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THAMES VALLEY DISTRICT SCHOOL BOARD
#05-45C
PRINTERS and SCANNERS TENDER
TERMS & CONDITIONS
Page 8
3.2.3 The successful bidder(s) will be notified by telephone.
3.2.4 The unsuccessful bidder(s) will be notified in writing.
3.2.5 A debriefing will be available upon request after awards have been posted to our website. Requests must
be submitted in writing to: Jennifer Coyne, Buyer, by Fax (519) 452-2399.
4.0 CONTRACT TERM / PRICING / TAXES / DELIVERY / PAYMENT
SECTION 4.1 CONTRACT TERM
4.1.1 This contract will endure for a term of one year starting July 1, 2005 and ending June 30, 2006. The TVDSB
may terminate the contract at the end of the first year or the TVDSB may exercise the option to extend this
contract for a second year and possibly a third year. Should the second and third year option be exercised,
the TVDSB shall advise the successful bidder(s) in writing of the yearly extensions no later than (60) days
prior to the contract expiry date. Bidders shall state, in Appendix D, if a second and/or third year option
would be considered.
SECTION 4.2 PRICING
4.2.1 All charges must be included in the cost of the item. Prices quoted must be for goods and services exactly
as specified and in Canadian Funds, unless otherwise indicated. Prices shall remain firm for 90 days from
your submission date and will be in force for one year from the commencement of this agreement.
4.2.2 The successful bidder(s) must notify the TVDSB at least one hundred and twenty (120) days prior to the one
year anniversary date of any price increases. The TVDSB has the option in writing to accept this pricing and
renew for a second year or terminate the agreement at the end of the first year. If a second year option is
accepted, the successful bidder(s) must again, notify the TVDSB at least one hundred and twenty (120)
days prior to the second year anniversary of any price increases. The TVDSB has the option in writing to
accept the pricing and renew for a third year or terminate the agreement at the end of the second year.
For any price increases to be acceptable, a manufacturers letter of industry increase would be
required and ONLY those increases could be charged in the second and/or third year.
4.2.3 The TVDSB would like to take advantage of any promotions, price decreases or new technologies available
during the term of the contract. Bidders shall state, in Appendix D, your company’s strategy related to
promotions, price decreases or new technologies.
4.2.4 Bidders must complete the pricing section which is installed using the Setup.exe file. Bidders must print
and sign Bid Report. (See Section 8.2 - Electronic Bid Instructions)
4.2.5 Prices must
include delivery. F.O.B. destination. NO AWARDS WILL BE MADE TO FIRMS QUOTING
FREIGHT EXTRA.
SECTION 4.3 TAXES
4.3.1 GST and PST: Where applicable, Goods & Services Tax, and Provincial Sales Tax must be shown
separately as extras on all invoices in accordance with Canadian and Provincial Government regulations.
SECTION 4.4 DELIVERY & ORDERING
4.4.1 Delivery for all items will be directly to our Schools, Distribution Centre, Facility Services Office or
Community Education Centres. For a list of TVDSB locations see:
http://www.tvdsb.on.caa/directory/our_schools.asp