Address:
York University
Procurement Services
4700 Keele Street
Toronto, Ontario
Canada, M3J 1P3
Description:
Objectives
York’s Security Services, Community Safety Department is inviting established Proponent’s to provide on-as required door access maintenance and repair services at the Keele Campus located at 4700 Keele Street, Toronto, Glendon Campus located at 2275 Bayview Avenue, Finance Administration Office located at 4747 Keele Street, and CineSpace Toronto located at 777 Kipling Avenue.
York’s intention is to select and establish a primary and secondary Proponents that will be become a Vendor of Record (“VOR”) to provide services. The primary Proponent shall have first right of refusal for any Work requested. If the primary Proponent cannot provide services for whatever reason, the secondary Proponent shall provide York with the Work as described in this Request for Proposal.
On an as-required basis the VOR’s may be requested to provide competitive quotes for access control upgrades/new system or retrofits type work. Such projects may be sent for quotation to the VOR for York’s review and consideration. York in its sole discretion may accept the quotation and/or solicit additional quotes or publicly post RFX document.
The following is intended to clarify the scope of work for this Request for Proposal. It is not to be construed as a complete listing of Work to be performed during the Agreement.
Background
York uses Pro-Watch to control access to its academic, administrative and utility spaces at the Keele, Glendon and out lining Campuses. All campuses use one central database and have administrative workstation around the campus. York estimates to have approximately ninety (90) service calls for fiscal 2019. The amount is an estimate and may differ in the future based on project requirements.
Currently there is a mix of PW2000, PW5000, and PW6000 controllers on campus, and uses HID proximity cards and readers, as well as BlackBoard NFC readers and cards (Provided by York). Locking devices are a mix of Electric Strikes, Mag-locks, electrified crash bars, and wireless Allegion locks.
Deliverables
The Selected Proponent shall provide repair and maintenance for the following access control equipment, including but not limited to:
- Repair of electronic locking devices;
- Pro-Watch Software (Version 4.20 or later);
- Pro-Watch controllers (PW2000, and 5000/6000 series)
- Power Supplies;
- Request to Exit Motions;
- Door Contacts
- ADO Modules
- Honeywell Data Transfer Utility;
- Lantronix’s Devices;
- HID and Blackboard Readers.
Create and update as-built drawings.
Hours of Work - Service calls
- The Selected Proponent shall provide on-as required repair services twenty-four (24) hours a day, seven (7) days a week including holidays and weekends.
- The Selected Proponent shall provide York with regular service Monday through Friday between the hours of 8:30 a.m. and 4:30 p.m. After hours service shall be provided Monday through Friday between the hours of 4:30 p.m. and 8:30 a.m. and weekends including statutory holidays. Service calls can only be placed by the Community Safety Department staff.
- The Selected Proponent shall at all times provide a Pro-Watch certified technician to respond to all service calls when placed by York.
- For all service calls, maximum response time shall be two (2) hours to confirm receipt and work to be scheduled. Selected Proponent shall be on site within four (4) hours.
- The work must be conducted and completed within a seventy-two (72) hours window. If a part is not available through the Selected Proponent’s supplier(s) and the lead time for delivery of the part exceeds the seventy-two (72) hours window, the Selected Proponent shall provide written documentation to York’s representative from their supplier acknowledging the backorder and that the order has been placed for the item.
Project Work
Any project work will not be commissioned or paid for until a final testing and commissioning has been completed by the York representative or their designate.
All Projects require a daily update to be sent to sectech@yorku.ca. This email shall include but not limited to:
- Work completed and remaining work;
- Any delays;
- Next steps; and
- When technicians will be onsite next.
Authorized Technical Staff
The Selected Proponent must ensure and maintain a minimum of three (3) certified Pro-Watch technicians on staff at any given time to work at York. It is York’s preference that the Selected Proponent has more than three (3) certified Pro-Watch technicians on staff at any given time. York will maintain with the vendor a list of authorized staff from the vendor. Technicians who have submitted a copy of their training certificate and police check will be able to work on site. To be an authorized technician, York must have a copy of the following:
- Certification of Completion of ProWatch certified installer; and
- Criminal records check.
Technicians arriving onsite that are not on the approved list will be denied access to the campus at no penalty to York. The vendor will still be required to have an approved technician onsite in the required period of time.
List of Attachments
The following detailed list of equipment is attached as appendices and being provided and is to be used for information purposes only. Proponents are responsible for reviewing the attachments in their entirety.
Report Name
Appendix C – PWNT 3.0 PW2000 Panel Configuration
Appendix D – PWNT 3.0 PW5000 Panel Configuration
Reporting
The Selected Proponent shall provide an individual report of service Work completed on each service call.
These reports will include the following, but not limited to:
- A sequential report number;
- Date and time that service call was placed;
- Name of person placing the service call;
- Date and time that work was preformed;
- York Supplied work order number;
- Start and completion times on site;
- Selected Proponent work order number;
- Detailed description of work performed, including building and Closed-Circuit Television (“CCTV”) device reference number;
- Details of each visit required to complete a service call;
- Parts replaced (if necessary), including model number and description;
- Parts returned to York;
- Warranty information including OEM;
- Cost to the Selected Proponent for parts supplied;
- Cost charged to York for parts supplied; and
- Subcontractor costs, and markup (max 10%).
An electronic version of the service report must be supplied to York within twelve (12) hours, either via e-mail or secure link/access to the Selected Proponents web-site with the ability to download report.
The Selected Proponent shall maintain a database of service calls in a format and with data fields satisfactory to York, including the data referred to above. This database can take the form of a MS-Excel spreadsheet file. The database is to be set up so that the Selected Proponent and/or York can filter and sort the data, with the obvious ability to be able to discern trends. The database shall be York’s property, and is to be made available without password control to York’s representative at any time. An up-to-date copy of the file is to be provided to York at the end of the contract, whether terminated or expired. The Selected Proponent shall maintain the confidentiality of the data while in their control. The database shall enable rapid verification of warrantied items.
Warranty
In addition to Section 7.10, all products are to come with a minimum one (1) year standard manufacturer’s warranty. The warranty shall be no charge replacement of all defective items and the Selected Proponent shall bear all costs associated with the return and replacement of defective items.
The Selected Proponent shall complete all manufacturer warranty registration for applicable products as per the warranty terms purchased and provide proof of registration to York within thirty (30) calendar days of installation. All such warranties are to be registered in York’s name.
The warranty period for replacement items shall take effect from the date of replacement.
Access to Inventory
The Selected Proponent are required to have a minimum of three (3) fully stocked service vehicles (not dedicated for York use), and technicians must have twenty-four (24) hours, seven (7) days a week access to the Proponents warehouses for additional spare parts.
York Representative
The York representative shall be designated by the Executive Director of the Community Safety Department and unless otherwise specified, shall be the Coordinator CCTV and Door Access Technology or his/her designate. York representative will be accessible to the Selected Proponent upon award of this RFP.
Invoices
The Selected Proponent shall provide a detailed invoice for each service call listing the York supplied work order number, and the service report (by its sequential number) to York representative.
Provide detailed information regarding warrantied items and proof of registration on all invoices, or as referred to in the service report. Invoices will not be paid until the service call report has been made available to York. Invoices are to include detail of parts and material used, and subcontractor invoices.
Selected Proponent may choose to submit invoices in batches for administrative simplicity. Semi-annual checks may be invoiced separately. The semi-annual service report is to be included with the invoice.
Removal of Equipment for Repair
Any equipment removed from York’s premises by the Selected Proponent for repair or service, shall be temporarily replaced by another piece of equipment (on loan) of equal quality until the original equipment is returned and reinstalled. The temporary equipment shall be provided at no extra cost to York. Details are to be provided in the service report, including Equipment removed, temporary equipment installed, and turnaround time/date for return of old equipment.
Non-repairable Equipment
The Selected Proponent shall return all non-repairable equipment to York representative or the On-duty Security Supervisor regardless of who has performed the work, and if the latter is the prime contractor or a subcontractor. Failure to return non-repairable equipment will result in non-payment for replaced equipment. The only exception is replacement batteries which are to be safely and responsibly disposed of by the Selected Proponent.
Materials and Parts
Materials (supplies) and parts shall be itemized and charged separately. York will only consider submissions with a maximum percentage rate mark up of ten (10) percent.
Upon request by York, the Selected Proponent shall within seventy-two (72) hours supply copies of invoices for materials (supplies) and parts used in the completion of the Work.
Workforce
York’s preference is for the Selected Proponent(s) to complete Work by own forces. In certain instances where sub-contracting is required due to a specific project, the Selected Proponent(s) shall provide all details of the proposed sub-contractor to the York representative for review and approval prior to work commencing.
As York is a large campus with multiple buildings of varying ages it is important that the labour force provided by the Selected Proponent(s) is consistent and knowledgeable in regard to York’s campus and its policies and procedures. As the majority of calls will be for emergency work the Selected Proponent(s) labour force should be familiar with York’s operations, policies and procedures to ensure effective and efficient response to all calls.
It shall be the responsibility of the Selected Proponent(s) to ensure that any and all staff responding to service calls is properly educated and well equipped to respond quickly with minimal guidance from York staff. York will review the Selected Proponent(s) performance and response to service calls as part of an on-going performance management review. Poor performance reviews during the course of the Agreement may result in the Selected Proponent(s) removal.
All vendor staff and representatives are required to be uniformed at all times with their company logo permanently affixed and be professional attire. The Selected Proponent is to acquire York Issued Contractor ID Badges to be worn by all personnel dispatched to York.
Parking
The Selected Proponent shall note that parking on campus is restricted and limited. Parking arrangements shall be made through parking services, Ancillary Services. The contact information is listed in the York’s Constructor/Contractor Manual, which will be provided to Selected Proponent. All parking shall be confined to the designated areas and all the rules and regulations strictly adhered to regarding the parking and access facilities. Parking passes must be purchased for each vehicle, and valid passes clearly displayed in each vehicle, prior to start of work on site. Parking areas required for garbage bins, hoarding, crane operation, etc., will require a valid pass for each parking bay to be occupied.
Failure to abide by York parking procedures may result in the vehicles being ticketed and/or towed. Failure to comply will also affect the Proponent’s rating which will in turn affect the Proponent’s eligibility to bid on future projects. Contact the appropriate York representative immediately, should there be any delays or disruption of service. This includes damage occurring on or to York property caused by the Selected Proponent’s vehicle.
Vehicle Operating Instructions
Where there is formal authorization given by parking services for a licensed vehicle to operate on a walkway, pedestrian pathway, patio, terrace, turf area, etc., the following practices shall be observed:
- The vehicle’s full light package shall be turned on and 4-way flashers activated.
- If so equipped, the vehicle’s overhead beacon shall be activated.
- Movement of the vehicle shall not exceed 15 km per hour.
- The vehicle shall not drive through crowds of people. It shall sit and wait until the walkway is clear of pedestrians.
- .The vehicle shall not cut corners and drive on turf edges in order to by-pass pedestrians or obstructions.
- .When reversing, the vehicle operator shall activate backup beepers. If there is a passenger in the vehicle that is backing up, then that person shall be required to exit the vehicle and direct the driver.
Access to University Spaces
All Technicians will be required to sign in and sign out with security services. During sign-in, the technicians will be required to list the York supplied Work Order Number that they will be working on. York will make every effort to allow unrestricted access to campus space for the Selected Proponent with the following exceptions where a York Community Safety escort will be required;
- Labs;
- Student Residences;
- Senior Management floors; and
- Any other space/building deemed by York Security as requiring an escort.
York will provide WiFi access to authorized technician and remote access to Pro-Watch. No Pro-Watch access will be provided without the permission of the York representative. The technician is required to have their own device capable of supporting WiFi and Citrix.
Criminal Background Checks
Upon award of the service contract the Selected Proponent must submit a current criminal background check for all employees who will be working at York prior to start of work.
The criminal background check cannot be more than six (6) months old. Cost of providing the document shall be responsibility of the Selected Proponent. On receipt of the contract award, the Selected Proponents commit to advising York as soon as an employee’s status in this regard changes. Failure to do so may at York’s sole discretion result in contract termination and at no cost to York.
Employees who arrive at York without a criminal record check on file with the university will be denied access and asked to leave York property.
Confidentiality of Owners Property
The Selected Proponent will be required to sign a non-discourse agreement before starting work at York.
York University Constructor/Contractor Manual
Proponents are encouraged to review and become familiar with York’s Contractor/Constructor Manual which shall form part of the RFP document. A copy of York’s Contractor/Constructor Manual can be found at:
http://www.yorku.ca/vpfa/documents/Constructor_Contractor_Manual.pdf
York will only consider Proposal submissions received from Proponents who have registered with MERX (www.MERX.com) for this competitive bid. Proposal submissions from Proponents who have not registered and obtained this Bid Document directly from MERX will be disqualified.
Tendering Website:
Proponents will find the complete RFP Documents at: https://www.merx.com/
Pricing and Payment Terms are available on the MERX website, respectively.
Procurement Method:
Open tender whereby all interested Proponents may submit a Proposal.
Estimated Quantities:
Available within the RFP Documents.
Submission Details:
Proponents shall submit their Proposal response at: https://yorku.bonfirehub.ca
Submission Deadline:
May 27, 2019 at 3:00:00 p.m. EST (local time).
Public Opening:
Not Applicable.
Conditions for Participation:
Available within the tender document.
Mandatory Submission Requirements:
- Executive Summary and Qualifications
- Methodology
- Timetable/Workplan
- References/Past Experience
- Financial Consideration
- Health and Safety Manual
- Honeywell Authorized letter
- Section 9.0 – Acknowledgement
Complete submission requirements are provided within the RFP documents.
Scored Submission Requirements:
- Mandatory Requirements
- Executive Summary and Qualifications
- Methodology
- Timetable/Workplan
- References/Past Experience
- Health and Safety Manual
- Financial Evaluation; and
Complete submission requirements are provided within the RFP documents.
This procurement is covered by Chapter 5 of the Canadian Free Trade Agreement.
Delivery Date:
Service may be implemented by a tentative date of June 30, 2019.
Duration of Agreement:
The initial term of the Agreement shall be for twenty-four (24) months, with three (3) optional twelve (12) month extensions; for a potential Term of sixty (60) months.
Additional Options:
Available within the tender document.
Negotiation:
York reserves the right in its sole discretion to negotiate modifications to any Proposal received without becoming obligated to offer to negotiate with any other Proponent(s).
Responses must be submitted in English.
Proponents should note that information contained within this notice is subject to change. Proponents are encouraged to download the tender document which contain the most current information.
If there is a conflict between the RFP documents and this RFP Notice, the RFP documents will take precedence.
