Price and Availability – Mobile Incident Command Post

SCOPE OF WORK

1. Purpose

The Parks Canada Agency (PCA), National Fire Management Division (NFMD) has a requirement to replace two (2) aging mobile incident command trailers with one (1) mobile incident command post (ICP). The ICP will be used in the response and management of wildland fire incidents, tracking aircraft movements and house a dedicated radio operator for the incident. The purpose of this Price and Availability (P&A) is to define the requirement and to provide the technical, training and support requirements.

1. Background

The Parks Canada Agency (PCA), National Fire Management Division (NFMD) has a requirement for a mobile incident command post to use in the response to and management of wildland fire incidents; primarily within the Western Canadian National Parks (Banff, Jasper, Kootenay etc.). A modern ICP will allow for effective and efficient management of wildland fire incidents, access to modern technology and provide for suitable working conditions for incident management in remote locations. The unit must be large enough to accommodate an incident management team (approximately 12 persons), have a dedicated space for VHF radio dispatch and aircraft tracking, a minimum of six (6) permanent work stations and a conference area to allow for planning meetings. Technological components must include satellite antenna that must provide suitable satellite internet and voice over internet telephone connectivity, retractable radio antenna tower suitable for VHF radio communications, large wall mounted monitors suitable incident management and be equipped with a printer/photocopier. NFMD is looking for a turn-key delivery of the unit, including the trailer unit and the technology and communications requirements, resulting in the delivery of a unit that is ‘near ready for deployment’.

1. Objectives of the P&A

This request is issued to determine the price and availability of existing commercial off-the shelf (COTS) equipment that can meet the requirements detailed in the specification documents, which can be requested through the Contracting Authority. Note: these requirements are subject to change. This request is intended to solicit feedback from the industry with respect to matters described in this P&A. Respondents are requested to be as complete as possible with their responses. The accuracy of responses is crucial to ensure that NFMD can budget accordingly to allow this project move forward with the replacement of current aging command trailers. 

2. Nature and Price of Availability

This is not a bid solicitation and this P&A will not result in the award of any contract. Procurement of the goods and services described in this P&A will not necessarily follow this request. Any procurement of the mobile incident command post will be an accordance with the standard government procurement policies i.e. formal request for proposals (RFP).

Respondents and potential suppliers of any goods or services described in this P&A should not earmark stock or facilities, nor allocate resources, as a result of any information contained in this P&A. This P&A will not result in the creation of any source list; therefore, whether or not any supplier responds to this P&A will not preclude that supplier from participating in any future procurement.

3. Nature and Format of Responses Requested

Respondents are requested to provide their comments, concerns and, where applicable, alternative recommendations regarding how the requirements described in the P&A could be satisfied. Respondents are also invited to provide comments regarding the content, format and/or organization of any draft documents included in this P&A. Respondents should list and explain any assumptions that they make in their responses.

4. Response Costs

PCA will not reimburse any respondent for expenses incurred in responding to this P&A.

5. Treatment of Responses

1. Use of Responses: Responses will not be formally evaluated. However, the responses received may be used by PCA to develop or modify procurement strategies or any draft documents contained in this P&A closing date. PCA may, in its discretion, review responses received after the P&A closing date.
2. Review Team: A review team composed of representatives from PCA and NFMD will review the responses. Canada reserves the right to use any Government resources that it considers necessary to review any response. Not all members of the review team will necessarily review all responses.
3. Confidentiality: Respondents should clearly mark any portions of their response that they consider proprietary or confidential. Canada will treat those portions of the responses as confidential. Individual responses will not be shared with other respondents.
4. Post-Submission Review Meetings: Canada may request individual Post-Submission Review Meetings with respondents to provide clarity on information provided. If required, requests will be handled via email and Canada will determine whether it requires additional information from any given respondent. 

6. Contents of this P&A

Respondents are requested to note that the draft Statement of Work (SOW) referenced below, remains a work in progress and respondents should not assume that new clauses or requirements will not be added to any bid solicitation 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 welcomed.

6.1. This P&A contains the following documents:

1. Annex A – Requirement and Questions to the Industry
2. Annex B – Pricing Worksheets

7. Format of Responses

1. Title Page

   The name and address of the respondent;

1. The name, address and telephone number of the responder’s contract;
2. The date; and
3. The P&A number.

Annex A – Requirement Reponses

1. Provide information and responses following the numbering scheme if commenting on specific sections and/or providing responses to the questions.
2. Attach any additional pages for comments, technical specification explanations or additional details.

Annex B – Pricing Worksheets

1. Complete by filling out the table with the requested information, as applicable.
2. Any comments pertaining to pricing can be added to this section.

If applicable, an appendix containing additional graphs, product brochures, detailed technical specifications, etc.

8. 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 P&A may direct their enquiries to the Contracting Authority.

Contracting Authority: Kirsten Sage

Email: kirsten.sage@canada.ca
Tel: 587-436-5795

9. Submissions

Please submit your P&A electronically by email or send a hard copy by mail:

Kirsten Sage

A/Advisor, National Contracting Services

Parks Canada

#720, 220 – 4 Ave S.E.

Calgary AB T2G 4X3

The Crown retains the right to negotiate with suppliers on any procurement.
Documents may be submitted in either official language of Canada.