HPFB Digitization Project Administration

Notice of Proposed Procurement (NPP)

Solicitation #:1000185772 Closing Date: December 15, 2016 Time: 2:00 PM EST

This requirement is for the department of Health Canada.

Title:

HPFB Digitization Project Administration

Background:

The branch wishes to create a paper lite office environment for regulatory information. Digitization allows the branch to sustain current operations while addressing a new capability requirement arising from the TBS Recordkeeping directive as well as Library and Archives’ decision to accept only digital Information Resources of Business Value, as of 2017.

Scope:

Health Canada has a requirement for up to eight (8), Level 1, Project Administrators to support the various digitization projects across the HPFB on an as and when required basis.

Estimated Value:

The total contract value, including any option periods and taxes, may not exceed $2,000,000. All cost/price proposals exceeding this value will render the bidder’s cost/price proposal non-responsive, and given no further consideration.

Ownership of Intellectual Property:

Any Intellectual Property that results from this contract shall remain with the Contractor.

Security Requirement:

The Contractor must, at all times during the performance of the Contract, hold a valid Designated Organization Screening (DOS), issued by the Canadian Industrial Security Directorate (CISD), Public Works and Government Services Canada (PWGSC).

The Contractor personnel requiring access to PROTECTED information, assets or sensitive work site(s) must EACH hold a valid RELIABILITY STATUS, granted or approved by CISD/PWGSC.

The Contractor MUST NOT remove any PROTECTED information or assets from the identified work site(s), and the Contractor must ensure that its personnel are made aware of and comply with this restriction.

Subcontracts which contain security requirements are NOT to be awarded without the prior written permission of CISD/PWGSC.

The Contractor must comply with the provisions of the:

Security Requirements Check List and security guide (if applicable), attached at Annex X;

Industrial Security Manual (Latest Edition).

Mandatory Requirements:

 M1 The Bidder MUST commit to supplying resources who are willing and able to lift and carry boxes up to 25 kg on a regular basis and work and perform repetitive tasks at a computer for long periods and MUST include an attestation of this commitment in the bid.

 M2 Within the last five (5) years from the closing date of this RFP, the bidder’s proposed resource has at least twelve (12) months of experience as a Project Administrator performing at least four (4) of the following:

1. Assisting project team in all management activities including financial, planning and contracting aspects;

2. Providing administrative and technical support of a clerical nature as required to a project team;

3. Assisting in performing such tasks as maintaining project documentation and records;

4. Acting as the first point of contact in a "hot-line" situation by accepting incoming calls, logging calls, attempting to resolve simple problems and following established procedures for more difficult problems;

5. Tracking project change requests;

6. Maintaining and updating relevant project information in manual and/or electronic files; project information might include such things as project activity schedule, status reports, correspondence;

7. Communicating with project management a on administrative matters related to the project; and

8. Assisting in the preparation and coordination of documentation in response to scheduled and unscheduled reports, returns and observations to update management of project progress.

9. Receiving incoming mail (both hard copy and e-mail), prioritizes, assesses urgency, sets deadlines;

10. Developing/maintaining bring forward (BF) and other control systems for action items;

11. Researching and locating background information, analyzes, extracts relevant information and writes summaries; and

12. Maintaining and tracking financial transactions, enters commitments and expenditures into the projects financial budget.

Selection Methodology:

Basis of Selection – Highest Combined Rating of Technical Merit and Price. Technical Merit will account for 60% and Price will account for 40% of the final score.

Enquiries regarding this Request for Proposals are to be submitted in writing to:

Contracting Authority: Randy Brown

E-mail address: randy.s.brown@hc-sc.gc.ca