Heating Ventilation and Air Conditioning Equipment Maintenance

Solicitation number 5000051801

Publication date

Closing date and time 2021/03/19 15:00 EDT

Last amendment date


    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

    18th 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.

    Contract duration

    Refer to the description above for full details.

    Trade agreements

    • Canadian Free Trade Agreement (CFTA)

    Partner with another business

    The functionality to add your company name to the list of interested businesses is temporarily unavailable.

    This list does not replace or affect the tendering procedures for this procurement process. Businesses are still required to respond to bid solicitations, and to compete based on the set criteria. For more information please read the Terms of use.

    Contact information

    Contracting organization

    Environment Canada
    Contracting authority
    Noble, Heidi

    Buying organization(s)

    Environment Canada
    Bidding details

    Full details regarding this tender opportunity are available in the documents below. Click on the document name to download the file. Contact the contracting officer if you have any questions regarding these documents.

    Tender documents
    Document title Amendment no. Language Unique downloads Date added

    Access the Getting started page for details on how to bid, and more.

    Eligibility and terms and conditions

    Government of Canada tender and awards notices, solicitation documents, and other attachments are fully accessible and available free of charge and without having to register on CanadaBuys.

    Information may be available on another source prior to being available on CanadaBuys. You may have received this information through a third-party distributor. The Government of Canada is not responsible for any tender notices and/or related documents and attachments not accessed directly from CanadaBuys.canada.ca.

    Government of Canada tender or award notices carry an OpenGovernment License - Canada that governs its use. Related solicitation documents and/or tender attachments are copyright protected. Please refer to our terms and conditions page for more information.

    Summary information

    Notice type
    Request for Proposal
    English, French
    Region(s) of delivery
    British Columbia
    Region of opportunity
    Procurement method
    Competitive – Open Bidding

    Support for small and medium businesses

    If you have questions about this tender opportunity, please contact the contracting officer, whose information is found in the Contact information tab. 

    Refer to our Support page if you need help or have questions about the government procurement process, including how to bid or how to register in SAP Ariba. You can also contact Procurement Assistance Canada, which has offices across Canada.



    Contact us directly, or find your answers using resource guides.

    Date modified: