Request for Proposal (RFP) - Four Asset Visibility Specialists

Requirement

The Department of National Defence (DND) has a requirement for a contract for four Asset Visibility Specialists for identifying, documenting, and assisting in cataloguing of a backlog of DND procured and owned equipment.

The initial Contract period is from Contract award to one year later, and there are two (2) irrevocable one-year option periods included in this Contract.

The Contractor/Offeror must, at all times during the performance of the Contract/Standing Offer, hold a valid Facility Security Clearance at the level of SECRET, issued by the Canadian Industrial Security Directorate (CISD), Public Works and Government Services Canada (PWGSC).

The Contractor/Offeror personnel requiring access to CLASSIFIED information, assets or sensitive work site(s) must be a citizen of Canada and must EACH hold a valid personnel security screening at the level of SECRET, granted or approved by CISD/PWGSC.


Background

During September 2013, the Defense Resources Management Information System (DRMIS) was introduced as the materiel management system of record within CANSOFCOM. This transition played a pivotal role in establishing proper cataloguing procedures for new and legacy requirements. While the much of the cataloguing of legacy items was completed, significant portions remain in addition to new items that are procured. Furthermore, units request assistance in identifying materiel deficiencies through periodic stock takings and normal cataloguing requests.

Tasks

The four Asset Visibility Specialists must perform the following:

      a)          Assist CANSOFCOM in processing Materiel Identification Requests (MIR’s) while executing proper cataloguing procedures and cataloguing options for a backlog of CANSOFCOM 
owned equipment; 
               
      b)         Catalogue all CANSOFCOM requirements using a permanent system control number 
(PSCN), NATO stock number (NSN), or adopt an already existing foreign created NATO stock 
 Number by;

       c)        Identify correct part numbers and NCAGE combinations using technical data/specifications via manufacturers web site or by contacting the Original Equipment Manufacturer (OEM) or proprietary distributor;

       d)        Verify cataloguing requests against corporate systems ie. Canadian Government
Cataloguing System (CGCS), NATO Master Cross Reference List (NMCRL) and Fedlog to 
ensure they are not already catalogued and to assist in the decision making on what 
cataloguing option will be used;

       e)        Liaise with technical authorities (TAs) and supply managers (SMs) to ensure management data within the Materiel Master Record (MMR) is appropriate and aligns with CANSOFCOM business rules;

       f)        Compile cataloguing requirement information, including technical data in PDF format within the CANSOFCOM HQ-J4 cataloguing registry;

      g)         Ensure all cataloguing requests are identified as Special Operation Forces specific items or corporate/conventional requirements. This decision rests solely with the TA based on input 
from the unit representative;

      h)         Communicate with CANSOFCOM units to inform them of newly assigned stock codes; 

       i)         Assist CANSOFCOM unit personnel to clear a backlog of materiel that requires cataloguing, ensuring Command as a whole meets the materiel accountability and management 
requirements;

      j)          Compare physical counts with system of record (DRMIS) to ensure no duplication exists with asset accountability;

      k)         Compare lists of reference materiel with corporate cataloguing systems to ensure stock for similiar items are not duplicated;

      l)          Report any deficiencies and surpluses to the proper authority for adjustment action;

     m)         Identify materiel that require cataloguing and create the appropriate documentation for system generation;
      
    o)          Conduct investigations and carry our any required research for faulty data currently  
established within DRMIS (and deployed DRMIS) to ensure accurate data is filtered
down to the units; 

     p)          Verify in other CANSOFCOM district MIMS and CGCS and NMCRL for matches; 

     q)          Update information in deployed CFSS and inform the command site functional
administrator of the stock codes so that the data can be replicated in all districts;   
      
     r)           Process Material Identification Requests (MIR’s) within the Records Control Office (RCO) role (DRMIS) for all CANSOFCOM units;
    
     s)          Ensure accurate and detailed technical data is provided to National Codification Bureau 
(NCB) for appropriate cataloguing request;

     t)           Assist TAs and SMs in the migration of stock codes;

     u)          Provide weekly Progress Reports describing the status of the activities; and

      v)         Amend stock codes in both DWAN DRMIS and CANSOFCOM remote DRMIS to ensure 
continuity.
   
Mandatory Criteria

	Mandatory Requirements
M1	Bidder’s proposed resources must each have a valid driver’s license (Class G or equivalent as a minimum) for car rentals and travel to offsite locations. A copy of the valid driver’s license must be provided in the proposal.

M2	Bidder’s proposed resources must each demonstrate a minimum of one (1) year combined working experience using personal computers with all of the following software applications:
 
•	MS Word, 
•	MS Excel, 
•	MS Access, and 
•	MS Outlook

M3	Bidder’s proposed resources must each demonstrate a minimum of two (2) years working experience in corporate supply chain policies and procedures pertaining to the Supply Chain System, Materiel Management and Logistics.

M4	Bidder’s proposed resources must each demonstrate a minimum of two (2) years working experience with the Canadian Forces Supply System (CFSS). 
 
M5	Bidder’s proposed resources must each demonstrate a minimum of six (6) months working experience in the use of Systems Applications and Products (SAP) software (an Enterprise Application Software (EAS)) for the establishment of deployed Permanent System Code Numbers (PSCN), and cataloguing request.

M6	Bidder’s proposed resources must each demonstrate a minimum of one (1) year working experience in the use of the Canadian Government Catalogue System (CGCS).

M7	Bidder’s proposed resources must each have a minimum of one (1) year working experience in the use of web based search tools [i.e. Google] in acquiring technical data from Original Equipment Manufacturers (OEMs).

M8	Bidder’s proposed resources must each demonstrate a minimum of one (1) year working experience in communicating with industry in a DND Logistics environment.




Basis of Selection
a. To be declared responsive, a bid must: 
a.	comply with all the requirements of the bid solicitation; and
b.	meet all mandatory technical evaluation criteria.
b. The responsive bid with the lowest evaluated price will be recommended for award of a contract. In the event two or more responsive bids have the same lowest evaluated price, the proposal with the highest total number of years of experience, for four resources, demonstrated in Mandatory Criteria M5 will be recommended for award of a contract. 

c. Cost of the proposal calculation: The proposal offering Best Value defined in this RFP as lowest 
evaluated price may be the successful proposal and calculated as follows:   


Total lowest evaluated price = Total cost for professional services for the initial contract period + two option periods.