Tender for the Provision of Cisco Network Switches and Routers

Transcription

1 Tender for the Provision of Cisco Network Switches and Routers The Near North District School Board is upgrading its wired school based local area networks to an enterprise grade solution in all our school locations, and wishes to establish a vendor of record to purchase Network Switches and Routers manufactured by Cisco Networks ( Over the next three years the Near North District School Board intends to upgrade its wired infrastructure in all of our school locations. In this time frame we forecast the purchase of approximately 75 to 100 Cisco devices. We have an immediate requirement to purchase 9 units up front and anticipate the purchase of the remaining switches on a location by location basis over the next 3 years, as budget permits. The Near North District School Board invites qualified vendors to submit tenders for the above project. Documents may be downloaded from this site with the vendor having the sole responsibility to register their intention to bid as stated. Any difficulty downloading tender documents or for questions as to how to obtain tender documents contact the Purchasing Department, Near North District School Board, 963 Airport Road, North Bay, Ontario. Phone: (705) or (800) Complete proposal signed under seal, executed, and dated together submitted in sealed envelopes, clearly marked TENDER Cisco Network Switches and Routers will be received until 2:00:00 p.m., local time, Thursday, Feb 5th, 2015 at the address below. Purchasing Department Near North District School Board 963 Airport Road North Bay, On P1C 1A5 Phone: (705) / (800) Tender forms submitted at or after 2:00:01 p.m. on the date noted above will be returned to the Bidder unopened. Please Note: All tender submissions will be opened publicly, shortly after the time of closing, on the day of closing and at the office of the Near North District School Board, North Bay. The lowest or any proposal not necessarily accepted. Chair David Thompson Director Geof Botting Our mission is to educate learners to their fullest potential in preparation for life-long learning. Page i

2 Near North District School Board Tender for the Provision of Cisco Network Switches and Routers A copy of this document may be downloaded. This document may be viewed only at the Purchasing Department at the Near North District School Board, 963 Airport Road, North Bay, ON. or by contacting Charlotte Land, Supervisor of Purchasing at (705) (800) extension It is the sole responsibility of the interested vendor to forward by fax their intention to bid including their contact information on the following Registration Form to the Purchasing Department, Near North District School Board Office, North Bay, ON. No addenda or additional information will be forwarded to vendors/subtrades not registered. Only registered vendor s proposals will be considered. Our mission is to educate learners to their fullest potential in preparation for life-long learning. Page ii

3 REGISTRATION FORM Tender for the Provision of Cisco Network Switches and Routers If you intend to submit a proposal you must submit this registration form by fax. No addenda or further information will be available to bidders who have not registered. It is the sole responsibility of the bidder to register their intent in a timely fashion prior to last date for questions to be able to receive addenda. It is also the responsibility of the bidder to confirm receipt of this registration form by the Purchasing Department. Phone: (705) Ext or Ext Fax back to: Purchasing Department (705) Name of Vendor Street Address City Postal Code Representative or Contact Person Telephone fax address Our mission is to educate learners to their fullest potential in preparation for life-long learning. Page iii

4 TERM OF AGREEMENT.1 The term of this agreement will be for 1 year with the provision of extensions for one year each for a total of 5 years if mutually agreeable to both parties. GENERAL TERMS AND CONDITIONS.1 Any response submitted to this Tender is IRREVOCABLE for 120 days. The lowest or any response may not necessarily be accepted. The Board reserves the right to decline any or all tenders, in whole or in part, at any time prior to making an award, for any reason or no reason, without liability being incurred by the Board to any bidder. The Board may award each of the items to different bidders. The Board reserves the right to award the entire tender to one bidder..2 Installation not included. The Board will assume responsibility for installation services and all costs associated with the installation of this equipment..3 All costs associated with the preparation of the bidder s tender will be solely the responsibility of the bidder..4 The Board reserves the right to cancel the call for tender in whole or in part without making any award at its sole discretion, without any liability being incurred by the Board to any bidder for any expense, cost, loss or damage incurred or suffered by the bidder as a result of such withdrawal..5 All of the terms and conditions of this Tender and the Purchase Order of the Board are assumed to be accepted by the successful bidder and incorporated into its tender. If a successful bidder requires the Board to enter into a form of the bidder s sales agreement, then the same should be appended to its Response. Any conflict in the wording of the successful bidder s sales agreement and the wording of the terms and conditions of this Tender and the Board s Purchase Order shall be resolved in favour of the Board and the terms of conditions of this Tender and the Purchase Order of the Board shall be deemed to be incorporated into the successful bidder s sales agreement..6 Bidders must be recognized as a Cisco Authorized Partner or Reseller. All bidders agree to provide all such additional information as, and when, requested, at their own expense, provided no bidder in supplying any such information shall be allowed, in any way to change the pricing or other cost quotations originally submitted in its proposal or in any way materially alter or add to the solution originally proposed..7 Official Dealer: The Successful Bidder must be an official dealer for the items bid. The Board reserves the right to confirm with the manufacturer of the goods that the Bidder is an official dealer of all items bid. If the manufacturer advises that the Bidder is not an official dealer your submission may be rejected..8 Bidders are to indicate the warranty length of the product proposed. Bidders may propose a product with a 1 year manufacturer warranty and provide an additional 1 year extended warranty on the product (inclusive of all parts) if required to meet the NNDSB requirement Our mission is to educate learners to their fullest potential in preparation for life-long learning. Page 1

5 for a 2 year minimum warranty. Pricing for the additional 1 year warranty should be indicated in the space provided on the pricing form. The cost (if applicable) will be added to the unit cost of the proposed product in order to determine the total cost to supply and deliver a product to the NNDSB with a 2 year warranty..9 The Board reserves the right to terminate this agreement on a minimum of 30 days written notice if, in its opinion, the successful bidder fails to meet the terms and conditions of the agreement. Notwithstanding the termination of the agreement, the successful bidder shall remain responsible for its obligations under this agreement up to the date of termination. Notwithstanding the termination of this contract by the Board, the Board reserves the right to commence an action in a court of competent jurisdiction against the successful bidder for damages that result from the breach of the terms and conditions of the agreement, by the successful bidder..10 While Board has used considerable efforts to ensure an accurate representation of information in this Tender, the information contained herein is contained solely as a guideline for bidders. The information is not guaranteed or warranted to be accurate by the Board, nor is it necessarily comprehensive or exhaustive. Nothing in this Tender is intended to relieve bidders from forming their own opinions and conclusions in respect to the matters addressed in this Tender..11 Any Tender submitted which does not strictly comply with the provisions, procedures and requirements of this Tender, or is incomplete, ambiguous, or which contains errors, alterations, misleading information, omissions, or irregularities of any kind, may be rejected and disqualified at the discretion of the Board..12 Agreement to Abide by the Established Process: It is vital to the Board that the process leading to the acceptance of a Proposal and the conclusion of an agreement for the provision of goods or services be, and be seen to be, open and fair and that each of the Bidders be treated professionally and equally. No Bidder can be seen to be deriving, intentionally or otherwise, an advantage, information of benefit which is not available to all other Bidders or from any special or personal relationships or contacts, or contacts, or seeking or obtaining any advantage or information from any staff and representatives of the Board, whether authorized or not. The Bidder covenants and agrees to Abide by the Established Process, to inform its employees thereof and to ensure their compliance therewith..13 Dispute Resolution: the Board is committed to promoting fair and open competition among vendors for any purchased goods and/or services. In the event of any dispute or claim arising between the Board and the Bidder as to their respective rights and obligations under Contract, either party may give the other written notice of such dispute or claim. The notification of dispute or claim shall be made to the Purchasing Supervisor with ten (10) days of the dispute or cause of action arising. Our mission is to educate learners to their fullest potential in preparation for life-long learning. Page 2

6 The parties agree that they will first work together in good faith to resolve the matter internally by escalating it to higher levels of management. If the dispute or claim cannot be resolved through negotiation to the satisfaction of both parties, the parties may between themselves agree to submit the particular matter to arbitration in accordance the laws of Ontario. If no agreement is made for arbitration then either party may submit the dispute to such judicial tribunal as the circumstances may require..14 This Tender is being issued pursuant to the Near North District School Board s Policies and Procedures. In accordance with those Policies and Procedures, the successful bid must be submitted to the Purchasing Department for the consideration and approval of the appropriate departments Management. QUERIES/ADDENDA.1 Direct questions to the Near North District School Board, TEL. (705) or , Ext. #5025, FAX (705) , attention Charlotte Land. E mail inquiries will be accepted only with permission from Charlotte Land..2 Addenda may be issued during the period prior to closing. All addenda become part of the Documents..3 Verbal answers to inquiries and clarifications are only binding when confirmed in writing or by addenda..4 Clarification requests by bidders must be received not less than four (4) working days before date set for receipt of bids..5 Confirm the completeness of all addenda..6 Insert on the Proposal Form in the space provided the number and date of all addenda received..7 Should any questions raised by a proponent necessitate an addendum to this proposal, each of the firms who have registered their intention to bid will receive the addendum by facsimile transmission. ELECTRICAL SAFETY.1 All electrical equipment provided must conform to the standard of the E.S.A. (Electrical Safety Authority) as same may be amended from time to time, and electrical equipment must be Canadian Standard Association (C.S.A.) or E.S.A. approved and is in accordance with all other related local, provincial and federal ordinances. (U.L.).2 Appropriate symbol or seal shall be affixed to all electrical equipment supplied or used in the performance of the contract..3 If such marking is missing, the equipment will be removed at the successful bidder s expense and the purchaser will not accept nor pay for such until this condition is met. Our mission is to educate learners to their fullest potential in preparation for life-long learning. Page 3

7 The Near North District School Board invites qualified vendors to submit pricing for the provision of the following: QUANTITY DESCRIPTION BASE PRICE 1 MFG# WS C2960XR 48LPD I Cisco Catalyst 2960 XR 48 port GIGE 8 MFG# WS C2960X 48LPD L Cisco Catalyst 2960 X 48GIGE POE 370Watt 8 MFG# C2960X STACK= Cisco Catalyst 2960 X FLEX PLUS STACK 1 MFG# CAB STK E 3M= Cisco BLADESWITCH 3M Stack Cable 1 Year extended warranty on product (inclusive of all parts) Shipping To F.0.B. The Near North District School Board 963 Airport Road North Bay, On P1C 1A5 HST S & H TOTAL COST TOTAL CONDITIONS OF PRICING.1 Prices shall be in Canadian Funds, F.0.B. destinations..2 Prices bid must include all incidental costs and the bidder shall be deemed to be satisfied as to the full requirements of the bid..3 All prices quoted shall include applicable customs duty, excise tax, freight, insurance and all other charges of every kind attributable to the work..4 If the bidder intends to manufacture or fabricate any part of the work outside Canada, it shall arrange its shipping procedures so that its agent or representative in Canada is the importer of record for customs purposes. TERMS OF PAYMENT.5 Invoicing: Invoices are to be submitted c/o Accounting Department, Near North District School Board..6 The Board requires that all invoices provide the following detailed information: a separate figure for Harmonized Sales Tax; Purchase Order number..7 Taxes/Prices: HST: Where applicable, the Harmonized Sales Tax must be shown separately as extras in accordance with Canadian and Provincial Government regulations..8 Prices quoted must be for services exactly as specified and in Canadian Funds unless otherwise indicated..9 PAYMENT TERMS: The Board s payment terms are NET 45 days from date of receipt of invoice. Our mission is to educate learners to their fullest potential in preparation for life-long learning. Page 4

8 CLOSING DATE & TIME No tenders will be received after 2:00:00 p.m., local time, Thursday, February 5, 2015 ACKNOWLEDGEMENT FORM Number and date of addenda received. If none, state none By signing this page you have read and understand the requirements of this Tender. Each bid will be received with the understanding that acceptance, in writing, by the respondent of the offer to furnish all or any part of the commodities described therein shall constitute a contract between the respondent and the Board. This shall bind the respondent on your part to furnish and deliver the commodities at the prices given and in accordance with conditions of said accepted proposal. The Board shall on its part take delivery of and pay for the commodities at the contracted prices. Company: Complete Address with Postal Code: AUTHORIZED SIGNATURE Name (print) Title Telephone No.: Fax No E Mail Address: Date: Our mission is to educate learners to their fullest potential in preparation for life-long learning. Page 5