P.O. Box 9808, STN T CSC - buyandsell.gc.ca

COMMENTS - COMMENTAIRES

THIS DOCUMENT CONTAINS A SECURITY REQUIREMENT /

DOCUMENT CONTIENT DES EXIGENCES RELATIVES À LA SÉCURITÉ

Title / Sujet Data Centre Environmental Infrastructure Maintenance and Support

Solicitation No. / Numéro de l’invitation PW-19-00889149

Requisition No. / Numéro de la demande R000044734

Client Reference No. / No de référence du client

P2P solicitation # 8325

Destination - of Goods, Services, and Construction: Destination - des biens, services et construction:

See Herein

Telephone No. – N° de téléphone : (613) 462-9536

REQUEST FOR PROPOSAL/ DEMANDE DE PROPOSITION

Proposal To: Shared Services Canada We hereby offer to sell to Her Majesty the Queen in right of Canada, in accordance with the terms and conditions set out herein, referred to herein or attached hereto, the goods, services, and construction listed herein and on any attached sheets at the price(s) set out thereof.

Proposition aux: Services partagés Canada Nous offrons par la présente de vendre à Sa Majesté la Reine du chef du Canada, aux conditions énoncées ou incluses par référence dans la présente et aux annexes ci-jointes, les biens, services et construction énumérés ici sur toute feuille ci-annexées, au(x) prix indiqué(s)

Date

September 19, 2019

Closing Date - L’invitation prend fin – October 29, 2019 at – à 2:00 P.M. Eastern Daylight Time (EDT)

Email - Courriel [email protected]

Delivery required - Livraison exigée See Herein / Voir aux présentes

ISSUING OFFICE / BUREAU DE DISTRIBUTION:

SSC|SPC

Procurement and Vendor Relationships | Achats et relations avec les fournisseurs Transformation Initiatives | Initiatives de transformation

180, rue Kent Street, 13th Floor / 13ième étage P.O. Box 9808, STN T CSC / CP 9808, succursale T CSC Ottawa, Ontario K1G 4A8

RETURN RESPONSES TO / RETOURNER LES RÉPONSES À:

Shared Services Canada | Services partagés Canada 180, rue Kent Street, 13th Floor / 13e étage P.O. Box 9808, STN T CSC / CP 9808, succursale T CSC Ottawa, Ontario K1G 4A8

Email Address / Courriel: [email protected]

Vendor/firm Name and address Raison sociale et adresse du fournisseur/de l’entrepreneur

Facsimile No. – N° de télécopieur

Telephone No. – N° de téléphone

Name and title of person authorized to sign on behalf of Vendor/firm (type or print)

Nom et titre de la personne autorisée à signer au nom du fournisseur/de l’entrepreneur (taper ou écrire en caractères d’imprimerie)

Signature _______________________________________

Date _______________________________________

Address Inquiries to | Adresser toutes questions à: David Bennett SSC Data Center Team

Buyer Id | Id de l’acheteur

mailto:[email protected]

mailto:[email protected]

Solicitation No. - N° de l'invitation Amd. No. - N° de la modif. Buyer ID - Id de l'acheteur PW-19-00889149 Client Ref. No. - N° de réf. du client File No. - N° du dossier CCC No./N° CCC - FMS No./N° VME 8325 R000044734

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BID SOLICITATION FOR DATA CENTRE ENVIRONMENTAL INFRASTRUCTURE MAINTENANCE

AND SUPPORT FOR

SHARED SERVICES CANADA

TABLE OF CONTENTS

PART 1 GENERAL INFORMATION ............................................................................ 4

1.1 Introduction ..................................................................................................................................... 4

1.2 Summary .......................................................................................................................................... 4

1.3 Debriefings ....................................................................................................................................... 5

PART 2 BIDDER INSTRUCTIONS .............................................................................. 6

2.1 Standard Instructions, Clauses and Conditions .......................................................................... 6

2.2 Submission of Bids ......................................................................................................................... 6

2.3 Former Public Servant .................................................................................................................... 8

2.4 Enquiries - Bid Solicitation ............................................................................................................ 9

2.5 Applicable Laws .............................................................................................................................. 9

PART 3 BID PREPARATION INSTRUCTIONS ......................................................... 10

3.1 Bid Preparation Instructions ........................................................................................................ 10

3.2 Section I: Technical Bid ................................................................................................................ 11

3.3 Section II: Financial Bid ................................................................................................................ 12

3.4 Section III: Certifications .............................................................................................................. 13

PART 4 EVALUATION PROCEDURES AND BASIS OF SELECTION .................... 14

4.1 Evaluation Procedures ................................................................................................................. 14

4.2 Technical Evaluation .................................................................................................................... 14

4.3 Financial Evaluation ..................................................................................................................... 14

4.4 Basis of Selection ......................................................................................................................... 14

PART 5 CERTIFICATIONS ........................................................................................ 16

5.1 Mandatory Certifications Required Precedent to Contract Award .......................................... 16

5.2 Additional Certifications Precedent to Contract Award ............................................................ 16

PART 6 SECURITY REQUIREMENTS ...................................................................... 18

6.1 Security Requirement ................................................................................................................... 18

PART 7 RESULTING CONTRACT CLAUSES .......................................................... 19

7.1 Requirement .................................................................................................................................. 19

7.2 Task Authorization ........................................................................................................................ 19

7.3 Standard Clauses and Conditions .............................................................................................. 21

7.4 Security Requirement ................................................................................................................... 21

7.5 Contract Period ............................................................................................................................. 22


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7.6 Authorities ..................................................................................................................................... 22

7.7 Proactive Disclosure of Contracts with Former Public Servants ............................................ 23

7.8 Payment ......................................................................................................................................... 23

7.9 Invoicing Instructions ................................................................................................................... 24

7.10 Certifications ............................................................................................................................... 255

7.11 Applicable Laws ............................................................................................................................ 25

7.12 Priority of Documents ................................................................................................................... 25

7.13 Foreign Nationals (Canadian Contractor) ................................................................................... 25

7.14 Foreign Nationals (Foreign Contractor) ...................................................................................... 25

7.15 Insurance Requirements .............................................................................................................. 25

7.16 Limitation of Liability - Information Management/Information Technology ......................... 266

7.17 Financial Security ......................................................................................................................... 27

7.18 Joint Venture Contractor .............................................................................................................. 27

7.19 Termination for Convenience of Hardware Maintenance Services .......................................... 28

7.20 Safeguarding Electronic Media.................................................................................................... 28

7.21 Representations and Warranties ................................................................................................. 28

7.22 Access to Canada's Property and Facilities............................................................................... 28

7.23 Transition Services at End of Contract Period .......................................................................... 28

7.24 Termination for Convenience ...................................................................................................... 28

7.25 Communications Approval .......................................................................................................... 29

List of Annexes to the Resulting Contract: Annex A Statement of Work ……………………………………………………………………………...30 Appendix A to Annex A: Contractor Response for Incident and Change Management ............................. 76 Appendix B to Annex A: Air Conditioning Service Log ............................................................................... 80 Appendix C to Annex A: Equipment List Procedures ................................................................................. 82 Appendix D to Annex A: Work Standard and Procedures .......................................................................... 96 Appendix E to Annex A: Spares & Tools Lists (To be provided at time of contract award)……………….102 Annex B Basis of Payment………………………………………………………………………………103 Annex C Security Requirements Check List……………………………………………….…………..107 Annex D Federal Contractors Program for Employment Equity – Certification………….…..…….110 Annex E Task Authorization form……………………………………………………………………….111


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Attachments: - Attachment 1 – Bid Submission Form……113 - Attachment 2 – Substantiation of Technical Compliance Form………….115 - Attachment 3 – Financial Bid Presentation Sheet………………126


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BID SOLICITATION FOR

DATA CENTRE ENVIRONMENTAL INFRASTRUCTURE MAINTENANCE AND SUPPORT

FOR SHARED SERVICES CANADA

PART 1 GENERAL INFORMATION

1.1 Introduction The bid solicitation is divided into seven parts plus attachments and annexes, as follows: Part 1 General Information: provides a general description of the requirement; Part 2 Bidder Instructions: provides the instructions, clauses and conditions applicable to the bid

solicitation; Part 3 Bid Preparation Instructions: provides bidders with instructions on how to prepare their bid; Part 4 Evaluation Procedures and Basis of Selection: indicates how the evaluation will be conducted,

the evaluation criteria that must be addressed in the bid, if applicable, and the basis of selection; Part 5 Certifications: includes the certifications to be provided; Part 6 Security, Financial and Other Requirements: includes specific requirements that must be

addressed by bidders; and Part 7 Resulting Contract Clauses: includes the clauses and conditions that will apply to any resulting

contract. The annexes include the Statement of Work, Basis of Payment, Security Requirements Check List, and the Federal Contractors Program for Employment Equity – Certification, and a Task Authorization Form.

1.2 Summary This bid solicitation is for the provision of multi-year maintenance for the essential Data Centre environmental systems in a SSC mission critical data centre, located in the National Capital Area. The scope of this solicitation includes the non-base building environmental systems, the critical power and UPS systems, the power distribution systems for the data centre equipment, the raised floors and environmental monitoring systems.

The successful bidder will be responsible for the day-to-day operations of critical power systems (UPS, batteries, petroleum storage tanks, generators, etc.), switching gear, data centre power distribution components, computer room air conditioners, and raised floors to support a 24/7/365 operations throughout the duration of the contract. The Contractor will provide support and maintenance services in a manner so as to maintain (at a minimum), with an overall goal to improve, where feasible, the efficiency, performance and reliability of the components and environment. This bid solicitation is being issued by SSC. The resulting contract will be used by SSC to provide shared services to its clients, that include SSC itself, those government institutions for whom SSC’s services are mandatory at any point during the Contract Period, and those other organizations for whom SSC’s services are optional at any point during the Contract Period and that choose to use those services from time to time. It is intended to result in the award of a contract for two (2) years, plus three (3) one-year


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irrevocable options allowing Canada to extend the term of the contract. This bid solicitation does not preclude Canada from using another method of supply for entities of the Government of Canada with the same or similar needs. There is a security requirement associated with this requirement. For additional information, see Part 6 - Security, Financial and Other Requirements, and Part 7 - Resulting Contract Clauses. Bidders should consult the “Security Requirements on PWGSC Bid Solicitations - Instructions for Bidders” document on the Departmental Standard Procurement Documents (http://www.pwgsc.gc.ca/acquisitions/text/plain/plain-e.html#top) Website. The requirement is subject to the provisions of the World Trade Organization Agreement on Government Procurement (WTO-AGP), the North American Free Trade Agreement (NAFTA), the Canada-Chile Free Trade Agreement (CCFTA), the Canada-Peru Free Trade Agreement (CPFTA), the Canada-Colombia Free Trade Agreement (CColFTA), the Canada-Panama Free Trade Agreement (CPanFTA) if it is in force, the Canada-European Union Comprehensive Economic and Trade Agreement (CETA), the Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP), and the Agreement on Internal Trade (AIT).

Bidders must provide a list of names, or other related information as needed, pursuant to section 01, Integrity Provisions - Bid of Standard Instructions 2003 - Goods or Services - Competitive Requirements. For services requirements, Bidders in receipt of a pension or a lump sum payment must provide the required information as detailed in article 3 of Part 2 of the bid solicitation.

There is a Federal Contractors Program (FCP) for employment equity requirement associated with this procurement: see Part 7 – Resulting Contract Clauses and the Annex D - Federal Contractors Program for Employment Equity – Certification.

1.3 Debriefings Bidders may request a debriefing on the results of the bid solicitation process. Bidders should make the request to the Contracting Authority within 15 working days of receipt of the results of the bid solicitation process. The debriefing may be provided in writing, by telephone or in person.


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PART 2 BIDDER INSTRUCTIONS

2.1 Standard Instructions, Clauses and Conditions 2.1.1 All instructions, clauses and conditions identified in the bid solicitation by number, date

and title are set out in the Standard Acquisition Clauses and Conditions Manual (https://buyandsell.gc.ca/policy-and-guidelines/standard-acquisition-clauses-and-conditions-manual) issued by Public Works and Government Services Canada.

2.1.2 Bidders who submit a bid agree to be bound by the instructions, clauses and conditions of the bid solicitation and accept the clauses and conditions of the resulting contract.

2.1.3 The 2003 (2019-03-04) Standard Instructions - Goods or Services - Competitive Requirements are incorporated by reference into and form part of the bid solicitation. If there is a conflict between the provisions of 2003 and this document, this document prevails. All references to PWGSC contained within the Standard Instructions will be interpreted as a reference to SSC, except for section 5(2)(d).

2.1.4 Section 3 of the Standard Instructions – Goods and Services – Competitive Requirements 2003 is amended as follows: delete “Pursuant to the Department of Public Works and Government Services Act, S.C. 1996, c.16”

2.1.5 Subsection 5(4) of 2003, Standard Instructions - Goods or Services - Competitive Requirements is amended as follows:

a) Delete: sixty (60) days b) Insert: ninety (90) days

2.2 Submission of Bids 2.2.1 Bids must be submitted through the P2P portal by the date and time indicated on page 1

of the bid solicitation. Electronic Submission of Bids through P2P 2.2.2 SSC Procure to Pay (P2P)

Bidders can register in the SSC P2P portal in order to: a) view and access solicitations from SSC; b) submit a response to a solicitation; c) receive updates and amendments regarding solicitations; d) be awarded contracts and receive contract amendments; and e) submit invoices and receive payment status updates. To register, please go to https://sscp2pspc.ssc-spc.gc.ca and click “Register Now”.

2.2.3 Submission through P2P Mandatory: All bidders must attempt to submit their bids through the P2P portal.

2.2.4 Submissions not permitted after Solicitation Closing: After Solicitation Closing, the P2P system will not permit a bidder to submit a bid.

2.2.5 Format of Bid Documents: Bidders may submit bid documents in any of the following approved formats: i. PDF attachments; and ii. documents that can be opened with either Microsoft Word or Microsoft Excel.

Bidders that submit bid documents in other formats do so at their own risk, as Canada may be unable to read them.


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2.2.6 File Size: P2P accommodates individual documents of up to 30MB each. Bidders should ensure that they submit their bid in multiple documents, each of which does not exceed 30MB. Bidders may submit as many documents as necessary.

2.2.7 P2P Availability: If the P2P portal is unavailable for any reason during any part of the 4 hours immediately before Solicitation Closing, bidders are requested to contact the Contracting Authority immediately, both by email and by telephone. If the Contracting Authority confirms that the P2P portal is unavailable for any reason during any part of the 4 hours immediately before Solicitation Closing, the Contracting Authority will extend Solicitation Closing by 24 hours. The Contracting Authority will send notice of any such extension only to those bidders who have sent an email notification to the Contracting Authority indicating their intention to submit a bid. The Contracting Authority will also issue an amendment in P2P. The Contracting Authority is not required to extend Solicitation Closing if the reason a bidder is unable to access the P2P portal is related to that bidder or its systems, rather than an SSC system problem.

2.2.8 Availability of Contracting Authority: During the 4 hours leading up to Solicitation Closing, an SSC representative will monitor the Email Address for Bid Submission and will be available by telephone at the Contracting Authority’s telephone number shown on the cover page of this document (although the SSC representative may not be the Contracting Authority). If the bidder is experiencing difficulties transmitting the email to the Email Address for Bid Submission, the bidder should contact SSC immediately at the Contracting Authority’s coordinates provided on the cover page of this document.

2.2.9 Responsibility for Technical Problems: By submitting a bid, the bidder is confirming it agrees that Canada is not responsible for:

i. any technical problems experienced by the bidder in submitting its bid, including attachments rejected or quarantined because they contain malware or other code that is screened out by SSC for security reasons; or ii. any technical problems that prevent SSC from opening the attachments. For example, if an attachment is corrupted or otherwise cannot be opened or cannot be read, it will be evaluated without that portion of the bid. Bidders will not be permitted to submit substitute attachments to replace any that are corrupt or empty or submitted in an unapproved format.

2.2.10 Hand-Delivered Bids: SSC will accept a hand-delivered bid (as a back-up in addition to

the P2P submission), in which case the following applies: i. The hand-delivered bid can be:

a) a soft copy on CD-ROM, or DVD; b) a hard copy (i.e., printed on paper); or c) a combination of soft and hard copies,

provided that any pricing tables that were provided by SSC to be completed by the bidders are submitted as a soft copy. ii. The hand-delivered bid must be delivered by a representative of the bidder in person or by a courier. SSC will not accept any bid delivered by regular mail. iii. The hand-delivered bid must be received by an SSC representative before Solicitation Closing at the address shown on the cover page of this document (or an alternate location arranged with the Contracting Authority in writing). iv. SSC will only accept a hand-delivered copy of the bid if the bidder has coordinated delivery of that bid with the Contracting Authority. As indicated above, an SSC representative will be available at the Contracting Authority’s telephone number during the 4 hours before Solicitation Closing, including for the purpose of coordinating the receipt of hand-delivered bids (the Contracting Authority may also agree, at SSC’s discretion, to be available at another time before Solicitation Closing to receive the bid). v. The only circumstances in which SSC will accept a hand-delivered bid after Solicitation Closing is if the bidder can show that the SSC representative was unavailable to receive the hand-delivered bid at the coordinated time, or that no SSC representative was available at the


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Contracting Authority’s telephone number (and no SSC representative responded to voicemail messages left at that telephone number) during the 4 hours leading up to Solicitation Closing. vi. SSC will consult the hand-delivered bid only if there are problems (e.g., missing files, corrupt file, file not readable by SSC, etc.) with all or a portion of the bid submitted by email by Solicitation Closing or if no email bid is received by Solicitation Closing. If SSC consults the hand-delivered bid, it will prevail over the electronically submitted bid.

2.2.11 Due to the nature of the bid solicitation, bids transmitted by facsimile to Shared Services

Canada will not be accepted. 2.2.12 Vendors intending to submit a bid are requested to notify the Contracting Authority by

email (email address can be found on page 1 of the solicitation document), prior to the Closing Date, indicating their intention to submit a bid. Arrangements should be made with the Contracting Authority at least 2 business days in advance of the Closing Date stated on the front page. A time slot will be provided by the Contracting Authority to accept the hand delivered response to the RFP.

2.3 Former Public Servant Contracts awarded to former public servants (FPS) in receipt of a pension or of a lump sum payment must bear the closest public scrutiny, and reflect fairness in the spending of public funds. In order to comply with Treasury Board policies and directives on contracts with FPS, bidders must provide the information required below before contract award. Definitions For the purposes of this clause, "former public servant" is any former member of a department as defined in the Financial Administration Act, R.S., 1985, c. F-11, a former member of the Canadian Armed Forces or a former member of the Royal Canadian Mounted Police. A former public servant may be:

a. an individual; b. an individual who has incorporated; c. a partnership made of former public servants; or d. a sole proprietorship or entity where the affected individual has a controlling or major interest in

the entity.

"lump sum payment period" means the period measured in weeks of salary, for which payment has been made to facilitate the transition to retirement or to other employment as a result of the implementation of various programs to reduce the size of the Public Service. The lump sum payment period does not include the period of severance pay, which is measured in a like manner.

"pension" means a pension or annual allowance paid under the Public Service Superannuation Act (PSSA), R.S., 1985, c.P-36, and any increases paid pursuant to the Supplementary Retirement Benefits Act, R.S., 1985, c.S-24 as it affects the PSSA. It does not include pensions payable pursuant to the Canadian Forces Superannuation Act, R.S., 1985, c.C-17, the Defence Services Pension Continuation Act, 1970, c.D-3, the Royal Canadian Mounted Police Pension Continuation Act , 1970, c.R-10, and the Royal Canadian Mounted Police Superannuation Act, R.S., 1985, c.R-11, the Members of Parliament Retiring Allowances Act , R.S., 1985, c.M-5, and that portion of pension payable to the Canada Pension Plan Act, R.S., 1985, c.C-8.

Former Public Servant in Receipt of a Pension

As per the above definitions, is the Bidder a FPS in receipt of a pension? Yes ( ) No ( )

If so, the Bidder must provide the following information, for all FPS in receipt of a pension, as applicable:

a. name of former public servant;

http://laws-lois.justice.gc.ca/eng/acts/f-11/

http://laws-lois.justice.gc.ca/eng/acts/P-36/FullText.html

http://laws-lois.justice.gc.ca/eng/acts/S-24/page-2.html

http://laws-lois.justice.gc.ca/eng/acts/S-24/page-2.html

http://laws-lois.justice.gc.ca/eng/acts/C-17/page-1.html

http://laws.justice.gc.ca/eng/acts/D-1.3/

http://laws.justice.gc.ca/eng/acts/D-1.3/

http://laws.justice.gc.ca/eng/acts/R-10.6/

http://laws-lois.justice.gc.ca/eng/acts/R-11/page-19.html

http://laws-lois.justice.gc.ca/eng/acts/M-5.01/index.html

http://laws-lois.justice.gc.ca/eng/acts/C-8/index.html


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b. date of termination of employment or retirement from the Public Service.

By providing this information, Bidders agree that the successful Bidder’s status, with respect to being a former public servant in receipt of a pension, will be reported on departmental websites as part of the published proactive disclosure reports in accordance with Contracting Policy Notice: 2012-2 and the Guidelines on the Proactive Disclosure of Contracts.

Work Force Adjustment Directive

Is the Bidder a FPS who received a lump sum payment pursuant to the terms of the Work Force Adjustment Directive? Yes ( ) No ( )

If so, the Bidder must provide the following information:

a. name of former public servant;

b. conditions of the lump sum payment incentive;

c. date of termination of employment;

d. amount of lump sum payment;

e. rate of pay on which lump sum payment is based;

f. period of lump sum payment including start date, end date and number of weeks;

g. number and amount (professional fees) of other contracts subject to the restrictions of a work force adjustment program.

For all contracts awarded during the lump sum payment period, the total amount of fees that may be paid to a FPS who received a lump sum payment is $5,000, including Applicable Taxes.

2.4 Enquiries - Bid Solicitation 2.4.1 All enquiries must be submitted in writing to the Contracting Authority no later than ten

(10) calendar days before the bid closing date. Enquiries received after that time may not be answered.

2.4.2 Bidders should reference as accurately as possible the numbered item of the bid solicitation to which the enquiry relates. Care should be taken by bidders to explain each question in sufficient detail in order to enable Canada to provide an accurate answer. Technical enquiries that are of a “proprietary” nature must be clearly marked “proprietary” at each relevant item. Items identified as proprietary will be treated as such except where Canada determines that the enquiry is not of a proprietary nature. Canada may edit the questions or may request that the Bidder do so, so that the proprietary nature of the question is eliminated, and the enquiry can be answered with copies to all bidders. Enquiries not submitted in a form that can be distributed to all bidders may not be answered by Canada.

2.5 Applicable Laws Any resulting contract must be interpreted and governed, and the relations between the parties determined, by the laws in force in Ontario.

http://www.tbs-sct.gc.ca/pubs_pol/dcgpubs/ContPolNotices/2012/10-31-eng.asp

http://www.tbs-sct.gc.ca/pol/doc-eng.aspx?id=14676&section=text


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PART 3 BID PREPARATION INSTRUCTIONS

3.1 Bid Preparation Instructions

3.1.1 Copies of Bid: If submitting a hand-delivered bid (as a back-up in addition to the P2P submission), Canada requests that bidders provide their bid in separately bound sections as follows:

3.1.1.1 Section I: Technical Bid (4 hard copies) 3.1.1.2 Section II: Financial Bid (1 hard copy) 3.1.1.3 Section III: Certifications (1 hard copy) 3.1.1.4 If there is a discrepancy between the wording of the soft copy and the hard copy, the

wording of the soft copy will have priority over the wording of the hard copy. 3.1.1.5 Prices must appear in the financial bid only. No prices must be indicated in any other

section of the bid. 3.1.2 Format for Bid: Canada requests that bidders follow the format instructions described

below in the preparation of their bid: 3.1.2.1 use 8.5 x 11 inch (216 mm x 279 mm) paper; 3.1.2.2 use a numbering system that corresponds to the bid solicitation; 3.1.2.3 include a title page at the front of each volume of the bid that includes the title, date,

bid solicitation number, bidder’s name and address and contact information of its representative; and

3.1.2.4 include a table of contents. 3.1.3 Omitted Documents: Should a Bidder omit a document in their bid, Canada may ask

that the Bidder provide the document. The Bidder must submit the documentation within the time period set by the Contracting Authority, failing which the proposal will be treated as being non-responsive.

3.1.4 Canada’s Policy on Green Procurement: In April 2006, Canada issued a policy directing federal departments and agencies to take the necessary steps to incorporate environmental considerations into the procurement process. See the Policy on Green Procurement (http://www.tpsgc-pwgsc.gc.ca/ecologisation-greening/achats-procurement/politique-policy-eng.html). To assist Canada in reaching its objectives, bidders should:

3.1.4.1 use paper containing fibre certified as originating from a sustainably-managed forest and/or containing a minimum of 30% recycled content; and

3.1.4.2 use an environmentally-preferable format including black and white printing instead of colour printing, printing double sided/duplex, and using staples or clips instead of cerlox, duotangs or binders.

3.1.5 Submission of Only One Bid from a Bidding Group: 3.1.5.1 The submission of more than one bid from members of the same bidding group is not

permitted in response to this bid solicitation. If members of a bidding group participate in more than one bid, Canada will choose in its discretion which bid to consider.

3.1.5.2 For the purposes of this article, "bidding group" means all entities (whether those entities include one or more natural persons, corporations, partnerships, limited liability partnerships, etc.) that are related to one another. Regardless of the jurisdiction where any of the entities concerned is incorporated or otherwise formed as a matter of law, entities are considered "related" for the purposes of this bid solicitation if:


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3.1.5.2.1 they are the same legal entity (i.e., the same natural person, corporation, partnership, limited liability partnership, etc.);

3.1.5.2.2 they are "related persons" or "affiliated persons" according to the Canada Income Tax Act;

3.1.5.2.3 the entities have now or in the two years before bid closing had a fiduciary relationship with one another (either as a result of an agency arrangement or any other form of fiduciary relationship); or

3.1.5.2.4 the entities otherwise do not deal with one another at arm's length, or each of them does not deal at arm's length with the same third party.

3.1.6 Joint Venture Experience: Except where expressly provided otherwise, at least one member of a joint venture Bidder must meet any given mandatory requirement of this bid solicitation. Joint venture members cannot pool their abilities to satisfy any single mandatory requirement of this bid solicitation. Wherever substantiation of a mandatory requirement is required, the Bidder is requested to indicate which joint venture member satisfies the requirement. Any Bidder with questions regarding the way in which a joint venture bid will be evaluated should raise such questions through the Enquiries process as early as possible during the solicitation period. Example: A bidder is a joint venture consisting of members X, Y and Z. If a solicitation requires: (a) that the bidder have 3 years of experience providing maintenance services, and (b) that the bidder have 2 years of experience integrating hardware with complex networks, then each of these two requirements can be met by a different member of the joint venture. However, for a single requirement, such as the requirement for 3 years of experience providing maintenance services, the bidder cannot indicate that each of members X, Y and Z has one year of experience, totaling 3 years. Such a response would be declared non-responsive.

3.2 Section I: Technical Bid

3.2.1 In their technical bid, bidders should demonstrate their understanding of the requirements contained in the bid solicitation and explain how they will meet these requirements. Bidders should demonstrate their capability in a thorough, concise and clear manner for carrying out the work. The technical bid should address clearly and in sufficient depth the points that are subject to the evaluation criteria against which the bid will be evaluated. Simply repeating the statement contained in the bid solicitation is not sufficient. In order to facilitate the evaluation of the bid, Canada requests that bidders address and present topics in the order of the evaluation criteria under the same headings. To avoid duplication, bidders may refer to different sections of their bids by identifying the specific paragraph and page number where the subject topic has already been addressed.

3.2.2 The technical bid consists of the following: 3.2.2.1 Bid Submission Form: Bidders are requested to include the Bid Submission Form

with their bids. It provides a common form in which bidders can provide information required for evaluation and contract award, such as a contact name and the Bidder’s Procurement Business Number, etc. Using the form to provide this information is not mandatory, but it is recommended. If Canada determines that the information required by the Bid Submission Form is incomplete or requires correction, Canada will provide the Bidder with an opportunity to do so.

3.2.2.2 Security Requirements: Required by Part 6 of the bid solicitation. 3.2.2.3 Substantiation of Technical Compliance Form: The technical bid must substantiate

the compliance of the Bidder and its proposed products with the specific articles of Annex A (Statement of Work) identified in Attachment 2 - Substantiation of Technical Compliance Form, which is the requested format for providing the substantiation. The Substantiation of Technical Compliance Form is not required to address any parts of this bid solicitation not referenced in the form. The substantiation must not simply be a repetition of the requirement(s), but must explain and demonstrate how the Bidder will


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meet the requirements and carry out the required Work. Simply stating that the Bidder or its proposed solution or product complies is not sufficient. The substantiation may refer to additional documentation submitted with the bid - this information can be referenced in the “Bidder Document Reference” column of the Substantiation of Technical Compliance Form, where bidders are requested to indicate where in the bid the reference material can be found, including the title of the document, and the page and paragraph numbers; where the reference is not sufficiently precise, Canada may request that the Bidder direct Canada to the appropriate location in the documentation.

3.2.2.4 Proposed Resources: The technical bid must include two (2) résumés for the resources identified in Attachment “A”. The Technical Bid must demonstrate that each proposed individual meets the qualification requirements described (including any educational requirements, work experience requirements, and professional designation or membership requirements). With respect to résumés and resources:

3.2.2.4.1 Proposed resources may be employees of the Bidder or employees of a subcontractor, or these individuals may be independent contractors to whom the Bidder would subcontract a portion of the Work (refer to Part 5, Certifications).

3.2.2.4.2 For educational requirements for a particular degree, designation or certificate, Canada will only consider educational programs that were successfully completed by the resource by the time of bid closing.

3.2.2.4.3 For requirements relating to professional designation or membership, the resource must have the required designation or membership by the time of bid closing and must continue, where applicable, to be a member in good standing of the profession or membership throughout the evaluation period and Contract Period. Where the designation or membership must be demonstrated through a certification, diploma or degree, such document must be current, valid and issued by the entity specified in this solicitation. If the entity is not specified, the issuer must be an accredited or otherwise recognized body, institution or entity.

3.2.2.4.4 For work experience, Canada will not consider experience gained as part of an educational programme, except for experience gained through a formal co-operative programme at a post-secondary institution.

3.2.2.4.5 For any requirements that specify a particular time period (e.g., 2 years) of work experience, SSC will disregard any information about experience if the technical bid does not include the relevant dates (month and year) for the experience claimed (i.e., the start date and end date). Canada will evaluate only the duration that the resource actually worked on a project or projects (from his or her start date to end date), instead of the overall start and end date of a project or a combination of projects in which a resource has participated.

3.2.2.4.6 For work experience to be considered by SSC, the technical bid must not simply indicate the title of the individual’s position, but must demonstrate that the resource has the required work experience by explaining the responsibilities and work performed by the individual while in that position. In situations in which a proposed resource worked at the same time on more than one project, the duration of any overlapping time period will be counted only once toward any requirements that relate to the individual's length of experience.

3.3 Section II: Financial Bid Pricing: Bidders must submit their financial bid as part of their Final Bid in accordance with the “Form 3 Financial Bid Presentation Sheet”. The total amount of Applicable Taxes must be shown separately. Unless otherwise indicated, bidders must include a single, firm, all-inclusive price quoted in Canadian dollars in each cell requiring an entry in the pricing tables.


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3.3.2 All Costs to be Included: The financial bid must include all costs for the requirement described in the bid solicitation for the entire Contract Period, including any option years. The identification of all necessary equipment, software, peripherals, cabling and components required to meet the requirements of the bid solicitation and the associated costs of these items is the sole responsibility of the Bidder.

3.4 Section III: Certifications Bidders must provide the required certifications and documentation in order to be awarded a contract. Canada will declare a bid non-responsive if the required certifications and documentation are not completed and submitted as requested. Refer to Part 5 “Certifications” of this document for more details on the certifications that are required for this solicitation.


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PART 4 EVALUATION PROCEDURES AND BASIS OF SELECTION

4.1 Evaluation Procedures

4.1.1 Bids will be assessed in accordance with the entire requirement of the bid solicitation including the evaluation criteria.

4.1.2 An evaluation team composed of representatives of Canada will evaluate the bids. 4.1.3 In addition to any other time periods established in the bid solicitation: 4.1.3.1 Requests for Clarifications: If Canada seeks clarification or verification from the

Bidder about its bid, the Bidder will have 2 working days (or a longer period if specified in writing by the Contracting Authority) to provide the necessary information to Canada. Failure to meet this deadline will result in the bid being declared non-responsive.

4.1.3.2 Requests for Further Information: If Canada requires additional information in order to do any of the following pursuant to the Section entitled “Conduct of Evaluation” in 2003, Standard Instructions - Goods or Services - Competitive Requirements:

i. verify any or all information provided by the Bidder in its bid; OR ii. contact any or all references supplied by the Bidder (e.g., references named in the résumés of

individual resources) to verify and validate any information submitted by the Bidder,

the Bidder must provide the information requested by Canada within two (2) working days of a request by the Contracting Authority.

4.1.3.3 Extension of Time: If additional time is required by the Bidder, the Contracting Authority may grant an extension in his or her sole discretion.

4.2 Technical Evaluation 4.2.1 Mandatory Technical Criteria:

Each bid will be reviewed for compliance with the mandatory requirements of the bid solicitation. Any element of the bid solicitation that is identified specifically with the words “must” or “mandatory” is a mandatory requirement. Bids that do not comply with each and every mandatory requirement will be declared non-responsive and be disqualified. The mandatory requirements are described in Form 2 - Substantiation of Technical Compliance Form

4.2.2 Point-Rated Technical Criteria: Each bid will be rated by assigning a score to the rated requirements, which are identified in the bid solicitation by the word “rated” or by reference to a score. Bidders who fail to submit complete bids with all the information requested by this bid solicitation will be rated accordingly. The rated requirements are described in Form 2 - Substantiation of Technical Compliance Form.

4.3 Financial Evaluation 4.3.1 The financial evaluation will be conducted by calculating the Total Bid Price using the

Pricing Tables completed by the bidders.

4.4 Basis of Selection

4.4.1 Basis of Selection - Highest Combined Rating of Technical Merit and Price

4.4.1.1 To be declared responsive, a bid must: a) comply with all the requirements of the bid solicitation; and b) meet all mandatory criteria; and c) obtain the required minimum points specified for criteria numbers RT1 to RT7 for the

technical evaluation, and


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d) obtain the required minimum points specified for criteria numbers RT8 to RT13 for the technical evaluation.

4.4.1.2 Bids not meeting (choose "(a) or (b) or (c)" OR "(a) or (b) or (c) and (d)") will be declared non-responsive.

4.4.1.3 The selection will be based on the highest responsive combined rating of technical merit and price. The ratio will be 60 % for the technical merit and 40 % for the price.

4.4.1.4 To establish the technical merit score, the overall technical score for each responsive bid will be determined as follows: total number of points obtained / maximum number of points available multiplied by the ratio of 60 %.

4.4.1.5 To establish the pricing score, each responsive bid will be prorated against the lowest evaluated price and the ratio of 40 %.

4.4.1.6 For each responsive bid, the technical merit score and the pricing score will be added to determine its combined rating.

4.4.1.7 Neither the responsive bid obtaining the highest technical score nor the one with the lowest evaluated price will necessarily be accepted. The responsive bid with the highest combined rating of technical merit and price will be recommended for award of a contract.

4.4.2 Bidders should note that all contract awards are subject to Canada’s internal approvals process, which includes a requirement to approve funding in the amount of any proposed contract. Despite the fact that the Bidder may have been recommended for contract award, a contract will only be awarded if internal approval is granted according to Canada’s internal policies. If approval is not granted, no contract will be awarded.

4.4.3 If more than one bidder is ranked first because of identical overall scores, then the bidder with the best financial score will become the top-ranked bidder.


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PART 5 CERTIFICATIONS

Bidders must provide the required certifications and documentation to be awarded a contract. The certifications provided by bidders to Canada are subject to verification by Canada at all times. Canada will declare a bid non-responsive, or will declare a contractor in default, if any certification made by the Bidder is found to be untrue, whether made knowingly or unknowingly, during the bid evaluation period or during the contract period. The Contracting Authority will have the right to ask for additional information to verify the Bidder’s certifications. Failure to comply with this request will also render the bid non-responsive or will constitute a default under the Contract.

5.1 Mandatory Certifications Required Precedent to Contract Award

5.1.1 Code of Conduct and Certifications – Related documentation

By submitting a bid, the Bidder certifies that the Bidder and its affiliates are in compliance with the provisions as stated in Section 01 Code of Conduct and Certifications – Bid of Standard Instructions 2003. The related documentation therein required will assist Canada in confirming that the certifications are true.

5.1.2 Federal Contractors Program for Employment Equity – Bid Certification By submitting a bid, the Bidder certifies that the Bidder, and any of the Bidder’s members if the Bidder is a Joint Venture, is not named on the Federal Contractors Program (FCP) for employment equity “FCP Limited Eligibility to Bid” list (http://www.labour.gc.ca/eng/standards_equity/eq/emp/fcp/list/inelig.shtml) available from Human Resources and Skills Development Canada (HRSDC) – Labour’s website Canada will have the right to declare a bid non-responsive if the Bidder, or any member of the Bidder if the Bidder is a Joint Venture, appears on the “FCP Limited Eligibility to Bid” list at the time of contract award.

5.2 Additional Certifications Precedent to Contract Award The certifications listed below should be completed and submitted with the bid but may be submitted afterwards. If any of these required certifications is not completed and submitted as requested, the Contracting Authority will so inform the Bidder and provide the Bidder with a time frame within which to meet the requirement. Failure to comply with the request of the Contracting Authority and meet the requirement within that time period will render the bid non-responsive.

5.2.1 Professional Services Resources 5.2.1.1 By submitting a bid, the Bidder certifies that, if it is awarded a contract as a result of

the bid solicitation, every individual proposed in its bid will be available to perform the Work as required by Canada's representatives and at the time specified in the bid solicitation or agreed to with Canada's representatives.

5.2.1.2 By submitting a bid, the Bidder certifies that all the information provided in the résumés and supporting material submitted with its bid, particularly the information pertaining to education, achievements, experience and work history, has been verified by the Bidder to be true and accurate. Furthermore, the Bidder warrants that every individual proposed by the Bidder for the requirement is capable of performing the Work described in the resulting Contract.

If the Bidder is unable to provide the services of an individual named in its bid due to the death, sickness, extended leave (including parental leave or disability leave), retirement, resignation or dismissal for cause of that individual, the Bidder may propose a substitute to the Contracting Authority, providing:

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5.2.1.3 the reason for the substitution with substantiating documentation acceptable to the Contracting Authority;

5.2.1.4 the name, qualifications and experience of a proposed replacement immediately available for work; and

5.2.1.5 proof that the proposed replacement has the required security clearance granted by Canada, if applicable.

5.2.1.6 No more than one substitute will be considered for any given individual proposed in the bid. In response to the Bidder's proposed substitution, the Contracting Authority may elect in its sole discretion either to:

5.2.1.6.1 set aside the bid and give it no further consideration; or 5.2.1.6.2 evaluate the replacement in accordance with the requirements of the bid solicitation

in the place of the original resource as if that replacement had originally been proposed in the bid, with any necessary adjustments being made to the evaluation results, including the rank of the bid vis-à-vis other bids.

If no substitute is proposed the Contracting Authority will set aside the bid and give it no further consideration.

5.2.1.6.3 If a Bidder has proposed any individual who is not an employee of the Bidder, by submitting a bid, the Bidder certifies that it has the permission from that individual to propose his/her services in relation to the Work to be performed and to submit his/her résumé to Canada. The Bidder must, upon request from the Contracting Authority, provide a written confirmation, signed by the individual, of the permission given to the Bidder and of his/her availability. Failure to comply with the request may result in the bid being declared non-responsive.


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PART 6 SECURITY REQUIREMENTS

6.1 Security Requirement 6.1.1 Before award of a contract, the following conditions must be met: 6.1.1.1 the Bidder must hold a valid organization security clearance as indicated in Part 7 -

Resulting Contract Clauses; 6.1.1.2 the Bidder's proposed individuals requiring access to classified or protected

information, assets or sensitive work site(s) must meet the security requirement as indicated in Part 7 - Resulting Contract Clauses; and

6.1.1.3 the Bidder must provide the name of all individuals who will require access to classified or protected information, assets or sensitive work sites.

6.1.2 Bidders are reminded to obtain the required security clearance promptly. Any delay in the award of a contract to allow the successful bidder to obtain the required clearance will be at the entire discretion of the Contracting Authority.

6.1.3 For additional information on security requirements, bidders should consult the "Security Requirements for PWGSC Bid Solicitations - Instructions to Bidders" document (http://tpsgc-pwgsc.gc.ca/app-acq/lc-pl/lc-pl-eng.html#a31) on the Departmental Standard Procurement Documents Website.

6.1.4 In the case of a joint venture bidder, each member of the joint venture must meet the security requirements.


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PART 7 RESULTING CONTRACT CLAUSES The following clauses apply to and form part of any contract resulting from the bid solicitation.

7.1 Requirement 7.1.1 ______________________________ (the “Contractor”) agrees to supply to the Client the

goods and services described in the Contract, including the Statement of Work, in accordance with, and at the prices set out in, the Contract. This includes:

i. providing maintenance and support services for the Hardware during the Hardware Maintenance Period; and

ii. providing professional services, as and when requested by Canada;

to one data centre location in the National Capital Region. Client: Under the Contract, the “Client” is Shared Services Canada (“SSC”), an organization with a mandate to provide shared services. This Contract will be used by SSC to provide shared services to its clients, which include SSC itself, those government institutions for whom SSC’s services are mandatory at any point during the Contract Period, and those other organizations for whom SSC’s services are optional at any point during the Contract Period and that choose to use those services from time to time. SSC may choose to use this Contract for some or all of its clients and may use alternative means to provide the same or similar services.

7.1.2 Reorganization of Client: The Contractor's obligation to perform the Work will not be affected by (and no additional fees will be payable as a result of) the renaming, reorganization, reconfiguration, or restructuring of any Client. The reorganization, reconfiguration and restructuring of the Client includes the privatization of the Client, its merger with another entity, or its dissolution, where that dissolution is followed by the creation of another entity or entities with mandates similar to the original Client. In connection with any form of reorganization, Canada may designate another department or government body as the Contracting Authority or Technical Authority, as required to reflect the new roles and responsibilities associated with the reorganization.

7.1.3 Defined Terms: Words and expressions defined in the General Conditions or Supplemental General Conditions and used in the Contract have the meanings given to them in the General Conditions or Supplemental General Conditions. Also, the following words and expressions have the following meanings:

7.1.3.1 any reference to a “deliverable” or “deliverables” includes the Hardware.

7.2 Task Authorization 7.2.1 As-and-when-requested Task Authorizations: The Work or a portion of the Work to be

performed under the Contract will be on an “as-and-when-requested basis” using a Task Authorization (TA). The Work described in the TA must be in accordance with the scope of the Contract. The Contractor must not commence work until a validly issued TA has been issued by Canada and received by the Contractor. The Contractor acknowledges that any work performed before such issuance and receipt will be done at the Contractor’s own risk.

7.2.2 Form and Content of Task Authorization: 7.2.2.1 The Technical Authority will provide the Contractor with a description of the task using

the "Task Authorization" form specified in Annex E. 7.2.2.2 The Task Authorization will contain the details of the activities to be performed, a

description of the deliverables, and a schedule indicating completion dates for the major activities or submission dates for the deliverables. The TA will also include the applicable basis (bases) and methods of payment as specified in the Contract.

7.2.2.3 A Task Authorization must also contain the following information, if applicable:


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i. the task number; ii. The date by which the Contractor’s response must be received (which will appear in the

draft Task Authorization, but not the issued Task Authorization); iii. the details of any financial coding to be used; iv. the categories of resources and the number required; v. a description of the work for the task outlining the activities to be performed and

identifying any deliverables (such as reports); vi. the start and completion dates; vii. milestone dates for deliverables and payments (if applicable); viii. the number of person-days of effort required; ix. whether the work requires on-site activities and the location; x. the language profile of the resources required; xi. the level of security clearance required of resources; xii. the price payable to the Contractor for performing the task, with an indication of whether

it is a firm price or a maximum TA price (and, for maximum price task authorizations, the TA must indicate how the final amount payable will be determined; where the TA does not indicate how the final amount payable will be determined, the amount payable is the amount, up to the maximum, that the Contractor demonstrates was actually worked on the project, by submitting time sheets filled in at the time of the work by the individual resources to support the charges); and

xiii. any other constraints that might affect the completion of the task.

7.2.3 Contractor’s Response to Task Authorization: The Contractor must provide the Technical Authority, within five (5) working days of receiving the draft Task Authorization (or within any longer time period specified in the TA), the proposed total price for performing the task and a breakdown of that cost, established in accordance with the Basis of Payment specified in the Contract. The Contractor’s quotation must be based on the rates set out in the Contract. The Contractor will not be paid for preparing or providing its response or for providing other information required to prepare and validly issue the TA.

7.2.4 Periodic Usage Reports: 7.2.4.1 The Contractor must compile and maintain records on its provision of services to the

federal government under authorized Task Authorizations issued under the Contract. The Contractor must provide this data to Canada in accordance with the reporting requirements detailed below. If some data is not available, the reason must be indicated. If services are not provided during a given period, the Contractor must still provide a “NIL” report. The data must be submitted on a quarterly basis to the Contracting Authority. From time to time, the Contracting Authority may also require an interim report during a reporting period.

7.2.4.2 The quarterly periods are defined as follows: a) 1st quarter: April 1 to June 30; b) 2nd quarter: July 1 to September 30; c) 3rd quarter: October 1 to December 31; and d) 4th quarter: January 1 to March 31.

The data must be submitted to the Contracting Authority no later than thirty (30) calendar days after the end of the reporting period.

7.2.4.3 Each report must contain the following information for each validly issued TA (as amended):

7.2.4.3.1 the Task Authorization number and the Task Authorization Revision number(s), if applicable;

7.2.4.3.2 a title or a brief description of the task; 7.2.4.3.3 the name, Category of Personnel and level of each resource involved in performing

the TA, as applicable;


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7.2.4.3.4 the total estimated cost specified in the validly issued TA of each task, exclusive of Applicable Taxes;

7.2.4.3.5 the total amount, exclusive of Applicable Taxes, expended to date against each authorized task;

7.2.4.3.6 the start and completion date for each authorized task; and 7.2.4.3.7 the active status of each authorized task as applicable (e.g., indicate whether work is

in progress or if Canada has cancelled or suspended the TA, etc.). 7.2.4.4 Each report must also contain the following cumulative information for all the validly

issued TAs (as amended): 7.2.4.4.1 the amount (exclusive of Applicable Taxes) specified in the contract (as last amended,

as applicable) as Canada's total liability to the contractor for all authorized TAs; and 7.2.4.4.2 the total amount, exclusive of Applicable Taxes, expended to date against all validly

issued tasks. 7.2.5 Consolidation of TAs for Administrative Purposes: The Contract may be amended from

time to time to reflect all validly issued Task Authorizations to date, to document the Work performed under those TAs for administrative purposes.

7.3 Standard Clauses and Conditions All clauses and conditions identified in the Contract by number, date and title are set out in the Standard Acquisition Clauses and Conditions Manual (http://buyandsell.gc.ca/policy-and-guidelines/standard-acquisition-clauses-and-conditions-manual) issued by Public Works and Government Services Canada. All references contained within the General Conditions or Supplementary General Conditions to the Minister of Public Works and Government Services will be interpreted as a reference to the minister presiding over Shared Services Canada and all references to the Department of Public Works and Government Services will be interpreted as Shared Services Canada.

7.3.1 General Conditions: 7.3.1.1 2035 (2018-06-21), General Conditions - Higher Complexity - Services, apply to and

form part of the Contract. These General Conditions are amended as follows: Section 2 of the General Conditions is amended as follows: delete “Pursuant to the Department of Public Works and Government Services Act, S.C. 1996, c.16”

7.4 Security Requirement 7.4.1 The following security requirement (SCRL and related clauses) applies and forms part of the

Contract: 1. Pursuant to the Policy on Government Security, the nature of the services to be provided under this contract requires a Government of Canada (GoC) Security Screening action at the Secret level for the Contractor, their employees and any sub-contractors. 2. Prior to the commencement of the work under the contract, the Contractor and each of its personnel involved in the performance of the work under the contract must each hold a valid Security Screening at Secret during the lifetime of the contract. 3. No sensitive information may be accessed or produced by the individual. 4. This contract only has force or effect for as long as the security screening at the level of Secret is in effect. Should the security screening issued prior to the commencement of the work under contract be revoked during the lifetime of the contract, the contract shall be terminated immediately and the Contractor shall have no claim against Her Majesty or the Minister as a result of the termination. The Contractor shall be paid for satisfactory work performed up to the time of termination pursuant to the terms of the Contract.


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Please note that SCSI requirements will be addressed upon the issuance of Task Authorizations as and when required.

7.5 Contract Period 7.5.1 Contract Period: The “Contract Period” is the entire period of time during which the

Contractor is obliged to perform the Work, which includes: 7.5.1.1 The “Initial Contract Period”, which begins from date of Contract Award and ends two

(2) year(s) later; and 7.5.1.2 The period during which the Contract is extended, if Canada chooses to exercise any

options set out in the Contract. 7.5.2 Option to Extend the Contract: 7.5.2.1 The Contractor grants to Canada the irrevocable option to extend the term of the

Contract by up to three (3) additional one-year period(s) under the same terms and conditions. The Contractor agrees that, during the extended period of the Contract, it will be paid in accordance with the applicable provisions set out in the Basis of Payment.

7.5.2.2 Canada may exercise this option at any time by sending a written notice to the Contractor at least thirty (30) calendar days before the expiry date of the Contract. The option may only be exercised by the Contracting Authority, and will be evidenced, for administrative purposes only, through a contract amendment.

7.6 Authorities 7.6.1 Contracting Authority

The Contracting Authority for the Contract is: [To be completed on Contract Award] Name: _____________________ Title: _____________________ Shared Services Canada Procurement and Vendor Relations Directorate: _____________________ Address: _____________________ Telephone: _____________________ Facsimile: _____________________ E-mail address: _____________________ The Contracting Authority is responsible for the management of the Contract and any changes to the Contract must be authorized in writing by the Contracting Authority. The Contractor must not perform work in excess of or outside the scope of the Contract based on verbal or written requests or instructions from anybody other than the Contracting Authority.

7.6.2 Technical Authority The Technical Authority for the Contract is: [To be completed on Contract Award] Name: _____________________ Title: _____________________ Organization: _____________________ Address: _____________________ Telephone: _____________________ Facsimile: _____________________ E-mail address: _____________________ The Technical Authority is responsible for all matters concerning the technical content of the Work under the Contract. Technical matters may be discussed with the Technical Authority; however, the Technical Authority has no authority to authorize changes to the scope of the Work. Changes to the scope of the Work can only be made through a contract amendment issued by the Contracting Authority.


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7.6.3 Contractor's Representative [To be completed on Contract Award]

7.7 Proactive Disclosure of Contracts with Former Public Servants

By providing information on its status, with respect to being a former public servant in receipt of a Public Service Superannuation Act (PSSA) pension, the Contractor has agreed that this information will be reported on departmental websites as part of the published proactive disclosure reports, in accordance with Contracting Policy Notice: 2012-2 of the Treasury Board Secretariat of Canada.

7.8 Payment

7.8.1 Basis of Payment 7.8.1.1 Firm Price Maintenance and Support: For maintenance and support of the Hardware

in accordance with the Contract, Canada will pay the Contractor, in advance, the firm monthly price(s) set out in Annex B, FOB destination, including all customs duties, Applicable Taxes extra.

7.8.1.2 Goods and Professional Services provided under a Task Authorization: For any delivered goods, maintenance and other professional services requested by Canada, in accordance with a validly issued Task Authorization, Canada will pay the Contractor, in arrears, up to the Maximum Price for the TA, for actual time worked and any resulting deliverables.

7.8.1.3 Competitive Award: The Contractor acknowledges that the Contract has been awarded as a result of a competitive process. No additional charges will be allowed to compensate for errors, oversights, misconceptions or underestimates made by the Contractor when bidding for the Contract.

7.8.1.4 Purpose of Estimates: All estimated costs contained in the Contract are included solely for the administrative purposes of Canada and do not represent a commitment on the part of Canada to purchase goods or services in these amounts. Any commitment to purchase specific amounts or values of goods or services is described elsewhere in the Contract.

7.8.2 Limitation of Expenditure – Canada’s Total Liability 7.8.2.1 Canada's total liability to the Contractor under the Contract must not exceed the amount

set out on page 1 of the Contract, less any Applicable Taxes. With respect to the amount set out on page 1 of the Contract, Customs duties are included and Applicable Taxes are included, if applicable. Any commitments to purchase specific amounts or values of goods or services are described elsewhere in the Contract.

7.8.2.2 No increase in the total liability of Canada or in the price of the Work resulting from any design changes, modifications or interpretations of the Work, will be authorized or paid to the Contractor unless these design changes, modifications or interpretations have been approved, in writing, by the Contracting Authority before their incorporation into the Work. The Contractor must not perform any work or provide any service that would result in Canada’s total liability being exceeded before obtaining the written approval of the Contracting Authority. The Contractor must notify the Contracting Authority in writing as to the adequacy of this sum when:

7.8.2.2.1 it is 75 percent committed, or 7.8.2.2.2 4 months before the Contract expiry date, or 7.8.2.2.3 as soon as the Contractor considers that the contract funds provided are inadequate

for the completion of the Work, whichever comes first.



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7.8.2.3 If the notification is for inadequate contract funds, the Contractor must provide to the Contracting Authority a written estimate for the additional funds required. Providing this information does not increase Canada's liability.

7.8.3 Method of Payment for Firm Price Maintenance and Support - Monthly Payment 7.8.3.1 H1008C (2008-05-12), Monthly Payment

7.8.4 Method of Payment for Goods and Professional Services provided under a Task Authorizations - Lump Sum Payment on Completion: Canada will pay the Contractor upon completion and delivery of all the Work associated with the Task Authorization in accordance with the payment provisions of the Contract if:

7.8.4.1 an accurate and complete invoice and any other documents required by the Contract have been submitted in accordance with the invoicing instructions provided in the Contract;

7.8.4.2 all such documents have been verified by Canada; 7.8.4.3 the Work delivered has been accepted by Canada.

7.8.5 SACC Clauses A9117C (2007-11-30), T1204 – Direct Request by Customer Department

7.8.6 Discretionary Audit C0705C (2010-01-11), Discretionary Audit

7.8.7 No Responsibility to Pay for Work not performed due to Closure of Government Offices

7.8.7.1 Where the Contractor, its employees, subcontractors, or agents are providing services on government premises under the Contract and those premises are inaccessible because of the evacuation or closure of government offices, and as a result no work is performed, Canada is not responsible for paying the Contractor for work that otherwise would have been performed if there had been no evacuation or closure.

7.8.7.2 If, as a result of any strike or lock-out, the Contractor or its employees, subcontractors or agents cannot obtain access to government premises and, as a result, no work is performed, Canada is not responsible for paying the Contractor for work that otherwise would have been performed if the Contractor had been able to gain access to the premises.

7.9 Invoicing Instructions 7.9.1 The Contractor can submit invoices electronically through the SSC P2P portal in accordance

with the section entitled “Invoice Submission” of the General Conditions. Invoices cannot be submitted until all work identified in the invoice is completed. In the alternative, the Contractor may seek the consent of the Contracting Authority to submit invoices using an alternative method. The Contractor's invoice must include a separate line item for each subparagraph in the Basis of Payment provision.

7.9.2 By submitting invoices (other than for any items subject to an advance payment), the Contractor is certifying that the goods and services have been delivered and that all charges are in accordance with the Basis of Payment provision of the Contract, including any charges for work performed by subcontractors.

7.9.3 For Purchase Orders, the Contractor's invoice must indicate which line item(s) and the quantity for which it is invoicing.

7.9.4 The Contractor must provide the original of each invoice to the Technical Authority. On request, the Contractor must provide a copy of any invoices requested by the Contracting Authority.


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7.10 Certifications 7.10.1 Compliance with the certifications provided by the Contractor in its bid is a condition of the

Contract and subject to verification by Canada during the entire Contract Period. If the Contractor does not comply with any certification or it is determined that any certification made by the Contractor in its bid is untrue, whether made knowingly or unknowingly, Canada has the right, under the default provision of the Contract, to terminate the Contract for default.

7.10.2 Federal Contractors Program for Employment Equity – Default by the Contractor The Contractor understands and agrees that, when an Agreement to Implement Employment Equity (AIEE) exists between the Contractor and HRSDC-Labour, the AIEE must remain valid during the entire period of the Contract. If the AIEE becomes invalid, the name of the Contractor will be added to the “FCP Limited Eligibility to Bid” list. The imposition of such a sanction by HRSDC will constitute the Contractor in default as per the terms of the Contract.

7.11 Applicable Laws The Contract must be interpreted and governed, and the relations between the parties determined, by the laws in force in Ontario.

7.12 Priority of Documents If there is a discrepancy between the wording of any documents that appear on the following list, the wording of the document that first appears on the list has priority over the wording of any document that appears later on the list:

7.12.1 these Articles of Agreement, including any individual SACC clauses incorporated by reference in these Articles of Agreement;

7.12.2 General Conditions (2030) (2018-06-21); 7.12.3 Annex A, Statement of Work; 7.12.4 Annex B, Basis of Payment; 7.12.5 Annex C, Security Requirements Check List; 7.12.6 Annex D, Federal Contractors Program for Employment Equity – Certification (if applicable); 7.12.7 the signed Task Authorizations (including all of their annexes, if any); 7.12.8 the Contractor's bid dated ______ (insert date of bid), as amended _______ (insert date(s)

of amendment(s) if applicable)

7.13 Foreign Nationals (Canadian Contractor) 7.13.1 SACC Manual clause A2000C (________)(insert date) Foreign Nationals (Canadian

Contractor)

Note to Bidders: Either this clause or the one that follows, whichever applies (based on whether the successful bidder is a Canadian Contractor or Foreign Contractor), will be included in any resulting contract.

7.14 Foreign Nationals (Foreign Contractor) 7.14.1 SACC Manual clause A2001C (________)(insert date) Foreign Nationals (Foreign

Contractor)

7.15 Insurance Requirements 7.15.1 SACC Manual clause G1005C (2016-01-28) Insurance Requirements


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7.16 Limitation of Liability - Information Management/Information Technology 7.16.1 This section applies despite any other provision of the Contract and replaces the section of

the general conditions entitled "Liability". Any reference in this section to damages caused by the Contractor also includes damages caused by its employees, as well as its subcontractors, agents, and representatives, and any of their employees. This section applies regardless of whether the claim is based in contract, tort, or another cause of action. The Contractor is not liable to Canada with respect to the performance of or failure to perform the Contract, except as described in this section and in any section of the Contract pre-establishing any liquidated damages. The Contractor is only liable for indirect, special or consequential damages to the extent described in this Article, even if it has been made aware of the potential for those damages.

7.16.2 First Party Liability: 7.16.2.1 The Contractor is fully liable for all damages to Canada, including indirect, special or

consequential damages, caused by the Contractor's performance or failure to perform the Contract that relate to:

7.16.2.1.1 any infringement of intellectual property rights to the extent the Contractor breaches the section of the General Conditions entitled "Intellectual Property Infringement and Royalties";

7.16.2.1.2 physical injury, including death. 7.16.2.2 The Contractor is liable for all direct damages affecting real or tangible personal property

owned, possessed, or occupied by Canada. 7.16.2.3 Each of the Parties is liable for all direct damages resulting from its breach of

confidentiality under the Contract. Each of the Parties is also liable for all indirect, special or consequential damages in respect of its unauthorized disclosure of the other Party's trade secrets (or trade secrets of a third party provided by one Party to another under the Contract) relating to information technology.

7.16.2.4 The Contractor is liable for all direct damages relating to any encumbrance or claim relating to any portion of the Work for which Canada has made any payment. This does not apply to encumbrances or claims relating to intellectual property rights, which are addressed under subparagraph 2.1.1 above.

7.16.2.5 The Contractor is also liable for any other direct damages to Canada caused by the Contractor in any way relating to the Contract including:

7.16.2.5.1 any breach of the warranty obligations under the Contract, up to the total amount paid by Canada (including any applicable taxes) for the goods and services affected by the breach of warranty; and

7.16.2.5.2 any other direct damages, including all identifiable direct costs to Canada associated with re-procuring the Work from another party if the Contract is terminated by Canada either in whole or in part for default, up to an aggregate maximum for this subparagraph 2.5.2 of the greater of 0.5 times the total estimated cost (meaning the dollar amount shown on the first page of the Contract in the cell titled "Total Estimated Cost" or shown on each call-up, purchase order or other document used to order goods or services under this instrument), or $1,000,000.

7.16.2.5.3 In any case, the total liability of the Contractor under subparagraph 2.5 will not exceed the total estimated cost (as defined above) for the Contract or $1,000,000, whichever is more.

7.16.2.6 If Canada's records or data are harmed as a result of the Contractor's negligence or willful act, the Contractor's only liability is, at the Contractor's own expense, to restore Canada's records and data using the most recent back-up kept by Canada. Canada is responsible for maintaining an adequate back-up of its records and data.


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7.16.3 Third Party Claims: 7.16.3.1 Regardless of whether a third party makes its claim against Canada or the Contractor,

each Party agrees that it is liable for any damages that it causes to any third party in connection with the Contract as set out in a settlement agreement or as finally determined by a court of competent jurisdiction, where the court determines that the Parties are jointly and severally liable or that one Party is solely and directly liable to the third party. The amount of the liability will be the amount set out in the settlement agreement or determined by the court to have been the Party's portion of the damages to the third party. No settlement agreement is binding on a Party unless its authorized representative has approved the agreement in writing.

7.16.3.2 If Canada is required, as a result of joint and several liability, to pay a third party in respect of damages caused by the Contractor, the Contractor must reimburse Canada by the amount finally determined by a court of competent jurisdiction to be the Contractor's portion of the damages to the third party. However, despite Sub-article 3.1, with respect to special, indirect, and consequential damages of third parties covered by this Section, the Contractor is only liable for reimbursing Canada for the Contractor's portion of those damages that Canada is required by a court to pay to a third party as a result of joint and several liability that relate to the infringement of a third party's intellectual property rights; physical injury of a third party, including death; damages affecting a third party's real or tangible personal property; liens or encumbrances on any portion of the Work; or breach of confidentiality.

7.16.3.3 The Parties are only liable to one another for damages to third parties to the extent described in this Sub-article 3.

7.17 Financial Security 7.17.1 SACC Manual clause E0005C (2011-05-16) Financial Security Definition

7.18 Joint Venture Contractor 7.18.1 The Contractor confirms that the name of the joint venture is ____________ and that it is

comprised of the following members: [list all the joint venture members named in the Contractor's original bid].

7.18.2 With respect to the relationship among the members of the joint venture Contractor, each member agrees, represents and warrants (as applicable) that:

7.18.2.1 ______________ has been appointed as the “representative member” of the joint venture Contractor and has fully authority to act as agent for each member regarding all matters relating to the Contract;

7.18.2.2 by giving notice to the representative member, Canada will be considered to have given notice to all the members of the joint venture Contractor; and

7.18.2.3 all payments made by Canada to the representative member will act as a release by all the members.

7.18.3 All the members agree that Canada may terminate the Contract in its discretion if there is a dispute among the members that, in Canada’s opinion, affects the performance of the Work in any way.

7.18.4 All the members are jointly and severally or solidarily liable for the performance of the entire Contract.

7.18.5 The Contractor acknowledges that any change in the membership of the joint venture (i.e., a change in the number of members or the substitution of another legal entity for an existing member) constitutes an assignment and is subject to the assignment provisions of the General Conditions.

7.18.6 The Contractor acknowledges that all security and controlled goods requirements in the Contract, if any, apply to each member of the joint venture Contractor.


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Note to Bidders: This Article will be deleted if the bidder awarded the contract is not a joint venture. If the contractor is a joint venture, this clause will be completed with information provided in its bid.

7.19 Termination for Convenience of Hardware Maintenance Services Regardless of the Contract Period and despite the Termination for Convenience provisions contained in the General Conditions, Canada may terminate for convenience, at no cost to Canada, any Hardware maintenance and support services being provided under the Contract and any Task Authorizations. Canada will provide the Contractor 30 calendar days of advance written notice if it terminates the maintenance and support services for convenience and will be liable to the Contractor to pay only any unpaid maintenance and support charges that have accrued up to and including the date of termination.

7.20 Safeguarding Electronic Media 7.20.1 Before using them on Canada's equipment or sending them to Canada, the Contractor must

use a regularly updated product to scan electronically all electronic media used to perform the Work for computer viruses and other coding intended to cause malfunctions. The Contractor must notify Canada if any electronic media used for the Work are found to contain computer viruses or other coding intended to cause malfunctions.

7.20.2 If magnetically recorded information or documentation is damaged or lost while in the Contractor's care or at any time before it is delivered to Canada in accordance with the Contract, including accidental erasure, the Contractor must immediately replace it at its own expense.

7.21 Representations and Warranties The Contractor made statements regarding its and its proposed resources' experience and expertise in its bid that resulted in the award of the Contract and the issuance of TA’s. The Contractor represents and warrants that all those statements are true and acknowledges that Canada relied on those statements in awarding the Contract and adding work to it through TA’s. The Contractor also represents and warrants that it has, and all its resources and subcontractors that perform the Work have, and at all times during the Contract Period they will have, the skills, qualifications, expertise and experience necessary to perform and manage the Work in accordance with the Contract, and that the Contractor (and any resources or subcontractors it uses) has previously performed similar services for other customers.

7.22 Access to Canada's Property and Facilities Canada's property, facilities, equipment, documentation, and personnel are not automatically available to the Contractor. If the Contractor would like access to any of these, it is responsible for making a request to the Technical Authority. Unless expressly stated in the Contract, Canada has no obligation to provide any of these to the Contractor. If Canada chooses, in its discretion, to make its property, facilities, equipment, documentation or personnel available to the Contractor to perform the Work, Canada may require an adjustment to the Basis of Payment and additional security requirements may apply.

7.23 Transition Services at End of Contract Period The Contractor agrees that, in the period leading up to the end of the Contract Period, it will make all reasonable efforts to assist Canada in the transition from the Contract to a new contract with another supplier. The Contractor agrees that there will be no charge for these services.

7.24 Termination for Convenience

With respect to Section 30 of General Conditions 2035, if applicable, or Section 32 of 2030, if applicable, subsection 4 is deleted and replaced with the following subsections 4, 5 and 6:

4. The total of the amounts, to which the Contractor is entitled to be paid under this section, together with any amounts paid, due or becoming due to the Contractor must not exceed the Contract Price.


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5. Where the Contracting Authority terminates the entire Contract and the Articles of Agreement include a Minimum Work Guarantee, the total amount to be paid to the Contractor under the Contract will not exceed the greater of (a) the total amount the Contractor may be paid under this section, together with any amounts paid, becoming due other than payable under the Minimum Revenue Guarantee, or due to the Contractor as of the date of termination, or (b) the amount payable under the Minimum Work Guarantee, less any amounts paid, due or otherwise becoming due to the Contractor as of the date of termination. 6. The Contractor will have no claim for damages, compensation, loss of profit, allowance arising out of any termination notice given by Canada under this section except to the extent that this section expressly provides. The Contractor agrees to repay immediately to Canada the portion of any advance payment that is unliquidated at the date of the termination.

7.25 Communications Approval The Contractor must obtain the Contracting Authority’s approval prior to releasing any announcement related to the contract. At SSC’s request, the Contractor must provide a draft of the announcement for SSC review and approval.


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ANNEX A STATEMENT OF WORK

SHARED SERVICES CANADA

REQUEST FOR PROPOSALS (RFP) FOR DATA CENTRE ENVIRONMENTAL INFRASTRUCTURE MAINTENANCE

AND SUPPORT


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Table of Contents

Annex A – Statement of Work ................................................................................... 31

1.1 Objectives ................................................................................................................... 32 1.2 Background ................................................................................................................. 32

1.3 Scope .......................................................................................................................... 33

1.4 Building Security Overview .......................................................................................... 34

Access .................................................................................................... 34

Keys/Access Cards ................................................................................. 34

1.5 Terms Definition - Overview ........................................................................................ 35

1.6 Glossary of Acronyms ................................................................................................. 37

1.7 Data Centre Equipment - Overview ............................................................................. 40

1.8 Global Requirements Tasks ........................................................................................ 41

1.9 Associated Deliverables .............................................................................................. 45

1.10 SSC Provided Items ................................................................................................. 48

1.11 Constraints ............................................................................................................... 49

1.12 Equipment Maintenance Schedules & Workload ...................................................... 52

Air Conditioning Equipment ...................................................................... 52

UPS Systems ........................................................................................... 58

Power Distribution Systems ...................................................................... 61

Other Distribution Equipment ................................................................... 66

Annex A – Appendix A Contractor Response for Incident and Change Management ............................... 76 Annex A – Appendix B Air Conditioning Service Log ................................................................................. 80 Annex A – Appendix C Equipment List ..................................................................................................... 82 Annex A – Appendix D Work Standard and Procedures ............................................................................ 96 Annex A – Appendix E Spares & Tools Lists (To be provided at time of contract award)………………...102


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SSC LARGE DATA CENTRE

ENVIRONMENTAL MAINTENANCE & SUPPORT

1. Annex A: STATEMENT OF WORK

1.1 Objectives This Statement of Work defines the tasks, deliverables and constraints in support of the provision of multi-year maintenance for the essential Data Centre environmental systems in a SSC mission critical data centre, located in the National Capital Area.

1.2 Background

The Data Centre (DC) is located in the National Capital Region.

Effective April 1, 2000 a long term leasing arrangement was entered for the DC site between the building owner and Public Services and Procurement Canada (PSPC). Management of the “Base-Building” systems, equipment and facility is the sole responsibility of the Landlord, while SSC has assumed responsibility for the Data Centre environmental infrastructure maintenance and support functions.

Data centre environmental systems include systems components such as: power distribution; air conditioning; data centre monitoring systems; Uninterruptable Power Supply (UPS) systems, generator fuel storage tank systems, and back-up generator systems. SSC outsourced these activities to a private service provider. The current environmental maintenance and support contract arrangements are in place until December 31, 2019.

While some Data Centre matters are the direct management responsibility of SSC Facilities Management, Data Centres Services, interim contract arrangements for the maintenance and support of the data centre environmental systems are sub-contracted out.

At this point, SSC wishes to continue to apply the service management approach in use and issue a new contract for the management and maintenance of data centre environmental systems. Base building management and maintenance operations will remain the responsibility of the building owner through their contracted property management company.

The Data Centre houses computing equipment that supports mission-critical applications requiring high availability and connectivity to major SSC communications networks. The Data Centre facilities are in a 2 story low-rise office building which contains two raised floor computer room areas, on different floors. Non-raised floor space is provided for storage space, the UPS room and a diesel generator compound.

The first computer facility consists of the following:

a) 10,300-sq.ft. of computer room raised floor space

b) 3,050-sq.ft. of non-raised floor space for the UPS system.

c) A diesel generator compound with an adjoining dual Underground Storage Tank fuel system.

d) 600-sq.ft. Staging Area.

e) 330 tons of air conditioning capacity.

The second computer facility consists of the following:

a) 6,250-sq.ft. of computer room raised floor space


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b) 95 tons of air conditioning capacity (80 tons in Computer room, 15 tons in Enterprise Command Centre).

c) 851–sq.ft. Staging Area.

Power to the Data Centre IT equipment is provided by a dual-bus power distribution configuration with each bus having 1025 kVA of Uninterrupted Power Supply (UPS) capacity. Dual 1100 kVA diesel generator systems and a third 2500 kVA generator provide back-up / emergency power for the EDP and mechanical loads.

SSC anticipates that the Data Centre facilities will undergo lifecycle changes in critical power systems and environmental equipment over the duration of the new contract. The Contractor will need to coordinate with the SSC Site Authority, the SSC Technical Lead, the SSC Technical Authority, and the equipment vendor to identify and provide warranty details and maintenance agreements for new equipment and to closeout agreements for removed equipment. The Contractor will assume the responsibility for equipment maintenance, consumables and adjustments to the Master Maintenance Schedule once new equipment is commissioned. SSC will incur the costs should 3rd party maintenance contracts be required to maintain the warranty of additional new equipment. The most recent equipment list in (Appendix C) is therefore subject to change.

1.3 Scope The scope of the Data Centre’s facility environment will be those specialized facilities used to specifically support the Data Centre facilities that are not included in a normal office building operation. This includes the non-base building environmental systems, the critical power and UPS systems, the power distribution systems for the data centre equipment, the raised floors and environmental monitoring systems.

The Contractor will be responsible for the day-to-day operations of critical power systems (UPS, batteries, petroleum storage tanks, generators), switching gear, data centre power distribution components, computer room air conditioners, and raised floors to support a 24/7/365 operations throughout the duration of the contract. The Contractor will be responsible for the monitoring, checking, inspection, providing preventative and remedial support and maintenance of these data centre infrastructure components and to ensure that all work is completed within, but not limited to, all applicable regulations and code requirements.

The Contractor will manage the service on SSC’s behalf, including tasking and supervision of the Contractor’s sub-contractors, Vendor Staff, Support Technicians, and professional services to schedule and implement routine preventative maintenance, perform running repairs, provide the first level of support, and co-ordinate any required follow-up / next level support activities. The Contractor will also manage the environmental incidents, in concert with the SSC incident management process as per Annex B “Contractor Response for Incident and Change Management”.

The Contractor will consult with the Original Equipment Manufacturer (OEM) when maintenance and/or parts are required for equipment to which these conditions apply. Upon expiry of existing warranty and service contracts the contractor will be responsible for the full maintenance and continuous operation of the equipment.

The Contractor will provide support and maintenance services in a manner so as to maintain (at a minimum), with an overall goal to improve, where feasible, the efficiency, performance and reliability of the components and environments under this contract. Written recommendations for improvements are to be presented to the SSC Site Authority and may be subject to review and approval by the SSC Technical Lead and SSC Technical Authority. Written authorization to proceed, from the SSC Site Authority, will be required prior to implementation.

SSC will retain responsibility for the Electronic Data Processing (EDP) hardware support and maintenance of the Data Centre computers, telecommunications and associated data cabling.

Please refer to Annex A – Appendix C for a comprehensive list of all items to be covered.


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1.4 Building Security - Overview Building security protects the information and physical assets of the agency. Security is staffed 24 hours a day. They are the first line of defence in assuring the safety of all building occupants.

Access:

a) The Contractor personnel requiring access to Classified information, assets or sensitive work site(s) must each hold a valid personnel security screening at the level of Secret. Unscreened personnel may be used for portions of the work at the discretion of the SSC Site Authority, given that appropriate notice and description of work to be performed is provided. Upon approval, the unscreened personnel must be escorted at all times by the Site Representative or a by a designated representative agreed upon by the SSC Site Authority.

b) The Contractor must not remove any Classified information or assets from the identified work site(s), and the Contractor must ensure that its personnel are made aware of and comply with this restriction.

c) Only individuals listed and approved by the SSC-Site Authority or designate will be granted

access to the Data Centre computer and power equipment rooms. This list will be kept by the Security staff and will be subject to strict enforcement.

d) An Authorization for Computer Room Access Form must be completed for all contractors and

non Infrastructure Operations Division (IOD) support personnel working in the computer room or other secure areas.

e) Contractor personnel without pre-approved access must display a Temporary Security Badge at all times. Badges are to be returned to the Security Desk daily.

f) Normal core hours are those hours between 07:30 and 16:00 from Monday to Friday.

g) For access outside of regular business hours, an “Authorization for Building Access During Silent Hours” form must be completed by a SSC staff, and left with the Security Desk. Contractors working in the computer Rooms must be signed in and escorted.

h) The Security Desk must be notified before moving large equipment in or out of the computer rooms so open doors and door alarms may be managed.

i) Carry-out permits must be completed and signed by the SSC Site Authority or designate for any package or equipment leaving the Data Centre facilities.

Keys/Access Cards

a) Contact the SSC Site Authority to access any secured areas such as the roof, equipment

rooms or storerooms.

b) Access to base building areas will require coordination and approval by the Base Building Manager.

c) Keys and key rings must never leave the building. Keys are kept at the designated Security Desk, by authorized SSC personnel or by the Base Building Management staff.


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1.5 Terms Definition - Overview The following terms used in this document have the following context:

Check: Visual observation to ensure the device or system is in place and is not obviously damaged or obstructed. Enterprise Command Centre: The organization within SSC’s Infrastructure Operations Division (IOD) that provides 7 days a week, 24 hours a day, 365 days a year monitoring of the Infrastructure environmental statuses and alarms via remote monitoring services on behalf of the SSC Site Representative. Component: Any smaller, self-contained part of a larger entity. Consumable Item: Materiel that is expended or consumed in use and for which no records are maintained after issue. Contracting Authority: The SSC representative responsible for the financial, effectiveness and overall performance of the contract. Contractor: The entity (firm or corporation) taking responsibility to provide SSC with all services outlined in this contract. Data Centre: A facility specifically designed to house computing, networking and data storage equipment with environmental controls such as air conditioning, fire suppression, physical security, and redundant power supplies. Data Centre Assessment: The systematic collection of information about the Data Centre environment, systems and components, including the functions that support that environment culminating in a document providing measurable terms and evaluation of the findings against best practices for typical Data Centres. Day/Month/Year: For purposes of technical evaluation, one (1) month will equal a minimum of 16.67 billable days (a day equals 7.5 hours) and one (1) year equals a minimum of 200 billable days. Any additional billable days within the same year will not increase the experience gained for purposes of evaluation. Distribution Panel: An electrical power panel used to connect, protect, and distribute power to electrical devices, equipment, or feed subsidiary circuits via circuit breakers. Emergency Power: Power source to provide continuous power in the event that “Regular Power” is interrupted. Typically provided by a generator source.

Expendable Asset: An asset used or expended and for which no file is held after production. Fair Market Value: The price that would be agreed to in an open and unrestricted market between knowledgeable and willing parties dealing at arm's length who are fully informed and not under any compulsion to transact. The word fair implies a concept of a market that is not disturbed by unpredictable economic factors such as boom or depression.

Functional Authority: The organization that is mandated to provide the framework, determine, develop, implement and monitor the policies, procedures, guidelines, standards and practices of a particular field, activity or function. Green Procurement: The procurement of products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose. The comparison may consider raw material acquisition,


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production, manufacturing, packaging, distribution, operation, maintenance, disposal, and re-use of the product or service. Environmental performance considerations include the reduction of greenhouse gas emissions and air contaminants; improved energy and water efficiency; reduced waste and support of reuse and recycling; the use of renewable resources; reduced hazardous waste; and reduced toxic and hazardous substances. Green Service: A service acquired from a supplier who has a green operational policy and whose internal practices promote sustainability.

Incident: An event affecting or having the potential to affect the operations or services provided by the SSC Data Centre. A deviation from expected operations (i.e. as per ITIL incident management). Initial Responder: The Contractor’s resource responsible to respond to a Data Centre related incident or initial service request call-out (or page out) from SSC.

Inspect: Physical examination to determine that the device or system will apparently perform in accordance with its intended function. Inventory: A detailed list of items and their values, owned at a specific point in time. Large Data Centre: SSC considers a Data Centre with a power load of 750kW (per hour) or greater to be a large Data Centre.

Maintenance: Routine recurring work; check, inspect, replacement of consumables & test required to keep a system in a facility in such condition that it may be continuously utilized, at its original or designed capacity and efficiency, for its intended purpose. Maintenance Schedule: A list of planned equipment specific maintenance activities to be performed at defined periodic intervals. Master Maintenance Schedule: The high level schedule containing the aggregation of all the Maintenance Schedules. It provides a brief description along with date, time and the associated risk for the activity to be undertaken. Mission-Critical Data Centre: SSC considers a Mission-Critical Data Centre as having a requirement of 24/7/365 availability of IT services with 99.9% uptime, exclusive of scheduled/planned downtime.

Non-primetime: All other hours not covered by primetime.

Primetime: 07:30 to 16:00, Monday to Friday exclusive of Federal Government of Canada statutory holidays. Problem: The root cause of one or more incidents that caused or potentially could have caused a deviation from expected operation (i.e. as per ITIL problem management). Project: A set of activities required to produce certain defined outputs, or to accomplish specific goals or objectives, within a defined schedule and resource budget. A project exists only for the duration of time required to complete its stated objectives.

Repair: Removal or replacement of major parts or components of equipment that has ceased to function as intended due to spontaneous malfunction not attributed to lack of proper maintenance.


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Response Threshold: Time from the initial incident call-out to the time the Initial Responder acknowledges the receipt of the call to the designated calling party from SSC.

Secondary Resource: The resource the Initial Responder or the Service Representative will call in to address an incident, inspection, maintenance or repair activity. Semi-Annual: Twice annually Service Representative: The Contractor’s On-site resource at the Data Centre providing primetime first point of contact for SSC. The term On-site Service Representative (OSSR) is also used. Site Authority: The primary SSC representative with whom the Service Representative and Secondary Resources will interact with for the day-to-day operational support of the site specific Data Centre environment and issues. The Site Authority reports to the Technical Lead. SiteScan: SiteScan Web Liebert open standards Web-based monitoring and alarm management system for computer support systems. Support Technician: Typically, a secondary resource the Initial Responder or the On-site Service Representative has available at his disposition to address an incident, inspection, maintenance or repair activity. Sustainable Development: An internationally recognized concept that embodies social, economic and environmental dimensions. It recognizes the fact that a healthy economy contributes to quality of life, and both are critically dependent on the protection of air, land, water and ecosystems that these resources support. The concept is intergenerational, ensuring that the actions of one generation do not compromise the ability of future generations to have an equal quality of life. System: A set of interacting or interdependent entities forming an integrated whole, sharing common characteristics in structure, behaviour and interconnectivity. Technical Authority: The primary SSC representative with whom the Service Representative and Secondary Resources will interact with for strategic operational direction and escalated issues regarding the Data Centre environment. The Technical Authority reports to the Director. Technical Lead: The SSC representative with whom the Service Representative and Secondary Resources will interact with for tactical planning and issues for maintenance, repairs, and projects for the Data Centre environment. The Technical Lead Reports to the Technical Authority.

Test: The operation of a device or system to ensure that it will perform in accordance with its intended operation or function.

Transition Plan: List of tasks and activities identifying responsibilities, timelines, and contingencies required to move from one environment to another.

1.6 Glossary of Acronyms The following acronyms used in this document are defined below:

AST: Aboveground Storage Tank – For storage of fuel. ATS: Automatic Transfer Switch – Electrical switching equipment.


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CEPA: Canadian Environmental Protection Act. CPU: Central Processor Unit. CRAC: Computer Room Air Conditioner - Equipment designed to stabilise the air temperature and humidity within a computer room. CSA: Canadian Standards Association. DC: Data Centre – A facility specifically designed to house computing, networking and data storage equipment with environmental controls such as air conditioning, fire suppression, physical security, and redundant power supplies. DCES: Data Centre Environmental Section – The section responsible for the environmental equipment within the Data Centres. DCES is a section within the IOD division. The Technical Authority, Technical Lead, Site Authority, and other Data Centre technical specialist form part of DCES. DST: Day Storage Tank – Typically up to hundreds of gallons. DX: Direct Expansion – As per air conditioning system technology. EDP: Electronic Data Processing. EPO: Emergency Power Off ESA: Electrical Safety Authority. FLA: Full Load Amps – Electrical value of the maximum current a non-continuous load device will draw. FPM: Feet per Minute – Used to measure velocity of air in transit. GoC: Government of Canada. GSM: Government Supplied Materiel - Any item of materiel acquired by the government of Canada and provided on a "free issue" basis to contractors for embodiment in materiel under production or for incorporation into Crown-owned equipment undergoing modification, repair or overhaul. IEEE: Institute of Electrical and Electronic Engineers

IOD: Infrastructure Operations Division - Provides IT operational services such as monitoring, scheduling, DC planning, availability management, cabling hardware and environment support. IOD is a division under the OSD directorate. IR: Infra-red. IT: Information Technology. kVA: Kilo Volt-Amperes – One Thousand (1,000) Volt-Amperes - Unit of apparent power (V x A), used to measure non-resistive power loads such as motors, computers and non-incandescent lighting. For equipment using 3 phase power 1 kVA = .8 x 1kW. kW: Kilo Watt - One thousand (1,000) Watts. Unit of power.


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kWhr: Kilo Watt Hour - One thousand (1,000) Watt hours. Energy in watt hours is the multiplication of power in watts and time in hours. A piece of equipment rated at 1000 watts (1 kilowatt), operating for one hour uses one kilowatt hour. MAT: Manufacturer Authorized Technician. MSDS: Material Safety Data Sheet - A form containing data regarding the properties of a particular substance, intended to provide workers and emergency personnel with procedures for handling or working with that substance in a safe manner. MSR: Manufacturer Service Representative. MW: Megawatt – 1 million (1,000,000) Watts. Measure of power. NFC: National Fire Code. NFPA: National Fire Protection Association. OEM: Original Equipment Manufacturer – Refers to the company that originally manufactured the product. OFC: Ontario Fire Code OSD: Operational Services Directorate OSSR: On-site Service Representative – Refers to the Contractor’s Site Service Representative assigned to manage the daily and on-going activities at the Data Centre site. The OSSR is the Contractor’s primary resource and point of contact for site environmental activities for the site. PC: Personal Computer. PDU: Power Distribution Unit – Unit used for taking high voltage and current and reducing it to more common and useful levels to provide power and in some cases, conditioning the power for EDP equipment.

PSPC: Public Services and Procurement Canada.

RFP: Request for Proposal - A bid solicitation document used when it is expected that negotiations with bidders may be required with respect to any aspect of the requirements. Other factors as well as price will be evaluated to seek the best value for the Crown in the selection process, or; when only one source is being solicited.

RDC: Remote Distribution Cabinet - Unit used to distribute power to EDP equipment. RH: Relative Humidity. SS-ATR: SiteScan Authorized Technical Representative – A technical resource authorized by Liebert to perform preventative and remedial maintenance on the SiteScan Web system and its software and hardware components. SSC: Shared Services Canada. STS: Static Transfer Switch - Equipment to manually switch from a primary power source to a secondary or tertiary power source. Switching between occurs solely through an operator initiated manual procedure.


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TA: Task Authorization - A means to allow for payments for services or acquisitions provided via a subcontractor.

ULC: Underwriters Laboratories Canada. UPS: Un-Interruptible Power Supply. UST: Underground Storage Tank – For storage of fuel. V: Volt – Measure of electromotive force in electrical systems. VRLA: Valve-regulated Lead Acid battery – A low-maintenance lead acid rechargeable battery. WG: Water gauge / manometer – Typically used to measure pressure differential between two points in inches of water. WHMIS: Workplace Hazardous Materials Information System - A nationwide system providing information on hazardous materials used in the workplace.

1.7 Data Centre Equipment - Overview The following information provides and overview of the Critical Power Distribution including UPSs, Generators, PDUs/RDCs, SiteScan components, and Cooling equipment owned by SSC at the DC site that are currently in use and subject to the maintenance requirements. For the detailed Data Centre Equipment List please refer to Appendix E. Below are summary tables of the Data Centre equipment:

Critical Power System and Distribution The Critical Power System at the Data Centre provides a full dual bus configuration consisting of:

a) Diesel Generators: Two 1000 KW and one 2000 KW with each generator having their

individual Aboveground Storage Tank (AST) day tank. The day tanks are fed from a staged redundant pair Underground Storage Tank (UST) Fuel system (22,500 Litres per UST);

b) Two 800 kVA UPS – Each UPS unit has a battery bank of 200 batteries (total = 400)

c) Two 225 kVA UPS - Static Inverter/Converter units, complete with inline and remote Valve Regulated Lead Acid battery cabinets;

d) Dual Bus Synchronizing Switchboard;

e) Eight 1200 amp and two 800A ASCO Automatic Transfer Switches

f) The EDP Power Distribution System is currently comprised of 18 Power Distribution Units (PDUs) and 6 Remote Distribution Cabinets (RDCs);

g) Three Transformers (in 2nd Floor electrical room), for power distribution;

h) 1 Liebert Static switch;

i) 1000kW load bank

j) SiteScan Web environmental monitoring system including software and hardware components;


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Data Centre Fire Detection / Protection System The Data Centre has two separate fire protection systems. The two systems are Siemens with two-stage addressable alarms in accordance with the Building Code. NOTE: The fire detection and protection system maintenance and support are excluded from this contract. This description is included for information purposes only.

Summary of Data Centre Computer Room Air Conditioning (CRAC) Systems

All of the 22 CRAC units are of the DX (Direct Expansion) types. The condensers are located on the roof.

DC CRAC Components

Description 1st

Floor * 2nd

Floor * UPS

Room a) EcosAire – 8Ton n/a 2 n/a b) EcosAire – 20Ton n/a 4 n/a c) Liebert – 15 Ton 2 n/a n/a d) Liebert – 20 Ton 1 n/a 3 e) Liebert – 22 Ton 10 n/a n/a f) Water Detection system 1 1 n/a

* Denotes raised floor areas 1.8 Global Requirements Tasks

Task 1 As determined by SSC, the Contractor must provide on-site, primetime operation, maintenance and support from 07:30 A.M. to 16:00 P.M., Monday through Friday exclusive of Federal Government of Canada Statutory Holidays. The Contractor must also provide on-call staff for non-primetime operation support during all other hours on a 24/365-day per year basis.

The on-site contractor may need to have different hours of work, however, these need to be approved by both parties.

Task 2 The Contractor must be accountable for:

a) Monitoring the environment;

b) All maintenance services in relation to the support of the Data Centre environmental systems as per the equipment list Annex A – Appendix C;

c) Contractor employees and sub-contractors to perform the work;

d) Organizing the work for changes and reconfigurations including task assignment and scheduling;

e) The escort, monitoring and management of sub-contractors (only secret cleared contractors can enter the premises but they must be escorted by a contractor or a Facilities Management staff;

f) Interfacing with SSC staff, vendors and contractors as appropriate to plan changes, co-ordinate activities, report status, and resolve problems.


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Task 3 The Contractor must provide support as per the Equipment Maintenance Schedules & Workload (refer to section 1.12) which must include, but not be limited to:

a) Daily checks and inspections of data centre environmental facilities;

b) Ensuring there is an adequate supply of diesel fuel to sustain operations, as directed by the SSC Site Authority.

c) Ensuring that all storage tank systems and air conditioner systems meet the requirements of all applicable Federal regulations (this may include, but is not limited to, equipment identification, leak detection, inventory control, and incident reporting requirements);

d) Regular checks and inspections of computer room power distribution units and air conditioners;

e) Load testing of the entire critical power systems;

f) Monitoring the environments;

g) Regular checks and inspections of the raised floor; and

h) Addressing and reporting any deviation from the normal state of operations of the environment.

Task 4 The Contractor must provide maintenance support as defined in the Equipment Maintenance Schedules (refer to page 30), of this document including, but not limited to the following:

a) Monthly load testing of the diesel generator plants and associated switching

Task 5 Within 15 business days after contract award, the Contractor will meet with the SSC Contract Authority and the SSC Technical Authority to review the Scope of Services and with the SSC Site Authority and SSC Technical Lead to confirm the timing and activities of the maintenance test and inspection schedules to be applied for the term of the contract. This Master Maintenance Schedule must be delivered to SSC Site Authority and the SSC Technical Lead, in an electronic format compatible with Microsoft Excel, and must contain and reflect the manufacturers’ recommended maintenance and all requirements of the agreement, with regular inspection work packages covering the term of the contract. It is anticipated that the workload will be evenly distributed over the calendar year, but will maintain the frequency requirements of the contract. Upon agreement of the Master Maintenance Schedule, the Contractor must maintain one (1) copy on-site available for review by designated SSC staff. The site copy must be signed, dated and annotated after every inspection, as to work completed during the inspection.

The proposed Master Maintenance Schedule must be reviewed by SSC Technical Authority (TA) staff and may require revision by the Contractor. The list of inspections must coincide with SSC’s maintenance schedule and production systems schedule, to meet SSC’s requirements. Any such changes must be considered as part of the agreement and will be made in writing and acknowledged by all parties concerned.


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Task 6 For security and safety concerns the Contractor must maintain the cleanliness and lighting for the generator, UPS, battery and electrical rooms supporting the critical load.

Task 7 In cases where Data Centre environment equipment is under a manufacturer’s warranty, the Contractor will contact the manufacturer to arrange for the appropriate replacement, repair and/or parts. Equipment under warranty is identified in the detailed equipment list (Annex A – Appendix C).

Task 8 The Contractor will notify SSC immediately on the discovery of a Critical, High, or Medium Priority incident, problem, degraded or out of service equipment that may impact the availability of a Data Centre as per the Incident Priorities & Contractor Responses Table in Annex A – Appendix A.

Task 9 For Low Priority incidents occurring during regular business hours, the Contractor

must communicate the deficiencies to the SSC Site Authority within four (4) hours.

Task 10 For Low Priority incidents occurring after regular prime-time working hours, the SSC Site Authority must be advised before 9 A.M. of the next regular business hours’ period.

Task 11 The Contractor must conduct a monthly site walkabout with the designated SSC Site Authority and other SSC representatives. Date and time to be defined as a result of discussions between Contractor and SSC once contract has been awarded.

Task 12 The Contractor will participate in regular monthly meetings with SSC management and staff to review the Contractor-prepared monthly report, identify any issues and concerns, review upcoming facilities related plans and activities, and other items related to the contract. The contractor will also be required to attend ad hoc and pre-scheduled status and planning meetings as determined by SSC to ensure operational stability and support of project activities.

Task 13 When applicable, the Contractor will provide issue identification and

recommendations for environmental improvements/efficiencies to the SSC Site Authority on a proactive basis.

Task 14 The Contractor must participate in the SSC management and administrative

processes relating to the contract responsibilities consistent with problem, incident, change and asset management disciplines in a commercial computing environment.

Task 15 The Contractor must provide accurate, complete information regarding proposed

changes and participate in the discussions and meetings required to gain


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approval. The contractor must adhere to reporting schedules as defined in Annex A – Appendix A - Change Request Management Table.

Task 16 The Contractor will be required to document all change requests (and associated Data Centre documentation that would need to be updated to reflect the change, such as in-line drawings, process documentation, etc.) to the facilities’ environments using the appropriate SSC supplied tool(s) and or a mutually agreeable application provided by the Contractor. Documentation is to include time lines i.e. daily, weekly, and monthly.

Task 17 The Contractor must provide Incident Status updates to the SSC Site Authority within the periods identified in the Incident Priorities & Contractor Responses Table in Annex A – Appendix A.

Task 18 The Contractor must provide Post-Incident Reports to the SSC Site Authority and Technical Lead within the periods identified in the Incident Priorities & Contractor Responses Table in Annex A – Appendix A.

Task 19 The Contractor must schedule a review of the Post-Incident Report and a root cause analysis results and recommendations for each Critical or High Priority incident within three (3) business days of the incident’s occurrence. These reviews will include the Site Authority, Technical Lead and Technical Authority. Extensions can be provided for by written consent from the SSC Technical Authority where deemed necessary.

Task 20 The Contractor must maintain all existing and acquired operating manuals and sequence of operations documents for the equipment under the Contractor’s responsibility.

Task 21 The Contractor must maintain emergency planning and response procedures in accordance to the Federal Storage Tank Systems for Petroleum Products and Allied Petroleum Products Regulations.

https://laws-lois.justice.gc.ca/eng/regulations/SOR-2008-197/index.html

Task 22 The Contractor must initiate incident resolution and escalation within their area of

contract responsibility and participate in the SSC incident resolution and service restoration.

Task 23 The Contractor must initiate problem resolution and escalation within their area of contract responsibility and participate in the SSC problem resolution and service restoration.

Task 24 Prior to contract expiry, the Contractor must provide two weeks for transitioning of the responsibilities (knowledge transfer), materials and supplies, spare parts, and reference documents to the new Service Provider.


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Task 25 The Contractor must review SSC’s updated list of spare parts, as provided within two weeks of contract award. The Contractor must provide an updated list of additional spare parts required within the first three months of contract award. The procurement of these parts will be at the discretion of SSC Technical lead and SSC Site Authority.

Task 26 Where possible and subject to written approval from the SSC Site Authority, any

required corrective / remedial maintenance identified during an inspection, should be completed immediately.

Task 27 The On-site Service Representative (OSSR), or the Back-up Service Representative, must conduct a generator test, at any time indicated by the SSC Site Authority or the SSC Technical Lead.

1.9 Associated Deliverables

Deliverable 1 The Contractor must provide a designated qualified On-site Service Representative (OSSR) for the site. The On-site Service Representative will be responsible for the regular maintenance, operations, and performance of the site.

Deliverable 2 The Contractor must provide one qualified Back-up Service Representative that is familiar with the data centre site and technology. The Back-up Service Representative will assist the designated On-site Service Representative and provide back-up when necessary.

Deliverable 3 The Contractor must provide, in accordance with the Master Maintenance Schedule, qualified personnel, experienced in performing the work, will have received relevant operational training, and are familiar with the equipment being serviced.

Deliverable 4 The Contractor must manage and maintain the Data Centre environmental equipment such that the Data Centre target of 24/7/365 client/user availability is met, with the exception of mutually agreed upon scheduled downtime. The client/user availability must not be negatively impacted by facilities or equipment under the control and maintenance of the Contractor.

Deliverable 5 The Contractor must provide a written monthly Operations log report to the SSC Site Authority on the environmental equipment within ten business days following month end. The monthly report must include: a) The date and time that the checks and inspections were performed;

b) Description of deficiencies that were discovered;

c) Description of work that was performed;

d) The identity, date and time of third parties that were permitted access to the facilities;


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e) Performance against response targets for call-outs and incidents during the reporting period;

f) Summary and status of Incidents, Problems, Resolutions and Changes;

g) Date and time of call-out and response times for both the initial responder and the secondary resources, if any

h) Summary of previously logged Action Items, their status and resolution information;

i) Service utilization / capabilities (such as floor space usage, cooling usage, power usage);

j) Future plans for both the Contractor and the Client;

k) Service thresholds that initiate service expansion;

l) Approved Task Authorization expenditures incurred in the reporting period and projections for the succeeding month;

m) Observations (for SSC action) on site cleanliness or any environmental issues that potentially could affect performance, stability or safety;

n) Log of incident and resolution reports involving base building systems affecting Data Centre operations;

o) Log of incident and resolution reports involving Health and Safety reported to the Property and Facility Managers and the SSC Site Authority. Such incidents must be reported upon discovery;

p) Total amount of funds expended during this reporting period on Task Authorization procurements under this contract;

q) Total amount of funds expended year-to-date on Task Authorization procurements under this contract; and,

r) An updated list of spare parts on hand and identification of any stock shortage.

Deliverable 6 Provide written reports as required in support of Incident, Problem and Change Management.

Deliverable 7 After each monthly, quarterly and yearly inspection (reference: Task 3, and the Equipment Maintenance Schedules & Workload (refer to section 1.12), the Contractor will provide the SSC Site Authority with an electronic report describing the condition of the maintained systems (depending on specified maintenance cycles) and any required corrective maintenance.

Deliverable 8 The Contractor will maintain ongoing and historical files on site, available for review and inspection by designated SSC staff. The files must be in a format and structure agreed upon by the Contractor and the Technical Lead in a Microsoft Office compatible or pdf electronic format. The format and availability must provide search capability and be quickly accessible by specified SSC staff requiring access. The files must consist of, but not be limited to:

a) Field Call Reports;

b) Log of site incidents;


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c) Daily utilization / performance parameters and measurements for the UPS, CRAC, ATS, and PDU equipment;

d) Updated inventory of site spare parts;

e) Statistical data

- Number / type of component failures;

- Number / type of system failures;

- Response time per emergency visit;

- Repair time per emergency visit;

- Hours of operation.

f) Third party contact list;

g) Operational and test result documents;

h) Material Safety Data Sheets (MSDS)

The Contractor must review the manufacturers’ service bulletins, and provide information and recommendations to SSC with respect to product upgrades or revisions.

Deliverable 9 The Contractor must provide to the SSC Technical Authority an annual report in Microsoft Word compatible electronic format by January 31 of each year outlining the annual Master Maintenance Schedule, existing and new Maintenance Schedules and proposed initiatives. The report must include detailed budgetary costs identifying, at a minimum: parts; labour; overhead; and mark-up for the coming fiscal year.

Deliverable 10 The Contractor must submit records for all removals from site, to the Site Authority, for both materials designated for alternative disposal and general waste as defined by the CEPA 1999, Hazardous Waste Regulation and other applicable provincial or territorial legislation.

Deliverable 11 The Contractor must provide SSC with a centralized point of contact for requesting and tracking service requests from the contractor via telephone. This service must provide 24/7/365 support in both official languages. SSC non-primetime call volumes for these support services average 15 calls per month. A call tracking number must be provided to the SSC representative requesting services for every call placed.

Deliverable 12 Throughout the duration of the contract period, the Contractor must request approval to provide SSC with additional services for a fee on a Task Authorization basis with no additional mark-up other than the pre-set Task Authorization mark-up fee to accommodate changes or increases to the Data Centre environments. These services must be acquired to provide the best value to The Crown. The Contractor must provide, at a minimum, detailed budgetary costs identifying parts, labour, maintenance / support, overhead, mark-up, and an appropriate work schedule reflecting the complexity of the requested service for approval of Task Authorization activities and funding by the SSC Site Authority. These services may include, but are not limited to:


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a) Replacement parts not covered by maintenance agreements as per the Maintenance Schedules;

b) Diesel fuel and fuel filtering;

c) The acquisition of electrical cabling, connectors, and services for equipment installs or room reconfigurations;

d) The installation or alterations to electrical systems (i.e. circuit breakers, panels);

e) The installation of, or alterations to PDUs and/or RDCs;

f) The installation of, or alterations to, computer room air conditioners (CRACs), condensers or chillers, and associated piping;

g) The installation of, or alterations to, the raised floors and under floor environments for equipment installation or relocation such as levelling, cutting, trimming, adjustment and replacement of the raised floor tiles supplied by SSC, adjustment and maintenance of the raised floor structure (pedestals and stringers) and the raised floor grounding grid;

h) The acquisition and replacement of failed UPS batteries;

i) Under raised floor cleaning;

j) Project management of upgrades and re-configurations;

k) Fixed price project work, including but not limited to investigative or assessment services, such as:

- Thermodynamic analysis reviews - Energy efficiency studies - Air flow efficiency study

i) Migration and relocation services for equipment;

j) Task Authorization procurement of data centre environmental support equipment and any other applicable services;

k) Time and material for acquiring contract resources having specific and extensive experience in data centre infrastructure such as:

- Project Managers - Engineers - Building Architects - Technical writers

l) Acquisition of parts and rental equipment.

m) Updates to as-built drawings and associated documentation such as O&M manuals and documentation, approved shop drawings, etc.

1.10 SSC Provided Items Support 1 SSC may perhaps provide to the Contractor the following Government Furnished

Equipment solely for the purpose of supporting SSC related services for this contract: a) All existing spare and replacement parts and consumables as per the “SSC

Spares List” (Annex A – Appendix E – to be provided at time of contract award) provided by SSC;

b) Office space and furniture;


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c) Limited and controlled access to SSC's electronic network to conduct business under this contract. Access and utilization is at SSC’s discretion and control. The Contractor must abide by all security and utilization policies set by SSC.

d) SSC will control physical Data Centre facilities access rights.

The Contractor will be required to provide communications devices (i.e., pagers, cell phone) and internet access at the Contractor’s expense. Internet access within SSC environments is subject to SSC review and approval.

Support 2 SSC may perhaps pass the existing spare parts (Crown Property) to the

Contractor and these Crown properties will be in the care, custody and control of the Contractor during the contract period and the Contractor will be responsible to account for their use. Spare parts must be managed and maintained by the Contractor, and replaced within two weeks of use. Spare parts will be returned to SSC at the end of the contract. The Spare parts list (Appendix E), as provided was accurate as of the date indicated on the file. An update to the Spare Parts list will be made available to the Contractor within the first two weeks after Contract Award.

1.11 Constraints Constraint 1 The Contractor will respect existing building management accountabilities and

contracts. Work will be coordinated with those parties who have accountabilities under those agreements as required (e.g., Public Services and Procurement Canada (PSPC Real Property and/or the Base Building Manager, Building Property Management and SSC).

Constraint 2 For any maintenance, repairs or project activities that could possibly impact, affect, or require access to base building space or systems, the Contractor will coordinate getting approvals from the Building Manager. For non-intrusive and re-occurring base building related activities, such as access to non-SSC space, appropriate Building Manager procedures and methods of operation will be followed. If such procedures are non-existent, the Contractor will negotiate processes with the Building Manager. For all intrusive base building related activities, the Building Manager and the SSC Technical Authority must be advised in writing. Any financial impact to SSC for base building related activities must be identified in writing by the Contractor and approved in writing, by the SSC Site Authority and the Building Manager before proceeding.

Constraint 3 During primetime, the on-site initial incident response threshold will be 15 minutes’ maximum from call-out for 95% of the time. The worst-case initial response must be less than 30 minutes (from call-out) during primetime. Call-out for service can be initiated by any of the following SSC representatives or their delegated authority: the SSC Enterprise Command Centre; the SSC Site Authority; the SSC Technical Lead; or the SSC Technical Authority.

Constraint 4 Outside of primetime, the initial incident call-out response will be 15 minutes’ maximum to respond to a call-out with on-site presence within 1-hour maximum after responding to the call-out for 95% of the time. Worst-case non-primetime response time thresholds will be 30 minutes (from call-out) for initial incident call-out response and less than 90 minutes (from call-out) for on-site presence.

Constraint 5 The initial responder to an incident must take no more than 30 minutes after responding to the call-out to assess the cause, the impact and to engage the appropriate resources as necessary to address the issue.


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Constraint 6 Secondary resources must be on-site within 2 hours of being requested by the initial responder. The required response time may be extended at the discretion of the SSC-Site Authority or the SSC Technical Lead.

Constraint 7 For maintenance or repairs to the environmental equipment or systems described, that may impact the operation or the form and fit of the base-building systems, the Contractor will inform the Property Manager and SSC of any risks involved with the proposed maintenance. The Contractor must ensure that critical business functions will not be compromised by their methods and procedures.

Constraint 8 All air conditioning installation, service, repair, maintenance and removal must be performed by a trained, licensed, certified Refrigeration Mechanic with a minimum of 5 years’ experience in data centre CRAC systems and in accordance with Federal Halocarbon Regulations.

Constraint 9 All electrical maintenance/repairs must be performed by qualified, SSC pre-approved, electricians in possession of a current and valid electrical contractor license for the Province of Ontario for at least 10 (ten) years, with a minimum of 10 (ten) years’ experience working in data centre electrical environments. Each of the 10 (ten) calendar years of experience as a qualified electrician must contain a minimum of 200 hours of work experience in large data centre environments.

Constraint 10 All UPS inspections, repairs and maintenance must be conducted with the resources identified in the Equipment Maintenance Schedules and Workload (refer to page 30). Maintenance and testing must be conducted in accordance with the manufacturer’s recommendations and where applicable, the IEEE -Standard-450-1 995, IEEE Recommended Practice for Maintenance, Testing and Replacement of Vented Lead-Acid Batteries for Stationary Applications.

Constraint 11 All environmental monitoring system inspections and maintenance must be performed by manufacturer trained Customer Technicians.

Constraint 12 Other than daily walk-around checks and inspections, all inspections and maintenance of factory-built equipment must be performed by resources identified in the Equipment Maintenance Schedules & Workload (refer to section 1.12). Where exceptions may be required, the use of other resources is subject to the discretion and approval of the SSC Site Authority.

Constraint 13 All generator maintenance must be performed by the resources identified in the Equipment Maintenance Schedules & Workload (refer to page 30). Maintenance will conform to, but not be limited by, the CSA-C282-05 standard requirements.

Constraint 14 Routine maintenance or alterations to the systems which, could possibly inadvertently actuate the Fire Alarm Systems, must not be carried out during normal working hours except for emergency service or repairs. When emergency service or repairs are required, the SSC Site Authority must be notified and the Fire Alarm Systems must be shut off temporarily to prevent a possible false alarm. No Fire Alarm System work is to be performed without prior written approval from the SSC Site Authority.

Constraint 15 All petroleum product storage tank system service, repair and maintenance must be performed by a trained, licensed, certified technician and in accordance with Storage Tank Systems for Petroleum Products and Allied Petroleum Products Regulations.

Constraint 16 The On-site Service Representative and Back-up Service Representative must hold a current PSPC Security Clearance of Level II - Secret.


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Constraint 17 Support Technicians (other than the On-site Service Representative and Back-up Service Representative) must hold a current Public Services and Procurement Canada (PSPC) Security Clearance of Level II – Secret. Support Technicians or other such resources not having the required Security Clearance may be allowed escorted access at the discretion of the SSC Site Authority, given that appropriate notice and description of work to be performed is provided. In that case, escorting will need to be provided by SSC staff.

Constraint 18 No change to the environmental equipment must be made by the Contractor without the preparation and submission of a change request to the SSC Site Authority and the written approval of such request by the SSC Site Authority.

Constraint 19 All work performed must be in accordance with the standards and codes applicable to the Data Centre environment, including, but not limited to:

a) C282 - Emergency electrical power supply for buildings

b) CSA C282 - Logbook, Emergency electrical power supply for buildings maintenance logbook or approved equivalence

c) National, Provincial Building Codes - As they pertain to the installation and maintenance of Emergency Power Supply Systems.

d) National Fire Code of Canada and the Ontario Fire Code - As they pertain to the installation and maintenance of Emergency Power Supply Systems.

e) Canadian, Provincial, Electrical Codes - As they pertain to the installation and maintenance of Emergency Power Supply Systems.

f) CSA Z460 - Control of hazardous energy - Lockout and other methods

g) CSA Z462 - Workplace Electrical Safety (Arc Flash Protection)

h) NETA - International Electrical Testing Association Maintenance and testing specifications for electrical power distribution equipment and systems

i) CEPA 2008-197 - Storage Tank Systems for Petroleum Products and Allied Petroleum Products Regulations.

j) CCME - PN 1326 - Environmental Code of Practice for Aboveground and Underground Storage Tank Systems Containing Petroleum and Allied Petroleum Products

k) Federal Halocarbon Regulations (2003), SOR/2003-289

l) Ozone-depleting Substances Regulations (1998), SOR/99-7

m) CEPA 1999- Canadian Environmental Protection Act 1999, Hazardous Waste Regulation

n) Provincial Environmental Protection Act Hazardous Waste Regulation Ex.- Ontario- R.R.O. 1990 Regulation 347 Waste Management

o) CSA-B 139 - Installation code for oil-burning equipment

p) Technical Standards and Safety Act, 2000, Ontario Regulation 215/01 TSSA - Ontario Region Requirement

q) ULC/ORD - C58.12.92 - Leak detection devices (volumetric type) for underground flammable liquid storage tanks

r) ULC/ORD - C58.14.92 - Non Volumetric leak detection devices for underground flammable liquid storage tanks

s) NPBA 70 B – Recommended practice for electrical equipment maintenance.


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t) ATSM Standard Specification for Diesel Fuel Oils

(In the event that concurrent regulations exist, the most stringent set of regulations must apply, as determined by the SSC Technical Authority).

Constraint 20 The Contractor must adhere to the “Work Standards and Procedures guide” (Annex A, appendix D), in the execution of their and their Support Technicians work within the Contractor’s areas of responsibility.

Constraint 21 The On-site Service Representative (and the Back-up Service Representative) or the Support Technician will oversee the day to day environmental operations, individuals must hold a current Environmental Awareness Certificate to perform or oversee those tasks requiring such a certificate.

1.12 Equipment Maintenance Schedules & Workload Maintenance Schedules are provided as a reference to define the mandatory minimum preventative maintenance activities required by SSC for the equipment under contract. The maintenance activities are not limited to the list provided within the Maintenance Schedules and may need to be adjusted as per equipment model, condition, or specific vendor requirements. The following Maintenance Schedules outline the general maintenance activities for major components responsible by the Contractor. Revisions to maintenance schedules to meet specific requirements of equipment models or suppliers are subject to approval by SSC.

Within 15 business days after contract award, the Contractor will meet with the SSC Contract Authority to review the Scope of Services and with the SSC Site Authority and SSC Technical Lead to confirm the timing and activities of the maintenance test and inspection schedules to be applied for the term of the contract. This Master Maintenance Schedule must be delivered to SSC Site Authority and Technical Lead, in an electronic format compatible with Microsoft Excel, and must contain and reflect the manufacturers’ recommended maintenance and all requirements of the agreement, with regular inspection work packages covering the term of the contract. It is anticipated that the workload will be evenly distributed over the calendar year, but will maintain the frequency requirements of the contract. Upon agreement of the Master Maintenance Schedule, the Contractor must maintain one (1) copy on site available for review by designated SSC staff. The site copy must be signed, dated and annotated after every inspection, as to work completed during the inspection.

The proposed Master Maintenance Schedule must be reviewed by SSC and may require revision by the Contractor. The list of inspections must coincide with SSC’s maintenance schedule and production systems schedule to meet SSC’s requirements. Any such changes must be considered as part of the agreement and will be made in writing and acknowledged by both parties.

Air Conditioning EQUIPMENT:

Equipment must be inspected weekly or more frequently if found necessary, to provide trouble free operation of equipment. Expected time spent on maintenance by AC contractor is 24 hours per month. During service operations, the Contractor must take precautionary measures to eliminate spills or damages to the roofing system by providing and placing protection such as plywood or plastic under the equipment. The Contractor must be familiar with Federal Halocarbon Regulations and work in accordance with said regulations at all times. Any halocarbon leak is to be reported via telephone and email


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to the SSC Site Authority and appropriate authorities as per applicable Federal regulations and code requirements. All persons performing the work covered by this contract must be licensed refrigeration mechanics who have successfully completed an environmental awareness course and hold a corresponding valid certificate. The Contractor must, when required by law, at his expense, obtain permits from the Electrical Safety Authority, (ESA), prior to commencing any work that requires an ESA permit. A copy of the permit or application for such permit will be given to the SSC Site Authority. The Contractor’s On-site Service Representative must maintain an inventory log of spare parts and maintain it’s accuracy so as to always reflect the current inventory level. This list will be supplied at the request of SSC Site Authority. The Contractor will, upon completion of a service call or inspection, complete a service log record, update the A/C Equipment Service Log supplied by SSC and contact the SSC National Enterprise Command Centre to provide them with a verbal synopsis of the work done and the status of the equipment. Annex A, Appendix B contains a sample A/C Equipment Service Log. a) Contractor’s Responsibility:

i. Labour: Labour for all inspections, testing, cleaning and maintenance.

ii. Materials / Consumables such as:

Lubricating oil and grease; Air, fan, and oil filters; Fuses, indicator bulbs, InfraRed bulbs, Nortec boilers, contactors, relays; Belts; Filters and belts are to be changed as per maintenance schedules; Refrigerant used for minor top-up maintenance (i.e. seasonal level adjustments).

b) Task Authorization Expenses:

i. Labour: Labour to repair equipment requiring major replacement parts, such as, but not limited

to: compressors, condensers, control panel boards, piping, main bearings, fan motors, and pulleys that are not covered by other maintenance or warranty agreements.

ii. Material:

Parts or equipment not included in the contract requiring replacement due to unforeseen failure or as a planned replacement;

Refrigerant required for major replacement work.

Task Authorization activities are subject to SSC approval prior to commencing work or acquisition of material. All maintenance and repair activities are to be performed in a manner to maintain and meet specifications and standards as per the original equipment manufacturers’ specifications and follow, but not be limited to, the published manufacturers’ maintenance procedures.


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CRAC Maintenance Schedules Daily - Test / Inspection / Maintenance

Resource

Typically done while doing the daily walk-around of the premises Observations i Visual check for alarms on all A/C equipment On-site Service

Representative (OSSR) ii Check for present or past alarms and frequency of

occurrence using the site monitoring tool. OSSR

iii Check for visual, sound and smell indicators suggesting abnormal operation of equipment.

OSSR

Weekly - Test / Inspection / Maintenance Resource Typically done while doing the walk-around of the premises Observations i Include daily checks and inspections OSSR

ii Visual check of contactors and transformer area for dirt and dust

OSSR

iii Visual and auditory inspection of compressors and fittings for abnormal sounds or vibration

OSSR

iv Visual and auditory inspection of condensers, dry coolers, motors, fan blades for abnormal sounds or vibration

OSSR

Monthly - Test / Inspection / Maintenance In addition to the regular maintenance, repairs may need to be scheduled outside of the maintenance period which will require approval by the SSC Site Authority. Filters Resource i Replace if dirty Refrigeration Mechanic

ii Inspect operation of filter switch Refrigeration Mechanic Blower Section Resource i Ensure impellers are free of debris and move freely Refrigeration Mechanic ii Inspect and maintain belt tension and condition Refrigeration Mechanic iii Inspect pulley assembly for wear Refrigeration Mechanic iv Inspect condition of bearings Refrigeration Mechanic Compressor Resource i Inspect oil levels Refrigeration Mechanic ii Inspect for leaks Refrigeration Mechanic iii Inspect and confirm that both compressors are running

and properly charged Refrigeration Mechanic

Air cooled Condenser Resource


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i Check condenser coil for cleanliness and clean as required

Refrigeration Mechanic

ii Ensure motor mounts are tight Refrigeration Mechanic iii Inspect condition of bearings Refrigeration Mechanic Reheat Resource i Inspect reheat elements operation Refrigeration Mechanic ii Inspect elements for cleanliness and clean as required Refrigeration Mechanic Infrared Humidifier Resource i Inspect pan drain for clogs and proper flow Refrigeration Mechanic ii Inspect humidifier lamps Refrigeration Mechanic iii Inspect pan for mineral deposits and clean as required Refrigeration Mechanic iv Inspect humidifier lamps and/or power leads to anodes

for cracks or damage and replace if necessary Refrigeration Mechanic

v Inspect water make-up valve for leaks and proper operation


vi Inspect operation of disconnect switch, on/off button indicating lights


vii Verify proper operation Refrigeration Mechanic Refrigeration Cycle/Section Resource i Check refrigerant lines Refrigeration Mechanic ii Check for moisture (sight glass) Refrigeration Mechanic iii Inspect suction pressure Refrigeration Mechanic iv Inspect head pressure Refrigeration Mechanic v Maintain service log at each unit, indicating unit is leak

free following inspection Refrigeration Mechanic

Air Distribution Section Resource i Remove any restrictions in grille area Refrigeration Mechanic Refrigerant Charge Resource i Inspect refrigerant level Refrigeration Mechanic Quarterly - Test / Inspection / Maintenance Resource i Include all Monthly Checks and Inspections Refrigeration Mechanic ii Verify set points for normal and alarm conditions. Refrigeration Mechanic iii Check fan drive motor belt areas for belt dust. Clean as

required. Refrigeration Mechanic

iv Inspect fan drive motor belt tension and alignment. Refrigeration Mechanic v Measure and record amperage draw on all components Refrigeration Mechanic vi Verify that halocarbon-containing equipment labelling is

up-to-date. Refrigeration Mechanic

Filters i Replace Filters Refrigeration Mechanic


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Twice Annually - Test / Inspection / Maintenance Resource i Include all Monthly and Quarterly Checks and

Inspections As per Monthly and Quarterly schedule

ii Inspect floor drain and clean as required OSSR Glycol Condensers and Pumps (Potential Technology for New

Units) Resource

i Inspect operation of water regulating valves. Refrigeration Mechanic ii Inspect glycol solution concentration. Refrigeration Mechanic iii Check for glycol leaks Refrigeration Mechanic iv Check pump operation. Refrigeration Mechanic Electrical Panels Resource i Check fuses. Refrigeration Mechanic ii Check electrical connections. Refrigeration Mechanic iii Inspect contactor’s operation and accuracy. Refrigeration Mechanic

Sequence of Operations Resource

i Inspect and verify for cooling. Refrigeration Mechanic ii Inspect and verify for reheat. Refrigeration Mechanic iii Inspect and verify for humidification Refrigeration Mechanic iv Inspect and verify thermostat and humidistat operation. Refrigeration Mechanic v Adjust humidity set points for summer / winter seasons:

May: increase humidity by 1% / week to 50% October: Reduce setting by 1% / week to 45%


Twice Annually - Test / Inspection / Maintenance Resource i Energize re-heat heaters (Note – Fire Detection System

must be bypassed) Refrigeration Mechanic

Annual - Test / Inspection / Maintenance

Resource

i Perform leak testing as prescribed under Federal Halocarbon Regulations.


ii Verify the calibration of all control and safety sensors. Refrigeration Mechanic iii Perform pump down test and verify no leakage

compressor valves. Refrigeration Mechanic

iv Replace Nortec RH Bottles (where applicable). Refrigeration Mechanic v Perform oil acid test (Label and keep oil samples On-site

for a year). Refrigeration Mechanic

vi Megger test compressors. Refrigeration Mechanic vii Pressure wash condensers (early summer). Refrigeration Mechanic

with a helper viii Torque and tighten wiring terminations on contactors. Refrigeration Mechanic


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ix Torque and tighten fan blades on all motor shafts. Refrigeration Mechanic x Torque and tighten compressors, contactors, fuse

blocks, etc. Refrigeration Mechanic

xi Replace belts and clean belt area. Refrigeration Mechanic xii Grease fan bearings. Refrigeration Mechanic xiii Vacuum drain trays at bottom of evaporators. Refrigeration Mechanic

Air Filters

The Contractor must replace filters as required to fit the specifications provided by the manufacturer. Filter size is to match original as supplied by the manufacturer. Certain activities within the vicinity of an A/C unit may necessitate the use of temporary pre-filters to protect and prolong the life of the standard filters installed. For general purpose air handling, use filters as described in (a) below. For computer room or other area requiring higher than standard filter efficiency, use filters as described in (b) below.

a) General Purpose Filter Specification

The filter media is to be formed of continuous interlaced glass filament held in place with a thermo plastic bond and coated with a fire retardant adhesive film. This adhesive must be non-toxic, non-hygroscopic and have a flash point in excess of 500 F. The media must be contained in a fiberboard casing and supported between a metal or fiberboard grid. Filter to be listed with ULC as Class ll. Filters must have an initial resistance rating of .14”-.22” WG at 500 FPM and 500 CFM per square foot face area for a 2” thick filter; and a rated average arrestance of 80%-85% based on ASHRAE 52-75 and section 7.4 of ARI Standard 850-78. Standard: AM300 XL, Airguard Triplex 85 or approved equal.

b) Computer Room / Special Areas Filter Specification

Pleated type, cotton or synthetic fibre media supported by metal grid, and secured with odourless waterproof cement in a rigid double wall beverage board frame. Filter to be listed with ULC as Class ll. Filters must have initial resistance rating of .22”-.25” WG at 500 FPM and 500 CFM per square foot face area for a 4” thick filter; and a rated average efficiency of 25%-30% based on ASHRAE 52-76 and section 7.4 of ARI Standard 850-78. Standard: AM 300, Airguard DP40 max., or approved equal.

UPS SYSTEMS:

All Inspections will be performed by manufacturer authorized technicians. Maintenance and testing must be conducted in accordance with the manufacturer’s recommendations and where applicable, the IEEE -Standard-450-1 995, IEEE Recommended Practice for Maintenance, Testing and Replacement of Vented Lead-Acid Batteries for Stationary Applications.


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Maintenance activities and schedules may be adjusted as per manufacturer’s recommendations to support the specific technology in use. Any adjustments to such activities or schedules must be approved by the SSC Site Authority.

Corrective maintenance provided by the Contractor must include maintenance to the Power Module, all necessary parts, replacements, adjustments and repairs, with the exception of any spare parts which are maintained On-site. Any On-site spare parts provided by SSC used by the Contractor must be replaced at Contractor’s expense except for those parts identified in the Task Authorization Expenses.

a) Contractor’s Responsibility:

i. Labour:

Labour to inspect, test, clean, and maintain the UPS equipment, including Electricians to operate any circuit breakers as required.

ii. Material / Consumables such as:

Lubricating oil and grease Electrical grease for connecting links Air, fan, filters, to be changed as per maintenance schedule Fuses, indicator bulbs


i. Labour:

Labour to repair UPS equipment requiring major replacement parts, such as, but not limited to: batteries, control boards, breakers, power conditioners, and capacitors that are not covered by existing warranty or maintenance agreements.

ii. Material:

Parts or equipment not included in the contract requiring replacement due to unforeseen failure or as a planned replacement.

Task Authorization activities are subject to SSC approval prior to commencing work or acquisition of material.

Replacement spare parts must be inspected and tested to ensure they function in accordance with the manufacturer’s published specifications.

Inspections of the UPS units will usually require a UPS shutdown to ensure electrical connection

integrity. All UPS shutdowns are to be requested to the Site Authority at least 90 days before the scheduled date

and will require approval in writing by the SSC Technical Lead.

UPS Maintenance Schedules

Daily - Test / Inspection / Maintenance

Resource

Typically done while doing the daily walk-around of the premises OSSR i Log available readings from operator panels (V, kVA, Battery

time, etc.) OSSR

ii Visual check for corrosion on battery connections OSSR iii Check that UPS system fans are operating OSSR iv Check lighting in the UPS and UPS battery rooms OSSR


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v Check cleanliness of UPS and UPS battery room OSSR vi Log the battery room temperature. Ideal temperature is

between 20C and 25C or as per the battery manufacturer’s

specifications.

OSSR

Weekly - Test / Inspection / Maintenance Resource

i Verify operation of Eye wash station and report to SSC should it require attention and or repairs.

OSSR

Monthly - Test / Inspection / Maintenance Resource

i Verify operation of safety shower and report to SSC should it require attention / repairs

OSSR

Quarterly - Test / Inspection / Maintenance Resource The UPS system being inspected may require being isolated and

appropriate transfers done to ensure continued operation of the power back-up system to protect the Data Centre.

i Temperature inspection of all breakers, connections, and

associated controls. Repair and/or report all high temperature

areas

Manufacturer Authorized Technician (MAT)

ii A visual check of the equipment including subassemblies, wiring harnesses, contacts, cables, and major components,

MAT

iii Check air filters for cleanliness. MAT iv Measure and record all low voltage power supply levels. MAT v Verify correct operation of all display functions and calibrate

as necessary. MAT

vi Measure and record phase to phase input voltages and currents.

MAT

vii Measure and record phase to phase UPS output and bypass voltages.

MAT

viii Measure and record direct current voltage. MAT ix Measure and record the total battery float voltage and charging

current. MAT

x Verify system alarm settings, limits, and functions. MAT xi Visually check the jars and covers for cracks and leakage. MAT xii Verify the ventilation equipment, if applicable. MAT xiii Verify the integrity of the battery rack. MAT xv Randomly measure and record cell temperatures of 10% of

the total cells MAT

xvi Verify and restock the safety equipment and materials OSSR


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Twice Annually - Test / Inspection / Maintenance Resource

i Measure and record the float voltage of all cells MAT Annual - Test / Inspection / Maintenance Resource

i Perform the Quarterly Maintenance Schedule As per quarterly schedule

ii Re-tighten all connections to battery manufacturer’s

specification MAT

iii Measure and record all battery connection resistances in micro-ohms.

MAT

iv Measure and record filter trap currents. MAT v Calibrate and record all electronics to system specifications. MAT vi Visual inspection of the battery room Includes:

- Check NO-OX grease or oil on all connections. (If possible).

-Check for corrosion on all terminals and cables. - Examine the physical cleanliness of the battery room and

jars

MAT

vii Clean cell top debris accumulation (to be done only with batteries off line).

MAT

viii Measure and record voltage. MAT Corrective - Test / Inspection / Maintenance Resource

i Refurbish cell connections as deemed necessary by the Detailed Inspection Report

MAT

ii Provide labour to replace defective cells as required MAT iii Provide special inspections after deep discharges, when

notified by the customer MAT

iv Measure and record 100% connection resistances. MAT v Make visual check of connections and check for signs of

overheated connection points. MAT

vi Battery recycling with documentation meeting CEPA requirements.

MAT or OSSR, as required

Related Safety and Protective Equipment Resource

The Contractor must supply and maintain the appropriate safety / protective equipment materials and spill response kits at the site for the duration of the Contract to meet WHMIS Health and Safety regulations.

OSSR

The Contractor must maintain the cleanliness and safe lighting levels of the UPS and UPS Battery rooms.

OSSR

The Contractor must verify and restock the equipment, materials, and safety kits on a regular basis (minimum weekly) outside of the scheduled quarterly battery inspections.

OSSR


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POWER DISTRIBUTION AND CONDITIONING SYSTEMS:

Other than daily walk-around checks and inspections, all inspections and maintenance of factory-built equipment will be performed by the manufacturer or an authorized manufacturer-representative. General electrical work that will not compromise warranty or maintenance agreements can be performed by qualified electricians.

Maintenance activities or schedules may require component or equipment specific changes as per manufacturer’s recommendations or specifications. Adjustments to activities must be approved by the SSC Site Authority.

The Power Distribution Systems are considered to begin at the point where the Data Centre load (i.e., IT and the IT Mechanical loads) splits from the base building power.

The typical components of the Power Distribution Systems include: transformers, power distribution panels and their breakers and the cabling between these.

All inspections and maintenance activities outside of daily walk-around must be scheduled via a Change Request to the SSC Site Authority.


i. Labour:

Labour for all inspections, testing, cleaning, and maintenance to the Power Distribution System.

ii. Materials / Consumables such as:

Air filters; Indicator lights; Fuses


i. Labour:

Labour to upgrade cabling and distribution panels in the electrical distribution system or to replace major parts, such as, but not limited to: distribution panels, transformers, circuit breakers and breaker switches that are not covered by existing warranty or maintenance agreements.

ii. Material:

Parts or equipment not included in the contract that are not covered by existing warranty or maintenance agreements that require replacement due to unforeseen failure or as a planned replacement;

Cabling; Circuit breakers; Connectors

Task Authorization activities are subject to SSC approval prior to the Contractor commencing work or acquiring material.

Maintenance on Power Distribution Systems usually requires a shutdown of that power path to ensure the integrity of the power train.

All concurrent maintenance and scheduled service interruptions are to be requested and approved in writing by the SSC Site Authority at least 90 days before the scheduled date. The


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Contractor must not initiate simulated power failures or transfers to and from the critical load without the written consent of the SSC Site Authority.

Power Distribution Maintenance Schedules


Typically done while doing the daily walk-around of the premises Resource

i Visual check for alarms or tripped breakers on all Power Distribution panels; OSSR

ii Check for visual, sound and smell indicators suggesting abnormal operation of equipment. OSSR

Monthly - Test / Inspection / Maintenance Power System Check Resource

i Verify that all cooling fans are functional and air ducts are open. OSSR

Filter Replacement Resource

i Replace Air Handling Unit filter for Sync Switch Gear (where applicable). OSSR

Annual - Test / Inspection / Maintenance Resource

Include all Monthly Inspection / Maintenance activities As per monthly maintenance schedule

Component Inspections Resource

i Perform a complete visual check and inspection of the equipment including internal sub-assemblies, wiring harnesses, contactors, cables, major components, and check for proper clearance around the unit.

Electrician

ii Inspect all transformer, terminal block, and

ground/neutral bus bar connections and torque as required.

Electrician

iii Inspect circuit breaker(s) for tightness. Electrician

iv Inspect all control modules and breakers in the Sync Panel Board (where applicable). Electrician

Power System Check

Resource

i Perform an IR inspection under regular and emergency power load of all power distribution components within the Data Centre including generators, UPS, PDUs, RDCs, transformers, main and distribution panel breakers. The investigation’s

status report must be provided at the next monthly meeting. Suspicious or abnormal findings must be reported to SSC Site Authority via email and

Electrician and IR Specialist, as required


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telephone prior to the closing of the next business day.

ii Verify grounding electrode conductor and any isolated grounds. Electrician

iii Participate in the activities related to major clean-up of electrical vault (every 2 years)

Electrician, OSSR and Hydro Ottawa Building Operations

Operational Check Resource

i Verify the operation of any option for alarm or shutdown sequence (if permitted). Electrician

Power Distribution Units The Power Distribution Units (PDUs) provide conditioning and distribution of power to the IT equipment. For purposes of this contract Remote Distribution Cabinets (RDCs), although they do not condition power, are included under this section.

Inspections and maintenance of factory-built equipment will be performed by the manufacturer or an authorized manufacturer-representative.

General electrical work that will not compromise warranty or maintenance agreements can be performed by qualified electricians.




i. Labour:

Labour for all inspections, testing, cleaning, maintenance and repairs to the Power Distribution Units and Remote Distribution Cabinets.


Air filters, Indicator lights, Fuses


i. Labour:

Labour to configure, relocate, upgrade, or expand capacity of PDU / RDC cabinets; Labour to add or remove circuits and/or breakers, in support of Data Centre

requirements to meet the IT equipment requirements; and/or Labour to replace major parts or components that are not covered by existing warranty

or maintenance agreements.

ii. Material:


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Parts or equipment not included in the contract that are not covered by existing warranty or maintenance agreements that require replacement due to unforeseen failure or as a planned replacement or to meet IT load capacity increases / decreases;

Circuit breakers; Cabling; Cable connectors / terminations.

Task Authorization activities are subject to written approval by the SSC Site Authority prior to the Contractor commencing work or acquiring material.

Power Distribution Units Maintenance Schedules


Resource

Typically done while doing the daily walk-around of the premises i Visual check for alarms on all PDUs and RDCs. OSSR

ii Check for present or past alarms and frequency of occurrences using the site monitoring tool.

OSSR

iii Check for visual, sound and smell indicators suggesting abnormal operation of equipment.

OSSR

Monthly - Test / Inspection / Maintenance Power System Check Resource

i Verify that all cooling fans are functional and air ducts are open. OSSR



Component Inspections Resource


Manufacturer Service Representa-tive (MSR)

ii Inspect all transformer, terminal block, and ground/neutral bus bar connections for tightness. Electrician

iii Inspect input and output breaker(s) for tightness. Electrician

iv Inspect high and low voltage junction box terminals for tightness.

Electrician

v Inspect all wiring for tightness. (Spike suppressor, ground

fault, phase rotation/loss). Electrician

Resource


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Power System Check

i Verify continuity of all fuses and that they are correctly rated.

Electrician and/or MSR

ii Measure input and output phase to phase voltage. Electrician and/or MSR

iii Measure the output, neutral, and ground current. (Neutral should not equal or exceed Full Load Amps (FLA) rating)


iv Verify kVA load and capacity per phase. Electrician and/or MSR

v IR inspection of all PDU & RDC circuit breakers and components. IR Specialist

vi Verify grounding electrode conductor and any isolated grounds.


Operational Check

Resource

i Verify that the monitor / display is recording within +1 to -2% of those values measured.

MSR

ii Activate the transformer over-temp alarm and shutdown

circuits to confirm proper operation. (If permitted and if applicable).

MSR

iii Verify the operation of any option for alarm or shutdown sequence (if permitted and if applicable).

MSR

iv Verify the operation of any customer alarm circuit(s) and specified messages

MSR

v Verify specified restart capabilities (manual or auto-restart).

MSR

vi Verify that all direct current power supply outputs are

within +1 to -1% of their specified output (or as per manufacturers’ specifications), and record.

MSR


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Other Distribution Equipment : Other equipment within the power distribution circuits includes Automatic Transfer Switches (ATS), Static Transfer Switches (STS), Air Circuit Breakers and Switchboards.

Inspections and maintenance of ATS and STS equipment will be performed by the manufacturer or an authorized manufacturer-representative.

Inspections and maintenance of Air Circuit Breakers and adjustable trip setting breakers must be performed by qualified electricians having both the proven experience and the specialized tools for the equipment being serviced.



a) Contractor’s Responsibility

i. Labour:

Labour for all inspections, testing, cleaning, and maintenance to the equipment.


Air filters, Indicator lights, Fuses


i. Labour:

Labour to configure, relocate, upgrade, repair or expand capacity of ATS or STS equipment;

Labour to add, adjust, or remove circuits and/or breakers, in support of Data Centre power load requirements; and/or

Labour to replace major parts or components that are not covered by existing warranty or maintenance agreements.

ii. Material:

Parts or equipment not included in the contract that are not covered by existing warranty or maintenance agreements that require replacement due to unforeseen failure or as a planned replacement or to meet IT load capacity increases / decreases;

Circuit breakers; Cabling; Cable connectors / terminations



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Other Distribution Equipment Maintenance Schedules (Switches, Circuit Breakers, and Switchboards)

Daily - Test / Inspection / Maintenance Resource

Typically done while doing the daily walk-around of the premises i Visual check for alarms or tripped breakers on all panels; OSSR

ii Log available readings from operator panels (V, kVA, Amps, etc.);

OSSR

iii Visual check of equipment cooling fans; OSSR

iv Check for present or past alarms and frequency of occurrence using the site monitoring tool;

OSSR

v Check for visual, sound and smell indicators suggesting abnormal operation of equipment.

OSSR

Monthly - Test / Inspection / Maintenance Resource Power System Check

i Verify that all cooling fans are functional and air ducts are open.

OSSR

ii Measure and test Sync Panel control module battery levels (where applicable).

MSR

Bi-Monthly - Test / Inspection / Maintenance Resource Filter Replacement

i Replace Air Handling Unit filter for Sync Switch Gear (where applicable). MSR



Component Inspections

Resource


Electrician or specialist.

ii Inspect all transformer, terminal block, and

ground/neutral bus bar connections for tightness.


iii Inspect circuit breaker(s) for tightness.


iv Inspect all control modules and breakers in the Sync

Panel Board (where applicable). Electrician or specialist.


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Power System Check Resource

i IR inspection of components under normal and

emergency power load. Electrician or specialist.

ii Verify grounding electrode conductor and any isolated

grounds. Electrician or specialist.

iii Participate in the activities related to major clean-up of

electrical vault (every 2 years). Electrician or specialist.

Operational Check Resource

i Verify the operation of any option for alarm or shutdown sequence (if permitted). Electrician or specialist.

SiteScan Monitoring System Maintenance

All SiteScan OEM hardware and software application maintenance must be performed by a Liebert SiteScan authorized technical representative (SS-ATR).


i. Labour:

- Labour for all inspections, testing, cleaning and maintenance to the equipment.


i. Labour:

Labour to configure, relocate, upgrade, repair such as:

Graphics, new devices (either OEM or non OEM),

Labour to replace major parts or components i.e. circuit boards.

ii. Material:

Parts or equipment not included in the contract that are not covered by existing warranty or maintenance agreements that require replacement due to unforeseen failure or as a planned replacement or to meet the monitoring function

Task Authorization activities are subject to written approval by the SSC site authority prior to the contractor commencing work or acquiring material

SiteScan Monitoring System

Annual Maintenance Resource

i Consultation with facilities personnel on the status of the SiteScan System.

Liebert Technician


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ii Complete visual check and inspect all SiteScan hardware,

including internal sub-assemblies, wiring harnesses and mechanical connections.

SS-ATR

iii Clean and remove dust from assemblies and internal compartments. SS-ATR

iv Test and inspect all contact closures and voltage sense modules for proper alarm enunciation. SS-ATR

v Check that digital/analog temperature and/or humidity sensors are displaying values in appropriate ranges. SS-ATR

vi Check communications between CPU and analog/digital multiplexers SS-ATR

vii Check communications with all Liebert devices connected to the SiteScan system. SS-ATR

viii Perform tests of the SiteScan application for the release level in use and address related issues. SS-ATR

ix Provide labour to install purchased software upgrades to the basic system. SS-ATR

x Relocate/add new equipment to an existing floor plan. SS-ATR xi Perform any engineering field changes that are required. SS-ATR

xii Return unit to operational status, ensuring that all equipment being monitored is on-line and the SiteScan is fully functional. SS-ATR

xiii Perform back-up of system files. SS-ATR

1.12.1 Generator Systems The generator systems are tested on a monthly basis during off-prime hours. Current test windows are:

The 4th Wednesday of the month between 5:00 AM and 7:00 AM

The scheduled test time may change to another day or time as per SSC’s workload requirements. The Contractor will be notified in advance if and when any adjustment to the test time is required.

The Contractor must schedule maintenance intervals according to but not limited to

• CEPA 2008-197

• Provincial requirements,

• Storage Tank Systems for Petroleum Products and Allied Petroleum Products Regulations,

• National Fire Code of Canada,

• CCME - PN1326- Environmental code of practice,

• CSA – B139,

• ULC/ORD –C58.12.92,

• ULC/ORD – C58.14.92

• Technical Standards and Safety Act, 2000, Ontario Regulation 215/01 TSSA (Ontario Region Requirement)

• ATSM Standard Specification for Diesel Fuel Oils


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After non-operational checks, inspections and all preventative and remedial maintenance activities have been performed, the unit must be tested under load for a pre-determined time to ensure that unit and controls will operate properly in accordance with the sequence of operation via the control circuits only. The generator unit must accept the load automatically and re-transfer the load to Hydro after running its cycle.

Appropriate lock-out / tag-out procedures and safety practices must be followed. The person carrying out the maintenance is responsible to report the defects immediately to the SSC Site Authority and the Site Representative on-site before leaving the premises.

Engine temperatures, pressures and load, including any malfunction of equipment must be noted, recorded and corrective maintenance performed. Lubrication of moving parts, such as fan bearings, water pump and other moving parts which require lubrication must be lubricated with the manufacturer’s recommended lubricant.

The Contractor must furnish all necessary tools, services, material and labour to execute the work required for the maintenance of the Emergency Diesel Generator Units System as per the terms and conditions contained herein.



i. Labour:

Labour for all inspections, testing, cleaning and preventative maintenance and labour for all maintenance and repairs, including Electricians to operate any circuit breakers as required.

ii. Material:

Lubricating oil, lubricating oil filters, combustion air filters, distilled water, pilot lights and fuses.

Oil and filters to be changed at least once yearly. A minimum of one full gallon of distilled water must be left on-site after each inspection.


i. Major replacement parts, i.e. motors, generators, battery chargers, fuel pumps, and components that are covered by existing warranty or maintenance contract.

ii. Fuel

iii. Fuel filtering


Any deficiencies found that could cause the emergency diesel generator unit not to function automatically must be considered a critical incident and be scheduled for repair.

A logbook must be provided for the unit by SSC to be kept on-site in which all work performed at each visit and all parts and material used must be recorded. A copy of each maintenance log form must be left in this log book and be available for inspection at any time by the SSC Site Authority.


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Generator Maintenance Schedules Daily - Test / Inspection / Maintenance Typically done during the daily walk-around of the premises. Resource

i Visual check of generator(s) for fluid leaks (oil, glycol), batteries and chargers. OSSR

ii Visual check and inspection batteries and chargers, Log voltage reading of battery chargers

OSSR

iii Check block and enclosure heaters OSSR iv Check lighting in the generator and ATS rooms. OSSR

v Inspect Snowmelt equipment is functioning and clear steps leading to generator compound (seasonal).

OSSR

Weekly - Test / Inspection / Maintenance

Typically done during the daily walk-around of the premises. Includes the daily check and inspections with concentrated inspections. Resource

i Check fuel piping for leaks OSSR

ii Check fuel valve and pump cabinets for leaks and log fuel level of underground tank (UST).

OSSR

iii Check glycol indicator for proper level OSSR iv Check exhaust fans and damper motor OSSR Bi-Weekly - Test / Inspection / Maintenance Resource

i Perform and log the UST water moisture indicator test (non- rainy or snowy day). OSSR

Monthly - Test / Inspection / Maintenance Consumables Resource

i Inspect day tank fuel level, (minimum 2-hour supply),

lubricating oil level, engine coolant level and top up as needed. Indicate in logbook.

MSR

ii Check engine, generator, fuel tank(s), and engine cooling system for evidence of leakage. OSSR

iii Measure and test Sync Panel control module battery levels (where applicable). MSR

iv Inspect for proper operation of fuel transfer pump and level sensors. OSSR

Starter Systems

Resource

i Electric starter systems: Inspect for cleanliness, mounting and terminal security. MSR

Batteries and Charging Systems

Resource


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i Inspect all battery cells for electrolyte fill level. Enter water requirements in the logbook. OSSR

ii Test specific gravity of all battery cells and enter condition of any abnormal cell in the logbook. MSR

iii Inspect electrical connections for tightness and evidence of corrosion. MSR

iv Inspect battery for cleanliness and dryness between terminals. OSSR

v Inspect charger electrical connections for cleanliness and tightness MSR

vi Test charger for proper operation of both float and equalize modes OSSR

Engine Resource

i Inspect all fluid levels before starting engine. MSR ii Inspect all flexible hoses. MSR iii Test lubricant and/or coolant heaters for proper operation. MSR iv Inspect governor control linkages and oil level. MSR v Check oil filter and surrounding area for leaks. MSR vi Inspect fan belts for correct tension and wear. MSR vii Check engine water pump and surrounding area for leaks. MSR

viii Check fuel pump, fuel pump oil sump, fuel filter and surrounding areas for leaks. MSR

ix Check air cleaner element for cleanliness and debris. MSR x Check / record Unit Safety Shutdowns in the logbook. MSR xi Record engine running hours in the logbook. MSR

Control Panel

Resource

i Inspect control panel covers are securely fastened. MSR ii Test annunciation lamps to confirm that they are operational MSR

iii Inspect control panel settings (to ensure unit is ready for automatic start-up). MSR

iv Test remote visual and audible trouble signals. MSR v Inspect air control louver settings for proper operation. MSR

System Tests

Resource

i Simulate a failure of the normal electrical supply to the building.

MSR and OSSR

ii Operate the system under the current critical load for 60 minutes.

MSR and OSSR


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iii Operate all automatic transfer switches under load. MSR and OSSR

iv Inspect for timing sequence: Time of transfer and time of re-transfer MSR

v Check brush operation for sparking MSR vi Check for bearing seal leaks MSR vii Check battery charging rates and enter same in logbook. MSR

viii Check condition of exhaust gases and report on anything

abnormal and indicate in logbook. MSR

ix Check oil temperature and pressure; enter same in logbook. MSR x Inspect / adjust carburetor, governor / regulator. MSR xi Inspect / Adjust Timing, Linkage or Tappets MSR

xii Inspect for correct operation of all auxiliary equipment –

radiator shutter control, coolant pumps, fuel transfer pumps, oil coolers and engine room ventilation louvers and controls,

MSR

xiii Verify unit for any unusual noises or excessive vibration. MSR

xiv Verify output voltage of electric generator (all phases) and enter readings in logbook. MSR

xv Verify load current on electric generator (all phases) and enter readings in logbook. MSR

xvi Verify frequency of generator and enter in logbook. MSR

xvii Check the generator room temperature meets manufacturer’s

recommendation and indicate in logbook. MSR

xviii Record readings of all instruments in the system log book and verify that they are normal. MSR

xix Check exhaust system and drain condensate trap. MSR xx Inspect and test operation of exhaust scrubbers. MSR

xxi Enter in log book all: checks, inspections, and tests performed and any corrective actions performed. MSR

Reports

Resource

i Provide a signed, dated and annotated test / inspection / repair status report to the SSC Site Authority within 24 hours. OSSR

ii Deficiencies must be reported to the SSC Authority by

telephone upon discovery, followed by email to both the SSC Site Authority and the SSC Technical Lead within 24hrs.

OSSR

Bi-Annually - Test / Inspection / Maintenance Resource Engine i Perform vibration test and analysis. MSR Annual - Test / Inspection / Maintenance Resource


Page 74 of 129

i Include all Monthly maintenance / check and inspection

activities. As per monthly maintenance schedule

Control Panel

Resource

i Clean the panel enclosure interior and exterior. MSR ii Inspect enclosure mounting and re-secure if necessary. MSR iii Inspect and tighten all fittings entering enclosure. MSR iv Check condition of cables or wires entering enclosure. MSR v Check all wiring connections. MSR vi Clean switch blades and contacts, replace defective parts. MSR vii Lubricate moving parts. MSR viii Inspect gauges and regulator calibration. MSR ix Test breakers for proper operation. MSR x Check for heat damage to connections. MSR

Engine

Resource

i The fuel oil in any storage tank (and day tank, if used) must be tested in accordance with CAN/CSA C282-05 Clause 11.5.5 (clear and bright test) and if the fuel oil fails the test, it must be: 1. A Qualified Person, as defined by this specification, must perform the maintenance of the fuel system associated with Emergency Electrical Power Supply System(s) 2. Annually the Contractor must test the Quality of the fuel as follows:

a. CAN/ CSA 282 - visual inspection of fuel (clear and bright test); b. Submit the fuel sample to a qualified laboratory certified to perform analysis on diesel fuel for contamination and fuel degradation. c. The Contractor must ensure that the laboratory selected meets with the approval of the Departmental Representative and is capable of analyzing the quality of the sample as per the requirements identified within ASTM Standard Specification for Diesel Fuel Oils. d. The Contractor must submit lab reports as per the requirements identified. Test results must indicate if the diesel fuel tested meets the ASTM standard specification as recommended by the engine manufacturer.

3. Depending on the combined results of the clear and bright test and the laboratory test results the Contractor must be

MSR


Page 75 of 129

available to supervise the stabilizing, filtering and fuel replacement at no cost to SSC. SSC must bear the actual filtering & fuel replacement costs and must be responsible for the disposal of old fuel. 4. Upon completion of any of the analysis identified within part 2(b) above, the Contractor must be responsible for re-submitting a new fuel sample for analysis. Results must be submitted to the SSC Site Authority. Notes: - The bottom(s) of the tank(s) must be also tested chemically for water. - The storage tank must be flushed to remove built-up sludge and impurities during item (a) or (b) above.

ii Change engine lubrication oil and filters. MSR iii Test strength of antifreeze. MSR iv Change fuel filters. MSR

v Inspect and clean exhaust system scrubbers (where applicable) MSR

vi Change the engine glycol coolant (every 5 to 6 years). The existing schedule will be provided by SSC. MSR

vii Test day tank float switches MSR

System Tests

Resource

i Perform cathodic protection system test of the underground fuel tanks. MSR

ii With the generator set operating at connected load, conduct

an infrared survey of all electrical connections to identify any high-resistance connections.

MSR

iii Perform a long duration test (minimum 2 hrs) with the

generator set operating with connected load. MSR and specialist, as required


Page 76 of 129

Appendix A to Annex A Contractor Response for Incident and Change Management

Incident Priorities & Contractor Responses This table describes the response requirements that the Contractor and Client will use to evaluate, identify and manage the priority level of incidents at the Data Centre site

Priority Description Initial Response Notification (To the Site Authority)

Incident Status Updates (To the Site Authority)

Post Incident Reports (To the Site Authority)

Change Request Priority

1A Critical

- Actual service-wide, critical service outage

- Incidents characterized by a service wide failure that renders the service unusable. Until service is restored, the Data Centre cannot operate.

- Immediately after discovery of the occurrence of the incident or within the call-out response time.

- Telephone and by email

- Every 30 minutes until resolved.

- Telephone

Within two (2) business days

after resolution.

Unplanned

1B Critical

- Imminent service-wide, critical service outage

- Incidents characterized by an imminent service-wide failure that will render the service unusable within the next 36 hours. Unless addressed immediately, a service outage will occur that will result in the Data Centre unable to operate

- Immediately after discovery of the imminent incident or within the callout response time.


- Every 30 minutes until resolved.

- Telephone Within two (2) business days

after resolution.

Unplanned


Page 77 of 129

2 High - Localized or non mission-critical service outage.

- Incidents characterized by a localized failure, a degradation of performance or redundancy. Until the incident is resolved, the Data Centre is at risk of a



- Every hour until resolved.

- Telephone

Within seven (7) calendar days after resolution.

Planned High

Incident Priorities & Contractor Responses This table describes the response requirements that the Contractor and Client will use to evaluate, identify and manage the priority level of incidents at the Data Centre site

Priority Description Initial Response Notification (To the Site Authority)

Incident Status Updates (To the Site Authority)

Post Incident Reports (To the Site Authority)

Change Request Priority

critical service outage.

3 Medium

- Incidents characterized by a failure to normal power supply.

- The Data Centre is relying on emergency power.

- A Data Centre zone is running on reduced CRAC capacity and would become high should another CRAC failure occur.



- Every 12 hours until resolved.

- Telephone Monthly Status Report

Planned Medium


Page 78 of 129

4 Low

- Non-outage requests, such as inability to use loading docks

- Incidents characterized by virtually no service impact.

- The Client can still operate.

- For incidents occurring during prime time: Within 4 hours after the occurrence of the incident

- For incidents occurring outside of prime time: Prior to 9AM the next regular prime time period.

- Daily until resolved.

- Telephone Monthly Status

Report Planned

Low

Change Request Management This table identifies the minimum requirements that the Contractor and Client will use to identify and manage changes at the Data Centre sites.

Priority Description Information Requirements Planning

Notifications (To the Site Authority)

Result Notifications (To the Site Authority)

1 Planned

High - A Planned change to fix an

actual or imminent problem which could affect the Data Centre.

- The Contractor must document the change in accordance with the agreed to change management system.

- 6 weeks prior to the planned change


- Within 3 calendar days after the planned change


2 Planned

Medium

- Planned change to fix actual or imminent problem which could affect a specific area or infrastructure component of the Data Centre.







Page 79 of 129

3 Planned

Low - Planned change for general

maintenance purposes. - No interruption of service.






Unplanned - A change or repair to address a Critical Priority incident to address an eminent or actual Data Centre outage


- Immediate upon discovery


- Within 1 calendar day after resolution of the incident.


Page 80 of 129

Appendix B to Annex A Air Conditioning Service Log

1.1 DATE REMARKS / REPAIRS


Page 81 of 129

AIR CONDITIONER MAINTENANCE CHECKLIST

JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

CLEANED

- Pre-Filters

- Filters - Drip Pan - Flush Drain - Coils - Humidifier

CHECKED - Belts

- Vibration - Controls - Contacts

- Amp Reading - Operation

LUBRICATION - Motors

- Shafts REPLACED

- Filters

- Belts - Pre-Filters

OTHER - Leak Test

- Visual - Oil

TECH. INITIALS


Page 82 of 129

Appendix C to Annex A Data Centre Equipment List

Item # Description Quantity Manufacturer Model # Serial # Location Unit

Name/# Install Date

Warranty Yes/No

(Length) Comments

DCSL First Floor Environmental Equipment - - - Warranty and Maintenance Information

1-1 CRAC- 15 TON 1 LIEBERT FH199AUBAM 221559-001 Zone B -

east wall #14 Sept 2003 No

1-2 CRAC- 15 TON 1 LIEBERT FH199AUB10 12367A Zone B -

west wall #15 Sept 2003 No

1-3 CRAC- 22 TON 1 LIEBERT FH290AUB00 106399 A Zone A / C #2 1985 No

roof condensers replaced - Sept 8, 2003

1-4 CRAC- 22 TON 1 LIEBERT FH290AUB00 109973 A Zone D

(east wall) #3 1986 No


1-5 CRAC- 22 TON 1 LIEBERT FH290AUB00 106399 B Zone D

(south wall) #4 1986 No


1-6 CRAC- 22 TON 1 LIEBERT FH290AUB00 106399 E Zone D / F

(south wall) #5 1985 No


1-7 CRAC- 22 TON 1 LIEBERT FH290AUB00 106399 C Zone F

(west wall) #6 1985 No roof condensers replaced -


Page 83 of 129

Sept 8, 2003

1-8 CRAC- 22 TON 1 LIEBERT FH290AUB10 117291 A Zone F / E

(west wall) #7 1986 No


1-9 CRAC- 22 TON 1 LIEBERT FH290AUB10 117291 B Zone E



1-10 CRAC- 22 TON 1 LIEBERT FH290AUB10 202092-001 Zone E



1-11 CRAC- 22 TON 1 LIEBERT FH290AUB00 106399 D Zone E / C

(north wall) #10 1985 No


1-12 CRAC- 22 TON 1 LIEBERT FH290AUB00 109973 B Zone C / D

(central) #11 1986 No


1-13 CRAC- 20 TON 1 LIEBERT FH245AB00 113965A Zone A

(east wall) # 1 1986 No


1-14 CRAC- 20 TON 1 LIEBERT UH245-B10 200831-001 UPS Room # 12 1990 No


1-15 CRAC- 20 TON 1 LIEBERT UH245-B10 200831-002 UPS Room # 13 1990 No

roof condensers replaced -


Page 84 of 129

Sept 8, 2003

1-16 CRAC- 20 TON 1 LIEBERT VH245A-BAE15496 C07H010194 UPS Room # 16 2008 No

1-17 A/C Unit- 2 TON 1 MAGICAIRE 24HBA

Ceiling of Staging Area

2003 No

1-18

Ceiling Mounted 10Kw Heater (Mdl. SHU1063CT)

1 STELPRO SHU1063CT Ceiling of Sync Trailer 2003 No

1-19

HVAC Wall Mount Unit (V Series, 2 TON AC, 5 Kw heater)

1 ULTRA-QUIET V36B06A3EPPH-NE

Mounted on East Wall in Trailer #4 (Sync Trailer)

2003 No

1-20 UPS Unit - 750 KVA / 670 KW

1 MGE E8TUPS EPS-8750 66.66 ND0941011024 UPS Room UPS-A Aug 2010 NO

1-21 UPS Unit - 750 KVA / 670 KW

1 MGE E8TUPS EPS-8750 66.66 ND0941011023 UPS Room UPS-B July 2010 NO

1-22

UPS Battery Cabinets - (40 / cabinet x 5 cabinets = 200 batteries per UPS) For UPS A & B

10 C & D Technologies UPS12-490MR various (x 400) Battery

Room UPS A &

B 2014 5 year warranty is pro-rated 5 years

1-23 UPS Unit - 225Kva / 203 Kw

1 MGE Galaxy 225Kva / 203 Kw various UPS Room UPS-C 2007 No

1-24 UPS Unit - 225Kva / 203 Kw

1 MGE Galaxy 225Kva / 203 Kw various UPS Room UPS-D 2007 No


Page 85 of 129

1-25

UPS Battery Cabinets - (40 / cabinet x 4 cabinets = 160 batteries - 80 per UPS) For UPS C & D

4 C & D Technologies Dynasty UPS 12-475 various (x 160)

UPS room For Galaxy UPS

2017/18 5 year

These are being replaced 2017/18 and warranty is pro-rated 5 years

1-26 Battery Room Exhaust Fans 2

Ceiling in Rm. 123 (Hardware Support room)

October 2003 No

1-27 Emergency Shower/Eye Wash Station

1 Bradley Corp. Battery room 1989 No

1-28

Diesel Generator - (1250 HP, V16, 1100 KVA, 1000 KW)

1 CUMMINS 1100.obFLB/3839F G9071K1752 Trailer 2 Generator compound

Gen 1 1990 No

1-29


1 CUMMINS type H0634K 02710/01 Trailer 3 Generator compound

Gen2 1990 No

1-30


1 CUMMINS DQKAB-7254522 J080214366 Gen 3 Container Gen 3 2010 No

1-31

Hybrid Diesel Particulate Filter (scrubbers)

1 CUMMINS N/A Attached to generator Gen1

Scubber #1 2008 No


Page 86 of 129

1-32

Hybrid Diesel Particulate Filter (scrubbers)

1 CUMMINS N/A Attached to generator Gen2

Scubber#2 2008 No

1-33

Diesel Generator Batteries (6 Blocks of 2 cells each for Gen#1)

6 Exide Exide 2DX29 various Trailer 2 Generator compound

Jan 12, 2005 No

1-34

Diesel Generator Batteries (6 Blocks of 2 cells each for Gen#2)

6 Exide Exide 2DX29 various Trailer 3 Generator compound

Jan 12, 2005 No

1-35

ATS - 1200A Automatic Transfer Switch

1 ASCO N/A Trailer 1 Generator compound

ATS #1 1989 No

1-36



ATS #1A 2010 No

1-37



ATS #2 1989 No

1-38



ATS #2A 2010 No

1-39


1 ASCO H7ADTB031200R5XE 551521-2 Main Electrical Room

ATS #3 2010 No

1-40



ATS #3A 2010 No


Page 87 of 129

1-41



ATS #4 2010 No

1-42



ATS #4A 2010 No

1-43



ATS #5 1989 No

1-44



ATS #5A 1989 No

1-45 Dual Bus Synchronizing Switchboard

1 CUMMINS / ONAN

PCC550 and 2 touch screen HP 27” computer

for monitoring and control of generators

Trailer 4 Generator compound

December

2014

No

1-46

Mimic Panel (Custom built display panel and wiring termination points)

1 Not available N/A N/A Trailer 1 generator compound

December 2004 No

1-47 Diesel Day Tank - 935 litres

1 DTE Industries 935 Litres N/A Trailer 2 Generator compound

DT-1 1990 No

1-48 Diesel Day Tank - 935 litres

1 DTE Industries 935 Litres N/A Trailer 3 Generator compound

DT-2 1990 No

1-49 Diesel Day Tank - 3,255 litres

1 DTE Industries 3,255 litres N/A Trailer 5 Generator compound

DT-3 2010 No

1-50

Underground Fuel Tank (22,500 litre, staged redundant pair, holds

1 CAE 22,500 Litres N/A

In ground North of generator compound

UST #1 1990 No


Page 88 of 129

45,000 litres total)

1-51

Underground Fuel Tank (22,500 litre, staged redundant pair, holds 45,000 litres total)

1 CAE 22,500 Litres N/A

In ground North of generator compound

UST #2 1990 No

1-52 Pumps and meters in Valve Shack

Various Veederroot Generator compound 1990 No

1-53 1000 kW Load Bank Unit

1 JP POWER

TECHNOLOGY INC.

Generator compound

Load Bank

Sept 16, 2003 No

1-54

Switch Gear and Distribution Sub Panels

Various Not available

Diesel compound / Main electrical room / UPS room

1985 to present No

1-54-1

Switch Gear and Distribution Sub Panels

Transformer T6 feeding panel in staging area, 4 transformers, 3 wall panels and cooling fan and fuel controls in

GC

No

As per single line diagram updated Oct 2011

1-55

PDU - 150 KVA Power Distribution Unit

1 Cyberex PDX532 54611-01-02 1st floor computer room

PDU-11 2015(used) No 2011 unit from DCH


Page 89 of 129

1-57


1 LIEBERT PPB075C 89974C 1st floor computer room

(new) PDU-27 (old PDU

13)

1986 No

1-58


1 LIEBERT PPB100C M09M090114 1st floor computer room

PDU-14 2015(used) No 2009 unit from DCH

1-59


1 LIEBERT PPB075C 89975B 1st floor computer room

PDU-15 1986 No

1-60

PDU - 150KVA Power Distribution Unit

1 Cyberex PDX532 54611-01-01 1st floor computer room

PDU-16 2015 No 2011 unit from DCH

1-61

PDU - 100KVA Power Distribution Unit

1 LIEBERT PPB100C M09M09113 1st floor computer room

PDU-17 2015 No 2009 unit from DCH

1-62


1 LIEBERT PPB075C 204229-1 1st floor computer room

PDU-21 2008 No Manufacture Date 04/1992

1-63



PDU-18 1986 No

1-65


1 LIEBERT PPB100C 109149A 1st floor computer room

PDU-20 1986 No


Page 90 of 129

1-66



PDU-22 1986 No

1-67


1 LIEBERT PPB100C 144895A 1st floor computer room

PDU-24 2010 (from DCH) No

Manufacture Date 08/1989

1-68


1 EATON PDU258125-001 ED145RXX01 1st floor computer room

PDU-25 2010 No

1-69



PDU-26 2010 No

1-70



new PDU-13 2010 No

1-70-1


1 Liebert EPB15C317MA M12E7U0004 1st floor computer room

PDU-28 2012 No

1-70-2



PDU-29 2012 No

1-70-2



PDU-30 2012 No


Page 91 of 129

1-71


1 CARLETON ELECTRIC

1st floor computer room

PDU-23 1986 No

1-72 Transformer - 30KVA 2 MARCUS

Main Electrical Room

2010 No



2010 No



2010 No

1-75

RDC Remote Distribution cabinets

1 EMERSON / LIEBERT RDC442SB15 653449-003

1st floor computer room - Zone C

RDC-1 2005 No

1-76

RDC Remote Distribution cabinets

1 EMERSON / LIEBERT RDC442SB15 D05M7M0014

1st floor computer room - Zone A

RDC-2 2005 No

1-80 Portable Fire Extinguishers 17 Not available

Throughout 1st floor and generator compound

Not available No

1-81 Exit Lights in Generator Compound


Exit Lights in Generator Compound

1985 to 2004 No


Page 92 of 129

1-82

Emergency Lighting (Small emergency battery units)


Emergency lighting in all 1st floor IOD areas including the generator compound

1985 to 2004 No

1-83

Fire Detection System (Fire Panel and associated PC, Smoke Detectors). Pre-action Sprinkler System

1

GEM (Fire Detection System),

SPRINKLER CO. (Pre-action

Sprinkler System)

1st floor computer room, UPS room, battery room, other rooms off north hallway, generator trailers

June 6, 2003 No

Covered under base building maintenance contract with Siemens/Standard Life/Profac

1-84

Computer Room Raised Floor(1010 sqM - 10,900 sq.ft.)

1 Not available 1st floor computer room

1986 No

1-85

Site Scan Web - Monitoring System

1 LIEBERT SD01CFAP0051 (server) 1-B-20 1996 No

1-86

Generator Compound Snow Clearing System (snow melting mas)

1 Not available

Generator compound at north side of building

2018 No

DC 2nd Floor Environmental Equipment - Warranty and Maintenance Information


Page 93 of 129

2-1 CRAC- 20 TON 1 ECOSAIRE UE66AZ56EHPSCGKWX 75479CC-1

2nd floor computer room

#1 July 2005 No



#2 July 2005 No



#3 July 2005 No



#4 July 2005 No

2-5 CRAC- 8 TON 1 ECOSAIRE UE28AZ56EHPSCGKWX 75479AA-1

2nd floor enterprise command centre

#7 July 2005 No

2-6 CRAC- 8 TON 1 ECOSAIRE UE28AZ56EHPSCGKWX 75479AA-2

2nd floor enterprise command centre

#8 July 2005 No

2-7 RDC 1 EMERSON / LIEBERT


P1-A July 2005 No



P1-B July 2005 No



P2-A July 2005 No



P2-B July 2005 No

2-11 SmartSwitch - 208V, 250A, 3PH

1 EMERSON / LIEBERT STC0250A11

2nd floor electrical room

P1-A/B July 2005 No

2-12 Transformer - 225 KVA 2 BEMAG INC. BC3225VC2


July 2005 No

2-13 Transformer - 75 KVA 1 BEMAG INC. BC3075208C2


July 2005 No


Page 94 of 129

2-14 Portable Fire Extinguishers 2 Not available Throughout

2nd floor Not available No

2-15 Emergency Lighting 13 THOMAS &

BETTS DC2160WH-MR16 Throughout 2nd floor July 2005 No

2-16

Fire Detection System (Fire Panel and associated PC, Smoke Detectors). Pre-action Sprinkler System

1

SIEMENS (Fire Detection

System), TYCO (Pre-action Sprinkler System)

2nd floor computer, electrical rooms and Enterprise Command Centre

July 2005 No

Covered under base building maintenance contract with Siemens / Standard Life / Profac

2-17

Computer Room Raised Floor (580 sqM - 6,250 sq.ft.)

1 Not available 2nd floor computer room

July 2005 No

2-19 Sump Pump 1 Zoeller Zoeller M57 Manhole #1 April 2017 No Replaced by Carleton Electric

2-20 Sump Pump 1 Zoeller Zoeller M57 Manhole #2 July 2018 No Replaced by Carleton Electric

2-21 Sump Pump 1 Zoeller Zoeller M57 Manhole #3 2010 No



Page 95 of 129


2-24 Sump Pump 1 Zoeller Zoeller M267 Drainage Chamber 2010 No


Page 96 of 129

Appendix D to Annex A Work Standards and Procedures

A-D.1 Description This procedure applies to all scheduled implementations and changes to the environment within an active Data Centre, either by a SSC staff member or an outside contractor. All outside contractors must conform to regulatory licensing requirements.

SSC staff bringing in a contractor must ensure that the contractor knows as much of this procedure as required.

A-D.1.1 Performed By • SSC DC Environmental Services (SSC-DCES) staff

• External Contractors, Support Technicians

• Operational Support staff

A-D.1.2 Before Any Work is Started All work in the Data Centre must be pre-approved by the SSC site Authority. The SSC site Authority will also be responsible to ensure a change record is created, if required, and formally approved.

The work standards and procedures must be followed for any work performed in the Data Centre. If the services of an outside contractor are required, this procedure must be attached to the contract.

A-D.1.3 Change Process For work that may directly or indirectly affect computing operations, every activity must have an associated change record. The SSC Site Authority is responsible for determining when a change record is required. The change record may be prepared by SSC-DCES staff or by the SSC partner requiring the work to be done.

a) The change record summarizes the work to be done, expected work duration, planned time and date, and potential downtime risks that may occur.

b) The change record contains a back-out paragraph, which explains what will happen if unexpected results occur and how original conditions can be restored.

c) The change record must specify the impact assessments, clearly specifying the risks that may occur when implementing the change.

d) After the work is complete, the SSC site authority will update and close the change record.

e) The Enterprise Command Centre (ECC) must be notified by phone at 613-954-9816 before any work is started, and immediately after the work is finished

A-D.1.4 While the work is in progress All work must be performed to SSC standard, as defined in this procedure. The SSC Site Authority or designate will ensure that these standards are followed.


Page 97 of 129

A-D.1.5 After the work is complete After the work has been completed and verified, the SSC site authority will update and close the change record.

A-D.2 Data Centre Work Standards and Procedures These Data Centre Work Standards and Procedures must be followed for all work and installations in the Data Centre in order to maintain a safe, clean and secure working environment and to minimize service disruption.

This document will be used as an attachment to action requests, contracts and service agreements to inform contractors of SSC work standards. It will also be handed out to SSC staff and any other individuals working in the Data Centre.

A-D.2.1 Contents

D.2.1.1 Starting a project/ Deliveries / Shipments and Dock Protocols

D.2.1.2 General Work Rules D.2.1.3 Safety D.2.1.4 Hazardous and Toxic Materials D.2.1.5 Cleanliness of Work Area D.2.1.6 Working in a Raised Floor Area D.2.1.7 Fire Detection and Suppression Systems D.2.1.8 Building Security

.1 Access .2 Keys/Access cards

D.2.1.9 Critical Power .1 Hot Work, Lock-Out and Tag –Out Procedures .2 Emergency Power Off (EPO)

A-D.2.1.1 Starting a project/ Deliveries / Shipments and Dock Protocols a) All work, other than routine facility operations identified in the change record, will be

requested and authorized by an Action Request from Data Centre Facilities and coordinated through the SSC Site Authority.

b) All work affecting or potentially affecting uptime will be scheduled by the SSC Site Authority or designate through a Change Control process.

c) SSC Site Authority must approve any deviation from the approved scope of work prior to execution of work. Changes affecting safety or risk will be re-scheduled through Facilities and/or SSC-DCES staff.


Page 98 of 129

d) All work will take place at a time designated by SSC. Vendors, contractors and non IOD staff must announce their arrival to the SSC Site Authority, and must obtain approval to proceed with planned work.

e) The SSC Site Authority must be aware of all work being performed.

f) Use of the loading dock including storage arrangements will need to be pre-arranged with the SSC Site Authority before a project is started.

g) All work will have to be completed to the satisfaction of the SSC Site Authority or designate.

A-D.2.1.2 General Work Rules a) No food, drink, or smoking is allowed within the Data Centre electrical or mechanical rooms.

Food and drink are permitted only in designated spaces, including the cafeteria and snack machine areas

b) Clean and dry footwear must be worn at all times.

c) Use of cell phones, radios, iPods and similar devices is not permitted in the Data Centre unless exclusive approval is granted by SSC Site Authority.

d) Some electrical outlets in the Data Centre should not be used for power tools. Contact the SSC Site Authority to determine which outlets to use.

A-D.2.1.3 Safety a) Be sure you thoroughly understand what you are going to do before you proceed. You may

not have a second chance to correct a mistake.

b) When in doubt, ask!

c) Use safety cones, barricades, caution tape, or other safety equipment to guide you and staff around hazardous areas.

d) Do not set items on top of equipment or block access to any aisles, doors, Power Distribution Units, HVAC systems, or electrical panels.

e) If working under the sub floor, replace all floor tiles at the end of each day or after work is completed within the designated area.

f) Ensure that the job site is safe at the end of the day, before you leave.

A-D.2.1.4 Hazardous and Toxic Materials a) Keep the amount of paint, solvents, adhesives, or any other flammable materials stored on

the site, to a minimum. The SSC Site Authority agent must be aware of the hazardous materials being used and where they are being stored.

b) Occupational Safety and Health Administration (OSHA) standards must be strictly adhered to for all hazardous or toxic materials. Immediately notify the SSC Site Authority agent of any contamination.

c) Ensure that all hazardous wastes are disposed of according to Environment Canada (http://www.ec.gc.ca/) standards.

d) Contractors must provide a Material Safety Data Sheet (MSDS) for any hazardous material being brought into the facility. The MSDS will be given to the SSC Site Authority agent.

e) Other documents may be required depending upon the work to be performed.


Page 99 of 129

A-D.2.1.5 Cleanliness of Work Area a) Clean all areas where work is being performed, of tools, equipment, trash and debris at the

end of each shift.

b) Store tools and equipment as directed.

c) Pipe cutting, pipe threading, cement cutting or other drilling within the Data Centre electrical or mechanical rooms, are only permitted with authorization from the SSC Site Authority agent, and resulting contamination must be properly contained.

d) Dry all spills. Be sure to handle chemical spills appropriately, to (http://www.hc-sc.gc.ca/) standards.

e) Clean all work areas as required, using a HEPA filter vacuum. To limit the amount of airborne particles, all vacuums used must have a HEPA discharge filter capable of limiting discharged particles to 0.3 microns.

f) Broom sweeping and unfiltered Shop vacs are prohibited, since they can create large quantities of air borne contamination, which can damage computer equipment or trigger the fire detection system.

g) If damp mopping is required, use clear water only, with an absolute minimum amount used.

h) All packing material must be removed from computer equipment/components in the specified staging areas before being moved onto the active raised floor.

i) Nothing shall be stored in the Data Centre except when approved by the SSC Site Authority.

j) When the work is complete, tools and materials must be removed, and any log reports or documentation must be provided to the SSC Site Authority.

A-D.2.1.6 Working in a Raised Floor Area a) To maintain static pressure and structural stability of the raised floor, remove a minimal

number of floor tiles (to a maximum of six (6) tiles at any one time in any one area. Close open tiles as soon as possible, no later than the end of each day.

b) Use safety cones, barricades, caution tape, or other safety equipment or devices to direct people away from hazardous areas, especially when a floor tile is removed and the under floor area is open with the potential for someone to fall.

c) Cut-outs in floor tiles must be protected with permanent metal trim strips to prevent cables from rubbing against raw or rough metal edges and to act as a fire stop on wooden core tiles.

d) Replace all previously cut floor tiles no longer in use with full tiles to prevent loss of static pressure and to increase the efficiency of the cooling system.

e) Do not re-position the location of perforated floor tiles.

f) Care must be taken when removing floor and ceiling tiles, and when working around cabling, smoke detectors, sprinkler heads, leak detection systems, and other sub-floor devices and equipment.

g) When installing cables, take care to ensure that existing cables under the floor are not disturbed.

h) Identify, and carefully manage, any physical changes or penetrations affecting the flow of leaking water. Seal penetrations between floors that might allow water to leak through to the floor below. Notify the SSC Site Authority immediately of any leak.


Page 100 of 129

A-D.2.1.7 Fire Detection and Suppression Systems a) The SSC Data Centre has fire detection and suppression systems. Paper copies of the fire

and safety procedures are provided to all contractors and staff as required.

b) The SSC Site Authority must be advised of any welding taking place so that the fire detection system can be disabled (minimum of 5 days for non-emergency and a minimum of 30 minutes for emergency repairs).

c) Permanently fire-stop all holes or cable openings in firewalls or fire barriers upon job completion. Temporarily fire-stop them at the end of each workday. Make sure all fire stopping materials and their applications have been pre-approved by the SSC Site Authority.

A-D.2.1.8 Building Security Building security protects the information and physical assets of the agency. Security is staffed 24 hours a day. They are the first line of defence in assuring the safety of all building occupants. Additional procedures on security and access will be provided as needed.

A-D.2.1.8.1 Access:

a) Only individuals listed and approved by the SSC-Site Authority or designate will be granted access to the Data Centre. Including power equipment rooms. This list will be kept by the Security staff and will be subject to strict enforcement.

b) An Authorization for Data Centre Access Form must be completed for all contractors and non SSC Data Centre Facilities support personnel working in the Data Centre.

c) Contractor personnel without pre-approved access must display a Temporary Security Badge at all times. Badge must be returned to the Security Desk daily.

d) Normal core hours are those hours between 07:30 and 16:00 from Monday to Friday.

e) For access outside of regular (Core) business hours SSC Data Centre Facilities support personnel must provide an escort to Contractors working in the Data Centre.

f) The Security Desk must be notified before moving large equipment in or out or within the Data Centre so open doors and door alarms may be managed.

g) Carry-out permits must be completed and signed by SSC Data Centre Facilities support personnel for any package or equipment leaving the Data Centre facilities.

A-D.2.1.8.2 Keys/Access Cards

a) Contact the SSC Data Centre Facilities support personnel to access any secured areas such as the roof, equipment rooms or storerooms. Access to base building areas will require coordination and approval by the Base Building Manager.

b) Keys and key rings never leave the building. Keys are kept at the designated Security Desk, by authorized SSC Data Centre Facilities support personnel.


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A-D.2.1.9 Critical Power Access to all critical power components is restricted. Access can be gained from the SSC Site Authority and in some instances may also require the Base Building Manager.

A-D.2.1.9.1 Hot Work, Lock-Out and Tag-Out Procedures

a) Inform the SSC Site Authority of any component to be locked out.

b) Do not remove any power to any piece of equipment without first informing and receiving clearance from the SSC Site Authority.

A-D.2.1.9.2 Emergency Power Off (EPO)

Data Centre does not have any EPO capability.


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Appendix E to Annex A

To be provided upon Contract Award


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ANNEX B

BASIS OF PAYMENT

(to be completed at Contract Award) TABLE 1 – Monthly Maintenance - Initial Contract Period Initial Deliverable Description Firm Price Months Extended Price Monthly Cost of Maintenance Services

$ 24 $

HST (13%): $

Total: $

For Table 2, the Contractor shall be paid firm hourly regular, premium and overtime labour charge-out rates in Canadian funds, GST or HST extra as applicable, for each trade group listed below. The charge-out rate is the cost per hour for labour for hourly based Task Authorization (pass-through) services that may be required by SSC. The rates below shall not include the Contractor’s mark-up fees:

Regular time is defined as weekdays between 07:30 and 16:00 Overtime is defined as Evenings before 07:30 and after 16:00 and Saturdays Premium is defined as Sundays and Federal Government of Canada Statutory Holidays

TABLE 2 Professional Services – Labour Rate Table – Initial Contract Period Trade Group

Hourly Rates Minimum Hours

Charged per call

Regular Overtime Premium

Electrician 4

Junior / apprentice Electrician

4

Licensed Refrigeration Mechanic

4

Junior / apprentice Refrigeration Mechanic

4


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Electrical Engineer

4

TABLE 3 – Monthly Maintenance – Option Year 1 Initial Deliverable Description Firm Price Months Extended Price Monthly Cost of Maintenance Services

$ 12 $

HST (13%): $

Total: $

TABLE 4 Professional Services – Labour Rate Table – Option Year 1 Trade Group


Charged per call


Electrician 4


4


4


4

Electrical Engineer

4


$ 12 $

HST (13%): $

Total: $


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Charged per call


Electrician 4


4


4


4

Electrical Engineer

4


$ 12 $

HST (13%): $

Total: $



Charged per call


Electrician 4


4


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4


4

Electrical Engineer

4

The rates below are the firm mark-up fee percentages for acquiring Task Authorization (pass-through) services:

Table 9 Task Authorization (Pass-Through Costs) - Mark-up Fee Table

Item Firm Percentage Mark-up Labour 3 % Equipment (new and used) 3 % Parts and Material 3 %


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ANNEX C

SECURITY REQUIREMENTS CHECK LIST


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Page 109 of 129


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ANNEX D FEDERAL CONTRACTORS PROGRAM FOR EMPLOYMENT EQUITY - CERTIFICATION

I, the Bidder, by submitting the present information to the Contracting Authority, certify that the information provided is true as of the date indicated below. The certifications provided to Canada are subject to verification at all times. I understand that Canada will declare a bid non-responsive, or will declare a contractor in default, if a certification is found to be untrue, whether during the bid evaluation period or during the contract period. Canada will have the right to ask for additional information to verify the Bidder's certifications. Failure to comply with such request by Canada will also render the bid non-responsive or will constitute a default under the Contract. For further information on the Federal Contractors Program for Employment Equity visit HRSDC-Labour’s website. Date:___________(YYYY/MM/DD) (If left blank, the date will be deemed to be the bid solicitation closing date.) Complete both A and B. A. Check only one of the following: ( ) A1. The Bidder certifies having no work force in Canada. ( ) A2. The Bidder certifies being a public sector employer. ( ) A3. The Bidder certifies being a federally regulated employer being subject to the Employment

Equity Act. ( ) A4. The Bidder certifies having a combined work force in Canada of less than 100 employees

(combined work force includes: permanent full-time, permanent part-time and temporary employees [temporary employees only includes those who have worked 12 weeks or more during a calendar year and who are not full-time students]).

A5. The Bidder has a combined workforce in Canada of 100 or more employees; and

( ) A5.1. The Bidder certifies already having a valid and current Agreement to Implement Employment Equity (AIEE) in place with HRSDC-Labour.

OR ( ) A5.2. The Bidder certifies having submitted the Agreement to Implement Employment Equity

(LAB1168) to HRSDC-Labour. As this is a condition to contract award, proceed to completing the form Agreement to Implement Employment Equity (LAB1168), duly signing it, and transmit it to HRSDC-Labour.

B. Check only one of the following: ( ) B1. The Bidder is not a Joint Venture. OR ( ) B2. The Bidder is a Joint venture and each member of the Joint Venture must provide the

Contracting Authority with a completed annex Federal Contractors Program for Employment Equity - Certification. (Refer to the Joint Venture section of the Standard Instructions)

http://www.labour.gc.ca/eng/standards_equity/eq/emp/fcp/index.shtml

http://www.hrsdc.gc.ca/eng/labour/employment_standards/regulated.shtml

http://laws-lois.justice.gc.ca/eng/acts/E-5.401/

http://laws-lois.justice.gc.ca/eng/acts/E-5.401/

http://www.servicecanada.gc.ca/cgi-bin/search/eforms/index.cgi?app=prfl&frm=lab1168&ln=eng





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Annex E – Task Authorization Template

Solicitation No. - N° de l'invitation Amd. No. - N° de la modif. Buyer ID - Id de l'acheteurPW-19-00889149 Client Ref. No. - N° de réf. du client File No. - N° du dossier CCC No./N° CCC - FMS No./N° VME8325 R000044734

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Attachment 1 Bid Submission Form

BID SUBMISSION FORM

Bidder’s full legal name [Note to Bidders: Bidders who are part of a corporate group should take care to identify the correct corporation as the Bidder.]

Authorized Representative of Bidder for evaluation purposes (e.g., clarifications)

Name

Title Address Telephone # Fax # Email Bidder’s Procurement Business Number (PBN) [see the Standard Instructions 2003] [Note to Bidders: Please ensure that the PBN you provide matches the legal name under which you have submitted your bid. If it does not, the Bidder will be determined based on the legal name provided, not based on the PBN, and the Bidder will be required to submit the PBN that matches the legal name of the Bidder.]

Jurisdiction of Contract: Province in Canada the bidder wishes to be the legal jurisdiction applicable to any resulting contract (if other than as specified in solicitation)

Former Public Servants See the Article in Part 2 of the bid solicitation entitled Former Public Servant Certification for a definition of “Former Public Servant”.

Is the Bidder a FPS in receipt of a pension as defined in the bid solicitation? Yes ____ No ____

If yes, provide the information required by the Article in Part 2 entitled “Former Public Servant Certification” Is the Bidder a FPS who received a lump sum payment under the terms of the work force adjustment directive?

Yes ____ No ____

If yes, provide the information required by the Article in Part 2 entitled “Former Public Servant Certification”

Canadian Content Certification As described in the solicitation, bids with at least 80% Canadian content are being given a preference. [For the definition of Canadian goods and services, consult the PWGSC SACC clause A3050T]

On behalf of the bidder, by signing below, I confirm that [check the box that applies]: At least 80 percent of the bid price consists of Canadian goods and services (as defined in the solicitation)

Less than 80 percent of the bid price consists of Canadian goods and services (as defined in the solicitation)


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Number of FTEs [Bidders are requested to indicate, the total number of full-time-equivalent positions that would be created and maintained by the bidder if it were awarded the Contract. This information is for information purposes only and will not be evaluated.]

Security Clearance Level of Bidder [include both the level and the date it was granted] [Note to Bidders: Please ensure that the security clearance matches the legal name of the Bidder. If it does not, the security clearance is not valid for the Bidder.]

On behalf of the Bidder, by signing below, I confirm that I have read the entire bid solicitation including the documents incorporated by reference into the bid solicitation and I certify that: 1. The Bidder considers itself and its products able to meet all the mandatory requirements described in the bid

solicitation; 2. This bid is valid for the period requested in the bid solicitation; 3. All the information provided in the bid is complete, true and accurate; and 4. If the Bidder is awarded a contract, it will accept all the terms and conditions set out in the resulting contract

clauses included in the bid solicitation. Signature of Authorized Representative of Bidder


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Attachment 2 Substantiation of Technical Compliance Form

1. Mandatory Technical Criteria The bid must meet the mandatory technical criteria specified below. The Bidder must provide the necessary documentation to support compliance with this requirement. Any bid which fails to meet the mandatory technical criteria will be declared non-responsive. Each of the mandatory technical criterion should be addressed separately.

Mandatory Technical Criteria (MT) For the purpose of the mandatory technical criteria below, the experience of the Bidder, its employees and subcontractors will be considered.

Item

Mandatory Technical criteria

Met / Not Met

Cross Reference to Proposal

(please demonstrate experience in this column)

MT1 Corporate Experience – Project (s)

The Bidder must demonstrate 10 years of cumulative corporate experience in providing environmental systems infrastructure maintenance and support of Environmental Equipment in a data centre environment including:

Air Conditioning Equipment; Uninterruptable Power Supply (UPS) Systems; (1) Power Distribution Unit Systems; (2) Other Distribution Systems; Generator Systems; and Underground Storage Tank fuel system.

(1) (The Power Distribution Systems are considered to

begin at the point where the Data Centre load (i.e., IT and the IT Mechanical loads) splits from the base building power. The typical components of the Power Distribution Systems include: transformers, power distribution panels and their breakers and the cabling between these.)

(2) (Other equipment within the power distribution circuits

include Automatic Transfer Switches (ATS), Static Transfer Switches (STS), Air Circuit Breakers and Switchboards).

The bidder should provide complete project details including but not limited to: - Name & description of client

organization - Name, phone, and email

address of client reference - Scope, objectives

- Description of the roles & responsibilities of the Bidder or the Bidder’s proposed resources in the project, process, or initiative

- Project start and end dates (month/year to month/year). In the case where the timelines of two or more projects overlap, the duration of time common to each project will not be counted more than once

Canada reserves the right to request and contact Client references to validate information in the proposal.

MT2 The Bidder must demonstrate that they can provide a “live person” support call centre. Service must be available 24/7/365 days per year and offered in both official languages.

The bidder should provide complete project details including but not limited to: - Name & description of client

organization


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- Name, phone, and email address of client reference

- Scope, objectives




MT3 Bidder’s Proposed Team :

The Bidder must propose one (1) “On-site Service Representative (OSSR)” to provide direct services as per Annex A - Statement of Work. The Bidder must also propose one (1) Back-up Service Representative to replace the designated OSSR by providing support services as per Annex A - Statement of Work.

1. The OSSR and Back-up Service Representative must each hold a valid Public Services and Procurement Canada (PSPC) Security Clearance of Level II – Secret at bid closing.

2. The OSSR and the Back-up Service Representative must each hold a current Environmental Awareness Certificate at bid closing.

3. The On-site Service Representative and the Back-up Service Representative must each hold one of the following Ontario Licence and/or certifications: Electrician – Construction & Maintenance -

309A Electrician License. Refrigeration Air Conditioning Mechanic -

HVAC certification. Stationary Engineer – TSSA certification.

The Bidder should include photocopies of certificates. If not provided with the bid, Bidders must provide them upon request and in the timeframe stated by the Contracting Authority. Canada reserves the right to request and contact Client references to validate information in the proposal.


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2. Point Rated Technical Criteria Bids which meet all the mandatory technical criteria will be evaluated and scored as specified in the tables inserted below. Bids which fail to obtain the required minimum number of points specified for the Bidder and the Bidder’s

proposed resources will be declared non-responsive. Each point rated technical criterion should be addressed separately.

Point Rated Technical Criteria - RT For the purpose of the point rated technical criteria specified below the experience of the Bidder and its employees and sub-contractors will be considered. Item# Point Rated Technical Criterion Rating Score Cross Reference to Proposal RT1 Corporate Experience - One (1)

Project

Using one (1) project submitted in MT1, the Bidder should demonstrate corporate experience for each of the following four (4) factors:

a) Contract would have been completed within the last 5 years of bid closing;

b) Contract value would have been valued at $1 Million;

c) Contract would have

provided mission critical data centre support in excess of 99% up-time; and

d) Contract was for a data centre environment of 750kWh or greater.

RT1: 20 points will be awarded for an acceptable demonstration of the requested experience in each of a), b), c) and d), up to 80 points total.

80 The bidder should provide complete project details including but not limited to: - Name & description of client






RT2 The Bidder should demonstrate corporate experience as per requirements outlined in Annex A - Statement of Work in the management, and maintenance of environmental infrastructure in a Data Centre in support of:

Air Conditioning Equipment

RT2: 3 points will be awarded for every year of demonstrated “Air Conditioning (AC)” infrastructure maintenance and support experience up to 30 points total.




- Description of the roles & responsibilities of the Bidder


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or the Bidder’s proposed resources in the project, process, or initiative




Uninterruptable Power Supply (UPS) Systems

RT3: 3 points will be awarded for every year of demonstrated “Uninterruptable Power Supply (UPS) systems” Infrastructure maintenance and support experience up to 30 points total.








Power Distribution Unit Systems

RT4: 3 points will be awarded for every year of demonstrated “Power Distribution Unit (PDU) systems” infrastructure maintenance and support experience up to 30 points total.




- Description of the roles & responsibilities of the Bidder or the Bidder’s proposed


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(Power Distribution Systems are considered to begin at the point where the Data Centre load (i.e., IT and the IT Mechanical loads) splits from the base building power. The typical components of the Power Distribution Systems include: transformers, power distribution panels and their breakers and the cabling between these.)

resources in the project, process, or initiative




Other Distribution Systems

(Other equipment within the power distribution circuits includes Automatic Transfer Switches (ATS), Static Transfer Switches (STS), Air Circuit Breakers and Switchboards).

RT5: 3 points will be awarded for every year of demonstrated “Other Distribution systems” infrastructure maintenance and support experience up to 30 points total.








Generator Systems

RT6: 3 points will be awarded for every year of demonstrated “Generator systems” infrastructure maintenance and support experience up to 30 points total.




- Description of the roles & responsibilities of the Bidder or the Bidder’s proposed


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resources in the project, process, or initiative




Underground Storage Tank fuel systems

RT7: 3 points will be awarded for every year of demonstrated “Underground Storage Tank fuel system” infrastructure maintenance and support experience up to 30 points total.







RT1 to RT7 Maximum score possible: 260 RT1 to RT7 Minimum passing score: 180

Score: ___ / 260

RT8 The Bidder should demonstrate that the proposed OSSR has experience as per requirements outlined in Annex A - Statement of Work in managing environmental infrastructure including: Monitoring; Inspection;

RT8: Points will be awarded for each acceptable demonstration of the requested experience: 20 points will be awarded for every





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the provision of preventative and remedial maintenance; and

support of a mission critical Data Centre that required 24/7/365 maintenance support, in excess of 99% up-time.

year up to a maximum of 10 years of demonstrated experience up to 200 points total.




RT9 The Bidder should demonstrate that the proposed OSSR has experience as per requirements outlined in Annex A - Statement of Work in an environment comprised of the following critical infrastructure: A. Air conditioning;

B. Data centre monitoring

systems; C. Power Distribution Unit (PDU)

Systems; D. Uninterruptable Power Supply

(UPS) Systems; E. Back-up generator systems; F. High voltage electrical

distribution; G. Automatic transfer switches; H. Remote distribution cabinets; I. Raised floors; J. Generator Systems; and K. Underground Storage Tank fuel

systems

RT9: 10 points will be awarded for acceptable demonstration of each of the 11 critical infrastructure criteria (A to K) up to 110 points total.







RT10 The Bidder should demonstrate that the proposed OSSR has performed the following tasks related to the

RT10: 10 Points will be awarded for each

110 The bidder should provide complete project details including but not limited to:


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environmental infrastructure maintenance and support:

1. Daily checks and inspections of data centre environmental facilities.

2. Ensuring there is an adequate supply of diesel fuel to sustain operations, as directed by the Site Authority.

3. Ensuring that all storage tank systems and air conditioner systems meet the requirements of all applicable Federal regulations (this may include, but is not limited to, equipment identification, leak detection, inventory control, and incident reporting requirements); Regular checks and inspections of computer room power distribution units and air conditioners.

4. Load testing of the entire critical power systems.

5. Monitoring the environments.

6. Regular checks and inspections of the raised floor.

7. Addressing and reporting any deviation from the normal state of operations of the environment.

8. Load testing of the diesel generator plants and associated switching.

9. Issuing identification and recommendations for environmental improvements/efficiencies to the Site Authority on a proactive basis.

10. Development of a Master Maintenance Schedule which is a high level schedule that provides a brief description along with date, time and the associated risk for the activity to be undertaken.

11. Provision of written reports as required in support of Incident,

acceptable demonstration of the requested experience (1 to 11) up to 110 points total.

Meets 1 of 11

elements – 10 points

Meets 2 of 11


Meets 3 of 11 elements – 30 points



Meets 6 of 11






Meets all elements – 110 points

- Name & description of client







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Problem and Change Management.

RT11 The Bidder should demonstrate that

the proposed Back-up Service Representative has experience as per requirements outlined in Annex A - Statement of Work in managing environmental infrastructure including: monitoring, inspection, the provision of preventative and

remedial maintenance, and support of a mission critical Data

Centre that required 24/7/365 maintenance support, in excess of 99% up-time.

RT11: Points will be awarded for each acceptable demonstration of the requested experience: 20 points will be awarded for every year up to a maximum of 10 years of demonstrated experience up to 200 points total.







RT12 The Bidder should demonstrate that the Back-up Service Representative should demonstrate experience as per requirements outlined in Annex A - Statement of Work in an environment comprised of the following critical infrastructure: A. Air conditioning;

B. Data centre monitoring

systems; C. Power Distribution Unit (PDU)

Systems; D. Uninterruptable Power Supply

(UPS) Systems; E. Back-up generator systems; F. High voltage electrical

distribution; G. Automatic transfer switches;

RT12: 10 points will be awarded for acceptable demonstration of each of the 11 critical infrastructure criteria (A to K) up to 110 points total.






Canada reserves the right to request and contact Client


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H. Remote distribution cabinets; I. Raised floors; J. Generator Systems; and K. Underground Storage Tank fuel

systems

references to validate information in the proposal.

RT13 The Bidder should demonstrate that the Back-up Service Representative has performed the following tasks related to the environmental infrastructure maintenance:

1. Daily checks and inspections of data centre environmental facilities.

2. Ensuring there is an adequate supply of diesel fuel to sustain operations, as directed by the Site Authority.

3. Ensuring that all storage tank systems and air conditioner systems meet the requirements of all applicable Federal regulations (this may include, but is not limited to, equipment identification, leak detection, inventory control, and incident reporting requirements); Regular checks and inspections of computer room power distribution units and air conditioners.

4. Load testing of the entire critical power systems.

5. Monitoring the environments.

6. Regular checks and inspections of the raised floor.

7. Addressing and reporting any deviation from the normal state of operations of the environment.

8. Load testing of the diesel generator plants and associated switching.

9. Issuing identification and recommendations for environmental improvements/efficiencies to the

RT13: 10 Points will be awarded for each acceptable demonstration of the requested experience (1 to 11).


Meets 2 of 11





Meets 6 of 11












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Site Authority on a proactive basis.

10. Development of a Master Maintenance Schedule which is a high level schedule that provides a brief description along with date, time and the associated risk for the activity to be undertaken.

11. Provision of written reports as required in support of Incident, Problem and Change Management.


Meets all elements – 110 points

RT8 to RT13 Maximum score possible: 840 RT8 to RT13 Minimum passing score: 585

Score: ___ / 840

TOTAL POINT RATED CRITERIA RT1 TO RT13 Score: ___ / 1,100


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Attachment 3 Financial Bid Presentation Sheet

Table 1 – Monthly Maintenance – Initial Contract Period Deliverable Description Firm Price Monthly Cost of Maintenance Services – Initial Contract Period (24/365 coverage as per Deliverable 1, excluding Task Authorizations.)

$

Total (FT1): $

Table 2 – Professional Services – Labour Rate Table – Initial Contract Period Trade Group


Charged per call

(E)

Totals (D x E)

Regular (A)

Overtime (B)

Premium (C)

Sub-Total (D)

(A+B+C)

Electrician $ $ $ $ 4 $


$ $ $ $ 4 $


$ $ $ $ 4 $


$ $ $ $ 4 $

Electrical Engineer

$ $ $ $ 4 $

Total (FT2): $

Table 3 – Financial Bid Sub-Total – Initial Contract Period Total (FT1): $ Total (FT2): $

FINANCIAL BID – INITIAL CONTRACT PERIOD (FB1):

$


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Table 4 – Monthly Maintenance – Option Year 1 Deliverable Description Firm Price Monthly Cost of Maintenance Services – Option Year 1 (24/365 coverage as per Deliverable 1, excluding Task Authorizations.)

$

Total (FT3): $

Table 5 – Professional Services – Labour Rate Table – Option Year 1 Trade Group


Charged per call

(E)

Totals (D x E)

Regular (A)

Overtime (B)

Premium (C)

Sub-Total (D)

(A+B+C)



$ $ $ $ 4 $


$ $ $ $ 4 $


$ $ $ $ 4 $

Electrical Engineer

$ $ $ $ 4 $

Total (FT4): $


$

Total (FT5): $


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Charged per call

(E)

Totals (D x E)

Regular (A)

Overtime (B)

Premium (C)

Sub-Total (D)

(A+B+C)



$ $ $ $ 4 $


$ $ $ $ 4 $


$ $ $ $ 4 $

Electrical Engineer

$ $ $ $ 4 $

Total (FT6): $


$

Total (FT7): $



Charged per call

(E)

Totals (D x E)

Regular (A)

Overtime (B)

Premium (C)

Sub-Total (D)

(A+B+C)



$ $ $ $ 4 $


$ $ $ $ 4 $


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$ $ $ $ 4 $

Electrical Engineer

$ $ $ $ 4 $

Total (FT8): $

Table 10 – Financial Bid Sub-Total – Option Years Total (FT3): $ Total (FT4): $ Total (FT5): $ Total (FT6): $ Total (FT7): $ Total (FT8): $

FINANCIAL BID – OPTION YEARS (FB2):

$

Table 11 – Financial Bid Total FB1 (Table 3 Total) x 0.7 = $ FB2 (Table 10 Total) x 0.3 = $

TOTAL EVALUATED PRICE:

$

Firm prices provided for the Initial period will be weighted at 70% of the financial evaluation score. (FB1 X 0.7) Firm prices for the three Option years will be weighted at 30% of the Financial Evaluation score. (FB2 X 0.3)