The Workers Compensation Board of Manitoba (WCB) invites firms to submit a Proposal for the following: Alarm system monitoring together with electronic security system maintenance and repair services, for the WCB's five (5) office facilities located in Winnipeg, Brandon, and Thompson, Manitoba.
Description of Services
The WCB is seeking one (1) Contractor to monitor, maintain, and service the ESS, as further described below.
Monitoring
The Contractor will be required to provide monitoring services twenty-four (24) hours a day, seven (7) days a week, three hundred and sixty-five (365) days a year, of the ESS components for fire alarm, intrusion detection, and duress alarm [excluding where monitored by the respective landlords identified in subsection 3(a) above].
Monitoring is expected to be invoiced up front annually. The Preventative Maintenance and Emergency Repair shall be invoiced upon completion of the respective work.
CCTV and card access control monitoring is not included in the scope of work under this RFP.
Preventative Maintenance and Emergency Repair
The Contractor will be required to provide the following technical services for the ESS:
a) Preventative Maintenance: scheduled care and servicing, normally performed during Business Hours, for the purpose of maintaining the ESS equipment and systems in satisfactory operating condition, as recommended by the Contractor; and
b) Emergency Repair: provided on an "as-needed" basis to correct any breakdown or failure of an ESS component, with the response time being the same day as requested by the WCB.
A service report will be provided to the WCB at the completion of each scheduled Preventative Maintenance or Emergency Repair. The report shall include a description of all work, where the work was performed, and the status of the ESS at completion of the work. The report shall also contain suggested upgrades, if any, to enhance the ESS performance or readiness.
The Contractor will maintain, for the duration of the Agreement, hard and electronic copies of all Preventative Maintenance or Emergency Repair activities. In addition, computerized inventory control records will be maintained on all equipment that has been decommissioned, replaced, or added to the ESS, including serial number, location, warranty, and final disposition. Upon expiry or earlier termination of this Agreement, the Contractor shall provide a copy of all these records to the WCB.
The Contractor shall also maintain, in-house, an electronic service order tracking system which documents the following information after each completed work order (which shall be made available to the WCB upon request):
-Service order notes with a description of the work actually completed and the name of the technician(s) that performed the work;
-Labour information using time sheets for labour hours expended;
-Serialized equipment information for actual equipment installed or replaced; and
-Material descriptions of actual materials used.
The Contractor shall maintain a full complement of required tools, test equipment, lifts, ladders, and other equipment necessary to safely perform the Services.
It is expected that the Contractor will inform the WCB of critical common parts required to be stocked in order to minimize disruption in the ESS components. If parts are not available in this inventory, it will be the Contractor's responsibility to obtain WCB approval, order the necessary materials, and have them direct shipped and/or delivered to the respective WCB facility so the ESS repair may be completed in a timely fashion.
The WCB requires the Contractor to provide the following as part of the Services:
a) a call centre staffed twenty-four (24) hours a day, seven (7) days a week, three hundred and sixty-five (365) days a year with employees who are fully versed in ESS operations and maintenance and prepared to handle all calls related to ESS malfunctions; and
b) an appropriately number of, and technically knowledgeable, staff to deliver the Monitoring, Preventative Maintenance, and Emergency Repair for the WCB's ESS, twenty-four (24) hours/day, seven (7) days/week, three hundred and sixty-five (365) days a year, including same day response time for an Emergency Repair.
The Services shall normally be performed during Business Hours. However, the WCB may request some of the Services to be performed outside Business Hours from time to time, as deemed necessary, in the unfettered discretion of the WCB. The Contractor shall only charge overtime rates as specified in the Fee Schedule.
The Vendor must have a minimum of five (5) years' experience and knowledge with products that comprise the WCB's ESS.
The Vendor must have experience and knowledge with the following:
a) Keyscan Card Access Systems;
b) Pelco & Hikvision CCTV cameras and Hikvision DVR's;
c) Standard security alarms & systems, including typical devices and panic systems.
The Proposal should include an overview of the Vendor's proposed technician(s), highlighting their experience with the ESS components as well as the Vendor's experience performing similar work for other clients.
Even if the Contractor is not required under The Workers Compensation Act to have and maintain workers compensation coverage in Manitoba, the WCB shall require the Contractor to purchase and maintain workers compensation coverage for its workers who will be providing the Services in Manitoba.
The Services shall be provided onsite at the WCB's facilities and from the Contractor's facilities located in Canada, as applicable, unless otherwise agreed in writing.
It is expected the Services will be required for a term of five (5) years with a preferred start date of December 1, 2024.
The Preventative Maintenance and Emergency Repair shall be delivered on an "as needed" basis and the WCB makes no representation to guarantee any minimum amount of work will be assigned to the Contractor.
