Bilingual military animation and visitor services for the Halifax Citadel National Historic Site

1. Purpose of an Advance Contract Award Notice (ACAN)

An Advance Contract Award Notice (ACAN) allows a department to post a notice, for no less than fifteen calendar days, indicating to the supplier community that it intends to award a contract to a pre-identified contractor. If no other supplier submits, during the fifteen calendar day posting period, a statement of capabilities that meets the requirements set out in the ACAN, the competitive requirements of the government’s contracting policy have been met. Following notification to suppliers not successful in demonstrating that their statement of capabilities meets the requirements set out in the ACAN, the contract may then be awarded using the Treasury Board’s electronic bidding authorities.

If other potential suppliers submit statements of capabilities during the fifteen calendar day posting period, and meet the requirements set out in the ACAN, the department must proceed to a full tendering process on either the government’s electronic tendering service or through traditional means, in order to award the contract.

2. Definition of requirements

Parks Canada has a requirement for the provision of military animation and visitor services for the Halifax Citadel National Historic Site, with an anticipated start date of October 1, 2018. The Contractor shall provide personnel to portray the British military garrison in the Citadel circa 1869 (78^th Highlanders, Royal Artillery, Royal Navy and Soldier's wives) and to provide visitor reception and orientation services, collection of fees and provision of personal interpretation in order to: 1) provide a cogent interpretative experience supportive of other media employed in the Site to elaborate the approved themes for the Halifax Citadel; 2) enhance the site's profile in the community and region; 3) contribute essential maintenance and service to the site's interpretative program; 4) provide informational services to visitors of the Halifax Citadel; and 5) provide reception, site orientation, fee collection, provision of tourism information and respond to visitor inquiries as essential services to the site's reception and or orientation program. 

The Contractor/Offeror personnel requiring access to Parks Canada Agency (PCA) assets must EACH hold a valid RELIABILITY STATUS, granted or approved by Parks Canada Agency Security Directorate (PCASD).

Criteria for assessment of the Statement of Capabilities

(Minimum Essential Requirements):

Any interested supplier must demonstrate by way of a statement of capabilities that it meets the following requirements:

The supplier:

1. Must have current staff who have attended and been successfully accredited by Parks Canada's national black powder and historic weapons training course in order to implement all

elements outlined in the Halifax Citadel N.H.S.C.'s Park Historic Weapons Plan and the implementation of black powder cartridge and artillery charge production and inventory service.

2. Must be able to display level of knowledge of, and experience in, the operation of Parks Canada's point of sale system, fee and pass entry policies, and have demonstrated competence to Parks Canada's acceptance in proper money handling, including refunds. 

3. Must have the ability to provide bilingual services in the full slate of interpretation and orientation services as outlined in Military Interpretation and Visitor Services contract to a level which meets Parks Canada's service requirements.

4. Must have expertise and experience in training staff of approximately 55-80 persons in all aspects in portrayal of the British military garrison circa 1869-71 (demonstrative foot drill, weapons demonstrations, signal mast operations, cannon drills and firing, dress and deportment, sentry rotation, special ceremonies, etc.) to a level of quality satisfactory to Parks Canada's site management.

5. Must have proven ability to provide, manage, train a Pipe and Drum band music element for demonstrative interpretation of site's 78th Highland regiment program i.e. Pipe Band concerts, solo piping and drumming, instrument maintenance, interpretive music talks, special event and programs support.

6. Must have an acceptable level of expertise and experience in interpretation and public presentation techniques with a record demonstrating a successful guided tour training program with implementation of such into a scheduled guided tour operation suitable for the Halifax Citadel National Historic Site (tour being 45 minutes). Experience and track record of applying interpretation techniques toward other required interpretation elements such as interpretation of period restored rooms, military demonstration presentations Experience in application of techniques toward delivery of specialty education programs and special event themed (historical based ) interpretive products. Must also have the proven ability to provide bilingual service as part of any guided tour or interpretive service previously identified.

7. Must possess staff with sufficient training and experience in costuming to maintain and service seamstress repair requirements of contractor staff from Halifax Citadel costume inventory in cooperation with Halifax Citadel’s site Curator. The supplier’s staff must possess experience in approaches and techniques suitable to Parks Canada's mandate and policies concerning period costuming. They possess experience at providing fitting appointment schedules and action costuming alterations.

8. Able to demonstrate a track record of providing proper management for a program operation of approximately 55 100 persons through proper documentation and administration of human resources, finances, records keeping, scheduling, communications, customer service, logistics, operational management and supervision.

9. Must bring an in depth knowledge and demonstrated ability to apply knowledge from historical research on: the Halifax Citadel NHS British military garrison circa 1869, Key interpretive messages for the Halifax Citadel N.H.S. the other sites that make up the Halifax Defence complex and the complex's overall influences on Halifax's, region's and the country's historical development.

10. Must demonstrate capability to provide visitor reception and orientation with an acceptable level of demonstrated customer service to meet the Parks Canada requirement for Quality Visitor Experience, and all minimum measureable standards for this public service element.

3. Governing contracting rules

This procurement is subject to the Government Contracts Regulations, the Canadian Free Trade Agreement (CFTA), the North American Free Trade Agreement (NAFTA) and the World Trade Organization (WTO) – Government Procurement Agreement.

4. Period of proposed contract

The proposed contract is for the period from October 1, 2018 to March 31, 2020.

5. Reason for non-competitive award

The Halifax Citadel Society (HCS) is recommended as the contractor to provide costumed and general interpretation with associated support, fee collection, and reception service

and programs at the Halifax Citadel National Historic Site of Canada. The contractor has considerable experience in delivering these services as has been demonstrated in their fully satisfactory past contract accomplishments.

The HCS is incorporated as a charitable non-profit organization under the Societies Act in July 1993, and is well suited to provide the fee collection and reception program service required in this contract. The HCS has an in depth knowledge of the Citadel's history, themes, objectives, clients, and services. HCS also his knowledge of and experience with 19^th century small arms and cannons and the preparation of ammunition specific to the site's weapons plan. The safety of the public, staff, and artifacts is essential and the HCS is a highly trained and experienced organizational group in this field capable of meeting the requirement. The volunteer board members consist of various backgrounds including both former Interpreters and Fee collection and guide operatives. Their experience of the site, Parks Canada management and regulations, and the interpretive program make the organization an ideal contractor.

Government Contract Regulations

The following exception to the Government Contracts Regulations is invoked for this procurement under subsection 6(d) "only one person is capable of performing the work."

Exclusions and/or limited tendering reasons

The following exclusions and/or limited tendering reasons are invoked under the following trade agreements:

WTO-AGP - Article XV, para 1(b) wherein it states "when, for works of art or for reasons connected with the protection of exclusive rights, such as patents or copyrights, or in the absence of competition for technical reasons, the products or services can be supplied only by a particular supplier and no reasonable alternative or substitute exists".

NAFTA, Article 1016, para 2(b) wherein its states "where, for works of art, or for reasons connected with the protection of patents, copyrights or other exclusive rights, or proprietary information or where there is an absence of competition for technical reasons, the goods or services can be supplied only by a particular supplier and no reasonable alternative or substitute exists"

AIT, Article 506, para 12(b) wherein it states "where there is an absence of competition for technical reasons and the goods or services can be supplied only by a particular supplier and no alternative or substitute exists".

6. Proposed contractor

Halifax Citadel Society

P.O. Box 9080, St. A

Halifax, NS

B3K 5M7

7. Submission of Statement of Capabilities by suppliers

Suppliers, who consider themselves fully qualified and available to provide the services described herein, may submit a statement of capabilities in writing to the contact person identified in this Notice on or before the closing date of this Notice. The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.

8. Closing date for submission of Statements of Capabilities

The closing date and time for accepting statements of capabilities is July 18, 2018 at 2:00 p.m. EDT.

9. Contact person

Suppliers may inquire or submit a statement of capabilities to:

Céline Morin

Contracting Advisor

National Contracting Services

Parks Canada

111 Water Street East

Cornwall ON K6H 6S2

613-938-5940

Celine.morin@pc.gc.ca

The Crown retains the right to negotiate with suppliers on any procurement.

Documents may be submitted in either official language of Canada.