REQUEST FOR PROPOSAL WIDE AREA NETWORK … wan 2011.pdf · REQUEST FOR PROPOSAL WIDE AREA NETWORK...

REQUEST FOR PROPOSAL

WIDE AREA NETWORK (WAN) Circuits

Issued by: The Nipissing-Parry Sound Catholic District School Board On: Wednesday, May 11, 2011

RETURN DATE: 2:00 PM, local time

Thursday, June 2, 2011

Nipissing-Parry Sound Catholic District School Board

Wide Area Network (WAN) Circuits

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Table of Contents

SCOPE .......................................................................................................................................................... 2 INSTRUCTIONS TO BIDDERS ............................................................................................................... 4

QUESTIONS AND BID DOCUMENT CLARIFICATION ............................................................ 5

CONDITIOS OF GOODS ................................................................................................................. 5

SUB-CONTRACTING ...................................................................................................................... 5

ADDENDA ........................................................................................................................................ 6

GENERAL CONDITIONS 1.0 SUBMISSION OF PROPOSAL ........................................................................................................ 6

2.0 FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT ................................ 9

3.0 TERM OF CONTRACT .................................................................................................................... 9

4.0 TAXES/PRICES ................................................................................................................................ 9

5.0 INVOICING ...................................................................................................................................... 9

6.0 PAYMENT TERMS ..........................................................................................................................10

7.0 QUALITY ..........................................................................................................................................10

8.0 GUARANTEE ...................................................................................................................................10

9.0 LOCAL CONTENT ...........................................................................................................................10

10.0 EVALUATION CRITERIA ..............................................................................................................10

11.0 DELIVERY SCHEDULE ..................................................................................................................11

12.0 HEALTH, SAFETY REGULATIONS .............................................................................................11

13.0 COMMERCIAL LIABILITY INSURANCE ....................................................................................12

14.0 CRIMINAL BACKGROUND CHECK ............................................................................................12

15.0 ADMINISTRATION ORGANIZATION AND STAFFING ............................................................12

16.0 REFERENCES ..................................................................................................................................14

17.0 HUMAN RIGHTS AND CHILD LABOUR LAWS ........................................................................14

18.0 HUMAN DIGNITY ...........................................................................................................................14

19.0 RETURN DATE ................................................................................................................................14

APPENDIX A VENDOR BID SUBMISSION FORM ....................................................................15

APPENDIX B PRICING SHEETS ...................................................................................................18

APPENDIX C LOCATIONS ............................................................................................................20

APPENDIX D CURRENT NETWORK DIAGRAM .......................................................................21



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SCOPE Nipissing-Parry Sound Catholic District School Board (herein referred to as "the Board") seeks proposals for the purpose of selecting a successful bidder(s) for the supply of Wide-Area-Network (WAN) circuits to begin September 1, 2011.

Nipissing-Parry Sound Catholic District School Board is an Ontario English language Catholic school board serving the City of North Bay, Municipality of West Nipissing, Municipality of Powassan, Town of Mattawa and Callander.

The Board may award to this service more than one Service Provider if it is in the Board’s best interest. The scope of work includes WAN connectivity between the Board Office, school locations, and other program locations. An exact scope of work listing all pertinent details, including but not limited to, installation schedules, exact standards to be adhered to, as well as detailed drawings showing cabling and equipment locations will be provided to the Board by the Service Provider.

Project Overview: Nipissing-Parry Sound Catholic District School Board seeks proposals to establish with a Service Provider(s) the installation and provisioning of the Board’s WAN network for video and data services to the Board’s teaching locations. The Board seeks high availability high bandwidth service to support its current and future voice, video and data requirements. The proposed network must support Quality of Service (QoS). The network must have the ability to apply rate-limiting guarantees to specific packet types to ensure Quality of Service at the WAN link. The network must have the ability to support multiple QoS policies and prioritization queues across the link to reduce latency and packet loss, and guarantee throughput for voice, video and data.

The media for this network will be fibre optic based with Service Level Agreement (SLA) guarantees. In locations where this is not possible, the Board will examine other possibilities with Service Level Agreement (SLA) guarantees.

The service provider shall provide all fibre cabling, pathways, and spaces to accommodate the fibre (i.e. conduit) and Ethernet equipment necessary to connect the Board’s sites with switched 10/100/1000Mbps Ethernet connectivity. The service provider shall cover any one time costs for installation or disclose such costs in Appendix B. This includes but not limited to: installation of service, construction costs, labour.

The Board requests the following services for this proposal. The services shall consist of, but not limited to: -A private secure Layer 2 switched Ethernet connectivity at 1000Mbps to the Board Office at 1000 High Street, North Bay, Ontario, P1B 6S6.

-Internet connectivity at a minimum of 200Mbps. -A private secure Layer 2 switched Ethernet connectivity at 100Mbps to each elementary school. -A private secure Layer 2 switched Ethernet connectivity at 100Mbps to each other location the Board requires service. -Service shall be Full Duplex operation. -Local handoff shall be at a minimum 100Base-T, with preference being 1000Base-LX -Notification of any planned service outages shall be issued at least 3 days in advance. -Service Level Objectives shall be:

Network Availability: 99.9% per year.



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Packet Delivery Rate: 99.9% Network Latency: <100ms end-to-end round trip Mean Time to Repair: 4 hours (including local loop) Queuing within the provider equipment based on Layer 2 QoS settings set by the Board edge devices.

The Board maintains that the penalty for 72 hours of service disruption on any circuit will be the equivalent of the monthly fee for that circuit. Multiple service disruptions may result in the contract for that circuit being declared void by the Board and terminated without penalty to the Board.

The service provider is to describe in detail the service request and trouble handling procedures and guaranteed response times. The description is to include detail regarding what network monitoring and service are provided both during and outside of normal business operating hours. A list indicating addresses of the Board’s locations is included in Appendix C. The service provider must understand that the Board requires a flexible supplier and is to describe in detail their approach to identifying cost to supply services to new locations in the future, school relocations and school closures; refer to Appendix A, item #6. The service provider is to complete Appendices A and B indicating any installation/build costs and monthly fees for each location. The board desires to provide standard bandwidth as described above to all locations and endeavours to do so. However, it is recognized that at present some locations the desired bandwidth may not be available or may be cost prohibitive. For those locations, vendors may propose alternate bandwidth capacity and pricing. However the board will reserve the right to terminate contracts for those locations without penalty should the availability of higher bandwidth at similar costs become available either from the service provider that has the contract for the location, or from an alternate service provider.

Account Management The vendor will assign an Account Manager to the Board. The Account Manager will be the primary contact with the vendor for Board personnel. The Account Manager’s responsibilities will include: Scheduled meetings to review service, pricing and outstanding issues, Dispute resolution, Order expediting Liaison between Board staff and other Vendor personnel. The Account Manager should be named in the response to the RFP. The roles and identities of other key resource staff assigned to the Board should be included in the response to the RFP.

Partnership Opportunities Describe how you would work with the Nipissing-Parry Sound Catholic District School Board to assist us in developing the most efficient wide-area-network strategy. How will you work with the Nipissing-Parry Sound Catholic District School Board to resolve bandwidth issues at locations where fibre is not available or is presently cost-prohibitive to implement? What other value added opportunities do you propose?



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INSTRUCTIONS TO BIDDERS 1. Please read the general conditions of this bid request and all other documents carefully.

The following words are used throughout this request and bidders should note these conditions when completing their submission. The word “must” - Bidders “must” include the required information in the submission. Failure to include the required information will deem submission non-compliant and bid will be eliminated from further evaluation. The word “should” – Bidders “should” include the required information in the submission. Failure to include the required information could result in a loss of points, if information is required as part of evaluation criteria used in the award of this bid. The words “non compliant” - bids will be eliminated from further evaluation if the submission does not include the required information. The word “Board” refers to the Nipissing-Parry Sound Catholic District School Board (NPSCDSB).

2. A) Bids must be in a sealed envelope in a size suitable to hold all documents and must be received by the Purchasing Agent, at the address below not later than 2:00 PM (local time), Thursday, June 2, 2011. Bids received by electronic transmission (i.e. fax/e-mail) shall not be accepted. Bidders must provide signed copies of bid. Bid forms must be signed, in ink, dated, terms indicated as required, and returned with your prices.

B) Bids must be addressed to: Nipissing-Parry Sound Catholic District School Board

1000 High Street North Bay, Ontario P1B 6S6 Attention: Purchasing Agent

The bid name and your company name must BE CLEARLY shown on the outside of the envelope. Bids not properly identified, and not received in the appropriate area before the closing time specified in this Request for Proposal, will not be accepted.

C) It is the Bidder’s responsibility to ensure that a bid is delivered to the Purchasing Department before closing 2:00 PM (local time) Thursday, June 2, 2011. Bids received after the stated time, for any reason whatsoever, will be declared late.

Late bids will be returned unopened to a bidder, if you have a return address on the submission. D) A representative of the Nipissing-Parry Sound Catholic District School Board shall, subject to the bid being received prior to the time of closing, time and date stamp, and initial the bid. A bid received after



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the time and date of closing shall be rejected. Late bids will be returned unopened to the Bidder if you have a return address on the submission. E) The Purchasing Agent of the Nipissing-Parry Sound Catholic District School Board shall have sole discretion in determining whether a bid has been received on time.

3. QUESTIONS AND BID DOCUMENT CLARIFICATION

It shall be the responsibility of each bidder to be informed of all aspects of the technology required. Should any details necessary to a clear and comprehensive understanding be omitted, or any error appear in the proposal document, or should the bidder note facts or conditions which in any way conflict with the spirit of the proposal document, it shall be the responsibility of the bidder to obtain clarification before submitting their proposal. Communication concerning the terms and conditions of this bid request to any individual other than indicated will automatically render your submission non-compliant. All questions pertaining to this bid request must be submitted in writing. Questions will be received until 12:00 noon (local time) Friday, May 27, 2011. The Board reserves the right to distribute in writing a notice of the contents of any enquiry, concerns or question from any bidder, and their response to all other bidders. Should questions raised by a bidder necessitate addenda to this bid request each bidder will receive the addenda by fax or email. Only communications in writing will be binding upon the Board. Direct your questions by fax (705) 472-7918 to: Martin Matte, Network Administrator or email [email protected]. Questions will be answered by fax or email no later than the third business day prior to closing date.

4. CONDITION OF GOODS

Unless otherwise specified in these Proposal documents, materials and supplies must be new items (not refurbished, not remanufactured and not previously used), in good operating condition, fit for the purpose for which they are being acquired, and free from defects in workmanship and material. Any item which fails in any way to meet the specifications of the Proposal is subject to rejection or may be paid for on a negotiated adjusted price basis between the Board and the successful bidder(s). The decision of the Board pertaining to items being rejected shall be final.

5. SUB-CONTRACTING

Unless otherwise stated in this document, it is mutually agreed and understood that the successful bidder(s) will not assign, transfer, convey, sublet or otherwise dispose of the contract or the right, title or interest therein, or the bidder(s) power to execute such contract to any other person, firm, company or corporation without the previous written consent of the board.



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6. ADDENDA

Addenda must become an integral part of this document and must be allowed for, in arriving at the total bid price. Each bidder shall be responsible to verify that all addenda have been received before depositing their bid. The Board will not issue addenda after 12:00 noon (local time) on the third day of business prior to closing date, without providing an extension of time.

GENERAL CONDITIONS

1.0 SUBMISSION OF PROPOSAL 1.1 Proposals are invited for the Wide Area Network (WAN) Circuits, as specified in this proposal.

Interested bidders MUST SUBMIT A SIGNED ORIGINAL ON THE FORMS PROVIDED so that all bidders respond under the same conditions for ease of comparison and consistent contractual content. a) Each proposal shall be structured using the criteria identified in this Request for Proposal. When

submitting proposals vendors shall use the same numbering format as on this Proposal. Bidders’ submissions shall include page numbers for ease of reference.

b) Supplementary materials will not qualify as substitutes for direct responses to the proposal’s requirements.

c) The proposal may make reference to supplemental material if submitted; however, it must not be necessary to refer to the supplemental material to evaluate the response (except for specifically requested materials.)

d) The technical and costs sections of the proposal shall not make reference to supplemental material.

e) Supplemental material submitted will not have an effect on the independent evaluation process.

1.2 The bidder may withdraw the proposal at any time up to the official closing time by letter (delivered in accordance with the requirements of Instructions to Bidders Section 2D), bearing his/her signature and seal as it is in the submission. Withdrawal requests received after the closing date will not be permitted.

1.3 A bidder who has already submitted a proposal may submit addenda in writing and signed by the bidder

at any time up to the official closing time and delivered in accordance with the requirements of Instructions to Bidders Section 2D. The last submission shall supersede and invalidate all previous submissions by that bidder as it applies to this proposal.

1.4 All of the terms and conditions of this Request for Proposal, and the Purchase Order of the Board are

assumed to be accepted by the bidder and incorporated into its proposal. If a bidder wishes the Board to enter into a form of the bidder’s contract/sales/rentals/lease agreement, then the same should be appended to its response. The Board at its sole discretion shall have the right to determine whether the said form of contract shall be used as part of the formal contract document. Any conflict in the wording of the bidder’s contract/sales/rental/lease agreement and the wording of the terms and conditions of this Request for Proposal and the Board’s Purchase Order shall be resolved in favour of the Board and the



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terms and conditions of this Request for Proposal and the Purchase Order of the Board shall be deemed to be incorporated into the bidder’s contract/sales/rental/lease agreement.

1.5 All information asked, and all prices bid, must be shown on the proposal and become a part of this

proposal. 1.6 The issuance of this Request for Proposal shall not constitute any obligation on the part of the Board to

any firm or individual who submits a Proposal. 1.7 All costs associated with the preparation of the bidder’s proposal will be solely the responsibility of the

bidder. 1.8 The attached Vendor Bid Submission Form must be filled out in its entirety, signed and returned with

the proposal. 1.9 Any proposal submitted which does not strictly comply with the provisions, procedures and

requirements of this Request for Proposal, or is incomplete, ambiguous, or which contains errors, alterations, misleading information, omissions, or irregularities of any kind, shall be rejected and disqualified. All bidders agree to provide all such additional information as, and when, requested, at their own expense. 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.

1.10 Any proposal submitted in response to this Request for Proposal is IRREVOCABLE for 60 days. The

lowest or any proposal may not necessarily be accepted. The Board reserves the right to decline any or all proposals, 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.

1.11 The Board reserves the right to award the whole or any part of the Proposal to one or more suppliers. 1.12 Any material, equipment, service or work ordered, which in the opinion of the purchaser, does not

completely fulfill the specifications, must be removed and/or completed at the expense of the successful bidder and be replaced immediately with the material, equipment, services or work that fulfills the specifications or sample quality.

1.13 The bidder shall have satisfactorily fulfilled all relevant obligations as required under the terms and

conditions or any previous award in order to be considered as an acceptable bidder. 1.14 The laws of the Province of Ontario shall govern in any dispute occasioned through the performance or

non-performance and/or workmanship of this proposal. The bidder shall indemnify and save harmless the Board, it’s Officers and Employees from and against all claims relating to labour and/or material furnished as a result of this proposal.



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1.15 The Board reserves the right to cancel the Request for Proposal in whole or in part without making any award at their 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.

1.16 This Request for Proposal is being issued pursuant to the Purchasing Policies and Procedures and a

contract award shall only be made in accordance with those Purchasing Policies and Procedures.

1.17 The Board reserves the right to terminate this contract with 30 days written notice if, in its opinion, the successful bidder fails to meet the terms and conditions of the contract. Notwithstanding the termination of the contract, the successful bidder shall remain responsible for its obligations under this contact up to the date of termination. The Board reserves the right to commence an action in court of competent jurisdiction against the successful bidder for damages that result from the breach of the terms and conditions of the contract, by the successful bidder.

a. The Board shall have the right to retain and set off from any monies payable to the successful bidder under the contract the total outstanding amount from time to time for all damage claims by the Board or any third parties arising out of this contract which have not been resolved by the successful bidder or its insurer.

b. The Board reserves the right to withhold monies owing under a contract to the value of the

obligation to a maximum of the monies owing to the successful bidder for any indebtedness of the supplier that may impact on the Board.

c. The successful bidder shall be responsible for ensuring continuous delivery of the goods and

services in the event of a labour disruption by either, the successful bidder, the Board’s staff or third party interruptions.

d. In the event that the successful bidder becomes insolvent, and/or the successful bidder is unable

or unwilling to provide the contracted service for a period of more than 30 consecutive days during the period of the contract, the Board shall have the right to replace the successful bidder with another service provider suitable to the Board in addition to all of its other rights pursuant to the term of this Request for Proposal.

1.18 The Board reserves the right to withdraw the award of the contract to a successful bidder within 30 days

of the award if in the opinion of the Board the successful bidder is unable or unwilling to enter into a form of contract satisfactory to the Board. The Board shall be entitled to do so without any liability being incurred by the Board to the bidder. The Board shall be at liberty to award the contract to the bidder who scored the next highest score in the evaluation process.

1.19 While the Board has used considerable efforts to ensure an accurate representation of information in this

Request for Proposal, 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 Request for Proposal is intended to relieve bidders from forming their own opinions and conclusions in respect to the matters addressed in this Request for Proposal.



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2.0 FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT 2.1 The bidders agree that all documentation and information submitted in any proposal becomes the

property of the Board and may be subject to disclosure under the terms of the Freedom of Information and Protection of Privacy Act. The Board can in no way be responsible for any interpretation of the provision of this Act. If any bidder believes any part of its proposal reveals any trade secret, any intellectual property right policy, scientific, technical, commercial, financial or labour relations information, or an other similar secret, right or information belonging to the bidder, and if the bidder wishes the Board to attempt to preserve the confidentiality of such it must clearly designate their submission as confidential. The bidder assigns all right, title and interest that it has in the Proposal to the Board, including the right to copy and/or publish the same as the Board sees fit.

2.2 All bidders agree not to disclose any information to any third party provided by the Board in this

Request for Proposal. 3.0 TERM OF CONTRACT 3.1 The contract term for the WAN circuits is five years from date of award with the option to extend for an

additional one-year term. 4.0 TAXES/PRICES 4.1 HST: Where applicable, Harmonized Sales Tax must be shown separately as extras in accordance with

Canadian and Provincial Government regulations. 4.2 Prices quoted must be for goods and services exactly as specified and in Canadian Funds unless

otherwise indicated. All prices quoted shall include all packaging, shipping, cartage, freight and installation as applicable.

4.3 Pricing shall remain firm for the term of the contract. 4.4 The successful bidder must agree to pass on any price decreases during the term of this contract. 5.0 INVOICING 5.1 Invoices must be mailed to: Nipissing-Parry Sound Catholic District School Board

c/o Finance Department, 1000 High Street North Bay, Ontario P1B 6S6

All invoices must show the list price, discount and net price for each item.



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5.2 The Board requires that all invoices provide the following detailed information: a) A separate figure for Harmonized Sales Tax where applicable. b) Identify the purchase order and ship to location where applicable. c) Packing slips must be clearly identified and be included with each shipment.

6.0 PAYMENT TERMS 6.1 The Board’s payment terms are NET 30 days from date of receipt of invoice. Payment will be made

only to the vendor with whom a contract is signed. 6.2 Clearly show on your proposal any discounts and payment terms for early payment of your invoice.

7.0 QUALITY 7.1 The Board reserves the right to reject the whole or any part of any proposal that does not meet our

specifications. In case of a dispute, the decision of the Board will be final. 7.2 Any material, equipment, service or work ordered, which in the opinion of the purchaser, does not

completely fulfill the specifications, must be removed and/or completed at the expense of the successful bidder and be replaced immediately with the material, equipment, services or work that fulfills the specifications or sample quality.

8.0 GUARANTEE 8.1 Upon completion of the project and final Board acceptance, the successful bidder(s) shall issue the

Board a (3) years guarantee against defective workmanship and materials. The successful bidder(s) specifically acknowledges that the Sale of Goods Act (Ontario), as amended from time to time applies to the subject matter of this bid.

9.0 LOCAL CONTENT: 9.1 The intent of the bidding process is to provide the goods and/or services indicated in accordance with

the specifications outlined herein. In determining which bid will result in an award, preferred consideration will be given when all other factors are equal, to local goods and or service providers.

10.0 EVALUATION CRITERIA: 10.1 Evaluation of the proposal will be based on, but not limited to, the following items:

a) Conformance to specifications, quality of services offered. b) Responsiveness to requested information (A proposal which is in substantial conformance with the

requirements stated). c) Responsibility of Bidders. A bidder whose reputation, past performance, business and financial

capabilities, are judged by the Board to be capable of satisfactorily performing the contractual obligations as outlined in this document.

d) Interviewing of the respondents (if necessary).



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e) Prices and final scope of work may require further negotiations prior to award. f) Overall value, with regard to the proposed fees and expenses in relation to the proposal content. g) Quality and viability of the proposal, including the methodology, work plan and schedule identifying

key deliverables and dates for completion of major milestones and delivery of deliverables. h) Demonstrated relevant skill, ability and experience of the firm, and its staff proposal for assignment

to the project. i) Demonstrated understanding of the Boards requirements as outlined in this request for proposals. j) Satisfactory client references from past projects. k) Satisfactory client references from past projects, with the Board if applicable. l) Financial stability of respondent. m) Ability and willingness to commit sufficient staff resources, with necessary technical skill and

experience. n) Throughout the duration of the project. o) Acceptable level of insurance in place or to be arranged. p) Absence of any existing or potential conflict of interest, actual or apparent. q) Any other matters referred to in this Request for Proposals.

11.0 DELIVERY SCHEDULE: 11.1 Time is of the essence for the delivery or provision of the goods and services or either as requested

herein. The delivery date must be adhered to as the Board is relying on that date for their part of its operations. Failure to comply with the time schedule herein, in providing the goods/services may result in the Board taking further action to obtain an alternative supply, in which event the cost incurred shall be charged to the successful bidder(s) up to the time that the goods/services outlined in this document are provided. If such cost is not paid by the successful bidder(s) it shall be deducted from the balance of the purchase price owing. Where it is not possible to obtain the goods/services on or before the date of delivery, the Board reserves the right to cancel the contract or agreement and charge back to the successful bidder(s) the difference in cost between the contracted bid price and the acquisition cost of the alternative goods/services. If for any reason the Board does not recover the amount of its claim pursuant to this paragraph, it may recover same by action in a court of competent jurisdiction with interest, before judgment as well as after.

12.0 HEALTH, SAFETY REGULATIONS 12.1 All electrical equipment and components must be completely assembled and bear C.S.A./Ontario Hydro,

approval labels showing approval of assembly prior to delivery. The Board will not accept any equipment that has not been inspected and approved. The Board reserves the right to modify at vendor’s expense any equipment not meeting approval. All costs of inspection and approvals will be borne by the successful bidder and deducted from the bidder’s invoice.

12.2 Any individual who supplies any machine, device, tool, equipment or service to the Board shall ensure

that the machine, device, tool, equipment or service complies with the Occupational Health and Safety Act and Regulations of Industrial Establishments. The “Burden of Proof” rests with the supplier.



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13.0 COMMERCIAL LIABILITY INSURANCE 13.1 Bidders must be covered by liability insurance for this Request for Proposal. 14.0 CRIMINAL BACKGROUND CHECK 14.1 The bidder shall agree that if it becomes the recommended successful bidder, pursuant to this Request

for Proposal, subject to approval for the Board, that it shall comply with Ontario Regulation 521/01, made under the Education Act, in relation to the Collection of Personal Information. Specifically, the recommended successful bidder as a service provider as defined by the said regulation agrees to provide, at the vendor’s expense, the criminal background checks as defined by the said Regulation of all employees of the recommended successful bidder and of all employees of all subcontractor(s) hired by the successful bidder who may regularly come into direct contact with pupils, prior to any attendance by the recommended successful bidder or its subcontractors at a school site of the Board who may regularly come into direct contact with pupils during the duration of the contract and until the expiry of this contract.

14.2 The successful bidder shall further agree to provide, at the vendor’s expense, an Offence Declaration as

defined by the said Regulation for each of the above employees of the successful bidder, whether employed by the successful bidder at the time of the response and of each employee of all subcontractor personnel, whether employed by the contractor at the time of the response to the Request for Proposal or becoming employed at a later time, by September 1st each year during the term of the agreement contemplated by this Request for Proposal.

14.3 The successful bidder shall further agree that in the event that the terms of the agreement contemplated

by the Request for Proposal in the future becomes applicable to a school site other than those contemplated by the Request for Proposal, that the successful bidder shall provide, at the vendor’s expense, an Offence Declaration as defined by the said Regulation for each employee of the successful bidder and for each employee of all subcontractor personnel, whether employed by the contractor at the time of the response to the Request for Proposal prior to any attendance by the successful bidder at the said school site.

14.4 The recommended successful bidder agrees that during the term of the agreement contemplated by this

Request for Proposal, not to permit any employee of any subcontractor deemed by the Board to be not eligible to attend on a school site of the Board to attend on a school site as defined in the Regulation.

14.5 It is deemed to be a breach of the contract for the service provider to allow anyone who has not provided

a Criminal Background Check or Offence Declaration as required by the contract then the contract can be terminated for just cause.

15.0 ADMINISTRATION ORGANIZATION AND STAFFING 15.1 Outline details concerning your company including an organization chart.



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15.2 Provide the correct legal name under which the bidder carries on business, telephone number, fax

number, as well as the name(s) of appropriate contact persons, with whom the Board may consult regarding this proposal.

15.3 If a bidder is a sole proprietor, the full personal name and address together with the name and address of the proprietorship, (i.e. John Doe, carrying on business under the firm name and style of “John’s Copier Service”).

15.4 If a bidder is a partnership, the full name of all individual partners together with the correct legal business name of the partnership.

15.5 If a bidder is a corporation, the bidder should provide the full legal name of the corporation, together with the jurisdiction in which the corporation was originally incorporated.

15.6 The Board reserves the right any time after the closing date, to request from any bidder evidence of its financial standing and stability, including that of each of its officers, directors and principals. All bidders agree to provide at their own expense all such above-related information as may be requested by the Board within four (4) days of the date of any such request.

15.7 The successful bidder and its employees shall not be considered Board employees and shall not represent themselves as an agent of the Board nor be eligible for any of the benefits provided to Board employees.

15.8 The Board reserves the right to demand the removal of any successful bidder’s employees engaged in this contract if, in the Board’s opinion, their conduct has been of an unacceptable nature.

15.9 Bidders are required to list any and all pending or ongoing legal claims or disputes where the bidder could individually or in combination with other claims, suffer a potential economic loss greater than $100,000.

15.10 Bidders should state if your company employees service sites wearing uniforms and/or photo identification.

15.11 The successful bidder must adhere to all Nipissing-Parry Sound Catholic District School Board policies, procedures and regulations.

15.12 Smoking is prohibited on all Board properties.

15.13 Some school facilities are equipped with video surveillance cameras. Locations will be provided at successful bidder’s request.

15.14 Upon award of this contact, the successful bidder may not at any time assign this contract or subcontract or any portion of it to a subcontractor without full written authorization of the Board nor shall the successful bidder, at any time, change the approved subcontractor without full written permission of the Board. Each bidder shall list any subcontractors or partners who will be involved in the execution of this contract.

15.15 A successful bidder shall carry out all work in a professional manner and to the satisfaction of the Board. All trades and work shall be performed by appropriately certified staff.

15.16 After initial installation employees and all subcontractors of the successful bidder shall be required to identify themselves and sign in at site offices upon each attendance at a site.



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15.17 The successful bidder shall reimburse the Board for any damages caused through a negligent or wilful act of the bidder or its employees or subcontractors.

15.18 The successful bidder shall furnish all labour, equipment, transportation, storage of tools and other incidentals required for the completion of this Request for Proposal.

15.19 The successful bidder shall be responsible to see that regular supervision is maintained over all working personnel. It is the successful bidder’s responsibility to ensure that all other activities are properly coordinated with the operation of the Board and the successful bidder shall modify its work as required.

15.20 The successful bidder will be solely responsible for loss or damage of his/her equipment and materials delivered on site from whatever source.

16.0 REFERENCES 16.1 Bidders must provide a list of three references for contracts similar in size and scope to this Request for

Proposal, that you currently hold or have completed (preferably Ontario School Boards) excluding the Nipissing-Parry Sound Catholic District School Board. Provide the name of the client, contact person, telephone, fax numbers and e-mail address, and the year(s) service provided if not current and description of size and scope of the project. (See Appendix A)

17.0 HUMAN RIGHTS AND CHILD LABOUR LAWS

17.1 Any infringement on human rights, but namely those of children, is of considerable concern to the

Board. Vendors wishing to do business with the Board are asked to promote the purchase of goods from companies that operate in full compliance with the laws of their respective countries and with all applicable child labour laws, rules and regulations related to hiring, wages, hours worked, overtime and working conditions.

18.0 HUMAN DIGNITY

18.1 It is the expectation of the Nipissing-Parry Sound Catholic District School Board that organizations

wishing to do business with the Board shall follow policies, procedures and practices which recognize the dignity of the individual and shall comply with all Federal, Provincial and Municipal Statutes, Regulations and By-laws governing the Employer/Employee relationship.

19.0 RETURN DATE 19.1 Before 2:00 PM, local time Thursday, June 2, 2011, to the Nipissing-Parry Sound Catholic District

School Board, 1000 High Street, North Bay, ON P1B 6S6

______________________________________ Terry Vendetti Purchasing Agent Nipissing-Parry Sound Catholic District School Board



15

APPENDIX A VENDOR BID SUBMISSION FORM

RETURN DATE: Before 2:00 PM, local time as determined by the Nipissing-Parry Sound Catholic District School Board on Thursday, June 2, 2011. I/We do hereby agree to supply and/or install materials, equipment and services as quoted herein in accordance with the terms and conditions of this proposal. No other conditions shall apply. DISCOUNT__________%__________DAYS DATE: ____________________2011 VENDOR: ____________________________________________________________________________ ADDRESS: ____________________________________________________________________________ CITY: _________________________________ PROVINCE: ____________________________ POSTAL CODE: ________________________ TELEPHONE: ________________________ FAX: ____________________________ AUTHORIZED SIGNATURE: __________________________________________________________ TITLE: __________________________________________________________ PRINT NAME: __________________________________________________________

CONFLICT OF INTEREST AND COLLUSION

I/We declare that no person, firm or corporation other than the one whose signature or the signature of whose proper officers and seal is or are attached below, has any interest in this Proposal. I/We further declare that this Proposal is made without any connection, knowledge, and comparison of figures or arrangement with any other company, firm or person making a Proposal for the same goods and in all respect fair and without collusion or fraud. I/We further declare that no employee of the Corporation is or will become interested, directly or indirectly as a contracting party or otherwise in the supplies, work or business to which it relates or in any portion of the profits thereof, or in any of the monies to be derived there from. I/We further declare that the several matters stated in the said Proposal are in all respects true.

SIGNATURE: _______________________________

TITLE: _________________________________

NAME: ____________________________________

DATE: _________________________________



16


The following information must be submitted with your proposal in order to qualify as a bidder and perform work for the Board.

1. I/We have read and agreed to all specifications and requirements contained within the RFP Document: 2. I/We have submitted a SIGNED ORIGINAL of the bid proposal on the forms provided.

3. I/We have included the Vendor Bid Submission Form. APPENDIX A

4. I/WE agree to pass on to the Board any price decreases during the term of the contract.

5. Warranty/Guarantee

5.1. Provide details of the warranty/guarantee provided with the equipment and services proposed in your bid. ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

5.2. Indicate the location of your service call facility. ____________________________________________

5.3. State number of service people at this location. _____________________________________________

5.4. State normal length of time required to respond to a service call. _______________________________

5.5. State the process proposed for handling service calls.

_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

6. Provide details of approach to identifying cost to supply services to new locations in the future, school relocations and school closures. __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

7. Provide details of any value added features i.e. remote network management capability.

__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

SIGNATURE: _______________________________

TITLE: _________________________________

NAME: ____________________________________

DATE: _________________________________



17


The following information must be submitted with your proposal in order to qualify as a bidder and perform work for the Board.

8. Include any limitations and/or exclusions in pricing.

__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

9. Include a network diagram showing all locations listed in Appendix B.

10. I/We have included APPENDIX A and APPENDIX B Pricing Sheet. REFERENCES

1) Client Name: ________________________ Contact Person: ____________________________

E-Mail Address: ____________________________________________________

Telephone: _________________________ Fax: __________________________

2) Client Name: _____________________ Contact Person: _____________________________

E-Mail Address: _____________________________________________________

Telephone: _________________________ Fax: __________________________

3) Client Name: ___________________ Contact Person: _____________________________

E-Mail Address: _____________________________________________________

Telephone: _________________________ Fax: ___________________________

SIGNATURE: _______________________________

TITLE: _________________________________

NAME: ____________________________________

DATE: _________________________________



18

APPENDIX B PRICING SHEET

Service Location Service Description (speed (Mbps), committed information rate or IP Blocks)

Circuit Installation Completion Date (YYYY/MM/DD)

One Time Charge with Contract Term of 60 months with option for 12 month renewal

Monthly Operating and Maintenance Recurring Charge with Contract Term of 60 months with option for 12 month renewal

Board Office – Internet 1000 High St., North Bay, ON

Board Office IP Address Block

Board Office Circuit

630 Brennan Street, North Bay, ON

602 Lakeheights Road, North Bay, ON

414 Second Avenue West, North Bay, ON

60 Marshall Avenue, North Bay, ON

P.O. Box 680, 6278 Coursol Road, Sturgeon Falls, ON

900 Bloem Street, North Bay, ON

68 Gertrude Street East, North Bay, ON

152 Fair View Lane - R.R. #3, Powassan, ON

570 First Avenue East, North Bay, ON

225 Milani Road, North Bay, ON

1475 Main St N., P.O. Box 398, Callander, ON

P.O. Box 520, 800 John Street West, Mattawa, ON

100 Main St. East North Bay, ON

Total in CND$ before taxes

SIGNATURE: _______________________________

TITLE: _________________________________

NAME: ____________________________________

DATE: _________________________________



19

APPENDIX B PRICING SHEET

Service Location

Network security solutions, including all hardware, software and firmware components required to complete Network as defined in Service Description on first page of pricing sheet.

One Time Charge with Contract Term of 60 months with option for 12 month renewal

Monthly Operating and Maintenance Recurring Charge with Contract Term of 60 months with option for 12 month renewal

Board Office – Internet 1000 High St., North Bay, ON

Board Office IP Address Block

Board Office Circuit

630 Brennan Street, North Bay, ON

602 Lakeheights Road, North Bay, ON

414 Second Avenue West, North Bay, ON

60 Marshall Avenue, North Bay, ON

P.O. Box 680, 6278 Coursol Road, Sturgeon Falls, ON

900 Bloem Street, North Bay, ON

68 Gertrude Street East, North Bay, ON

152 Fair View Lane - R.R. #3, Powassan, ON

570 First Avenue East, North Bay, ON

225 Milani Road, North Bay, ON

1475 Main St N., P.O. Box 398, Callander, ON

P.O. Box 520, 800 John Street West, Mattawa, ON

100 Main St. East North Bay, ON

Total in CND$ before taxes SIGNATURE: _______________________________

TITLE: _________________________________

NAME: ____________________________________

DATE: _________________________________



20

APPENDIX C LOCATIONS

BOARD OFFICE 1000 High Street, North Bay, ON P1B 6S6 ELEMENTARY SCHOOLS

Corpus Christi 630 Brennan Street, North Bay, ON P1B 6K1

John XXIII 602 Lakeheights Road, North Bay, ON P1A 2Z8

Mother St. Bride 414 Second Avenue West, North Bay, ON P1B 3L2

Our Lady of Fatima 60 Marshall Avenue, North Bay, ON P1A 1R1

Our Lady of Sorrows P.O. Box 680, 6278 Coursol Road, Sturgeon Falls, ON P2B 3L1

St. Alexander 900 Bloem Street, North Bay, ON P1B 4Z8

St. Francis 68 Gertrude Street East, North Bay, ON P1A 1J8

St. Gregory 152 Fair View Lane - R.R. #3, Powassan, ON P0H 1Z0

St. Hubert - current 850 Lorne Avenue, North Bay, ON P1B 8M2

as of September 1, 2011 570 First Avenue East, North Bay, ON P1B 1K6

St. Luke - current 570 First Avenue East, North Bay, ON P1B 1K6

as of September 1, 2011 225 Milani Road, North Bay, ON

St. Theresa Catholic School 1475 Main St N., P.O. Box 398, Callander, ON P0H 1H0

St. Victor P.O. Box 520, 800 John Street West, Mattawa, ON P0H 1V0

SECONDARY SCHOOL

St. Joseph-Scollard Hall 675 O'Brien Street, North Bay, ON P1B 9R3

Alternative & Continuing Education Campus

100 Main Street East, North Bay, ON P1B 1A8



21

APPENDIX D - CURRENT NETWORK DIAGRAM

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