This amendment #3 is raised to make changes to the Annex A - Statement of Work and Appendix
1 – Zones to add a new stream for repair services.
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This amendment #2 is raised to post Question and Answer Document #2 in response to industry questions, update wording under PART 4 - EVALUATION PROCEDURES AND BASIS OF SELECTION, and to extend the tender closing date to December 22, 2023 @ 2pm Eastern Time.
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This amendment #1 is raised to post Question and Answer Document #1 in response to industry questions and to update section 5.2.2 in the RFSA document to include a link to the AFR document.
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Employment and Social Development Canada (ESDC) is seeking to create a Supply Arrangement (SA) purchasing tool for prequalifying vendors, contractors and professionals across Canada for services including installation, dismantling, moving and packaging of office furniture, equipment, and cabling of workstations and collaborative areas. Once established, this SA will be used by ESDC’s real property teams across all provinces, territories and regions of Canada to procure services for our Service Canada Centres, Passport Canada offices and back end ESDC general office spaces. These services are being sought through a Supply Arrangement which will start March 1, 2024, and expire when ESDC determines that it is no longer advantageous.
A Request for Supply Arrangements (RFSA) will be issued in accordance with the process set out within the RFSA document to allow new Suppliers to become qualified. Existing qualified Suppliers, who have been issued a supply arrangement, will not be required to submit a new arrangement. The initial notice will be posted for a period of 25 calendar days, in order to begin the qualification process for bidders who have submitted arrangements for the initial notice. Immediately after the closure of the initial notice, a new notice will then be reposted and left continuously posted on the Government Electronic Tendering Service (GETS) to allow new Suppliers to become qualified. Qualified vendors will be added to the Supply Arrangement, as they have been deemed to qualify.
This Supply Arrangement will have a total of three work streams, which bidders may indicate their interest/capability in:
4.1 Stream one: Furniture assembly and moving Services
The SA Holder must carry out services including:
1. Removing assembled furniture items or disassembled furniture item parts from packaging and/or pallets;
2. Assembling furniture items according to manufacturer instructions and/or guidelines;
3. Moving furniture items by hand, or using tools, either assembled or in parts to designated areas;
4. Placing furniture items according to provided floor plans and Client Authority directions;
5. Leaving with all packaging waste produced and disposing of it in an ecologically respectful manner;
6. Leaving job sites in a “clean and ready to be used” state;
7. Prepare a report of all damaged, broken or non-functional furniture items.
8. The SA Holder must not unpackage, assemble or move items that were not identified in the Work Order, unless advised otherwise by the Project Authority.
9. Where elevators are to be used for moving items or equipment, the elevator cab must be lined and properly protected.
10. Doors and door openings must be protected from potential damage, when applicable. When necessary, the Contractor must remove doors from the frames and reinstall without damage at the end of the services.
4.2 Stream two: Furniture dismantling and packaging services
The SA Holder must carry out services including:
1. Dismantling and disassembling furniture items, without damaging them, according to manufacturer instructions and guidelines;
2. Sort and place furniture items and parts by types and sizes when dismantling entire floor areas;
3. Supply crates, skids, wrap shrink, labels, etc. for packaging.
4. Labelling and packaging and or crating assembled furniture items for transport on skids for transport;
5. Labelling and packaging and or crating furniture item parts on skids for transport;
6. Transport furniture items and furniture parts to storage areas according to provided floor plans and Client Authority directions;
7. Leaving with all excess packaging waste produced and disposing of it in an ecologically respectful manner;
8. Leaving job site in a clean state.
9. Prepare a report of any damaged, broken or non-functional furniture items.
10. The SA Holder must not dismantle, package, move or store items that were not identified in the Work Order, unless advised otherwise by the Project Authority.
11. Where elevators are to be used for moving items or equipment, the elevator cab must be lined and properly protected.
12. Doors and door openings must be protected from potential damage, when applicable. When necessary, the Contractor must remove doors from the frames and reinstall without damage at the end of the services.
4.3 Stream three: Office equipment cabling, connecting, disconnecting and installing services
The SA Holder must carry out services including:
1. Preparing workstations and removing cabling for workstations
1. Pull and run existing power and data cables for connectivity as needed for specified site work.
2. Cable management and coiling to ceiling as required at sites for specified work.
3. Disconnect, wrap and/or remove existing data cables as needed for specified site work.
4. Label cables to identify associated equipment.
2. Unpacking office equipment and removing all packaging in preparation for installation
3. Assembling and installing office equipment on workstations including:
1. monitor arms;
2. cable trays;
3. work surface mounted power/USB modules;
4. Mounting and unmounting monitors on monitor arms;
5. Connecting and disconnecting workstation equipment including:
1. laptop docking stations to monitors;
2. monitors and laptop docking stations to power bar;
3. work surface mounted power socket and USB hub to power bar;
4. power bars to panel or wall mounted power outlet;
5. when disconnecting, removal and wrapping or bundling of all cables;
6. when disconnecting, identifying all cables to the equipment they were connected to;
7. Remove, wrap and bundle unused cables;
8. Power bars and power modules must not be ‘dasiy chained’ or connected to each other in sequence.
6. Organizing cables and wiring to ensure workstations have an adequate cable management setup by:
1. Passing monitor cables trough monitor mount dedicated wire channels and grommet holes when possible;
2. Passing docking station cables either through grommet holes or over the work surface edge;
3. Passing work surface power outlet cables either through grommet holes or over the work surface edge;
4. Placing power bars and all extra cable length in the cable tray; bundling and securing them in place with cable managers, such as Velcro straps, or when no cable trays are provided, attach all extra cable length with cable managers to work station and ensure no cabling obstructs access to workstation or drops into leg space under work station,
1. for height adjustable workstations, cables must have enough free length to accommodate the minimum and maximum height adjustments;
7. Testing basic functionality of office equipment;
1. Checking and adjusting movement range and support capacity of monitor arms;
2. Turning on monitor screens to verify that they receive power;
3. Verifying that power sockets and USB sockets of work surface mounted power outlet are receiving and transmitting power;
4. Verify that laptop docking station indicator light is on and that connecting a device to the USB-C dongle transmits images to the screens and powers the device;
5. Prepare a report of any damaged, broken or non-functional equipment;
6. Leaving job sites in clean state, and in the case of installation, site must be ready for use by Client;
7. Leaving with all excess packaging waste produced and disposing of it in an ecologically respectful manner.
8. The SA Holder must not install, mount, connect or test items that were not identified in the Work Order, unless advised otherwise by the Project Authority.
This SA will also be broken down into 25 zones across Canada, which vendors will be asked to indicate which zones that they are capable/willing to offer services in:
Zone # Zone Name
1 Upper BC
2 Central BC
3 Lower BC
4 Upper AB
5 Lower AB
6 Upper SK
7 Lower SK
8 Upper MB
9 West MB
10 East MB
11 West ON
12 Upper ON
13 East ON
14 Central ON
15 Lower ON
16 Greater Quebec
17 Montreal
18 Quebec City
19 New Brunswick
20 Nova Scotia
21 P.E.I
22 Labrador
23 Island of Newfoundland
24 Yukon
25 NWT
