Facilities Management Services

Facilities Management ServicesRFPOT04172023Closing Date: 05/17/2023 11:00:00 AM ETDetail: 1.Description and Scope of Work Ontario Tech is seeking a highly qualified operations & maintenance firm to provide a variety of services to assist in operating nine locations totaling approximately 149,000 gross square feet. Ontario Tech’s objectives are: Minimize costs Maintain and Improve quality Apply relevant leading practices Minimize capital / replacement Provide effective management reporting Deliver excellent Customer Service 1.1.Facility Locations The following buildings located downtown and near Britannia Ave. W in Oshawa (“Facilities”) are within scope of work as described in the Deliverables: Facility NameAddressHours of OperationArea (GSF)Faculty of Social Science and Humanity 55 Bond Street Ei31,885Faculty of Social Science and Humanity61 Charles Streeti, iv, vi84,0002 Simcoe (Logistics / Minor Maintenance ie) light bulbs)2 Simcoe Street Ni8,950Regent Theatre 50 King Street

Ei14,000Baagwating Indigenous Student Centre151 Athol Streetiii1,800Windfields Farm - House 20 285 Britannia Ave W vii2,100Windfields Farm - House 22285 Britannia Ave Wiii3,300Stone House – Occupied by Tenants2370 Simcoe St N24/73,300 Monday to Friday 7:00 a.m. to 10:00 p.m. Monday to Friday 6:30 a.m. to 6:30 p.m. Monday to Friday 8:00 a.m. to 5:00 p.m. Saturday 6:30 a.m. to 7:00 p.m. Saturday 7:00 a.m. to 3:00 p.m. Sunday 6:30 a.m. to 5:00 p.m. Two to Three days per Week Currently not in use Monday to Friday 4:30 p.m. to 4:30 a.m., 24/7 on Weekends and Holidays Windfields Farm Storage Facilities (Logistics / Minor Maintenance ie Light Bulbs)AddressStud Barn285 Britannia Ave WBarn 2Barn 6Portable 20Portable 22 1.2.Associated Bid Documents Appendix B – Sustainability & Area of Focus Appendix C – Pricing Sheet Appendix D – Floor Plans Appendix E – Mandatory Terms 2.Deliverables The Proponent shall provide all necessary labour and supervision to perform Facilities Management Services, including the Deliverables listed below. 2.1.General Requirements The Proponent shall provide the services in accordance with the standards that would be achieved by a prudent and professional service provider. The Proponent acknowledges that there may be services and requirements that are not explicitly described in the Deliverables which are normally and customarily provided by a prudent service provider and shall be provided by the Proponent as part of these services. Ontario Tech is seeking a comprehensive service agreement for the full range of facilities and specified equipment maintenance services for all Facility Locations. The Proponent will employ personnel and managers with the experience, technical expertise, certifications and skills necessary to plan, organize, administer, operate and maintain the equipment and facilities in accordance with key performance indicators that include, but are not limited to: safety, quality, reliability, efficiency, cost-effectiveness, and environmental sustainability. Facilities Management Services will be delivered through various means and will include preventative and scheduled maintenance, repairs, service calls, routine work orders, setups, logistics, scheduling warranty repairs with third party vendors, and responding to Trouble Calls/Emergency Repairs requiring immediate assistance. Repairs requiring qualified trades are not included in the ‘all inclusive’ services provided by the Proponent in accordance with the Financial Proposal and may be provided by the Proponent as an Extra Service at the sole option of Ontario Tech. 2.2.Days/Hours of Service Maintenance Services: Maintenance services will normally be performed during the operating hours. Core hours are 07:00 to 17:00 Monday to Friday. The Proponent are required to provide on-call services outside the core operating hours. The Proponent shall answer emergency calls 24 hours a day, 7 days a week, and provide on-site service within two (2) hours. The fees payable under the Resulting Contract shall include 24/7 on call costs only; actual calls to be billed at overtime rates. 2.3.Managing the Services The Proponent will take full responsibility for the facilities operations and maintenance services that form part of this requirement. The Proponent will be required to prepare and maintain a Facilities Maintenance Management Plan that will describe in detail the Proponent’s approach to the overall management of the Facilities Maintenance Services. In addition, the Proponent is required to: Enhance the existing annual Preventative Maintenance Program Inspection Schedule to improve the ratio between demand maintenance and preventative maintenance; Obtain Ontario Tech’s approval of all Proponent initiated changes to all maintenance plans and project programs specified in the Resulting Contract, prior to start of work on the changes; Immediately report specific areas or situations which, in the opinion of the Proponent, require significant repairs (ie, flooring or furniture that needs replacement), submit for consideration by October 1st each year; Develop and maintain a manual of operating and maintenance procedures for each major operating and maintenance function to ensure continuity of quality service and to assist in the training of Proponent staff. 2.3.1.Contract Manager The Proponent shall provide a Contract Manager who is authorized to act on its behalf, and who is to ensure all work is properly and safely carried out. Appropriate supervisory staff is to be provided to ensure completion of assigned duties, safe and proper work procedures, and good productivity during the operating hours. The Proponent accepts full and complete responsibility for the supervision, direction and control of all Proponent employees, agents, sub-contractors that perform services on the premises of Ontario Tech, and for the use of equipment and vehicles in the performance of such services. 2.4.Incident or Damage Reports The Proponent’s employees shall report, immediately, any act, omission or incident, including activities of a suspicious or illegal nature, that may result in damage to a facility, destruction, failure or theft of equipment, or the interruption of business operations to Ontario Tech in accordance with applicable policies or procedures. The Proponent’s employees shall report any damage to facilities and equipment however caused (e.g. flooding, water leaks, fire, vandalism), theft or loss of equipment, mechanical failures or interruptions, and other problems on a Daily Exception Report, to be provided to the Budget Officer and Director, Office of Campus Infrastructure and Sustainability. 2.5.Quality Assurance by Ontario Tech The Budget Officer, Office of Campus Infrastructure and Sustainability or its designate will oversee the performance of work under the Resulting Contract and has the authority to accept or reject the work done by the Proponent. Ontario Tech will put in place a quality management process to monitor the results provided by the Proponent in addition to the quality assurance processes used by the Proponent to ensure it provides the services in accordance with the requirements of this RFP. This may include audits, inspections and meetings with formal documentation and recording of results. Non-conforming or substandard services may result in the termination of the Resulting Contract. 2.6.Defective Work and Damage Remediation The Proponent is required to correct defective work or to repair damage caused by the Proponent’s employees or suppliers and all such corrections and/or repairs shall be completed by Proponent, at no cost, within a time frame as determined by Ontario Tech. If the Proponent fails to correct defective work, or to repair damage as required, Ontario Tech may, at its sole discretion, arrange to have the work done and deduct such costs from any payment due to the Proponent. 2.7.Warranties Certain equipment may, at the commencement of the Resulting Contract, be subject to existing warranties. The successful Proponent shall in performing the services preserve the validity of existing warranties. Before replacing, repairing or modifying any equipment the successful Proponent shall determine if such warranties are applicable and shall provide written notification to Ontario Tech prior to proceeding with any remedial work. 2.8.Storage and Office Space Ontario Tech will provide space where the Proponent may store maintenance equipment, tools, supplies, and materials. Such storage spaces shall be kept in a neat, clean and safe condition at all times. The Proponent shall not bring onto or store hazardous chemicals or substances at Ontario Tech without first obtaining written permission from the Budget Officer or Director, Office of Campus Infrastructure and Sustainability. The Proponent shall be liable for all costs associated with any misuse, spill, disposal, environmental risk or contamination that may result from any chemical or substance which has been brought onto or stored in Ontario Tech’s premises. An office equipped with a telephone line and an Internet connection will be provided for the Proponent’s Contract Manager. This office space will be provided free of charge to the Proponent, who will ensure such areas are kept in a neat, clean and safe condition. 2.9.Keys/Access Cards Keys/Access Cards will be issued to the Proponent as required for each building. The Proponent shall ensure that all keys issued are protected from loss and/or copying or any other form of misuse or abuse. The Proponent will ensure all employees with custody of keys; make use of belt key-lock mechanisms for security measures. 2.10.Personnel Requirements The Proponent shall be required to provide sufficient numbers of personnel during operating hours to perform the services and respond to work orders; during an employee’s extended sick leave. All Proponents’ personnel will present a neat, clean appearance at all times. Proponent’s personnel will conform to all regulations and maintain standards of discretion, tact and courtesy and act in a professional manner while on duty. The Proponent shall supply to the Budget Officer and Director, Office of Campus Infrastructure and Sustainability a complete listing of employees along with a copy of the application for each person to be employed to work at Ontario Tech. 2.10.1.Personnel Selection Process All personnel and supervision provided under this RFP must be thoroughly trained, experience and qualified to perform the work to which they are assigned. The Proponent shall have a documented employment process which shall include application, interview, and background check phases. The Proponent shall carry out Criminal Background checks on all personnel that will work on Ontario Tech’s premises. The Proponent shall provide proof of this check as requested to Ontario Tech. Ontario Tech reserves the right to initiate an investigation through a suitable authority into the character and reliability of any person or persons whom the successful Proponent proposes to employ. Ontario Tech reserves the right to accept or reject any applicant that, in its sole discretion, is considered unsuitable. 2.10.2.Education, Experience and Requirements Possess a valid G driver’s license in the Province of Ontario with a clean driver’s abstract. At least one Personnel to have minimum 5 years of consecutive experience in related facilities operations and maintenance, unless otherwise agreed to by Ontario Tech. Sound knowledge of building systems and operations. Computer literate including MS Word, BAS and CMMS. Strong customer service, communication and leadership skills. Able to work independently with minimal direction and able to respond to emergency situations. Strong time management skills and ability to prioritize work in order to deliver successful results within agreed upon timeframes. Able to foster a culture of continuous improvement and customer service excellence within the service delivery team. 2.11.Uniforms All Proponent personnel employed to work on Ontario Tech’s premises shall wear uniforms, which the Proponent shall supply, and which shall be neat and clean at all times. The Proponents name or crest shall be affixed to the shirt and coat. All Proponent personnel, employed to work on Ontario Tech’s premises shall wear a plasticized identification card that Ontario Tech shall supply, at all times, while on Ontario Tech’s premises. This card must be visible at all times. All Proponent personnel will be required to wear the personal protective equipment that is reasonably necessary to protect employees in the performance of the services. The Proponent will be required to provide all Proponent personnel personal protective equipment. 2.12.Training The Proponent’s employees, contractors and agents engaged in the performance of services under the Resulting Contract will be trained in the safe and proper use of all equipment, chemicals, cleaning agents and supplies required for their work, and in organizing their duties in an efficient manner. The Proponent is responsible for ensuring that all employees, contractors, and agents engaged in the performance of services under the Resulting Contract have completed all required training under Ontario’s Occupational Health and Safety Act and regulations, including but not limited to WHIMIS, and health and safety awareness and training, and wear the personal protective equipment that is required to minimize exposure to specific workplace hazards. The Proponent is responsible for ensuring that all employees, contractors and agents engaged in the performance of services under the Resulting Contract have completed the training required by the Accessibility for Ontarians with Disabilities Act. The Proponent will be required to provide documentation to verify training where certification or licensing is required. Proponent employees’ training records will be maintained on-site and made available for review or verification by Ontario Tech as required. 2.13.Damage to Proponent Property Ontario Tech shall not be responsible for damage(s) and/or loss(es) to the Proponent’s supplies, materials and equipment brought onto the campus nor to the Proponent’s employees personal belongings brought onto the campus. Proponent will maintain appropriate insurance for the property that is used or stored at Ontario Tech for the provision of services. 2.14.Overall Management The prime contact for the Facilities Maintenance Services Contract is the Budget Officer, Office of Campus Infrastructure and Sustainability or designated representative. Ontario Tech shall interface with the Proponent through its Contract Manager or designated representative. With respect to the issues pertaining to the provision of services as specified, the Proponent’s Contract Manager shall interface directly with Ontario Tech personnel (recipients of service). The Proponent’s Contract Manager shall work through the designated representative for Ontario Tech on all issues or changes to the level of service specification. The Proponent shall establish an organization that will manage all Facilities Maintenance Services work during Term of Resulting Contract. The Proponent shall assume total responsibility for: The provision, conduct and support of all aspects of the Facilities Maintenance Services; The provision of services and support of specified equipment, services, facilities; and, The provision of support to Ontario Tech’s personnel. 2.15.Overall Management Plan The Proponent shall organize and integrate all Facilities Maintenance Services management planning, control and reporting under an Overall Management Plan and shall conduct its management activities in accordance with these requirements of this RFP and the Proponent’s proposal. Upon execution of the Resulting Contract, the Proponent shall have 90 days to submit an Overall Management Plan to the Budget Officer and Director, Office of Campus Infrastructure and Sustainability for approval. The Overall Management Plan will consist of a: Contract Management Plan Human Resources Plan Sub-Contract Management Plan Risk Management Plan Emergency Maintenance Response Plan Safety Plan Environmental / Energy Conservation Plan Communications Plan 2.16.Contract Management Plan The Contract Management Plan shall address, but not be limited to, the following: Managing the overall contract; Inspection, internal controls and audits; Contract administration plan and controls; Administrative processes including record keeping, statistical tracking and maintaining history records for maintenance, repair and warranty replacement work conducted; and, Production and circulation of management information reports as required to report on work order job accounting, summary reports, maintenance and repair schedules and such other management information that may be deemed necessary by the designated representative of Ontario Tech. 2.17.Subcontractor Management Plan The Proponent shall put in place a system to manage subcontractors that incorporates mechanisms to provide performance visibility, qualification mechanisms, safe working practices and assessment of authority, responsibility and channels of communications. Subcontractors will only be permitted to perform Services if they are identified in the Proposal and/or are authorized with the prior written consent of Ontario Tech. Subcontractors will not be substituted during the Term of the Resulting Contract unless Ontario Tech has approved such substitution in writing. Proponent will be responsible and liable to Ontario Tech for any errors, acts or omissions, fraudulent and illegal activities of each subcontractor (including its employees, contractors and agents). Proponent must require subcontractors to perform all work in accordance with the terms and conditions of the Resulting Contract, and all agreements with such subcontractors relating to the Services performed thereunder shall incorporate the applicable terms and conditions. Proponent must ensure that each subcontractor (including its employees, contractors and agents) is appropriately trained, capable, qualified and experienced to perform the portion of the Services to which it is assigned. Subcontractor employees, contractors and agents must maintain valid permits, licenses, certificates or specific qualifications as required to perform the Services, and in accordance with applicable laws and regulations. 2.18.Risk Management Plan The Proponent shall identify, analyze, prioritize and monitor cost, schedule, and performance risks, during all Facilities Maintenance Services phases, and take steps to reduce or eliminate their impact. The Proponent shall identify all Contract risk areas relating to the Facilities Maintenance Services and describe the actions they will take to prevent, mitigate or avoid these risks. The Proponent shall at all times during the Term of the Resulting Agreement comply with the Risk Management Policy and procedures of Ontario Tech ( https://usgc.ontariotechu.ca/policy/policy-library/policies/legal,-compliance-and-governance/risk-management-policy.php), and do all things and perform all acts as reasonably instructed by Ontario Tech. 2.19.Emergency Maintenance Response Plan The Proponent shall develop and implement an emergency maintenance response plan to ensure it can respond to any major emergency or catastrophic loss event that may disrupt facilities or equipment at any building location. The Proponent will be required to ensure adequate resources, emergency repair personnel and equipment can be marshaled on short notice to respond to any major emergency event that may occur on campus and to demonstrate they have a contingency plan to protect the continuity of maintenance services during such event. During an identified emergency, the Proponent will take its direction from the Budget Officer or Director of Campus Infrastructure and Sustainability in collaboration the Emergency Management Response Team under the Emergency Preparedness Plan and Policy, and will modify its response plan in accordance with Ontario Tech’s policy and directives. 2.20.Safety Plan The Proponent shall comply with Ontario’s Occupational Health and Safety Act and applicable regulations, as amended from time to time. In the event that any system or equipment appears to be unsafe, the Proponent shall take interim remedial action and immediately notify Ontario Tech, and remain at the site until steps have been taken to protect the public and occupants from the hazard or condition. The Proponent shall inform Ontario Tech and confirm in writing of any hazards, malfunctions or unsafe conditions, and state how they were resolved or what remedial action was taken. The Proponent shall comply with all Ontario Tech fire regulations, the local fire department and the Ontario Fire Marshall, and keep the premises free from rubbish and debris of all kind. The Proponent shall comply with all requirements of the current W.H.M.I.S. / G. H. S. (Workplace Hazardous Materials Information System and Globally Harmonized System of Classification and Labelling of Chemicals) regulation. The Proponent shall comply with related Ontario Tech policies and procedures. The Safety Plan should incorporate: Safe workplace habits; Workplace Hazardous Material Information System training; Safe use of cleaning chemicals; Safe use of cleaning equipment; The use of equipment, signs, barriers, or other devices, to protect the building occupants or equipment; Recognizing hazardous or other materials that are not allowed for use in this contract. Fall protection and confined space training All chemicals shall be approved by Ontario Tech prior to their use on campus. All electrical equipment used by the Proponent on the campus shall be C.S.A. and/or E.S.A. (Ontario Hydro) approved and shall be of a size and type suitable for the work required. All electricians are to have flame retardant clothing 2.21.Environment Plan The Proponent shall institute an environmental plan that conforms to applicable legislative and policies including, but not restricted to: Spill management; Pollution prevention and environmental monitoring; and, Resource conservation and recycling. The Proponent shall also institute an Energy Conservation Plan that is consistent with Ontario Tech standards and policies. 2.22.Communications Plan The Proponent shall put in place a monthly reporting system, to identify all major maintenance activities conducted during the month and major maintenance activities planned for the upcoming month. All progress reports will be reviewed by the designated representative for Ontario Tech to ensure that the work performed and/or scheduled satisfies Ontario Tech's requirements. Regular progress review meetings will form part of the communications plan. 2.23.Services Master Schedule The Proponent shall prepare and submit a Facilities Maintenance Services Master Schedule. All milestones necessary to permit planning, progress tracking and identification of scheduling problems shall be described. Scheduled Facilities Maintenance (preventive maintenance) shall be managed, recorded, tracked and reported using Ontario Tech’s computerized maintenance management system; the current system used is Archibus. The Proponent will prepare and submit a draft schedule of meetings for approval with the Contract Maintenance Services Master Schedule. The meeting schedule shall include the following meetings: Facilities Maintenance Services Kick-off Meeting. The purpose of this meeting is for Ontario Tech to provide their comments on the service delivery outlined in the Proponent's proposal as well as discuss and finalize the transition plan proposed by the Proponent. This meeting shall be held within three (3) weeks following the contract award; Facilities Maintenance Services Transition – this will involve a series of meetings between the Proponent (if different than current provider), and Ontario Tech which shall occur over a one-month period. The Proponent shall designate their Contract Manager or his senior deputy as the representative attending regularly scheduled meetings as called by the designated representative of Ontario Tech. 2.24.Staffing Plan The Proponent shall provide a complete Staffing Plan commensurate with the level of service as outlined in the Deliverables and as described in its RFP Proposal. Also, to be included in the plan is the allocation of Supervisory coverage. The plan shall also address the following elements: Identify how the Proponent proposes to structure the work team; Describe the plan for replacement of personnel, both short term replacements to deal with temporary absenteeism and permanent replacements for resignations or terminations.; and, Provide a draft Statement of Qualifications for the proposed trades that will be mobilized for this contract. The skill set of each trade must be demonstrable through testing, certification, work experience requirements or other suitable standards of accreditation. Ontario Tech reserves the right to request the removal and replacement of any Proponent employee or sub-contractor employee, who is deemed to have violated the law, breached Ontario Tech’s policies, the terms of the Resulting Contract for the mutually agreed code of conduct for Proponent employees and sub-contractor employees. 2.25.Contract Commencement Plan The Contract Commencement Plan will be coordinated by the designated representative for Ontario Tech with the Proponent. The purpose of this plan is to allow the Proponent two weeks before the effective date of the Resulting Contract, to plan and prepare for the assumption of full maintenance service responsibilities as of 12:01 a.m. on the first day. During this period, the Proponent’s Contract Manager and at least one representative worker will attend site tours of all buildings and Facilities to: Familiarize themselves with building and facilities layouts, equipment configurations, operating environments and specialized service requirements; Identify logistics requirements to prepare for the transfer of personnel, tools, maintenance equipment and materials on site in advance of the beginning of the new contract term; Transfer personnel, tools and equipment on site at Ontario Tech premises to be in a “ready work” status as of the commencement of the contract term; and, All transition planning, training and coordination arrangements must be reviewed and approved by the designated representative for Ontario Tech. 2.26.Operations and Maintenance Plan The Proponent, shall be responsible for maintenance services as defined in these Deliverables, and shall: Provide the level of maintenance necessary to ensure that the buildings are functioning effectively as designed, and in accordance with the Facilities Maintenance Management Plan approved by Ontario Tech; Maintain, in the most economical manner, all buildings to a level and standard which prevents deterioration beyond normal wear and tear, and which preserves the optimum life expectancy of the infrastructure and associated equipment; Implement preventive measures to protect against the interruption, disruption or failure of essential equipment and services at all Facilities; Provide repair and/or maintenance to ensure continuity of service; Prepare cost estimates for maintenance projects at the direction of the Budget Officer or Director, Office of Campus Infrastructure and Sustainability or designated representative of Ontario Tech. 2.27.Capital Projects The Proponent may be required to: Assist Ontario Tech’s Director, Office of Campus Infrastructure and Sustainability by providing input into the planning, attending the site as necessary to assist in shut-downs, bypass or site visits/tours by contractors for capital projects and reporting any issues to the Director, Office of Campus Infrastructure and Sustainability that may affect Ontario Tech arising out of the work activity. Cooperate with Ontario Tech’s project manager or subcontractors during any capital projects, including providing advice on elements that may impact the Services. 2.28.Annual Plan for Capital Projects The Proponent may be required to provide recommendations of minor repairs to facilities and furniture for each building. The Proponent may be required to prepare and update these documents on a to-be determined schedule. The responsibility for approving and controlling project work resides with Ontario Tech. 2.29.Excluded from Scope of Work The following services are also outside the scope of this Contract: Building Automation System (BAS) except as noted in the Deliverables; Locksmith responsibilities specifically keying and cores; Elevator maintenance (including ceiling lights and fans); Electrical vault and high voltage apparatus; Fire detection systems and fire suppression systems (including maintenance and supply of portable fire extinguishers); Communication systems including the emergency telephone system; Security systems including intrusion alarms; Exterior lighting not attached to buildings; Cleaning and janitorial services; Waste removal and recycling; Pest control; Carpets, draperies and floor mats; Window washing; and, Landscaping and snow removal 2.30.Implementation of the Services In implementing the Services Plan, the Proponent shall be called upon to perform the following tasks: 2.30.1.Maintain Buildings and Installed Equipment Carry out Running Repairs, routine maintenance and maintenance projects on all buildings, mechanical and electrical building systems and installed equipment; Carry out repairs, replacement, safety inspections of all non-installed equipment and appliances contained on the equipment list; Address day to day Maintenance of building systems including, but not limited to: Lubrication; Checking, cleaning and replacing of air filters; Aligning pumps and fans and adjusting and replacing drive belts; Repacking pumps and valves; Cleaning and replacing screens and strainers; Checking, adjusting, repairing and replacing leaking taps, valves and flush meters, unplugging toilets and drains; Replacing burnt out bulbs Replacing missing or expended portable fire extinguishers; Adjusting building clocks and timers, including lighting and HVAC as required, including promptly changing to and from daylight savings time when due; Adjusting, repairing and replacing door hinges, closers and hardware; Checking, adjusting and minor repairs to furniture; Cleaning and unplugging roof and gutter drains; Cleaning and general housekeeping of equipment, mechanical and electrical, and telephone rooms; Furniture set ups as required; Event set ups as required; Logistics / minor deliveries between campuses Minor patching and painting touch ups on walls Performance of miscellaneous manual tasks such as hanging pictures. Conduct Preventative Maintenance (PM). Perform such preventative maintenance activities under the Resulting Contract associated with the operation and maintenance of building systems, including, but not limited to: Supply all labour and material necessary to perform all PM work described in the Deliverables; Develop and maintain a Preventative Maintenance Plan that encompasses all PM related tasks and requirements for building equipment and system specified. PM plan shall stipulate frequencies of maintenance and service; Schedule PM work to minimize inconvenience to user clients. Provide Emergency Service/Call Back Services. The Proponent shall restore systems to working condition in shortest possible time and take all necessary precautions to prevent recurrence. 2.31.Proponent Furnished Material and Equipment The fees payable under the Resulting Contract shall include costs of all labour relating to the maintenance and repair of Facilities and equipment. Proponent will be responsible to procure through notification to Ontario Tech, at Ontario Tech’s sole expense, material, replacement parts, equipment, transportation and services adhering to Ontario Tech’s purchasing policies, as required, to refurbish, repair, and replace any item or component of building systems. Materials and replacement parts shall include, but not limited to, the following: Air filters; Glycol, oil, nitrogen, filters, gaskets and “O” rings, lubricating and cleaning materials, complete control and indication devices, electrical, pneumatic and electronic components, wiring, purge unit components, oil pump assemblies and other similar items; Drive belt and pulleys, lubricants, gaskets, seals and “O” rings, pump and valve packing, and associated cleaning materials; All parts and materials which are required to be replaced on a routine basis as part of a maintenance program; All lamps, ballasts and lighting accessories; All such additional materials and supplies required for provision of building services herein specified; and, All materials and replacement parts supplied shall adhere to manufacturer’s guidelines and specifications. Unless otherwise specified, all materials and equipment supplied for the Services shall be new and all materials, parts and equipment installed by Proponent. Services shall be performed in a manner consistent with its documentation and published specifications (including manufacturer’s instructions), and shall be in accordance with the highest generally accepted industry standards. The Successful Proponent shall maintain an adequate supply of materials, equipment and spare parts to ensure uninterrupted performance of the Services. 2.32.Specific Requirements MAINTENANCE ACTIVITYASSOCIATED TASKSREQUIRED FREQUENCYPERFORMANCE STANDARDBuilding Automation System (BAS) End DevicesGeneral Staff assigned shall have the necessary experience to carry out this work and the Proponent shall supply sufficient number of operators; The Proponent shall perform a site inspection and a detailed review of the performance of the BAS; Operation Operate the equipment in accordance with design conditions and established procedures and manufacturer’s specifications; Check and monitor the operation of the BAS and operating equipment, respond to trouble call, investigate abnormal conditions and take appropriate action; Provide on-site operating and monitoring capability during normal work hours; * Response Time Objective (RTO) for arrival of technicians on site is one hour from time of call-out.FiltersMaintenance and Repairs Carry out the following tasks on air filters Quarterly or more often if required: Replace air filters quarterly or as required based on visual inspection; Wash permanent washable type air filters every 6 months; Replace fan powered terminal boxes air filters (ceiling mounted units) every 6 months; Clean perimeter fan coil unit air filters; and, every 6 months. Replace all other air filters as required. * Activity conducted under this category shall be included in the monthly activity report.Interior and Exterior LightingGeneral All new lamps, ballasts, breakers, sockets, lenses, and hardware shall suit and be compatible with existing installations. The Proponent shall maintain a minimum inventory of all of these items on-site at all times, supplied by Ontario Tech. Work is to be performed employing all safety requirements. Interference with occupants shall be minimal. Maintenance and Repairs Carry out the following tasks: Replacement of defective broken lenses and hardware; as required. Cleaning of lighting fixture bodies and lenses, as required, while replacing burnt-out lamps; as required. Patrol the building throughout, looking for defective fixtures and lamps, including emergency lighting and exit lights on a weekly basis. The Proponent shall perform all work identified by this patrol activity including replacement of burnt out or defective lamps. * Activity conducted under this category shall be included in the monthly activity report.Heating, Ventilation and Air Conditioning (HVAC) General This service includes the operation and maintenance of heating, ventilation and air conditioning systems in the buildings. This includes daily checking and monitoring the operations of all individual components such as fans, filters, chillers, compressors, boilers, furnaces, ductwork, dampers, thermostats, etc. It involves adjusting, recalibrating, and maintaining these components to ensure effective operation of the overall systems. Operation Visually inspect the following on a weekly basis: Air filters; Variable speed drives and controllers; Drive belts and pulleys; Motor and bearings; Dampers; Coils; Test/Check the operation of the complete system. Prove and correct the operation of all safety and operating controls Maintenance and Repairs Conduct the following maintenance on the electrical components on a quarterly basis or more often if required: Prove all motors, starters and electrical controls and correct as required. Lubricate all motor bearing according to manufacturer recommendations; Clean all motors externally; Conduct the following maintenance on the mechanical components on a quarterly basis or more often if required: Lubricate all bearing, dampers, vane actuators and linkages. Ensure free motion; Wash and/or replace air filters as required; Check and correct all moving parts; Check pulleys and belts for wear, tension and alignment and adjust or replace as required; Check humidifiers and piping; Eliminate all sources of excess noise and vibration; Conduct the following maintenance on the mechanical components semi-annually or more often if required; Clean all screens, louvers, dampers, filter frame, coils, baffles, fan blades and housing and all other internal and external parts of the complete system; Clean motors externally and internally if required; Tighten and correct all loose bolts, setscrews, keys, motor mounts, vibration isolators, flexible connections, etc. Balance fan blades and wheels. Clean all strainers. Check steam traps and valves. Check for proper liquid flow through coils. Clean and flush drain lines; Vacuum all fins, coils, pans and plenums as required to prevent any build up. Check for airflow across coils and for proper liquid flow through coils. Clean as required. Conduct the following maintenance on the mechanical components annually or more often if required; Wire brush, prime and paint fan assembly and enclosure, as necessary; Repair insulation of piping and equipment; Clean out all wall diffusers and return air grills; Check that fire dampers throughout the system are open and are free to close when actuated. Drain coils and perform dry coil lay-up and conduct spring start-up. * Activity conducted under this category shall be included in the monthly activity report.Plumbing (Domestic Water Supply and Waste Water Systems)GeneralThis service includes the operation and maintenance of water supply and waste water systemsOperationCheck all equipment for proper operation on a monthly basis;Maintenance and Repairs Conduct the following maintenance monthly or more often if required; Check all floor drains for a proper water seal. Conduct the following maintenance quarterly or more often if required; Clean electrical heating elements; Clean and check drinking water fountain mechanisms; Check all piping for proper support; inspect all joints and connections for leaks; Check all traps for blockages; Check roof drains for proper water flow from roof area, clear debris from drain opening and ensure that all screens are in place; Conduct the following maintenance if required; Check for and correct any leaks on domestic water supply hot and cold water systems; Eliminate all faucet leaks and drips, repair or replace as required; Response Time Objective (RTO) for service calls: Regular = 24 hrs. Emergency = 1 hrs. * Activity conducted under this category shall be included in the monthly activity report.Building Components, Finishes and FurnitureGeneral The service includes the operation, planned preventive maintenance, emergency service and, repairs, to effectively maintain the building components, furniture and finishes, supplied by Ontario Tech. Maintenance and Repairs Door/Window Hardware as required: Lubricate all bearings, hinges and operating mechanisms; Adjust closers and check all locks; Ensure proper operation of release mechanisms; Check operation of all automatic controls where applicable; Check door gaskets, and replace as required to control building infiltration semi-annually; Door keying and cores are outside the scope of work; Roofing System: Perform visual inspection of roof system, repair and/or reseal all flashing; Replace defective or deteriorated caulking with silicone sealant; caulking provided by Ontario Tech. Check all roof areas for debris and miscellaneous objects that may be detrimental to the roof membrane; Remove all hopper strainers and clean out all roof drains of debris to ensure adequate roof drainage; Flooring/Ceiling/Wall Repairs: Carry out repairs to all flooring/ceiling/wall finishes on an as required basis; Furniture: Carry out minor repairs to fix / repair furniture in all buildings. Set ups for events, and classroom furniture inspections. Logistics services including moving event material as well as delivery of miscellaneous items between campuses and Shipping and Receiving at North campus at 31 Avenue of Champions. Semi-annual inspections shall be conducted in April and October each year. * Activity conducted under this category shall be included in the monthly activity report.Electrical Operation Conduct regular monthly inspections / checks of: All components of power and lighting panel boards; Operation of thermostatic and limit controls; Electrical circuits and operation of each component of the complete system; Manual/mechanical operation of breakers; Proper grounding of motors. Test activation of emergency lights. * Written certification of testing and activation of emergency lights shall be included in the monthly activity report.Maintenance and Repairs Electric Heating Systems – annually check electric heating units, baseboard electric heaters, etc., thoroughly clean heating elements, inspect electrical connections and tighten Electrical motors – monthly inspect leads and connections. Clean and adjust starter, controller, push button. Inspect brushes, brush holders, etc. Comply with lubrication schedule. Check motor during start-up for rate of acceleration, noise and vibration. * Activity conducted under this category shall be included in the monthly activity report.Reporting and DocumentationGeneral The Proponent shall provide a monthly activity report to the Budget Officer and Director, Office of Campus Infrastructure and Sustainability, or designated representative, for Ontario Tech. The report shall summarize all activities conducted at each building location for three categories of information; preventive maintenance, service/repair calls and exception reporting. * A summary of activity for each building shall be submitted within 7 business days following month end.Preventive Maintenance The Proponent shall report monthly upon all regular and pre-planned maintenance activity conducted at pre-scheduled intervals or as required. The report shall include a summary of tests, inspections, cleaning and adjustment of components, consumable materials used, parts replaced and such other activities as may be conducted under preventive maintenance procedures. * A summary of preventive maintenance activity for each building shall be included in the monthly activity report submitted within 7 business days following month end.Service and Repair Calls The Proponent shall provide a monthly summary of all service calls/trouble calls made to each building, including the nature of the problem, service or repair activity conducted and the final status of the situation. In circumstances where final resolution to the problem could not be completed at the time of the service call, a summary of temporary repairs shall be provided with recommendations for action required to implement permanent repairs. * A summary of service and repair calls for each building shall be included in the monthly activity report submitted within 7 business days following month end.Exception Reporting In any situation where an unexpected, sudden, accidental or catastrophic failure of any substantial piece of equipment or facility component occurs, the Proponent shall submit an exception alert (brief summary) of the event to the designated representative for Ontario Tech, at the earliest possible opportunity, but not later than the next business day. The Proponent shall provide a monthly summary of all exception report activity for each building, including the nature of the failure, assessment of damages including collateral damage to surrounding facilities, repair activity conducted and the final status of the situation. In circumstances where repair work is ongoing, a summary of outstanding work required and estimated time and costs to completion shall be included in the exception report. * A summary of all exception report activity for each building shall be included in the monthly activity report. 2.33.Business Tools and Resources Service Vehicle: Ontario Tech will provide a motor vehicle to Proponent for the term of the Resulting Agreement that may be used by Proponent personnel only, for the sole purpose of the Services. Proponent will be responsible to keep vehicle clean; Ontario Tech will be responsible for the vehicle maintenance. Vehicle will remain parked at 61 Charles Street when not in use. Parking: On-site parking will be available at or near each Facilities location, at the expense of the Proponent and/or its personnel. Parking permits are available for purchase at https://ontariotechu.parkadmin.com/login. Communication/Technology Devices: Ontario Tech will provide a computer and printer for Proponent’s use. Proponent will be responsible for providing personnel with smart phones and/or other communication devices as required. ELECTRONIC BID SUBMISSION THROUGH BIDDINGO.COM Bids must be submitted through Biddingo, the Electronic Bidding System used by University of Ontario Institute of Technology for this bid opportunity. Bids submitted in any other manner will be disqualified. To access the bid form and start your submission, click the Electronic Bid Form link. For technical support, please contact Biddingo directly at 416-756-0955 or via email at ebidding@biddingo.com. Biddingo offers free eBidding training sessions. Sign up today at www.biddingo.com/training. PLEASE REFER TO THE ASSOCIATED DOCUMENT(S) IN THE ELECTRONIC BID FORM FOR FURTHER DETAILS - THANK YOU Solicitation NumberRFPOT04172023Solicitation NameFacilities Management ServicesPublished Date04/17/2023Site Meeting R 05/02/2023 09:30:00 AM ET Closing Date05/17/2023 11:00:00 AM ETStatus Open for Bidding Want to bid on this opportunity? keyboard_arrow_up Review the bid document(s) thoroughly; Go to Download Document Complete and submit your responses following the instructions in the documents; Ontario Tech University may ask you to attach files or enter your responses online by completing forms when you respond. Please give yourself ample time when uploading files. You will need to account for the upload time and the anti-virus scan. If your file fails the anti-virus check it will be rejected. Quick Glance at this bidOnline Submission Required Ontario Tech University is only accepting online submission for this bid. One-Time eBid Submission Fee There is a fee to submit your bid response online through Biddingo. Click Pay Now , and avoid late submissions or disqualification! Go to Online Submit Site Meetings / Vendor Info Session RRecommendedA pre-proposal or site meeting is scheduled by Ontario Tech University. Attendance is recommended, but not mandatory. Go to See Detail Ontario Tech University is using Biddingo's platform to publish solicitations. This guideline has been provided to assist you with the steps. Note that information in the addendum and solicitation documents supersedes what is provided in this guideline. Biddingo is not responsible for any errors/omissions in the guideline.