GENERAL INSTRUCTIONS TO PROPONENTS

The District School Board of Niagara (hereafter referred to as the DSBN) hereby invites submissions to obtain Flooring & Flooring Repair Services at DSBN facilities, on an as needed basis for a three-year period beginning December 15, 2023 and ending December 14, 2026. 

Consideration will be given to renew the contract for 3 separate one-year periods ending December 14, 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 to provide the services 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 Contractors.

The average work order assigned under this contract will be for small maintenance and repair work – typically less than a day’s worth of labour – although larger jobs (multiple days of labour) will be occasionally required and assigned.

The following are representative of the services which may be required:

• Vinyl Flooring (VCT) and Luxury Vinyl Tile installation & repairs 
• Terrazzo installation & repairs 
• Ceramic Tile installation and repairs
• Carpet installation and repairs
• Rolled flooring installation and repairs
• Wood flooring installation and repairs – does not include gym flooring
• Decking, including sub-flooring
• Vinyl Base

The types of work listed above will also include but not be limited to the following:

• Demolition and preparation
• Removal and/or replacement of underfloor
• Disposal of old materials from site
• Installation of any related materials such as base, sills, thresholds, trim, adhesives, tapes etc.

This is not an all-inclusive list.  Other types of repairs and services or equipment may be required. Subject to manufacturer discontinuation of product, DSBN reserves the right to add additional equipment to the list of standard equipment at its sole discretion. 

The Contractor will be responding primarily to requests for general maintenance and service. The DSBN’s expectation is for contractors to respond to general service requests within 24 hours and for a timeline of completion to be provided within one week. 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 Contractor 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 Contractor 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 Contractor may be required from time to time to provide a quote for work required which may not result in the work being awarded. The Contractor shall not invoice the DSBN for this service.

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).