603-2021 - Provision of UPS Maintenance and Emergency Services

D2. SCOPE OF WORK
D2.1 The Work to be done under the Contract shall consist of the provision of all labour, material,
equipment and related services and supervision for the maintenance of and emergency
response to the UPS system at 245 Smith Street for the period from December 11, 2021 until
December 10, 2022, with the option of four (4) mutually agreed upon one (1) year extensions.
D2.1.1 The City may negotiate the extension option with the Proponent within one hundred and
twenty (120) Calendar Days prior to the expiry date of the Contract. The City shall incur no
liability to the Proponent as a result of such negotiations.
D2.1.2 Changes resulting from such negotiations shall become effective on December 11 of the
respective year. Changes to the Contract shall not be implemented by the Contractor
without written approval by the Contract Administrator.
D2.1.3 Proponents are advised that, in future, the City may be participating in collaborative
procurement initiatives with other levels of government. Accordingly, extensions to this
Contract may not be exercised.
D2.2 The major components of the Work are as follows:
(a) 24x7x365 1-Hour Remote Response: Response by trained service personnel by
telephone or computer
(b) 24x7x365 4-Hour On-Site Response: Response by trained service personnel, arriving at
the site to begin resolution of the issue
(c) Supply and install Galaxy VS UPS system. Disconnect, remove and dispose of existing
battery backup system.
(d) UPS Inspection / Maintenance Program: Contractor will design an inspection/maintenance
program for the UPS system and components, and will conduct quarterly
inspection/maintenance visits and additional service as required.
(e) Battery Inspection / Replacement Program: Contractor will design a Battery
inspection/replacement program and will conduct an annual inspection and replacement as
required.
(f) Reporting: Contractor will submit a written Summary Report after each site visit
(g) Spare Tools and Materials: Contractor will replenish and maintain the existing supply of
necessary tools and spare parts on site, to avoid un-necessary down time.
D2.3 Perform all work in such a manner that the UPS systems remains operationally viable, and can
ensure the integrity and operation of the systems which it supports.
D2.3 Notwithstanding D2.1, the type and quantity of Work to be performed under this Contract is
subject to annual approval of monies therefore in a budget by Council. Proponents are advised
that monies have been approved for work up to and including December 31, 2021.
D2.3.1 In the event that Council does not approve the annual budget for any year during this
Contract, the City reserves the right to alter the type or quantity of work performed under
this Contract, or to terminate the Contract, upon one hundred and twenty (120) Calendar
Days written notice by the Contract Administrator. In such an event, no claim may be