Systems Furniture Refurbishment for Agriculture and Agri-Food Canada (AAFC) for the National Headquarters complex located in Ottawa, Ontario, Canada

ADVANCE CONTRACT AWARD NOTICE

AGRICULTURE AND AGRI-FOOD CANADA – No. 01B68-22-0053

The Department of Agriculture and Agri-Food Canada (AAFC) has a requirement for Systems Furniture Refurbishment for the National Headquarters Complex. The purpose of this Advance Contract Award Notice (ACAN) is to signal the government's intention to award a contract for these services to:

Burovision Ottawa Inc.

183 Colonnade Road

Nepean, ON

K2E 7J4

Before awarding the contract, however, the government would like to provide other suppliers with the opportunity to demonstrate that they are capable of satisfying the requirements set out in this Notice, by submitting a statement of capabilities during the 15 calendar day posting period.

If other potential suppliers submit a statement of capabilities during the 15 calendar day posting period that meet the requirements set out in the ACAN, the government will proceed to a full tendering process on either the government's electronic tendering service or through traditional means, in order to award the contract.

If no other supplier submits, on or before the closing date, a statement of capabilities meeting the requirements set out in the ACAN, the contract will be awarded to the pre-selected supplier, as referenced above.

Project Title:

Systems Furniture Refurbishment for Agriculture and Agri-Food Canada (AAFC) for the National Headquarters complex located in Ottawa, Ontario, Canada

Background:

Meeting Public Service and Procurement Canada (PSPC) workplace standards, which are intended to renew outdated office space and to rebrand government as a modern place to work.

These work space standards have resulted in changes to the standards for systems furniture. For example, workstation sizes and panel heights have been decreased. For this project AAFC will be using 39” (991mm for panel height).

Agriculture and Agri-Food Canada has made a decision to re-use existing systems furniture as they incorporate elements of the new unassigned / hybrid workplace into their Headquarters Complex on Baseline Road (at Merivale Road), Ottawa, Ontario. This decision has significant positive environmental and financial impacts.

Objective:

The Department currently has a requirement to fit-up the floors into the new unassigned / hybrid workplace model. This statement of Work describes the requirements for refurbishing of systems furniture panels and components/hardware for re-use by Agriculture and Agri-Food Canada, in their Headquarters Complex on an as and when required basis.

Scope of Work:

The requirement consists of refurbishing the client’s existing furniture inventory – Herman Miller interconnected systems furniture to be performed at the contractor site.

Existing system furniture panels and draw rods are to be cut down to 39” (991mm) and reassembled such that they are interchangeable with new panels of the same Original Equipment Manufacturer – Herman Miller.

Dismantling and re-installing the existing furniture systems will be done by others.

Transporting material from Agriculture and Agri-Food Canada’s Headquarters to the contractor’s site and pick up of the refurbished product to Agriculture and Agri-Food Canada’s Headquarters will be done by others, if the contractor’s site is within the National Capital Area of Ontario (within 100 km radius of the Headquarters Complex).

This Statement of Work describes the requirements for refurbishing systems furniture panels and components/hardware for re-use by Agriculture and Agri-Food Canada, in their Headquarters Complex in Ottawa, Ontario. Existing Herman Miller A02 systems furniture is to be utilized. Please refer to the listing of existing components to be refurbished and new components to be purchased within this solicitation for details on component sizes and quantities. The Original Equipment Manufacturer of the system furniture panels to be refurbished is:

Herman Miller – A02 Systems Furniture.

610 mm (24”) wide X 1676 mm (66”) high panels

Panel Refurbishing

All exposed metal parts must be cleaned to remove dirt, scuff marks, blemishes which were accumulated during service.

All cut edges shall be smooth, clean and sealed, free from chips and scratches with no exposed substrate visible. There must be no tool, machine or cross sanding marks.

Metal parts must be inspected for scratches, and if necessary prepared for surface refinishing.

Levelling glides are to be verified if functional and repaired if necessary.

Panels must be cut to provided height of 39” (991 mm) to match the exact height of new required height. Panels shall be cut from the bottom to retain the housing for the side rail retention safety clips. The contractor will be required to re-punch the glide housing pattern in the inner frame on both sides.

Fabric must be mounted squarely to the panel frame, pulled taut to ensure no sagging and secured in accordance with the Original Equipment Manufacturer’s (Herman Miller) installation instructions. The refurbished panels must not show any visible threads.

Storage

All systems furniture workstation components refurbished and non-refurbished must be stored in a secured (24 hours per day, 7 days per week) facility which meets all safety requirements.

The facility must be equipped with a smoke and fire protection, alarm and a temperature-controlled climate.

Proposed facility must be a building – no trailers, portable structures or other mobile or temporary means of storage will be accepted.

All products must be stored clear of the floor in a manner to prevent damage.

The contractor shall ensure that the Government Supplied Material is separate and not assimilated with other furniture components.

Maintenance of an inventory

The Contractor shall maintain a comprehensive inventory of components in storage. The Contractor shall provide a report on the inventory for all panels and components within 48 hours when requested by AAFC.

Agriculture and Agri-Food Canada will provide the contractor initially with a request using a Task Authorization to refurbish, before they are required to maintain an inventory.

All new furniture shall be integrated into the inventory for installation.

The minimum parts/components information required for all stored parts must be by part number, part description, quantity on hand, refurbished or non-refurbished, quantity reserved for Agriculture and Agri-Food Canada refurbishing project (referencing the Agriculture and Agri-Food Canada Project Number and Task Authorization Number), quantity on order and substitute parts if applicable.

There must be a copy of all of the components / parts carried in the Contractor’s stores.

The minimum parts/components information must be by Original Equipment Manufacturer (Herman Miller) systems manufacturer.

All inventories are to be kept by Task Authorization number and Contract number.

Location of Work: 

Transporting material from Agriculture and Agri-Food Canada’s Headquarters Complex to the contractor’s site and pick up of the refurbished product form the contractor’s site/storage to Agriculture and Agri-Food Canada’s Headquarters will be done by others, if the contractor’s site storage is within the National Capital Area of Ontario (within 100 km radius of the Headquarters Complex).

Note all transportation of the material from the contractor’s site to the contractor’s storage is to be done by the contractor.

Note: The Treasury Board Travel Directive will apply.

Minimum Essential Qualifications:

To fulfill the requirements of the contract, any interested supplier must demonstrate by way of a statement of capabilities that it has the capacity to provide the same information that is listed above.

Government of Canada Regulations Exception:

The Treasury Board’s Government Contract Regulations, Part 10.2.1 Section 6 states there are four exceptions that permit the contracting authority to set aside the requirement to solicit bids. The exception for related to this ACAN includes:

d. “only one supplier person or firm is capable of performing the contract.”

Justification for the Pre-Selected Supplier:

Burovision ( formerly OBI) is the Authorized Herman Miller Dealer in Ottawa and as such, has all the rights as sole provider of Herman Miller products and services in Ottawa. Included in this submission the letter of sole source propriety provided and signed by Herman Miller Canada Inc.

To not utilize the Sole Source contract option would require increased costs as entirely new systems would have to be purchased, Additional costs would include redesigning of the floor plans and additional movers to tear down and remove the existing product and build new workstations rather than make adjustments to the existing equipment. Not using the sole source option would also create a greater disruption of work and increased timelines. Currently, we are able to utilize swing space to accommodate the people located in the areas where changes are being made and the work can be completed much quicker.

Contract Period:

The resulting contract will be valid from date of contract award extending to March 31, 2023.

Estimate of Costs:

It is intended to award a service contract to the supplier for an amount of $132,000.00 CAD plus applicable taxes (1100 panels to be cut x cost per panel of $120.00).

Project Authority:

Ray Barrette

Assistant Director

Accommodation Services, Agriculture and Agri-Food Canada

1341 Baseline Road, Tower 7, Floor 1, Room 103,

Ottawa, ON K1A 0C5

Telephone: (613) 773-0216

Email: raymond.barrette@agr.gc.ca

Contracting Authority:

 Rhonda DiMarco

Agriculture and Agri-Food Canada

Professional Services Contracting Unit

1341 Baseline Road, Tower 5, Floor 2,

Ottawa, Ontario K1A 0C5

Tel: (819) 665-5568

Email: rhonda.dimarco@agr.gc.ca 

Suppliers Right to Submit a Statement of Capabilities:

Suppliers who consider themselves fully qualified and available to meet the specified requirements, may submit a Statement of Capabilities in writing to the contact person identified in this Notice on or before the closing date of this notice.

The Statement of Capabilities must clearly demonstrate how the supplier meets the advertised requirements. Statements of Capabilities must be delivered to and received by the Contracting Authority on or before the closing date.

The closing date and time for accepting Statements of Capabilities is: Tuesday August 2nd, 2022 at 12:00 P.M. (EDT, Ottawa time) to the following address:

Agriculture and Agri-Food Canada

Professional Services Contracting Unit

1341 Baseline Road, Tower 5, Floor 2,

Ottawa, Ontario K1A 0C5

Rhonda DiMarco

Tel: (613) 773-0934

Email: rhonda.dimarco@agr.gc.ca

Requisition Number: ACAN no. 01B68-22-0053

Statements of Capabilities must be sent on or before the closing date. Statement of Capabilities received on or before the closing date will be considered solely for the purpose of deciding whether or not to conduct a more extensive tendering process. Information provided will be used by the Crown for technical evaluation purposes only with respect to a decision to proceed to a further competitive process. Suppliers that have submitted a Statement of Capabilities will be notified in writing of AAFC's decision to proceed to award the contract without a further additional tendering process.

Should you have any questions concerning this requirement, contact the Contracting Officer identified above. The AAFC Solicitation Number (01B68-22-0053), the Contracting Officer's name and the closing date of the ACAN must appear on the outside of the envelope in block letters or, in the case of facsimile transmission, on the covering page.

The Crown retains the right to negotiate with suppliers on any procurement. Documents may be submitted in either official language of Canada.