HVAC System Services - Atlantic Institution

An advanced contract award notice (ACAN) is a public notice indicating to the supplier community that a department or agency intends to award a contract for goods, services or construction to a pre-identified supplier, thereby allowing other suppliers to signal their interest in bidding, by submitting a statement of capabilities. If no supplier submits a statement of capabilities that meets the requirements set out in the ACAN, on or before the closing date and time stated in the ACAN, the contracting officer may then proceed with the award to the pre-identified supplier. 1. Definition of the requirement: The Correctional Service Canada has a requirement to maintain the Heating, Ventilation and Air Conditioning (HVAC) system at the Atlantic Institution. The work will involve the following: 1.1 Objectives: The Contractor must supply all labour, materials, tools, supervision and equipment required to inspect, test, maintain, repair and upgrade the Heating, Ventilation and Air Conditioning (HVAC) System on an as requested basis. 1.2 Tasks: 1. The services the Contractor must provide include, but are not limited to, inspection, testing, maintenance, leak testing, repair, replacement and upgrade of the Heating, Ventilation and Air Conditioning (HVAC) System on an as requested basis. 2. The systems and all associated auxiliary equipment that require the services are the following: a. Nordic heat pump: Model W-55-HACW-P-IT-CC04 Serial #:4319-09-09 b. Nordic heat pump: Model R55-HACW-0-2S-SDETV-02 Serial#: 2643-05-07 c. Liebert heat pump: Model PFH037A-BL7 Serial#: Y16CG10142 d. 90-ton Chiller: Model CGAM090G Serial#: U11G24180 3. The Contractor must not start any work prior to receiving a Call Up document from the Departmental Representative. The Call Up amount will be the maximum amount paid to the Contractor for that Call Up. 4. For each Call-Up on the Standing Offer, the Departmental Representative will provide a Statement of Work to the Contractor for the Contractor to estimate the call up pricing based on the Basis of Payment. The Contractor must follow the standing offer Basis of Payment to estimate pricing. 5. CSC will ensure the Contractor is escorted at all times when at the site. The Contractor must comply with any security directive from the Department Representative. 6. During the visit: - Each member of the Contractor’s staff must visibly wear the identification provided by CSC at the main entrance, at all times, when performing work in the institution. 7. At the end of the shift: - Each member of the Contractor’s staff must return the identification card and sign the log before exiting the site. 8. The Contractor must carry out the work in a manner that causes the least possible disruption to building occupants and the normal use of the building and its operations. 9. The Contractor must, upon arrival on site, submit three copies of a complete tools list. The Contractor must report any missing or lost tools to commissionaire. 10. The Contractor will advise the Departmental Representative of the telephone number at which they or their representative may be contacted 24 hours a day, 7 days a week. 11. The Contractor must respond to service calls 24 hours a day, 7 days a week. For service calls outside of regular work hours (8am to 4:30pm), the Contractor must contact the Departmental Representative on the first business day after the work is completed to obtain a call-up (purchase order). 12. The Contractor must provide emergency service during and after regular hours with an on-site response time of 4 hours or another response time agreed upon by the Departmental Representative. 13. Workmanship a. The Contractor must perform the work in accordance with good trade practices (recognized best practices). If the Departmental Representative observes any non-compliance during an inspection, the Contractor must correct the work at the Contractor's expense. b. The Contractor must have all the specialized equipment and qualified employees needed to complete the work. c. The Contractor must obtain the Departmental Representative’s authorization before subcontracting the work or any part of the work. 14. Clean-Up: a. While work is in progress, the Contractor must keep the site clean and free of debris and waste materials, including any debris and waste materials the Contractor’s approved sub-contractors generate. b. When the Contractor completes the work, the Contractor must leave the site clean, free of debris, waste materials, tools and equipment. The Contractor must leave the site cleaned up to the satisfaction of the Departmental Representative. c. The Contractor must remove waste from the worksite in compliance with federal, provincial and municipal environmental protection regulations. Waste also includes demolition materials CSC will not keep. For toxic liquids and water containing suspended particles, the Contractor must have each load approved by the Departmental Representative. d. For the disposal of waste materials, the Contractor must find a site where dumping is authorized and must cover the cost of the fees charged by the dump site owner. CSC will not permit any unauthorized dumping of waste materials. If uncontrolled dumping is found, and it is proven to be illegal, the Contractor will be liable for prosecution. 15. Replacement Parts: a. The Contractor must report to the site with a service vehicle which is well stocked with replacement parts to carry out repairs on the HVAC system in use in these facilities. b. The Contractor must repair or replace worn or defective parts of the system(s) using only genuine manufacturer’s replacement parts. c. Replacement parts by another manufacturer may be used with permission of the Departmental Representative. d. The Contractor must request direction from the Departmental Representative prior to replacing any component. e. The Contractor must maintain sufficient supply of replacement parts to prevent extended downtime. The Contractor must replace defective parts within twenty-four (24) hours or within a timeframe approved by the Departmental Representative. 16. Logbooks: a. The Contractor must maintain a permanent ‘’Federal Halocarbon Servicing Logbook” describing the inspection, testing and maintenance of the equipment. The Contractor must keep this log on site in the equipment room for which he is working or in the Maintenance Office. The log must include: ? the date on which an inspection, testing and maintenance exercise was carried out. ? the name(s) of the person(s) who performed the inspection, testing and maintenance. ? replacement parts list. ? notes on any unsatisfactory conditions observed or discovered and the steps taken to correct such conditions. 1.3 Expected results: To maintain and preserve the HVAC systems’ reliable operation for the remainder of the systems’ useful life. 1.4 Performance standards: All of the Contractor’s work must comply with, - CAN/CSA-B52, Mechanical refrigeration code. - Federal Halocarbon Regulations. - Canada Labour Code Part II and the Canada Occupational Health and Safety Regulations. - Provincial Occupational Health and Safety Act - Occupational General Safety Regulations The Contractor and their personnel must adhere to the Federal Government ‘No Smoking’ and “Scent Free” policies where applicable while in Federal facilities. The Contractor must have certified technicians performing the work as per applicable Provincial or Federal requirements. The technician must maintain their applicable provincial certification to work in our facilities. 1.5 Deliverables: 1.5.1 After each visit, the Contractor must provide the Department Representative, with a service report containing details of all work performed. When applicable, the Contractor must provide a list of defects or deficiencies, or both, discovered during the visit with recommended corrective actions and estimated price to correct identified defects or deficiencies, or both. The Contractor must provide all maintenance or repair activity reports to the following email: •••••@•••••.•••Sign up to see this detail. The Contractor must submit all documents within the report in Adobe Acrobat PDF format. 1.5.2 Paper consumption: a. Should printed material be required, double sided printing in black and white format is the default unless otherwise specified by the Project Authority. b. The Contractor must ensure printed material is on paper with a minimum recycled content of 30% and/or certified as originating from a sustainably managed forest. c. The Contractor must recycle unneeded printed documents (in accordance with Security Requirements). 1.6 Constraints: 1.6.1 Location of work: a. The Contractor must perform the work at the Atlantic Institution, 13175 Route 8, PO Box 102, Renous, New Brunswick, E9E 2E1 b. Travel ii. No travel is anticipated for performance of the work under this contract. 1.6.2 Language of Work: The Contractor must perform all work in English. 1.6.3 Institutional Access Requirements Contractor personnel will be escorted at all times by Correctional Service Canada personnel or those authorized by CSC on its behalf. Contractor personnel must adhere to institutional requirements for the conduct of searches by Correctional Service Canada prior to admittance to the institution/site. Correctional Service Canada reserves the right to deny access to any institution/site or part thereof by any Contractor personnel, at any time. 2. Criteria for assessment of the statement of capabilities (minimum essential requirements): Any interested supplier must demonstrate by way of a statement of capabilities that it meets the following requirements: Experience: must possess 5 years of experience in the past 10 years prior to the ACAN closing date conducting HVAC repairs and diagnostics on the following systems and all associated auxiliary equipment. Must have completed 5 projects in the past 5 years prior to the ACAN closing date performing HVAC repairs and diagnostics on the following systems and all associated auxiliary equipment. Nordic heat pump: Model W-55-HACW-P-IT-CC04 Serial #:4319-09-09 Nordic heat pump: Model R55-HACW-0-2S-SDETV-02 Serial#: 2643-05-07 Liebert heat pump: Model PFH037A-BL7 Serial#: Y16CG10142 90-ton Chiller: Model CGAM090G Serial#: U11G24180 3. Applicability of the trade agreement(s) to the procurement This procurement is subject to the following trade agreement(s): Canada Chile Free Trade Agreement (CCFTA); Canadian Free Trade Agreement (CFTA) The procedural requirements of the other international trade agreements will be fulfilled following compliance to the procedural requirements of CFTA and CCFTA 4. Set-aside under the Procurement Strategy for Indigenous Business This procurement is not subject to any set-asides for Indigenous Suppliers. 5. Comprehensive Land Claims Agreement(s) This procurement is not subject to a Comprehensive Land Claims Agreement. 6. Justification for the Pre-Identified Supplier Supplier was the first of eight other suppliers to successfully diagnose and repair Atlantic Institution building 16 heat pump. The Supplier is able to respond to CSC service calls within the mandatory 4 hours response time and provide rapid response for urgent issues with the HVAC system, unlike other previous HVAC suppliers. The pre-identified supplier meets all of the minimum essential requirements described in this ACAN. 7. Government Contracts Regulations Exception(s) The following exception to the Government Contracts Regulations is invoked for this procurement under subsection: (d) only one person is capable of performing the contract. 8. Exclusions and/or Limited Tendering Reasons The following exclusion(s) and/or limited tendering reasons are invoked under the section of the trade agreement(s) specified: Canada Chile Free Trade Agreement (CCFTA) Article Kbis-09: b. where, for works of art, or for reasons connected with the protection of patents, copyrights or other exclusive rights, or proprietary information or where there is an absence of competition for technical reasons, the goods or services can be supplied only by a particular supplier and no reasonable alternative or substitute exists; Canadian Free Trade Agreement (CFTA), Article 513 (b) if the goods or services can be supplied only by a particular supplier and no reasonable alternative or substitute goods or services exist for any of the following reasons: (iii) due to an absence of competition for technical reasons. 9. Ownership of Intellectual Property There are no intellectual property terms in the contract. 10. Period of the proposed contract or delivery date The proposed contract is for a period of one (1) year, from Contract Award Date to May 11, 2026 with an option to extend the contract for four (4) additional one (1) year periods. 11. Cost estimate of the proposed contract The estimated value of the contract, including option(s), is $425,000.00 (GST/HST extra). 12. Name and address of the pre-identified supplier Name: Integrated HVAC Solutions Inc. Address: 1751 Route 845, Summerville, NB E5S 1B5 13. Suppliers' right to submit a statement of capabilities Suppliers who consider themselves fully qualified and available to provide the goods, services or construction services described in the ACAN, may submit a statement of capabilities in writing to the contact person identified in this notice on or before the closing date and time of this notice. The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements. 14. Closing date and time for a submission of a statement of capabilities The closing date and time for accepting statements of capabilities is August 7th, 2025, at 2:00 PM ADT. 15. Inquiries and submission of statements of capabilities Inquiries and statement of capabilities are to be directed to: Isabelle Basque, Regional Contracting Officer 1045 Main Street Moncton, NB E1C 1H1 Telephone: +1 (•••) •••-••••Sign up to see this detail E-mail: •••••@•••••.•••Sign up to see this detail