Request for Proposal—Templates

Notice to ProServices—Departmental Users

Departmental Users can use the following Sample Request for Proposal (RFP) as a starting point in preparing an RFP, however editing of the document is necessary in order to reflect the requirements of each Federal Government Department. This sample RFP is to be used in conjunction with ProServices.

Sample request for proposal for Informatics ProServices

Part I—Introduction

ProServices—Trading Partner Agreement

Note

This clause is mandatory in documents issued through ProServices.

The General Conditions Professional Services Medium Complexity, Supplemental General Conditions Professional Services Medium Complexity applicable to this requirement and Clauses of General application set-out in the Trading Partner Agreement shall form part of this Request for Proposal.

Summary of Requirement

*(insert a summary of your requirement)*

Contracting Authority

Matters pertaining to the administration of the RFP are to be referred to the Contracting Authority named below:

  • *(Name)*
  • *(Address)*
  • *(Telephone Number)*
  • *(Facsimile Number)*
  • *(E-mail)*

Part II—Proposal Preparation Instruction

Request for Proposal

As opposed to an Invitation to Tender, this is a request [commonly referred to as a Request for Proposal (RFP)] that proposals be developed and submitted to the Minister of *(enter name of your department)* setting out the alternative means by which several technical, performance, time and other goals and objectives may be best met, having regard to stated mandatory requirements. The Minister will consider entering into a contract for the implementation of the most acceptable proposal which will be determined having regard to the evaluation factors set out in this RFP. In addition, the acceptability of the contract terms and conditions upon which the respondent would be prepared to undertake the implementation of the proposal will be measured against the contract terms and conditions set forth in this RFP.

Enquiries

All enquiries regarding this Request for Proposal (RFP) must be submitted in writing to the Contracting Authority named above as early as possible during the period of the RFP. Enquiries must be received no less than *(specify the number of days)* calendar days prior to the RFP closing date. Enquiries or issues received after that time may not be able to be answered prior to the RFP closing date. To ensure consistency and quality of information provided to bidders, the Contracting Authority will provide, simultaneously to all bidders to which this RFP has been sent, any information with respect to significant enquiries received and the replies to such enquiries without revealing the sources of the enquiries.

All enquiries and other communications with government officials throughout the RFP period are to be directed ONLY to the Contracting Authority named above. Non-compliance with this condition during the RFP period may (for that reason alone) result in Disqualification of a proposal.

Meetings will not be held with individual bidders prior to closing date/time of RFP.

Validity of Proposal

Any proposal must remain open for acceptance for a period of not less than *(specify number of days)* days after the closing date of the RFP. After the RFP closing date, no amendments to the proposal will be accepted. However, during the evaluation, the Contracting Authority may require clarification from or conduct interviews with Bidders.

Rights of Canada

Canada reserves the right to:

  1. reject any or all proposals received in response to this RFP
  2. enter into negotiations with bidders on any or all aspects of their proposal
  3. accept any proposal in whole or in part without prior negotiation
  4. cancel and/or re-issue this RFP at any time
  5. award one or more contracts
  6. retain all proposals submitted in response to this RFP

Instructions to Proposers

It is essential that the elements contained in your bid be stated in a clear and concise manner. Failure to provide complete information as requested will be to your disadvantage.

Evaluation of Price

The price of bids will be evaluated in Canadian dollars, the Goods and Services Tax (GST) or the Harmonized Sales Tax (HST) excluded, free on board (FOB) destination.

Format and Content

Bidders shall prepare a proposal addressing all the requirements of this RFP. The proposal must include the first sheet of this RFP properly completed and signed. The Bidder's signature indicates acceptance of the terms and conditions set out herein. Ensure that the signatory has authority to commit the organization by making such a proposal. Ensure that the proposal includes a contact name, address and phone number. The proposal must be structured in the following two (2) parts, and bound separately:

  • Part A: Technical and Management proposal, with no reference to price
    *(Specify the number of copies to be submitted)*
  • Part B: Price Proposal
    *(Specify the number of copies to be submitted)*

Your proposal should be concise and should address, but not necessarily be limited to the points that are subjected to the mandatory requirements and evaluation criteria set out in Part III - Evaluation and Selection Methodology, against which the proposal will be evaluated. It is suggested you address these criteria in sufficient depth in your proposal. Items not addressed will be given a score of zero and the proposal will not be evaluated further. The proposal will be evaluated solely on its content. Simply repeating the statements contained in the Statement of Work is not sufficient; you must explain and demonstrate how you meet the mandatory requirements and how you understand and will carry out the work requirements.

Technical Proposal Evaluation

Rules for Technical Proposal

Your technical proposal should address each of the elements specified in this RFP by clause in the order in of their appearance.

Mandatory Requirements

Proposals will be evaluated in accordance with the mandatory requirements as detailed herein. Bidders are instructed to address each requirement in sufficient depth to permit a complete requisite analysis and assessment by the Evaluation Team. Proposals failing to adequately respond to the mandatory requirements will be excluded from further consideration. Only proposals found to meet the mandatory requirements will be further evaluated in accordance with the evaluation criteria subject to point rating as detailed herein.

Financial Proposal

This section of the proposal shall include a cost summary of the services required. Indicate a firm per diem rate(s) for the proposed resource(s) for the period of the proposed Contract.

Costs shall not appear in any other area of the proposal except in this financial proposal section.

Corporate Proposal

The Corporate Proposal shall provide information on the prime contracting company and any subcontracting companies.

Proposed Personnel

The bidder shall submit relevant information on the proposed resource(s). The bidder can refer to the evaluation methodology to determine the areas of experience and background that the client is most interested in. The information required for the proposed resource(s) is:

Curriculum Vitae

The Curriculum Vitae (CVs) shall be up-to-date and shall be submitted as an Appendix in alphabetical name sequence. The CV shall indicate the security clearance status of the individual. The Bidder shall bold-face or highlight the relevant areas in the person's CV. Bidders shall identify the applicants demonstrated relevant experience and education and the include the following:

  1. demonstrate required experience and skill sets
  2. detail individual resumes
  3. brief description of relevant projects and complexity including individual's role, responsibilities and length of time spent on the project
  4. provide, for each project, references which may be contacted

Goods and Services/Harmonized Sales Tax

All prices and amounts of money in the Contract are exclusive of Goods and Services (GST) or Harmonized Sales Tax (HST), as applicable, unless otherwise indicated. The GST or HST, whichever is applicable, is extra to the price herein and will be paid by Canada. The estimated GST or HST is included in the total estimated cost. GST or HST, to the extent applicable, will be incorporated into all invoices and progress claims. All items that are zero-rated, exempt or to which the GST or HST does not apply, are to be identified as such on all invoices. The Contractor agrees to remit to Revenue Canada any amounts of GST and HST paid or due.

Part III—Evaluation Procedures of Proposals

Note

Select which evaluation procedures (lowest cost, mandatory compliant or best value) will be applicable and MUST complete Appendix B (to be created by departmental user)

The evaluation of TECHNICAL proposals will be based on the criteria specified in the attached Appendix 'B'.

Technical Proposal

TECHNICAL proposals received will be compared separately against the evaluation criteria identified herein for the total requirement of this Request for Proposal (RFP) and in conjunction with the accompanying Statement of Work.

Evaluation Methodology

  1. Only those proposals which satisfy all MANDATORY requirements detailed herein will be further evaluated. IT IS MANDATORY FOR EVALUATION PURPOSES THAT PROPOSALS BE PREPARED IN THE FORMAT DESCRIBED HEREIN. FAILURE TO DO SO SHALL RENDER A PROPOSAL NON-COMPLIANT
  2. Mandatory Criteria: The evaluation process to complete the selection will take place as follows:

i. Mandatory Criteria: Bids not meeting ALL mandatory requirements will be eliminated from further consideration

ii. Cost: Cost will be evaluated on the total requirement (Contract period and any applicable option period(s) to extend using all personnel and estimated number of days per professional as stated in '____') OR (firm lot price for Contract period and any applicable option(s)).

(Contracting officers should insert either 'personnel and estimated number of days…' or 'firm lot price…').

Proposals may be accepted in whole or in part, with or without negotiation. It is anticipated that only one Contract will be awarded pursuant to this RFP.

Any resultant contract will be issued to either the Lowest Responsive Bidder (if lowest cost compliant selection procedure was chosen) or to the Best Value Bidder (if a rated criteria selection procedure was chosen).

Part IV—Resulting Contract

ProServices—Trading Partner Agreement - Part IV—Resulting Contract

Note

This clause is mandatory in documents issued through ProServices.

The General Conditions Professional Services Medium Complexity, Supplemental General Conditions Professional Services Medium Complexity applicable to this requirement and Clauses of General application set-out in the Trading Partner Agreement shall form part of this contract.

Security Requirement

If the work involves a security classification, you must contact your Departmental Security Officer and incorporate the proper Security clause prior to issuing of this document. The Security clauses may be viewed by accessing the Standard Acquisition Clauses and Conditions manual Section 5F.

Priority of Documents

The documents listed below form part of and are incorporated into this Contract. If there is a discrepancy between the wording of one document and the wording of any other document, which appears on the list, the wording of the document which first appears on the list shall prevail over the wording of any document which subsequently appears on the list:

  1. the Contract document including appendices
  2. the ProServices Trading Partner Agreement
  3. the General Conditions Professional Services Medium Complexity 2010B
  4. If applicable - Supplemental Conditions Professional Services Medium Complexity:
    • 4002 - Software Development or Modification Services
    • 4003 - Licensed Software
    • 4004 - Maintenance and Support Services for Licensed Software
    • 4006 - Contractor to Own Intellectual Property Rights in Foreground Information
    • 4007 - Canada to Own Intellectual Property Rights in Foreground Information
  5. Clauses of General application
  6. the Supplier's dated proposal

Requirement/Statement of Work

The Contractor shall perform the Work in accordance with the Statement of Work attached hereto as Appendix 'A', and forming part of this document.

Period of Work

The work is to be performed during the period of *(specify the period)*.

Authorities

Contracting Authority

  • *(Name)*
  • *(Address)*
  • *(Telephone Number)*
  • *(Facsimile Number)*
  • *(E-mail)*

The Contracting Authority 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.

Project Authority

  • *(Name)*
  • *(Address)*
  • *(Telephone Number)*
  • *(Facsimile Number)*
  • *(E-mail)*

The Project Authority is responsible for all matters concerning the technical content of the Work under this contract. Any proposed changes to the scope of 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.

Basis of Payment

Note

You MUST select ONE - either A, B or C and delete the ones that are not applicable.

a. The Contractor shall be paid a firm all inclusive per diem rate of *(specify the rate)*, for the services provided in accordance to the Statement of Work contained herein, GST/HST extra. OR

b. The Contractor shall be paid a firm all inclusive per diem rate of *(specify the rate)*, on an as and when requested basis, for the services provided in accordance to the Statement of Work contained herein, GST/HST extra. OR

c. In consideration of the Contractor satisfactorily completing all of its obligations under this contract, the Contractor shall be paid the firm lot price of $________, GST/HST extra.

Goods and Services Tax or Harmonized Sales Tax, estimated at $________, is extra to the 'Total Estimated Price' shown herein.

All deliverables are FOB Destination, and Canadian Customs Duty included, where applicable.

Travel Expenses

The Contractors will be paid for authorized reasonable and proper travel and living expenses incurred in the performance of the work, without any allowance therein for overhead or profit, and these costs which will be reimbursed in accordance with the Treasury Board Travel Directive.

Estimated Cost: _____

All payments are subject to Government Audit.

All travel must have prior authorization of the ________ (Insert name of relevant authority).

Method of Payment

  1. Payment by Canada for the Work shall be made within:
    1. thirty (30) days following the date on which all of the Work has been delivered at the location(s) specified in the Contract and all other Work required to be performed by the Contractor under the terms of the Contract has been completed; or
    2. thirty (30) days following the date on which an invoice and substantiating documentation are received according to the terms of the Contract; whichever is later
  2. If Canada has any objection to the form of the invoice or the substantiating documentation, within fifteen (15) days of its receipt, Canada shall notify the Contractor of the nature of the objection. 'Form of the invoice' means an invoice which contains or is accompanied by such substantiating documentation as Canada requires. Failure by Canada to act within fifteen (15) days will only result in the date specified in paragraph 1 of the clause to apply for the sole purpose of calculating interest on overdue accounts.
    Payment will be made for services rendered, provided that:
    1. invoices are submitted in accordance with the invoicing instructions contained herein
    2. all direct expenses, travel and living expenses, etc. are supported by invoices, receipts, vouchers
    3. time sheets are provided to support the time being claimed

Invoicing Instructions

  1. Payment will only be made on receipt of a satisfactory invoice duly supported by specified release documents and other documents called for under the Contract
  2. Invoices must be submitted on the Contractor's own invoice form and must be prepared to show:
    1. the date
    2. name and address of the CONSIGNEE
    3. item/reference number, deliverable and/or description of work
    4. contract serial number and financial codes
    5. the amount invoiced (exclusive of the Goods and Services Tax [GST] or Harmonized Sales Tax [HST] as appropriate) and the amount of GST or HST, as appropriate, shown separately
    6. Client Reference Number (CRN)
    7. Procurement Business Number (PBN)

Limitation of Expenditure—Firm Price

No increase in the total liability of Canada or in the price of 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, unless an increase is authorized by the Contracting Authority.

Supplemental General Conditions Professional Services Medium Complexity

Note to Departmental Users

*You must identify which of the supplemental general conditions Professional Services Medium Complexity applies to this requirement. Remove the conditions that do not apply.*

The following Supplemental General Conditions Professional Services Medium Complexity shall apply to this contract:

  • 4002 - Software Development/Modification Services
  • 4003 - Licensed Software
  • 4004 - Maintenance and Support Services for Licensed Software
  • 4006 - Contractor to Own Intellectual Property Rights in Foreground Information
  • 4007 - Canada to Own Intellectual Property Rights in Foreground Information

Inspection

The Technical/Project Authority shall be the Inspection Authority.All reports, deliverables, documents, goods and all services rendered under this Contract shall be subject to inspection by the Inspection Authority or its designated representative.Should any report, document, good or service not be in accordance with the requirements of the Statement of Work and to the satisfaction of the Inspection Authority, as submitted, the Inspection Authority shall have the right to reject it or require its correction at the sole expense of the Contractor before recommending payment.Any communication with a Contractor regarding the quality of Work performed pursuant to this Contract shall be undertaken by official correspondence through the Contracting Authority.

Deliverables

All deliverable items should be listed, including the required format and the delivery date. Required meetings, status reports, data or documents to beprovided and the time frame that applies to them, should be identified, if applicable.

The identification of format and deadlines will facilitate inspection at a later date as to whether the Contractor met the requirements within the predetermined time estimate.

Replacement of personnel

*(Use the following clause in contractual documents ONLY when specific personnel who will be doing the work will be named in the contract. The Departmental User shall complete the fill-in.)*

  1. When specific persons have been named in the Contract as the persons who must perform the Work, the Contractor shall provide the services of the persons so named unless the Contractor is unable to do so for reasons beyond its control
  2. If at any time the Contractor is unable to provide the services of any specific person named in the Contract, it shall provide a replacement person with similar qualifications and experience. The Contractor shall, within *(specify the number of calendar days)*, give notice to the Minister of:
    1. the reason for the removal of the named person from the Work
    2. the name, qualifications and experience of the proposed replacement person
    3. proof that the person has the required security clearance granted by Canada, if applicable
  3. The Minister may order the removal from the Work of any such replacement person and the Contractor shall immediately remove the person from the Work and shall, in accordance with subsection (2), secure a further replacement
  4. The fact that the Minister does not order the removal of a replacement person from the Work shall not relieve the Contractor from its responsibility to meet the requirements of the Contract
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