REQUEST FOR PROPOSAL
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Page 1 REQUEST FOR PROPOSAL NUMBER (RFP) 03-P3914917W Development of a Good Practices Guide TITLE "This requirement is set aside for Aboriginal suppliers in accordance with the Procurement Strategy for Aboriginal Business." DATE OF SOLICITATION "The bidder must certify in its bid that it is an Aboriginal business or an eligible joint venture as defined within the Procurement Strategy for Aboriginal Business." April 27, 2009 SOLICITATION CLOSING May 12, 2009 (2:00p.m.) Eastern Daylight Saving Time (EDST) DATE ADDRESS INQUIRIES TO: Donna Pettit Natural Resources Canada Senior Contracting Officer 615 Booth Street Ottawa ON K1K Natural Resources Canada SEND PROPOSAL TO: Bid Receiving Unit, Mailroom (Bid Fax (613) 995-2920) Loading Dock 588 Booth Street Ottawa, Ontario K1A 0Y7 Attention: Donna Pettit – 03-P3914917W PROCUREMENT BUSINESS NUMBER (PBN) ________________________________________ In order to be able to receive a Natural Resources Canada (NRCan) contract, all suppliers MUST have a PBN. Companies who do not have a PBN MUST register for a PBN in the Supplier Registration Information system, on line at the Business Access Canada (formerly Contracts Canada) Internet site: <http://contractscanada.gc.ca/en/index.html> . Vendor/Firm Name and Full Postal Address (please print): Contact/Telephone/Fax/Email Address: Name and Title of Person Authorized to Sign on Behalf of Bidder (please print): Proposal to: Natural Resources Canada F.O.B. POINT: We hereby offer to sell to Her Majesty the Queen in right of Destination: Canada, in accordance with the terms and conditions set out herein, referred to herein or attached hereto and on any attached sheets at the price(s) set out therefor. Signature of Person Authorized to Sign on behalf of Vendor/Firm: _______________________________________Date_____________ Page 2 REQUEST FOR PROPOSAL (RFP) FOR The Development of a Good Practices Guide NRCAN REQUEST FOR PROPOSAL NUMBER: 03-P3914917W "This requirement is set aside for Aboriginal suppliers in accordance with the Procurement Strategy for Aboriginal Business." "The bidder must certify in its bid that it is an Aboriginal business or an eligible joint venture as defined within the Procurement Strategy for Aboriginal Business." NOTICE TO BIDDERS: The following documents are enclosed and form part of this Bid Package: RFP : 03-P3914917W, including all Parts/Appendices and Annexes as listed in the Table of Contents below. The Bidder acknowledges that all of the aforementioned documents were received in its Bid Package. It is the responsibility of the Bidder to verify the inclusion of all documents, and to obtain copies of any missing items by contacting the Contracting Authority as identified in Article 6 of the RFP. Failure to obtain any missing document(s) shall not relieve the Bidder from compliance with any obligation imposed by the RFP, nor excuse the Bidder from the guidelines set out therein. TABLE OF CONTENTS PART 1 - GENERAL INFORMATION AND INSTRUCTIONS, TERMS AND CONDITIONS ............... Page 4 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. Definitions/Interpretations Summary of Work Requirements/Project Summary Bidder Responsibility Relating to Security Requirements Solicitation/Bid Closing Date Bid Receiving Unit Address Enquiries at the Solicitation Stage Standard (Bidder) Instructions 9403, General Conditions 9676 and other NRCan Special Conditions Supplemental General Conditions Federal Contractor’s Program for Employment Equity (FCP-EE) Security and Protection of the Work/Confidentiality Vendor Performance - Rejection of a Bid by NRCan Bidder Financial Capability Proprietary Rights/Intellectual Property Restrictions by NRCan on Disclosure of Bidder Proprietary Data/Confidential Information Bidder Disclosure of Activities - Possible Conflict of Interest Situations Applicable Laws Page 3 PART 2 - PROPOSAL PREPARATION INSTRUCTIONS ........................................................................... Page 13 1. 2. 3. 4. 5. 6. 7. General Information to Bidders Relating to Proposal Preparation Facsimile Submission of Proposals Proposal Preparation Instructions and Format Technical Proposal Financial Proposal Format Page 1 of the RFP - Bidder Must Complete and Sign Certifications PART 3 - EVALUATION PROCESS AND PROCEDURES/MANDATORY REQUIREMENTS/RATED REQUIREMENTS AND CONTRACTOR SELECTION METHOD ........... Page 16 1. 2. 3. 4. 5. 6. Evaluation Procedures Evaluation Team Rights of NRCan Evaluation Process Sole Bid - Price Support Contract Award Notice/Bidder Proposal Evaluation Debriefing LIST OF ANNEXES: Annex “A” - Statement of Work Annex “B” - Financial Proposal Annex “C” - Evaluation Criteria Annex “D” - Conditions Precedent to Contract and Certifications Annex “E” - Certification Requirements for the Set-Aside Program for Aboriginal Business Page 4 PART 1 - GENERAL INFORMATION AND INSTRUCTIONS, TERMS AND CONDITIONS THIS PROCUREMENT IS SUBJECT TO THE PROVISIONS OF, THE AGREEMENT ON INTERNAL TRADE (AIT) 1. DEFINITIONS/INTERPRETATIONS A “Request for Proposal” (RFP) is the solicitation document used to seek proposals or bids from suppliers. The term “Bidder”, also called the “Offeror”, refers to the potential Supplier submitting a proposal or a bid. The Bidder submitting a proposal may, however, consist of several firms putting one proposal together as a joint venture. In the case of a joint venture, the combined experience of the firms forming the joint venture will be considered for the purposes of determining the Bidders’ compliance to the Mandatory Requirements. Wherever the words “proposal” or ‘bid’ appear in this document”, each shall be taken to mean the same as the other. The MANDATORY REQUIREMENTS of this RFP are identified specifically with the words “MANDATORY”, “MUST”, “ESSENTIAL”, “SHALL”, “WILL”, “IT IS REQUIRED”, AND “REQUIRED”. IF a MANDATORY REQUIREMENT is not complied with, the proposal will be considered NON-RESPONSIVE and will not receive any further consideration. In the context of this RFP, Non-Responsive and Non-Compliant and Non-Valid shall each be taken to mean the same as the other. 2. SUMMARY OF WORK REQUIREMENT/PROJECT SUMMARY By means of this RFP, Natural Resources Canada (NRCan) is seeking proposals from Bidders to provide professional services for the development of a Good Practices Guide to support the use of geomatics and the Canadian Geospatial Data Infrastructure (CGDI) within Aboriginal organizations and communities. 3. SECURITY REQUIREMENTS The nature of the work is unclassified. 4. SOLICITATION/BID CLOSING DATE The deadline for submission of bids in response to this RFP is May 12, 2009 @ 2:00 p.m. (EDST.). Any and all bids received in the Bid Receiving Unit after this date and time WILL be returned unopened to the Bidder unless they qualify as a late/delayed bid as described in NRCan 9403, Standard Bidder Instructions and Conditions for Requests for Proposals referenced in Article 7 herein. It is the Bidder’s responsibility to ensure that all solicitation documents reach the Bid Receiving Unit before the closing date and time of the RFP . Page 5 5. BID RECEIVING UNIT ADDRESS Proposals MUST be delivered to the following location, by the time and date, as also indicated on page 1 of this RFP document: Bid Receiving Unit - Mailroom Loading Dock Natural Resources Canada 588 Booth Street Ottawa, Ontario K1A 0Y7 ATTENTION: Donna Pettit - 03-P3914917W The Bidder MUST ensure that the Bidder’s name, return address, Request for Proposal Number, and Bid Closing Date appear legibly on the outside of the envelope containing the Bidder’s proposal. Failure to do so may result in bids being misdirected. NRCan will not assume responsibility for proposals directed to any other location. 6. ENQUIRIES AT THE SOLICITATION STAGE All enquiries (and communications with government officials) throughout the solicitation period of this RFP MUST be submitted in writing ONLY to the Contracting Authority identified below as early as possible within the bidding period; non-compliance with this condition during the solicitation period may (for that reason alone) result in disqualification of a Bidder’s bid. Enquiries are to be received no less than five (5) calendar days prior to the RFP bid closing date to allow sufficient time to provide a response. Enquiries received after that time may not be answered prior to the bid closing date. Questions and responses will be provided simultaneously via the Government Electronic Tendering Service (GETS, and commonly known as MERX) to all Bidders who have requested the bid package from MERX. To ensure confidentiality, names of firms/individuals submitting questions will not be divulged. Any information provided orally will not be binding upon NRCan. The Bidder must have written confirmation from the Contracting Authority for any changes, alteration, etc., concerning this RFP. Enquiries which are submitted as proprietary must be clearly marked "PROPRIETARY' and accompanied by supporting rationale. The Contracting Authority will determine if the enquiry is proprietary. If it is considered proprietary, a response will be provided only to the Enquirer. If not considered proprietary, the Enquirer will be advised and may withdraw the enquiry. If not withdrawn, the response will be treated in the same manner as non-proprietary answers. Enquiries and communications must be submitted in writing only to the following Contracting Authority: Donna Pettit Senior Contracting Officer Natural Resources Canada 615 Booth Street Ottawa, ON Canada K1A 0E9 Fax: (613) 996-1024 Internet Address: Donna.Pettit@nrcan.gc.ca Page 6 7. STANDARD (BIDDER) INSTRUCTIONS 9403, GENERAL CONDITIONS 9676 AND OTHER NRCAN SPECIAL CONDITIONS Notwithstanding that they have not been expressly articulated in this RFP, the following Conditions and Policies (all of which are MANDATORY) apply to the RFP and thereby to the issue of any resultant contract. Incorporation of this NRCan site (that includes these documents) http://www.nrcan.gc.ca/css/fmb/procon/f-procon-e.htm constitutes acknowledgement that the Bidder has read and agrees to be bound by them: • • • 8. Standard (Bidder) Instructions and Conditions for Requests for Proposals - NRCan 9403; NRCan General Conditions 9676 (Services); NRCan Prevention and Resolution of Harassment in the Workplace; SUPPLEMENTAL GENERAL CONDITIONS The clauses detailed in Appendix 1 of Part 1 apply to this Request for Proposal and WILL also apply to any resulting contract. 9. FEDERAL CONTRACTOR’S PROGRAM FOR EMPLOYMENT EQUITY (FCP-EE For requirements exceeding $25,000.00, GST included, but below $200,000.00, Bidders are required to certify that they have not been declared ineligible by the HRSDC to receive government contracts over the Government Contract Regulations (GCR) threshold for solicitation of bids (currently $25,000.00, including all applicable taxes) as a result of a finding of non-compliance, or as a result of having voluntarily withdrawn from the FCP-EE for a reason other than a reduction in their workforce. The required Bidder certification is stated in Annex “D" attached to this RFP. 10. SECURITY AND PROTECTION OF THE WORK/CONFIDENTIALITY The Contractor will ensure that all communications with NRCan, information obtained from NRCan and resulting contract deliverables during the term of work, or any extension thereof, shall be treated as confidential both during and following the term of the contract; this is further addressed under Article 12 of the General Conditions 9676 which apply to any resulting contract. 11. VENDOR PERFORMANCE - REJECTION OF A BID BY NRCAN NRCan may reject a bid where any of the following circumstances are present: 1. the Bidder, or any employee or subcontractor included as part of the bid, has been convicted under section 121 ("Frauds on the government" & "Contractor subscribing to election fund"), 124 "Selling or purchasing office"), or 418 ("Selling defective stores to Her Majesty") of the Criminal Code; or 2. an employee or subcontractor included as part of the bid, is not in compliance with the requirements of the Treasury Board (TB) Federal Contractor’s Program on Employment Equity; Page 7 3. the Bidder is bankrupt or where, for whatever reason, its activities are rendered inoperable for an extended period; 4. evidence, satisfactory to NRCan, of fraud, bribery, fraudulent misrepresentation or failure to comply with any law protecting individuals against any manner of discrimination, has been received with respect to the Bidder, any of its employees or any subcontractor included as part of its bid; 5. NRCan has exercised its contractual remedies of suspension or termination for default with respect to a Contract with the Bidder, any of its employees or any subcontractor included as part of its bid; or 6. NRCan determines that the Bidder's performance on other contracts, including the efficiency and workmanship as well as the extent to which the Bidder executed the work in accordance with contractual terms and conditions, is sufficiently poor to jeopardize the successful completion of the requirement being bid on. Where NRCan intends to reject a bid pursuant to Items 1 to 6 above, with the exception of Item 2, the Contracting Authority will so inform the Bidder and provide the Bidder ten (10) days within which to make representations, prior to making a final decision on the bid rejection. Where it is determined that a Bidder is in violation of the Federal Contractor’s Program, the Bidder’s bid will be rejected outright and the NRCan shall not carry on business with the Bidder until such time as the Bidder is in compliance with the policy; the Federal Contractor’s Program TB internet site is: http://publiservice.tbssct.gc.ca/pubs_pol/dcgpubs/ContPolNotices/cpn-apm-03-4_e.asp 12. BIDDER FINANCIAL CAPABILITY The Bidder(s) may be required to provide, prior to contract award, specific information with respect to their legal and financial status, and their technical and financial capability to satisfy the requirements as stipulated in this RFP. If requested, financial information to be provided shall include, but not be limited to, the Bidder’s most recent audited financial statements or financial statements certified by the Bidder’s chief financial officer. Information requested by NRCan is to be provided by the Bidder(s) as soon as reasonably possible. Should the Bidder provide the requested information to Canada in confidence while indicating that the disclosed information is confidential, then Canada will treat the information in a confidential manner as provided in the Access to Information Act. In the event that a proposal is found to be non-responsive on the basis that the Bidder is considered NOT to be financially capable of performing the subject requirements, official notification shall be provided to the Bidder by NRCan. 13. PROPRIETARY RIGHTS/INTELLECTUAL PROPERTY The Crown will retain in perpetuity full ownership of the Intellectual Property pertaining to all original material. All Intellectual Property derived from the resultant Contract including copyright in all new materials created pursuant to the contract shall vest in the Crown in accordance with Exception 6.4.1 of the Treasury Board Policy on Intellectual Property Arising under Crown Procurement Contracts where such material is subject to copyright. The Crown will therefore have the exclusive right to licence, assign, reprint, distribute, revise or modify such materials. All materials developed under any resultant contract, including diskettes, and all hard copies must be provided to the Crown upon completion of the contract. Page 8 14. RESTRICTIONS BY NRCAN ON DISCLOSURE OF BIDDER PROPRIETARY DATA/CONFIDENTIAL INFORMATION Any information, data and/or Intellectual Property which is provided in a proposal, which is demonstrably proprietary to a Bidder, shall be so identified specifically (by paragraph, table, figure) in the proposal, and Natural Resources Canada will endeavour to protect such proprietary information, data and/or Intellectual Property in accordance with the laws of Canada and its normal policies, regulations and procedures. Any financial data and information provided by Bidders for the purpose of this RFP will be treated as "Commercially Confidential" and kept in confidence by Natural Resources Canada. Such information will not be disclosed, in whole or in part, except on a need-to-know basis for the specific purpose of proposal evaluation and for the activities related to the process of contract award, as applicable. Unless it is required to do so by law, NRCan will not divulge such data and/or information to any third party. 15. BIDDER DISCLOSURE OF ACTIVITIES - POSSIBLE CONFLICT OF INTEREST SITUATIONS If NRCan determines the successful Bidder to be in a possible conflict of interest situation, the Bidder will be required, prior to entering into a contractual relationship with NRCan, to disclose any and all holdings and activities that could possibly be in a conflict, real or perceivable, with the mandate and objectives of NRCan. In the event that NRCan decides that action is necessary in order to remove such a conflict, the successful Bidder will be required to take such action (which may include divestiture of certain assets or ceasing to perform certain activities) prior to entering into a contractual relationship with NRCan. 16. APPLICABLE LAWS Any contract resulting from this competitive requirement shall be interpreted and governed, and the relations between the Parties, determined by the laws in force in Ontario. Bidders may, at their discretion, substitute the applicable laws of a Canadian province or territory of their choice without affecting the validity of their bid, by deleting the Canadian province or territory specified and inserting the Canadian province or territory of its choice. If no change is made, it acknowledges the applicable law specified is acceptable to the Bidder. Page 9 APPENDIX “1" SUPPLEMENTAL GENERAL CONDITIONS The following clauses also apply to this Request for Proposal and will apply to any resultant contract 1-1 Security Requirements The nature of the work is unclassified. 1-2 International Sanctions Persons in Canada, and Canadians outside of Canada, are bound by economic sanctions imposed by Canada. As a result, the Government of Canada cannot accept delivery of goods or services that originate, either directly or indirectly, from the countries or persons subject to economic sanctions. Details on existing sanctions can be found at: http://www.dfaitmaeci.gc.ca/trade/sanctions-e.asphttp://www.dfait-maeci.gc.ca/trade/sanctions-en.asp. It is a condition of this Contract that the Contractor not supply to the Government of Canada any goods or services which are subject to economic sanctions. By law, the Contractor must comply with changes to the regulations imposed during the life of the contract. During the performance of the Contract should the imposition of sanctions against a country or person or the addition of a good or service to the list of sanctioned countries or the additions of a good or service to the list of sanctioned goods or services cause an impossibility of performance for the Contractor, the situation will be treated by the Parties as a force majeure. The Contractor shall forthwith inform Canada of the situation; the procedures applicable to force majeure shall then apply. 1-3 Dispute Resolution Mediation If a dispute arising from this contract cannot be settled amicably through negotiation, then the parties agree in good faith to submit the dispute to mediation as administered by the Arbitration and Mediation Institute of Canada Inc. (AMC) The parties acknowledge receipt of the rules of AMC. The cost of mediation shall be borne equally by the parties. Arbitration If the parties cannot resolve the dispute through mediation within sixty (60) days, the parties agree to submit the dispute to arbitration pursuant to the Commercial Arbitration Act (Canada). The party requesting such arbitration shall do so by written notice to the other party/parties. The cost of the arbitration and fees of the arbitrator shall be borne equally by the parties. The arbitration shall take place in the city where the contractor carries on business before a single arbitrator to be chosen jointly by the parties. If the parties cannot agree on the choice of arbitrator within thirty (30) days of written notice to submit the dispute to arbitration, each party will choose a representative who will select the arbitrator. The parties may determine the procedure to be followed by the arbitrator in conducting the proceedings, or may ask the arbitrator to do so. The arbitrator shall issue a written award within thirty (30) days of hearing the parties. The award may be entered in any court having jurisdiction and enforced as a judgment of that court. Page 10 Meaning of “Dispute” The parties agree that the word “dispute” in this clause refers to a dispute of fact or of law, other than a dispute of public law. 1-4 Withholding Tax of 15 Percent The Contractor agrees that, pursuant to the provisions of the Income Tax Act, Canada is empowered to withhold an amount of 15% of the price to be paid to the Contractor, if the Contractor is a non-resident Contractor as defined in said Act. This amount will be held on account with respect to any liability for taxes which may be owed to Canada. 1-5 Foreign Nationals (Canadian Contractor) The Contractor must comply with Canadian immigration requirements applicable to foreign nationals entering Canada to work temporarily in fulfillment of the Contract. If the Contractor wishes to hire a foreign national to work in Canada to fulfill the Contract, the Contractor should immediately contact the nearest Service Canada regional office to enquire about Citizenship and Immigration Canada's requirements to issue a temporary work permit to a foreign national. The Contractor is responsible for all costs incurred as a result of non-compliance with immigration requirements. 1-6 Foreign Nationals (Foreign Contractor) The Contractor must comply with Canadian immigration legislation applicable to foreign nationals entering Canada to work temporarily in fulfillment of the Contract. If the Contractor wishes to hire a foreign national to work in Canada to fulfill the Contract, the Contractor should immediately contact the nearest Canadian Embassy, Consulate or High Commission in the Contractor's country to obtain instructions, information on Citizenship and Immigration Canada's requirements and any required documents. The Contractor is responsible to ensure that foreign nationals have the required information, documents and authorizations before performing any work under the Contract in Canada. The Contractor is responsible for all costs incurred as a result of non-compliance with immigration requirements. 1-7 Compliance with Mandatory Certifications Compliance with the Certifications provided by the successful Bidder (Contractor) is a condition of the Contract and is subject to verification by Canada during the entire period of the Contract. In the event that the Contractor does not comply with any certification or that it is determined that any certification made by the Contractor in its proposal is untrue, whether made knowingly or unknowingly, the Minister shall have the right, pursuant to the default provisions of the Contract, to terminate the Contract for default. 1-8 Limitation of Expenditure Contract Canada’s total liability under this Contract shall not exceed $(to be provided in any resulting contract), Goods and Services Tax or Harmonized Sales Tax, extra, as appropriate. No increase in the total liability of Canada or in the price of the Work resulting from any design changes, modifications or interpretations of specifications, made by the Contractor, will be authorized or paid to the Contractor unless such changes, modifications or interpretations, have been approved, in writing, by the Contracting Authority, prior to their incorporation into the Work. The Contractor shall not be obliged to perform any work or provide any service that would cause the total liability of Canada to be exceeded without the prior written approval of the Contracting authority. The Contractor shall notify the Contracting Authority in writing as to the adequacy of this sum when: a) it is 75 percent committed, or Page 11 b) c) four (4) months prior to the Contract expiry date, or if the Contractor consider the funds provided are inadequate for the completion of the Work; whichever comes first. In the event that the notification refers to inadequate funds, the Contractor shall provide to the Contracting Authority, in writing, an estimate for the additional funds required. Provision of such notification and estimate for the additional funds does not increase Canada’s liability. Time charged and the accuracy of the Contractor's time recording system may be verified by Canada's representatives before or after payment is made to the Contractor under the terms and conditions of the Contract. If verification is done after payment, the successful Bidder (Contractor) agrees to repay any overpayment immediately upon demand by Canada. 1-9 Supplemental Invoicing Instructions Pursuant to paragraph 221 (1) (d) of the Income Tax Act, payments made by departments and agencies to contractors under applicable services contracts (including contracts involving a mix of goods and services) must be reported on a T1204 Supplementary slip. To enable departments and agencies to comply with this requirement, contractors are required to provide information as to their legal name and status, business number, and/or Social Insurance Number or other identifying supplier information as applicable, along with a certification as to the completeness and accuracy of the information. To this end, the form entitled “T1204 Information Reporting by Contractor” attached to any resulting contract must be completed and returned within seven (7) calendar days of the award of contract. 1-10 Method of Payment Not more frequently than once a month, upon submission of an invoice in a form, and containing required information (as will be detailed in the contract), acceptable to the Project Authority; the Method of Payment is as follows: • Payment in accordance with the Basis of Payment upon completion and acceptance of all work by the Project Authority. 1-11 Values and Ethics In carrying out the Work under the terms and conditions of this Contract, the Contractor shall adhere to the provisions and practices of the Values and Ethics Code for the Public service (2003), namely, but not restricted to, the provisions pertaining to Respect for Diversity, Human Dignity and People Values. The following link provides the policy reference. (http://www.tbs-sct.gc.ca/pubs_pol/gospubs/TBM_128/pm-prp/pm-prp_e.asp) 1-12 Project Authority The Project Authority is:(to be provided after contract award) The Project Authority (or delegated representative) is responsible for all matters concerning the technical content of the Work under the contract. Any proposed changes to the scope of the Work are to be discussed with the Project Authority, but any resulting change can only be confirmed by a contract amendment issued by the Contracting Authority. Page 12 1-13 Contracting Authority The Contracting Authority is: Donna Pettit, Senior Contracting Officer, email address: Donna.pettit@nrcan.gc.ca The Contracting Authority (or delegated representative) is responsible for the management of this Contract. Any changes to the Contract must be authorized in writing by the Contracting Authority. The Contractor is not to perform Work in excess of or outside the scope of this Contract based on verbal or written requests or instructions from any government personnel other than the aforementioned officer. 1-15 Closure of Government Offices Contractor employees are personnel of the Contractor and are paid by the Contractor on the basis of services rendered. Where Contractor’s employees are providing services on government premises pursuant to this contract and the said premises become non-accessible due to evacuation or closure of government offices and consequently no work is being performed as a result of the closure, Canada will not be liable for payment to the Contractor for the period of the closure. 1-16 Supplementary Clauses SACC CLAUSE NUMBER A3000T A3000C ISSUE DATE CLAUSE TITLE 2008-05-12 2007-11-30 Set-aside for Aboriginal Business Aboriginal Business Certification Page 13 PART 2 - PROPOSAL PREPARATION INSTRUCTIONS 1. GENERAL INFORMATION TO BIDDERS RELATING TO PROPOSAL PREPARATION • Seeking Clarifications of the RFP Requirements During the Bidding Process - It is the responsibility of the Bidder to obtain clarification of the requirements contained in the RFP, if necessary, prior to submitting a proposal; • Substantiating Compliance with the RFP Requirements - All requirements detailed in the RFP, including Appendices and Annexes are MANDATORY unless it is specifically stated that the requirement is Desirable. The Bidder MUST provide sufficient details in its proposal to substantiate compliance with what is required; all professional experience MUST be fully documented and substantiated in the proposal(s). • Proposal Clarity and Completeness - It is essential that the elements contained in the Bidder proposal be stated in a clear and concise manner and in the order required by the Evaluation Procedure stated in the RFP. Failure to provide complete information as requested will be to the Bidder’s disadvantage; • Subcontracting - If a Bidder proposes to sub-contract with others for the purpose of presenting a proposal, the names of all firms must be stated and the division of work between the companies shall be described in detail. The Bidder guarantees the due performance of any sub-contractors and agrees and understands that any subcontracting shall not release the Bidder of any or all of the Bidder’s obligations, terms and conditions under the proposed contract; ‘subcontracting’ is further covered by Article 7 of the General Conditions 9676, applicable to any resulting contract. • Bids from Individuals - Individuals may submit proposals, and will be evaluated in the same manner as any other firm or supplier submitting a proposal. • Bids from Joint Ventures - In the event of a proposal submitted by a contractual joint venture, the proposal shall either be signed by all members of the joint venture or a statement shall be provided to the effect that the signatory represents all parties of the joint venture. (If a contract is awarded to a contractual joint venture, all members of the joint venture shall be jointly and severally or solidarily liable for the performance of the contract.) 2. FACSIMILE SUBMISSION OF PROPOSALS Due to the nature of this RFP, electronic transmission of proposals to Natural Resources Canada by such means as electronic mail or facsimile is not considered to be practical and therefore will not be accepted. The proposal MUST be delivered to the address indicated on page 1 of this RFP document. Page 14 3. PROPOSAL PRESENTATION INSTRUCTIONS Natural Resources Canada encourages the use of recycled paper and two-sided printing. Reduction in the size of documents will contribute to Natural Resources Canada's sustainable development initiatives and reduce waste. Bidders are requested to prepare their proposal in two (2) separately sealed envelopes/packages as follows: Envelope/Package 1 A. Technical Proposal (1 original and 3 copies) – with no reference to price (in relation to the Financial Proposal In the Technical Proposal, the Bidder must demonstrate its understanding of the requirements of the Statement of Work Appendix “A”, as well as demonstrate how the Bidder will meet the evaluation criteria of Appendix “C”. In the event of a discrepancy between the original technical proposal and the copies, the original shall govern. Bidders are requested to identify the original proposal on its front cover. B. An Original Signed Copy of Page 1 and Annex “D”, Certifications (1 original) In order to be awarded a contract, an original signed copy of Page 1 and the certifications attached in Annex “D”, will be required. The Bidder’s compliance with the certifications provided to Canada is subject to verification by Canada during the proposal evaluation period (prior to contract award) and after contract award. The Contracting Authority shall have the right to ask for additional information to verify the Bidder’s compliance to the applicable certifications before award of a contract. If it is determined that any certification made by the Bidder is untrue, whether made knowingly or unknowingly, or any failure to comply with the certifications or comply with the request of the Contracting Authority for additional information, will render the proposal non-responsive. Envelope/Package 2 - Financial Proposal (1 original and 1 copy) In the Financial Proposal, the Bidder shall provide prices for the services requested in accordance with Appendix “B”. Pricing should not appear in any other area of the proposal except in the financial proposal section. Failure to comply with this stipulation may, for that reason alone, result in the disqualification of the bid. 4. TECHNICAL PROPOSAL The elements contained in the Bidder’s technical proposal MUST be stated in a clear and concise manner and provide information of sufficient scope and depth to demonstrate the Bidder’s understanding of the requirement. The Technical Proposal MUST also indicate the Bidder’s ability and proposed methodology to successfully perform all aspects of the requirement as described in the RFP Statement of Work, Annex “A”. Simply repeating the text in the Statement of Work WILL be to the Bidder’s disadvantage as it will result in a loss of points for this section. Page 15 5. FINANCIAL PROPOSAL FORMAT No payment shall be made for costs incurred by the Bidder in the preparation and submission of a proposal in response to this RFP. All fees associated with the transfer of data or of all documents as may be required by NRCan as part of the solicitation process are the responsibility of the Bidder. Proposals will be assessed on an FOB destination basis. No costs incurred by the Bidder before receipt of a signed contract or specified written authorization from the Contracting Authority can be charged to any resulting contract. 6. PAGE 1 OF THE RFP DOCUMENT - BIDDER MUST COMPLETE AND SIGN The Bidder MUST complete, sign and date Page 1 of the RFP (including the name of the submitting organization, the name of the authorized signing person, appropriate addresses, telephone and facsimile numbers, business contact, and the Procurement Business Number (PBN); as the signature indicates acceptance of the terms and conditions set out in the RFP, the Bidder MUST ensure that the signatory has the authority within its organization to commit the Bidder by making such a contractual offer. 7. CERTIFICATIONS - see ANNEX “D” and ANNEX “E” In order to be awarded a contract, the Certifications included in Annex “D” and Annex “E” to the RFP (Conditions Precedent to Contract and Certifications) will be required to be completed. The Certifications should be submitted with the proposal. Canada may declare a proposal non-responsive if the Certifications are not submitted or completed as required. Where Canada intends to reject a proposal pursuant to this paragraph, 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 proposal nonresponsive. Compliance with the Certifications the Bidder provides to Canada is subject to verification by Canada during the proposal evaluation period (prior to contract award) and after contract award. The Contracting Authority shall have the right to ask for additional information to verify the Bidder’s compliance to the applicable Certifications before award of a contract. If it is determined that any Certification made by the Bidder is untrue, whether made knowingly or unknowingly, or any failure to comply with the Certifications or comply with the request of the Contracting Authority for additional information will render the proposal non-responsive. ANNEX “E” - Certification Requirements for the Set-Aside Program for Aboriginal Business A bidder who submits, under this program, a bid or proposal in response to a solicitation must complete and submit this Certification. Failure to submit this Certification will result in the proposal being found non-compliant. A precontract-award audit of this Certification may be performed prior to issuance of any Contract. NOTE: The Certifications (Article 7 above) and signed Page 1 of the RFP document (Article 6 above) are to be included in the Technical Proposal, at the end. Page 16 PART 3 - EVALUATION PROCESS AND PROCEDURES//MANDATORY REQUIREMENTS/RATED REQUIREMENTS AND CONTRACTOR SELECTION METHOD 1. EVALUATION PROCEDURES Proposals will be evaluated in accordance with the Evaluation Criteria and Contractor Selection Method specified in Annex “C”; proposals received will be assessed against the evaluation criteria identified therein for the total requirement of this RFP and in conjunction with the Statement of Work, Annex “A” to the RFP. All proposals shall be treated as CONFIDENTIAL and will be made available only to those individuals authorized to participate in the evaluation process. All Offers will be subject to the terms of the Access to Information Act and to other applicable law or orders of courts or other tribunals having jurisdiction 2. EVALUATION TEAM An Evaluation Team comprised normally of representatives from NRCan will evaluate the proposals on behalf of NRCan. While the Evaluation Team will normally comprise representatives of NRCan, it may also include representatives from other Government Departments and Agencies. 3. RIGHTS OF NRCAN NRCan reserves the right to: 4. Seek clarification or obtain verification of statements made in a proposal; Reject any or all proposals received in response to this RFP; Enter into negotiations with one or more Bidders on any or all aspects of its proposal; Accept any proposal in whole or in part without prior negotiation; Cancel and/or re-issue this RFP at any time; Verify any or all information provided by the Bidder with respect to this RFP including references; Retain all proposals submitted in response to this RFP; Declare a proposal non-compliant if NRCan determines during the evaluation phase, that the Bidder does not have the legal status, facilities and technical, financial and managerial capabilities to fulfill the requirements stated herein; Discontinue the evaluation of any proposals which are determined, at any stage of the evaluation process, to be non-compliant. EVALUATION PROCESS The Evaluation Process will be conducted in four (4) stages as follows: If the Bidder is deemed non-responsive/noncompliant at any time during any stage of the evaluation, the bid will be set aside and given no further consideration. 1. In Stage 1, the Proposal will be evaluated against the General Mandatory Requirements stated throughout the RFP (excluding any Technical Mandatory Requirements/Rated Requirements detailed in Annex “C); 2. In Stage 2, the Proposal will be evaluated against the Technical Mandatory Requirements of Annex “C” to the RFP (if Mandatory Requirements are applicable); 3. In Stage 3, the Proposal will be evaluated against the Technical Rated Requirements Criteria of Annex “C” to the RFP (if Rated Requirements are applicable); Page 17 4. In Stage 4, the proposed successful Bidder will be determined in accordance with the Contractor Selection Method stated in Annex “C” to the RFP. 5. SOLE BID - PRICE SUPPORT In the event that the Bidder’s proposal is the sole bid received and is deemed responsive, NRCan may request one or more of the following as acceptable price support: a) b) c) d) current published price list indicating the percentage discount available to the federal government; and/or paid invoices for like services sold to other customers; and/or a price certification statement; and/or any other supporting documentation as requested. 6. CONTRACT AWARD NOTICE/BIDDER PROPOSAL EVALUATION DEBRIEFING A Contract Award Notice will be prepared and published on the Government Electronic Tendering Service (MERX) within 72 days after award of any contract Bidders may request and receive a de-briefing provided that a written request is received by e-mail at Donna.pettit@nrcan.gc.ca no later than 30 calendar days from the published date of the Contract Award Notice. Bidders are requested to direct any additional questions they may have respecting this competitive bid process to the Contracting Authority detailed herein. Page 18 ANNEX “A” STATEMENT OF WORK STATEMENT OF WORK Definitions and Acronyms Canadian Geospatial Data Infrastructure (CGDI) An Internet/web infrastructure comprised of the developments of the federal, provincial, territorial and private sector partners who are creating the technology, standards, access systems and protocols necessary to harmonize all of Canada’s geospatial databases, and make them available on the Internet. Geomatics Geomatics is the science and technology of gathering, analyzing, interpreting, distributing and using geospatial data. Geomatics encompasses a broad range of disciplines including surveying, global positioning systems, mapping, remote sensing and cartography. Geospatial data Geospatial data is information that can be mapped or otherwise associated with a particular place, for example, the location of a river, crime statistics for a neighbourhood, or the spread of infectious diseases. Also referred to as ‘location-based data’. User Community A user group or ‘community’ is a group of people who share an interest in a topic (or an “issue domain”), who continually interact, and who accumulate and disseminate knowledge. GeoConnections defines a “user group” as a group of users who share common concerns or problems and who might have common requirements of the CGDI. In addition, the following terms may be useful: Data interoperability: a data source is said to meet data interoperability requirements when the information required by a data analyst exists and is accessible for data integration purposes System interoperability: a system providing access to a data source is said to meet system interoperability requirements when the information required by a systems analyst exists and is accessible for systems integration purposes CGDI data interoperability: a data source is said to meet CGDI data interoperability requirements if all geospatial data is duly recorded in the CGDI Discovery Portal, all relevant CGDI approved metadata requirements are met, and all relevant CGDI endorsed data standards, if any, are supported CGDI system interoperability: a system, or component of a system, providing access to a data source is said to meet CGDI system interoperability requirements when it supports all relevant CGDI service standards Page 19 SW-1 Purpose The purpose of this request for proposals is to solicit proposals for the development of a Good Practices Guide to support the use of geomatics and the CGDI within Aboriginal organizations and communities. The project will have two components. The first component is a ‘how to’ guide for planning and implementing a geographic information system (GIS) in Aboriginal communities. Second, the guide will contain a minimum of three (3) case studies of GIS implementation that demonstrate good practices, lessons learned and examples useful to Aboriginal communities. The case studies may be supplemented by work already completed by GeoConnections. It is preferred that the guide address a non-technical / semi-technical audience. SW-2 Background GeoConnections and the Canadian Geospatial Data Infrastructure Geospatial information plays an important role in the everyday lives of Canadians. Every time someone watches a weather forecast on TV, uses a road map, or phones 911, geospatial data is being utilized. Geospatial information provides characteristics (e.g. buildings, roads, demographics, water, soil, weather, topography, wildlife habitat, etc.) regarding a geographic location (on, under or over land or water), and varying in scale from street, local, regional, provincial, national, or global. With the advance of digital technology, geospatial information is becoming more common through use of global positioning systems (GPS), Geographic Information Systems (GIS), and remote sensing (satellite and aerial imagery). Exponential growth in the geomatics field during the last 20 years has led to growing requirements for better means of sharing geospatial data. In 1999, the federal government invested $60 million in a national partnership initiative to improve the collective ability to share and apply geospatial information through the Internet. This initiative, known as GeoConnections, was led by Natural Resources Canada and was mandated to develop a Canadian Geospatial Data Infrastructure (CGDI). The CGDI was designed to facilitate the discovery, sharing and use of Canadian geospatial information and services. It is leading to various innovations and unforeseen applications that have increasing social and economic value. The 2005 Federal Budget provided a renewed mandate for GeoConnections, with a focus on four identified priority areas of public health, public safety/security, sustainable development and the environment, and matters of importance to Aboriginal Peoples. The focus of the renewed GeoConnections is on responding to the needs of the above communities by providing them access to required geospatial data; maintaining, operating and expanding the technological standards and infrastructure required; and supporting consistent geomatics policy development federally, nationally, and locally, to reduce duplication and improve use of geospatial information via the CGDI. The idea of ‘place’ is not a new concept for Aboriginal Peoples and communities. With so much of traditional land use and oral history tied as closely as it is to specific geographic locations, the idea of ‘place’ is a natural, normal and a nearly taken-for-granted construct for Aboriginal people. Depicting land use through the use of maps has become nearly commonplace for many Aboriginal communities and organizations across Canada over the last few decades. While the rapid growth in ‘user-friendly’ technology is making the task of mapping land use and occupancy easier, at the same time, the plethora of technology available can be confusing. What is needed is a clear and concise guide for Aboriginal communities on how to consider, create, and setup a technology based mapping system in a manner that is not overwhelming or costly and which considers capacity and long-term sustainability. Page 20 SW-3 Objective Part One The Guide will document in clear, plain language with appropriate diagrams/schematics, the various steps in the planning and implementation of a technology based mapping system suitable for an Aboriginal community, which takes into account the CGDI principles of access to distributed, closest-to-source, data and interoperability. The Contractor will outline the methodology he proposes in his submission. The contractor will provide a list of the major steps involved in both the planning and implementation stages along with a description of each. Part Two The consultant, in consultation with the GeoConnections Project Authority, will document a minimum of three (3) case studies which may be supplemented by work already completed by GeoConnections, of Aboriginal communities that have implemented a successful technology based mapping system. The case studies should cover a range of community issues, technical solutions and levels of sophistication. The case studies should include at least one example each from a First Nation, a Métis community and an Inuit community. The case studies should address, but not be limited to the following: Why were the projects undertaken; what issue was being addressed Project methodology: how projects were undertaken; if and how collaborators were involved; how users were involved; what data was used; what standards were used; what analysis approaches were undertaken; Project outcomes and results: what was successful; what lessons were learned; how would proponents do things differently; how has their business changed as a result of the project; Future plans: will the projects be further enhanced or expanded to cover other needs; what is needed to expand or enhance the project: data, analysis, training, other partners, etc. Good practices in undertaking projects including: working with partners and stakeholders; getting buy-in from senior management; working with vendors and contractors; identifying and building partnerships with data providers; and, communicating successes and lessons learned. Identifying different approaches for analysis and methodologies used within projects. The Guide Development must include a communication strategy for disseminating the results. It must also employ a communication style that is clear, concise and tailored to a non-technical / semi-technical audience. SW-4 Scope This project may require the contractor to organize and undertake information gathering sessions with First Nations, Métis communities and Inuit communities as well as with members of the GeoConnections Aboriginal Advisory Committee and GeoConnections staff. If the contractor chooses to undertake a workshop or other means of consultation, this should be detailed in the proposal and in the work plan methodology. The GeoConnections Project Authority will facilitate the involvement of the GeoConnections Aboriginal Advisory Committee and GeoConnections staff. The work should consider previous efforts and documents provided by GeoConnections. These include but are not limited to: Relevant reference materials, such as proponent project reports and documents, to be provided by GeoConnections. Success stories Understanding Users’ Needs and User-Centered Design: http://www.geoconnections.org/publications/Key_documents/UNA_UCD_Guide_V4_eng.pdf Page 21 GeoConnections Developers Guide: http://www.geoconnections.org/publications/Technical_Manual/2007/CGDI_devguide_2007.pdf Key Documents for Developers: http://www.geoconnections.org/en/communities/developers/keyStudiesReports Developers' Library: http://www.geoconnections.org/en/resourcelibrary/developersLibrary The contractor should be aware of, and may need to reference links to external sources and expertise for GIS and other related geomatics practices. The guide will not include training in GIS or geomatics, but it may list some well known organizations where such training may be obtained, or sources where this type of information is available. Communication with the GeoConnections Project Authority will primarily take place via email and telephone. Meetings will be arranged as required. The project will involve communication with approximately ten – twenty (10 – 20) Aboriginal communities and / or organizations spanning provinces and territories across Canada. It is expected that the majority of the project can be done via web conference, telephone, fax, or email. However, travel may be undertaken as necessary with prior approval of the GeoConnections project authority. The contractor will provide all reports in Word, PDF, and HTML formats, through email, and in hardcopy. The contractor is required to present the project results in a PowerPoint format via WebEx seminar on two occasions: 1) to all project participants, and 2) to GeoConnections and the GeoConnections Aboriginal Advisory Committee. Dissemination of the report is not in the scope of this work. This contract does not include translation. Meetings with the GeoConnections Project Authority and any reports / documents submitted to GeoConnections will be completed in English. However, the contractor must include a bilingual resource for public consultation and communication purposes. The Crown will take ownership of Intellectual Property (IP) produced as a result of this project. SW-5 Tasks The project will consist of the following: 1. GeoConnections to provide reference materials and related documents 2. Contractor to review all documents and materials. 3. Discuss expectations of GeoConnections for results of the project 4. In consultation with GeoConnections, draft and discuss methodologies for undertaking the project The methodology should involve meetings with participants representing the Aboriginal user community 5. Contractor to validate methodology and augment or revise as necessary. 6. Document questions, gaps, challenges, needs and potential solutions identified by participants 7. In consultation with GeoConnections, validate findings with small sample of key participants and make revisions as necessary. 8. Develop outline and preliminary draft of Guide and communications strategy. 9. GeoConnections to review and approve drafts of the Guide and communications study and approve with comments and suggestions as necessary 10. Prepare Guide and Communications strategy 11. GeoConnections to review and approve the Guide and Communications strategy 12. Develop PowerPoint presentation on the contents of the Guide 13. Make final edits to Guide, presentation and communications strategy as necessary. 14. Present final results to project participants and to GeoConnections staff and the GeoConnections Aboriginal Advisory Committee Page 22 SW-6 Deliverables 1 preliminary draft of Guide 1 preliminary draft of communications strategy 1 intermediary Guide and communications strategy 1 preliminary PowerPoint presentation Final Guide ready for public distribution in desktop publishing format Final communications strategy Final PowerPoint presentation Delivery of two WebEx presentations to project participants and GeoConnections and the GeoConnections Aboriginal Advisory Committee SW-7 Milestones and Control Points 7.1 - The period of this contract is approximately 6 weeks from contract award. The proponent will propose timelines and milestones. 7.2 - The contractor grants NRCan the irrevocable option to exercise the option for travel purposes only if deemed necessary. Should travel be required, NRCan will request a cost breakdown at that time. SW-9 Requirements The successful bidder must have: Detailed understanding of geomatics and spatial data infrastructures Understanding of community based geomatics Understanding of, and significant experience working with, Aboriginal communities in Canada Experience writing and editing documents Experience creating visual diagrams Experience researching and synthesizing information Experience developing communications products Bilingual (Workshops/research may be required to be conducted in both official languages.) SW-10 Support The GeoConnections Project Authority will provide guidance, answer questions and review deliverables within two weeks of receipt. The GeoConnections Project Authority will provide background documents and reference material for review, the contact information if required, and approve travel as necessary. SW-11 Pre-Authorized Travel and Living Expenses – Travel is not anticipated however should it be deemed necessary the Contractor will be paid for pre-authorized reasonable and proper travel and living expenses incurred by personnel directly engaged in the performance of the Work, supported by appropriate receipts and calculated in accordance with the then current Treasury Board Guidelines on Travel and Living Expenses, (website: http://publiservice.gc.ca/travel/travel_e.html) without allowance thereon for overhead or profit. All payments are subject to government audit. All travel must have prior authorization of the Project Authority. Travel is not anticipated for this contract, however, should there be a need to visit any of the 10-20 Aboriginal Communities NRCan has built in an option to be exercised, should it be deemed necessary and upon approval of the Project Authority. Page 23 ANNEX “B” FINANCIAL PROPOSAL GENERAL INFORMATION B.1 TAXES, AS RELATED TO BIDS RECEIVED For Canadian-based Bidders, prices/rates, as applicable, MUST be firm (in Canadian funds) with Canadian customs duties and excise taxes as applicable included, and Goods and Services Tax (GST) or Harmonized Sales Tax (HST) as applicable, excluded; For foreign-based Bidders, prices/rates, as applicable, MUST be firm (in Canadian funds) and exclude Canadian customs duties, excise taxes and GST or HST, as applicable. Canadian customs duties and excise taxes payable by the consignee will be added, for evaluation purposes only, to the prices submitted by foreign-based Bidders; B.2 ESTIMATED PERIOD OF CONTRACT The estimated period of contract is approximately 6 weeks from Contract Award. B.3 FUNDING LIMITATION NRCan has allocated a maximum of $50,000.00 in funding for this requirement, inclusive of a) the Price to perform the Work, and b) any Travel and Living and c) Miscellaneous Expenses that may be required; Goods and Services Tax (GST) or Harmonized Sales Tax (HST) is extra to the Funding Limitation; any bids received in excess of this maximum funding will be automatically deemed non-responsive and will not be evaluated. B.4 BIDDER FINANCIAL OFFER - PRICING DETAILS TO BE COMPLETED BY THE BIDDER The Bidder hereby offers to Natural Resources Canada, as requested by the Minister, to furnish all necessary expertise, supervision, materials, equipment and other things necessary to perform the work as described in the the Statement of Work of the Request for Proposal and in accordance with the terms and conditions of the Request for Proposal, to the satisfaction of the Minister, or his authorized representative, for the following price(s): Page 24 B.4.1 BIDDER TOTAL TENDERED PRICE TO A LIMITATION OF EXPENDITURE TO PERFORM THE WORK BASED ON ALL-INCLUSIVE FIRM PER DIEM RATES, IN CANADIAN FUNDS, GST/HST EXCLUDED, IS $ _____________. The firm per diem rate(s) is based on 7.5 hours (seven hours and 30 minutes) exclusive of meal breaks with no provision for annual leave, statutory holidays and sick leave. For work performed for a duration of more or less than one (1) day, the daily rate will be prorated accordingly to cover actual time worked. The Per Diem Rate(s) is ‘all inclusive’ except for GST. Charges for expenses which are normally incurred in the provision of services, such as, labour for conducting negotiations and providing estimates, resolving contract disputes, tracking time sheets, monthly invoicing, facsimile, copying/printing charges, office supplies, computer hardware and software charges, courier, long distance telephone charges, travel from a personal residence to the NRCan site in the National Capital Region, local travel and the like, must be included in the rates and will not be permitted as additional charges to the contract. Option - The Bidder hereby grants to NRCan an irrevocable option to exercise the option for travel purposes only if deemed necessary. Should travel be required, NRCan will request a cost breakdown at that time The option may only be exercised by the Project Authority will be evidenced through a formal contract amendment issued by the Contracting Authority. B.4.2 THE BIDDER MUST PROVIDE ADDITIONAL FINANCIAL DETAILS AS REQUIRED BY ARTICLE B5 (B5.1-B5.4).OF THIS FINANCIAL SECTION. B.4.3 PROPOSALS WHICH DO NOT CONTAIN THE ABOVE-MENTIONED DOCUMENTATION OR WHICH DEVIATE FROM THE PRESCRIBED COSTING FORMAT SHALL BE CONSIDERED INCOMPLETE AND NON-RESPONSIVE. Page 25 B5. PRICE BREAKDOWN OF THE BID PRICE - BIDDER MUST PROVIDE PRICE DETAILS THE BIDDER MUST PROVIDE THE PRICE BREAKDOWN FOR THE WORK, IN CANADIAN FUNDS, GST/HST EXCLUDED, TO PERFORM THE WORK FROM APPROXIMATELY SIX (6) WEEKS FROM CONTRACT AWARD, AS FOLLOWS: (FINANCIAL DETAILS RELATING TO ANY OPTIONS WHICH MAY APPLY TO THIS RFP ARE TO BE DETAILED ON A SEPARATE PRICE BREAKDOWN SHEET SIMILAR TO THAT HEREUNDER, WITH APPLICABLE TIME PERIODS STATED.) B5.1 PROFESSIONAL FEES: Category of Personnel Per Diem Rate(s) Level of Effort/Number of Days Required Total Costs for Professional Fees 1 $ 120 Days* $ 2 $ 120 Days* $ 3 $ 120 Days* $ 4 $ 120 Days* $ 5 $ 120 Days* $ TOTAL * - The level of Effort/Number of Days Required are for evaluation purposes only. $ B5.4 BIDDER TOTAL TENDERED PRICE TOTAL TENDERED BIDDER PRICE TO PERFORM THE WORK FROM CONTRACT AWARD TO APPROXIMATELY SIX (6) WEEKS FOLLOWING CONTRACT AWARD. $ Page 26 ANNEX “C” EVALUATION CRITERIA C.1 MANDATORY REQUIREMENTS The Mandatory Requirements listed below will be evaluated on a simple pass/fail (i.e. compliant/non-compliant) basis. Proposals which fail to meet the Mandatory Requirements will be deemed non-responsive and given no further consideration. Proposals MUST demonstrate compliance with all of the following Mandatory Requirements and MUST provide the necessary documentation to support compliance. Req. ID M-1 Mandatory Requirement Qualifications of Personnel The proposed Project Manager must have a minimum of five (5) years experience within the last 8 years working with Aboriginal communities in a geomatics and / or internet mapping context Bidders MUST include within their proposal a detailed curriculum vitae (C.V.) for each of the Bidder’s proposed resource(s) named in their proposal. The following must be included for each of the proposed resource(s): - Background, experience and skills - Full and complete information (education, experience, association membership), references - Demonstration that the proposed Project Team has previous experience working with diverse Aboriginal communities - Demonstration that the proposed Project Team has a combined minimum of five (5) years experience from date of solicitation with projects including (but not limited to) geospatial analysis, geomatics and spatial data infrastructures, and the Canadian Geospatial Data Infrastructure (CGDI) M-2 M-3 Bidders MUST demonstrate that the proposed resource(s), Project Team, has a combined minimum of five (5) years of experience from date of solicitation in projects conducting research and developing guidance documents particularly writing and editing documents for publication The Bidder MUST propose a minimum of one BILINGUAL resource to support user consultations, workshops and presentations, which may be required to be conducted in both official languages The Bidder MUST propose resource(s) with five (5) years experience from solicitation date in facilitating consultations and in organizing and conducting successful workshops which may include interviews and / or surveys. The Bidder’s resource(s) must demonstrate recent and significant experience (two or more years M-5 within the last five years) in collecting, analyzing and synthesizing information that provides insight into best practices related to information management, dissemination and publishing M-4 Pass/Fail Proposal Page # Page 27 C.2 RATED REQUIREMENTS EVALUATION CRITERIA The criteria contained herein will be used by NRCan to evaluate each Proposal that has met all of the Mandatory Requirements. Bidders are advised to address these requirements in the following order and in sufficient depth in their proposals to enable a thorough assessment. NRCan’s assessment will be based solely on the information contained within the Proposal. NRCan may confirm information or seek clarification from Bidders. Proposals MUST achieve 60% of the overall maximum points for the Rated Requirement Criteria to be assessed as responsive under the Rated Requirements Section; proposals not meeting the 60% overall points will be deemed non-responsive and given no further consideration. Only those Proposals which are compliant with all of the Mandatory Requirements and then achieve (or exceed) an overall of 60% of the maximum points required for the Rated Requirements Evaluation Criteria Section will be further considered for award of a contract. Page 28 Req ID RATED REQUIREMENTS EVALUATION CRITERIA Point Breakdown Maximum Points R-1 Methodology The Bidder should present a methodology that clearly demonstrates an approach that will lead to a successful completion of the project. Demonstration should include the following criteria: - Scope of the project Responsibilities assigned to proposed resource Start and end dates of the project Plans, timelines and resources for soliciting input from stakeholders - Any project management included in the resource’s responsibilities - Identifying risks and or constraints or potential problem areas - Realistic plan for mitigating risks 5 points – Well demonstrated 3 points – Partially demonstrated 0 points- Not demonstrated 35 5 points for each criterion demonstrated R-2 Based on R1, the Bidder demonstrates a strong understanding of the scope of work and the tasks required to produce a high-quality end product. Demonstration should include the following criteria: - Understanding of the project and objectives Recognition & solution of situation Attainment of client’s expectations Demonstration of expertise 5 points for each criterion demonstrated * Excellent (address all four criterion) * Good (demonstrated 3 of the 4 criterion) * Adequate (demonstrates 2 of the 4 criterion) * Poor (demonstrates less that 2 of the 4 criterion) Points awarded based on the understanding of the requirement, the needed work to be done and the content of the required deliverable. 20 points – Excellent 15 points – Good 10 Points – Adequate 0 Points – Poor 20 PROPOSAL PAGE # Page 29 Req ID RATED REQUIREMENTS EVALUATION CRITERIA Point Breakdown Maximum Points R-3 Project Plan 1) Within the project plan, the Bidder should demonstrate a plan for adequately engaging stakeholders and for soliciting input Demonstration should include the following information: - Start and end dates of the proposed resource’s involvement - Scheduling of work and provision of realistic and complete time estimates 5 points for each criterion demonstrated 2) The Bidder should demonstrate a project plan that is clearly defined with a task breakdown and a schedule of deliverables. - Demonstration should include the following information: Scheduling of work and provision of realistic and complete time estimates Control of time and quality Reporting and debriefing arrangements Definition of detailed task list 5 points for each criterion demonstrated 3) In the project plan the proposal should demonstrate a logical methodology for punctual delivery of the project’s final deliverables Demonstration should include the following information: 10 5 points – Well demonstrated 3 points – Partially demonstrated 0 points- Not demonstrated 5 points – Well demonstrated 3 points – Partially demonstrated 0 points- Not demonstrated 20 20 - Scheduling of work and provision of realistic and complete time estimates - Reporting and debriefing arrangements - Definition of detailed task list - Addresses all deliverables and presents appropriate milestones 5 points – Well demonstrated 4) The Bidder should demonstrate levels of effort, staff ration, and resource(s) to 3 points – Partially demonstrated be provided to the project consistent with the proposed work. 0 points- Not demonstrated Demonstration should include the following information: 5 points for each criterion demonstrated 10 - Use of human and material resources - Back-up resources 5 points for each criterion demonstrated 5) The Bidder should demonstrate an adequate communications plan Demonstration should include the following : - Addresses internal communications required during the project - Addresses stakeholders in the Aboriginal community 5 points – Excellent distribution of resources 3 points – Good distribution of resources 0 points- Not demonstrated adequate distribution 5 points for each criteria demonstrated 5 points – Well demonstrated 10 PROPOSAL PAGE # Page 30 Req ID RATED REQUIREMENTS EVALUATION CRITERIA Point Breakdown Maximum Points R-4 Qualifications to Undertake the Project The Bidder should demonstrate that the proposed resource(s) has experience in writing and editing documents based on research and the consultation of diverse stakeholder groups. If a team is proposed the bidder should demonstrate that the proposed team has experience in writing and editing 5 points – Well documents based on research and the consultation of diverse stakeholder demonstrated groups. 3 points – Partially Demonstration should include the following criterion: demonstrated - Previous experience with similar projects as detailed in the 0 points- Not Statement of Work demonstrated 20 Individual Resource Proposed 5 Points per project as detailed in the Statement of Work to a maximum of 20 points. Team Proposed – Combined total of 5 Points per project as detailed in the Statement of Work to a maximum of 20 points. R-5 The Bidder should demonstrate that the proposed resource(s) has experience with Aboriginal communities. If a team is proposed the proposed team should demonstrate that they have a cumulative experience with Aboriginal communities. If a team is proposed the bidder should demonstrate that the proposed team has experience with Aboriginal communities Demonstration should include the following criterion: - Experience with reference to past projects as detailed in the Statement of Work Individual Resource Proposed 5 Points per project as detailed in the Statement of Work to a maximum of 20 points. 5 points – Well demonstrated 3 points – Partially demonstrated 0 points- Not demonstrated 20 Team Proposed – Combined total of 5 Points per project as detailed in the Statement of Work to a maximum of 20 points. R-6 The Bidder should demonstrate that the proposed resource(s) has experience and a strong background of geospatial analysis and geomatics. If a team is proposed the bidder should demonstrate that the proposed team should demonstrate that they have cumulative experience and a strong background of geospatial analysis and geomatics. 5 Points – Well Demonstration should include the following criterion: demonstrated - Experience with reference to past projects as detailed in the 3 Points – Partially Statement of Work demonstrated 0 Points – Not Individual Resource Proposed demonstrated 5 Points per project as detailed in the Statement of Work to a maximum of 20 points. Team Proposed – Combined total of 5 Points per project as detailed in the Statement of Work to a maximum of 20 points. 20 PROPOSAL PAGE # Page 31 Req ID RATED REQUIREMENTS EVALUATION CRITERIA Point Breakdown Maximum Points R-7 The Bidder should demonstrate that the proposed resource(s) has experience facilitating consultations and conducting workshops. If a team is proposed the Bidder should demonstrate that the team has experience facilitating consultations and conducting workshops. - Demonstration should include the following criterion: Previous experience with similar projects as detailed in the Statement of Work Individual Proposed 5 Points per work shop for a maximum of 20 points 5 Points per consultations for a maximum of 20 points 5 points – Well demonstrated 3 points – Partially demonstrated 0 points- Not demonstrated 45 Additional 5 points for demonstrating experience in both facilitating consultations and conducting workshops. Team Proposed – Combined total of 5 Points per work shop for a maximum of 20 points. Combined total of 5 Points per consultations for a maximum of 20 points. R-8 The Bidder should demonstrate experience researching and synthesizing information. If a team is proposed the Bidder should demonstrate that the team has experience researching and synthesizing information. Demonstration should include the following criterion: - Previous experience with similar projects as detailed in the Statement of Work Individual Resource Proposed 5 Points per project as detailed in the Statement of Work to a maximum of 20 points Team Proposed – Combined total of 5 Points per project as detailed in the Statement of Work to a maximum of 20 points. R-9 Technical Documentation Ability 5 points – Well demonstrated 3 points – Partially demonstrated 0 points- Not demonstrated The Bidder should demonstrate experience in writing and editing documents based on the consultation of diverse stakeholder groups. If a team is proposed the Bidder should demonstrate experience in writing and editing documents based 5 points – Well on the consultation of diverse stakeholders groups demonstrated 3 points – Partially Demonstration should include the following criterion: demonstrated - Previous experience with similar projects as per the Statement 0 points- Not of Work demonstrated 20 20 Individual Resource Proposed 5 Points per project as detailed in the Statement of Work to a maximum of 20 points Team Proposed – Combined total of 5 Points per project as detailed in the Statement of Work to a maximum of 20 points. MAXIMUM TOTAL POINTS 270 PROPOSAL PAGE # Page 32 Excellent / Well Demonstrated Very Good/ Partially Demonstrated Poor/ Not Demonstrated The Bidder’s response to this criterion is in depth and the requirement is exceeded. The knowledge, experience or approach demonstrated should ensure highly effective performance on this aspect of the work. The Bidder’s response to this criterion addresses the requirement well. The knowledge, experience or approach demonstrated should ensure more than adequate performance on this aspect of the work. The Bidder’s response to this criterion is inadequate in certain areas of this factor. The knowledge, experience or approach demonstrated is insufficient for the effective performance of the work. Page 33 C.3 CONTRACTOR SELECTION METHOD Highest Combined Rating of Technical Merit and Price The responsive (compliant) Bidder with the highest combined rating of technical merit (70%) and price (30%) will be recommended for award of a contract. See the following example table below. Example of 70% Technical Merit/30% Price Determination Technical Points Achieved by Bidder Price Quoted by Bidder Bidder 1 Bidder 2 Bidder 3 88 82 76 $85,000 $80,000 $75,000 Rated Price Points Achieved Total Points Achieved CALCULATIONS Technical Points Achieved Bidder 1 88 X 70 = 70.00 *88 **75 X 30 = 26.47 85 96.47 Bidder 2 82 X 70 = 65.23 *88 **75 X 30 = 28.13 80 93.36 Bidder 3 76 X 70 = 60.46 *88 **75 X 30 = 30.0 75 90.46 * Represents the highest technical score ** Represents the lowest priced proposal Assumption : Three compliant (responsive) bids have been received. The maximum technical score that can be obtained is 100 points. The Highest technical score and lowest price proposal received full rated percentage and other proposals are pro-rated accordingly. The winner is the Bidder scoring the Highest Total Points as a result of applying the Best Value Calculations to the technical bid and the bid price, respectively. Based on the above calculations, a contract would be awarded to Bidder 1. In the event of a tie, the successful bidder will be determined by the highest technical score achieved. Page 34 ANNEX “D” CONDITIONS PRECEDENT TO CONTRACT AND CERTIFICATIONS D.1 CONDITIONS PRECEDENT TO CONTRACT AWARD In order to be considered for Contract Award, a Bidder whose proposal is technically and financially responsive, must meet the following conditions: D.1.1 CONTRACTUAL CAPACITY AND JOINT VENTURE CONTRACTUAL CAPACITY The Bidder shall have the legal capacity to contract. If the Bidder is a sole proprietorship, a partnership or a corporate body, the Bidder shall provide a statement indicating the laws under which it is registered or incorporated together with the registered or corporate name and place of business. D.1.1.1 Joint Venture - a joint venture is an association of two or more parties who temporarily combine their money, property, knowledge, or other resources in a joint business enterprise. There are two types of joint ventures, the incorporated joint venture and the contractual joint venture, i.e., formed through a contractual agreement between the parties. The following information should be provided with the proposal: type of joint venture (incorporated or contractual), the names and addresses of the members of the joint venture. If a Contract is award to a contractual joint venture, all members of the joint venture shall be jointly and severally or solidarily liable for the performance of the Contract. D.1.2 SECURITY REQUIREMENT The nature of the work is unclassified. D.1.3 PROCUREMENT BUSINESS NUMBER (PBN) For procurement purposes, the Government of Canada uses a unique Procurement Business Number (PBN) to identify a company and its branches, divisions, or offices, where appropriate. The PBN is created using the entity’s Canada Customs and Revenue Agency Business Number. BIDDERS ARE TO STATE THEIR PBN IN THE BLOCK PROVIDED FOR IT ON PAGE 1 OF THE RFP DOCUMENT. All Canadian companies are required to have a PBN prior to contract award in order to receive a Natural Resources Canada ( NRCan) contract. In exceptional circumstances, NRCan may decide to award, at its own discretion, a contract to a company without a PBN. Non-Canadian companies are strongly encouraged to obtain a PBN. Companies may register for a PBN in the supplier Registration Information (SRI) service on line at the Business Access Canada (formerly Contracts Canada) Internet site at http://contractscanada.gc.ca. In order for companies to be sourced by government buyers, they must complete the registration process and activate their account in the SRI service. For non-Internet registration, contact the Business Access Canada (formerly Contracts Canada)Info Line at 1-800-8111148 or (819) 956-3440, in the National Capital Area, to obtain the telephone number of the nearest Supplier Registration Agent. Page 35 D.2 CERTIFICATIONS Notes to Bidders: The following certification requirements apply to this Request for Proposal (RFP). Bidders are required to complete these certifications by filling in the appropriate spaces, signing as applicable, and including the certification with their proposal. D.2.1 CERTIFICATION OF EDUCATION/EXPERIENCE 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 the individuals proposed by the Bidder for the requirement are capable of satisfactorily performing the Work described in the Contract. ____________________________________ Signature of Authorized Company Official _____________________________ Date D.2.2 STATUS AND AVAILABILITY OF RESOURCES The Bidder certifies that, should it be authorized to provide services under any contract resulting from this solicitation, the persons proposed in its proposal shall be available to commence performance of the Work as required by the Project Authority and at the time specified herein or agreed to with the Project Authority. If the Bidder has proposed any person in fulfilment of this requirement who is not an employee of the Bidder, the Bidder hereby certifies that it has the written permission from such person to propose the services of such person in relation to the Work to be performed in fulfilment of this requirement and to submit such person’s résumé to the Contracting Authority. During the proposal evaluation, the Bidder MUST, upon the request of the Contracting Authority, provide a copy of the certification by the non-employees proposed confirming permission and availability. The Bidder agrees that failure to comply with such a request may lead to disqualification of the Bidder’s proposal from further consideration. _____________________________________ Signature of Authorized Company Official _____________________________________ Date Page 36 D.2.3 FEDERAL CONTRACTORS PROGRAM CERTIFICATION Bidder Certification for Requirements exceeding $25,000.00 but under $200,00.00 Organizations that are subject to the Federal Contractors Program for Employment Equity (FCP-EE) but that have been declared ineligible to receive government contracts of goods and services over the threshold for solicitation of bids as set out in the Government Contract Regulations (GCRs) (currently $25,000, including all applicable taxes) by Human Resources Social Development Canada, either as a result of a finding of non-compliance by HRSDC, or following their voluntary withdrawal from the FCP-EE for a reason other than a reduction in their workforce, have been advised by HRSDC that as a consequence of this action they are no longer eligible to receive any government contract over this threshold. Consequently, their certificate numbers have been cancelled and their names have been placed on HRSDC’s List of Ineligible Contractors. Bids from such organizations will be considered non -responsive. The Bidder certifies that it has not been declared ineligible by HRSDC to receive government contracts over the GCRs threshold for solicitation of bids (currently $25,000, including all applicable taxes) as a result of a finding of noncompliance, or as a result of having voluntarily withdrawn from the FCP-EE for a reason other than a reduction in their workforce. The Bidder acknowledges that the Minister shall rely on this certification to award the Contract. Should a verification by the Minister disclose a misrepresentation on the part of the Bidder, the Minister shall have the right to treat any contract resulting from this bid as being in default, and to terminate it pursuant to the Default provisions of the Contract. __________________________________________ Signature of Authorized Company Official __________________________________ Date Notes to Bidders: The HRSDC site for information on the Federal Contractors Program is: http://www.hrsdc.gc.ca/en/gateways/topics/wzp-gxr.shtml AND The HRSDC site to obtain the Certificate of Commitment is: http://www.hrsdc.gc.ca/cgi-bin/search/eforms/index.cgi?&app=profile&form=lab1168&lang=e Page 37 D.2.4 WORKFORCE REDUCTION PROGRAMS As a result of the recent implementation of various programs to reduce the public service, Bidders MUST provide information regarding their status as former public servants in receipt of either a lump sum payment or a pension, or both, pursuant to the terms of the Early Departure Incentive (EDI) Program, the Early Retirement Incentive (ERI) Program, the Forces Reduction Program, the Executive Employment Transition Program and any other current and future similar programs implemented by Treasury Board. Therefore Bidders must make available the following details: a) b) c) d) date and amount of lump sum payment incentive; terms and conditions of the lump sum payment incentive (including termination date); rate of pay on which the lump sum payment was based; whether or not the $5,000 exemption has been reached. In the event that a contract is awarded to a former public servant during the period covered by the lump sum payment, the contract fee must be abated (reduced) by an amount corresponding to the number of weeks remaining in the Contractor’s lump sum payment period after the beginning of the Contract. This reduction is subject to an exemption of a maximum of $5,000 (including Goods and Services Tax or Harmonized Sales Tax, as appropriate) applicable to one or more contracts during the period covered by the lump sum payment. WORK FORCE REDUCTION PROGRAM - DETAILS In accordance with the requirements of clause entitled “Work Force Reduction Programs”, included above, Bidder must provide information regarding their status as former public servants in receipt of either a lump sum payment or a pension, or both, pursuant to the terms of the Early Departure Incentive (EDI) Program, the Early Retirement Incentive (ERI) Program, the Forces Reduction Program, the Executive Employment Transition Program and any other current and future similar programs implemented by Treasury Board. All Bidders shall indicate their status by checking the applicable line and sign the certification below. Proposals that are subject to the Work Force Reduction Program(s), shall also include the specified details. Failure to indicate the status will be considered having not met this requirement and will render the proposal non-responsive. A) This proposal is not subject to the Work Force Reduction Program(s) ____ (check if not subject to any program) B) This proposal is subject to the Work Force Reduction Program(s) ____ (check if applicable and provide the following details) - Name of Bidder: ________________________________________________ - Terms and Conditions of the Lump Sum Payment Incentive (copy attached) ______ - Date of Termination of Employment as a Public Servant: _________________ - Amount of Lump Sum Payment: $_______________ - Rate of pay on which Lump Sum Payment is based: $___________/week - Period of Lump Sum Payment: Start Date: ______________ Completion Date: ________________ Weeks: _______ - Other contracts subject to Work Force Reduction Program Restrictions: Page 38 Contract Number Contract Amount (Professional Fees) ______________________________ _______________________________ ______________________________ _______________________________ ______________________________ _______________________________ ______________________________ _______________________________ Signature of Bidder: _________________________________ Date:___________________________ Page 39 ANNEX “E” CERTIFICATIONS NOTE TO BIDDERS: THE FOLLOWING CERTIFICATION REQUIREMENTS APPLY TO THIS REQUEST FOR PROPOSAL 03-P3914917W. BIDDERS ARE REQUESTED TO COMPLETE THESE CERTIFICATIONS BY FILLING IN THE APPROPRIATE SPACES BELOW AND INCLUDE IT WITH THEIR PROPOSAL. E-1. Certification Requirements for the Set-Aside Program for Aboriginal Business A bidder who submits, under this program, a bid or proposal in response to a solicitation must complete and submit this Certification. Failure to submit this Certification will result in the proposal being found non-compliant. A precontract-award audit of this Certification may be performed prior to issuance of any Contract. 1. i) I, _________________________________________ (Name of duly authorized representative of business) hereby certify that ______________________________ (Name of business) meets, and shall continue to meet throughout the duration of the contract, the requirements for this program as set out in the attached Appendix 2 to Annex E entitled "Requirements for the Set-Aside Program for Aboriginal Business", which document I have read and understand. ii) The aforementioned business agrees to ensure that any subcontractor it engages with respect to the contract shall, if required, satisfy the requirements set out in "Requirements for the Set-Aside Program for Aboriginal Business" attached as Appendix 2 to Annex E. iii) The aforementioned business agrees to provide to Canada, immediately upon request, information to substantiate a subcontractor's compliance with this program. PLEASE CHECK THE APPLICABLE BOXES IN 2 AND 3 BELOW 2. i) The aforementioned business is an Aboriginal business which is a sole proprietorship, band, limited company, cooperative, partnership or not-for-profit organization, [ ] OR ii) The aforementioned business is a joint venture between two or more Aboriginal businesses or an Aboriginal business and a non-Aboriginal business. [ ] 3. The Aboriginal business or businesses have: i) fewer than six full-time employees [ ] OR ii) six or more full-time employees [ ] 4. The aforementioned business agrees to immediately furnish to Canada, such evidence as may be requested by Canada from time to time, corroborating this certification. Such evidence shall be open to audit during normal business hours by a representative of Canada, who may make copies and take extracts from the evidence. The aforementioned business agrees to provide all facilities for audits and to furnish information requested by Canada Page 40 with respect to the certification. 5. It is understood that the civil consequences of making an untrue statement in the bid documents, or of not complying with the requirements of the Program or failing to produce satisfactory evidence to Canada regarding the requirements of the Program, may include: forfeiture of the bid deposit; retention of the holdback; disqualification of the business from participating in future contracts under the Program; and/or termination of the contract. In the event that the contract is terminated because of an untrue statement or non-compliance with the requirements of the Program, Canada may engage another contractor to complete the performance of the contract and any additional costs incurred by Canada shall, upon the request of Canada, be borne by the aforementioned business. 6. Date: ________________ Signature: _________________________________ (Duly authorized representative of business) Place: ________________ Title: _________________________________ For: _________________________________ Name of Business Page 41 Owner/Employee Certification Form SET-ASIDE PROGRAM FOR ABORIGINAL BUSINESS 1. I, _____________________________________________, am an (Name) owner and/or full-time employee of_____________________________________, (Name of business) and an Aboriginal person, as described in the document attached as Appendix 2 to Annex entitled "Requirements for the Set-Aside Program for Aboriginal Business". 2. I certify that the above statement is true and consent to its verification upon the request ___________________ (Date) __________________ (Place) _______________________________________ (Signature of owner and/or employee) E of Canada.
