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 classroom supplies for a term commencing approximately August 31, 2025 and ending August 31, 2026. 

Consideration will be given to renew the contract for five (5) separate one-year periods ending August 31, 2031.  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) will be added to the list as they are received and reviewed 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 25084 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(s) to the prequalified list.  Once a Proponent has been qualified to provide the services as described herein under Contract 25084, 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 multiple Vendors for any or all of the categories based on their references provided and the mandatory requirements.

Proponents meeting the mandatory requirements will be prequalified to provide goods and services for that section on an as needed basis subject to best fit, as defined below.

Additional Vendor(s) will be reviewed by DSBN staff for possible addition to the prequalified vendor list as they are received and reviewed. Responsive and responsible Additional Proponents meeting the mandatory requirements for a section will be prequalified to provide goods and services for that section on an as needed basis subject to best fit, as defined below.

BEST FIT

The DSBN reserves the right to purchase 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 requirement, which may include any of the following: pricing with discount applied, product quality as determined solely by the DSBN, delivery turnaround, consolidation of orders, 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 pre-qualified 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.

SCOPE OF WORK

The DSBN is requesting competitive proposals to establish Vendors of Record for the provision of various classroom supplies, including but not restricted to:

1. Elementary Art Supplies
   • Paints, markers, crayons, coloured pencils
   • Paper (construction, watercolour, drawing)
   • Brushes, sponges, palettes
   • Crafting materials (glue, tape, scissors, beads, etc.)

   • Other art-related supplies and materials needed for elementary classroom instruction

      

2. Classroom Supplies and Resources
   • General classroom stationery (pens, pencils, erasers, highlighters, notebooks, binders)
   • Organizational tools (folders, filing systems, storage bins, labels)
   • Visual aids (posters, charts, whiteboards, dry erase markers)

   • Teacher resources (lesson planning materials, assessment tools, etc.)

      

3. Early Learning Supplies and Resources
   • Materials to support early childhood development (manipulatives, sensory toys, building blocks, loose parts, arches and tunnels, sorting trays)
   • Learning games, puzzles, and hands-on learning resources
   • Materials for dramatic play

   • Activity books and educational resources for early learners (pre-kindergarten and up)

      

4. Literacy Supplies and Resources
   • Reading and writing materials (phonics, comprehension tools, vocabulary games)
   • Write and wipe boards, desktop easels, pocket charts
   • Phoneme phones
   • Classroom libraries and leveled readers

   • Writing and language arts resources

      

5. Math Manipulatives and Resources
   • Mathematical manipulatives (counters, cubes, abacuses, fraction bars, math racks, pattern blocks, base 10 materials, polyhedra)
   • Math games and activity kits
   • Math measurement and reference tools
   • Math worksheets, reference guides, and assessment tools

   • Other materials that support math instruction

      

6. Elementary Music Supplies and Resources
   • Musical instruments for classroom use (recorders, percussion instruments, rhythm instruments)
   • Sheet music, music books, and instructional materials
   • Audio equipment (headphones, speakers for classroom use)

   • Other supplies to support music education 

      

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

Proponents do not have to supply all of the aforementioned supplies and can opt to provide discounts for only the categories they offer.

There is no guarantee that any/all items will be purchased. Items will 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 purchases. 

Exclusions from this Scope of Work:

The DSBN has separate non-exclusive contracts for the following categories and items and they may not be purchased under this agreement:

1. Educational Technology
   • Any technology-based products, including computers, tablets, projectors, interactive whiteboards, etc.
2. Office Supplies
   • Supplies such as printer ink, envelopes, staplers, paper clips, etc., that are considered general office supplies
3. Photocopier and Printer Paper
   • Reams of paper for photocopiers or printers, which will be sourced through separate contracts.
4. Physical Education Supplies
   • Sports equipment and related materials for physical education classes
5. Science Supplies and Equipment
   • Laboratory equipment, chemicals, and other science-related items
6. Special Needs Supplies and Equipment
   • Specialized resources or equipment for students with special needs
7. Office and Educational Furniture
   • Desks, chairs, tables, filing cabinets, etc.
8. Books, K-12
   • K-12 textbooks, fiction and non-fiction, supplementary teaching resources in hardcover, paperback, e-book, or other format

The DSBN currently has contracts for both Art Supplies, and Music Supplies and Equipment for secondary schools that expire August 31, 2026, and it is our intent to incorporate those requirements into this contract 25084 upon expiry of those contracts.