Heating Ventilation and Air Conditioning Equipment Maintenance

1.0 Purpose:

To provide preventive maintenance and emergency service of heating ventilation and air conditioning (HVAC) equipment.

1.1 Objective:

To engage the services of a contractor who has certified mechanical/HVAC technician(s) who will provide labour, material and equipment to perform preventative maintenance, inspections, part replacement and emergency service coverage to ensure optimal performance of the HVAC equipment.

1.2 Location

Environment and Climate Change Canada

Douglas Jung Building

18^th Floor, 401 Burrard Street

Vancouver, BC V6C 3S5

1.3 Background:

Environment and Climate Change Canada (ECCC) has the following HVAC equipment:

Liebert (x2) with associated condensing units, Canatel (x4) and various Rittal (x6) water cooled Air Handling Units (AHU) which rely on chilled water from the base building. Refer to ATTACHMENT 1 to ANNEX A for list of equipment.

The equipment in the North and South server rooms and Universal Power Supply (UPS) room are “mission critical” servers and the environment in the rooms must be cooled to a constant temperature and requires ongoing regular maintenance to ensure optimal performance. The HVAC equipment in the rooms range between 3-16 years old and are no longer under warranty.

Emergency service coverage is critical to ensure repairs/service, due to unforeseen breakdown, area dealt with in a timely manner, defined as two (2) hours to ensure critical systems are in good normal operating condition.

1.4 Description of Work:

Main responsibilities of the Contractor:

1. 4.1 Preventive Maintenance:

The Contractor is to provide quarterly mechanical inspections (at least one of which is to include a halocarbon leak test) and two control inspections per year, as per Preventative Maintenance Checklist found at Attachment 2 to Annex A. The Checklist is not inclusive, and thereby the Contractor is to follow the manufacturer(s)’ operating and maintenance manual for the applicable HVAC equipment. The Contractor must monitor the overall performance of all system equipment.

1.4.2. Emergency Service Coverage

The Contractor is to provide 24/7 Emergency Service Coverage for the HVAC equipment, as required. The Data Centre supports the 24/7 operation of the Pacific Storm Prediction Centre and has mission critical infrastructure equipment. Therefore, the maximum response time must be within two (2) hours.

1.4.3. Reporting for Regular Maintenance and Emergency Services

The Contractor must provide electronic (emailed) service report(s) after each service. Each report must be signed and must contain the time of day the work was performed and description of the service and/or parts that were repaired/replaced, and if needed recommendations for future remedial action. The Contractor will provide a quote for any emergency or additional repairs which must be approved by the Technical Authority or authorized delegate prior to work commencement. The report or email must include a photo of the Federal Halocarbon Legislation (AC) Logbook, specifically showing the signed entry for the work done.

Copy of the report(s) shall be submitted along with the invoice submitted for payment. All invoices shall bear as much detail, which may include the date of the service; hours on site and cost per hour; travel time, if applicable; and the name of the ECCC or Shared Services Canada (SSC) employee who called for emergency service.

Mandatory Site Visit

1. There will be a site visit on February 26, 2021 at 10:00 A.M. PST. Interested bidders are to meet in the lobby of the Douglas Jung Building, 401 Burrard Street, Vancouver, BC V6C 3S5.
2. The site visit for this project is MANDATORY. The representative of the Bidder must sign the Site Visit Attendance Sheet at the site visit. Bids submitted by Bidders who have not signed the attendance sheet will be rejected.
3. Safety Attire: In order to be guaranteed access to the site visit all persons must have the proper personal protection equipment (safety glasses, footwear, hard hats, and face masks). Contractor`s personnel/individuals who do not have the proper safety attire may be denied access to the site.
4. Security pre-screening: All the individuals attending the site visit are preferred to hold a security clearance of (“Secret”). The names of each individual attending the site visit, their date of birth, along with the name of the firm they represent, must be provided to the Contracting Authority by February 12, 2021 at 10:00 A.M. PST. in order to gain access to the site.