Basic Information

Reference Number

0000078908

Issuing Organization

Canadian Air Transport Security Authority

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

RFP17-1275

Title

Records Management Add-In Software

Source ID

FD.CO.ON.442189.C97564

Agreement Types

Canada-European Union Comprehensive Economic and Trade Agreement(CETA)

Canadian Free Trade Agreement (CFTA)

Details

Location

Canada, Ontario, Ottawa

Purchase TypeA - Previous Amendment

Term: 2018/07/11 12:00:00 AM EDT - 2023/07/10 12:00:00 AM EDT
Option: three additional one year periods

DescriptionA - Previous Amendment

Notice of Proposed Procurement constituting

a Notice of Intended Procurement and Summary Notice under CETA, and
a Tender Notice under the CFTA

1.0 Introduction
The Canadian Air Transport Security Authority (“CATSA”) is a Crown corporation with headquarters at 99 Bank Street, Ottawa, Ontario, Canada, K1P 6B9. CATSA is responsible for the delivery of consistent, effective and efficient screening of passengers and non-passengers in designated airports. Further information about CATSA can be obtained at www.catsa.gc.ca.

1.1 Estimated Contract Value $910,000

2.0 Description
The Canadian Air Transport Security Authority (CATSA) has a requirement for the supply, implementation, and support of a Records management add-in software application to enable electronic and paper Records management within Microsoft SharePoint for an initial term of five years, with the data migration and implementation of the Solution to be completed within the first nine months, and including an optional extension of up to three additional one year periods as further described in Schedule “A” (Statement of Work).

For details see the RFP.

3.0 Procurement Method
This RFP establishes an Open Tendering process to enter into a non-exclusive Contract.

4.0 Term of Resulting Contract.
It is anticipated that the term of any resulting Contract will be for an initial term of five years, renewable for up to three additional periods of one year at CATSA’s sole option.

5.0 Address for Submission of Questions and Proposals/Responses; Question Acceptance Deadline and Closing Date
The question acceptance deadline and the closing date are set out in the “Dates” section above. CATSA may extend either or both of such dates.

Questions and Proposals must be submitted to procurementcontract@catsa.gc.ca.

6.0 Mandatory Requirements
Technical Offers that fail to meet these requirements will be deemed unresponsive and will not be given further consideration.

M1.
The Solution must be promoted as a Document and Records Management System, and must contain, “out-of-the-box”, standard, industry-accepted, recordkeeping functionality. This includes the ability to manage the lifecycle of corporate Records through the use of user-defined and managed classification schemes and retention schedules.
M2.
The Solution must integrate within CATSA’s existing SharePoint 2016 environment.
M3.
The Solution must have the ability to utilize a DHR Variable Substitution thereby not requiring the manual creation of an explicit retention and disposition rule for every case category.
M4.
The Solution must allow for the application of CATSA’s retention rules to manage the lifecycle of case files (i.e., case file management) and lifecycle workflow capabilities to facilitate its business procedures automation.
M5.
The Solution must allow users to declare email from within Microsoft Outlook; and
The Solution will be required to provide simple email integration capabilities between MS Outlook and Connexions.
M6.
The Solution must be commercially available with no customization required. RM functionality is configurable.
M7.
The Solution must be installed on CATSA premises and must run on CATSA computers and servers. Cloud based solutions will not be considered.
M8.
The Solution client interface must be in both English and French.

7.0        Rated Requirements

The RFP contains details of the rated requirements.

8.0        Contractor Selection

All proposals will be examined in accordance with the following process:

Step 1: Confirmation of Compliance to the Mandatory Requirements

Technical Offers will be reviewed for compliance with the Mandatory Requirements described in Schedule “C” (Technical Offer Requirements and Evaluation) of the RFP to confirm that the information, statements and supporting material in the bidder’s Technical Offer substantiate a compliant response. Mandatory Requirements will be confirmed on a simple pass or fail basis. Technical Offers that do not comply with any Mandatory Requirement will be considered non-compliant and will receive no further consideration.

Step 2: Evaluation of Rated Requirements (weighted 60%)

Technical Offers will be evaluated against the Rated Requirements, as outlined in Schedule “C” (Technical Offer Requirements and Evaluation). Technical Offers will be assigned a score for each rated requirement to establish a Step 2 “Technical Score”. The maximum Technical Score is four hundred eighty five (485) points.

At the end of this Step 2 (Evaluation of Rated Requirements), CATSA will establish a shortlist of up to the top three bidders with the highest total Technical Scores that are within a twenty percent (20%) range of the highest Technical Score. Only the bidders meeting these criteria will be eligible to proceed to the next step of the evaluation and selection process.

Step 3: Presentation/Demonstration

The bidders from the shortlist created in Step 2 will be invited to present their proposed solution to the CATSA evaluation team. Shortlisted bidders will be offered the option of presenting the solution in person at CATSA’s head office in Ottawa or via web based presentation. Presentations will be limited to a duration of no more than two hours.

Presentations will not be evaluated, but can be used to increase or decrease the technical scores. The purpose of the presentation is to demonstrate and validate what has been proposed in the technical proposal. Bidders will not be allowed to present anything that wasn’t included in their Technical Proposal or to introduce any new information that wasn’t included in the bidder’s proposal.

The shortlisted bidders’ technical scores will be adjusted following the presentations, if required. In the event that the adjusted score of any of the bidders would fall outside the twenty percent (20%) threshold, it will be removed from the shortlist and will not continue to Step 4. Further, no other bidders will be added to the shortlist should any of the shortlisted bidders be removed at this stage.

Step 4: Evaluation of Financial Offer (weighted 40%)

Financial Offers from the shortlisted bidders will be evaluated and assigned an “Evaluated Price” in accordance with Schedule “D”, (Financial Offer Requirements and Evaluation).

Step 5: Recommendation of Award

Subject to Schedule “G” (Security Requirements Assessments) CATSA intends to recommend a bidder for award of a contract based on the following methodology, without limitation to any other provision in this RFP, including but not limited to Section 11 (CATSA’s Reserved Rights).

Weighted Score

The proposal with the highest Weighted Score as determined by combining the bidder’s Technical and Financial Scores will be, subject to Schedule “G” (Security Requirements Assessments), recommended for award of a contract without limitation to any other provision in this RFP, including but not limited to Section 11 (CATSA’s Reserved Rights).

The “Financial Score” will be calculated by pro-rating the Evaluated Price of Financial Offers against the Financial Offer with the lowest Evaluated Price. For greater certainty, the Financial Score is determined by dividing the lowest Evaluated Price by each bidder’s Evaluated Price and multiplying by the specified weighting factor.

The “Technical Score” will be calculated by pro-rating the Technical Offers against the Technical Offer with the highest Technical Score. For greater certainty, each bidder’s Technical Score is divided by the highest Technical Score and then multiplied by the specified weighting factor.

The Technical Score and the Financial Score will then be added and the total will be deemed the “Weighted Score”.

Step 6: Security Requirements Assessments

Prior to award, and as a condition precedent to award of a contract, CATSA will, for the bidder selected from Step 5 (Recommendation of Award), assess that bidder’s ability to meet the Security Requirements specified in Appendix A-1 of the Statement of Work in accordance with Schedule “G” (Security Requirements Assessments).

9.0      Trade Agreement

This procurement is subject to:

Chapter Nineteen (Government Procurement) of the Canada-European Union Comprehensive Economic and Trade Agreement (CETA); and
Chapter Five (Government Procurement) of the Canadian Free Trade Agreement (CFTA).

10.0 Use of MERX

CATSA will only use MERX as its web-based forum to post solicitations. As such, the attached procurement document has only been posted on MERX, and all related documents, notices, addendums, and questions and responses thereto will only be posted on MERX.

See MERX at http://www.merx.com for details respecting how to access the solicitation documents and any costs related thereto.

CATSA does not authorize, or make any representations or warranties in respect of, any postings relating to its procurements found on any other web-based forum.

11.0 Language

Proposals may be submitted in either the English or French language.

Dates

Publication

2018/02/16 03:36:03 PM EST

Question Acceptance DeadlineA - Previous Amendment

2018/04/11 12:00:00 AM EDT

Questions are submitted online

Yes

Closing DateA - Previous Amendment

2018/04/18 12:00:00 AM EDT

Contact Information

Jean Fortin

613-991-4169

jean.fortin@catsa.gc.ca

Bid Submission Process

Bid Submission Type

Physical Bid Submission

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