Capital Planning Software

Trade Agreement: NONE
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: 
VFA Canada Incorporated
Suite 400
4211 Kingsway
Burnaby British Columbia
Canada
V5H1Z6
Nature of Requirements: 

Capital Planning Software

KW405-190650/A
Correia-Reid, Vincent
Telephone No. - (613) 545-8738
Fax No. - (613) 545-8067

THE ACAN IS FOR THE PROVISION OF AN INTEGRATED CAPITAL PLANNING AND MANAGEMENT OFF-PREMISE SOFTWARE SOLUTION (CPMOSS) VFA.FACILITY PLATFORM

An ACAN is a public notice indicating to the supplier community that a department or agency intends to award a contract for goods, services or construction to a pre-identified supplier, thereby allowing other suppliers to signal their interest in bidding, by submitting a statement of capabilities. If no supplier submits a statement of capabilities that meets the requirements set out in the ACAN, on or before the closing date stated in the ACAN, the contracting officer may then proceed with the award to the pre-identified supplier.


DEFINITION OF REQUIREMENTS FOR ENVIRONMENT AND CLIMATE CHANGE CANADA (ECCC)

ECCC requires a Capital Planning and Management Off-Premise Software Solution (CPMOSS), off the shelf software that can act as a central repository of facility information populated with data which originates from an integrated building condition assessment methodology for consistency, quality and data integrity. The CPMOSS will serve as a central source of facility information, accessible across the organization. This data is based on the cost to remediate, asset condition, lifecycle of components, and renewal needs.   CPMOSS allows ECCC to:

Determine the impact of different levels of funding using embedded costing scenario analysis tools that meet both short and long term capital planning needs for forecasting, estimating and prioritization capabilities;
Prioritize capital needs by creating multi-year budgets based on organization wide priorities and strategies;
Access dashboards and reports that provide analytics on key indicators and graphic views of the portfolio condition;
Accurately estimate renewal needs.


CRITERIA FOR ASSESSMENT OF THE STATEMENT OF CAPABILITIES

Any interested supplier must demonstrate by way of a statement of capabilities that their product and services meet the following requirements:

Essential requirements:

M01. The CPMOSS proposed to meet this requirement must be off-the-shelf, meaning that each component of software is commercially available and requires no further research and development and is part of an existing product line with a field-proven operational history (that is, it has not simply been tested in a laboratory or experimental environment).

M02. The CPMOSS must enable, deliver and support the functionality to record the condition of capital asset and their replacement values in Canadian dollars

M03. The CPMOSS must enable, deliver and support the functionality to record the associated building systems/elements life expectancies, remaining life, and renewal and remedial costs.

M04. The CPMOSS must enable, deliver and support the functionality to be able to build what-if scenarios that demonstrate the impact of different funding levels.

M05. The CPMOSS must enable, deliver and support the functionality to have the ability to identify the risks (e.g. risks associated with not addressing critical infrastructure needs) associated with different levels of investment at ECCC facilities.

M06. The CPMOSS must enable, deliver and support the functionality to be able to allow for the prioritization of limited budgets based on the most critical documented requirements.

M07. The CPMOSS must enable, deliver and support the functionality to be able to benchmark the progress of targeted investment and their impact on the overall condition of ECCC facilities.

M08. The CPMOSS must enable, deliver and support the functionality to be able to record detailed financial information regarding RP’s real property deferred maintenance backlog, and help RP integrate ongoing sustainability (with respect to asset condition) into the capital planning process.

M09. The CPMOSS must enable, deliver and support integrated Uniformat ll Categories (levels 1 to 4) to classify building systems and elements; use RS Means (or other industry standard estimating tool) with selectable City Cost Index (CCI) for system, labour and material cost data, including Green Building category line items and; use lifecycle data from the Building Owners and Managers Association (BOMA). The CPMOSS must have the ability for user adjusted labour and materials costing and lifecycle time periods. Current Replacement Value (CRV) calculation must be available as both the cost of all system CRV's within an asset or from an imbedded cost per square meter calculation.

M10. The CPMOSS must enable, support and deliver a library of building and system model templates to allow rapid calculation of accurate CRVs. User adjustment of costs and lifecyle data must be available. These must be automatically updated in the software when the standards are updated.

M11. The CPMOSS must have an integrated industry recognized cost estimation tool RS Means.  The integration must be dynamic, allowing for automatic annual updates to labour and material costs, inflation and location factors, resulting in automatic adjustments to asset and system replacement values, system renewal costs, costs for addressing all identified deficiencies. The solution must enable, deliver and support an integrated selectable City Cost Index (CCI) for system, labour and material cost data, including Green Building category line items, custom costs. The integrated cost estimation tool must include a library of building and system model templates to allow automatic calculation of accurate Current Replacement Values.  

M12. The CPMOSS must enable, support and deliver the functionality to include the ability to automatically generate the industry-standard benchmark Facility Condition Index (FCI), and System Condition Index (SCI). The CPMOSS must be configurable to allow the user to include or exclude: overhead costs, deferred maintenance, deficiencies and asset and system renewals. It must provide funding scenarios that include all capital needs or only capital needs that contribute to the FCI calculation.

M13. The CPMOSS must enable, support and deliver the functionality to include a Capital Funding Scenario analysis tool to project long-term costs and graphically explore the impact of different funding strategies.  The CPMOSS must not limit the number of scenarios that can be created by the user. The CPMOSS must have the ability to allow the user to view all results overlaid together in graphical, chart or other formats.

a. Must enable, support and deliver the functionality of a Capital Budget Scenario analysis tool that allows cost projections of assets, systems or equipment that will maintain them at a user determined targeted FCI.
b. Have the ability to adjust Capital Planning scenarios for spending, timing and project content in order to explore the impact of different funding strategies.
c. Be configurable to allow the user to include or exclude: overhead costs, deferred maintenance, deficiencies and asset and system renewals.
d. The Capital Budget Scenarios must take into account additional costs and other adjustments when calculating asset CRVs, deficiencies, deferred maintenance, and renewal costs in the various Capital Planning scenarios.
e. Must not limit the number of Capital Budget Scenarios that can be created by the user.
f. Must enable, deliver and support the functionality to benchmark the progress of targeted investments and their impact on the overall condition of ECCC facilities.
g. Must enable, deliver and support the functionality to be able to record detailed financial information regarding ECCC’s deferred maintenance backlog.
h. Must enable, deliver and support the ability to identify risk factors such as backlog deterioration that quantifies the potential added cost of not addressing issues within the recommended timeframe.

M14. The CPMOSS must enable, support and deliver the functionality to provide the capability to create any number of multi-year Capital Budget Scenarios based on organization-wide priorities and strategies.  Prioritization process is the Analytical Hierarchy Process (AHP) methodology with Factors and Criteria selected by the user.  The ranking is accomplished through a pair-wise analysis used in the AHP approach. The CPMOSS must not limit on the number of budget scenarios or ranking strategies that can be created by the user. In addition, the Capital Budget Scenarios must:
a. Have the ability to create rankings with user specified data and subsets of data along with filtering based on any user defined variables within the database.
b. Have an output from the Prioritization & Budgeting tool that is a ranked list of all capital needs.
c. Have the ability to run and save multiple scenarios after applying timing overrides to the timing of the ranked capital needs.
d. Enable, deliver and support the functionality to allow for the prioritization of limited budgets based on the most critical documented requirements.

M15. The CPMOSS must enable, support and deliver the display of Asset locations on a map through GIS Coordinates that is preferably based on ESRI ArcServer mapping software and must include a map-based interface, providing users with an intuitive interface for navigating to specific Assets and seeing Assets in their geographic context.  The GIS capability must provide the ability for users to select individual Assets on the map to display key Asset statistics, and directly navigate to the Asset’s detail records. 

M16. The CPMOSS must enable, support and deliver a reporting and query tool for rapid access to the data to support capital planning decisions. Reporting tool must be capable of producing data queries and presentation reports. It must have an extensive library of standard reports that fully meet requirements as well as the ability for the user to construct custom reports using a drag and drop type interface. It must have the ability to embed graphics and photographs and include live drill down capabilities in the graphics or tables. The reporting must have the ability to output reports and other information in user defined spreadsheet, list and graphical formats exportable to various analysis presentation and document software including, but not limited to: MS Excel, MS Word, MS Powerpoint, MS Project and PDF.

M17. The CPMOSS must enable, support and deliver the functionality for users to have the capability to create custom dashboards to summarize and graphically display other information about the portfolio. All inquiry and reporting functions must be completely user configurable and definable. It must have the ability to create rankings with user specified data and subsets of data along with filtering based on any user defined variables within the database. The output of the Prioritization & Budgeting tool must be a ranked list of all capital needs. The CPMOSS must enable the user to run and save multiple scenarios after applying timing overrides to the timing of the ranked capital needs.

M18. The CPMOSS must enable, support and deliver the functionality to include a data exchange feature to allow users to easily exchange key data about projects with other Financial or Enterprise systems that are currently deployed throughout the organization (such as, but not limited to: SAP, Maximo, TMA, Webworks, etc).

M19. The implemented CPMOSS must support a mobile self-assessment and data capture tool with a built-in workflow process for quality assurance and data integrity.

M20. The CPMOSS must enable, support and deliver the functionality to include dedicated, read-only dashboard view of key portfolio information delivered to a desktop or mobile tablet, whereby the user can search for assets based on user-defined criteria, view summary statistics about a select group of assets, locate assets on a map using Google Maps technology with thematic representation (e.g. colour coded FCI makers/pins) and drill down into key asset information or deficiencies details.

M21. The CMPOSS Software must enable, support and deliver the capability to associate drawings and photos with specific building records, assets, rooms or requirements, and allow attachment of documents and links to other sites and data sources. It must have a Capital Funding Scenario analysis tool to project long-term costs and graphically explore the impact of different funding strategies. 

M22. The CMPOSS Software must enable, support and deliver an Integrated IBM’s Cognos Business Intelligence reporting engine that allows ECCC to create custom dashboards and reports to summarize and display graphically information about ECCC’s portfolio.

M23. The supplier agrees to supply ECCC with a CPMOSS that delivers, allows and supports a secure, authenticated and trusted computing environment located in Canada at all times; and that has, all pre-production, production and post-production, in Canada, in a Protected A environment; for at least a three year period of time.  

M24. The Supplier must provide a visual, non-destructive inspection and review of existing building data and maintenance history. In addition the Supplier must also identify current lifecycle condition of each building and each buildings component systems (for example, roofing systems, chilled water systems and fire suppression systems).

M25. The Supplier must deliver services based on ASTM E2018-8 standards adhering to Uniformat II and BOMA standards.

M26. The Supplier must provide training services for authorized users in the use of all software offered. 

M27. The Supplier must provide a program for gathering and utilizing input from multiple stakeholders and must employ a statistical ranking method that includes pair-wise comparisons.

The Supplier must provide post assessment support that focuses on detailed data at the requirement and project levels, where requirements are closed out in the CPMOSS and new requirements are identified and added on an ad-hoc basis. 

M28. The CPMOSS must be in both official languages, French and English.

M29. The solution must have multiple permission and privilege levels that can be assigned to users. 

M30. Administrative users must have the ability to set up new users and specify their access permissions and the ability to set up new fields and change labels for top level objects.

M31. The CPMOSS must allow data to be entered and calculated in imperial and metric units and have all cost data in Canadian Dollars. 

M32. The CPMOSS must have the capability to organize asset data into a hierarchy of a minimum of 4 levels and must allow for configurable names of those asset levels.

M33. The CPMOSS must allow for the creation of customized fields and drop-down lists as needed.

M34. The CPMOSS must allow multi-layered nested sorting, grouping and filtering of asset information based on specific criteria (e.g. by location, site, building type, size, systems etc.)

M35. The CPMOSS must enable, deliver and support the ability to rapidly develop capital projects from prioritized capital needs and evaluate different project scenarios.

M36. The CPMOSS must enable, deliver and support the ability to identify opportunities to bundle projects cost-effectively, and readily determine the intersections (project timing, project types and project locations) of multiple projects.

M37. The CPMOSS must be configurable to support:
a. Guiding Principles for HPSB, Green Globes, Green Guide to Health care Operations, LEED-EB Operations and maintenance.
b. Capability to estimate costs, payback and resource savings potential of implementing Green initiatives.
c. Ability to collect utility usage or billing data through direct upload of data or by integration with a Supervisory Control and Data Acquisition System (SCADA).
d. Comparative analyses of utility data across assets and evaluation of costs and payback periods for Green or conventional actions, and allow for the incorporation of Green criteria into budget and prioritization scenarios.

M38. As part of future consideration, the Supplier must currently own a cloud-based Maintenance Management and Work Order System (MMWOS) software solution that can dynamically integrate with the CPMOSS.  The dynamic integration must be out-of-the-box and must provide seamless data exchange between CPMOSS and MMWOS, allowing for sharing of data across capital planning and maintenance & operations teams.  This out-of-the-box dynamic integration must support:
a. Mapping of buildings & properties across CPMOSS and MMWOS;
b. Linking of multiple equipment in MMWOS to single or multiple capital systems in CPMOSS, providing parent-to-child relationship between a capital system and its underlying equipment;
c. Where applicable, capital requirements created in CPMOSS to initiate automatic work order generation in MMWOS, with the ability to monitor the status of the work orders from CPMOSS;
d. Where applicable, closing of capital requirements in CPMOSS (with updated actual costs and other pertinent information) upon completion of work request in MMWOS;
e. Ability to report on all linked equipment and work requests associated with a capital system from CPMOSS and without the need to log into MMWOS.

M39. As part of future consideration, the Supplier must currently own a cloud based Project Management System (PMS) software solution that can dynamically integrate with the CPMOSS.  The dynamic integration must be out-of-the-box and must provide seamless data exchange between CPMOSS and PMS, allowing for sharing of data across capital planning and project management teams.

M40. As part of future consideration, the Supplier must currently own a cloud based Business Intelligence Reporting Site (BIRS) where users can access multiple product reporting needs (CPMOSS, MMWOS, and PMS).  The BIRS must support:
a. Standard and Custom Dashboards
b. Standard and Custom Reports
c. Ad Hoc Reports
d. Third Party data streams
e. Customer data dumps (excel, csv)

M41. The Supplier must deliver services to perform inventory assessment of fixed, visibly accessible equipment by using a mobile handheld tool that enables capture of information about the pieces of equipment for later upload to CPMOSS.  This service must support:
a. Tagging of each piece of equipment with a unique bar code that will be recorded in the CPMOSS; 
b. Reporting of the equipment inventory to an Excel file for import to a Maintenance Management and Work Order System (MMWOS), if needed. 
Essential supplier requirements:

M42. The Supplier must have at least 5 years of verifiable expertise in performing asset condition assessments (including buildings, works, and Science Laboratories ). The supplier must be able to demonstrate in depth knowledge of Canadian or other relevant standards for performing asset condition assessments (including buildings, works, and Science Laboratories ).

M43. The Supplier must have minimum 5 years’ experience in collecting and uploading data including recommended upgrades, detailed findings, and photos of the observed condition of architectural, mechanical and electrical systems into the CPMOSS upon completion of the condition assessments.

M44. The Supplier must provide technical support by telephone, web and email.

M45. The Supplier must aid in the import and export of any relevant data into and out of the system to support ongoing ECCC requirements.

M46. The Supplier must be able to host the software in Canada and guarantee an uptime of 99.5% minimum with access to the servers via HTTP and SSL protocols and daily backups. Back up data must be located on a Canadian site having a Recovery Time Objective of 48 hours and a Recovery Point Objective of 24 hours or less.

M47. The supplier must be able to provide, as a single service (not subcontracted to another party), both the physical building condition assessment and integration of existing assessments together with the CPMOSS.

APPLICABILITY OF THE TRADE AGREEMENT(S) TO THE PROCUREMENT

This procurement is subject to the following trade agreement(s):

a. Agreement on Internal Trade (AIT);
b. North American Free Trade Agreement (NAFTA); and
c. World Trade Organization Agreement on Government Procurement (WTO-AGP).

JUSTIFICATION FOR THE PRE-IDENTIFIED SUPPLIER

VFA.facility is the only known Commercially Off the Shelf (COTS) Capital Planning and Management Off-Premise Software Solution (CPMOSS) that can provide the following features right out of the box with no customization. They offer:

Built-in industry standards for Cost Estimation (RSMeans cost estimation database - with selectable City Cost Index), Classification of Building Elements (Uniformat II category levels 1 to 4), and System Lifecycles (Building Owners and Managers Association).

Built-in cost estimation tool that is dynamic, allowing for automatic annual updates to labor and materials costs, resulting in automatic adjustments to assets and systems replacement values, system renewal costs, and costs for addressing all identified deficiencies.

Automatic generation of the industry standard benchmark Facility Condition Index (FCI).

A Capital Funding Scenario analysis tool to project long-term costs (5, 10, 20, 30+ years) and graphically explore the impact of different funding strategies.

Capability to create any number of multi-year Capital Budget Scenarios based on organization-wide priorities and strategies accomplished through a pair-wise analysis with no limit on the number of budget scenarios or ranking strategies that can be created.

The ability to support mobile data capture of building information with a built-in workflow process for quality assurance and data integrity.

An Integrated IBM’s Cognos Business Intelligence reporting engine that allows ECCC to create custom dashboards and reports to summarize and display graphically information about ECCC’s portfolio.

A dedicated, read-only dashboard view of key portfolio information delivered to a desktop or mobile tablet, whereby ECCC can search for assets based on user-defined criteria, view summary statistics about a select group of assets, locate assets on a map using Google Maps technology with thematic representation (e.g. colour coded FCI makers/pins) and drill down into key asset information or deficiencies details.

GOVERNMENT CONTRACTS REGULATIONS EXCEPTION(S)

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

EXCLUSION AND/OR LIMITED TENDERING REASONS

Annex 4.4 article 506.12(b) of the AIT is applicable on the basis of limited tendering 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, respectively. 

Article 1016.2(b) of NAFTA is 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.

Article XV.1(b) of WTO-AGP is applicable on the basis of limited tendering due to reasons when, for works of art or for reasons connected with 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.

OWNERSHIP OF INTELLECTUAL PROPERTY

Ownership of any Foreground Intellectual Property arising out of the proposed contract will vest in the Contractor.

PERIOD OF THE PROPOSED CONTRACT AND DELIVERY DATE(S)

The proposed contract is for a period of 3 years. All deliverables mentioned in the requirement will be delivered on an ongoing basis throughout the duration of the award.

NAME AND ADDRESS OF THE PRE-IDENTIFIED SUPPLIER

VFA Canada Corporation
1210 - 1066 West Hastings Street, 
Vancouver, BC
V6E 3X1
Canada

SUPPLIER'S RIGHT TO SUBMIT A STATEMENT OF CAPABILITIES

Suppliers who consider themselves fully qualified and available to provide the goods, services or construction services described in the ACAN, 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 conditions of the developer's shrink-wrap license are not acceptable to the Crown.

This software is proprietary, and the proposed Supplier must have the authority to negotiate the terms and conditions of the contract and the related software licensing terms including, but not limited to; limitation of liability, indemnification, transferability of license, termination/refund to the Crown. Documents may be submitted in either official language of Canada

INQUIRIES AND SUBMISSION OF STATEMENT OF CAPABILITIES

Inquiries and statements of capabilities are to be directed to:

Name: Vincent Correia Reid
Phone: 613-545-8738
Email: vincent.correia-reid@pwgsc-tpsgc.gc.ca
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.