The DSBN hereby invites Submissions from Contractors to perform annual inspections, minor repairs, preventative maintenance and certification of mobile elevating equipment at various DSBN locations. The DSBN intends to award one (1) Contractor, with the understanding that this number may be adjusted at the DSBN’s sole discretion.

Validity Period:

This contract will remain in effect for a two (2) year term commencing June 1, 2026 and ending May 31, 2028, with consideration to renew the Contract for four (4) optional separate one-year periods ending May 31, 2032, unless terminated earlier by the DSBN (the “Validity Period”).

Respondent(s) who have previously been qualified to provide the services as described herein, or who are currently performing work for the DSBN must also respond to this request to be considered for future work assignment.

Where projects or work differs significantly from the scope of work as described herein, the DSBN reserves the right to utilize a different process and different Suppliers.

Objective: This contract is intended to provide the DSBN Maintenance Department with a Contractor that can perform annual inspections, minor repairs, preventative maintenance, lock-out tag-out as required and certification of mobile elevating equipment at various DSBN locations (see Appendix C for school list) as prescribed by Ontario Regulation 851 of the Occupational Health and Safety Act, subject to amendment throughout the agreement.

The Contractor may be required from time to time to provide a quote for work required which may not result in the work being awarded. The Contractor shall not invoice the DSBN for this service.

Most of the work will be $10,000 or less per job for small service and repair work of Mobile Elevating Equipment.

The following are representative of the services which may be required but not limited to:

Annual Inspections:

Annual Inspections are to be performed in June, July, or August and will be initiated by a DSBN authorized user.

The DSBN Mobile Lift Inventory list (Appendix C) indicates sites for inspection, make and model numbers where available. This list is based on previous year’s inventory and may not be current, as old equipment becomes obsolete and may or may not be replaced or new equipment added. 

The Contractor must provide a current annual inspection list to DSBN for the purpose of tracking inventory at each location, removing or adding equipment to the list as necessary. 

Inspection reports are to be made on all equipment listed in Appendix C for each annual inspection. Electronic copies of this report shall be provided.

Electronic copies are to be emailed to ailene.fournier@dsbn.org and Lucas.Salvatore@dsbn.org.

• Complete Comprehensive inspections reports for each location inspected, including but not limited to:
  • Location/school name
  • Date of inspection
  • On-site times of arrival and departure
  • Hours worked on site
  • Type of equipment
  • Name of manufacturer of equipment
  • Model number of equipment
  • Serial number of equipment
  • Detailed checklist of parts/items inspected for each system
  • Conditions observed (and recommendations as a result)
  • Repairs/replacement parts needed
  • Name of technician and signature
  • Name of school designate and signature – The Inspector and school designate shall sign the inspection report for each location inspected

Inspection Reports should note any deficiencies found in the units; parts to be replaced or any unsatisfactory condition discovered. A picture should accompany the report when a deficiency is noted. The picture will show the condition of the unit when inspected. Provide a sample report with your submission.

This report form will be the only notification recognized by the DSBN as verification of time spent on site in case of invoice dispute.

The Successful Proponent must remove previous inspection sticker and at the same time replace it with a new sticker on all lifting devices that they inspect.

• Place certification stickers on each piece of mobile elevating equipment to include:
  • Date of Inspection
  • Certification number
  • Certifier company contact information (Company Name, Inspector)

Sticker to include DSBN Contact information for inquiries.

Repairs & Preventative Maintenance:

The Successful Proponent shall be able to make repairs and perform preventative maintenance as required to all Mobile Elevating Equipment.

Minor repairs to items such as fasteners, or materials and consumables for tightening, oil, lube, fluids, top-ups, etc. are to be considered pre-approved. Repairs estimated above $1,000 require approval from an authorized user. The Successful Proponent shall conduct lubrication of all applicable lifting devices gear boxes while conducting these inspections as noted and should be factored into the inspection cost.

Lock-Out Tag-Out of Unsafe lifting devices - The Successful Proponent must report all hazardous/dangerous lifting devices findings to the DSBN authorized representative immediately via e-mail. The successful proponent must also ensure that the hazardous equipment is locked out, disabled and tagged. If a lifting device is deemed safe, but the Successful Proponent has recommended Repairs, the lifting device does not need to be locked out, disabled and tagged.

Hourly rates and mark-up are based on rates provided on the Bids & Tenders forms. Materials and labour must be broken down separately as two line items on the quote. The Successful Proponent shall not proceed with additional repairs above and beyond what is pre-approved unless written authorization is provided by a DSBN authorized user. DSBN reserves the right, at each school’s sole discretion, to award any repairs to the awarded inspection vendor. There is no guarantee of any repair work. The DSBN may, at its sole discretion obtain quotes for repairs from other sources or keep the equipment out of service.

This is not an all-inclusive list. Other types of repairs or services may be required. 

The DSBN utilizes an online computerized maintenance management software – eBASE. Work orders are assigned digitally to Contractors. Contractors will view work orders digitally and participate in online discussion as required, as prompted by the Maintenance Division (typically soliciting updates re: timelines). Discussion comments are viewable through eBASE and emails are sent to the contractor when discussion is created or responded to. See Appendix B DSBN Contractor Onboarding Guide (eBASE Instructions) for reference. 

Bidders will be evaluated on their response as it relates to capability for monitoring and participating in online discussion for work orders, however it is a Contract requirement that prequalified Contractors utilize the eBase system. 

The average work order assigned under this contract will be for small maintenance and repair work – typically less than a day’s worth of labour – although larger jobs (multiple days of labour) will be occasionally required and assigned.

The DSBN requires confirmation of initial request for service within 1 working day and on-site review of work, confirmation of schedule and estimate within 3 working days.

The Contractor will be responding primarily to requests concerning maintenance and emergency repair work. The DSBN’s expectation is for all Contractors to: 

• Respond to emergency situations as they occur 
• Service shall be made available to the DSBN from 7:00am to 9:00pm on business days.
• Billable time will be based on hourly rates or quotes submitted. The number of persons per job should be preapproved by the DSBN Facility Services representative.

The Contractor is required to verify prior to pricing projects that all specified items will be available in time for installation to ensure orderly and timely progress of the work. 

The DSBN Facility Representative shall approve the use of any materials other than those specified by the DSBN. The Contractor may present alternatives and options to the DSBN for approval. 

In some cases, the DSBN may supply the materials to be used by the Contractor and in these circumstances no markup shall apply to these materials. 

This Contract is non-exclusive. The DSBN may, at its sole discretion, purchase the same or similar services from other sources, subject to budget, specifications and requirements.