GENERAL INSTRUCTIONS TO PROPONENTS

The District School Board of Niagara (hereafter referred to as the DSBN) hereby invites submissions for Plumbing Systems Maintenance & Repairs at various DSBN facilities and Plumbing Parts and Supplies for pickup or delivery on an as needed basis for a three-year period beginning November 1, 2023 and ending October 31, 2026. 

Consideration will be given to renew the contract for 3 separate one-year periods ending October 31, 2029. 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 – Plumbing Systems Maintenance & Repairs

Category B – Plumbing 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.

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. 

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.

DSBN is currently in contracts for the following services:

Contract 21017 Piping Systems Maintenance and Repairs expiring October 31, 2023

Contract 21152 Sewer & Drainage Construction expiring March 31, 2024

Contract 23201 Emergency Plumbing Services expiring March 31, 2024

Contract 22018 Plumbing Parts and Supplies expiring October 31, 2024

DSBN will incorporate the scope of the work from Contracts 21017, 21152, 23201 and 22018 into this Contract (23228 Plumbing Systems Maintenance and Repairs) upon the expiry of Contracts 21017, 21152, 23201 and 22018.

Proponents(s) who have previously been qualified to provide the services for Contracts 21017, 21152, 23201 and 22018 or who are currently performing work for the DSBN must respond to this Contract 23228 Plumbing Systems Maintenance to be considered for future work assignment once Contracts 21017, 21152, 23201 and 22018 expire as well as the Work described for this Contract 23228.

Category A

Objective:

To prequalify Contractors to provide Plumbing Services and Repairs at various DSBN facilities.

The Scope of Work for Contract 21017 Piping Systems Maintenance and Repairs which will be incorporated into 23228 Plumbing Parts and Supplies and Plumbing Systems Maintenance and Repairs effective November 1, 2023 will include but not be limited to:

• Maintenance and repair of plumbing fixtures
• Maintenance and repair of roof drains
• Maintenance and repair of domestic water lines and drains
• Maintenance and repair to any part of the domestic hot and cold water systems including hot water heaters
• Maintenance and repair to drainage systems including clearing plugged drains
• Rough in plumbing for small renovation projects
• Maintenance and repair to flush valves, faucets, science lab plumbing, eyewash stations, kitchen fixtures
• Installation and repairs to hydronic heating lines
• Maintenance and repair of gas piping
• Welding
• Drain flushing

The Scope of Work for Contract 21152 Sewer and Drainage Construction which will be incorporated into 23228 Plumbing Parts and Supplies and Plumbing Systems Maintenance and Repairs effective April 1, 2024 will include but not be limited to: 

1. Installation or replacement of sewer and drainage structures
2. Installation or replacement of sewer systems
3. Installation or replacement of drainage systems
4. Installation of water services
5. Hydro-excavation and vacuum truck drain system work
6. Drain system location services

The Scope of Work for Contract 23201 Emergency Plumbing Services which will be incorporated into 23228 Plumbing Parts and Supplies and Plumbing Systems Maintenance and Repairs effective April 1, 2024 will include but not be limited to: 

1. Drain Cleaning and Flushing
2. Leak Repair
3. Sewer line Inspection, Flushing and Repair

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 Plumbing 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 Contract 22018 Plumbing Parts and supplies for pick up which will be incorporated into 23228 Plumbing Parts and Supplies and Plumbing Systems Maintenance and Repairs effective October 31, 2024 will include but not be limited to: 

1. Pipes, fittings, and valves
2. Plumbing fixtures
3. Pumps
4. Connectors and nipples

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. 

The DSBN serves 12 Municipalities in the Niagara Region from Fort Erie to Grimsby, including 79 Elementary and 16 Secondary schools with an enrollment of approximately 36,000 students.  In addition, there are other administrative centres throughout the geographical area, including the Education Centre and a Service Centre.

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).