An advanced contract award notice (ACAN) is a public notice indicating to the supplier community that a department or agency intends to award a contract for goods, services or construction to a pre-identified supplier, thereby allowing other suppliers to signal their interest in bidding, by submitting a statement of capabilities. If no supplier submits a statement of capabilities that meets the requirements set out in the ACAN, on or before the closing date and time stated in the ACAN, the contracting officer may then proceed with the award to the pre-identified supplier.
1. Definition of the requirement:
The Correctional Service Canada has a requirement to maintain the fire alarm systems as per proper Codes and Standards at the Atlantic Institution and the Jamieson Community Correctional Centre (CCC). The work will involve the following:
1.1 Objectives:
The work under this Standing Offer Agreement includes but must not be limited to the provision of all labour, materials, tools, supervision and equipment necessary for inspection, testing, maintenance, repair and upgrade of Fire Alarm Systems as requested.
The Contractor must also provide emergency services, at CSC’s request, to bring the equipment back to operational status when it is not functioning according to its intended design.
1.2 Tasks:
The Contractor must supply all labour, materials, tools, supervision and equipment required for inspection, testing, maintenance, repair and upgrade of the Siemens Fire Alarm Systems on an as requested basis.
The Contractor must, upon arrival on site, submit a complete tools list. The Contractor must immediately report any missing or lost tools to the Correctional Managers desk.
The Contractor must report to the site with a service vehicle which is well stocked with replacement parts to carry out repairs on the system in use in these facilities.
The Contractor must remove and dispose of debris, used and obsolete material, on a daily basis. The Contractor must remove failed or broken devices like smoke detectors or smoke-carbon monoxide combo devices and ensure these devices are disposed of or recycled in an approved facility.
Annual Requirements
The Contractor must inspect and test the entire Fire Alarm System yearly in accordance with most recent CAN/ULC code.
The Contractor must coordinate annual inspection and testing to ensure proper notification procedures are in place to avoid false alarms during the inspection and testing.
The Contractor must not leave the fire protection and alarm system inactive at end of the working day without the Technical Authority’s authorisation.
The Contractor must coordinate the annual inspection and testing date at the beginning of each calendar year with the CSC Project Authority.
The lists of devices for each institution and CCC’s are provided in Tables 1 and 2. The Contractor must note that CSC provides these lists as a reference only as some minor variances may occur between the list and devices found on site. The Contractor must make reasonable effort to inspect and test all the devices found on site and report any devices missing from the lists back to the Technical Authority.
The Contractor must notify the Technical Authority by phone within an hour and subsequently follow up with a written report by fax or e-mail within twenty-four hours of any damage or vandalism of the equipment by Canada and other parties. The Contractor must repair or replace any components damaged through any such negligent operation or misuse. CSC is responsible for any extra costs for repairs associated with negligent operation or misuse of the equipment by users. The Contractor must invoice these repairs separately on time and material basis consistent with the rates in the contract basis of payment.
Original Equipment Manufacturer (OEM)
The Contractor must have the manufacturer’s complete operational and adjustment procedures for the equipment concerned, including direct access to the manufacturer's technical support services and service bulletins. The Contractor must submit the manufacturer’s recommendations to the Technical Authority for review to maintain the equipment at its original performance level for trouble-free operations.
The manufacturer(s),as applicable, may have proprietary rights to some or all of the equipment listed in Table 1 – Equipment Inventory. Should a need arise to test, inspect, reconfigure, replace or reprogram equipment to which the manufacturer has proprietary rights, the Contractor must advise the Technical Authority prior to performing any work.
Deficiencies
While the Contractor is on site and discovers deficiencies that can be repaired with available material from the Contractor’s stock, the Contractor must invoice these repairs as per the Basis of Payment of the standing offer. The Contractor must obtain the Technical Authority’s approval to proceed with this corrective work.
For any repairs associated with the Equipment Inventory or ancillary compents, the Contractor must submit to the Technical Authority for review, within forty-eight (48) hours of the initial assessment, a comprehensive part and labour cost summary and the reason for the repair(s). The Contractor must not proceed with the proposed repairs without obtaining the Technical Authority’s prior consent, which the Technical Authority will confirm by issuing a call up against the standing offer.
Emergency service
The Contractor must advise the Technical Authority of the telephone number at which they or their representative may be contacted 24 hours a day, 7 days a week, including statutory holidays.
The Contractor must provide emergency service during and after regular hours Monday to Friday within 7:00 a.m. to 5:00 p.m. with an on-site response time of 4 hours or another response time the Technical Authority has agreed to.
The Contractor must respond to service calls 24 hours a day, 7 days a week including statutory holidays. For service calls outside regular work hours, the Contractor must contact the Technical Authority on the first working day after the call to obtain a work order/call up number.
Technician requirements
The Contractor must send one licensed technician to respond to a service request. The Contractor must obtain the Technical Authority’s prior approval in writing or email before sending any additional licensed technicians or apprentice/labourers.
Replacement Parts
The Contractor must request direction from the Technical Authority prior to replacing any component.
The Contractor must repair or replace worn or defective parts of the system(s) using only genuine manufacturer’s replacement parts. The Contractor must obtain the Technical Authority’s permission before using any replacement parts from another manufacturer.
The Contractor must maintain a sufficient supply of replacement parts to minimize downtime associated with component failure. The Contractor must replace defective parts within twenty-four (24) hours of part availability or within a timeframe approved by the Technical Authority.
1.3 Expected results:
To maintain the fire alarm systems’ reliable and sustainable operation for the remainder of the system’s useful life.
The Contractor must have certified technicians performing the work as per applicable Provincial or Federal requirements. The technicians must maintain their applicable provincial certification to work in CSC’s Atlantic Region.
1.4 Performance standards:
The Contractor must inspect, test, maintain, repair and upgrade the Fire Alarm System as per the appropriate codes and standards.
The Contractor must conform to the following Codes and Standards applicable:
1. CAN/ULC-S536-19 Inspection and Testing of Fire Alarm systems.
2. CAN/CSA Control of hazardous energy – Lockout and other methods.
3. National Building Code 2020 and National Fire Code of Canada 2020.
4. the Canada Labour Code.
5. the Canada Occupational Health and Safety Regulations.
6. the Provincial Occupational Health and Safety Act
7. the Occupational General Safety Regulations
The Contractor and their personnel must adhere to the Federal Government ‘No Smoking’ policy while in Federal facilities, and scent free policy where applicable.
1.5 Deliverables:
1.5.1 Report
The Contractor must provide to the Technical Authority, after each visit, a written service activities report containing all details of work the performed. When applicable, the Contractor must provide a written list of defects and deficiencies discovered during the visit with recommended corrective actions and an estimated quote to correct these defects and deficiencies.
The Contractor must provide the annual Fire Alarm Report that describes the status of all fire alarm systems equipment. The Contractor must submit this detailed and comprehensive inspection report to the Technical Authority no later than ten (10) working days following the completion of the annual inspection and testing.
The Contractor must include in the report the major and minor deficiencies noted during the inspections, tests, checks, maintenance and services defined within this Statement of Work. The Contractor must provide a budget estimate proposal to restore the system to 100% functionality with a breakdown of labour and parts.
The Contractor must also identify in the report any modifications or improvements to the fire alarm equipment or system(s) that will enhance equipment serviceability, life expectancy and efficiency.
The Contractor must present all documents within the report in Adobe Acrobat PDF format.
1.5.2 Paper consumption:
a. Should printed material be required, double sided printing in black and white format is the default unless otherwise specified by the Project Authority.
b. The Contractor must ensure printed material is on paper with a minimum recycled content of 30% and/or certified as originating from a sustainably managed forest.
c. The Contractor must recycle unneeded printed documents (in accordance with Security Requirements).
1.6 Constraints:
1.6.1 Location of work:
a. The Contractor must perform the work at the Atlantic Institution, 13175 Route 8, Renous, New Brunswick and the Jamieson CCC, 21 Morris Drive, Dartmouth, Nova Scotia.
b. Travel
i. All costs related to travel are incorporated into the all-inclusive rate per hour. Travel to the following locations will be required for performance of the work under this standing offer.
Atlantic Institution
Jamieson CCC
1.6.2 Language of Work:
The contractor must perform all work in English.
1.6.3 Institutional Access Requirements
Contractor personnel will be escorted at all times by Correctional Service Canada personnel or those authorized by CSC on its behalf. Contractor personnel must adhere to institutional requirements for the conduct of searches by Correctional Service Canada prior to admittance to the institution/site. Correctional Service Canada reserves the right to deny access to any institution/site or part thereof by any Contractor personnel, at any time.
2. Criteria for assessment of the statement of capabilities (minimum essential requirements):
Any interested supplier must demonstrate by way of a statement of capabilities that it meets the following requirements:
Professional designation, accreditation and/or certification:
- The supplier must be a manufacturer approved distributor for the Siemens brand fire alarm systems in the region of New Brunswick for Atlantic Institution and Nova Scotia for the Jamieson Community Correctional Centre.
3. Applicability of the trade agreement(s) to the procurement
This procurement is subject to the following trade agreements:
Canada Chile Free Trade Agreement (CCFTA);
Canadian Free Trade Agreement (CFTA);
The procedural requirements of the other international trade agreements will be fulfilled following compliance to the procedural requirements of CCFTA and CFTA.
4. Set-aside under the Procurement Strategy for Indigenous Business
This procurement is not subject to any set-asides for Indigenous Suppliers.
5. Comprehensive Land Claims Agreement(s)
This procurement is not subject to a Comprehensive Land Claims Agreement.
6. Justification for the Pre-Identified Supplier
The pre-identified supplier is the sole provider of Siemens fire alarm system inspection, testing, maintenance, repair and upgrade services for the area. It also has a regional agreement with the manufacturer(s) for exclusive distribution and programming rights for Siemens branded fire alarm equipment for the Atlantic Institution located in New Brunswick and Jamieson CCC located in Nova Scotia.
The pre-identified supplier meets all of the minimum essential requirements described in this ACAN.
7. Government Contracts Regulations Exception(s)
The following exception to the Government Contracts Regulations is invoked for this procurement under subsection:
(d) only one company is capable of performing the contract.
8. Exclusions and/or Limited Tendering Reasons
Canadian Free Trade Agreement (CFTA), Article 513
(b) if the goods or services can be supplied only by a particular supplier and no reasonable alternative or substitute goods or services exist for any of the following reasons:
(i) the requirement is for a work of art;
(ii) the protection of patents, copyrights, or other exclusive rights;
(iii) due to an absence of competition for technical reasons;
(iv) the supply of goods or services is controlled by a supplier that is a statutory monopoly;
(v) to ensure compatibility with existing goods, or to maintain specialized goods that must be maintained by the manufacturer of those goods or its representative;
(vi) work is to be performed on property by a contractor according to provisions of a warranty or guarantee held in respect of the property or the original work;
(vii) work is to be performed on a leased building or related property, or portions thereof, that may be performed only by the lessor; or
(viii) the procurement is for subscriptions to newspapers, magazines, or other periodicals;
9. Ownership of Intellectual Property
There are no intellectual property terms in the contract.
10. Period of the proposed contract or delivery date
The proposed contract is for a period of 1 (one) year, from date awarded to October 2, 2025 with an option to extend the contract for 4 additional 1 - year periods.
11. Cost estimate of the proposed contract
The estimated value of the contract, including option(s), is $1,055,510.00 (GST/HST extra).
12. Name and address of the pre-identified supplier
Name: D & L Engineering Sales Limited
Address: 58 McQuade Lake Crescent, Halifax, NS B3S 1G8
13. Suppliers' right to submit a statement of capabilities
Suppliers who consider themselves fully qualified and available to provide the goods, services or construction services described in the ACAN, may submit a statement of capabilities in writing to the contact person identified in this notice on or before the closing date and time of this notice. The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.
14. Closing date and time for a submission of a statement of capabilities
The closing date and time for accepting statements of capabilities is November 19, 2024 at 2:00 p.m., AST.
15. Inquiries and submission of statements of capabilities
Inquiries and statement of capabilities are to be directed to:
Penny Panayiotopoullos, Regional Contracting Officer
1045 Main Street
Moncton, NB
E1C 1H1
Telephone: 506-875-3649
E-mail: penny.panayiotopoullos@csc-scc.gc.ca
Table 1: Atlantic Institution- Fire alarm panel component (Not limited)
Devices Qty
(B) 10" Bell/6"/4" 110
(B) 4" Bell 1
(B) 6" Bell 2
(B) Bell 3
(D) Dual Conventional Interface Device 52
(DS) Duct Smoke Detector 28
(EOL) End of Line Device Resistor 2
(F) Sprinkler Flow Switch 2
(FFP) Firefighters Telephone 9
(H/S) Horn/Strobe Combination Unit 12
(HT) Heat Detector - Fixed Temperature 13
(KS) 2nd Stage Key Switch 11
(M) Manual Pull Station 42
(OCM) LED Annunciator Driver 311
(R) Form "C" Relay 15
(S) Smoke Detector - Photo-Electric 540
(SO) Sprinkler Shut-off Valve 5
(SP) Voice Speaker 272
(ST) Strobe Light 83
(TRIR) Single (1) Point Input Device With Relay 97
(TRIS) Single (1) Point Input Device 140
(V) Visual Appliance (Strobe) 24
Fire Panel - Edwards 1527 1
Fire Panel - Siemens XLS Network 2
Fire Panel - Siemens XLS/Vesda 1
Grand Total 1778
Table 2: Jamieson CCC - Fire alarm panel component (Not limited)
Devices Qty
Smoke Detector (SD) 93
CO Smoke Detector (SDco) 23
Duct Mounted Smoke Detector (SDduct) 2
Manual Pull Station (F) 9
Relay Interface Module (Fr) 12
Dual Interface Module (AIM) 18
Loop Isolation Module (I) 9
Sprinkler Flow Switch (SFS) 2
Sprinkler Supervisory Switch (SVS) 16
Horn/Strobe (HS) 15
Strobe (S) 20
Mini Horn (H) 40
Audible Base (AB) 40
Grand Total 299
