APN_ITM and Minor Repair Services of HVAC and Chiller Mechanical Systems

Advance Procurement Notice

Inspection, Testing and Maintenance (ITM) and Minor Repair Services of HVAC and Chiller Mechanical Systems
CFB Kingston, Ontario

(with Security Requirements)

Purpose of this Advance Procurement Notice
This is not a bid solicitation nor a request for proposals.

In the context of the major investments announced by the Government and to foster a proactive partnership with industry, DCC is issuing this Advance Procurement Notice (APN) to inform contractors of an upcoming contract opportunity at CFB Kingston, Ontario.

The purpose of this APN is to allow contractors to assess their capacity and interest in participating, and to prepare adequately for the potential solicitation process, notably by initiating any necessary steps.

This is a preliminary notice regarding a potential contract, which includes security requirements. The purpose of this APN is to allow interested contractors to initiate, if required, the sponsorship process to obtain the necessary clearances or security clearances (if applicable).

Please note that there is no guarantee that this contract will proceed or that security clearances will be granted within the anticipated timelines or at all as part of the sponsorship process.

Description of the Project and Services
It is anticipated that the following solicitation will proceed as noted in the table below. This is conditional on the contract receiving approval to proceed from DND.

Contract Number: 85856
Title: Inspection, Testing and Maintenance (ITM) and Minor Repair Services of HVAC and Chiller Mechanical Systems
Approximate Estimate: $1,580,000, up to $3,950,000
Anticipated Posting: July 2026

Description:
Contractor services and deliverables required for the Inspection, Testing and Minor Repair of various chiller systems, air handling units and other HVAC items associated with facility infrastructure at Canadian Forces Base Kingston, including the Royal Military College (RMC), Fort Frontenac, and the Kingston and Brockville Armouries.

The contract will include but is not limited to: Scheduled Inspection, Testing and Minor Repairs of various HVAC equipment (Condensing Units, Air Handling Units, and Exhaust Fans) as well as Daikin, Smardt, Trane and McQuay brand name Chillers. Work shall be performed in accordance with manufacturer recommendations, applicable codes, environmental regulations, and industry best practices.

The contractor’s services will entail scheduled preventive maintenance, seasonal start-up and shutdown procedures, operational inspections, performance testing, refrigerant management, control system verification, condition reporting, and emergency response support. The contractor shall identify deficiencies, recommend corrective actions, and perform authorized repairs to minimize downtime and extend equipment service life.

This contract is expected to be awarded to one (1) firm for two (2) years with an option to add up to three additional, one (1) year extensions. The estimated services are expected to cost $790,000 per year for a contract value of $1,580,000 with possibility to extend up to a total amount of $3,950,000.

Contract Award and Anticipated Security Requirements
To be eligible for contract award, a bidder will be required to, among other things, actively hold or obtain all required security clearance(s) prior to the date of the award, as further detailed in the solicitation documents.

The anticipated security clearance level for this contract is Facility Security Clearance (FSC).

Industrial Security Program Sponsorship
Defence Construction Canada (DCC) is providing contractors early access to the security clearance application process through sponsorship under its Industrial Security Program (ISP). Accordingly, contractors that intend to submit a bid for this project and that do not actively hold the above identified security clearance(s) should begin forthwith the security clearance application process by applying through DCC’s ISP.

Under this program, DCC may, at its entire discretion, provide preliminary assistance to all the potential bidders with their respective security clearance sponsorship process.

To begin the security clearance sponsorship process, please submit a sponsorship request application to DCC by following the steps identified on DCC’s website at: https://www.dcc-cdc.gc.ca/industry/security-requirements.

In their sponsorship request application to DCC, consultants or contractors are asked to quote the following information, among other things:

• Advance Procurement Notice (APN) number (Project number on the MERX notice);
• Contract number 85856; and
• Level of clearance requested to be sponsored for.

Sponsorship Process
Upon receipt, DCC will review the sponsorship request application and will communicate directly with the consultants or contractors to provide assistance for the completion of the sponsorship request packages.

Once DCC has determined, at its entire discretion, that a consultant or contractor:

1. has started the sponsorship process prior to the solicitation (Contract number listed on their request for sponsorship) being advertised on MERX,
2. has  met all the material requirements of the sponsorship request package, and
3. has submitted a proposal or a bid

DCC will  send the documents to the Public Services and Procurement Canada’s (PSPC) Contract Security Program (CSP).

Following receipt of the sponsorship request package, the CSP will communicate directly with the proponent or bidder regarding any further steps or actions to be undertaken or the status of the sponsorship request package processing. At such time, the proponent or bidder will need to promptly cooperate with CSP  to ensure that the process is completed as soon as possible.

Questions
Any questions pertaining to the sponsoring process through the ISP can be addressed to:

Telephone Number: (613) 998-8974; or
Email address: ISP.Sponsorship@dcc-cdc.gc.ca

Any questions relating to this Advance Procurement Notice can be addressed to:

Robin Entwistle
Team Leader, Contract Services
Defence Construction Canada
613-449-4964
KNContracting@dcc-cdc.gc.ca

Disclaimer
DCC is only providing assistance, at its entire discretion, for the above stated sponsorship process  and does not provide any representations  or guarantees that a sponsorship request package or a security clearance application forwarded by DCC to the CSP will be successful or result in the granting of the requested security clearance(s) by the CSP. At all times, the processing of a sponsorship request package or a security clearance application is subject to the respective terms, conditions, and timelines of DCC’s ISP sponsorship process and the CSP security clearance granting process. By applying to either of the aforementioned processes, the proponent or bidder agrees to bear any fees and risks associated with: (i) the completeness or accuracy, or lack thereof, of its application or related documents submitted under or in connection with either said processes, and (ii) the timeliness, or lack thereof, of any processing or granting of security clearance(s) under or in connection with either said processes. Notwithstanding anything else stated above, DCC shall in no event be liable to the bidder or proponent for any direct, indirect, incidental, special, consequential, punitive or exemplary damages arising out or in connection with the above stated  sponsorship process.
 

Bidding and Documents are available on http://www.merx.com. Fees may apply; See https://www.merx.com/public/pricing for more information.