or irregularities of any kind, may be rejected by the District. 30. If a Bid fails in some way to comply with the specific requirements of the Tender, which in the sole discretion of the District is not material, the District may waive the irregularity and accept the Bid. 31. The District reserves the right to accept any part or all of a Bid. 32. This Tender will be evaluated using the Total Tendered Price in the Stipulated Price Contract located at the end of this document. In case of error in the Total Tendered Price calculation, Unit Price will govern. SUCCESSFUL BIDDER 33. The Successful Bidder may be required to demonstrate compliance with the terms, conditions, and specifications of the Tender. 34. The District reserves the right to withhold payment if it determines in its discretion that service requirements of this Tender are not being adhered to until rectified by the Successful Bidder to its satisfaction. 35. The Successful Bidder shall not assign or subcontract, in whole or part, the Contract or services without written consent of the District.