Avalon East School Board

Avalon East School Board
Purchasing Department
Avalon East School Board
Suite 601, Atlantic Place
St. John's, NF A1C 6C9
www.aesb.k12.nf.ca/

GENERAL TENDER INSTRUCTIONS TO BIDDERS

1 Tenders

.1 Envelopes containing the Tender are to be clearly marked with the tender number and description of tender.
Addressed to:
Purchasing Department
Avalon East School Board
Suite 601, Atlantic Place
St. John's, NF A1C 6C9.

2 Tenders must be received at the Office on or before the exact closing time and date indicated. TENDERS RECEIVED AFTER THAT TIME WILL NOT BE CONSIDERED. The name and address of the Bidder must be shown on the envelope.

.3 Before submitting a Tender, bidders shall carefully examine the Contract Documents and the site of the proposed work and fully inform themselves of the existing conditions and limitations. No subsequent allowance under the Contract Documents will be considered for any Bidder who had failed to become familiar with all aspects of the work.

.4 The Owner will not defray any expenses incurred by the bidders in the preparation and submission of their tenders.

.5 The drawings, if applicable, and specifications are intended to provide a complete and workable system ready for the Owners operation, include all items normally required to conform with this intent as part of the contract.

2 Tender Documents

.1 The tender Documents consist of Instructions to Bidders, Tender Form, Drawings, if applicable, Specifications and any other amendments of the Contract Documents issued during the tender period.

.2 Every interpretation of or addition to the Contract Documents to be considered a valid part of the Contract Documents will be issued in the form of written addendum.

3 Completion of

.1 The Tender Form is to be completed in its entirety.
Tender Form

.2 Type or legibly print the bidders full business name and address in the spaces provided.

.3 The Tender Form must be signed by an authorised officer of the bidding contractor, under the Contractor's Corporate Seal (if the Contractor is a company) or by an authorised person and under seal (if the Contractor is a partnership or individual).

4 Tender Surety

.1 Bidding Security:
Bonding
Where applicable every bidder shall submit with his Tender a Bid Bond of at least 10% issued by an approved Surety Company licensed to do business in the Province of Newfoundland and Labrador and made out in favour of the Avalon East School Board.

Tender security must be accompanied by consent of surety committing the Surety Company to issue a Performance Bond and Labour and Materials Payment Bond.

No bidding security will be required for a tendered amount of less than $25,000.00 unless specifically called for elsewhere in the tender document.

The terms of the bid security will be invoked and the amount retained by the Owner if the Bidder fails to enter into an agreement when notified of the award of the work within the tender validity period; or fails to provide the Performance and labour and Materials Bonds in the amount and within the period specified.

.2 Performance Bond

A Performance Bond will be required in the amount of fifty percent (50%) of the contract price. The Performance Security is to be received not later than on (1) week after the award of the contract by the Letter of Intent and prior to the formal execution of the agreement. No work is to be undertaken until the Performance Bond has been received. The Performance Bond can be waved at the discretion of the Owner.

.3 Labour and Materials Payment Bond

A Labour and Materials Payment Bond will be required in the amount of fifty percent (50%) of the contract price. The Labour and Materials Payment Bond is to be received not later than one (1) week after the award of the contract by the Letter of Intent and prior to the execution of the formal agreement. No work is to be undertaken until the Labour and Materials Security has been received. The Labour and Materials Payment Bond can be waved at the discretion of the Owner.

5 Unacceptable

. 1 Tenders not submitted on the Tender Form provided will not Tenders be considered.

.2 Incomplete tenders will be rejected.

.3 Tenders containing qualifications or additional clauses to the Tender Form will be rejected.

6 Substitution

.1 Tenders shall be based upon using the materials or products as of Materials specified. All materials specified shall be read to include the phrase "or approved equal".
i) Substitution will not be accepted only if specifically written in the tender for particular items.

.2 Where the Specification includes the "or approved equal" clause, substitutions may be proposed provided that:
i) The substituted are equivalent to those specified with regard to design, function, appearance, durability, operation and quality.
ii) The bidder submits test data and literature or substituted product with his tender.

.3 The Owner will review the substituted product after close of tender and advise the bidder if the substituted product is acceptable.

7 Acceptance

. 1 The Owner will not necessarily accept the lowest or any of Tender Tender..2 Upon written acceptance of the Tender within 60 days of close of Tender, the Tender Form becomes part of the Contract Documents and the successful bidder becomes the Contractor.

8 Unit Price

. 1 The bidders shall include as part of their tender submission unit prices for additions or deletions to the Contract as requested on the tender form, if noted therein. The Contract price will be reduced accordingly if a school is closed during the duration of the Contract.

9 Completion

. 1 The work is to be fully completed on or before the date specified. (as scheduled).

10 Acceptance

. 1 The Owner reserves the right to accept any part or all of any tender submitted depending on individual prices submitted.

11 Insurance

. 1 The Contractor shall protect himself and indemnify and same the Owner harmless from any and all claims, losses, costs, damages, suits, proceedings or actions arising out of or in executing the work including his omissions, improper actions or delays.

.2 The Contractor shall have in effect AFailure to Perform insurance to the value of $1,000,000.00 minimum while in performance of this work.

.3 Without restructuring the generality of the foregoing, the Contractor shall maintain comprehensive general liability insurance in the amount of $1,00,000.00 and standard automobile policy liability in the amount of $250,000.00 during the period of the contract.

.4 Provide the Avalon East School Board a certified copy of insurance to a minimum as stated above.

12 Workers

. 1 Contractor to supply the Avalon East School Board a current Compensation letter of good standing from the Workers= Compensation Commission.

13 Additional

. 1 Bidders willing to offer additional discounts based on award Discounts of full contract may do so by attaching a letter on company letterhead stating terms and amount of discount. Letter to be signed as per Section 3.3 of the Instruction to Bidders.