Payments in Lieu of Taxes (PILT) System

Trade Agreement: CETA / WTO-AGP / CPTPP / NAFTA / CFTA / FTAs with Peru / Colombia / Panama / Korea
Tendering Procedures: Generally only one firm has been invited to bid
Non-Competitive Procurement Strategy: Exclusive Rights
Comprehensive Land Claim Agreement: No
Vendor Name and Address: 
RETHINK SOLUTIONS INC
5 Kodiak Crescent
Unit 10
Toronto Ontario
Canada
M3J3E5
Nature of Requirements: 

Payments in Lieu of Taxes (PILT) System

E62ZR-201994/A
Mercier, Nicolas
Telephone No. - (343) 550-1641
Email: nicolas.mercier@tpsgc-pwgsc.gc.ca


Statement of Requirements
Payments in Lieu of Taxes (PILT) System

REQUIREMENT

The Payments in Lieu of Taxes (PILT) Program, which is the Program responsible to manage property tax on all federal government properties across Canada has a requirement for the provision of goods as specified under "Background" below. The purpose of this Advance Contract Award Notice (ACAN) is to signal the government's intention to award a contract for this service to Rethink Solutions Inc. for Itamlink (software as a service that focuses on the domain of real property tax). Before awarding a contract, however, the government would like to provide other suppliers with the opportunity to demonstrate that they are capable of satisfying the requirements set out in this Notice, by submitting a statement of capabilities during the 15 calendar day posting period. 

If other potential suppliers submit a statement of capabilities during the 15 calendar day posting period that meet the requirements set out in the ACAN, the government will proceed to a full tendering process on either the government's electronic tendering service or through traditional means, in order to award the contract.

If no other supplier submits, on or before the closing date, a statement of capabilities meeting the requirements set out in the ACAN, a contract will be awarded to the pre-selected supplier.

BACKGROUND

The PILT Program is seeking to procure Itamlink software as a service to replace its current in-house PILT system (PS/SP).

Public Services and Procurement Canada, on behalf the PILT Program, intends to enter into a sole source contract with Rethink Solutions, Toronto, Canada, the Canadian distributor and the software publisher of Itamlink for the purpose of procurement of the following:

Initial Requirement

1. Itamlink subscription software
2. Configuration and implementation of Itamlink software
3. Maintenance and Support; and training in the use of Itamlink software

Optional Requirement

1. 2 one-year Subscription Periods for Itamlink Software

JUSTIFICATION FOR THE PRE-SELECTED SUPPLIER

The reasons for single tendering are described in Annex A.

Section 6 of the Government Contract Regulations is being invoked in this procurement as only one person or firm is capable of performing the contract.

CFTA, Article 513, paragraph 1.(b) and 1.(c) are applicable on the basis of limited tendering due to compatibility with existing products, to recognize exclusive rights, such as exclusive licenses, copyright and patent rights, or to maintain specialized products that must be maintained by the manufacturer or its representative, and when 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.

Articles 1016.2(b) and 1016.2(d) of NAFTA are applicable on the basis of limited tendering due to reasons 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, for additional deliveries by the original supplier that are intended either as replacement parts or continuing services for existing supplies, services or installations, or as the extension of existing supplies, services or installations, where a change of supplier would compel the entity to procure equipment or services not meeting requirements of inter changeability with already existing equipment or services, including software to the extent that the initial procurement of the software was covered by this Chapter.

PERIOD OF CONTRACT

The proposed contract is for the purchase of a subscription for a software as a service solution including data conversion, implementation and customization and support services of the Itamlink software to begin at the date of contract award, and 2 one-year option period. 

Annex A

MINIMAL ESSENTIAL REQUIREMENTS
Any interested supplier must demonstrate by way of statement of capabilities that it meets all of the mandatory requirements below:

SYSTEM REQUIREMENTS

M1. The PILT System must have the functionality to manage inventory that includes all relevant property data (properties, lands, buildings, tenants) that can be effectively managed across multi-property portfolios.

M2. The PILT System must have the functionality to add and track notes at all levels of the  inventory.

M3. The PILT System must have the functionality to calculate real property payment in lieu of property taxes (PILT) by property (roll #) by tax class by tax year in every province and territory for any type of taxing authority (i.e. Municipality, School board, Province).

M4. The PILT System must provide the functionality to manage tax mitigation measures (i.e. capping, early payment discounts etc.) by property by tax class by tax year in every province and territory for any type of taxing authority.

M5. The PILT System must provide the functionality to calculate PILT amounts (property taxes) by property (roll #) for frontage & area charges, service charges and development charges in every provinces and territory for any type of taxing authority (i.e. Municipality, School board, Province).

M6. The PILT System must have the functionality to prorate PILT amounts based on inventory changes during a tax year at all levels (property, land, buildings and tenants).

M7. The PILT System must have the functionality to track and maintain both assessed values and PILT values including phased-in values by tax class by tax year at all inventory levels.

M8. The PILT System must provide the functionality to record payment amounts by claim type by payment type (installments, final, revised and refunds/overpayments) by tax year by taxing authority with dates.

M9. The PILT System must have the functionality to generate cheque requisitions by claim type by payment type by taxing authority with financial coding that include breakdowns of totals by organization/client.

M10. The PILT System must have the functionality to revise tax year PILT calculations by property by tax class and record revised payments and refunds for previous years - 4 back years minimum.

M11. The PILT System must have the functionality to track PILT payments by property and allocate the proportionate share of the payment to each individual land and building.

M12. The PILT System must provide the functionality to set-up organizations/clients; report and track payments by organization.

M13. The PILT System must provide workflow functionality to manage the approval process of all payments.

M14. The PILT System must provide the functionality to record PILT applications from taxing authorities including: assessed values, tax rates, payment due dates and claimed amounts by property by tax class.

M15. The PILT System must have the functionality to enable users to forecast, budget and accrue PILT by property for multiple clients and fiscal periods using indexing and adjustments.

M16. The PILT System must have functionality that enables users to identify properties where a review of the assessed values is required.

M17. The PILT System must provide the functionality for analytical and statistical analysis of assessment and PILT data

M18. The PILT System must have the functionality to track all properties that have a request for review by the PILT Dispute Advisory Panel (similar to Assessment Review Boards)

M19. The PILT System must provide the functionality to calculate late payment supplements (interest) on late payments to taxing authorities

M20. The PILT System must provide the functionality to maintain contact information with emailing capability for notifying taxing authorities and organizations.

M21. The PILT System must have the functionality to assign multiple users and to control and limit access rights of each user.

M22. The PILT System must have the functionality to enable users to view, manipulate and review large sets of data with Excel-like tools.

M23. The PILT System must have the functionality to easily update data—import, export and copy/paste data from Excel, PDF and other database applications.

M24. The PILT System must have the functionality to extract/upload relevant data directly from tax bills, assessment notices and other relevant files and documents. Extracted data will be automatically populated in the corresponding data fields.

M25. The PILT System must have the functionality to enable users to summarize PILT payments and property data into charts and graphs using dashboards and filters.

M26. The PILT System must provide the functionality to track, manage, and notify users of relevant due dates and deadlines. 

M27. The PILT System must have the functionality to search using various field types: dates, roll #, value ranges, tenant #.

SYSTEM INTERFACE REQUIREMENTS

M28. System interface must be available in both English and French languages. Please refer to following: https://www.clo-ocol.gc.ca/en/language_rights/index

M29. Ability to communicate directly via web services (API) or indirectly via data imports and exports to PSPC corporate systems (SAP Financial systems, etc.)

REPORTING REQUIREMENTS

M30. The PILT system must provide the functionality to generate customized reports in real time in both English and French.

M31. The PILT system must provide the functionality to create ad-hoc reports based on information entered into the system in real time in both English and French.

M32. The PILT system must have the functionality to print and export information and reports to Excel, Word, PDF and CSV format

SECURITY REQUIREMENTS

M33. The contractor must have safeguards in place to ensure that all publicly accessible government websites and web services are configured to provide service only through a secure connection, in accordance with Section 6.2.4 of the Policy on the Management of Information Technology and the Policy on Government Security. 

Vendor must have a secure web connection that:
- is configured for HTTPS 
- has HSTS enabled
- implements TLS 1.2, or subsequent versions, and uses supported cryptographic algorithms and certificates, as outlined in CSE’s 
- ITSP.40.062 Guidance on Securely Configuring Network Protocols, Section 3.1 for AES cipher suites 
- ITSP.40.111 Cryptographic Algorithms for Unclassified, Protected A, and Protected B Information 
- disables known-weak protocols such as all versions of Secure Sockets Layer (SSL) (e.g. SSLv2 and SSLv3) and older versions of TLS (e.g. TLS 1.0 and TLS 1.1), as per CSE ITSP.40.062
- disables known-weak ciphers (e.g. RC4 and 3DES)

M34. The contractor must certify/demonstrate that the delivery and provisioning of Services under this contract must be from a country within the North Atlantic Treaty Organization (NATO) (https://www.nato.int/cps/en/natohq/nato_countries.htm), the European Union (EU) (https://europa.eu/european-union/about-eu/countries_en); or from a country with which Canada has an international bilateral industrial security instrument. The Contract Security Program (CSP) has international bilateral industrial security instruments with the countries listed on the following PSPC website: http://www.tpsgc-pwgsc.gc.ca/esc-src/international-eng.html and as updated from time to time.

M35. The contractor must, at all times during the performance of the Contract/Standing Offer, hold a valid Designated Organization Screening (DOS) with approved Document Safeguarding at the level of PROTECTED A, issued by the Industrial Security Sector (ISS), Public Services and Procurement Canada, also referred to as PSPC.

M36. The contractor’s personnel requiring access to PROTECTED information, assets or work site(s) must EACH hold a valid personnel security screening at the level of RELIABILITY STATUS, as required by the security guide, granted or approved by the ISS/PSPC.

CLOSING DATE AND TIME FOR WRITTEN SUPPLIER RESPONSES CHALLENGING THIS REQUIREMENT IS JULY 15, 2020 14:00 P.M. EST.

You are hereby notified that the Government intends to solicit a bid and negotiate with one firm only as identified above.
 
If you wish to submit a written response showing that you are capable of meeting this requirement, it must be done not later than the specified closing date and time. The file number, contracting officer's name, and the closing date of the ACAN must appear on the outside of the envelope in block letters or, in the case of a facsimile transmission, on the covering page. As it is intended to proceed in a timely manner, responses received after the closing date will not be considered.

Responses received on or before the closing date will be considered solely for the purpose of deciding whether or not to conduct a competitive procurement. Information provided will be used by the Crown for technical evaluation purposes only and is not to be construed as a competitive solicitation. Your written response must provide sufficient evidence (e.g. specifications, technical data, drawings, or any other proof) that clearly demonstrates that your product or service is capable of fulfilling this requirement.

Suppliers that have submitted a response will be notified in writing of PSPC's decision to continue with the non-competitive procurement or compete the requirement.

Delivery Date: Above-mentioned

You are hereby notified that the government intends to negotiate with one firm only as identified above. Should you have any questions concerning this requirement, contact the contracting officer identified above.

An Advance Contract Award Notice (ACAN) allows departments and agencies to post a notice, for no less than fifteen (15) calendar days, indicating to the supplier community that it intends to award a good, service or construction contract to a pre-identified contractor. If no other supplier submits, on or before the closing date, a Statement of Capabilities that meets the requirements set out in the ACAN, the contracting authority may then proceed with the award.  However, should a Statement of Capabilities be found to meet the requirements set out in the ACAN, then the contracting authority will proceed to a full tendering process.

Suppliers who consider themselves fully qualified and available to provide the services/goods 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.

The PWGSC file number, the contracting officer's name and the closing date of the ACAN must appear on the outside of the envelope in block letters or, in the case of a facsimile transmission, on the covering page.

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

Documents may be submitted in either official language of Canada.