Basic Information

Reference Number

0000217432

Issuing Organization

Toronto Pan Am Sports Centre

Owner Organization

Toronto Pan Am Sports Centre

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

02/07/2022

Title

Mechanical Preventative Maintenance

Source ID

PP.CO.ON.898589.C91082

Agreement Type

Open Bidding (OB)

Details

Location

Canada, Ontario, Toronto

Delivery Point

Purchase Type

Term: 2022/04/01 12:00:00 AM EDT - 2023/03/07 12:00:00 AM EST
Option: with option to renew

Description

1. Scheduling

The successful bid must be followed within fourteen (14) business days with an annual schedule indicating what pieces of equipment will be serviced at each visit. This schedule must include enough visits to perform all maintenance tasks advised by the manufacturer’s instructions that occur at frequencies between quarterly and annually, with the exception of all belt and filter changes.

The successful Proponent shall contact TPASC at least seven (7) calendar days in advance of scheduling each preventative maintenance visit. Should the contractor arrive unannounced, or with insufficient notification, they will not be permitted on site to complete the scope of work unless otherwise authorized by the Manager, Building Systems and Security.

1. Hours of Work

The successful proponent shall perform all routine inspections, maintenance and service on all equipment within the scope except the Air Handling Units during regular business hours. The successful proponent shall perform all routine inspections, maintenance and service on the Air Handling Units after the facility has closed (midnight to 5a.m.)

The successful proponent shall provide twenty-four (24) hour, seven (7) days per week emergency call out service as promptly and efficiently as conditions permit, and in accordance with the quoted labour charges and response time (please provide this information in your Proposal). In the event that the successful proponent cannot respond to an emergency call out within the guaranteed response time (2 hours) TPASC reserves the right to call another contractor to perform the work and will not pay for the late-arriving emergency response.

Specifications

TPASC requires the design and implementation of a comprehensive preventative maintenance program for the mechanical systems described in Appendix D. These systems include, Air Handling Units, Exhaust Fans, Force Flow Heaters, Air Curtains, Cooling Towers, Hydronic Unit Heaters, Pumps, Ductless Split AC Units (including outdoor condenser units), Heat Exchangers, Fan Coil Units, Hot Water Storage Tanks and Expansion Tanks. Said preventative maintenance program shall include ALL maintenance tasks advised by manufacturer’s instructions that occur at quarterly, semi-annual and annual frequencies with the exception of AHU and exhaust fan belts. TPASC staff also look after all filter changes and the Proponent’s quote should not include these.

1. Complete Bid

Bidders must submit a bid that includes servicing of all of the equipment listed in Appendix A, otherwise the proposal submission will be disqualified. No partial bids shall be accepted.

1. Contract Duration

The term of any Agreement arising from this RFP will be for a period beginning April 1, 2022 and will terminate on March 31, 2023 which will also be the probationary period for renewing the agreement. TPASC shall have the option at its sole discretion to renew the Agreement for four (4) additional one-year contracts at pricing agreed upon in the initial Agreement.

Dates

Publication

2022/02/07 04:32:30 PM EST

Bid Intent

Not Available

Question Acceptance Deadline

2022/02/15 04:00:00 PM EST

Questions are submitted online

Yes

Closing Date

2022/02/17 04:00:00 PM EST

Contact Information

Robert Singleton

416-568-3417

rsingleton@tpasc.ca

Catherine Hughes

chughes@tpasc.ca

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Pricing

In attached document

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Bid Documents	Documents defining the proposal	Yes	No
No entries

Additional Bidding Instructions

1. Proposed Documentation & Delivery

The documentation for each Proposal must meet the following requirements:

Must consist of one (1) full PDF format copy (submissions in any other format will not be accepted).
Should be in 12-point font, with unlimited appendices.

Must be delivered by email no later than the Closing Deadline of Thursday February 17, 2022 at 4pm to the attention of Catherine Hughes at: chughes@tpasc.ca .
Proposals that arrive after the deadline will not be accepted.

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