GENERAL INSTRUCTIONS TO PROPONENTS

The District School Board of Niagara (hereafter referred to as the DSBN) hereby invites submissions to pre-qualify suppliers of record for the Supply and Install New Window Coverings and Repairs at DSBN facilities, on an as needed basis for a three-year period beginning December 1, 2023 and ending November 30, 2026. 

Consideration will be given to renew the contract for 3 separate one-year periods ending November 30, 2029. The DSBN will be pre-qualifying multiple suppliers.

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

Proponents(s) who have previously been qualified as described herein under this Contract number do not need to respond to further postings of this same Contract number.

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.

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.

The Contractor shall supply all labour, materials, and equipment to complete all work as required and specified.

In general, when a DSBN location other than (facility services) is requesting Supply/Install or repair/install the following may be required:
i. site visit to take measurements (not always required & at no additional cost to the DSBN);
ii. provide a quote for approval, based on site visit measurements;
iii. preparation of surfaces to receive window coverings, including the removal of existing window coverings as required. Patching and/or repair any holes or damage caused by removal of old hardware. Dispose of existing window coverings off DSBN property as required, in a responsible manner;
iv. supply and install all new hardware, as specified;
v. supply and install all new window coverings, as specified
vi. clean up (responsible disposal of garbage, etc.).

All installations shall be carried out only by personnel who are thoroughly experienced and skilled. All work shall be performed in a professional manner in strict accordance with the manufacturer’s recommendations.

The Vendor will also be responsible for repairs. The DSBN’s expectation is for vendors to:
• Provide a quote if requested.
• Respond to general requests within 24 hours.
• Provide a timeline of completion within one week.
• Complete and invoice service requests within 30 calendar days of receiving.

Billable time will be based on hourly rates submitted.

All work shall be performed according to the standards of the applicable trades and to the complete satisfaction of the DSBN.

The vendor is required to verify prior to pricing projects that all specified items will be available in time for installation to ensure orderly and timely progress of the work.

The DSBN Facility Representative shall approve the use of any materials other than those specified by the DSBN. The Vendor may present alternatives and options to the DSBN for approval.

In some cases, the DSBN may supply the materials to be used by the Contractor and in these circumstances no markup shall apply to these materials.

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 without further quotes.

The Vendor may be required from time to time to provide a quote for work required which may not result in the work being awarded. The Vendor shall not invoice the DSBN for this service unless it is assigned purely for assessment purposes.

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).

Proponents must submit a sample Affidavit of Flameproofing with their bid submission.

Affidavit of Flameproofing with corporate seal and signature of legal binding Director of the corporation that produced the product is to be submitted with every invoice. Failure of producing such Affidavit will result in withholding payment of invoice(s).

All materials used to be of first quality.

Unless indicated otherwise, a one-year warranty shall apply for product and installation.

Proponents may be required to submit a sample of their product, complete with track, hook-less cord-less system, wand and fabric, if requested by DSBN.

All materials and workmanship must comply with latest Canadian Standards Association (CSA) and Canadian Government Specification Board (CSGA) standards.

All materials and workmanship must comply with the latest version of the Ontario Fire Code.

All materials shall be tested in accordance with NFPA 701 – Vertical Burn Test and rated “PASS”.

All coverings shall be level and all moving parts shall operate smoothly. Coverings shall be provided for each window frame.

Track System:

Snap system track (acceptable brand Roll-Master) or equivalent alternate. The DSBN will be responsible for determining equivalency. Sample of alternates must be sent upon request by DSBN.

Aluminum (0.06” gauge) track, not plastic.

Track shall be mounted with steel brackets and secured complete with end stops on tracks, as required by site conditions.

Track shall have spaced carriers to control drapery fullness.

Track shall feature a hook-less, cord-less system, with no tension pulleys on the walls.

System shall be operated by 3/8” thick fiberglass baton.

Drapery Materials:

Proponents may be requested to submit a drapery sample of each colour of window covering.

Material used shall be thermal fabric for temperature control and room darkening features.

Double 2” Side hems and 4” single bottom hem with vinyl covered weights in bottom corners of each panel. Straight Stitch throughout entire manufacturing of curtain – No blind stitching.

Draperies are to be lined, with 60% fullness unless otherwise indicated. Lining shall also be inherently flameproof, 100% blackout design, consisting of 70% polyester/30% cotton fabric.

Sixty percent minimum fullness sewn in when completed. Draperies to overlap 6” on either side of window opening and 4” above and 4” below window opening, where possible.

Provide ½” clearance where radiators are present.

All draperies shall be supplied with extra fullness forming 1” pleats every six inches unless otherwise specified.

All products shall overlap or fill window cavity to provide complete closure of openings.

Lining of drapery to be opaque beige colour for blackout purposes and uniformity of outside appearance.