Maintenance and Support Services Contract - Toronto

Advance Procurement Notice

Maintenance and Support Services Contract

Toronto, Greater Toronto Area, Southwestern and Northern Ontario

(with Security Requirements)

Purpose of this Advance Procurement Notice

This is not a bid solicitation. This is an advance notice of a potential contract with anticipated security requirements to provide interested Facility Maintenance Contractors an opportunity to begin the sponsorship request process for potentially obtaining the required security clearance(s) that are anticipated. Note that there is no guarantee that this contract will proceed or that any security clearance(s) will be granted under the sponsorship process in a timely fashion or otherwise.

Description of the Project

The Maintenance Services Contract will require multi-trade and single trade contractors to provide facilities maintenance services for approximately 48 sites of varying size and complexity under RPOps (O) Section Toronto. The buildings are located throughout the Greater Toronto Area, Southwestern Ontario, and Northeastern Ontario (North Bay, Timmins, Sudbury, Sault Saint Marie, etc.). In addition to the buildings, there are parking lots, sidewalks, roads and landscaped areas that form part of the contracted site.

The estimated project value is at $16,000,000.00 per year. It is anticipated that the initial contract will be set up for 5 years, with 5 additional years of renewal options.

Description of Services

The Contract will consist of facilities management and maintenance services that include inspection, testing, maintenance, preventative maintenance, and repairs of equipment and systems, not necessarily limited to the following:

• Building Envelope Maintenance
• Door Systems – Inspection, testing, maintenance and repairs (ITMR)
• Electrical Systems ITMR
• Elevator and Lifting Systems ITMR
• Fire Detection and Suppression Systems ITMR
• Generator ITMR
• Heating, Ventilation, Air Conditioning & Refrigeration Systems ITMR
• Plumbing Systems ITMR
• Cleaning and Housekeeping Services
• Integrated Pest Management Services
• Landscaping Services
• Snow and Ice Clearing Services
• Solid Waste Management
• Life Safety Systems Inspections

It is anticipated that the procurement for this project will be initiated in May 2023. This is conditional on the contract receiving approval to proceed by the Department of National Defence (DND).

Contract Award and Anticipated Security Requirements

In order to be eligible for contract award, a contractor will be required to, among other things, actively hold all required security clearance(s) at the time of closing, as further detailed in the tender documents.

As of the date of posting of this Advance Procurement Notice, the required security clearance(s) are anticipated to be:

• for contractors: a valid and active FACILITY SECURITY CLEARANCE (FSC) at the level of SECRET granted or approved by the Contract Security Program (CSP), Public Works and Government Services Canada (PWGSC); and

Industrial Security Program (ISP) 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 are interested in submitting or participating in a bid for this procurement that fall under this program and that do not actively hold the above identified security clearance(s) should begin the security clearance application process by applying through DCC’s ISP.

Under this program, DCC may provide preliminary assistance with the 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, contractors are asked to quote the following information, among other things:

• Contract number TT24FM01 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 contractor to complete a sponsorship request package. Once DCC has determined that the contractor has substantially completed the sponsorship request package, DCC will forward the package to the CSP, PWGSC on behalf of the contractor based on the following timelines:

• 30 calendar days prior to planned tender closing, for DESIGNATED ORGANIZATION SCREENING (DOS); and
• 60 calendar days prior to planned tender closing, for FACILITY SECURITY CLEARANCE (FSC) at the level of SECRET.

Following receipt of the sponsorship request package, the CSP, PWGSC will communicate directly with the contractor regarding any further steps or actions to be undertaken or the status of the sponsorship request package processing. At such time, the contractor will need to cooperate with the CSP, PWGSC in a timely fashion to further the process.

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:

Neharika Verma

Coordinator, Contract Services

Defence Construction Canada

TTContracting@dcc-cdc.gc.ca

416-434-5095

Disclaimer

DCC does not provide any assurances or guarantees that a sponsorship request package or a security clearance application forwarded by DCC to the CSP, PWGSC on behalf of a contractor will be successful or result in the granting of the requested security clearance(s) by the CSP, PWGSC, in a timely fashion. 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, PWGSC’s security clearance granting process. By applying to either of the aforementioned processes, the contractor accepts and agrees to bear any 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.