PROPERTY AND FACILITY MANAGEMENT AND PROJECT DELIVERY SERVICES- EMBASSY OF CANADA IN TOKYO, JAPAN

Trade Agreement: CETA / WTO-AGP / CPTPP / CFTA / FTAs with Peru / Colombia / Panama / Korea
Tendering Procedures: All interested suppliers may submit a bid
Competitive Procurement Strategy: Best Overall  Proposal
Comprehensive Land Claim Agreement: No
Nature of Requirements: 


SOLICITATION CLOSING DATE EXTENDED TO 2020-11-19 AT 02:00 PM EST.

Requirement:
This bid solicitation process is being issued to satisfy the requirement of Public Works and Government Services Canada and, Department of Global Affairs Canada GAC (the Canada) for Property and Facility Management Services, Project Delivery Services and other related Optional Services.  The requirement is for a fixed four year (4) contract term and the possibility of up to a further two (2) one (1) year irrevocable options allowing Canada to extend the term of the contract.  
The Work is to be performed throughout the Embassy of Canada in Japan (Tokyo Embassy also known as Place Canada ) located at Akasaka 7-chome,Tokyo.

Security:
"There are security requirements associated with this requirement. For additional information, consult Part 6 - Security, Financial and Other Requirements, and Part 7 - Resulting Contract Clauses. For more information on personnel and organization security screening or security clauses, Bidders should refer to the Industrial Security Program (ISP) of Public Works and Government Services Canada (http://ssi-iss.tpsgc-pwgsc.gc.ca/index-eng.html) website”.

Mandatory Bidders’ Conference & Site Visit
It is mandatory that the Bidder or a representative of the Bidder visit the work site. Arrangements have been made for the site visit to be held at the Tokyo Embassy located at Akasaka 7-chome, Tokyo on October 26, 2020. The site visit will begin at 08:30am Japan Standard Time (JST), in Main Entrance of the embassy.
A Bidders' Conference will be held at the Tokyo Embassy located at Akasaka 7-chome, Tokyo on October 26, 2020. The conference will begin after the site visit, in the Theatre. The scope of the requirement outlined in the bid solicitation will be reviewed during the conference and questions will be answered. . It is mandatory that bidders who intend to submit a bid attend or send a representative.
Bidders are requested to communicate with the Contracting Authority before the site visit and conference to confirm attendance. Bidders should provide, in writing, to the Contracting Authority, the name(s) of the person(s) who will be attending and a list of issues they wish to table no later than October 20, 2020 at 04:00 pm Eastern Standard Time (EST). A maximum of five (5) individuals per Bidder.
Any clarifications or changes to the bid solicitation resulting from the bidders' conference and the site visit will be included as an amendment to the bid solicitation. Bidders who do not attend or do not send a representative will not be given an alternative appointment and their bid will be declared non-responsive.

Evaluation Process
a. Bids will be assessed in accordance with the entire requirement of the bid solicitation including the technical, oral presentation and financial evaluation criteria.


b. Canada will use the Phased Bid Compliance Process

Technical Evaluation

Mandatory and point rated technical evaluation criteria are included in Appendix B.

Mandatory Technical Criteria

-Each bid will be reviewed for compliance with the mandatory requirements of the bid solicitation process. All technical criteria that are mandatory requirements are identified specifically with the words must or mandatory. 

  -The Phased Bid Compliance Process will apply to all mandatory technical criteria. 

Point-Rated Technical Criteria

Each bid will be rated by assigning a score to the rated requirements, which are identified in the bid solicitation process by the word “rated” or by reference to a score. Bids which fail to obtain the required minimum number of points specified will be declared non-responsive. Each point rated technical criterion should be addressed separately.
  -The Phased Bid Compliance Process will apply to two point rated technical criteria.


Oral Presentation

Bidders that pass the mandatory technical and the point rated technical evaluation requirements
must deliver one (1) oral presentation through videoconference or in person (date and time to be
confirmed). Oral Presentation Criteria are included in Appendix B



Financial Evaluation

-The financial evaluation process is described in Appendix H.

Basis of Selection
Highest Combined Rating of Technical, Oral Presentation and Price Merit- Technical 60%, Oral Presentation 10% and Price 30%

To be declared responsive, a bid must:
a- comply with all the requirements of the bid solicitation; 
b- meet all the mandatory evaluation criteria; 
c- obtain the required minimum points specified for each criterion; and 
d- obtain the required minimum of 105 points overall for the technical evaluation criteria which are subject to point rating. The rating is performed on a scale of 140 points.

-Bids not meeting (a) or (b) or (c) or (d) will be declared non-responsive. Neither the responsive bid obtaining the highest number of points nor the one with the lowest evaluated price will necessarily be accepted.

-The responsive bid with the highest combined rating of technical merit, price and oral presentation will be recommended for award of a contract. In the event two or more responsive bids have the same highest combined rating of technical merit, price and oral presentation, the responsive bid with overall score for all the point rated technical criteria detailed in Appendix B will be recommended for award of a contract..


ANNEXES OF APPENDIX A AND APPENDIX I CAN BE DOWNLOADED IN EXCEL FORMAT. SEE ATTACHMENTS BELOW.




All enquiries regarding this requirement must be submitted in
writing to the Contracting Authority:
Hakim Ghoumrassi
Hakim.ghoumrassi@tpsgc-pwgsc.gc.ca


Delivery Date: Above-mentioned

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

Documents may be submitted in either official language of Canada.