T E N D E R Supply and Delivery Of Chromebase All-in-One Computers Closing Date: Tuesday, March 13, 2018 Closing Time: 2:00:00 P.M., local time Closing Location: Cape Breton-Victoria Regional School Board Purchasing Department 999 Gabarus Highway Prime Brook, NS B1L 1E5 Contact: Kevin Moules, Purchasing Agent Tel: (902)-562-6025 Fax: (902)-539-9195
TENDER INSTRUCTIONS - GENERAL The Cape Breton-Victoria Regional School Board (CB-VRSB) is issuing a Tender for the Supply and Delivery of Chromebase All-in-One Computers. 1. Tender form(s) must be completed, signed, dated, and placed in a sealed envelope. 2. Tenders must be clearly marked: Supply and Delivery Chromebase All-in-One Computers 3. Tenders to be signed only by authorized personnel. 4. Tenders must be received no later than: 2:00:00 P.M., local time Tuesday, March 13, 2018 at the office of: Cape Breton-Victoria Regional School Board Attention: Kevin Moules, Purchasing Agent 999 Gabarus Highway Prime Brook, NS B1L 1E5 Bids submitted and received after the stipulated time shall be returned to the bidder unopened. 5. In the event that the Cape Breton-Victoria Regional School Board Regional Office at 999 Gabarus Highway, Prime Brook, NS, specifically is itself closed due to inclement weather or any other reason on the date and at the time of closing, the Closing Date and Time will be extended one (1) business day. Proponents should note that closure of Schools does not necessarily mean the closure of the Board s Purchasing Department Office. 6. Any questions pertaining to the Tender documents are to be directed to: Kevin Moules, Purchasing Agent, Phone: 902-562-6025 and/or Fax: 902-539-9195 and will be addressed in the form of an addendum to all bidders. Any addenda issued will form part of the contract documents. Deadline for all questions / inquiries must be made no later than: 12:00 P.M., Wednesday, March 7, 2018 2
7. It is the bidder s responsibility to ensure Tenders are received at the address specified by the closing deadline. 8. The bidder may change a previously tendered response by withdrawal, amendment, or submission of a replacement document, if done prior to the Tender closing date and time. This information or request should be submitted, in writing, on company letterhead or equivalent and contain the signature of the individual submitting the original Tender submission. Bidders shall note that price adjustments by fax are acceptable. It is the Bidder s responsibility to ensure the fax price adjustment is received before closing. (Fax price adjustment to Mr. Kevin Moules fax (902) 539-9195.) HST is not to be included in any price adjustment. 9. Late Tenders will not be considered. 10. Faxed or electronic Tenders will not be considered. 11. Lowest or any Tender not necessarily accepted. 12. The Cape Breton-Victoria Regional School Board reserves the right to accept or reject any or all Tenders, not necessarily accept the lowest Tender, or to accept any Tender which it may consider to be in its best interest. The Cape Breton- Victoria Regional School Board also reserves the right to waive formality, informality, or technicality in any tender. TENDERING PROVISIONS 1. Read and be familiar with all aspects of the work as described in the tendering packages consisting of Instructions, Specifications, General Requirements, Summary of Work, Forms of Tender, Drawings (if applicable), and any Addenda issued prior to Tender close. 2. Before close of Tenders, notify the Owner of any omissions, contradictions, or conflicts in the Tender documents that would prevent this from being a completed project. 3. Provide stipulated unit pricing as required on the Form of Tender. 4. Individuals wishing to submit a response to this Tender shall submit, in accordance with the terms set out herein, a Tender Submission Form in the format provided herein which should include the following: 3
a. Prices submitted are to be exclusive of all taxes. HST shall be extra. b. Tender Submission Forms are to be signed and dated by an authorized signing officer of the company submitting the Tender. c. Tender prices are irrevocable for thirty (30) days from the Tender Closing Date (as defined within this document). d. All Tender prices must be freight prepaid, FOB destination, and include unloading. e. All Tender prices are to be in Canadian Funds. f. Any costs incurred by bidders in submitting a response to this Tender are the sole responsibility of the bidder. This includes any courier charges for delivery of any Tender documents to the Purchasing Office of the CB-VRSB. 5. An improperly executed Tender Form is sufficient cause for rejection of the bid. SCOPE OF WORK 1. Supply and delivery of: a. Fifty-three (53) New Chromebase All-in-One Computers with Touch Screen and Keyboard. Must meet or exceed specifications equivalent to: Acer Chromebase 24 CA241 Part# DQ.Z0DAA.001 Screen Size: 23.8 Inch Touch Screen Display Intel Celeron 3215U Processor: Speed 1.7 GHz RAM: 4gb Internal Storage: 16GB Resolution: 1920-1080 HDMI out 4
b. Two hundred and ninety-four (294) New Chromebase All-in-one Computers with Non-Touch Screen and Keyboard. Must meet or exceed specifications equivalent to: Acer Chromebase 24 CA241 Part# DQ.Z0EAA.001 Screen Size: 23.8 Inch Intel Celeron 3215U Processor: Speed 1.7 GHz RAM: 4gb Internal Storage: 16GB Resolution: 1920-1080 HDMI out 2. Companies that are bidding on alternate products to that specified in Scope of Work 1 a and b above are to include with their Tender submission the full specifications of devices they are submitting their Tender bid on. AWARDS 1. Submitted Tenders shall remain valid for a period of thirty (30) days from the day of close of Tenders. 2. Bids will be evaluated on the Total as listed on the Form of Tender. 3. The CB-VRSB is not obligated to accept the lowest Tender and reserves the right to reject any or all Tenders, or any portion thereof. The CB-VRSB all reserves the right to determine if an alternate product submission is an acceptable equivalent to the items specified in the Scope of Work. DELIVERY 1. All prices tendered are to be Freight Prepaid, FOB Destination. Cape Breton-Victoria Regional School Board 999 Gabarus Highway Prime Brook, NS, B1L 1E5 5
2. The intent is to have all items delivered and invoiced by March 31, 2018. SELECTION OF SUCCESSFUL BIDDER(S) 1. The successful Bidder(s) will be selected by CB-VRSB issuing a purchase order(s) and/or receiving official notification in writing. The parties respective obligations to provide the Supplies and to pay the Tender price shall only be triggered by the issuance of a purchase order by CB-VRSB. CONTRACT 1. Upon selection of the Successful Bidder(s), a CB-VRSB written notification and/or purchase order(s) issued by CB-VRSB shall form the Contract between the parties. RIGHT TO REJECT; FINANCIAL STABILITY; NON-COMPLIANCE 1. Failure to comply with any of the mandatory terms or conditions contained or referenced in the Invitation documents may result in the rejection of the bid. 2. All of the terms, conditions and/or specifications stated or referenced in the Invitation are assumed to be accepted by the Bidder and incorporated in the Bid. 3. Bidders may be required to demonstrate financial stability, authorization to provide the goods/services being acquired, and/or regulatory agency approval, licensing or registration as needed, or otherwise clarify Bidder s capability to satisfy the Invitation requirements. The Procurement Office reserves the right to reject Bids from any Bidder that it feels is incapable of providing the necessary labour, materials, equipment, financing or management resources to perform the work or supply the goods in a satisfactory and timely manner. 4. The Cape Breton-Victoria Regional School Board reserves the right to waive minor non-compliance where such non-compliance is not of a material nature in its sole and absolute discretion, or to accept or reject, in whole or in part, any or all Bids, with or without giving notice. Such minor non-compliance will be deemed substantial compliance and capable of acceptance. The Procurement Office will be the sole judge of whether a Bid is accepted or rejected. 6
CONFLICT OF INTEREST 1. The CB-VRSB reserves the right to disqualify any bidder that, in CB-VRSB s sole opinion, has an actual or potential conflict of interest or an unfair advantage. 2. Bidders are required to disclose any potential or perceived conflict of interest issues prior to the Tender Closing Date. CANCELLATION; NO AWARD 1. Issuing an Invitation implies no obligation on the Cape Breton-Victoria Regional School Board to accept any Bid, or a portion of any Bid submitted. The lowest or any Bid will not necessarily be accepted. 2. Invitations may be cancelled, in whole or in part, without penalty, when a) the price Bid exceeds the funds allocated for the purchase; b) there has been a substantial change in the requirements after the invitation has been issued; c) information has been received by the Cape Breton-Victoria Regional School Board after the Invitation has been issued that the Cape Breton-Victoria Regional School Board feels has substantially altered the procurement; or d) there was insufficient competition in order to provide the level of service, quality of goods or pricing required. 3. If no compliant Bids are received in response to an Invitation, the Cape Breton- Victoria Regional School Board reserves the right to enter into negotiations with one or more vendors in order to complete the procurement. 4. The Cape Breton-Victoria Regional School Board will be the sole judge of whether there is sufficient justification to cancel any invitation. 5. No action or liability will lie or reside against the Cape Breton-Victoria Regional School Board in its exercise of its rights under this section. ACCURACY OF THE INVITATION; RIGHT TO CLARIFY 1. While the Cape Breton-Victoria Regional School Board has tried to ensure accuracy in the Invitation, it is not guaranteed or warranted by the Cape Breton- Victoria Regional School Board to be accurate, nor is it necessarily comprehensive or exhaustive. 7
2. The Procurement Department will assume that all Bidders have resolved any questions they might have about the Invitation and have informed themselves as to existing conditions and limitations, site restrictions, etc. before submitting their Bids. 3. Nothing in the Invitation is intended to relieve Bidders from forming their own opinions and conclusions with respect to the matters addressed in the Invitation or its associated documents. 4. The Cape Breton-Victoria Regional School Board reserves the right, in its sole discretion, to clarify any Bid after closing by seeking further information from that Bidder, without becoming obligated to clarify or seek further information from any or all other Bidders. However, Bidders are cautioned that any clarifications sought will not be an opportunity either to correct errors or change their Bids in any substantive manner. SCHEDULING 1. Indicate on the Tender Forms the number of calendar days between Award issue and Expected Delivery Date. ** END OF TENDER INSTRUCTIONS ** 8
FORM OF TENDER Supply and Delivery Chromebase All-in-One Computers Issued: March 1, 2018 Fifty-three (53) New Chromebase Allin-One Computers with Touch Screen and Keyboard. Equivalent to: Acer Model #DQ.Z0DAA.001 Two hundred and ninety-four (294) New Chromebase All-in-One Computers with Non-Touch Screen and Keyboard. Equivalent to: Acer Model # DQ.Z0EAA.001 Unit Price Price Extension (Exclusive of HST) Total Expected Delivery Date Upon Award: (Date) The Tenderer acknowledges (if applicable) receipt of the following addenda: Addendum # Date No. of Pages Company Name: Address: City/Town: Postal Code: Telephone: Fax: Date: Authorized Signature: Please print signature: Note: The Bidder shall specify, on a separate sheet of paper, any items of work related to this job, but not mentioned in the specifications, which the Bidder is specifically excluding from his bid. 9
PROJECT NAME: PROJECT NUMBER: TENDER PRICE AMENDMENT FORM Amendment Number: Date: (To be completed and forwarded to Cape Breton-Victoria Regional School Board for Bid Price adjustments prior to bid closing time and date as requested in the instructions to Bidders and related Addenda). Lump-Sum Price Amendment Increase Bid by $ or Decrease Bid by $ Note: HST is not to be included in price amendment. Attachments Included: No Yes ( one) If Yes above, check and complete information regarding attachments: Revised Appendix A: dated No. of pages Other: Specify: dated No. of pages Submitted By: Company Name (Please print name as it appears on original tender envelope) Authorized Bidder s Name (Please print) Authorized Bidder s Signature 10