Correspondence Tracking System Solution

Trade Agreement: WTO-AGP/NAFTA/AIT/Canada-Peru
FTA/Canada-Colombia FTA
Tendering Procedures: Generally only one firm has been invited
to bid
Attachment: None
Non-Competitive Procurement Strategy: Exclusive Rights
Comprehensive Land Claim Agreement: No
Vendor Name and Address: 
WorkDynamics Technologies Inc.
50 Hines Road, Suite 220
Kanata Ontario
Canada
K2K2M5
Nature of Requirements: 
Department of Finance (DOF) ccmEnterprise 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.


REQUIREMENTS:

Department of Finance (DOF) is required to respond to thousands
of requests and correspondence, both written and electronic,
throughout any given year. In order to respond in an efficient
and timely manner, it is necessary to track these documents from
receipt to response. The Department of Finance also exchanges
information associated with correspondence requests with other
government departments and agencies as part of the process as
and when required.


CRITERIA FOR ASSESSMENT OF THE STATEMENT OF CAPABILITIES 

Minimum Essential Requirements

The proposed Correspondence Tracking System Solution must be a
workflow tracking engine that allows users to track all
activities surrounding a particular document, quickly and
easily.  It must provide a graphical interface that allows users
to see, at a glance, the current status of the record, including
all past, present and future activities, which make up a
workflow. The Correspondence Tracking System Solution's client
software is to strike a balance between the flexibility needed
to handle a broad range of tracking scenarios and the simplicity
users need to be most productive. The software also needs to
provide usability features that save time and keystrokes for
entering new records, assigning routing templates and running
searches or reports.

Any interested supplier must demonstrate by way of a statement
of capabilities that it meets the following requirements:

1.	The proposed Correspondence Tracking System Solution must be
a Commercial off-the-Shelf (COTS) solution.

2.	The proposed Correspondence Tracking System Solution must
enable and support the interdepartmental sharing of
correspondence information between DOF and the Office of the
Superintendent of Financial Institutions, Justice Canada,
Foreign Affairs and International Trade Canada, Public Service
Commission of Canada and the Office of the Auditor General of
Canada.  ccmMercury and ccmEnterprise applications are currently
installed and fully operational in the technical environment of
these departments. The ccmEnterprise product is the only
solution that will allow DOF to support connectivity,
inter-operability and integration to and from the departmental
technical environments and allow a seamless exchange of
information.

3.	The proposed Correspondence Tracking System Solution must
integrate with the RDIMS components, such as; LiveLink ECM for
assigning file classification codes to attachments.

4.	The proposed Correspondence Tracking System Solution must
integrate with the Microsoft SharePoint for managing file
attachments.

5.	The proposed Correspondence Tracking System Solution must
deliver all functionality provided in a multilingual interface
(Canadian English and Canadian French) both electronically and
via paper outputs.

6.	The proposed Correspondence Tracking System Solution must
provide Integration with Windows Active Directory to enhance
application security while improving administration efficiencies.

7.	The proposed Correspondence Tracking System Solution must
support adding and e-mailing attachments (ie: Word documents as
well as URLs) and it must also maintain version control of all
attachments.

8.	The proposed Correspondence Tracking System Solution must
provide a built-in enhanced and detailed audit trail that logs
user and data access activity in support of traceability and
data security.

9.	The proposed Correspondence Tracking System Solution must
provide streamlining configuration sets, such as Application
Templates, Labels, Pick Lists and Validation rules for improved
efficiency and standardization.

10.	The conditions of the developer's shrink-wrap license are
not acceptable to the Crown. This software is proprietary, and
the proposed Contractor 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.


APPLICABILITY OF THE TRADE AGREEMENTS TO THE PROCUREMENT 

This procurement is subject to the following trade agreements:

Agreement on Internal Trade (AIT)
North American Free Trade Agreement (NAFTA)
World Trade Organization - Agreement on Government Procurement
(WTO-AGP)

JUSTIFICATION FOR THE PRE INDENTIFIED SUPPLIER

ccmEnterprise is a commercial off-the-shelf Correspondence
Tracking System Solution that supports connectivity and
integration to DOF's technical environment without any
additional configuration.  ccmEnterprise is such a Software
Solution.  It has been designed and developed by WorkDynamics to
respond to Government of Canada (GOC) executive correspondence
management requirements.  ccmEnterprise will provide
efficiencies to DOF's existing processes by automatically
routing correspondence, requests for action, approvals, etc. to
a single person, a group of people, or designated alternates. 
ccmEnterprise integrates with DOF's Windows Server 2008 server
infrastructure and  Outlook Exchange to send e-mail
notifications of impending or missed deadlines. ccmEnterprise
will provide managers, support staff and the departmental
correspondence unit with automated and essential tools to
identify historical trends, process inefficiencies, as well as
provide the Minister of Finance and Minister of State (Finance)
offices with up to the minute statuses of ministerial
correspondence. ccmEnterprise provides users with the ability to
perform extensive configuration capabilities that give it the
flexibility to handle virtually any type of information and
adapt to evolving business processes - without requiring special
technical assistance. ccmEnterprise meets all of DOF's
technological and regulatory requirements.









ccmEnterprise is the only software solution that can maintain
the seamless inter-operability of information between the Office
of the Superintendent of Financial Institutions, Justice Canada,
Foreign Affairs and International Trade Canada, Public Service
Commission of Canada and the Office of the Auditor General of
Canada to support efficient and improved delivery of services
between the organizations. ccmEnterprise includes ccmExchange
connectivity software that will enable DOF to securely exchange 
information (records) between aforementioned departments
(clients) using ccmMercury and ccmEnterprise applications. 
ccmEnterprise is the only product available to that will enable
this required connectivity.

The ccmEnterprise product suite is the only solution that will
allow DOF to support connectivity, inter-operability and
integration to and from the technical environments and allow a
seamless exchange of information.

WorkDynamics Technologies Inc. is the owner of proprietary
rights of the ccmEnterprise software, and is the only company
that can provide and deliver the goods and maintain the 


GOVERNMENT CONTRACTS REGULATIONS EXCEPTIONS

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.

EXCLUSIONS AND LIMTED 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(b) of the 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 INTELECTUAL PROPERTY

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




PERIOD OF PROPOSED CONTRACT:

All deliverables mentioned in the Requirement shall be delivered
within 10 days. 

The Contractor shall deliver the Licensed Software and the
documentation within ten (10) working days after the date of
Contract Award.  The maintenance and support services shall be
for a period of one year commencing upon acceptance of the
software. The contract will also have four (4) option years to
renew the Maintenance and Support Services and to increase the
scope of the Licenses including associated Maintenance and
Support Services.

NAME AND ADDRESS OF OTHE PRE-IDENTIFIED SUPPLIER

WorkDynamics Technologies Inc, Kanata, Ontario, 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 statement of capabilities must clearly demonstrate how the
supplier meets the advertised requirements.

Documents may be submitted in either official language of Canada.

INQUIRIES AND SUBMISSION OF STATEMENTS OF CAPABILITIES

Inquiries and statements of capabilities are to be directed to:

Michael Beaudoin
Contracting Officer / Agent de Contract
Direction de l'acquisition de logiciels et de système partagés |
Software and Shared Systems Procurement Directorate  
Direction générale des approvisionnements | Acquisitions Branch
Travaux publics et Services gouvernementaux Canada | Public
Works and Government Services Canada
11, rue Laurier, Gatineau (QC) K1A 0S5 (Phase III, 4C1) | 11
Laurier Street, Gatineau, QC K1A 0S5 Phase III, 4C1)
michael.beaudoin@pwgsc.gc.ca
Téléphone | Telephone  (819) 956-0995
Télécopieur | Facsimile (819) 953-3703


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.