Objective:To establish Suppliers of Record for purchase of low dollar value and repetitively used supplies with a minimum of administrative expense.The following are representative of the items which may be required, but are not limited to:Archival Supplies, Tools and EquipmentBook / Magazine / Newspaper, Pamphlet Care and Repair Supplies, Tools and EquipmentBook and Utility Trucks / Book Returns and CartsCirculation Supplies and EquipmentSecurity Supplies – typically Secondary Schools onlyShelf Organization SuppliesSignage and Sign HoldersDisplay for Books, Magazines, Literature and PeriodicalsShelving / Cabinets / FurnishingsThis is not an all-inclusive list. Other items under this category may be required and will become part of the contract. Suppliers do not need to supply all of the aforementioned supplies and can opt to provide discounts for only the categories they offer.Please note that DSBN currently has separate existing contract agreements for the following items which are not covered under this agreement: BooksFurniture – desks, chairs, tables, library furniture IT Equipment – charging carts Office SuppliesValidity Period:This contract will be valid for a period of one (1) year, commencing January 1, 2027 and ending December 31, 2027 with consideration to renew the Contract for optional separate one-year periods ending December 31, 2032, unless terminated earlier by the DSBN (the “Validity Period”).Respondent(s) who have previously been qualified to provide the services as described herein, or who are currently performing work for the DSBN must also respond to this request to be considered for future work assignment.The DSBN reserves the right to add or delete school locations subject to school openings, closings or other unforeseen changes that may occur during the contract period. Any additional orders will become part of this contract and will be deemed to be subject to the same terms and conditions.The DSBN will inform the schools which vendors have successfully pre-qualified and their contact information. The schools will individually decide which vendors they wish to use for any purchases.The DSBN reserves the right to purchase on the basis of “best fit” as determined by the DSBN at the DSBN’s sole discretion based on any criteria the DSBN determines to be applicable to the particular requirement, which may include any of the following: pricing with discount applied, product quality as determined solely by the DSBN, requirement availability, delivery turnaround, consolidation of orders, or any other criteria the DSBN considers relevant in terms of selecting a Vendor best suited to provide the requirement. The DSBN reserves the right to obtain quotes from multiple prequalified Suppliers of the DSBN’s choice at our discretion, although we are not required to do so and may proceed with a prequalified Supplier of our choice without further quotes. A prequalified Supplier may be required from time to time to provide a quote which may not result in the work being awarded. The prequalified Supplier shall not invoice the DSBN for this service.Management of the Prequalified Contractor ListThe DSBN may periodically require Prequalified Contractors to provide documentation for reassessment of any mandatory requirements set out in this RFSQ. Prequalified Contractors that do not continue to satisfy the mandatory requirements may be removed from the Prequalified Contractor List.The DSBN may terminate the Prequalified Contractor List at any time. If the DSBN elects to terminate the Prequalified Contractor List prior to the expiration of the Validity Period, all Prequalified Contractors will be notified of the termination.Suppliers that do not meet the original submission deadline are still eligible and encouraged to submit a proposal at any time throughout the duration of the contract. Additional Supplier(s) will be reviewed by DSBN staff for possible addition to the prequalified vendor list as they are received and reviewed. Eligible Bidders – Canadian BusinessesIn accordance with the DSBN’s obligations under the Building Ontario Businesses Initiative Act, 2022, and Ontario’s Broader Public Sector Procurement Directive, this procurement opportunity is limited to Canadian businesses. The DSBN will only consider bids submitted by Canadian Businesses. For the purposes of this RFSQ, “Canadian Business” is defined as: a supplier or manufacturer that has headquarters or a main office in Canada and that regularly conducts its activities (i.e., produces manufactured goods, intangible goods, or services) on a permanent basis in Canada, is clearly identified by name, and is accessible during normal business hours.Non-Eligible Bidders – U.S. Businesses In accordance with the DSBN’s obligations under the Government of Ontario Procurement Restriction Policy (U.S. Businesses), the DSBN will not consider bids by U.S. Business. For the purposes of this RFP, “U.S. Business” is defined as: a Contractor, manufacturer or distributor of any business structure (includes a sole proprietorship, partnership, corporation or other business structure) that: a. has its headquarters or main office located in the U.S., and b. has fewer than 250 full-time employees in Canada at the time of the applicable procurement process. If a bidder or vendor is a subsidiary of another corporation, part 1 of the definition above is met if that bidder or vendor is controlled by a corporation that has its headquarters or main office located in the U.S.
