Letter of Interest (LOI) Abstract: RFI - New Method of Supply for Software

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Associated Components:	Order	Document Request List:	N/A

RFI - New Method of Supply for Software

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Header

	Reference Number	PW-$$EE-015-20518
	Solicitation Number	EN578-100808/A
	Organization Name	Public Works and Government Services Canada Travaux publics et Services gouvernementaux Canada
	Source ID	FD.DP.QC.10077.C2
	Associated Components	Yes

Dates

	Published	2010-01-14
	Revised	2010-02-24
	Closing	2010-03-05 02:00 PM Eastern Standard Time EST

Details

	Category	EDP Hardware and Software
	GSINS	N7030: ADP SOFTWARE
	Region of Delivery	National Capital Region
	Region of Opportunity
	Agreement Type	NONE
	Tender Type	Letter of Interest (LOI)
	Estimated Value
	Solicitation Method

Notice Description

	RFI - New Method of Supply for Software Trade Agreement: NONE Tendering Procedures: All interested suppliers may submit a bid Attachment: YES (MERX) Electronic Competitive Procurement Strategy: N/A - P&A/LOI Only Comprehensive Land Claim Agreement: No Nature of Requirements: Request for Information regarding New Method of Supply for Software For Public Works And government Services Canada ATTACHEMENT: DRAFT REQUEST FOR SUPPLY ARRANGEMENT (RFSA) FOR SOFTWARE LICENSES AND SOFTWARE MAINTENANCE AND SUPPORT SERVICES Request for Information regarding New Method of Supply for Software For Public Works And government Services Canada 1. Background of this Request for Information (RFI) Public Works and Government Services Canada (PWGSC) intends to establish Supply Arrangements including a Catalogue for the delivery of software licenses and software maintenance and support services, as required by Canada, in support of its various programs, initiatives, operations and projects. PWGSC intends to issue an initial Request for Supply Arrangement for the Virtualization software category, with the intent to add additional categories as the Supply Arrangement matures. The objectives of the Supply Arrangement are to: -Simplify and streamline the procurement process -Increase the level of competition and reducing the number of sole-source contracts -Increase the level of participation by vendors of all sizes including resellers, Small and Medium Enterprises (SMEs), and open source software providers -Increase transparency, openness, and fairness in the procurement process by soliciting requirements and making all information, including pricing, publicly available. The Supply Arrangement will consist of a two phased approach. Phase I will consist of prescreening suppliers via a continuous competitive Request for Supply Arrangement (RFSA). Phase II will consist of contractor selection in which Contracts are awarded to qualified suppliers in accordance with framework of the Supply Arrangement. In Phase I - Qualification: -Suppliers respond to RFSA by accepting standard PWGSC mandatory terms and conditions and satisfying certification requirements. -Suppliers provide product lists, with ceiling prices, and use manufacturer part numbers. -Suppliers are permitted to include commercial use terms applicable to the software. Conflicts with mandatory terms and conditions will be handled by priority of documents. -The process will be open for participation from software publishers, resellers of all sizes, and open source software providers. -A pool of qualified suppliers will be established. The intent is to have multiple suppliers for individual products due to reseller involvement. -A catalogue of products and ceiling prices will be established In Phase II - Contractor Selection: -Requirements under $25K: Catalogue Process - Contract award to lowest priced vendor in catalogue for a particular requirement -Requirements over $25K: 1. Request for Proposal Process for generic requirements 2. Request for Quotation Process for only one solution for the requirement 2. Purpose of this Request for Information The purpose of this RFI is to allow stakeholders and potential suppliers an opportunity to provide feedback on the proposed new method of supply for software. Interested parties are also encouraged to provide information they feel PWGSC should be aware of when developing the new method of supply for software 3. Nature of Request for Information This is not a bid solicitation. This RFI will not result in the award of any contract. As a result, potential suppliers of any goods or services described in this RFI should not reserve stock or facilities, nor allocate resources, as a result of any information contained in this RFI. Nor will this RFI result in the creation of any source list. Therefore, whether or not any potential supplier responds to this RFI will not preclude that supplier from participating in any future procurement. Also, the procurement of any of the goods and services described in this RFI will not necessarily follow this RFI. This RFI is simply intended to solicit feedback from industry with respect to the matters described in this RFI. 4. Nature and Format of Responses Requested Respondents are requested to provide their comments, concerns and, where applicable, alternative recommendations regarding how the requirements or objectives described in this RFI could be satisfied. Respondents are also invited to provide comments regarding the content, format and/or organization of any draft documents included in this RFI. Respondents should explain any assumptions they make in their responses. 5. Response Costs Canada will not reimburse any respondent for expenses incurred in responding to this RFI. 6. Treatment of Responses (a) Use of Responses: Responses will not be formally evaluated. However, the responses received may be used by Canada to develop or modify procurement strategies or any draft documents contained in this RFI. Canada will review all responses received by the RFI closing date. Canada may, in its discretion, review responses received after the RFI closing date. (b) Review Team: A review team composed of representatives of the client (where applicable) and PWGSC will review the responses. Canada reserves the right to hire any independent consultant, or use any Government resources that it considers necessary to review any response. Not all members of the review team will necessarily review all responses. (c) Confidentiality: Respondents should mark any portions of their response that they consider proprietary or confidential. Canada will handle the responses in accordance with the Access to Information Act. (d) Follow-up Activity: Canada may, at its discretion, meet with respondents who indicate in their responses that they wish to participate in a follow-up meeting. Such follow-up activity, if conducted, may include, but is not limited to, individual meetings and/or conferences. Canada may, in its discretion, contact any respondents to follow up with additional questions or for clarification of any aspect of a response. 7. Contents of this RFI (a) This RFI contains a draft request for supply arrangement (RFSA). This document remains a work in progress and respondents should not assume that new clauses or requirements will not be added to any RFSA that is ultimately published by Canada. Nor should respondents assume that none of the clauses or requirements will be deleted or revised. Comments regarding any aspect of the draft document are welcome. (b) This RFI contains a draft Annex H - Software Categories and Descriptions. This document remains a work in progress and respondents should not assume that new categories or definitions will not be added to any RFSA that is ultimately published by Canada. Nor should respondents assume that none of the categories or definitions will be deleted or revised. Comments regarding any aspect of the draft document are welcome. 8. Format of Responses (a) Cover Page: If the response includes multiple volumes, respondents are requested to indicate on the front cover page of each volume the title of the response, the solicitation number, the volume number and the full legal name of the respondent. (b) Title Page: The first page of each volume of the response, after the cover page, should be the title page, which should contain: (i) the title of the respondent's response and the volume number; (ii) the name and address of the respondent; (iii) the name, address and telephone number of the respondent's contact; (iv) the date; and (v) the RFI number. (c) Numbering System: Respondents are requested to prepare their response using a numbering system corresponding to the one in this RFI. All references to descriptive material, technical manuals and brochures included as part of the response should be referenced accordingly. (d) Number of Copies: Respondents are requested to submit one softcopy, in PDF format, of their response 9. Enquiries Because this is not a bid solicitation, Canada will not necessarily respond to enquiries in writing or by circulating answers to all potential suppliers. However, respondents with questions regarding this RFI may direct their enquiries to: Contracting Authority: Emilio Franco E-mail Address: Emilio.Franco@pwgsc-tpsgc.gc.ca Telephone: (819) 956-1184 Facsimile: (819) 953-3703 10. Submission of Responses (a) Time and Place for Submission of Responses: Respondents should send responses electronically via e-mail to the Contracting Authority's address identified herein by the date specified on the front page of the RFI. (b) Responsibility for Timely Delivery: Each respondent is solely responsible for ensuring its response is delivered on time to the correct location. (c) Identification of Response: Each respondent should ensure that its name and return address, the solicitation number and the closing date appear legibly on the outside of the response. 11. Industry Conference As a follow-up to this Request for Information (RFI) on the New Method of Supply for Software, Canada will hold an industry conference on the proposed date of March 24th. The purpose of the conference will be to provide additional clarity to respondents with regards to the proposed process, to discuss the initial findings of the RFI, and to answer questions from industry. The conference will be held on the morning of March 24th at Place du Portage Phase IV in Gatineau, Quebec. An additional session may be held in the afternoon should capacity require. Teleconferencing will be made available to those unable to attend in person. Respondents are requested to include in their responses an indication of whether they wish to attend the conference in person or by teleconference. Capacity is limited to one representative per organization, however requests to send additional representatives may be considered should capacity permit. Respondents are requested to provide the details of the representative from their organization who would be attending the conference. 12. Industry Consultations Canada will meet with respondents who indicate in their responses that they wish to participate in a one-on-one follow-up meeting. Canada currently anticipates holding any such meetings during the period of March 25th to April 8th with the exception of March 27th to April 1st. Individual meetings will be limited to a period of 45 minutes. In order to allow PWGSC to establish the schedule for such meetings, respondents are requested to include in their responses an indication of whether they wish to meet with Canada, together with a list of the individuals from their organization who would be attending the meeting, and their three preferred meeting times. PWGSC cannot guarantee that any respondent will be allocated any of its preferred meeting times. The Contracting Authority will advise respondents in due course of the time slot that is available for their meeting. Interested parties unable to attend in person may communicate via teleconference at their allocated time. Delivery Date: Above-mentioned The Crown retains the right to negotiate with suppliers on any procurement. Documents may be submitted in either official language of Canada. Franco (ee div), Emilio 11 Laurier St. / 11 rue, Laurier 4C1, Place du Portage, Phase III Gatineau Quebec K1A 0S5 (819) 956-1184 ( )

Contact(s)

Contracting Authority

	Name	Emilio Franco (ee div)
	Address	11 Laurier St. / 11 rue, Laurier 4C1, Place du Portage, Phase III
	City	Gatineau
	State / Province	Quebec
	Country	Canada
	Postal Code	K1A 0S5
	Phone	(819) 956-1184 ( )
	Fax	(819) 953-3703
	Email
	Website URL

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