Maintenance Service of Uninterruptible Power Systems (UPS)

ADVANCE CONTRACT AWARD NOTICE

Maintenance Service of Uninterruptible Power Systems (UPS)

The Royal Canadian Mounted Police (RCMP) has a requirement for the provision of
regular on-site maintenance, inspection, testing, and emergency repairs on the existing Liebert Canada Uninterruptible Power Systems (UPS).

The purpose of this Advance Contract Award Notice (ACAN) is to signal the government’s intention to award a contract for these services to Liebert Canada. Prior to awarding a contract, the RCMP wants to provide other suppliers with the opportunity to demonstrate that they are capable of satisfying the requirements set out in this Notice, by submitting a statement of capabilities during the 15 calendar day posting period.

If a statement of capabilities deemed by Canada to meet the requirements set out in the ACAN is received, Canada will proceed to a full tendering process on either the government’s electronic tendering service or through traditional means, in order to award the contract.

Background:
The RCMP E Division provides 24/7 police dispatch services from various locations within British Columbia. The RCMP E Division relies on Uninterruptible Power Systems (UPS) to ensure non-disrupted 24/7 dispatch service across the entire BC province. Loss of power to the RCMP Mission Critical Communication systems negatively impacts the public and/or member’s safety. To reduce the risk of UPS failure the RCMP requires continual maintenance services including regular on-site maintenance, inspection, testing, and emergency repairs on the existing Liebert Canada UPS system by factory authorized and trained technicians.

Requirements:
1.	The Contractor will provide 8am-5pm Monday-Friday (local time) UPS Preventive Maintenance (PM) and 24/7 Emergency repair coverage. Emergency maintenance will be requested by RCMP Shop personnel on an as and when required basis and PM’s will be generally be scheduled to be performed during the hours of 8AM and 5PM, Monday to Friday (local time).

2.	The Contractor shall provide all labour, materials, equipment, and supervision required to perform maintenance and to perform any required remedial maintenance. For Emergency Maintenance the contractor must provide an On-Site response time of 4 hours for sites within 240Km of Burnaby, BC, and a response time of 6 hours for sites outside the 240 Km range (this may be dependent on public carriers schedules).

3.	The Contractor will when possible employ technicians having at least 10 years experience installing, maintaining, testing, and repairing Liebert Canada UPS equipment. If technicians have less than 10 years of experience, prior authorization must be obtained from the technical authority. Technicians providing the maintenance must be Liebert Canada factory trained and certified on 300 Series and Npower series UPSs and must be able to provide a copy of their certificate.

4.	The Contractor must obtain and install Liebert Canada factory authorized modifications, changes and firmware upgrades to the UPSs. The cost of changes shall be included as part of the contract.

5.	The Contractor shall stock in BC, spare parts and major assemblies to ensure the maximum uptime of each UPS. The stock of parts shall allow same day repairs and as such shall include all boards and major assembles, including replacement batteries and filters. Maintenance and repairs are to be completed On-Site, however if the UPS must be repaired elsewhere the Contractor alone shall be responsible for all associated costs such as UPS removal, re-installation, provision and installation of temporary equivalent UPS.

6.	Upon completion of maintenance or repairs at each location a written report will be provided to the local Workshop and RCMP Technical Authority, which as a minimum, details the followings:

•	the date and time work was completed
•	description or checklist of the work completed
•	listing and description of all unsatisfactory conditions found
•	listing of parts replaced and description of adjustments and/or repairs made
•	all recorded calibration settings and meter readings taken
•	individual battery readings

7.	Contractor obligation must include one Semi-Annual and one Annual preventative maintenance (PM) service on each UPS at each location. Full battery maintenance must be included with each UPS at each location.


 
Contract Period:
The proposed contract is for a period of 3 years from the date of contract award with an irrevocable option on the part of Canada to extend the term of the Contract by up to two (2) additional one(1) year periods.

Estimate Contract Value:
The estimated value of the contract is $370,000.00 (GST extra).

Justification for the Pre-Selected Supplier

Liebert Canada service technicians are factory trained and authorized to maintain and service Liebert Canada equipment. Only Liebert Canada is authorized to inspect/maintain/service the Liebert Canada equipment.  They have been specifically trained on Liebert Canada equipment whereas no other service provider has received Liebert Canada training.
 
Intellectual Property
Liebert Canada holds all the intellectual copyrights and patents and is the OEM (Original Equipment Manufacturer) of the Liebert Canada UPS equipment. 

Security Requirement:
All service personnel must hold a valid RCMP Facility Access Level 4 Security Clearance.

Advance Contract Award Notice (ACAN)
You are hereby notified that the government intends to negotiate with one firm only as identified above. Should you have any questions concerning this requirement, contact the contracting officer identified below.

An advance Contract Award Notice (ACAN) allows the RCMP to post a notice, for no less thatn fifteen (15) calendar days, indicating to the supplier community that it intends to award a good, service or construction contract to a pre-identified contractor. If no other supplier submits or before the closing date, a Statement of Capabilities that meets the requirements set out in the ACAN, the Contracting Authority may then proceed with the award. However, should a Statement of Capabilities be found to meet the requirements set out in the ACAN, then the contracting authority will proceed to a fully tendering process.

Statement of Capabilities
Suppliers who consider themselves fully qualified and able to meet or exceed the specified requirements may submit a statement of capabilities in writing to the Contracting Authority identified in this Notice on or before the closing date of this Notice. The statement of capabilities must clearly demonstrate with specific detail how they and their personnel meet the advertised requirements.

Closing Date and Time
The closing date and time for accepting statements of capabilities is 
September 26, 2014 2:00 p.m. Pacific Daylight Time

Inquiries and statements of capabilities are to be directed to:

Tian Lam
A/Senior Procurement Officer
Royal Canadian Mounted Police
Mailstop #909, 14200 Green Timbers Way, 
Surrey, BC V3T 6P3

Telephone: 778-290-2776
Facsimile: 778-290-6110
E-mail: tian.lam@rcmp-grc.gc.ca


Policy Information
Exception to the Government Contracts Regulations
Section 6, (d) only one firm is capable of performing the work, of the Government Contracts Regulations set aside the requirement to solicit bids.  

Trade Agreement
Subject to North America Free Trade Agreement (NAFTA), Agreement on Internal Trade (AIT) and the World Trade Organization – Agreement on Government Procurement (WTO-AGP).