Public Works and Government Services Canada Travaux publics et Services gouvernementaux Canada 1 1 RETURN BIDS TO: RETOURNER LES SOUMISSIONS À: Bid Receiving - PWGSC / Réception des soumissions - TPSGC Place du Portage, Phase III Core 0A1/Noyau 0A1 11 Laurier St.,/11, rue Laurier Gatineau Québec K1A 0S5 Bid Fax: (819) 997-9776 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. Title - Sujet Nat. Laboratory Mgt Sys (NLIMS) Solicitation No. - N de l'invitation /A Client Reference No. - N de référence du client GETS Reference No. - N de référence de SEAG PW-$$XL-107-24449 File No. - N de dossier 107xl. CCC No./N CCC - FMS No./N VME Solicitation Closes - L'invitation prend fin at - à 02:00 PM on - le 2012-07-10 F.O.B. - F.A.B. Plant-Usine: Destination: Other-Autre: Address Enquiries to: - Adresser toutes questions à: Conn-Harbinson, Margo Telephone No. - N de téléphone (819) 956-1114 ( ) Destination - of Goods, Services, and Construction: Destination - des biens, services et construction: Various Locations across Canada Amendment No. - N modif. 002 Date 2012-06-26 Time Zone Fuseau horaire Eastern Daylight Saving Time EDT Buyer Id - Id de l'acheteur 107xl FAX No. - N de FAX (819) 953-3703 Comments - Commentaires 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 Shared Systems Division (XL)/Division des systèmes partagés (XL) 4C1, Place du Portage Phase III 11 Laurier St./11, rue Laurier Gatineau Québec 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 7
/A 002 107xl 107xl ENVIRONMENT CANADA NATIONAL LABORATORY INFORMATION MANAGEMENT SYSTEM (NLIMS) QUESTIONS FROM BIDDERS Dated 26 June 2012 The purpose of this amendment is to inform the Bidders of their responsibility to request the associated electronic versions of certain Annexes, Appendices and Attachments to the National Laboratory Information Management System (NLIMS) Request for Proposal (RFP) and to respond to Bidder questions. Upon receipt and study of the RFP Document, those Bidders who wish to provide a proposal based on the requirements and Terms and Conditions set forth in the RFP, must send a written request via email to the Contractual Authority for the referenced Annexes, Appendices and Attachments. The electronic versions of these Annexes, Appendices and Attachments will be forwarded via email attachment. As a reminder, the Bidder is required to complete and return the appropriate Annexes, Appendices and Attachments as part of their proposal as detailed in the RFP Document. To be completed and returned: Part 7, Annex A, Appendix A-2 - Voluntary Product Accessibility Template (VPAT) Part 7, Annex A, Appendix A-3 - WCAG 2.0 Accessibility Checklist Part 7, Annex B - List of Deliverables and Services Part 7, Annex C - Delivery/Milestone Schedule Part 7, Annex D - Software License Part 3, Attachment 3.1 - Bid Submission Form Part 4, Attachment 4.1 - Bidder Response Form Part 4, Attachment 4.2 - NLIMS Reference Checks Part 5, Attachment 5.1 - Software Publisher Certification Form Part 5, Attachment 5.2 - Authorized Publisher Certification Form Attachment 4.1 BIDDER RESPONSE FORM The Mandatory and Rated Technical Requirements have been listed in their entirety in Part 4, Attachment 4.1, Statement of Requirements, Bidder Response Form. These Mandatory and Rated Technical Requirements have been listed in machine-readable format with space for the Bidder Response. This Attachment 4.1, Mandatory and Rated Requirements, Bidder Response Form, shall be forwarded electronically under separate cover, upon written request by the Bidder, and the Bidder shall use this as a response form to be included in their written proposal. QUESTIONS: The following questions were received from bidders. To ensure consistency and quality of information provided to Bidders, significant enquiries received and the replies to such enquiries will be provided simultaneously to all Bidders to whom the bid solicitation has been sent. CHANGE TO SECURITY CLEARANCE REQUIREMENT: At Part 6, Security, Financial and Other Requirements, Section 1, Security Requirement, Para 1.1, DELETE the words At Time of Bid Closing and SUBSTITUTE the words Prior to Contract Award. Page 2 of - de 7
/A 002 107xl 107xl +++++++++++++++++++++++++++++++ QUESTION 19: M64-4.11.2: Please clarify pooled samples ; does it means samples grouped under a same attribute or it s a composite sample which means a new sample is created and it comprises part of all pooled samples? RESPONSE 19: Pooled Sample is a composite sample which means a new sample is created, and it is comprised of equal parts or all of the pooled samples. QUESTION 20: R16-4.4.15: (R) The NLIMS should include an Electronic Laboratory Notebook (ELN) module or offer an interface to existing ELN software available elsewhere (2) NLIMS supports interface to commercially available ELN products. Please identify which commercially available ELN is acceptable for EC. RESPONSE 20: EC do not currently use ELN. An acceptable product would be one that provides the benefits of search capabilities, simplified data copying and backups, enhanced collaboration between lab staff and allows the direct incorporation of data from instruments while replacing the practice of printing out data to be stapled into a paper notebook. QUESTION 21: Will the Part 7, Annex E information will be provided? RESPONSE 21: The Security Requirements Check List (Part 7, Annex E) will be forwarded under separate cover. For instructions on obtaining the required security clearance, please access the following URL: http://ssi-iss.tpsgc-pwgsc.gc.ca QUESTION 22: In the English-RFP-107XL A- Attachment4.1-BidderResponseForm-22May2012 At 3.5.3.1 Requirements Criteria It is mentioned that there should be a check Column to answer Yes or No (see below). But there isn t such a column in Table A or B. There is only a column Comply/Not comply or Available/Not available. Please Confirm. TABLE A Mandatory Requirements Mandatory Check Column - Meets Y/N Does this mean we have to answer Y/N for each sub-item (a, b, c, etc.) of a requirement? Example: The NLIMS functionality must deliver, enable and support, but is not restricted to, the following sample processing functions Page 3 of - de 7
/A 002 107xl 107xl a) System management (i.e. Application/user administration) b) Sample management and tracking c) Workload management d) Sample analysis and data acquisition e) Etc. RESPONSE 22: At 3.5.3.1 Requirements Criteria, Table A Mandatory Requirements, Delete in its entirety and Substitute the following: TABLE A Mandatory Requirements Bidder Compliance Comply/Do Not Comply The bidder shall enter a Comply or a Do Not Comply in this Column indicating the following: a) If the bidder enters a Comply in this column and has provided the required substantiation, it will be interpreted by the Crown to mean Yes the bidder meets the specified criterion. b) If the bidder enters a Do Not Comply in this column or has entered a Comply and has not provided the required substantiation, it will be interpreted by the Crown to mean No the bidder does not meet the specified criterion. Note: If a Do Not Comply is entered in the Mandatory Requirements section of Table A, the bidder will not be considered any further. If a Comply is entered but the substantiation has not been provided or is not sufficient to allow for proper evaluation, the bidder will be given the opportunity to respond to a Bid Evaluation Question provided by the Evaluation Team. If the subsequent response is not acceptable, the bidder will not be considered any further. TABLE B Rated Requirements (Written Portion) and TABLE C Functionality and Usability Assessment Bidder Response Available/Not Available The bidder shall enter an Available or a Not Available in this column indicating the following: a) If the bidder enters an Available in this column, it will be interpreted by the Crown to mean Yes, the bidder meets the specified rated criterion and will be awarded points as detailed in Sections 3.5.1.1 and 3.5.2. Bidders not achieving this level will be given no further consideration. Note: For Mandatory Items that have sub-items, partial compliance is not sufficient. The Bidder must substantiate and comply to all sub-sections. Where there is latitude, the item was made a Rated Requirement. QUESTION 23: The example reports from PESC are helpful but could you provide the following reports related to TMUs? a) Example of invoice using TMUs instead of dollars? Page 4 of - de 7
/A 002 107xl 107xl b) Example Quote in both dollars and TMUs? c) Example PESC client registration sheet or project sheet? RESPONSE 23: There is no standard format across all labs at this time. However we would require at minimum the following fields: a) Fields required for invoicing using TMUs instead of dollars should include at minimum the following fields: Headers & Footers (EC logo) Project ID Sample IDs Date/Time (fiscal year) Time Zone Financial coding Period covered for billing purposes Project Leader Laboratory Name Contact Information with respect to who the bill is being prepared for (sometimes different than the project leader) Legal Sample (Y/N) Description TMU Cost amount total amount paid amount outstanding discount taxes (GST/PST/HST) b) Example Quote in both dollars and TMUs? Please see a) above c) Example PESC client registration sheet or project sheet? Client Registration Client ID Client First Name Client Last Name Corporate Title Billing Address Postal Address E-mail Address Telephone Number Telephone Number Type (e.g. cell phone) Telephone Extension Alternate Telephone Number Alternate Telephone Number Type (e.g. cell phone, office) Alternate Telephone Number Extension Start Effectivity Date Page 5 of - de 7
/A 002 107xl 107xl End Effectivity Date Language of Correspondence Organization Name Company Name Department Branch Division District Comments (notes regarding client) Project Information Project ID Project Name Project Type (Enforcement, Monitoring, Research etc.) Client Project Code Project Start Date Project End Date Average Sample Retention Time Default Turn Around Time (TAT) Actual Turn Around Time (TAT) Allocated Time Allocated Time Used Extra Hours Used Discount Pricing Table Link to Quotation(s) Status Mode of Transmission of CoA (hardcopy, email, data transfer) Comments (lab and/or client) Created By Client s Database Name Billing mode (electronic or hard copy) Send Hardcopy of Report (Yes/No) QUESTION 24: In Part 7, Annex A, Appendix A-1: (Last column) It describes # of employees accessing the LIMS for each lab. It is assumed that EC would like to have an unlimited license for all the Labs? However, we would also like to evaluate the amount of concurrent users for each lab that will simultaneously access the LIMS at the same time should the new LIMS be based on concurrent users. The total number of employees identified in this section is 217. What amount of concurrent users would EC want to have for each lab? RESPONSE 24: We anticipate that the number of concurrent users within a lab will be 25% of the lab staff. For example, for every 100 users, there would be approximately 25 users accessing the NLIMS at any given time at a lab during operating hours. Page 6 of - de 7
/A 002 107xl 107xl QUESTION 25: Is there any anticipated growth out of any one of the labs due in the near future? Will the Alberta Oils Sands Project affect user count? We just want to be accurate in predicting potential growth if needed. RESPONSE 25: Our current estimates would see a growth of 5 to 10% NLIMS users across all Labs in total over the next 3 years. Page 7 of - de 7