Task-based informatics professional services supply arrangement

Please note that Treasury Board has recently amended the Contracting Policy to increase some of the contracting delegations of the Policy for goods, services and other procurement commodities. Below are some of the changes that will affect the Solutions-Based Informatics Professional Services (SBIPS) and the Task-Based–Informatics Professional Services (TBIPS) methods of supply:

Appendix C—Contracts Directive was revised as of April 11th, 2019 to increase the contracting authority of Public Services and Procurement Canada (PSPC) to $ 37,500,000.00 for Services, as well as increase most other government departments’ authority to $ 3,750,000.00.

Please be reminded that the Contracting Officer awarding and signing any resulting contract must hold the appropriate Delegated Contracting Authority for such amount. As always, these amounts include all applicable taxes, travel/living expenses and amendments.

Important notice to all suppliers

Visit the Task Based Informatics Professional Service/Services professionnels en informatique centrés sur les tâches (EN578-170432/B) solicitation which is currently available on the Buyandsell.gc.ca site. Refreshes are for 1) new suppliers who did not submit a proposal under the re-competition and wish to submit one, or 2) existing suppliers who wish to submit a proposal because they wish to add additional categories to their TBIPS profile. Existing suppliers who do not wish to add additional categories to their profile do not need to submit a proposal for a 'refresh'.

The following clauses apply to and form part of any Supply Arrangement (SA) resulting from the Request for Supply Arrangement (RFSA). Only suppliers who are qualified and "Active" SA Holders at the time a bid solicitation is issued are eligible to be invited to bid.

Please contact Informatics Methods of Supply (IMOS) at rcnmdai.-ncrimos@tpsgc-pwgsc.gc.ca.

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1. Arrangement

This Supply Arrangement includes only those Services described in the "Requirements for Services" at Annex A, which are also identified at Annex E SA "Qualified Categories”.

"TBIPS" refers to Services related to a particular activity or initiative that are required to address a specific Information Technology (IT) need, which are usually associated with a specified set of responsibilities. The tasks involved are finite work assignments which require one or more resources to complete. A task involves a specific start date, a specific end date, and set deliverables. Tasks are usually not large projects, although they may be subsets of a larger project. Tasks may require highly specialized work to be performed requiring a rare or unique skill or knowledge for a short period of time.

2. Security Requirement

  1. The Supplier must hold, at minimum, a valid Designated Organization Screening (DOS) issued by the Canadian Industrial Security Directorate (CISD) as specified below, in order to remain a Supplier. The Supply Arrangement Authority may verify the Supplier's security clearance with CISD of PSPC at any time during the period of the Supply Arrangement
  2. The requirements to be procured under this Supply Arrangement are subject to the requirements in the Security Requirement Check Lists (SRCL's) identified in each individual bid solicitation. Samples of possible SRCL's are accessible through the link Common Centralized Professional Services: Security Requirement Checklists, but other SRCL's may be used. Each bid solicitation will identify the SRCL that will apply to any resulting contract
  3. In the case of a joint venture, for any given resulting contract the highest level of corporate security attainable through CISD of PSPC is the lowest level held by any single member of the joint venture. For example, a joint venture with five (5) members is comprised of four (4) members holding a valid Facility Security Clearance (FSC) at the Secret level and one member holding a valid Designated Organizational Screening (DOS). The highest corporate security level for which the joint venture would be considered under a bid solicitation run this Supply Arrangement would be DOS, until such time as the member holding a valid DOS clearance has requested sponsorship via the Supply Arrangement Authority and obtained a valid FSC at the Secret level as issued by CISD

3. Standard Clauses and Conditions

All clauses and conditions identified in the Supply Arrangement and resulting Contract(s) by number, date and title are set out in the Standard Acquisition Clauses and Conditions Manual issued by Public Services and Procurement Canada.

3.1 General Conditions

2020 (2017-09-21) General Conditions—Supply Arrangement—Goods or Services, apply to and form part of the Supply Arrangement.

3.2 Supply Arrangement Reporting—Quarterly Usage Report

The Supplier must compile and maintain records on its provision of solution-based professional services to the federal government including any goods provided to support these professional services to the federal government under contract resulting from the Supply Arrangement. This data must include all purchases paid for by a Government of Canada Acquisition Card. Instructions for reporting electronically can be found Quarterly usage report instructions.

When being awarded a contract under SBIPS, report the total value of the contract on your next Quarterly Usage Report (QUR) reporting period. Any following task authorizations (TAs) or purchase orders (POs) issued against that contract must not be reported as the value of these has already been reported on contract award. All amendments to the original contract must be reported.

The Quarterly periods are defined as follows:

  • Q1: April 1 to June 30 due July 15
  • Q2: July 1 to September 30 due October 15
  • Q3: October 1 to December 31 due January 15
  • Q4: January 1 to March 31 due April 15

Failure to provide fully completed reports in accordance with the above instructions may result in the suspension or cancellation of the Supply Arrangement and/or the application of a vendor performance corrective measure.

4. Term of Supply Arrangement

4.1 Period of the Supply Arrangement

The period for awarding contracts under the SA begins is from its start date and end date as stated on page 1 of the SA.

4.2 Request For Supply Arrangement Bid Solicitations

In as much as possible, PSPC will issue a bid solicitation intended to replace the Supply Arrangements for the Services on an annual basis, although PSPC reserves the right to choose to proceed with a different procurement vehicle for the requirement if it considers such action appropriate. Each such re-competition (a "refresh bid solicitation") requires all bidders, including those who may have received instruments under the previous solicitation, to submit a bid in response to the bid solicitation in order to continue to provide services under its resulting Supply Arrangement. The terms and conditions of each refresh bid solicitation may add, modify or remove Categories/Streams, and may otherwise modify the requirements of the previous bid solicitation. As such, each refresh bid solicitation stands alone, separate and apart from any previous bid solicitation. While some aspects of a bidder's bid may incorporate by reference information already in the possession of Canada, all the requirements of a solicitation must be met by each bidder by the submission due date.

Suppliers may submit a bid for a Supply Arrangement at any time by responding to the refresh bid solicitation's terms and conditions. Canada reserves the right to issue supply arrangements to bidders who qualify throughout the entire period of the Supply Arrangement.

Evaluations of arrangements will start on a quarterly basis. Canada will endeavor to evaluate in each quarter those submissions received by the beginning of such quarter as identified below. This schedule may require a revision due to operational requirements and in which case suppliers will be advised.

Quarterly Evaluation Schedule

TBIPS Task-based RFSA/RFSO re-competition (EN578-170432/B)—Ongoing Opportunity to Qualify
  Estimated Posting Date Estimated Closing Date Estimated Date of Award
Refresh Period 1 July 2 September 30 December 31
Refresh Period 2 October 1 December 31 March 31
Refresh Period 3 January 2 March 31 June 30
Refresh Period 4 April 1 June 30 September 30

A supplier may choose to submit a quarterly bid containing an entirely new arrangement, or may propose to modify its arrangement by adding or removing Categories. Participation in a quarterly evaluation is entirely optional and not required to maintain any TBIPS arrangement.

However, all arrangements whether issued quarterly or as the result of a bid submitted on the bid closing date of a refresh bid solicitation will be replaced when a refresh bid solicitation occurs. Therefore, all bidders must submit a bid before the closing date of a refresh bid solicitation in order to continue to provide services under its resulting Supply Arrangement.

5. Authorities

5.1 Supply Arrangement Authority

The Supply Arrangement Authority is:

Name:
Manager of the Informatics Method of Supply (IMOS)
Department:
Public Services and Procurement Canada
Branch:
Acquisitions Branch
Directorate:
Procurement Systems Directorate
Address:
10 Wellington Street, Gatineau, Québec, K1A 0S5
Email address:
rcnmdai.-ncrimos@tpsgc-pwgsc.gc.ca

The Supply Arrangement Authority (or its authorized representative) is responsible for the establishment of the Supply Arrangement, its administration and its revision, if applicable. Upon the issuance of a bid solicitation under the Supply Arrangement, that solicitation's Contracting Authority is responsible for any contractual issues relating to the contract solicited. Any changes to the Supply Arrangement must be authorized in writing by the Supply Arrangement Authority.

5.2 Supplier's Representative

This individual is the central point of contact within the Supplier for all matters pertaining to this Supply Arrangement. The Supplier confirms that this individual has the authority to bind the Supplier. It is the Supplier's sole responsibility to ensure that the information related to the Supplier Representative is correct. If a replacement or a new Supplier Representative is required, the Supplier will:

  1. inform Centralized Professional Services System (CPSS) by email at sspc.cpss@tpsgc-pwgsc.gc.ca
  2. inform the Supply Arrangement Authority by email at rcnmdai.-ncrimos@tpsgc-pwgsc.gc.ca
    • Name:
    • Title:
    • Telephone:
    • Facsimile:
    • Address:
    • Email:

Note to Supplier

This information is as per your arrangement and is available to be viewed by Clients via the CPSS website.

The Supplier may designate another individual to represent the Supplier for administrative and technical purposes under any contract resulting from this Supply Arrangement.

5.3 Offeror's information

Suppliers are responsible for the maintenance of their tombstone data in CPSS. Suppliers must also safeguard the credentials released to the Main Supplier Contact (MSC) and supplier's Contacts that enable access to the Supplier Module. Canada will not delay or cancel any solicitation or Call-up process due to a supplier's inability to access, modify or validate such credentials, or because of any claim that such credentials were used without proper authorization.

6. Clients / Identified Users

The Identified Users (also called Clients) include any government department, agency or Crown Corporation listed in Schedules I, I.1, II, III, IV, and V of the Financial Administration Act, R.S., 1985, c. F-11 and any other party for which the Department of Public Works and Government Services has been authorized to act from time to time under section 16 of the Department of Public Works and Government Services Act.

Canada may, at any time, withdraw authority from any of the Identified Users to use the Supply Arrangement.

7. Priority of Documents

If there is a discrepancy between the wording of any documents that appear on the list, the wording of the document that first appears on the list has priority over the wording of any document that subsequently appears on the list.

  1. the articles of the Supply Arrangement
  2. the general conditions 2020 (2017-09-21), General Conditions—Supply Arrangement—Goods or Services
  3. Annex E, A, B, C, D, F, and G, if applicable, of this SA in that order
  4. The Supplier's proposal received in response to this RFSA

8. Certifications

Compliance with the certifications provided by the Supplier in the arrangement is a condition of the Supply Arrangement (SA) and subject to verification by Canada during the term of the SA and of any resulting contract that would continue beyond the period of the SA. If the Supplier does not comply with any certification or it is determined that any certification made by the Supplier in the arrangement is untrue, whether made knowingly or unknowingly, Canada has the right to terminate any resulting contract for default and suspend or cancel the SA.

9. Applicable Laws

The Supply Arrangement (SA) and any contract resulting from the SA must be interpreted and governed, and the relations between the parties determined, by the laws in force in the Province of Ontario, Canada unless otherwise stipulated in the Supplier's arrangement or a resulting contract.

10. Suspension or Cancellation of qualification by Canada

In addition to the circumstances identified in General Conditions 2020 09, dated 2017-09-21 Canada may, by sending written notice to the Supplier, suspend or cancel the Supply Arrangement where the Supplier has made public any information that conflicts with the terms, conditions, pricing or availability of systems identified in this Supply Arrangement, or where the Supplier is in default in carrying out any of its obligations under this Supply Arrangement.

11. Aboriginal Business Certification

  1. Where an Aboriginal Business Certification has been provided, the Supplier warrants that its certification of compliance is accurate and complete and in accordance with the "Requirements for the Set-aside Program for Aboriginal Business" detailed in Annex 9.4 of the Supply Manual
  2. If such a Certification has been provided, the Supplier must keep proper records and documentation relating to the accuracy of the certification provided to Canada. The Contractor must obtain the written consent of the Contracting Authority before disposing of any such records or documentation before the expiration of six (6) years after final payment under the Contract, or until settlement of all outstanding claims and disputes, under the Contract, whichever is later. All such records and documentation must at all times during the retention period be open to audit by the representatives of Canada, who may make copies and take extracts. The Supplier must provide all reasonably required facilities for any audits
  3. Nothing in this clause must be interpreted as limiting the rights and remedies which Canada may otherwise have pursuant to the Contract

12. Delivery Requirements Outside a Comprehensive Land Claims Settlement Area

The Supply Arrangement is not to be used for deliveries within a Comprehensive Land Claims Settlement Area (CLCSA). All requirements for delivery within a CLCSA are to be processed individually.

13. Environmental Considerations

As part of Canada's policy directing federal departments and agencies to take the necessary steps to acquire products and services that have a lower impact on the environment than those traditionally acquired, Suppliers should:

  1. Paper consumption
    • Provide and transmit draft reports, final reports, other documents and bids in electronic format. Should printed material be required, double sided printing in black and white format is the default unless otherwise specified by the Identified User
    • Printed material is requested on minimum recycled content of 30% and/or certified as originating from a sustainably managed forest
    • Recycle unneeded printed documents (in accordance with Security Requirements)
  2. Travel requirements
    • The Supplier is encouraged to use video and/or teleconferencing where possible to cut down unnecessary travel
    • Use of Properties with Environmental Ratings: Contractors to the Government of Canada may access the Public Services and Procurement Canada Accommodation directory, which includes Eco-Rated properties. When searching for accommodation search for properties with Environmental Ratings, identified by Green Keys or Green Leafs that will honour the pricing for contractors
    • Use of public/green transit where feasible

14. Travel and Living

The Travel and Living expenses are calculated differently between the Regions and Metropolitan areas and this may affect the total cost of a Professional Services Supply Arrangement requirement. Accordingly, if any contract resulting from a solicitation let under this supply arrangement permits payment to a Contractor in its basis of payment for Travel and Living expenses, such expense will only be reimbursed in accordance with the information provided at Supply Arrangement Travel and Living Information.

15. Regions and Metropolitan Areas

The document titled "Definitions of the National Zone, Regions and Metropolitan Areas" are incorporated by reference into this supply arrangement, with the exception that for the purposes of this supply arrangement, the National Zone is to be considered as another Region:

The following Regions and Metropolitan areas may receive Services under this supply arrangement where a Supplier is qualified to do so:

National Zone

Regions: Metropolitan Areas

  • Atlantic—Halifax, Moncton
  • Québec—Montréal, Quebec City
  • Ontario—Toronto
  • Western—Calgary, Edmonton, Saskatoon, Winnipeg
  • Pacific—Vancouver, Victoria
  • National Capital—National Capital Region

16. Bid Solicitation

16.1 Bid Solicitation Documents

Canada will use the bid solicitation template 2T-HIGH1 available in the Standard Acquisition Clauses and Conditions Manual as the basis for issuing bid solicitations under this Supply Arrangement (SA) and as provided in 6C below. Each bid solicitation will contain at a minimum the following:

  1. security requirements (if applicable)
  2. a complete description of the Work to be performed
  3. 2003, Standard Instructions—Goods or Services—Competitive Requirements, or 2004, Standard Instruction—Goods or Services—Non-competitive Requirements
  4. bid preparation instructions
  5. instructions for the submission of bids (address for submission of bids, bid submission closing date and time)
  6. evaluation procedures and basis of selection
  7. financial capability (if applicable)
  8. certifications
  9. conditions of the resulting contract

16.2 Bid Solicitation Process

16.2.1 General

Bids will be solicited for specific requirements within the scope of the SA from qualified Suppliers who have been issued a SA.

A bid solicitation will be posted on the Government Electronic Tendering Service (GETS) (or as applicable with a GC web-based electronic procurement tool) or will be emailed directly to supplier, depending on the selection methodology selected.

Canada may consolidate requirements across Clients and award Contracts on a periodic basis to receive best or better pricing.

16.2.2 Identification of Contract Authorities

Provided a Client has the legal authority to contract, it may choose to award contracts under this SA in accordance with the Tier 1 Contract Limitations described below. All Tier 2 contracts and those contracts for Clients without authority to contract under Tier 1 will be managed by PSPC or any other department with a higher delegation. The Supplier agrees only to perform individual contracts made by an authorized representative of Canada pursuant to this SA that do not exceed the applicable Contract Authority value limitations.

Requirement Value (Goods and Services Tax / Harmonized Sales Tax incl.) Contracting Authority

  • Tier 1 Requirements up to and including $3.75M Client/PSPC
  • Tier 2 Requirements greater than $3.75M PSPC/SSC or any other department that may have this delegation
Note

Please be reminded that the Contracting Officer awarding and signing any resulting contract must hold the appropriate Delegated Contracting Authority for such amount. As always, these amounts include all applicable taxes, travel/living expenses and amendments.

16.2.3 Tier 1 Requirement Limitations

Clients may award contracts to Suppliers qualified in the applicable Categor(ies) only in accordance with the following:

  1. Requirement Valued below $40,000 (GST/HST included): Clients may direct a contract to an eligible Supplier in accordance with the Government Contracts Regulations
  2. Requirement Valued at or below Canada Korea Free Trade Agreement (CKFTA): Clients are encouraged to use the method of supply called "ProServices". Information relating to ProServices can be found at the following ProServices website. Alternatively, Clients may issue a contract using this SA to a Supplier satisfying the requirement particulars as set out in a bid solicitation in accordance with the following: a minimum of two Suppliers must be invited to submit a proposal via email, with the Client (Identified User):
    1. selecting by name two Suppliers from the CPSS Client Module
    2. selecting by name one Supplier from the CPSS Client Module with the second Supplier randomly selected by the CPSS Client Module
    3. not selecting any Supplier by name in which case, the CPSS Client Module will randomly select two Suppliers
  3. Requirement Valued over CKFTA: Clients may issue a contract to a Supplier satisfying the requirement particulars as set out in the bid solicitation in accordance with the following: a minimum of fifteen Suppliers must be invited via email to submit a proposal, with the Client:
    1. selecting by name ten Suppliers from the CPSS Client Module, with the following five randomly selected by the CPSS Client Module
    2. selecting more than ten Suppliers from the Client Module, in which case five additional Suppliers will be randomly selected by the CPSS Client Module
    3. selecting less than ten Suppliers from the Client Module, in which case the CPSS Client Module will randomly select a number of Suppliers that, in addition to the Suppliers selected by the Client, will total fifteen

    Note: If the number of Suppliers that meet the requirement is less than fifteen, all Suppliers will be automatically selected.

  4. No Limit to Invitation Process: Once the minimum of Suppliers has been selected as per (ii) or (iii) above, at any time during the course of the procurement process the Client may choose to invite additional Suppliers using the CPSS Client Module. There is no limit to the maximum number of Suppliers that may be invited to submit a proposal under Tier 1; however, accepting the circumstances of 16.2.5 below, Suppliers may not submit a proposal in response to a solicitation unless they have been invited to do so. However, should an uninvited SA Holder wish to be invited, it may contact the Contracting Authority to request an invitation at any time prior to five days before the published bid closing date, and an invitation will be made to that SA Holder unless it would not be consistent with the efficient operation of the procurement system. In no circumstance will such an invitation require Canada to extend a bid closing date. Where additional invitations are made during the solicitation process, they may not be reflected in a bid solicitation amendment
  5. Minimum Period to submit proposal: At a minimum, each Tier 1 bid solicitation issued will provide Suppliers with the following minimum number of calendar days to submit their proposal, which time may be extended based upon a requirement's complexity:
    1. Requirements less than or equal to the CKFTA = five calendar days
    2. Requirements greater than the CKFTA up to and including $3.75M = fifteen calendar days

16.2.4 Tier 2 Requirements

Tier 2 requirements will be managed by a PSPC Procurement Representative on behalf of the Client, or SSC on its own behalf in accordance with the following:

  1. Tier 2 Invitation of Suppliers: Canada will invite through GETS all qualified Tier 2 Suppliers to submit a proposal in response to a bid solicitation
  2. Minimum Period to Submit Proposal: At a minimum, each Tier 2 bid solicitation will provide qualified Suppliers with twenty calendar days to submit their proposal, which may be extended based on a requirement's complexity
  3. Category Not Offered Under Tier 1: For Tier 1 requirements where no Supply Arrangement for a specific Category and/or Level exists, where a Tier 2 SA exists for that Category and Level, PSPC or any other department having a higher delegation for services, may act as the Contracting Authority and invite qualified Tier 2 Suppliers to submit a proposal in accordance with the processes stated in 16.2.3 above

16.2.5 All Invited to Bid

For a requirement in either Tier, all Suppliers qualified in each relevant Category, Region and Metropolitan Area will be invited by email or GETS to bid where any supplier has been provided with a request for information in respect of services that in whole or in part appear in the requirement to be solicited under this SA.

16.2.6 Disclosing of incumbent information

By submitting a bid, the Bidder agrees that during a solicitation under this supply arrangement, if the Bidder has performed services for Canada under any current or past TBIPS instrument, Canada may disclose such fact (including the previous contract value and date of issuance) during any such solicitation for replacement or follow-on services.

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