Regional Elevator Maintenance

Regional Elevator Maintenance

This requirement is for: The Correctional Service of Canada.

Trade agreement: Canadian Free Trade Agreement (CFTA), World Trade Organisation-Agreement on Government Procurement (WTO-AGP), Canada Ukraine Free-Trade Agreement (CUFTA), Canada Korea Trade Agreement (CKTA), Canada free trade agreements with Chile/Colombia/Honduras/Panama, Canada-Peru Free Trade Agreement, Canada-European Union Comprehensive Economic and Trade Agreement (CETA) and Canada-United Kingdom Trade Continuity Agreement (Canada-UK TCA), Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP)

Policy on Reciprocal Procurement:
This solicitation is open only to Canadian suppliers.

Competitive Procurement Strategy: Lowest priced compliant bid.

Set-aside under the Procurement Strategy for Indigenous Business: This procurement is not subject to any set-asides for Indigenous Suppliers.

Comprehensive Land Claim Agreement: This procurement is not subject to a Comprehensive Land Claims Agreement.

Security Requirements: This contract does not include security requirements.

Nature of Requirements:

The Correctional Service Canada has a requirement to inspect, test, and perform preventative maintenance services to all elevators, dumbwaiters, and handicap lifts within the Correctional Institutions of the Pacific Region in the Fraser Valley and Victoria BC. The work shall involve the following:

1.1 Background:
The Canada Occupational Health and Safety Regulations part IV Elevating devices require that every elevating device and every safety device attached thereto shall be maintained by elevator personnel in accordance with the applicable Canadian Standards Association (CSA) standards for elevating devices. The Correctional Service does not have qualified in house human resources capacity to meet this requirement and therefore must hire a qualified service contractor to provide these maintenance services for each unit at each institution.

1.2 Objectives:
To provide for full coverage maintenance services of all elevating units listed in the Correctional Service Canada Pacific Regional elevating units inventory titled Annex B.

1.3 Tasks:

1.3.1 The Contractor must perform all mandatory monthly and quarterly maintenance service visits as
per the applicable regulations listed in paragraph 1.3.6 of this statement of work.

1.3.2 The Contractor must provide all labour, electrical and mechanical parts (minor and major),
consumables, tools and software updates to perform all repairs to all elevating units listed in the
regional elevating units inventory titled Annex B.

1.3.2.1 Parts, materials and services that must be excluded from the contract are described in
paragraph 1.3.8 of this statement of work.

1.3.2.2 Definition of major and minor parts for the purpose of this contract are described in section 1.4
of this statement of work.

1.3.3 The Contractor must perform all applicable periodic Category 1, Category 3 and Category 5
mandatory testing as required by the Safety Standards Act- Elevating Devices Safety
Regulation of B.C.

a/ Category 1 tests where applicable shall be performed annually.
b/ Category 3 tests where applicable shall be performed every 3 years
c/ Category 5 tests where applicable shall be performed every 5 years
d/ Note: Each elevating unit listed in the regional inventory titled Annex B, shall
receive all applicable Category 5 tests once during the length of the contract term.
e/ A record of all periodic tests shall be kept as part of the maintenance control program
record for each elevating unit.

1.3.4 The Contractor must provide for emergency call-back service for entrapment when requested
by an institution contact. The Contractor’s response time shall be within three (3) hours, 24
hours a day, seven days a week from the time the Contractor has been notified by an
institutional contact.

1.3.5 The Contractor must provide for regular-time call-back service for repair (when a unit is
deemed inoperable at any one institution) when requested by an institution contact. The
Contractor’s response time shall be within 48 hours, Monday to Friday once the Contractor
has been notified by an institutional contact.

1.3.6 All work must be conducted in accordance with:
- the Safety Standards Act - Elevating Devices Safety Regulation of B.C.
- ASME A17.1- 2016/CSA B44-16 – Safety Code for Elevators and Escalators and
Moving walks.
- CSA standard B355-09 – Lifts for persons with physical disabilities.
- all applicable Technical Safety B.C directives.
- the original manufacturer’s recommendations.

1.3.7 The full coverage contract shall include all tasks as so described in paragraphs 1.3.1 through
1.3.6 in this statement of work.

1.3.8 Excluded from the contract are:
- any accessory equipment unrelated to normal elevator operation.
- any repairs (labour, parts and materials) due to negligent operation, misuse or vandalism
of equipment by others.
- obsolescence driven upgrades.
- intercom/phone systems.
- damage from vandalism, fire or flooding.
- fire detectors.
- repairs (labour, parts and materials) to the elevator shaft.
- software updates when unavailable to the Contractor due to proprietary restrictions.

1.3.9 Note: At the time of tendering of this service contract, the edition years of 2016 and 2009 are the current edition years adopted by Technical Safety B.C. for elevator safety standards ASME A17.1-2016/CSA B44-16 and CSA B355-09. Should the Ministry of Housing of B.C. direct that a newer edition of either of these elevator safety standards (or both) shall be adopted in the province of British Columbia for the year 2026, or at any time in the future during the length of the contract term, the Contractor shall be obligated to service and maintain all elevating units covered under this maintenance service contract with the Correctional Service of Canada in accordance with the newer editions of these elevator safety standards. Should these newer editions lead to any additional mandatory Category 1, 3 and 5 tests that are not currently enforced under the current editions of standard ASME A17.1- 2016/CSA B44-2016 and CSA standard B355-2009, these tests would not be included in this contract and shall be brought to the attention of each institution contact for approval prior to fulfilling.

1.4 Definition of major and minor parts for the purpose of this contract only:

1.4.1 Major Parts must be defined as elevating unit parts that are long life components, expensive to purchase and install but are expected to be infrequently in need of replacement especially on low use elevating units as per industry norms.

Examples of Major parts:
- Motors- pump/generator/hoist machine
- Jack packing
- Traveling cables
- Door operator
- Hoist ropes and sheaves
- PC control boards
- Hydraulic piston (jack)
- Hydraulic pump and valves
- Selector
1.4.2 Minor Parts must be defined as elevating unit parts that are expected to wear out through normal
use, typically replaced during regular frequency maintenance service visits and are generally
inexpensive to purchase and install as per industry norms.

Examples of Minor parts:
- Fuses, contacts and relays
- Door rollers, gibs and guides
- Switches, buttons and indicator bulbs
- Chains and belts
- Small fasteners
- Brake parts

1.5 Deliverables:

1.5.1 The Contractor must perform all tasks as so described in paragraphs 1.3.1 through
1.3.6 in this statement of work as per the applicable regulations, standards, directives and codes.

1.5.2 The Contractor must maintain on-site maintenance records in the machine rooms for each
elevating unit of all maintenance service visits, inspections, periodic tests and repairs/call backs along with each elevating unit’s specific MCP (Maintenance Control Program) as per 8.6.1.2.2 thru 8.6.1.4.1 of ASME A17.1-2016/CSA B44-16 for the duration of the contract.

1.5.3 The Contractor must perform all work during regular time working hours Monday to Friday 8am to
4pm (excluding legal holidays) except for emergency call-back service for entrapment as defined
in task 1.3.4 of this statement of work.

1.5.4 The Contractor must comply with all federal, provincial and municipal regulations applicable tothe
performance of the work and obtain all permits and hold all certificates and licences required for
the execution of the work through the length of the contract term.

1.5.5 The Contractor must remove from the premises any waste products or rubbish resulting from
the work and shall recycle or dispose of in accordance with all municipal, provincial and federal
regulations and bylaws. All costs associated with the recycling and/or disposal of all waste
products such as hydraulic oil, brake pads, cables, electronic components, used parts etc. are to
be included in the contract.

1.6 Client Support:

1.6.1 For safety and security, the contractor will be escorted by a CSC staff member at all times while
inside each institution. If it is deemed necessary by the Contractor to bring their service vehicle into
the institution to conduct a service visit, the Contractor shall allow approximately 20 minutes to sign
in and have the vehicle inspected by security and another 20 minutes for the same procedures upon
exiting the institution. Inspection times can be longer without any prior notice.

1.7 Location of work:

The Contractor must perform the work at the institutions as listed in Annex C.

1.8 Language of Work:

The contractor must perform all work in English.

Any conditions for participation of suppliers not specified in solicitation documentation: none.

Estimated quantity of commodity: see solicitation document statement of work and basis of payment.

Duration of Contract and Time Frame for Delivery:

Period of the Contract: The Work is to be performed during the period of May 1, 2026 to March 31, 2031.

File Number: 21807-26-0028A

Contracting Authority: Katie McKeever
Telephone number: 236-380-2294
E-mail: Katie.McKeever@CSC-SCC.GC.CA

NOTE TO BIDDERS:

Bidders can obtain the complete statement of work and evaluation criteria by downloading the solicitation document and associated documents from the website.

The Crown reserves the right to negotiate with suppliers on any procurement.

Documents may be submitted in either official language of Canada (English or French).

After contract award, bidders may request a debriefing on the results of the bid solicitation process. Bidders should make the request to the Contracting Authority within fifteen (15) working days of receipt of the results of the bid solicitation process. The debriefing may be in writing, by telephone or in person.

Procurement Assistance Canada (PAC) offers seminars to businesses interested in learning how to sell goods and services to the Government of Canada. The seminars are FREE.

Topics include:
 Understand the federal procurement process;
 Learn about searching for opportunities;
 Find out how to bid on opportunities;
 Discover how to prepare to sell to the government.

The full schedule of seminars can be found on the Procurement Assistance Canada website, under find an event (Procurement Assistance Canada: Find an event - Canada.ca).