The District School Board of Niagara (hereafter referred to as the DSBN) hereby invites submissions for Door Maintenance & Repairs at various DSBN facilities and Lock and Door Parts and Supplies for pickup or delivery on an as needed basis for a three-year period beginning November 1, 2024 and ending October 31, 2027. 

Consideration will be given to renew the contract for 3 separate one-year periods ending October 31, 2030. The DSBN will be pre-qualifying multiple suppliers.

Contractors/Suppliers will be pre-qualified under two (2) different categories based on scope of work: 

Category A – Door Maintenance & Repairs

Category B – Lock & Door Parts and Supplies 

The DSBN shall pre-qualify Contractors/Suppliers for one or both categories based on the relevant experience, references provided and mandatory requirements. Each Category is reviewed and selected individually.

Contractors/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 Contractors/Supplier(s) will be added to the list as they are received and reviewed by DSBN staff. 

RFSQ 24191 will be reposted under the same bid number numerous times throughout the duration of the contract period in order to keep the bid process open. Once a Proponent has been qualified to provide the services as described herein under Contract 24191 they do not need to respond to further postings of this same Contract number.

Category A

Objective:

To prequalify Contractors to provide Door Maintenance and Repairs at various DSBN facilities.

The types of doors that may require maintenance for this contract will include but not limited to:

• hollow metal door and hardware
• fire doors
• toilet partitions
• overhead doors
• rolling grills and shutters

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 DSBN reserves the right to assign projects on the basis of “best fit” as determined by DSBN at DSBN’s sole discretion based on any criteria DSBN determines to be applicable to the particular project, which may include any of the following: type and/or level of expertise and services required, hourly rates, markup percentage, vendor availability in regards to response time and/or schedule, past experience performing similar work, or any other criteria DSBN considers relevant in terms of selecting a contractor best suited to perform the work.

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 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
• Provide a timeline of completion within one week
• Complete and invoice service request 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 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 Contractors for items, at our discretion, although we are not required to do so and may proceed with a pre-qualified Contractor without further quotes.

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 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 unless it is assigned purely for assessment purposes.

Category B:

Objective:

To request competitive proposals and establish Suppliers of Record for pickup or delivery of Door and Lock Parts and Supplies.

Depending on order turnaround requirements and availability, orders may be picked up at a Supplier’s storefront near the geographical boundaries of the Niagara Region with suitable proximity to DSBN operating locations or may be ordered via purchase or blanket contract order for delivery. 

The Scope of Work for this contract will include but not be limited to: 

• Interior and exterior doors
• Door hardware
• Architectural hardware (brackets, locksets, etc.)
• Finishes and frames

This is not an all-inclusive list.  Other types of parts and supplies may be required.

The DSBN reserves the right to purchase parts and supplies on the basis of “best fit” of discount, availability, fees, Storefront proximity to DSBN (where pick up is required) or any other criteria as determined by the DSBN at its sole discretion. Higher dollar value purchases, pre-qualified Suppliers may be given the opportunity to provide quotes.

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 without further quotes.

There is no guarantee that any items will be purchased.