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Tender Nlesd–18–265

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C.E.O./Director of Education: Anthony Stack Chair: Goronwy Price ___________________________________________________________________________________ TENDER NLESD–18–265 The Newfoundland and Labrador English School District invites tenders for the following: SUPPLY AND DELIVERY OF LIBRARY BOOKS – ADMIRAL’S ACADEMY, CONCEPTION BAY SOUTH, NL CLOSING DATE: TUESDAY, SEPTEMBER 25, 2018 AT 2:30pm TENDER OPENING: TUESDAY, SEPTEMBER 25, 2018 AT 2:30pm DIRECT INQUIRIES TO: Jamie Whitten Email: [email protected] Tender documents MUST be obtained from either: www.pods.net (888-745-7914) OR www.bids.ca (800-397-0393) Tender Bids must be submitted in a sealed envelope, clearly marked with tender number and contents no later than the closing date & time listed above. Tender name & number must be clearly visible on any exterior packaging. Tenders must be addressed to: TENDER NLESD-18-265 NEWFOUNDLAND AND LABRADOR ENGLISH SCHOOL DISTRICT 95 Elizabeth Avenue St. John’s, NL A1B 1R6 NLESD-18-265 – SUPPLY AND DELIVERY OF LIBRARY BOOKS – ADMIRAL’S ACADEMY, CONCEPTION BAY 1 SOUTH, NL SECTION A - INSTRUCTIONS TO BIDDER GENERAL 1. All tenders bids will be publicly opened at the Newfoundland and Labrador English School District Head Office at the 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, the 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 Call. “Successful Bidder” will refer to the Bidder with which the District intends to enter into a contract with for the services described in this document, as determined by the District. 4. Any errors or oversights that are discovered in this document, 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 document. 5. Interpretations or explanations will not be considered part of the Tender document. 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 space provided in the Stipulated Price Contract, and if no addendum has 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 fax or email. Requests for change will be accepted up to one (1) hour prior to tender closing on the day of closing. The change must be received and time/date stamped at District Headquarters (address provided on cover page). The bidder must confirm with Purchasing Staff that their change has been received. 7. Any questions or clarifications concerning this tender (specifications) must be submitted no later than 48hrs (2 business days – weekends/holidays do not count) 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 time/date will not be considered. If only a portion of the Tender is received by the closing time, the Tender will be considered incomplete and will not be accepted. 10. Responsibility is on the Bidder to ensure the Tender Bid submitted is time/date stamped at District Headquarters (address provided on cover page. 11. Faxed tenders will NOT be accepted. 12. In order for a tender bid to be considered, it must be completed on this document (without any alterations or additions to its content) and enclosed in a sealed envelope addressed to NLESD-18-265 – SUPPLY AND DELIVERY OF LIBRARY BOOKS – ADMIRAL’S ACADEMY, CONCEPTION BAY 2 SOUTH, NL the District at the address shown above. The Tender bid must be received at the District Office, not later than the Tender closing time. 13. All bids and accompanying documentation submitted prior to the closing time are considered the property of the District. 14. Repercussions to the District, if any, arising from the awarding of this tender will result in the immediate cancellation of this tender. Liability for such an occurrence will be solely with the Bidder. 15. In certain circumstances or in particular instances, the District reserves the right to obtain materials/services from a vendor other than the Successful Bidder and/or on terms not governed by the provisions of the awarded contract. 16. Terms and conditions pertaining to the goods and/or services are set out under Section B – Scope & Specifications and will take precedence over any inconsistent or conflicting terms in Section A – Instructions To Bidder. 17. The Stipulated Price Contract must be signed by an authorized officer of the bidding contractor. The Bidder’s signature should be under Corporate Seal (if the Bidder is a company) or by an authorized person and under seal (if the Bidder is a partnership or individual). 18. All costs relating to the work or materials supplied or consumed by the Bidder in responding to this Invitation to Tender will be borne by the Bidder. The District will not be liable for any costs in the preparation or presentation of tenders. 19. Bids must remain open to acceptance and are irrevocable for a period of 60 days after the invitation closing date. 20. Tender bids must include all costs including all prime costs, allowances, permits, fees, royalties, custom duties, foreign exchange charges, transportation, travelling costs, delivery, postage, all overhead and profit, all coordination fees, insurance premiums, applicable taxes and all other charges or otherwise clearly entered in the designated location in the Stipulated Price Contract. 21. Type or legibly print the Bidder's full business name and address in the spaces provided. 22. Quantities contained in this tender are approximate only and are not firm commitments on the part of the District. 23. The District does not bind itself to accept the lowest or any tender bid. All bids must be in Canadian funds. 24. The District reserves the right to cancel the Tender at any time without any consequences to itself. 25. The financial value of a contract resulting from this procurement process will be publicly released as part of the award notification process. NLESD-18-265 – SUPPLY AND DELIVERY OF LIBRARY BOOKS – ADMIRAL’S ACADEMY, CONCEPTION BAY 3 SOUTH, NL CONFIDENTIALITY - Bid Submission Materials and ATIPPA 26. Rights to Pertinent Materials: All Bid Submission material submitted to the District in response to this Tender becomes the property of the District after the Closing Date/Time. The District reserves the right to retain copies of all proposals for historical records and documentation. These materials include, but are not limited to, all documents, attachments, responses, inquiries, and correspondences relating to this Tender; as well as all reports, charts, displays, schedules, exhibits and other documentation produced by the Bidders that are submitted as part of the Bid Submission. Such materials will be held in confidence and not shared with any third party unless subject to disclosure under the Access to Information and Protection of Privacy Act. 27. The District is not to be liable for any claims, costs, losses or damages experienced by the Proponent(s) as a result of the District’s release of information to another party pursuant to the provisions of the ATIPP Act or due to any other legal requirements. Proponents should familiarize themselves with the provisions of the ATIPP Act. 28. Confidentiality: Any materials (documents, diagrams, charts, etc.) received by the Bidder from the District, in relation to the scope of this project, are to be treated as “private” and “confidential” and no portion is to be disclosed to others. The Bidder must only use such information acquired in the performance of the services for the purposes specified in the scope of this project, and must not permit the use of this information for any other purposes. 29. At all times during the performance of the Services, the Bidder must abide by all applicable District’s security rules, policies, standards, guidelines and procedures. The Bidder should note that before any of its employees or assignees are given access to Confidential Information, each employee and assignees must agree to be bound by the term of this Tender and such rules, policies, standards, guidelines and procedures by its employees or agents. 30. The Bidder must keep confidential and not disclose to any other party the terms and conditions of the contract agreement, any amendment hereof, and any attachment or annexure hereof. 31. The obligations of confidentiality under this section will survive the rejection of the contract and or termination of the contract. 32. This procurement process is subject to the Access to Information and Protection of Privacy Act, 2015. 33. The bidder agrees that any specific information in its bid that may qualify for an exemption from disclosure under subsection 39(1) of the Access to Information and Protection of Privacy Act, 2015 has been identified. If no specific information has been identified it is assumed that, in the opinion of the bidder, there is no specific information that qualifies for an exemption under subsection 39(1) of the Access to Information and Protection of Privacy Act, 2015.
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