Atomic Energy of Canada Limited (AECL) Notice of intended procurement for information technology (IT) services outsourcing

Transcription

1 2018 July 18 Record Number: CM Re: Atomic Energy of Canada Limited (AECL) Notice of intended procurement for information technology (IT) services outsourcing To whom it may concern, The purpose of this Notice is to inform the market of an upcoming procurement and solicit letters of interest from potential service providers (Proponents) to bid on the provision of fully-managed outsourced IT services in support of AECL s business operations. If a subsequent request for proposals (RFP) is issued, Proponents will be requested to complete and submit a detailed proposal that demonstrates their ability to meet AECL s requirements for IT service delivery as outlined in the RFP. While interested service providers are encouraged to submit a letter of interest, please note that this request for submissions of letters of interest does not preclude any service provider, which does not submit a letter of interest, from bidding on any subsequent RFP. For clarity, such letter of interest will not be taken into consideration in evaluating any Proponent under the RFP, if issued. AECL intends to follow an open procurement approach which includes: 1. RFP Release Any RFP issued by AECL, as well as any additions, changes or revisions to the RFP will be issued through MERX. Mandatory requirements and evaluation criteria will be provided as part of this RFP documentation; 2. Bidder s Meeting AECL will hold a Bidder s meeting following the issuance of the RFP in Ottawa, Canada, with attendance available in person or by teleconference; 3. Questions & Answers, and Bid Submissions Proponents to the RFP will submit questions, requests for clarifications, and bid responses to AECL using MERX, and in accordance with the timelines specified in the RFP; 4. Technical Proposal Evaluation and Down-Selection AECL will evaluate and down-select to two (2) to three (3) Proponents using mandatory requirements and technical evaluation criteria following a best value methodology that applies scored criteria in relative order of importance. The two (2) Proponents with the highest scoring technical proposals will be invited to participate in an interview phase. If the Proponent with the third highest scoring technical proposal is within 5% of the second highest score, that Proponent will also be invited to participate in the interview phase; 5. Interviews with Down-Selected Proponents AECL will invite the down-selected Proponents to present their proposals to AECL, and a scenario-based exercise will be held to allow the Proponents to showcase their team dynamics and proposal as well as respond to questions from AECL; Atomic Energy of Canada Limited 286 Plant Rd Chalk River, Ontario Canada K0J 1J0 Telephone: Énergie atomique du Canada limitée 286 rue Plant Chalk River (Ontario) Canada K0J 1J0 Téléphone:

2 6. Commercial Proposal Evaluation AECL will evaluate the commercial (pricing) proposal from each down-selected Proponent and invite the highest-scoring Proponent for the agreement negotiation phase; 7. Negotiation with Highest-Scoring Proponent AECL will enter into negotiations with the highestscoring Proponent. If an agreement is reached, the contract will be awarded to that Proponent. If an agreement is not reached, negotiations will be terminated and the second-highest scoring Proponent will be invited for negotiation; 8. Contract Award AECL intends to award the contract by November 6, All timelines are currently indicative and may be subject to change at AECL s sole discretion. Procurement Process Timelines The table below depicts the intended dates for the procurement of IT services and may be subject to change at AECL s sole discretion: Letter of Interest Submission Requested to be provided no later than this date August 1, 2018 RFP Release Date August 15, 2018 Proponent Questions Submission Deadline Round 1 August 22, 2018 Bidders Meeting Period August 20-24, 2018 AECL to Answer Proponent Questions Submitted in Round 1 August 29, 2018 Proponent Questions Submission Deadline Round 2 September 5, 2018 AECL to Answer Proponent Questions Submitted in Round 2 September 12, 2018 Proposal Submission Deadline September 19, 2018 Evaluation Period September 19 October 10, 2018 Down-Selection and Negotiation Period October 10 November 16, 2018 Intended Contract Execution Date November 16, 2018 Intended Contract Term 5 years initial term, plus 2 extensions of 1 year each (as AECL s option) Mandatory Requirements RFP proposals must meet the following mandatory requirements in order to proceed to the scored evaluation stage: Proponents must submit a declaration of conflict of interest, indicating whether there are any actual, perceived or potential conflicts of interest. AECL will evaluate any declared conflicts and determine in its sole discretion whether such conflicts warrant exclusion from this procurement; Proponents must agree to provide independent attestation reports at least annually on the design, implementation and operating effectiveness of applicable IT controls operated by the Proponent, e.g., SOC 2 Type II attestation or equivalent; Page 2 of 6

3 Proponents must certify that neither they nor their subcontractors, including any of their respective directors or officers, have been convicted of an offence (including a conviction for which they received a conditional or an absolute discharge), within 10 years preceding the date on which the proposal is submitted, or are currently charged with an offence, under (i) any of the statutory provisions set out in Appendix "A" to this Notice or (ii) any foreign offence that, to the best of the Proponents knowledge and belief, may be similar to an offence under any of the provisions set out in Appendix "A" to this Notice; Proponents must certify that they meet National Security Requirements set out in the RFP which will include that they are legally organized and have a place of business in Canada or in a country that (i) has a governmentto-government arrangement with Canada for the exchange and safeguarding of protected and classified information and assets and (ii) a nuclear cooperation agreement with Canada. Proponents must agree that AECL s data, whether at-rest, in-use or in-transit, will remain within Canada's physical borders at all times; Proponents must agree that all personnel with access to AECL s systems and data will hold the Government of Canada Reliability security clearance or similar as per AECL s policies; Proponents must complete and sign the AECL non-disclosure agreement; and Proponents must submit evidence that it meets AECL s financial stability requirements set out in the RFP e.g., audited financial statements or equivalent proof of financial stability. Background and Context AECL is a federal Crown corporation, staffed by approximately forty (40) employees, responsible for enabling nuclear science and technology and managing the Government of Canada's decommissioning and radioactive waste responsibilities. We deliver our mandate through a contractual arrangement with Canadian Nuclear Laboratories Ltd. (CNL) for the management and operation of our sites, under a Government-owned, Contractoroperated (GoCo) model. AECL s role is threefold: 1) to act as agent of Government; 2) to provide advice and support related to nuclear policy to Canada; and 3) to set priorities for CNL, oversee the GoCo contracts and assess CNL s performance. More information about AECL is available at AECL is currently operating under an IT outsourcing service agreement with its current service provider to provide IT services to its approximately forty (40) employees at its Ottawa (Ontario), Pinawa (Manitoba) and Chalk River (Ontario) sites, which agreement is expected to terminate on or before September The IT services of CNL, an independent private company, are not within the scope of this procurement. As part of our effort to continually enhance the services delivered to our end-users, we are interested in qualifying, evaluating and selecting an experienced service provider that would be responsible to fully-manage our IT services and applications, and improve/enhance current systems (e.g., Microsoft Dynamics AX and SharePoint, and end-user support services) based on current enhancement requirements that AECL has identified. It is also AECL s preference to adopt software-as-a-service (SaaS) application delivery approach. The successful Proponent is expected to deliver the following IT services in the target state: Managed SaaS solutions for finance, human resources, procurement, , document management, office productivity, messaging, calling and conferencing. Page 3 of 6

4 Technology and infrastructure services for non-saas elements, including: compute, storage and backup, network, etc. Cross-functional services, including: support for core IT service management (ITSM) processes such as incident, change, request fulfilment and provisioning an integrated ITSM platform. Managed security services, including: a security information and event management (SIEM) solution and industry-leading detection and response. Service desk and workplace services, including: desktop service and deskside support services at three sites: Ottawa, ON; Chalk River, ON; Pinawa, MB. Applications management service, including: IM/IT applications that enable AECL s business processes such as human resources, procurement, finance and information management. Proponents are encouraged to express interest in bidding on this procurement opportunity by submitting a letter of intent to bid by August 1, 2018 indicating the intent to submit a proposal. Note: AECL is subject to applicable trade agreements, including the Canadian Free Trade Agreement and the Comprehensive Economic and Trade Agreement, Chapter 19 Government Procurement. Yours truly, 7/18/2018 X Amanda O'Haire Amanda O'Haire Contracts Analyst Signed by: Amanda O'Haire Amanda O Haire Contracts Analyst Atomic Energy of Canada Limited (613) x10229 aohaire@aecl.ca Enclosure: Cc: Page 4 of 6

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6 Appendix A (i) paragraph 80(1)(d) (False entry, certificate or return), subsection 80(2) (Fraud against Her Majesty) or section (Fraud against Her Majesty) of the Financial Administration Act (Canada); (ii) section 121 (Frauds on the government and Contractor subscribing to election fund), section 124 (Selling or Purchasing Office), section 380 (Fraud) for fraud committed against Her Majesty or section 418 (Selling defective stores to Her Majesty) of the Criminal Code (Canada); (iii) section 119 (Bribery of judicial officers, etc.), section 120 (Bribery of officers), section 346 (Extortion), sections 366 to 368 (Forgery and other offences resembling forgery), section 382 (Fraudulent manipulation of stock exchange transactions), section (Prohibited insider trading), section 397 (Falsification of books and documents), section 422 (Criminal breach of contract), section 426 (Secret commissions), section (Laundering proceeds of crime) or sections to (Participation in activities of criminal organization) of the Criminal Code (Canada); (iv) (v) (vi) (vii) (viii) section 45 (Conspiracies, agreements or arrangements between competitors), section 46 (Foreign directives), section 47 (Bid rigging), section 49 (Agreements or arrangements of federal financial institutions), section 52 (False or misleading representation), section 53 (Deceptive notice of winning a prize) of the Competition Act (Canada); section 239 (False or deceptive statements) of the Income Tax Act; section 327 (False or deceptive statements) of the Excise Tax Act; section 3 (Bribing a foreign public official), section 4 (Accounting), or section 5 (Offence committed outside Canada) of the Corruption of Foreign Public Officials Act (Canada); or section 5 (Trafficking in substance), section 6 (Importing and exporting), or section 7 (Production of substance) of the Controlled Drugs and Substance Act (Canada). Page 6 of 6