MANITOBA REFERENCE NUMBER: MB-MBPB-13Y-00006
ISSUING DEPARTMENT: Procurement and Supply Chain
DATE ISSUED: 21/06/2024
ISSUED BY: Darren Derksen
TELEPHONE: 204 794-3395
The Government of Manitoba (Manitoba) is requesting bid submissions for
the Provision of Elevator Maintenance and Inspection Services, for a
l-year term from July 8, 2024 to July 7, 2025, with option to extend for
2 additional 1 year periods
MANITOBA EMERGENCY SERVICES COLLEGE
Solicitation Contact
For the purposes of this procurement process, the #Solicitation Contact#
will be:
Contact Name: Darren Derksen
Contact Email: bids@gov.mb.ca
For inquiries, email subject line shall be the SOLICITATION NUMBER as
provided in the first page of this document. Vendors and their
representatives are not permitted to contact any employees, officers,
agents, elected or appointed officials, or other representatives of
Manitoba, other than the Solicitation Contact, concerning matters
regarding this Solicitation. Failure to adhere to this rule may result
in the disqualification of the Vendor and the rejection of the Vendor#s
Submission.
TO BE DELIVERED ON AN "AS AND WHEN" REQUIRED BASIS FOR THE PERIOD July
8, 2024 to July 7, 2025
The delivery date (if shown is actually the end of the contract)
F.O.B. DESTINATION, FREIGHT PREPAID TO:
MANITOBA EMERGENCY SERVICES COLLEGE
1601 VAN HORNE AVE E
BRANDON MB R7A 7K2
This procurement is subject to Canadian Free Trade Agreement.
SUBMISSION TERMS AND CONDITIONS:
The Bid MUST be signed by a representative of the Bidder with the
authority to bind the Bidder. The name and title of the representative
signing the Bid should also be printed below their signature.
Vendor's e-mail address: (if available) ____________________
Quantity clarification: quantity listed contains 2 or 3 decimals.
The following is what the Manitoba Emergency Services College requires:
The Manitoba Emergency Services College is seeking a qualified
contractor to provide elevator maintenance services at the Manitoba
Emergency Services College, 1601 VanHorne Avenue East, Brandon, Manitoba
for the following work:
(a) Inspection
(b) Testing
(c) Maintenance
(d) Equipment Conditions report
(e) Provide Access for Annual Inspection of Smoke and Fire Devices in
Elevator shafts
(f) As-and-when requested work
1. A semi-annual checklist will be required to be provided to the
Manitoba Emergency Services College representative after each
inspection.
2. On an annual basis the elevator mechanic will be required to provide
an equipment conditions report that will be used by the Manitoba
Emergency Services College for their building management plan.
Labour, Materials and Equipment and Standards of Work
Labour
(g) The Contractor shall provide all necessary fully trained personnel
to carry out all the Services in accordance with the Agreement.
(h) The Contractor shall adhere to MB Regulation 217/2006 Part 38,
Electrical workers must do electrical work, specifically sections 38.4
and 38.5. Any employer must ensure that the electrical work performed
in the workplace conforms to the following requirements: a) The
Electricians# Licence Act; b) The Manitoba Electrical Code, and c) where
applicable, the by-laws of the municipality.
Materials and Equipment
(i) The Contractor shall supply all materials and equipment necessary to
perform the Services in accordance with the Agreement.
(j) The Contractor must have the tools, ladders, and standard testing
equipment to perform Work within this Agreement.
(k) The Contractor and his employees shall use only CSA or ULC approved
testing and metering equipment of proper capacity to perform the
services, maintain hand and power tools in good condition, extension
cords must be 3-conductor with 3-pin connectors.
(l) Ladders shall be CSA approved, be constructed of non-conductive
materials, have non-slip bases and be appropriate classification
(m) Contractors shall provide adequate barricade, warning signs, out of
order signs and all reasonable protection and shall not leave the area
unattended until steps have been take to protect the public from all
hazards and until the areas have been made safe
(n) All tools, material and equipment must be removed or secured when a
work site is to be unattended for any time and especially overnight.
(o) Contractors shall adhere to MB Regulations 217/2006 Workplace Safety
and health Regulation, Part 28: Scaffolds and Other Elevated Work
Platforms. Contractor shall conform to the requirements of the
regulations and the Safe Work Manitoba#s Guide for Scaffolds and Other
Elevated Work Platforms.
(p) Contractors shall be required to wear appropriate protective
clothing and CSA approved electrical protection footwear that are
suitable for environments where there is a danger of live electrical
conductivity.
(q) Contractors shall provide or as required conduct tool inventory and
all tools be marked in such a manner as will aid in establishing
ownership.
(r) Contractors shall confine their equipment, apparatus, on-site
material, and the operation of their personnel to limits indicated by
the Manitoba Emergency Services College and shall not encumber the
premises. The Manitoba Emergency Services College accepts no
responsibility for loss to, or damage of the materials, equipment,
tools, and other property(ies) of the Contractor. It is understood and
agreed by the Contractor that the Manitoba Emergency Services College
will not cover any loss or damages pertaining to the Contractor#s
material and/or equipment.
Standards of Work
(a) The Contractor shall ensure that the Services are provided in a good
and proper workmanlike manner, using quality materials, high standards
of workmanship and in all respects in strict accordance with the
Agreement.
(b) The Contractor shall adhere to all safety protocols during all
inspections and maintenance, including in confined spaces.
(c) When necessary, the Contractor must provide their own Confined Space
Entry Procedure with a Site Safety Plan. The Contractor will provide a
copy of their own Confined Space Entry Procedure to the Manitoba
Emergency Services College representative. This site safety plan with
Confined Space Entry Procedure will be at no additional cost to the
Manitoba Emergency Services College .
(d) The Contractor shall perform work in accordance with CSA Standard
B44.2-07 Maintenance Requirements and Intervals for Elevators,
Dumbwaiters, Escalators, and Moving Walks.
(e) The Contractor shall meet or exceed requirements of specified
standards, codes, and referenced documents. In event of conflict
between any provisions of above authorities, the most stringent
provision shall apply.
1.2 Communication and Response Times:
(a) The Contractor shall provide and maintain a reliable telephone and
fax number at which the Contractor may be contacted between the hours of
8:30 AM and 4:30 PM, Monday through Friday. The Contractor shall return
calls within four hours of a message from the Manitoba Emergency
Services College.
(b) Service requirements will be on a twenty-four hour a day, seven days
a week basis when and as required.
(c) The Contractor shall provide emergency call out service 24 hours a
day seven days a week and provide the Manitoba Emergency Services
College with a contact number for 24 hour availability in cases of
emergencies. Maintain 24 hour availability for the duration of the
Contract.
(d) The Contractor shall respond to the facility within fourty-eight
(48) hours, in most circumstances, unless deemed an emergency; or unless
otherwise agreed.
(e) Service calls deemed an emergency shall be given priority and
Contractor shall respond to the facility as soon as possible. If the
Contractor is unable to respond in the required timeframe the Manitoba
Emergency Services College reserves the right to contact an alternative
service provider.
(f) Service calls commencing prior to 3:00 pm shall be completed the
same day unless other arrangements are made with the Manitoba Emergency
Services College. These service calls will be paid at regular hour rates
until work is completed and after hour rates will not apply.
(g) Where the Manitoba Emergency Services College has issued a purchase
order to the Contractor and circumstances arise that prevent the
Contractor from completing the Services within the time frame required
the Contractor shall immediately notify the Manitoba Emergency Services
College initiating the Service call. The Manitoba Emergency Services
College may then adjust the timeframe or, at its sole discretion, cancel
the purchase order and engage an alternate service provider.
(h) Services must be completed within 48 hours of issuance of the work
unless otherwise approved by the Manitoba Emergency Services College .
1.3 Authorization
(a) A contractual obligation will come into force only if there is an
authorized service call requested from the Manitoba Emergency Services
College and a purchase order is issued.
(b) During regular hours authority to perform work must be acknowledged
with a purchase order prior to commencement of the Services.
(c) Work after hours, Saturday, Sunday and holidays must have
pre-authorization from an authorized representative of the Manitoba
Emergency Services College . The Contractor will contact the Director or
designate the next working day to confirm work done and to obtain
purchase order.
(d) The Contractor shall not make any alterations or replacements of
equipment or components without prior approval by the Director or
designated representative unless otherwise agreed to in writing.
1.4 Entering the Building(s), Site(s) and Parking
(a) The Manitoba Emergency Services College may direct the order and
manner in which:
i) materials and equipment enter and leave the building(s)/site(s)
ii) the Contractor#s employees enter and leave the building(s) and each
room thereof
iii) service vehicles may be parked on location.
(b) The Manitoba Emergency Services College enforces specific controls
for entering special use facilities. Upon award of contract the Manitoba
Emergency Services College will advise the Contractor to which
facilities these controls apply. The Contractor must become familiar
with these controls, follow all letters of direction and may be required
to complete, and have approved by the Facility Manager, access
application forms prior to commencing the Services.
(c) The Contractor is aware and acknowledges that there may be no onsite
parking available for service vehicles and may be required to make
alternate arrangements for parking. Contractor is to contact the
Director to determine parking availability for a particular location.
1.5 Regulatory Requirements
1.6 All of the following apply to any work performed under this
contract. It should be noted that the latest editions of each shall be
enforced during the term of the contract:
(a) Workplace Safety and Health Act M.R 217/2016
(b) Elevator Act
(c) National Building Code (NBC)
(d) Manitoba Building Code (MBC)
(e) Manitoba Fire Code
(f) CSA B44 Safety Codes for Elevators
(g) All applicable Electrical codes
(h) The Contractor#s "Electrical Safety Requirements" which shall
include lock-out procedures.
(i) Equipment or system manufacturer#s recommendations, instruction
manuals and/or leaflets
(j) In the event of a conflict between any of the above codes or
standards the most stringent shall apply
(k) The aforementioned codes and legislative standards shall be
considered an integral part of the specifications and shall be read in
conjunction with the specifications. The Contractor shall be fully
familiar with their contents and requirements as related to the work and
materials specified.
2.0 Scope of Work
2.1 Overloading
(a) Ensure no part of work is subject to a load which will endanger its
safety or will cause permanent deformation.
2.2 Temporary Structures
(a) The Contractor will furnish and maintain equipment such as ladders,
ramps, scaffolds, hoists, chutes, barriers, etc, as may be required for
the proper execution of the work.
(b) Contractors shall adhere to MB Regulation 217/2006, Workplace Safety
and Health Regulation, Part 28: Scaffolds and Other Elevated Work
Platforms. Contractors shall conform to the requirements of the
regulations and the Safe Work Manitoba#s Guide for Scaffolds and Other
Elevated Work Platforms.
(c) Temporary structure erected by the Contractor will remain their
property and will be removed by them from the site on completion of the
work.
2.3 Access for Fire Device Inspection
(a) Contractor shall ensure an elevator mechanic is on-site to provide
access to fire alarm contractor for annual inspection of smoke and fire
devices in the elevator shafts. Costs to provide this service shall be
inclusive to this Contract. Mutually arranged times shall be made by
the Director. The Director will ensure that they provide a minimum of
72 hours# notice to the Contractor prior to the requirement to be
on-site, unless it is considered urgent. Should the contractor fail to
meet at the arranged time without a minimum of 24 hours advance notice
of cancellation, the Contractor shall be liable for costs incurred to
conduct an alternate test date. The Contractor shall respect the
appointed time and will not become involved in dispute with the Manitoba
Emergency Services College for compensation in these matters.
2.4 Clean-up
(a) On completion of all work, the Contractor will removal all surplus
material, tools, equipment, and debris. The building and site must be
left in a clean and tidy condition which meets the satisfaction of the
Director/the Manitoba Emergency Services College representative.
2.5 Coordination of Work
(a) Work will be coordinated in a manner to disrupt the occupants as
little as possible. The Contractor will arrange the work in
co-ordination with the Facility Manager/the Manitoba Emergency Services
College representative.
2.6 Permit Requirements
(a) All Contractors prior to providing services that require any work
relating to the following:
i) Hot Work
ii) Confined Space
iii) Job Hazardous Materials/Analysis
2.7 Maintenance Inspection Schedule
Schedule Work Description
SEMI-ANNUAL INSPECTION REQUIREMENTS # A systematic examination of all
operating parts both electrical and mechanical;
# An inspection of all safety devices, governors and work required to
equalize the tension on all hoisting cables;
# Adjustment of all controller components, brake, gland packing, door
operator, interlocks, levelling and inching arrangements, at the time of
regular inspection;
# The supply of proper lubricants and the systematic lubrication of
operating parts, both electrical and mechanical of the elevator and
dumbwaiters;
# The supply of proper cleaning materials and the cleaning of the
machine motor and controller;
# The supply for hydraulic machines of hydraulic fluid
# The cleaning of elevator pits and operation check of sump pumps
AS AND WHEN REQUIRED # The supply and replacement, when and where
required because of ordinary wear in normal operation of the following
small parts (but is not limited to only these parts): carbon and copper
contacts, contact insulators, contact springs, contact holders, distance
pieces, cable connectors for any of the switches of the controller,
brake governor, inter-switches or the controller brushes for the
elevator motor and generator
ANNUALLY # The Contractor will be required to conduct an annual safety
test on all elevators and dumbwaiters
# Submitting a report in writing to the Director on an annual basis
called a Equipment Conditions Report on the current condition of the
equipment, which is required to include at minimum:
a) Repairs or changes necessary # this shall include the scope of work
and cost estimate;
b) Life expectancy of the equipment
c) Deviation from code requirements; and
d) Unsatisfactory building conditions
2.8 Equipment
(a) Maintain the equipment operating at a high degree of efficiency.
2.9 Recording, Reporting, and Tracking
(a) Recording, reporting, tracking, submitting, maintaining a written
record of activity.
(b) Submit reports/checklists after each inspection to Facility Manager
including the quarterly Equipment Conditions Report
(c) Recording includes, but is not limited to:
i) Tombstone information for each individual process or activity
ii) Detailed activity summary and description
iii) Name, contact information and signature of worker(s)
iv) RFI, change order prices, quotes
v) Invoicing and receipts of payment
vi) Asset specific activity logs
(d) Submitting includes but is not limited to:
i) Turning over previously agreed-upon record of performances at set
time for the entirety of the contract tenure, including during an
exercise of option periods to renew if applicable.
(e) Maintaining includes but is not limited to:
i) Storing, protecting, entitling, tabbing and cataloging in such a way
that it can be easily referenced, providing useful and interpretive
information for both the contractor and the Facility Manager.
ii) Creating, submitting (and keeping current) maintenance manuals, and
up-to-date records on-site.
_________________________________________________________________________
ITEM QTY DESCRIPTION DELIVERY
NO. DATE
========================================================
ITEM 10 07/07/2025
1.00 Dollar GSIN: 5169CMATERIAL: 98935025
ELEVATOR SERVICE, MAINTENANCE & REPAIR, AS DESCRIBED BELOW:
Elevator Model details:
Hydraulic Passenger
Northern Elevator Limited 946972
Prices shall be quoted in Canadian Funds (CAD) and shall remain firm for
the duration of the Agreement. The Proponent must provide a firm lump
sum price and price structure for the proposed Services for the duration
of the Agreement.
Manitoba certifies that the Services are being purchased under the
Agreement by the Government of Manitoba with Crown funds and are
therefore not subject to the federal goods and services tax (the "GST").
The Proponent represents and warrants that GST has not been included or
quoted in any fees, prices or estimates.
Any applicable taxes must be indicated separately (ex. PST, HST, etc.).
All wages, benefits, employer remittances, taxes and all other amounts
payable by the Proponent to its personnel and all administrative and
support service costs (including travel costs, if any), equipment,
supplies, overhead and other incidental costs involved in providing the
Services must be included by Proponents. Proponents may add tasks or
further break down the tasks in accordance with their Proposal.
Yearly Maintenance and Examination fees (Maximum inclusive cost)
$____________________________
Sub-Total $____________________________
Applicable taxes (specify type of tax if any)
$____________________________
TOTAL COST ) $____________________________
Comments :
Proponent confirms that costs not provided for remain the responsibility
of the Proponent.
Note: For the purpose of the evaluation, the Proponent#s #Yearly
Maintenance and Examination# rate will be used for evaluation.
The following information will not be evaluated, but will form part of
the Agreement.
Regular Working Day (maximum hourly rate) $____________________________
Applies to service calls initiated Monday # Friday, 8:00 am# 5:00 pm
$____________________________
After Hours (maximum hourly rate) $____________________________
Overtime (maximum hourly rate) $____________________________
Other charges # please specify $____________________________
========================================================
NOTE: If any of the above items/features are accessories they are to be
included and installed prior to delivery. It is the suppliers
responsibility to test all systems to ensure they are functioning
properly prior to delivery.
This RFQ is subject to the Manitoba General Terms and Conditions:
https://www.gov.mb.ca/central/psc/pubs/form/MB_terms_conditions.pdf
The purchase order to be issued to the top ranked Vendor(s) is subject
to the Manitoba Purchase Order Terms and Conditions: https://www.gov.mb.
ca/central/psc/pubs/form/Manitoba_PO_Terms_Conditions.pdf
QUOTATION EVALUATION:
Generally the lowest overall price of an acceptable item in
accordance with the terms & conditions of the RFQ will be awarded
the order.
Quotations items may be evaluated SEPERATELY, based on suitability of
product offered compared to the end users needs,
description/specifications of the
product offered, delivery, price, quality of the bidder's performance in
past awards and any other terms & conditions indicated on this RFQ
Failure to provide adequate information to evaluate the item offered
may be cause for rejection of your quote by Manitoba.
PRODUCT OFFERED:
The product offered must meet the requirements and expectations for
it's intended use
If it is your intention to offer an item, which does not meet all the
specs/description as outlined, then you must indicate all intended
deviations or changes on the return quote.
QUALITY / ACCEPTABILITY:
Any product supplied must be new, unused, first quality.
Demo units will not be accepted.
All goods delivered are subject to inspection prior to delivery
acceptance. Signing of any delivery slip should not be construed as
acceptance of the product delivered. Manitoba reserves the right to
reject any product, after final inspection that does not meet the
specification or product description requested.
Manitoba reserves the right to reject any product supplied
which, upon inspection or use, is deemed by the using department to be
unacceptable for their intended use.
Products to be supplied as specified on the contract/purchase order. Any
substitutes shipped without prior written approval will be rejected at
time of delivery or held at shipper's risk pending return instructions
Products rejected by the using department will be returned to the Vendor
for full credit or replacement product at no cost to Manitoba or the
contract may be cancelled.
(unit prices include all necessary charges e.g. freight, insurance,
handling etc.)
If any charges are not included please explain in detail any/all charges
that will be extra to the unit prices quoted and that will be charged on
the invoice.
INSPECTION:
Final inspection and acceptance or rejection of the goods will be made
promptly as practicable, but failure to inspect and accept or reject
goods promptly does not mean that the Manitoba Government has accepted
these goods. The Government of Manitoba reserves the right to inspect
the goods for up to 90 days after the date of delivery.
Partial acceptance of rejection of an order does not release the Bidder
from its responsibility to complete the order.
AUTHORIZED VENDOR:
Manitoba reserves the right, prior to any contract award, to secure
evidence to Manitoba's satisfaction that any bidder is the manufacturer
or an authorized distributor, dealer or retailer of the goods offered
and is authorized to sell these goods in Manitoba, Canada and upon
request will provide Manitoba with written evidence thereof.
WARRANTY:
MANUFACTURER'S WARRANTY:
State warranty of units offered (as applicable to Manitoba's use)
(Manitoba's use would usually be considered commercial application
not consumer)
Product _________ months OR _______ years
Labour _________ months OR _______ years
Please note: During the period of the warranty offered, all labour,
transportation, parts, surcharges including shipping and brokerage will
be included. The Province of Manitoba will not pay additional charges
while the item(s) offered are under the above stated warranty.
If the warranty offered is the Vendor's warranty in combination with or
in place of the Manufacturer's warranty then a complete
explanation must be provided.
WARRANTY SERVICE/LOCATION:
Potential costs associated with the location of warranty service
might be used in the evaluation of this quote
Is warranty service provided on site at our premises?
Yes___ or No____
If No<(>,<)>
Indicate the location the unit must be sent to for manufacturer's
certified and/or approved warranty service, closest to the point of
delivery, for this tender<(>,<)>
Company name_______________________
Location (city & province)______________
Do you have a toll free phone number for warranty service?
Yes______ or No______
IF YES, PLEASE PROVIDE:________________________
NON-WARRANTY FOR PARTS AND SERVICE:
Please provide details as follows for the unit(s) offered
(For occasional non-warranty service and parts purchases)
Current labour rate for in-shop service $_________ per hour
Parts and accessories charged at:
________ % discount from ____________________ prices
(indicate retail, wholesale etc.)
AFTER WARRANTY SERVICE:
Is after warranty service provider the same as above?
Yes ___ or No_____
If No please advise
Company name_______________________
Location (city & province)______________
PAYMENT TERMS:
Manitoba will consider Early Payment Terms. Manitoba's standard payment
term is net thirty (30) days.
The Bidder shall specify their standard invoice term:
_____________________________
Is there any applicable discounts for early payment?
Yes _____ No _____ Initial __________
If Yes, please specify:
_____________________________________________________
Does your early payment clause appear on your invoice?
Yes _____ No _____ Initial __________
CANADIAN FUNDS:
Manitoba prefers to receive quotations in Canadian funds.
If the pricing offered is quoted in a currency other than Canadian then
the currency is to be clearly identified on the quote document.
ACCOUNTS RECEIVABLE ADDRESS:
Due to our computerized accounts payable system please advise if
your invoice address (accounts receivable) is the same as the address
for orders / quotes shown above
YES ____ or NO ______
If NO provide complete details i.e. box #, street address, city<(>,<)>
province, postal code, etc. _________________
MANITOBA'S RETAIL SALES TAX LICENSE:
Are you licensed by Manitoba Finance to collect and remit
Manitoba's Retail Sales Tax
YES_____ or NO_____
If NO disregard the following paragraph.
MANITOBA'S RETAIL SALES TAX:
Is the product(s) offered subject to Manitoba's Retail Sales Tax
YES____ or NO _____
If the quote consists of both taxable (T) and non-taxable ( NT) items
please indicate T or NT opposite each item offered.
YOUR QUOTATION REFERENCE # (if applicable) ________
Proposed Delivery Address:
F.O.B. DESTINATION, FREIGHT PREPAID TO:
MANITOBA EMERGENCY SERVICES COLLEGE
1601 VAN HORNE AVE E
BRANDON MB R7A 7K2
TENDERS TO BE RETURNED TO:
MERX Electronic Bid Submission www.MERX.com
