Immigration Holding Centre

Trade Agreement: WTO-AGP/NAFTA/AIT/Canada FTAs with
Peru/Colombia/Panama
Tendering Procedures: 
Attachment: None
Competitive Procurement Strategy: N/A - P&A/LOI Only
Comprehensive Land Claim Agreement: No
Nature of Requirements: 
Immigration Holding Centre 

This is NOT a bid solicitation or an invitation to tender and no
contract will result from this publication.  This Letter of
Interest is for information purposes only and is being issued to
alert the vendor community of the intended requirement.


This amendment is being raised to answer additional Questions
and Answers received to date.


Q1 : With reference to the above Letter of Interest (LOI) I
Request for Inf ormation (RFI) published 7 March 2014, and the
subsequent Industry Day held 18 March 2014, we wish to request
that PWGSC I CBSA adjust the geographic boundary line for the
IHC site with respect to the above opportunity.   We note that
the current boundary excludes some Greater Toronto Airport
Authority (GTAA) controlled lands, particularly the parcel of
land as illustrated in Figures 1 and 2, attached.  We ask that
this key segment of property be included within the boundary. 

This parcel of land resides on the North side of Derry Road, on
the Northwestern boundary line.   Its immediate proximity to
Toronto Pearson International  Airport-the immigration point of
entry-makes it ideally situated to serve as a candidate site for
the proposed IHC.  The GTAA has agreed to make this land
available to all bidders on a non-exclusive  basis, and
therefore its inclusion in the boundary would not benefit or
disadvantage  any single bidder.  Further, as this land is
leased by the GTAA from Transport Canada, 12% of the revenues
collected from its use are returned to the Federal Government as
fees, effectively offsetting the ultimate taxpayer  burden.

For these reasons, we would ask that the geographic boundary
line be redrawn to include GTAA
controlled lands, as outlined above.

The inclusion of this parcel of land would assure a fair and
open competition, and eliminate any perception of an unfair
advantage to the incumbent, whose existing facility resides
within the current boundary, on its North Northeastern-most edge.

A1 : The proposed facility must be located in the Greater
Toronto Area, Province of Ontario, within the area bounded by
Derry Road to the north, Eglinton Avenue to the south, Tomken
Road to the west and Martin Grove Road to the east. However, the
address of the proposed facility may be located on either side
of these specified roads. If the IHC is located on the specified
boundary lines, then the building entry and exist must be
accessible via the boundary road. 


Q2: I came across this on the MERX site last week and had a few
questions. It appears that a few consulting/architectural firms
gathered together to hear about a potential border facility. I
am assuming that this will eventually be tendered to a
consulting firm to complete a design then eventually work its
way to open tender. Or is this too early to tell.

A2: Please be advised that this is not an architectural and
engineering service requirement.  This is a service requirement
where the successful contractor is responsible for providing
secured accommodation services and housekeeping services for the
occupants at a facility supplied by the contractor. The
contractor is also responsible for the maintenance of this
facility. The tender document for this upcoming service
procurement will be posted on Buy&Sell.gc.ca.

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Minutes

Optional Industry Information Day

Immigration Holding Centre (IHC) Procurement

Date: March 18, 2014
Location: Entrance 92, 6900 Airport Road, Mississauga, Ontario

Participants:

Menelaos (Manny) Argiropoulos - PWGSC, Office of Small and
Medium Enterprise
Louise Kelly - PWGSC, Acquisitions
Peggy Juan - PWGSC, Acquisitions

Debra Kingsbury - Canada Border Service Agency (CBSA)
Sajjad Bhatti - CBSA

Marie E. Darling - ATCO Structures & Logistics
Brigitte Hamilton - Hamilton Corporate Group (HCG Security)
Michael Lowe - Hamilton Corporate Group (HCG Security)
Jason Witalis - Kleinfeldt Mychajlowycz Architects Inc. (KMA)
Amy Kasnickas - Serco Canada Inc.
Michael Murphy - Parkin Architects Limited representing Corbel
Management Corp. 

Christian Dugas - Samsons & Associates, Fairness Monitor (FM)
Specialist


Registration
	All vendor attendees signed in. 

Introduction

Menelaos (Manny) Argiropoulos welcomed the vendors and
introduced the government representatives as well as the FM by
highlighting their roles in the procurement. 

He explained that the goals of the session were to provide
information on: 
a brief summary of the requirement; 
the security clearance required for this requirement;
key bidding reminders;
process overview; 
provide a Q&A session for vendors.


Overview of the Immigration Holding Centre Requirement

CBSA provided an overview of the requirement: 

CBSA requires a contractor to provide a detention facility which
is a secured accommodation facility that can hold 160 people
consisting of male, female and minor, with the ability to
accommodate 50 additional people. This is an all-inclusive
service requirement where secured accommodation, housekeeping
and meals services are provided at this facility. 

CBSA has the legislated authority under the Immigration Refugee
Board Act to arrest and detain individuals who are deemed as
flight risks, danger to the public, or for identity purpose. 

In this facility, there is requirement for multi-purpose rooms,
interview areas and exercise areas. 

In additional to the detainees, this facility must also
accommodate other people such as CBSA staff, CBSA security
contractors, CBSA medical contractors, Non Government
Organization staff, legal community and other representation. 

Security Requirement and Procurement Reminders

Peggy Juan explained that Public Works and Government Services
Canada is providing acquisitions services in support of our
client, Canada Border Services Agency. 

She provided an overview of the security requirement associated
with the upcoming RFP and offered to sponsor companies who wish
to initiate security clearance application with PWGSC: 

A part of the specification documents in the statement of work
is classified as Protected B and will only be released to
vendors who have the required security clearance to access
Protected B documents. 

The Request for Proposal (the RFP) for this requirement will
only provide the portions of the statement of work that is not
classified as Protected B documents. 

Vendors are strongly encouraged to apply for security clearance
with PWGSC's Industrial Security Program.


The screening process to obtain security clearance can be
lengthy. 

Anyone wishes to obtain their security clearance in time for the
upcoming procurement should submit their request as soon as
possible. 

Bidding Reminders:

If you have any questions regarding the RFP document, please
submit your questions to PWGSC prior to the Bid Closing Date,
PWGSC cannot make any changes to the RFP after Bid Closing
without retendering the requirement. 

The RFP will include a timeline for submitting questions which
allows PWGSC sufficient time to answer, translate, and
distribute Q&A to all vendors. 

As noted above, please do not make assumptions about the RFP
when preparing your bid package. If you have any question or
concern, please submit your question to PWGSC. 

Please remember to submit a signed front page of the RFP in your
bid package to indicate that you have accepted the terms and
conditions of the RFP.

The RFP governs how the bids will be evaluated. If any of the
information you receive today differs from the RFP, please keep
in mind that the bids are evaluated according to the RFP. When
in doubt, please submit your question to PWGSC.

All communication regarding this requirement must be submitted
through PWGSC. 

PWGSC Office of Small and Medium Enterprise presented How to do
business with the Government of Canada and Smart Procurement. 

NOTE: The power point presentations are attached.

Questions (Q) and Answers (A):

Q1: 	Of the 160 people (and at times 50 of the additional
people), what is the gender mix? 
A1:  	The ratio is 70% Male and 30% Female. 
 
Q2: 	Of the 50 additional people to be accommodated, what has
been the average frequency in the past 3 years and average
numbers?  
A2: 	This requirement is in case of an influx of detainees which
has not been required over the past 3 years, however, it remains
as a requirement for this tender. 

Q3: 	The boundary lines have been delineated as: Derry Road to
the north, Eglinton Avenue to the south, Tomken Road to the west
and Martin Grove Road to the east. Is it possible to go beyond
the limit of these boundaries?  
A3: 	No, there are CBSA business requirements that have dictated
these boundaries.
 
Q4: 	Of the three 1-year periods, what are the parameters for
securing the extensions beyond the initial 5-year and 3-month
contract? 
A4: 	If after the initial 5 years 3 months, the business
requirements remain the same then the option to extend for the
three one-year periods would be invoked one year at a time. 
 
Q5: 	Security is a major component of this IHC requirement. With
that in mind, will you be evaluating the cost savings for the
number of guards required in the proposed facility? 
A5: 	No, the guard services contract is separate from this
requirement. 

Q6: 	When would the contractor be notified if the option to
extend the contract period is exercised?
A6: 	The notice period would be specified in the RFP and the
resulting contract. Traditionally, it had been within 6 weeks or
3 months from the date of contract completion. Please review the
RFP for the specified period for this requirement. If you still
have this concern during the solicitation period, please advise
PWGSC during the solicitation period. 

Q7: 	What if one design requires less security guards than
another design which results in real cost savings to CBSA? For
example, if one design requires 50 guards and another requires
30 guards?
A7: 	CBSA plans to evaluate for sightlines in the point rated
evaluation but does not plan to evaluate specifically the
numbers of security guards required in the facility. 

Q8:	What will be the impact of this contract on the existing
facility?
A8:	This contract will replace the current service contract.
There will be a mandatory site visit to the existing facility. 

Q9:	Who will equip the medical rooms in this facility?
A9:	CBSA will provide the equipment and furniture required for
the medical rooms/doctor's office in this facility. 

Q10:	What is the length of the RFP posting?
A10:	The RFP will be posted for a minimum of 40 days.

Q11:	When will the RFP be issued?
A11:	We plan to issue the RFP between late April to early May.

Q12:	When will the contract be awarded?
A12:	We anticipate contract award in April 2015 which will allow
the contractor an 18 month construction period. 

Q13:	When will the mandatory site visit take place?
A13:	It will take place during the solicitation period. 

Q14:	What will be the technical and cost weighing?
A14:	This information will be provided in the RFP.

Q15:	Do you have a budget that you can share with us?
A15:	No. 

Q16:	Will the medical service and security guards service be
rolled into this contract?
A16:	Canada does not plan to combine the medical service and
security guard service into this contract. 

Q17:	What is the required accommodation set-up?  Is it
individual rooms or dorm-style?
A17:	Currently, CBSA has individual rooms that can accommodate 3
to 4 people and dorm style accommodation. There is a male wing,
a female wing which may also accommodate minors and a minor
wing. 

Q18:	Is there a requirement for cultural or religious food?
A18:	Yes.

Q19:	Who is considered a minor? 
A19:	A detainee under the age of 18. 

Q20:	Will a 17-year old boy stay with his mother in the same
room?
A20:	Minors accompanied by their mothers will stay with their
mothers in the family accommodation of the female wing. Minors
accompanied by their fathers will stay in the minor wing.
Unaccompanied minors will stay in the minor wing. 

Q21:	Is there a requirement for transportation shuttle?
A21:	No, that is not part of this requirement.

Q22:	Does this requirement include grounds maintenance and snow
removal?
A22:	Yes. 

Q23:	Is computer, IT infrastructure part of this requirement?
A23:	The card access system and camera system of this facility
is part of this requirement. CBSA will provide their own
computers. 

Q24:	Is there an accessibility requirement?
A24:	Yes. 

Q25:	Is Industrial Regional Benefits a value proposition for
this requirement?
A25:	No.

Q26:	Is this a requirement for a design-build solution or to
renovate or refurbish existing building?
A26:	We are open to accept all solutions that meet the SOW.

Q27:	Is there an existing facility? Will CBSA be taking over the
building?
A27:	There is an existing Immigration Holding Centre service
contract. CBSA will not take over the lease of the building when
the service contract expires. 

Q28:	Who pays for the damages caused by occupants?
A28:	Damages caused by occupants are borne by the contractor. 

Q29:	Who pays for the utility, gas and electricity?
A29:	The contractor will pay for the utility, gas and
electricity. 

Q30:	Will the contractor be required to de-commission the
existing facility?
A30:	No. 

Q31:	Will there be any one-on-one engagement sessions?
A31:	Canada is not planning any one-on-one engagement
consultation at this time, but if you believe it is needed,
please let us know. 

Q32: 	I want to know what proof of security clearance is
required. For example, do you need the COMSEC number?
A32: 	In order to verify the security clearance level of a
vendor, Canada will require the legal name and address of the
vendor at a minimum. CISD security clearance number may also be
requested, if required.

Q33:	Can you provide the information on the estimated value of
the CBSA IHC project?
A33:	We do not have an estimate that we can provide. 

Q34 a):  Is the new IHC facility intended to replace the
existing Rexdale facility, or is it meant to
compliment/supplement Rexdale? 
A34 a):  The new IHC service contract will replace the services
provided by the incumbent contractor at the Rexdale facility. 
 
Q34b):   If the new facility is intended to replace the existing
Rexdale facility, what are CBSA's reasons for leaving Rexdale?
A35b):  This requirement is being tendered in anticipation of
the expiry of the current service contract. 

Q35: 	Would CBSA consider a longer contract term (15 - 30
years), such that capital expenditures could be amortized over a
longer term?
A35:	No, CBSA would not.

Q36: 	What are CBSA's intentions for the new facility at the end
of the contract term? As the LOI reads, CBSA may choose to leave
the new facility at the end of the contract term without penalty
or a terminal payment. This leaves a significant risk that the
successful proponent will be left with a secure holding centre
that is not easily remarketed or monetized without significant
renovations.
A36:	Once the service contract term has ended, CBSA will
retender the service requirement.

Q37:     Would CBSA consider rolling some of the other services
contracts (e.g. security) into this contract? The assumption of
these responsibilities by the successful proponent could be
timed such that they are not assumed until the existing
contracts have expired.
A37: 	No.

Q38:	Does CBSA own the existing facility?
A38:	No.

Q39:	Is CBSA looking to continue to have services provided at
the existing facility or is CBSA open to have the services
provided at a different location?
A39:	CBSA is requesting the services to be provided within the
required geographic boundary lines. 

Closing Remarks

Please ensure all communication regarding this requirement are
directed to the contracting authority at PWGSC. PWGSC will
distribute the minutes from today's event to all attendees as
well as posting them to Buy and Sell.

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Suppliers who did not attend will not be precluded from
submitting a bid in response to any future solicitation for this
requirement. 

Canada will not be under any obligation to advise any respondent
of this Letter of Interest of the issuance of any subsequent
solicitation documents for this requirement, and it is the
responsibility of all vendors to monitor the Buyandsell.gc.ca
for the posting of any subsequent solicitation documents. 

Questions about this Letter of Interest may be directed to the
Contracting Authority:

Peggy Juan
Telephone: (905) 615-2467
Facsimile: (905) 615-2060
E-mail : peggy.juan@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.