Building Automation System (BAS) Controls Maintenance

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 building operations at the Atlantic Institution, Dorchester Penitentiary, and the Springhill Institution. The work will involve the following:

1.1 Objectives:

The Contractor must supply all labour, materials, tools and equipment required to inspect, test, maintain and upgrade the Building Automation System (BAS) controls, including the Alerton by Honeywell and Reliable Controls on an as requested basis.

1.2 Tasks:

The services the Contractor must provide include, but are not limited to, inspection, maintenance, repair and upgrade of the BAS as requested.

The Contractor must remove and dispose of debris, used and obsolete material as required.

The Contractor’s Technicians must coordinate any site access with the CSC project authority. Upon arrival to the site facility the Technicians must provide identification (ID) and log into the institutional Visitor’s Register maintained at the Principal Entrance.

The Contractor must, upon arrival on site, submit a complete tools list. The Contractor must immediately report any missing or lost tools to the Correctional Managers desk.

The Contractor must provide to the Department Representative, within 5 working days after each visit, a written service report containing all details of the work performed. When applicable, the written service report, must include a list of defects and deficiencies discovered during the visit with recommended corrective actions and an estimated budget to correct these defects and deficiencies. The Contractor must provide all maintenance and repair activities reports to the project authority.

The Contractor must submit all documents within the reports in Adobe Acrobat PDF format.

Replacement Parts

The Contractor must request approval from the Departmental Representative prior to performing any work related to maintenance, repair or upgrade of the BAS controls.

The Contractor must repair or replace worn or defective parts of the system(s) using only genuine manufacturer’s replacement parts. The Contractor must obtain the Departmental Representative’s permission before using any replacement parts from another manufacturer.

The Contractor must not make any change in the design and or configuration of the BAS without the prior written approval of the Departmental Representative.

After completing the work, the Contractor must provide CSC, upon request, with a detailed list of all replaced parts and materials, whether serviceable or unserviceable. CSC will review the list and determine whether the parts and materials are to be retained or disposed of. Any items that CSC decides to retain must be handed over to the Department Representative and remain on-site. All other materials shall be disposed of off-site by the contractor.

The Contractor must apply, install, connect and use all manufactured articles, materials and equipment as specified by the manufacturer.

The Contractor must guarantee all materials and workmanship for a period of one (1) year after acceptance by the Department Representative. The Contractor must rectify and make good, at the contractor’s expense, any defects which may develop during this period to the satisfaction of the Departmental Representative.

1.3 Expected results:

To maintain the systems’ reliable and sustainable operation for the remainder of the system’s useful life.

1.4 Performance standards:

All of the Contractor’s work must comply with,

1. the American Society of Heating, Refrigeration and Air Conditioning Engineers (ASHRAE) and ULC or CSA standards as applicable.

2. the Canada Labour Code Part II and the Canada Occupational Health and Safety Regulations

3. the Provincial Occupational Health and Safety Act and following Occupational General Safety Regulations.

The Contractor must work to meet or exceed requirements of specified standards, codes and referenced documents.

The Contractor and their personnel must adhere to the Federal Government ‘No Smoking’ policy while in Federal facilities and scent free policy where applicable.
1.5 Deliverables:

1.5.1 The Contractor must provide to the Departmental Representative a copy, on a USB or portable hard drive, of any newly created and updated databases and graphics of the Building Management System. In addition to this documentation, the Contractor must also provide a revised sequence of operation on the USB or portable hard drive, if the Contractor has changed it.

The Contractor must ensure all of the above information is saved to the primary Operator Workstation, and the Contractor must keep a copy at their office.
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 following three locations:

• Atlantic Institution, 13175 Route 8, Renous, New Brunswick, E9E 2E1
• Dorchester Penitentiary, 4902 Main Street, Dorchester, New Brunswick, E4K 2Y9
• Springhill Institution, 330 McGee Street, Springhill, Nova Scotia, B0M 1X0

b. Travel

Travel to the above locations will be required for the 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:

The supplier must have 5 years of experience in the past 10 years prior to the ACAN closing date in working with Alerton by Honeywell and Reliable Controls Building Management Systems.

• The supplier must have a physical office within two and a half (2.5) hours of each of the three locations listed in article 1.6.1.a.

Professional designation, accreditation and/or certification:

• The supplier must be able to provide a letter from the manufacturer indicating that they are licensed to work on the Alerton by Honeywell and Reliable Controls brand in the region/area in which the work site is located.

• The supplier must be certified by the Alerton by Honeywell and Reliable Controls to access and perform work to the BAS controls and hardware and software.

3. Applicability of the trade agreement(s) to the procurement

This procurement is subject to the following trade agreement(s):

Canadian Free Trade Agreement (CFTA)
Canadian Chile Free Trade Agreement (CCFTA)

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

The pre-identified supplier is the only known supplier in the region who is licensed to work on the Alerton by Honeywell and Reliable Controls equipment and 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 company 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:

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:
(i) the requirement is for a work of art;
(ii) the protection of patents, copyrights, or other exclusive rights;
(iii) due to an absence of competition for technical reasons;
(iv) the supply of goods or services is controlled by a supplier that is a statutory monopoly;
(v) to ensure compatibility with existing goods, or to maintain specialized goods that must be maintained by the manufacturer of those goods or its representative;
(vi) work is to be performed on property by a contractor according to provisions of a warranty or guarantee held in respect of the property or the original work;
(vii) work is to be performed on a leased building or related property, or portions thereof, that may be performed only by the lessor; or
(viii) the procurement is for subscriptions to newspapers, magazines, or other periodicals;

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;

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 standing offer is from standing offer award date to September 15, 2025, with an option to extend the standing offer for 2 additional 1 - year periods.

11. Cost estimate of the proposed standing offer

The estimated value of the standing offer including option(s), is $1,923,592.00 (GST/HST extra).

12. Name and address of the pre-identified supplier

Name: Advanced Energy Management Ltd.
Address for New Brunswick: 222 Edinburg Drive, Unit 1, Moncton, New Brunswick, E1E 4C7.
Address for Nova Scotia: 60 Dorey Avenue, Suite 103, Dartmouth, Nova Scotia, B3B 0B1.

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 September 25, 2024 at 2:00 PM ADT

15. Inquiries and submission of statements of capabilities

Inquiries and statement of capabilities are to be directed to:

Penny Panayiotopoullos, Regional Contracting Officer
1045 Main Street
Moncton, NB
E1C 1H1
Telephone: 506-875-3649
E-mail: penny.panayiotopoullos@csc-scc.gc.ca