Photonics research in Canada

Trade Agreement: 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: 
Canadian Photonic Industry Consortium
2375 rue de la Terrasse, #2104
Université Laval
Pavillon d'optique-photonique
Québec Quebec
Canada
G1V0A6
Nature of Requirements: 

ADVANCED CONTRACT AWARD NOTICE (ACAN)

Title: Photonics research in Canada

1. Advance Contract Award Notice (ACAN)

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.

2. Definition of the requirement

Defense Research and Development Canada (DRDC) - Valcartier Research Center requires the services of an organization to collect data on Canadian photonics capabilities and to organize events in the field of photonics research in Canada. The aim is to promote and accelerate the development of photonics. The field is extremely broad and it is important for DRDC to understand where the Canadian industry stands in order to nurture niches supporting the advancement of military applications. This market will allow the Canadian Armed Forces (CAF) to be properly advised on the most promising avenues.

The general nature of the work to be performed by the contractor is separated into 5 main tasks. The contractor will have to perform all the tasks during the term of the contract and if the contract is extended then the contractor will have to perform all the tasks again, refining the results obtained during the first execution.

2.1 Task 1 : Organization of events and representation at events on photonics and its applications

The contractor must organize 4 events relating to application areas important to Canada. The events could be a combination of forums, workshops and / or conferences involving researchers and industrialists in different fields of photonics. The contractor must also organize and broadcast 2 webinars on topics related to photonics. The webinars should be advertised to the Canadian photonics community via website announcement. The contractor must make representation to associations and organizations focused on the various fields of application.

2.2 Task 2 : Generation and maintenance of a database of Canadian photonics capabilities

The contractor must produce and maintain a database on Canadian companies, research centers and universities involved in the field of photonics. The contractor must also produce and maintain a database of Canadian expertise in photonics. This maintenance should be performed once a month. The information may be presented in the form of a consolidated database or 2 separate databases. The fields of the database (s) must include at least a description of the company / university / research center (address, point of contact, etc.), a description of the / or fields of photonics as well as a list of products developed. Additional fields can be defined to describe the expertise of each company / university / research center or this information can be presented in the form of a global analysis.

2.3 Task 3 : Identification of futuristic photonics technologies

The contractor must conduct an analysis of the international evolution of photonics technologies and identify the most promising technologies for the future, specifying the reasons for their choices.

To accomplish this task, the contractor must, among other things, use the information gathered during the forums, workshops and technology conferences described in task 1.

2.4 Task 4 : Identification of major photonics technological and application challenges to be met in Canada

The contractor should, for the future technologies identified in task 3, draft a list of photonics technology and application challenges. The contractor must also establish possible solutions for each of these challenges. The potential solutions must be presented as a set of research projects and identify the teams that could be called upon to collaborate to solve each of the challenges.

2.5 Task 5 : Discussion groups on major challenges in photonics

The contractor must generate occasions where several photonics organizations will be invited and called upon to discuss challenges related to the field of photonics. The contractor will analyze the information generated during these activities and produce a report demonstrating the major issues and how the conclusions of the discussions could influence the research.

3. Criteria for assessment of the Statement of Capabilities (Minimum Essential Requirements)

3.1 Any interested supplier must demonstrate by way of a statement of capabilities that its service offer meets all the requirements identified in paragraphs 2.1 to 2.5 of article 2, Definition of the requirement:

3.2 Any interested supplier must also demonstrate by way of a statement of capabilities that it meets the following requirements:
- Be a non-profit organization that represents the entire photonics industry, universities and research institutions in Canada;
- Have a well-established pan-Canadian network of contacts.

3.3 The supplier must be able to meet the requirements at the time of publication of the notice.

4. Applicability of the trade agreement(s) to the procurement

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

- Canadian Free Trade Agreement
- Canada-Korea Free Trade Agreement
- Canada-Chile Free Trade Agreement
- Canada-Colombia Free Trade Agreement
- Canada-Honduras Free Trade Agreement
- Canada-Panama Free Trade Agreement
- Canada-Peru Free Trade Agreement

5. Set-aside under the Procurement Strategy for Aboriginal Business

- Not applicable

6. Comprehensive Land Claims Agreement(s)

- Not applicable

7. Justification for the Pre-Identified Supplier

The use of a non-competitive process is proposed given that there is only one known Canadian exchange organization, the Canadian Photonic Industry Consortium (CPIC), capable of generating and maintaining a bank of data on Canadian photonics capabilities that can boost the industrial photonics base to ensure its long-term health. CPIC was selected in advance for this market because it has access to a well-established national network of contacts and does not represent a competition in the eyes of Canadian photonics manufacturers. CPIC is a photonics-focused industry exchange organization that spans the entire value chain, from researchers to photonics companies and users. Their goal is to accelerate the growth of the Canadian industry in all areas of photonics.

Should Canada receive a statement of capabilities from a supplier that contains sufficient information to indicate that it meets the requirements set forth in this ACAN, a competitive process will be triggered with a technical and financial evaluation methodology of the bids proposed by the potential bidders.

8. Government Contracts Regulations Exception(s)

The following exception to the Government Contracts Regulations is invoked for this procurement under subsection 6(d) "only one person is capable of performing the work"

9. Exclusions and/or Limited Tendering Reasons

a) The following limited tendering reasons are invoked under the section of the trade agreement specified:
- Canadian Free Trade Agreement (CFTA) - Article 513 (1) (f)

10. Period of the proposed contract

The period of the proposed contract is from the date of the contract until twelve (12) months after contract award with two (2) options for extensions of twelve (12) months each.

11. Cost estimate of the proposed contract

The estimated value of the contract, including options, is $ 180,000.00 (Applicable taxes excluded).

12. Name and address of the pre-identified supplier

Canadian Photonic Industry Consortium (CPIC)
2375 rue de la Terrasse, # 2104
Quebec City, Qc
G1V 0A6

13. Suppliers' 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.

14. Closing date for a submission of a statement of capabilities

Statements of capabilities will be accepted until the date and time indicated on the cover page of this notice.

15. Inquiries and submission of statements of capabilities

Inquiries and statements of capabilities are to be directed to:

Name: Daniel Boisclair
Title: Supply Specialist
Public Works and Government Services Canada
Address: 1550 D’Estimauville Ave., Quebec, Qc, G1J 0C7
Telephone: 418-571-8051
E-mail: Daniel.Boisclair@tpsgc-pwgsc.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.