Appendix C - Description of Deliverables

The Service Provider will provide general maintenance, plant maintenance and operation, and security management services to seven (7) office locations:

  • 1300 Paris St, Sudbury, Ontario
  • 10 Elm Street, Unit 130, Rainbow Centre, Sudbury, Ontario
  • 800 Centre Street, Unit 100C, Espanola Mall, Espanola, Ontario
  • 1 King Street, St. Charles, Ontario
  • 6163 Hwy 542, Mindemoya, Ontario
  • 101 Pine Street East, Chapleau, Ontario
  • 1679 Main Street, Val Caron, Ontario

In addition, the Service Provider will provide grounds maintenance and parking enforcement to 1300 Paris St, Sudbury, Ontario and will manage minor renovation and minor on-site capital construction projects to a maximum of $5,000.

General Maintenance

The Service Provider shall provide on a scheduled and General Maintenance Services 24-hours per day, 365(6) days per year reactive basis as may be required to meet established Service Levels as of the effective date.

In doing so, the Service Provide will:

  • provide sufficient numbers of qualified, trained and competent employees or subcontracted employees with the skills necessary to meet or exceed service levels as of the effective date;
  • meet all requirements of applicable law, building code and client policies; and
  • maintain quality assurance and quality monitoring programs to meet or exceed established service standards, legal obligations and Occupational Health & Safety legislative requirements. A significant change in required standards that affects Public Health Sudbury & Districts which necessitates an increased level of service, will also necessitate a budget allocation review.

Plant Maintenance and Operations

The Service Providershall provide Plant Maintenance and Plant Operation Services 24 hours per day, 365(6) days per year on a scheduled or demand basis.

The Service Provider shall:

  • provide a building services supervisor/manager to exercise competent supervision of the required work
  • provide efficient, responsive, continuous, reliable, comprehensive and effective Plant Services, including maintenance of all buildings, building services, infrastructure, building fabric, mechanical and electrical services, building and property management, which are based on sound technical and operational requirements and standards in accordance with Good Industry Practice, in order to meet the operational needs of the client programs;
  • ensure that the Plant Services do not cause or create any safety or environmental hazard at the facility or on the site;
  • minimize disruption of client operations;
  • provide scheduled and on-demand maintenance and maintain a safe, compliant, functional, working, barrier-free, healing environment, applying the necessary available safe working practices, including the use of recognized risk assessment/management systems to ensure that standards are maintained and that any adverse variance is recognized and corrected;
  • ensure that all requisitions for Plant Services are completed electronically via a Building Services “Request for Service” system for tracking and monitoring purposes; and

for 1300 Paris St:

  • maintain the grounds to facilitate the smooth running of client operations, including ensuring safe, logical, clear and barrier-free access to the facility for all staff and visitors in such a way as to promote a positive image of the facility.

Statutory Testing

  • Maintain records of all statutory, regulatory and insurance required testing performed.This will include but not be limited to:boilers, elevators, etc. for regulatory and insurance company inspections.
  • Provide routine/regular testing of standby generators, standby domestic pumps, fire alarms, emergency lighting systems and exit signs and electrical distribution systems (infrared testing), medical gas systems,softened water system for heating plant, asbestos reassessment etc. in accordance with recommended manufacturers guidance and Good Industry Practice.

Building, Equipment Maintenance and Operations

The service provider shall maintain (including maintenance, repair, and updating where appropriate), the following elements of the site and facility in accordance with the service standards, but not limited to:

  • all air conditioning and ventilation systems
  • cabling all electrical plant and equipment systems,
  • all mechanical plant and plant areas
  • all refrigerators
  • all roofs
  • all water storage, distribution and treatment systemsany specialized drainage systems
  • emergency battery back-up systems
  • building alarm systems
  • hot water and pressurized pipe – work systems
  • door hardware, including hinges, handles, security hardware etc. (including key controls)
  • elevators
  • electrical systems
  • equipment monitoring
  • external lighting
  • water treatment systems
  • fire alarm and fire protection systems
  • fire escapes and staircases
  • fire equipment, fire doors, automatic holdbacks and emergency lights
  • firefighting system
  • heating and hot water systems
  • high voltage and medium voltage distribution system
  • indoor air quality
  • interior and exterior painting
  • internal electrical power and lighting systems
  • generators and auto-change over systems and emergency power supply systems
  • natural gas systems
  • sanitary vent systems
  • pressure vessels, main boiler plant, and heat exchanger systems
  • remainder of equipment to be reviewed

This list may be revised.

Ground Maintenance – 1300 Paris Street only

The service provider will maintain grounds at a standard which provides a safe and pleasing environment for occupants, workers, and visitors. This shall include the following services:

  • Grass cutting, weeding, and trimming shrubbery
  • Tree & garden maintenance
  • Landscaping
  • Snow removal and cleaning walkways
  • Salting and Sanding
  • Patching and paving as required to maintain roads
  • Signage maintenance
  • External camera maintenance
  • External lighting maintenance

Parking Lot and Traffic Management – 1300 Paris Street only

The Service Provide shall maintain the condition of the parking lot to the standard that existed on commencement of the contract. The following services will be provided:

  • monitor parking lots for safety and security;
  • emergency and service vehicle access from the facilities grounds;
  • repair parking lot surface damage;
  • arrange and manage snow removal services;
  • monitor lots and walkways for icy patches and sand, as required;
  • manage parking infractions in accordance with current service provider procedures
  • maintain accessibility of all emergency fire entrances.

Minor Renovations / Construction Projects

The Service Provider shall manage minor renovation and minor on-site capital construction projects to a maximum of $5,000.

Management & Administration

The Service Provider shall:

  • maintain a procedure to ensure regular liaison, between service provider managers and supervisors and Public Health Sudbury & Districts representative(s) to facilitate the delivery of the services and ensure that the service provider and the Health Unit are made aware of the day-to-day specific requirements of the individual departments;
  • coordinate communication and liaison between subcontractors and service provider, and, as may be required, between subcontractors and the Health Unit;
  • analyze each of the services annually and submit to Health Unit, for consideration, written proposals for any significant changes to the service provider services or procedures that will likely have a financial and / or operational impact;
  • notify the Health Unit immediately on becoming aware of any hazard that has resulted or may result in serious injury or life-threatening outcome to occupants on the site or result in serious damage to the facility infrastructure;
  • maintain and provide on demand a summary of all life safety actions, such as fire extinguisher inspections, generator testing, sprinkler testing, public health and fire marshal reports etc.; and
  • provide on demand a summary of all First Response Requisitions and Plant Maintenance (PM) requisitions received.The summary will include the applicable Service Response Time and Rectification Time, and the actual time of Service Response and Rectification.The summary will also identify the number of PM’s assigned and the number completed for the timeframe in question. Response times for non-urgent service requests will be initiated within forty-eight (48) hours. Emergency calls will receive initial response within 10 to 15 minutes from the time the call is dispatched.

In connection with the provision of the services, service provider’s management staff shall liaise with Health Unit representative(s) when undertaking or preparing to undertake action in respect of the works or the services which may impact upon the delivery of Health Unit services or upon the comfort and/or wellbeing of staff or visitors.

RFP –Property Management Services1