Address:
York University
Procurement Services
4700 Keele Street
Toronto, Ontario
Canada, M3J 1P3
Description:
Background
Keele Campus
The Central Utilities Building at Keele campus houses five (5) boilers, two (2) of which are heat recovery steam generators (“HRSG”). Each HRSG, boilers # 5 and #6, is paired with a five (5) MW cogeneration turbine and produces 65,000 lbs/hr each. Boilers #5 and #6 are also paired with economisers that utilize a high pressure safety relief valve, see table below for a summary of safety relief valves on each boiler.
The Keele campus utilizes a 3.6 km underground tunnel system to convey chilled water supply and return, high pressure (250 psi) steam supply and condensate return, supply air for pneumatic controls, high voltage cables (13.8 kV), telephone and fibre optic cables. Keele campus consists of ninety (90) buildings, most fed with a winter and summer steam demand line, utilizing a safety relief valve on each line downstream of the pressure reducing valve. Most safety relief valves are located in the mechanical rooms of each campus building.
The Central Utilities Building has the capacity to produce 480,000 lbs/hr. In the winter the campus steam demand is approximately 150,000 lbs/hr. Any upgrades or changes to the steam supply system within the given term of this RFP will be included in this Scope of Work.
York University Keele Campus is primarily use it new steam-turbine driven centrifugal chiller in the cooling season. The steam supply safety relief valve will be included in the scope of this RFP, rated for approximately 300 psi. The refrigerant safety relief valve will not be included in this scope.
All safety relief valves identified as high pressure, are located at the utilities plant on each boiler. The low pressure safety relief valves are located downstream of the building pressure regulating valve set to approximately 15 psi to 50 psi.
Glendon Campus
The Glendon Utilities Plant houses three (3) newly upgraded coil tube boilers, a 400 BHP, 300 BPH and 100 BPH. All three (3) boilers are single fuel fired, natural gas only. The maximum steam output is 24,150 lbs/hr. The average steam demand in the winter is approximately 10,000 lbs/hr.
The Glendon campus utilizes inverted trenches to convey chilled water supply and return, steam supply (75 psi) and condensate return, pneumatic control air, high voltage cables (4 kV) and domestic city water. Glendon campus consists of ten (10) buildings, with safety relief valves located downstream of the building pressure reducing valve, in the mechanical room of each building.
The Selected Proponent will be required to standardize the safety relief valve’s set pressure on each Keele Campus boiler to 300 psig for the first-to-open safety relief valve and 310 psig for the second-to-open safety relief valve. The Economizer safety relief valve set pressure and the Glendon boiler safety relief valve set pressure will remain the same.
Objectives
York is inviting established and qualified Proponent to schedule and coordinate the supply, delivery, and recertification of low and high pressure safety relief valves at the Keele Campus Utility Plant located at 4700 Keele Street, Toronto and the Glendon Campus Utility Plant located at 2750 Bayview Avenue, Toronto.
Services will include steam, hot water and compressed air. Proponents are invited to submit a response to this RFP for the provision of all labour and materials to complete the repairs and recertification.
The objective of this RFP is to engage one (1) qualified Proponent to the provision of this service on an as-required basis. The Selected Proponents will be part of York Vendor of Records (“VOR”).
The Selected Proponent shall meet all required logistical/operational requirements, including, but not limited to the following:
Deliverables
The Selected Proponent shall be responsible for:
.1 The supply of spare safety relief valves, providing replacement parts, all labour included for repair, calibration, installation and removal, and upon request on-site repair and calibration services.
.2 Proponents shall refer to the attached Appendix A (a) and (b) Safety Relief Valves List to review the list of all the SRVs being used at the Keele and Glendon campuses. This detail is provided for information purposes only and may be increased, decreased, or updated at York’s sole discretion.
.3 Identifying and tracking safety relief valves repaired and certified. Upon completion of Work the Selected Proponent must supply the Chief Engineer’s office with a written service report identifying the safety relief valve repaired or certified, scope of work completed, job number, valve model number, fluid conveyed, set pressure, capacity, size, location, and date certified.
.4 The coordination of all Work with the Chief Engineer’s office. The Selected Proponent shall be required to provide spare relief valves, combined with on-site repair, calibration and maintenance, in an attempt to reduce steam outage time to a maximum of one (1) day. This will be essential for buildings with only one steam supply. Recertification of safety relief valves on the winter supply line will be completed during the summer season, and recertification of safety relief valves on the summer supply line will be completed during the winter season. Where possible, the Selected Proponent will remove valve and take for repairs. When this is not possible, the Selected Proponent will perform repairs / on-site tests and will provide the replacement valve for the duration of the maintenance. The Selected Proponent will then reinstall the recertified valve.
.5 The supply and attachment of a metal tag to the high or low pressure safety relief valve after certification. The tag must contain service company name, set pressure, capacity, fluid conveyed, job number, and date certified.
.6 All replacement, repair, and certification of safety relief valves must be completed in accordance with TSSA regulations and ASME guidelines.
.7 Responding to emergency service calls as required. This includes after hours 24/7 on-site replacement and calibration services. The Selected Proponent shall respond to an estimate of two (2) emergency calls per year. The Selected Proponent is expected to provide after hour emergency contact numbers.
Scope of Work Requirements
York is inviting established Proponents for:
Various safety relief valves (“SRVs”) with different requirements. Care must be taken by the Selected Proponent when removing or installing any safety relief valve. Refer to section 6.5 SRVs Removal and Installation. The following provides guidelines for SRVs Removal and Installation.
.1 York has various SRVs that are 2” or smaller. For SRVs this size York shall replace with a new SRV. Proponents shall provide pricing for all new SRV, including delivery to the appropriate Keele or Glendon campus. York Maintenance staff shall remove the old and install the new SRV.
.2 York has various SRVs that cannot be removed without impacting building heating. Most of these buildings only have one steam line supply. Therefore, the Selected Proponent must schedule work with the Chief Engineer’s office for the purpose of notifying the building of a steam outage well in advance. The Selected Proponent shall provide a replacement SRV equivalent to the one in service to be swapped. The SRV removed shall be given to the Selected Proponent in exchange for the replacement. As the removed SRV shall be given to the Selected Proponent in exchange for the replacement, York shall not pay for the replaced SRV. York Maintenance shall isolate the steam line, both York and the Selected Proponent shall lockout on the isolation valves, the Proponent shall remove the SRV in service and install the replacement SRV. York carries some of these SRVs as spares. If required, the Selected Proponent must pick up the SRV at the Keele Central Utilities Building or Glendon Central Services Building.
Proponents shall provide all inclusive hourly rates for removal and installation of SRVs in the Financial Considerations in Section 10.0 under Table 10.1 – Price for Service with Replacement Provided column.
.3 York has various SRVs that are in buildings that have two (2) steam supply lines, a summer line and a winter line. The SRV can be isolated and removed without impacting building operation. The Selected Proponent will remove, test, recertify, and reinstall the SRV. Proponent shall test and recertify the SRV off-site. The turn-around time for this shall be no longer than three (3) days.
Proponents shall provide all inclusive hourly rates for removal and installation of SRVs in the Financial Considerations in Section 10.0 under Table 10.2 – Price for Off-Site Service column.
In addition, Proponents shall provide a fixed price for testing and certification. Materials and parts will be paid according to Section 6.11.
.4 York has various SRVs that are difficult to remove from service. These buildings have one steam supply line; thus, the Selected Proponent must schedule Work with the Chief Engineer’s office to notify the building for a steam outage three (3) days in advance. York Maintenance shall isolate the steam line, lock out the appropriate valves, and depressurize the line. The Selected Proponent shall lock out on York University provided lockbox. The Selected Proponent shall provide ladders, lighting, and all tools needed to re-lap and certify the SRV in-situ. The Proponent shall re-lap and certify the SRV in-situ due to the difficulty of removal.
Proponents shall provide all inclusive hourly rates for removal and installation of SRVs in the Financial Considerations in Section 10.0 under Table 10.3 – Price for On-Site In-Situ Service column.
Another option would be to supply an equivalent valve and complete a swap out in a four (4) hour window. York will schedule a short outage with the building top allow the work to proceed. Proponents shall price these SRVs for in-situ re-lapping and certification.
.5 York has various SRVs that are critical to the utilities plant. York carries some of these SRVs as spares. It is important that Proponents can provide a truck/station where they can test and recalibrate SRVs on-site. The Selected Proponent shall remove the SRV and shall already have their test and recalibration station on-site in the parking lot. York Maintenance will isolate the steam line, lock out the appropriate valves, and depressurize the line. Selected Proponent shall test and recertify the given SRV and reinstall when complete. Note that this service is different than re-lapping in-situ, which was priced in Section 6.5.4. These SRVs are critical to operation and shall not be re-lapped in place. Proponent shall have a truck/station where the SRV can be tested, repaired and certified at York, in an effort to reduce downtime.
Proponents shall provide all inclusive hourly rates for removal and installation of SRVs in the Financial Considerations in Section 10.0 under Table 10.4 – Price for On-Site Service column.
SRVs Removal and Installation
Proponents are to abide by all of York’s Standard Operating Procedure (SOP), specifically Safety Relief Valve Removal and Installation (attached separately as Appendix D).
Care should be taken not to disturb the vertical alignment of the valve when transporting or installing the SRV. Hence, the valve shall not be laid on its side after assembly and testing (as per ASME Sec. 7 / C-4.240).
All work must be coordinated and approved by York University’s Chief Engineer or Assistant Chief Engineer.
York University Maintenance will lock out and tag the appropriate isolation valves as per York’s Lockout and Tag Procedure (SOP-EM-HS 1028). The Proponents shall apply their own locks to the lockbox with the appropriate labelling identifying the owner of the lock.
If oxy-acetylene torches are required to loosen stiff bolts the Proponents must apply for a hot work permit in advance. Refer to York’s Constructor/Contractor Manual attached for further details as per 6.8.
Before starting removal, the vent pipe and drip pan will need to be supported. The safety valve must be secured to prevent tipping and potential injury. Care must be taken to ensure no trapped energy can be released, possibly injuring workers.
The contractor is required to provide all equipment for transporting the SRV, such as a dolly or lift.
New B7 bolts and studs are required for any installation and shall be provided by the Selected Proponent. Anti-seize shall be applied to the new studs and bolts. Size specific, spiral wound gaskets rated for 300 lbs must be used on SRV inlet flanges. Gaskets shall be supplied by the Selected Proponent. For the SRV outlet flange a Garlock material shall be used.
Special attention shall be given to the torqueing of inlet and outlet nuts and bolts. Uniform torque values shall be used on all nuts and bolts. Tightening shall be done in a way that shall not impart internal stresses to the valve body (ASME Sec. 7 / C-4.240).
Reinstall all drip pans drain lines and remove temporary vent line support. Verify all connections are complete and secure inform York Maintenance to review work and remove all locks. Ensure work site is clean and returned back to original condition.
Report work completion to the Chief Engineer’s office and ensure a copy of the test certification remains with the Chief Engineer.
Hours of Operations
Work shall be performed between the business hours of 7:00 am and 5:00 pm on business weekdays. Any work that is to be performed outside these hours shall only be done so with prior approval.
York reserves the right to specify a starting and finishing hour to suit the occupancy types, particularly in lecture halls, commercial centre, sports, housing and hotel buildings. Successful Proponent shall make every effort to keep noise levels to a minimum and not to disturb the occupants.
Parking
Successful Proponent shall pay for own parking at York. All parking shall be confined to the designated area. Failure to abide by York parking rules and procedures may result in the vehicle being ticketed and/or towed. Information is available at: http://www.yorku.ca/parking/
Hourly parking lots are available. The closest hourly parking lot to the Central Utilities Building is located across the street at Physical Resource Building. However, due to the nature of Confined Space Rescue and the equipment involved, it may be preferred that the Selected Proponent obtain a Central Utilities Building parking pass from York’s parking services.
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 contract document. A copy of York’s Contractor/Constructor Manual can be found at;
http://vpfa.info.yorku.ca/files/2013/11/Constructor_Contractor_Manual.pdf
Emergency Information
Successful Proponent shall follow York emergency procedures while on the premises. Emergency information and procedures are available at http://www.yorku.ca/epp.
York Representative
The York representative shall be designated by the Assistant Vice President, Facilities Management and unless otherwise specified, shall be the Director, Energy Management or his/her delegate.
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.
York requires the Selected Proponent(s) to supply copies of invoices, any calibration/certification sheets, Field service report and copies of invoices for materials (supplies) and parts used in the completion of Work.
Invoicing
The Selected Proponent shall:
• Provide detailed invoices and reporting outlining date and time work performed, site condition and work completed to York’s designated representative at Building and Fire Code Compliance (Facilities Management);
• Provide packing slips, certification reports and field service report with all submitted invoices;
• Provide detailed information regarding warranted items and proof of registration on all invoices;
• Contact the appropriate York representative immediately, should there be any delays or disruption of service.
Workforce
York’s preference is for the Selected Proponent to complete Work by own forces. In certain instances where sub-contracting is required due to a specific project, the Selected Proponent 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 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 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 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 shall review the Selected Proponent 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 removal.
Pre-Scheduling of Work
The Work specified must be pre-scheduled to York’s requirements ensuring the service does not interfere with the normal operation of the Utilities Plants. The Selected Proponent shall be required to jointly establish a schedule for performance of the Work which must be adhered to. Pre-scheduling of work must be completed, at least, three days in advance.
Visitor Sign-In
The Selected Proponent must follow the Standard Operating Procedure (SOP) for visitor sign-in (attached separately as Appendix E) when entering the Central Utilities Plant. It shall be the responsibility of the Selected Proponent to inform any contractors, consultants or visitors it invites to the compound of York’s visitor sign-in SOP.
Safety
The Selected Proponent is required to wear CSA approved protective attire when performing the scheduled Work at York. This may include but is not limited to, CSA approved safety shoes, safety hats, outerwear, hearing protection and protective eyewear.
The Selected Proponent acknowledges the presence of hazardous substances such as mercury switches, asbestos, refrigerants, chlorine gas, electric shock, burn and excessive noise. Due care must be exercised when working in areas containing these hazards.
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 16, 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
- Health and Safety Manual
- Financial Consideration
- 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 begin from the date of award for thirty-six (36) months, with (2) optional twelve (12) month extensions.
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.
