4011 - Radio Communications Equipment Preventative Maintenance, Repairs…

Notice is hereby given by the City of Nanaimo (City) of its intent to direct award a contract to:

Island Communications Ltd.
2540 Bowen Road
Nanaimo, British Columbia V9T 3L3

This Request for Proposal is subject to the New West Partnership Trade Agreement, the Canadian Free Trade Agreement (Chapter 5), and the Canada-European Union Comprehensive Economic and Trade Agreement (Chapter 19).

Contract Term
The term of the Contract will be three (3) years commencing November 1, 2025, to October 31, 2028, with an option to extend, at the City’s sole discretion, for one additional two (2) year term.

Contract Value
The Contract value for scheduled preventative maintenance, repairs and equipment replacements may range up to $104,000.00.  This dollar value includes the monthly fixed preventative maintenance fee, repairs and replacement of equipment on an ‘as and when’ required basis.  The City of Nanaimo does not warrant or guarantee this amount as repairs and replacement of equipment is solely dependent on equipment breakdown, additional or replacement of equipment required.

Scope of Services
Provide scheduled preventative maintenance, critical 24-hour repairs and non-critical repairs for portable radios, vehicular mounted radios, and fixed radio equipment including all associated electronic equipment at all Nanaimo Fire Stations and vehicles, as well as all Repeater systems.

Based on the above scope of services, the minimum essential requirements that the Contractor must meet, which any challenges or objects to this decision will be assessed against, are:

Work performed on equipment must be performed by a qualified electronic technician who possess a relevant diploma (electrical, RF) from an accredited post-secondary institution) and/ or have a minimum of five (5) years’ experience installing and supporting land mobile radio, communications, and paging systems for public safety agencies. Knowledge and critical integration with Surrey Dispatch software. Specialized knowledge of the Pre Alert and Station Alert system. Ability to provide Repeater service for all Nanaimo fire Department radio equipment. Provide scheduled preventative maintenance. Critical 24-hour and Repair. Voice contact by the Contractor within 20-minutes of the first attempt of Nanaimo Fire Rescue to contact the maintenance and repair agent or contractor Repair commencement, on site, will occur within 45 minutes during regular business hours (8:30 a.m. – 5:00 p.m. Monday – Friday), and 60 minutes outside regular business hours. Non-Critical and Repair – No later than the beginning of normal working hours on the next workday following notification by the Nanaimo Fire Rescue or the City.

Challenge Consideration Criteria
Respondents wishing to challenge the decision to this direct award should submit a detailed written objection through the bids&tenders website. All Respondents must have a Bidding System Vendor Account and be registered as a Bidder for this Notice of Intent in order to submit a challenge.

Respondents must present specific reasons for their written objections including:

The expectation is for the Contractor to be able to respond to critical 24-hour and non-critical maintenance and repair.        Ability to provide Repeater site service for radio equipment during all weather conditions.        Qualified Technicians.        Contractor has extensive knowledge of the Pre Alert and Station Alert system.        Contractor has knowledge and critical integration with Surrey Dispatch software.

Challenge Evaluation

The objection contents will be assessed against the Challenge Consideration Criteria.        Determining the merits and legitimacy of the challenge is in the full and unfettered discretion of the City based on the challenge presented and the City’s review of it.        If any objection has sufficient credence to persuade the City that a fully qualified Respondent, other than the anticipated Direct Award supplier identified in this Notice of Intent, is able to meet the entire Challenge Consideration Criterion, then the City may choose to publicly compete the goods and/or services.

The NOI Document is available on the City of Nanaimo bids&tenders website by copying and pasting the following hyperlink:
https://nanaimo.bidsandtenders.ca/Module/Tenders/en/Tender/Detail/9a5ece52-a4f6-4e63-a843-fe49ac19c7ef

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