Travaux publics et Services gouvernementaux Canada. Title - Sujet PROJECT PORTFOLIO MANAGEMENT. Solicitation No. - N de l'invitation HT /A

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1 Public Works and Government Services Canada RETURN BIDS TO: RETOURNER LES SOUMISSIONS À: Bid Receiving - PWGSC / Réception des soumissions - TPSGC 11 Laurier St. / 11, rue Laurier Place du Portage, Phase III Core 0A1 / Noyau 0A1 Gatineau Quebec K1A 0S5 Bid Fax: (819) SOLICITATION AMENDMENT MODIFICATION DE L'INVITATION The referenced document is hereby revised; unless otherwise indicated, all other terms and conditions of the Solicitation remain the same. Ce document est par la présente révisé; sauf indication contraire, les modalités de l'invitation demeurent les mêmes. Comments - Commentaires Travaux publics et Services gouvernementaux Canada Title - Sujet PROJECT PORTFOLIO MANAGEMENT Solicitation No. - N de l'invitation /A Client Reference No. - N de référence du client GETS Reference No. - N de référence de SEAG PW-EE File No. - N de dossier 008ee. 1 1 Part - Partie 1 of - de 2 See Part 2 for Clauses and Conditions Voir Partie 2 pour Clauses et Conditions CCC No./N CCC - FMS No./N VME Solicitation Closes - L'invitation prend fin at - à 02:00 PM on - le F.O.B. - F.A.B. Plant-Usine: Destination: Other-Autre: Address Enquiries to: - Adresser toutes questions à: Chui, Felix Telephone No. - N de téléphone (819) ( ) Destination - of Goods, Services, and Construction: Destination - des biens, services et construction: 340 LEGGET DR. GROUND, RM A162 OTTAWA, ON. K1A 0K9 Amendment No. - N modif. 004 Date Time Zone Fuseau horaire Eastern Daylight Saving Time EDT Buyer Id - Id de l'acheteur 008ee FAX No. - N de FAX (819) Vendor/Firm Name and Address Raison sociale et adresse du fournisseur/de l'entrepreneur Instructions: See Herein Instructions: Voir aux présentes Delivery Required - Livraison exigée Delivery Offered - Livraison proposée Vendor/Firm Name and Address Raison sociale et adresse du fournisseur/de l'entrepreneur Issuing Office - Bureau de distribution Systems Software Procurement Division / Division des achats des logiciels d'exploitation 11 Laurier St. / 11 rue, Laurier 4C1, Place du Portage, Phase III Gatineau Quebec K1A 0S5 Telephone No. - N de téléphone Facsimile No. - N de télécopieur Name and title of person authorized to sign on behalf of Vendor/Firm (type or print) Nom et titre de la personne autorisée à signer au nom du fournisseur/ de l'entrepreneur (taper ou écrire en caractères d'imprimerie) Signature Date Canada Page 1 of - de 1

2 /A ee 008ee THIS SOLICITATION AMENDMENT 004 IS RAISED TO ANSWER QUESTIONS RAISED BY THE INDUSTRY AND TO MAKE CLARIFICATIONS TO THE RFP For the entire solicitation: Where in this solicitation the words "PPMSS Licensed Software Subscription Services" appear, they are replaced with "PPMSS Software Subscription Services. At Subsection 2.1(c) of PART 2 BIDDER INSTRUCTIONS: DELETE: 2003 ( ) REPLACE WITH: 2003 ( ) At Subsection 6.2(a) of PART 6 - SECURITY, FINANCIAL AND OTHER REQUIREMENTS: DELETE: A9033T ( ) REPLACE WITH: A9033T ( ) At Subsection 7.4(b) Supplemental General Conditions: INSERT: (iii) 4008 ( ), Supplemental General Conditions - Personal Information Questions and Answers: Q17 In Amendment 1, Answer to question 6, states Canada is aware of the Multi-Departmental Contract for Project Portfolio Management Solution. However after analyzing the solution, it was determined that it was not a viable option and Canada will solicit a new PPMSS instead Question: Is this response confirming that the Crown has already performed a full technical review of the current awarded PPM solution and that it has been determined that the existing Multi-Departmental PPM Software Solution does not meet their current requirements for this RFP? If yes, does this mean the Crown has deemed that this solution is non-compliant and in turn should not be proposed in a SaaS offering for this RFP? A17 Canada may neither name nor comment on the viability of any specific solution as part of this solicitation process. Canada is conducting a competitive bid process in order to assess multiple solutions through an open, transparent and accessible opportunity for multiple potential bidders. The successful solution must meet all mandatory requirements and the minimum points required in the point rated requirements as described in this RFP. Q18 RFP Reference: Page 12, Section 3.3 (b) (ii) Question: The RFP currently defines similar experience as an entity that has experience providing the PPMSS Software Subscription Services to at least 50 users. We are seeking to Part - Partie 2 of - de 2 / Page 1 of - de 9

3 /A ee 008ee leverage the subcontractor s experience to meet this requirement. However, the Bidder will meet the other experience related requirements related to hosting and providing software as a service to other customers, including the 300 GB of available online storage, as outlined in section 3.3. (b). Please confirm if the requirement can be revised to reflect the experience with the actual PPMSS Software Subscription Services can reside with the subcontractor, provided the Bidder is able to meet the other experience related requirements outlined in this section. A18 At 3.3 (b)(iii) under Section II: Management Bid, it is stated clearly, The project must have been completed by the Bidder itself (and does not include the experience of any proposed subcontractor or any affiliate of the Bidder). However, several entities may combine their experience by submitting a bid as a joint venture; in that case, the bid can describe the previous experience of one or more joint venture members to meet the experience requirement - that is, one similar project could be described for one joint venture member and another different project could be described for another joint venture member, as long as the total number of projects is met (if two members of the joint venture worked on the same project, it will only be counted once) ; therefore this requirement will not be revised. Q19 RFP Reference: Page 21, Section 7.2 Grant of Licenses Question: This section contemplates that the Client will obtain a license to the software. The RFP requirement contemplates a Software as a Service Solution. Typically as part of a SaaS solution we provide a non-transferable and non-exclusive right to access and use SaaS for the sole purpose of supporting business use, we do not grant licenses to the software. Please clarify if you are seeking to obtain perpetual or subscription licenses to the software in accordance with this section. If you are seeking to obtain a perpetual or a subscription license to the software in accordance with the requirements of section 7.2, please clarify if the Bidder s responsibility will only be related to hosting the software and providing maintenance services in accordance with the terms of the RFP. A19 Canada is seeking subscription licenses as part of the PPMSS Software Subscription Services. This includes a license to copy, access and use the website and its associated application that hosts the PPMSS Software Subscription Services as specified in the solicitation. We note that the license to copy is for auditing purposes only. We also point out that the duration of the license is for the Contract's term. This requirement remains unchanged. Q20 RFP Reference Page 29, Section 7.9 (c) Method of Payment Question: This Subsection Monthly Payment in arrears for PPMSS Software Subscription Services, Maintenance and Support included, and Milestone Payments for Professional Services says that Professional Services will be paid by Milestone Payments, yet Table 1 in Annex B asks for a Per Diem rate for each of the deliverable (2-11). Is it acceptable if the bidder provides a total fee per deliverable, rather than a per diem rate? A20 Yes, Annex B Deliverables is changed as follows: Part - Partie 2 of - de 2 / Page 2 of - de 9

4 /A ee 008ee At ANNEX B Deliverables: DELETE: In its entirety. REPLACE WITH: ANNEX B Deliverables Table 1 (initial Contract) Item No. Initial Deliverables Description Qty for Evaluation Purposes only From Unit Price Extended Price (CAD) for Evaluation Purposes only PPMSS Software Subscription Services including Maintenance and Support and as otherwise specified in the SOW, for the first year of the Contract The subscription includes a minimum of 300GB of online storage, up to a maximum of 1000 GB of online storage. 1 The subscription includes the delivery of back-up data no less than once a month. 2 complete sets of technical and functional documentation 60 users Per User per year x (# days remaining/365 days) per Year (monthly payment in arrears) This subscription will start from the day the PPMSS goes Live in accordance to the SOW The price is the 1 year price divided by 365, then multiplied by the number of days remaining in the first year of the Contract (To the bidders: for the purpose of Bid Evaluation, the price will be based on just the 1 year price) [To the bidders, please fill in the expected days required for each deliverable below] Deliverables 2 to 11 are Milestone Payments Part - Partie 2 of - de 2 / Page 3 of - de 9

5 /A ee 008ee 2 Finalize Implementation Plan (Estimated 5 days) Business Process Review On-site Configuration Design and Modeling Configure Dashboards Resource Management Configuration Project request Configuration Administrator Training Train the Trainer Report Design Training Coaching (Estimated 4 days) (Estimated 10 days) (Estimated 4 days) (Estimated 4 days) (Estimated 4 days) (Estimated 5 days) (Estimated 5 days) (Estimated 5 days) (Estimated 15 days) Sub-Total CAD: HST, if applicable: TOTAL CAD: Additional annual subscription of PPMSS Software Subscription Service, Maintenance and Support included (Actual payment will be prorated in accordance to the Basis of Payment) Option year 1 - Annual subscription for PPMSS Software Subscription Service, Maintenance and Support included Option year 2 - Annual subscription for PPMSS Software Subscription Service, Maintenance and Support included Table 2 Optional Item No. Optional Deliverables Description Qty for Evaluation Purposes only From Unit Price Extended Price (CAD) for Evaluation Purposes only 100 Users 60 Users + 20 additional Subscriptions purchased under Optional Item No Users + 30 additional Subscriptions purchased per User per year per User per year per User per year Part - Partie 2 of - de 2 / Page 4 of - de 9

6 /A ee 008ee 4 Option year 3 - Annual subscription for PPMSS Software Subscription Service, Maintenance and Support included under Optional Item No Users + 50 additional Subscriptions purchased under Optional Item No. 1 per User per year Sub-Total CAD: HST, if applicable: TOTAL CAD: 1 Additional Online Storage Table 3 Optional Item No. Optional Deliverables Description Qty for Evaluation Purposes only From Unit Price Extended Price (CAD) for Evaluation Purposes only Per 400 GB Sub-Total CAD: HST, if applicable: TOTAL CAD: Sub-Total Bid Price Table 1, Table 2 and Table 3 CAD: HST, if applicable: TOTAL Bid Price Table 1, Table 2 and Table 3 CAD: Q21 Annex A Statement of Work, paragraph (i), states: The Contractor must: (i) deliver 2 complete sets of technical and functional documentation with the deliverables in English and in French. This documentation must include all publications pertaining to technical documents, software facilities, installation requirements, operating instructions, data dictionary and data models; We would request that the French language requirement be limited to include training documentation for end users only. The cost of translation of technical implementation guides, data dictionaries, data models, etc., makes this prohibitively expensive to the Crown. A21 The requirement to have documents delivered in both official languages will be kept as part of the cost for acquiring the PPMSS - SaaS solution. Part - Partie 2 of - de 2 / Page 5 of - de 9

7 /A ee 008ee Q22 Section in Annex A outlines the reporting requirements. Can we be provided with sample reports that are currently in use? A22 No sample reports will be provided as supporting documentation for this solicitation. Q23 How many different reports are considered to be in scope? A23 There is no limit on the number of different reports that may be produced by users. Reports will vary by type; there are financial, resource, and project status reports. Q24 Can we be provided with an example of a Local dashboard so that we can understand what information needs to be included and available? A24 No examples of local dashboards will be provided as supporting documentation for this solicitation. Q25 Is integration with a service management tool in scope for this implementation? A25 Integration with a Service Management Tool is not required. Q26 What is meant by the term historical data in ? A26 Historical data may, for example, refer to data from previous fiscal years that would be entered into the PPMSS. A user may, for example, analyze trends over time with this information. Q27 We have reviewed the statement of work and requirements outlined in Annex A and would like to know how Health Canada arrived at the effort estimate and timeline in section 2.1.8? A27 Section provides estimated timelines which will be finalized once the contract is signed. Bidders are to provide the number of expected days required for each deliverable when filling in Annex B Deliverables as amended above in Q20 as part of their bids. Q28 Are the effort and timeline estimates in section examples of the key deliverables and milestones only or is the timeline fixed? Part - Partie 2 of - de 2 / Page 6 of - de 9

8 /A ee 008ee A28 Section provides estimated timelines which will be finalized once the contract is signed. Bidders are to provide the number of expected days required for each deliverable when filling in Annex B Deliverables as amended above in Q20 as part of their bids. Q29 Will Health Canada accept a response that exceeds the effort and timeline estimate in section 2.1.8? A thorough review of the requirements in Annex A leads us to believe that there is considerably more effort required than section implies. Most notably, the reporting requirements (pending further clarification) and the configuration design and testing are greater than the time allowed in the schedule. A29 Section provides estimated timelines which will be finalized once the contract is signed. Bidders are to provide the number of expected days required for each deliverable when filling in Annex B Deliverables as amended above in Q20 as part of their bids. Q requires that a complete history of all edits and changes. Does this include changes to a project schedule made in a desktop client? A30 The history of any edits and changes a user may make to a project schedule residing in the PPMSS SaaS environment will need to be tracked and recorded. Changes made to a project schedule residing outside the PPMSS SaaS environment will not be tracked. Q31 Annex E: Criminal Record Check for board of directors: As the bidder is a publicly traded company with a very stable and financially solid backing we wanted to confirm if the criminal record check is required at this time? A31 The Code of Conduct Requirement has been changed as follows: At Subsection 2.1 Standard Instructions, Clauses and Conditions of PART 2 BIDDER INSTRUCTIONS: INSERT: (d) The text under Subsection 4 of Section 01 - Code of Conduct and Certifications - Bid of 2003 referenced above is replaced by: Bidders should provide, with their bid or promptly thereafter, a complete list of names of all individuals who are currently directors of the Bidder. If such a list has not been received by the time the evaluation of bids is completed, Canada will inform the Bidder of a time frame within which to provide the information. Failure to provide such a list within the required time frame will render the bid non-responsive. Bidders must always submit the list of directors before contract award. Part - Partie 2 of - de 2 / Page 7 of - de 9

9 /A ee 008ee Canada may, at any time, request that a Bidder provide properly completed and Signed Consent Forms (Consent to a Criminal Record Verification form - PWGSC-TPSGC 229) ( for any or all individuals named in the aforementioned list within a specified delay. Failure to provide such Consent Forms within the delay will result in the bid being declared non-responsive. The text under Subsection 5 of Section 01 - Code of Conduct and Certifications - Bid of 2003 referenced above is replaced by: The Bidder must diligently maintain the list up-to-date by informing Canada in writing of any change occurring during the validity period of the bid, and must also provide Canada, when requested, with the corresponding Consent Forms. The Bidder will also be required to diligently maintain the list and when requested, provide Consent Forms during the period of any contract arising from this bid solicitation. At Table of Contents: DELETE: 5.1 Code of Conduct Certifications - Consent to a Criminal Record Verification REPLACE WITH: 5.1 Code of Conduct Certifications - Certifications Required Precedent to Contract Award At Subsection 5.1 Code of Conduct Certifications - Consent to a Criminal Record Verification of PART 5 CERTIFICATIONS: DELETE: In its entirety. REPLACE WITH: 5.1 Code of Conduct Certifications - Certifications Required Precedent to Contract Award Bidders should provide, with their bid or promptly thereafter, a complete list of names of all individuals who are currently directors of the Bidder. If such a list has not been received by the time the evaluation of bids is completed, the Contracting Authority will inform the Bidder of a time frame within which to provide the information. Bidders must submit the list of directors before contract award, failure to provide such a list within the required time frame will render the bid non-responsive. The Contracting Authority may, at any time, request that a Bidder provide properly completed and Signed Consent Forms (Consent to a Criminal Record Verification form - PWGSC-TPSGC 229) ( for any or all individuals named in the aforementioned list within a specified delay. Failure to provide such Consent Forms within the delay will result in the bid being declared non-responsive. At Subsection 7.4(a) General Conditions of PART 7 RESULTING CONTRACT CLAUSES: INSERT: The text under Subsection 4 of Section 41 - Code of Conduct and Certifications - Contract of 2035 referenced above is replaced by: Part - Partie 2 of - de 2 / Page 8 of - de 9

10 /A ee 008ee During the entire period of the Contract, the Contractor must diligently update, by written notice to the Contracting Authority, the list of names of all individuals who are directors of the Contractor whenever there is a change. As well, whenever requested by Canada, the Contractor must provide the corresponding Consent Forms. ALL OTHER TERMS AND CONDITIONS OF THE BID SOLICITATION REMAIN THE SAME Part - Partie 2 of - de 2 / Page 9 of - de 9