GENERAL INSTRUCTIONS TO VENDORS
The District School Board of Niagara (hereafter referred to as the DSBN) hereby invites submissions to pre-qualify Vendors of Record for various branding requirements for a term commencing approximately September 1, 2024 ending August 31, 2025.

Consideration will be given to renew the contract for five (5) separate one-year periods ending August 31, 2030. The DSBN will be pre-qualifying multiple Vendors.

Vendors that do not meet the original submission deadline are still eligible and encouraged to submit a proposal. Vendors may submit a Pre-qualification proposal at any time throughout the duration of the contract. Additional Vendor(s) may be added to the list as they are received and evaluated by DSBN staff.

The DSBN complies with the Broader Public Sector Directives (as directed by the Province of Ontario); and applicable trade agreements such as Ontario-Quebec Trade and Cooperation Agreement, Comprehensive Economic & Trade Agreement (CETA) and Canadian Free Trade Agreement (CFTA).

RFSQ 24006 will be reposted under the same bid number numerous times throughout the duration of the contract period to keep the bid process open for addition to the prequalified list. Once a Proponent has been qualified to provide the services as described herein under Contract 24006 they do not need to respond to further postings of this same Contract number.

BACKGROUND

The DSBN is a supportive, innovative community that is focused on doing what’s best for kids, and helps every student achieve success. We proudly serve over 40,000 students across almost 100 elementary and secondary schools in Niagara, located between Lake Erie in the South and Lake Ontario to the North.

We believe that every individual involved with our system -- from students, staff, and volunteers to trustees, families, and community partners -- has an important contribution to make to the learning, growth, and well-being of DSBN students. Students are at the heart of everything we do, and this commitment is ubiquitous throughout our system and is encapsulated by our Vision, Learning and Growing Together.

OBJECTIVE:
The DSBN shall pre-qualify Vendors for any or all categories based on the relevant experience, references provided and mandatory requirements. Each Category is reviewed and selected individually.

To request competitive proposals and establish Vendors of Record for various branding requirements, including but not restricted to:

 Large Format printing
o Banners
o Backdrops
o Posters, mounted and not mounted
 Pilon Signs
 Wayfinding signage and name signage
 Wrapping of doors, gymnasium wall mat wraps, basketball net backboards
 Vinyl wall murals and large decals
 CNC machine cutting for letter and numbers
 Facemount acrylic
 Vehicle graphics and wrapping
 Window frosting and decals
 Pennants
 Plaques
 Floor mats
 Tents – sports, etc.
 Stamps, badges and nameplates

Please note that this Contract does not include Apparel or Promotional Items as follows, which are covered under a separate Contract:
Apparel - spiritwear, gradwear, physical education apparel, clothing to recognize school/ international and other celebrated events
Promotional Items – headwear including caps, headphones, ear buds, ear warmers, drinkware, bags, blankets, pens, lanyards, journals, folders, gift sets or graduation-related items.

Each category will be evaluated and awarded independently.

There is no guarantee that any/all items will be purchased. Items would be ordered on an as needed basis. Vendors achieving pre-qualification will not be assigned or automatically contracted for purchases.
Pre-qualified Vendors will be deemed as acceptable and recommended as Vendors from whom the DSBN’s schools may choose to purchase.

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 service.

This is not an all-inclusive list. Other branding related scope may be required and may be added to the Contract as needed.

BEST FIT
The DSBN reserves the right to assign projects 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 project, which may include any of the following: pricing, type and/or level of expertise and services required, vendor availability in regards to response time and/or schedule, past experience performing similar work, 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 pre-qualified Vendors of the DSBN’s choice at our discretion, although we are not required to do so and may proceed with a prequalified Vendor of our choice without further quotes.

A prequalified Proponent may be required from time to time to provide a quote which may not result in the work being awarded. The prequalified Proponents shall not invoice the DSBN for this service.

Where projects or work differs significantly from the scope of work herein, the DSBN reserves the right to utilize a different process and different vendors.

SCOPE OF WORK
1. Suppliers achieving pre-qualification will not be assigned or be automatically contracted for work in any school. Pre-qualified suppliers will be deemed as acceptable and recommended as suppliers that the schools and departments may choose to use. The DSBN will inform the schools and departments which suppliers have successfully pre-qualified and their contact and pricing information. The schools and departments will individually decide which suppliers they wish to use for this service.
2. DSBN schools and departments will purchase on the basis of “best fit” subject to the availability, quality, services and discount from a Supplier to meet DSBN requirements. For higher dollar value purchases, pre-qualified Suppliers may be given the opportunity to provide quotes.
3. The DSBN reserves the right to obtain quotes from multiple pre-qualified Suppliers for items, at our discretion, although we are not required to do so and may proceed with a pre-qualified Supplier providing the highest minimum discount percentage or Supplier providing the service/product that best suits the individual need without further quotes.
4. There is no guarantee that any items will be purchased.
5. Vendors shall honour discounts to any/all DSBN schools and departments. No further incentives shall be offered to individual schools or departments that are not offered across the Board other than additional discount for bulk order quantities.
6. All school logos and mascots and DSBN logos must comply with Policy A-13 which was passed by the Board of Trustees and is legally binding. Policy A-13 states:
• The District School Board of Niagara logo is registered as a trademark. The trademark logo should be displayed with the trademark registration symbol ® whenever it first appears in any document or publication.
• The DSBN logo shall be used on all documents, electronic communication, vehicles, spirit wear, and other items that represent the District School Board of Niagara.
• The DSBN logo must also appear in concurrence with school logos on school documents, publications, signage, websites and may appear on promotional items such as agendas, spirit wear, signage and giveaways.
• The logo may not be displayed or used in any manner by any other individual, organization, or other entity without the written consent of the Director of Education or designate.
• The Board logo shall appear only in its official version. The logo may not be altered electronically or manually without the written consent of the Director of Education or designate.
7. All school logos, mascots and DSBN logos must be approved by DSBN Communications before going into production. School logos and mascots and DSBN logos may not be altered in any way, nor is an image to be used that is representative of a logo or mascot, or in place of the existing approved logo or mascot. Requests to deviate from the existing logo standards must be requested in advance of any product being created.
8. DSBN school logos, mascot and DSBN logos are the intellectual property of the DSBN and/or trademarked and cannot be used for another purpose other than noted in this document by a third-party vendor.
• i) Mock ups to be provided for written approval prior to starting any work.
• ii) Logo, mascot and DSBN logos must use the pantone #s specified by the DSBN.
9. Lanyards – All lanyards provided to DSBN must be breakaway
10. All electrical equipment must be approved by agencies recognized by the Electrical Safety Authority of Ontario and must be labelled accordingly. All equipment requiring approval must be completely assembled and must bear a label showing approval of assembly prior to delivery. The DSBN reserves the right to refuse delivery of or return any equipment received without a recognized certification sticker affixed. The DSBN will not accept any equipment that has not been inspected and approved. If at any time the equipment is found not to be so approved, the DSBN reserves the right to invoice the successful Proponent for the cost of certification/replacement.