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. 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.
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. 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. 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. Official bid documents must be obtained from www.merx.com and bid submissions must be done through the Merx platform.
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