VESSEL PLANNING & CREWING SOFTWARE SOLUTION

Trade Agreement: WTO-AGP/NAFTA/AIT/Canada-Peru
FTA/Canada-Colombia FTA
Tendering Procedures: All interested suppliers may submit a bid
Attachment: None
Competitive Procurement Strategy: Best Overall  Proposal
Comprehensive Land Claim Agreement: No
Nature of Requirements: 
REQUEST FOR INFORMATION REGARDING
VESSEL PLANNING AND CREWING SOFTWARE SOLUTION
FOR CANADIAN COAST GUARD
DEPARTMENT OF FISHERIES AND OCEANS CANADA



TABLE OF CONTENTS


A)	BACKGROUND AND PURPOSE OF THIS REQUEST FOR INFORMATION (RFI)	2
B)	NATURE OF REQUEST FOR INFORMATION						2
C)	NATURE AND FORMAT OF RESPONSES REQUESTED				3
D)	RESPONSE COSTS									3
E)	TREATMENT OF RESPONSES								3
F)	CONTENTS OF THE RFI								3
G)	QUESTIONS TO INDUSTRY								4
H)	FORMAT OF RESPONSES								6
I)	ENQUIRIES										6
J)	SUBMISSION OF RESPONSES 							6

ANNEX A											7




	REQUEST FOR INFORMATION REGARDING
	VESSEL PLANNING AND CREWING SOFTWARE SOLUTION
	FOR CANADIAN COAST GUARD
DEPARTMENT OF FISHERIES AND OCEANS CANADA


	A)	Background and Purpose of this Request for Information (RFI)

Department of Fisheries and Oceans (DFO) requires bilingual
commercial off-the-shelf software (COTS) Solution to provide the
Canadian Coast Guard (CCG) with a national, industry-standard,
best-of-breed maritime planning package that would replace the
aging custom-built legacy application (MariTime).

The Software Solution is required to include the following:
1.)	Licensed software that is licensed on a perpetual basis, 
2.)	Warranty; 
3.)	Maintenance and support services, 
4.)	Professional services and 
5.)	Knowledge transfer and training, please refer to Annex A of
the RFI for complete details of the contract deliverables.

Currently, the CCG fleet is comprised of 116 large vessels of
varying configurations including: heavy and medium icebreakers;
science vessels, Search and Rescue Lifeboats; and, air cushion
vehicles plus numerous ancillary craft as well as a fleet of
helicopters. These vessels and aircraft are deployed nationally
and are often multi-tasked to more than one client at any given
time as a means of optimizing the fleet's operational capacity.

At the same time, CCG has established crewing profiles for each
class of vessel based on a variety of government regulations and
internal operating policies. These profiles indicate the number
of crew required and the group and level of each role.

Within this context, and in light of the fact that CCG delivers
services on a cost-recovery basis to other sectors of the
Department of Fisheries and Oceans, other government departments
and the private sector, CCG currently uses a custom-built
planning tool along with other applications to create sailing
scenarios for each vessel. This application no longer meets the
CCG operational requirements making the planning process labour
intensive, time consuming and prone to error.

The objectives of this RFI are as follows:
1.	To determine which software providers have a
Commercial-off-the-Shelf (COTS) vessel planning and crewing
software suite that can meet the needs of the project.
2.	To determine licensing, implementation, maintenance and
support options in order to develop a project budget.
3.	To determine the level of effort required of the vendor for
professional services when supporting the implementation,
transition and maintenance of the COTS product.

	B)	Nature of Request for Information

This is not a bid solicitation.  This RFI will not result in the
award of any contract. As a result, potential suppliers of any
goods or services described in this RFI should not reserve stock
or facilities, nor allocate resources, as a result of any
information contained in this RFI. Nor will this RFI result in
the creation of any source list.  Therefore, whether or not any
potential supplier responds to this RFI will not preclude that
supplier from participating in any future procurement. Also, the
procurement of any of the goods and services described in this
RFI will not necessarily follow this RFI. This RFI is simply
intended to solicit feedback from industry with respect to the
matters described in this RFI.
	C)	Nature and Format of Responses Requested

Respondents are requested to provide their comments, concerns
and, where applicable, alternative recommendations regarding how
the requirements or objectives described in this RFI could be
satisfied.  Respondents are also invited to provide comments
regarding the content, format and/or organization of any draft
documents included in this RFI. Respondents should explain any
assumptions they make in their responses.
	D)	Response Costs

Canada will not reimburse any respondent for expenses incurred
in responding to this RFI.

	E)	Treatment of Responses

1.	Use of Responses: Responses will not be formally evaluated.
However, the responses received may be used by Canada to develop
or modify procurement strategies or any draft documents
contained in this RFI.  Canada will review all responses
received by the RFI closing date. Canada may, in its discretion,
review responses received after the RFI closing date.
2.	Review Team: A review team composed of representatives of the
client (where applicable) and PWGSC will review the responses. 
Canada reserves the right to hire any independent consultant, or
use any Government resources that it considers necessary to
review any response. Not all members of the review team will
necessarily review all responses.
3.	Confidentiality: Respondents should mark any portions of
their response that they consider proprietary or confidential. 
Canada will handle the responses in accordance with the Access
to Information Act.
4.	Follow-up Activity: Canada will meet with each respondent
upon request (one-on-one meeting). Following the closing date,
the Contracting Authority will follow up individually with all
respondents who indicate in their responses that they wish to
meet with Canada.  Canada intends to request that the Respondent
provides an overview of the functionalities of the proposed
solution and deliver a demonstration of commercial products so
that Canada may obtain a better understanding of case management
techniques and processes, and assess their effectiveness with
some configuration and test data supplied by Canada.  During the
demonstration, Canada intends to interact with the Respondent to
ask questions in order to gain a better understanding of the
capabilities of the proposed solution.
5.	Documentation or any other information of the proposed
solution, tool suite, or supporting third party applications is
welcome.

	F)	Contents of the RFI

1.	This RFI contains a draft Statement of Requirements (see
Annex A). This document remains a work in progress, requirements
may be added or modified or deleted.  Comments regarding any
aspect of the draft document are welcome.
2.	Additional information as to the diversity of the Coast Guard
fleet and its services can be found at:
http://www.ccg-gcc.gc.ca/Fleet-Annual-Report-2010-2011/TOC or
http://www.ccg-gcc.gc.ca/Rapport-Annuel-de-la-Flotte-2010-2011/TD
M.
3.	This RFI also contains specific questions addressed to the
industry.

	G)	Questions to Industry

a)	Product and Functionality

Q-1	The model solution must be a completely integrated solution,
providing all required functionality within a single software
product. Describe the complete COTS product suite and the
functionality offered as it relates to the draft Statement of
Requirement in Annex A. Please provide a list of any third party
software necessary to complete you solution suite. Also provide
details related to the support to those third party components:
source of support, method of delivery, etc. 

Q-2 Our model solution provides as much of the functionality as
possible through the existing license with the addition of
various extensions to meet the unique nature of the maritime
environment. It is desirable that less than 20% of the
functionality needs to be developed through extension of the
existing product using a Software Development Kit (SDK).

a) Referring to the draft Statement of Requirement in Annex A,
describe how your product can be tailored to meet the
requirement.
b) Describe how the SDK for the proposed solution could be used
to augment the capabilities while ensuring it is not impacted by
future system upgrades.

Q-3 In as much as the vessel planning and the subsequent crewing
tasks are two separate processes that are handled by separate
groups of people often at different times, can you please
provide an explanation and example of how your proposed solution
can manage this workflow. You may wish to consider how the
crewing officers will know when the plan is complete and
approved and ready for crewing to take place. You will also want
to keep in mind in your illustration that crewing officers will
also have to know the availability and suitability for each crew
member being assigned as well as the role to which they are
being assigned.

Q-4 The planning process is iterative in nature and often
includes the creation of a variety of scenarios which may be
shared between regions and with Headquarters before a final plan
is adopted. Please illustrate how the proposed solution handles
the development of scenarios, how these are stored and shared
between various planners and how, once a final plan is accepted,
it is "locked down" as the official plan and if there is the
ability to revert to part or all of a previous scenario
throughout the planning process. You should keep in mind in
developing your response that plans typically are initiated at
the regional level and then rolled up into an integrated
national plan. As well, vessels are assigned to specific regions
and have specific capabilities. Some of these vessels may be
multi-tasked to more than one client at any time. As well,
vessels may be reassigned to other regions throughout the year
due to seasonal factors such as icing in the St. Lawrence Seaway
or unavailability due to maintenance of a specific like-vessel
in another region (i.e.: a science vessel may be shared between
Maritimes region and Newfoundland region or a multi-task vessel
may be moved from Central and Arctic region to Quebec region to
cover for a vessel in maintenance).

Q-5 There is a requirement to view historical information as it
was in the past before any changes. Please describe how your
proposed solution handles "point-in-time" reporting. Also,
please consider that there may be a requirement in some cases to
allow for corrections to historical data, i.e.: insertion of
history. Please describe how your proposed solution may be able
to address this aspect of the requirements as well.

Q-6 Some of the data in the system is considered "Protected" and
as such is to be viewed on an "as needed" basis. As stipulated
in the Technical Requirements of Annex A, to ensure proper audit
trails, the proposed solution must track all changes and
accesses to all of the protected data including identifying who
accessed or changed it and when. Please describe how your
proposed solution handles logging of access or changes to data.
Please confirm that the data can be protected using 128-bit
encryption, user passwords are "strong" format, and users will
be forced to renew their passwords at a given frequency (i.e.:
at least once every 90 days).

Q-7 The existing planning application will fail as the CCG moves
to a 64-bit operating environment (Windows 7) within the coming
12 months. Describe how you propose to deliver an end-state
solution based on the Statement of Requirements in advance of
the implementation of the new operating system (i.e.: within 12
months of contract award). At the same time, please provide a
description of how your proposed solution is architected to
ensure separation of CCG business rules from the core
functionality of the solution. Please also indicate if your
proposed solution is dependent on using the purchaser's database
(Oracle in the case of CCG) or if the solution is totally
stand-alone. 

Q-8 Users of the existing application have various needs. Some
need only read access to view reports, others require access to
input and develop planning scenarios. The user community is also
hierarchical in that a planner in a particular region may not
necessarily need or be allowed to view or have access to the
plans of another region, while HQ planners will need access to
all plans to allow for their roll-up and reporting. Can you
please explain how your proposed solution is structured to
ensure user access is managed and granted based on their
individual needs/roles?

Q-9 Based on the high-level architecture description in Annex A
of the existing CCG applications, please provide a description
of how your proposed solution will interface with other CCG
"legacy" Oracle-based systems and other COTS products such as
Maximo and PeopleSoft. Please show how your proposed solution
would typically provide data to Business Intelligence tools such
as IBM Cognos 8.4.

Q-10 Using screen-shots of your solution, please illustrate how
your solution uses dependencies within the planning scenarios to
flag possible conflicts that may cause issues as the plan is
executed (i.e.: specific crew members are over-committed or
unavailable or the vessel is not configured or designed to carry
out a particular task such as trying to schedule a SAR Lifeboat
to do icebreaking).

Q-11 Using screen-shots, please illustrate how the various
costing elements are utilized to provide planners with cost
details as they work through various scenarios.

b)	Product Licensing and Pricing Model

Q-12 Describe your solutions licensing, maintenance and support
model, including pricing, volume discounts and any optional
add-on modules.

Q-13 Given the age of the current application there may a need
for the successful supplier to undertake some minimal business
analysis and modeling before they can implement their solution.
The CCG would like to fix price the business analysis, modeling
and the license and support requirements with an option to
extend the maintenance and support for a number of subsequent
years. If this proposed pricing model is different than what
might be suggested by your organization then please explain.

Q-14 The CCG would like an option to provide an integration with
the human resource functionality should it be determined that
the support organization for PeopleSoft be unable to incorporate
the requirements as defined in the collective agreements for
sea-going personnel. How would this impact on the pricing model
and timing of the proposed solution? 

c)	Support and Services

Q-15 What tools or capabilities can be provided to assist the
transition from the existing system to the new one? Are these
resources available in both English and French? Are these
resources available in the National Capital Region?

H)	Format of Responses

1.	Cover Page: If the response includes multiple volumes,
respondents are requested to indicate on the front cover page of
each volume the title of the response, the solicitation number,
the volume number and the full legal name of the respondent.
2.	Title Page: The first page of each volume of the response,
after the cover page, should be the title page, which should
contain:
(a)	The title of the respondent's response and the volume number;
(b)	The name and address of the respondent;
(c)	The name, address and telephone number of the respondent's
contact;
(d)	The date; and,
(e)	The RFI number.
3.	Numbering System: Respondents are requested to prepare their
response using a numbering system corresponding to the one in
this RFI. All references to descriptive material, technical
manuals and brochures included, as part of the response should
be referenced accordingly.
4.	Response to be sent electronically: Canada requests that
respondents submit their responses electronically by e-mail to
the Contracting Authority define below.

I)	Enquiries

Because this is not a bid solicitation, Canada will not
necessarily respond to enquiries in writing or by circulating
answers to all potential suppliers.  However, respondents with
questions regarding this RFI may direct their enquiries to:

Contracting Authority: 	Peter Gabriel, Supply Specialist,
Enterprise Software Procurement Division - XL, Software and
Shared Systems Procurement Directorate, Services and Technology
Acquisition Management Sector, Acquisitions Branch, PWGSC 
E-mail Address: 	peter.gabriel@tpsgc-pwgsc.gc.ca
Telephone: 		819-956-7566

J)	Submission of Responses

1.	Time and Place for Submission of Responses: Suppliers
interested in providing a response should email their response
to the Contracting Authority identified above by the time and
date indicated on page 1 of this document.
2.	Responsibility for Timely Delivery: Each respondent is solely
responsible for ensuring its response is delivered on time to
the Contracting Authority.
3.	Identification of Response: Each respondent should ensure
that its name and return address is provided and that the
solicitation number and the closing date appear legibly in the
subject line of the e-mail.


ANNEX A 

Statement of Requirements

This Statement of Requirements identifies the terminology,
background context, key business activities, required tasks and
activities related to transition and implementation, types of
Users and the high level functional requirements of the required
solution: 

1.0 Terminology:

Within the Statement of Requirements the following terms will
have the meaning as ascribed in the table below:

Term	Meaning
CCG	Canadian Coast Guard
Operational days	"Operational days" refers to time measured in
"non-weighted operational days" or "elapsed days." Elapsed days
are defined as the total number of days requested by and
delivered to individual clients. Because assets may be engaged
in overlapping and/or successive activities for different
programs, it is possible to record more than 24 hours in any
given day. However, the total time recorded in one day should
exceed 24 hours only when a vessel is multitasked with one or
more programs
Multi-tasked	At any given time or as part of a single voyage, a
vessel may perform tasks for more than one client.
NM	Nautical Miles
SAR 	Search and Rescue - typically in reference to the program
or the vessels used for Search and Rescue such as SAR Lifeboat.
Supernumeraries	Passengers that are not active members of the
crew for a particular mission or voyage.
Vessel Capability	The configuration of a particular vessel as it
relates to its ability to perform certain tasks such as
icebreaking.
Vessel Capacity	The ability to meet client demand with the
appropriate crewed vessel at the appropriate time.


2.0 Background Context:

2.1	Canadian Coast Guard

Under Fisheries and Oceans Canada's (DFO) program activity
architecture, the Fleet directorate falls under the Fleet
Operational Readiness program activity. As the department's
largest program, Fleet Operational Readiness is divided into
three subprograms: Fleet Operational Capability, Fleet
Maintenance and Fleet Procurement. Fleet's responsibilities and
mandate are directed by the Fleet Operational Capability
subprogram. 

Fleet itself is not the governmental authority for any on-water
programs. Rather, it serves as a mechanism for the delivery of
Coast Guard and Government of Canada's on-water mandate. Its
operations are therefore 100-percent "client focused" and are
directly linked to their requirements.

Fleet's main responsibilities include:
·	Coordinating, monitoring and reporting on national Fleet
service delivery and budget;
·	Identifying mission and operational requirements for current
and future vessels, and establishing the associated directives,
policies and activities in support of Fleet operations,
including monitoring;
·	Auditing vessels, establishing policies, ensuring continuous
improvement, monitoring performance and managing the Fleet
Safety and Security Management System; and,
·	Human resources planning and professional development for
seagoing personnel, certification, recruitment, retention,
collective bargaining, union and operational human resources
management issues.

Through its service to Canada's commercial fishing, maritime
transportation, shipping and tourism industries as well as to
Canada's recreational boaters, the Canadian Coast Guard's fleet
of red and white ships, helicopters and air cushion vehicles is
an iconic symbol of maritime safety and of the sovereignty of
Canadian waters. Twenty-four hours a day, 365 days a year, Coast
Guard is ready to serve across Canada's three oceans, the St.
Lawrence Seaway, the Great Lakes and other inland waterways, and
under some of the harshest weather conditions.

On an average day, Fleet delivers services on behalf of Coast
Guard and many other government departments and agencies.

On any given day, Fleet provides the vessels and crews that:
·	Save 10 lives;
·	Assist 58 people in 26 search and rescue cases;
·	Service 55 aids to navigation;
·	Assist with the management of 2,325 commercial ship movements;
·	Escort four commercial ships through ice during the ice season;
·	Carry out 11 fisheries patrols;
·	Support three hydrographic missions;
·	Support eight scientific surveys;
·	Deal with three reported pollution events; and
·	Survey five kilometres of navigation channel bottom.

2.2	Program Delivery

Fleet clients include the operational Coast Guard programs,
which are developed and managed by the Maritime Services
directorate. These programs are: Search and Rescue,
Environmental Response, Marine Communications and Traffic
Services, Aids to Navigation, Icebreaking Services, and
Waterways Management.

Fleet also supports its Fisheries and Oceans Canada (DFO)
clients, which include the Ecosystems and Fisheries Management,
specifically Fisheries Management as well as Conservation and
Protection, and the Ecosystems and Oceans Science (formerly
known as Fisheries and Oceans At-Sea Science) sectors. Finally,
as the federal government's only civilian fleet, Coast Guard
vessels provide on-water support for the mandates of other
government departments and agencies. Among these organizations
are: the Royal Canadian Mounted Police, the Department of
National Defence, Public Safety Canada, Canada Border Services
Agency, Transport Canada, Environment Canada, Natural Resources
Canada and many more.

Each year, a significant amount of work is put into the creation
of the Integrated Fleet Operations Plan. This Plan represents
the backbone of Fleet's operations and on-water program
delivery. Its creation involves consultation with Fleet clients,
both internal and external to DFO, in order to determine demand
for Fleet vessel and helicopter support in the execution of
programs at sea. Based on available resources and client
requirements, a schedule of planned operational days is
allocated to each client and is agreed upon by both parties.


2.3	Effective Delivery

Effectiveness is a concept used to assess the extent to which an
organization is meeting its expected results. Fleet has
developed various measures to evaluate its effectiveness,
including the comparison of services planned against services
delivered, as well as operational delays.

By comparing the actual services delivered with what was
originally planned, Fleet is able to measure the performance of
service delivery. Where actual services delivered exceed 100
percent, it means either the demand was higher than expected or
unforeseen events required more days to be delivered. Values
under 100 percent indicate that Fleet under-delivered relative
to the plan; potential causes include vessel unavailability due
to breakdowns and unforeseen events, such as being diverted to
Search and Rescue responsibilities that prevent the delivery of
services as planned.

2.4	Efficient Delivery

The Coast Guard fleet as a whole operates 24 hours a day, 365
days a year. However, each individual vessel rarely operates at
that capacity because of various factors such as planned
maintenance, vessel breakdown, crew change or lack of program
demand. Fleet is always focusing on maximizing the number of
days our ships are assigned to clients by delivering services in
an efficient manner. Efficiency is about how well Fleet uses its
time and resources to deliver services. It uses vessel
availability and multi-tasking as performance indicators to
determine how efficiently services are delivered.

2.5	Vessel Availability

At any given time, a vessel may be available or unavailable for
operations. When a vessel is available, it can be assigned to a
client, multi-tasked, engaged in administrative or other tasks
such as community and visitor relation activities, or simply
unassigned. A vessel may be unavailable due to winterization,
laid up due to lack of funds or undergoing extended refit or
maintenance.

2.6	Integrated Fleet Operations Plan 

The Integrated Fleet Operations Plan is an annually published
document that represents an important milestone in Fleet's
operational and financial planning process. It involves
consultations with Fleet clients, both internal and external to
DFO, in order to determine their need for Coast Guard vessel and
helicopter support in the execution of their programs at sea. It
also requires many inputs such as business plans, financial
budget allocations, service level agreements or memoranda of
understanding, client level-of-service expectations,
priority-setting exercises and integrated investment plans.

2.7	Fleet Assets

Fleet is responsible for the provision of safe, reliable and
operational ships, air cushion vehicles and helicopters with
competent, professional crews to respond to the on-water
requirements of Coast Guard and DFO as well as other government
departments and agencies. In order to maintain the capacity to
provide service 24 hours per day, 365 days a year, as of April
1, 2012 the fleet was composed of 116 vessels, including four
air cushion vehicles, plus 22 helicopters.

2.8	Vessel Classes

2.8.1	Polar Icebreaker
·	A very large multitasked icebreaker (approx. 140 metres in
length), capable of sustained operations in the Arctic
Archipelago over three seasons per year.
·	Accommodations with 60 CCG berths, 40 supernumerary berths,
and a surge capacity for 25 others.  
·	Has a large cargo carrying capacity; a helicopter hangar that
will accommodate two CCG helicopters; and multiple utility craft.
·	Has the capacity to over-winter in the Arctic.
·	Has the capacity to deliver a large suite of Government of
Canada programs.

2.8.2	Heavy Icebreaker
·	A very large multitasked icebreaker (approx. 130metres in
length), capable of sustained operations in the Arctic
Archipelago over two seasons per year and for escort operations
in the Gulf of St. Lawrence and East Coast of Newfoundland.
·	Accommodations with 45 CCG berths and 40 supernumerary berths.
·	Has a large cargo carrying capacity; a helicopter hangar that
will accommodate a CCG helicopter; and multiple utility craft.

2.8.3	Medium Icebreaker
·	A large icebreaker (approx. 100 metres in length) capable of
sustained icebreaking and escort operations in the Arctic
archipelago over two seasons per year, the Great Lakes, River
and Gulf of St. Lawrence and Atlantic Coast in winter.
·	Accommodations with 32 CCG berths and 25 supernumerary berths
(has lifesaving equipment capacity for 62).
·	Has a cargo carrying capacity; a helicopter hangar that will
accommodate a CCG helicopter; and multiple utility craft.
·	Has capability to deliver many Government of Canada programs
such as many CCG programs and scientific missions.

2.8.4	High-Endurance Multi-Tasked Vessel
·	A large, highly adaptable multitasked vessel (approx. 85
metres in length) with an icebreaking capability to work in the
south and western Arctic; and, for escort operations in the
Great Lakes, River and Gulf of St. Lawrence and Atlantic coast
in winter. Has a shallower draught than the Medium Icebreaker
and less capable overall.
·	Accommodations with 28 CCG berths and 20supernumerary berths
(has lifesaving equipment capacity for 58).
·	Has a crane, a large cargo hold and deck capacity; has a
helicopter hangar that will accommodate a CCG helicopter; can
launch and recover Rigid-hull inflatable boats and two utility
craft.
·	Has capability to deliver many Government of Canada programs.

2.8.5	Medium Endurance Multi-Tasked Vessel
·	A large, multitasked, shallow draught vessel (approx. 65metres
in length) with a top speed of 14 knots; can stay at sea up to
28 days.
·	Accommodations with 22 CCG berths and 10supernumerary berths
(has lifesaving equipment capacity for 52).
·	Has a crane, a large cargo hold and deck area; can launch and
recover Rigid-hull Inflatable Boats and utility craft.
·	Primarily used for aids to navigation, Search and Rescue,
icebreaking, science and environmental response; has some
icebreaking capability.
·	Designed to have a helicopter deck but not generally equipped
with one.

2.8.6	Offshore Oceanographic Science Vessel
·	A large, multitasked offshore noise-reduced vessel (approx.
90metres in length), capable of extended missions of four to six
weeks with a 10,000 NM range; no icebreaking capabilities but
able to operate in ice infested waters.
·	Accommodations with 27 CCG berths and 25 to 30 supernumerary
berths (has lifesaving equipment capacity for 57).
·	Equipped with wet labs and has bottom sampling and water
column sampling capability; can accommodate a helicopter with
minimal hangar capabilities; can launch and recover utility
craft. 
·	Primarily used for ecosystem and fishery science;
oceanographic missions and geological; and hydrographical
surveys.

2.8.7	Offshore Fishery Science Vessel
·	A large multitasked offshore noise-reduced vessel (approx. 55
to 65 metres in length), capable of extended missions of four to
six weeks with an 8,500NM range; no icebreaking capabilities,
but can deliver programs in ice-infested waters.
·	Accommodations with 27 CCG berths and 15supernumerary berths
(has lifesaving equipment capacity for 45).
·	Equipped with wet labs and able to do trawl surveys and some
water column sampling; no helicopter capabilities.
·	Primarily used for ecosystem and fishery science research.

2.8.8	Offshore Patrol Vessel
·	A large offshore vessel (approx. 75 metres in length) that can
operate beyond 120 NM including outside the Exclusive Economic
Zone; has a top speed greater than 20-25 knots and can stay at
sea for up to six weeks; can operate year-round in Canadian
waters (except the Arctic archipelago); minimal ice capability
to transit light ice-infested waters.
·	Accommodations with 22 CCG berths and 18supernumerary berths
and a surge capacity of 12others (has lifesaving equipment
capacity for 52).
·	Carries two Rigid-hull Inflatable Boats (up to 11metres
length); can accommodate a helicopter with minimal hangar
capabilities.
·	Designed to support law enforcement, and has a program
operations room. Primarily used for fisheries enforcement and
search and rescue.

2.8.9	Mid-Shore Patrol Vessel
·	A medium sized vessel (approx. 40 metres in length) that can
operate up to 120 NM offshore with a top speed of 25knots; can
stay at sea up to 14 days.  No requirement for operations in
ice-infested waters.
·	Accommodations with nine CCG berths and up to six
supernumerary berths.
·	Carries one or two Rigid-hull Inflatable Boats; no helicopter
capabilities.
·	Primarily used for maritime security and fisheries
enforcement. 

2.8.10	Air Cushion Vehicle
·	A medium sized, fast (up to 45 knots), multi-tasked vessel,
which rides on a cushion of air (hovercraft), capable of working
in very shallow areas and littoral zones.
·	Has a crew of four to seven on day work.
·	Has no helicopter capability.
·	Primarily used for search and rescue, aids to navigation,
environmental response, and icebreaking.

2.8.11	Special Navaids Vessel
·	A shallow draught, flat bottom vessel (approx. 50 metres in
length); self-supporting for up to 28 days and can sustain
repeated groundings due to shifting river channels; not suitable
for open-sea work; no icebreaking capabilities.
·	Accommodation with 12 CCG berths and four supernumerary berths.
·	Can accommodate a helicopter with minimal hangar capabilities. 
·	Primarily used for navigational aids on the Mackenzie River.

2.8.12	SAR Lifeboat
·	Small (approx.15 to 17 metres in length) shore-based
self-righting lifeboat; capable of search and rescue operations
up to 100 NM from shore with a top speed of approx. 25 knots;
minimal ice capability to transit light ice-infested waters.
·	Has a crew of four or five on day work.  
·	Capacity for four supernumeraries (has lifesaving equipment
capacity for 20).
·	No helicopter capability.

2.8.13	Mid-Shore Science Vessel
·	Medium sized vessel (approx. 40 metres in length) capable of
sustained operations away from port for up to 14 days; has
endurance for 21 days and top speed of 12-14 knots and cruising
range of 4000 NM; has minimal ice capability to transit light
ice-infested waters.
·	Has accommodation with 15 CCG berths and 8supernumerary
berths. 
·	No helicopter capability and limited capacity to carry survey
launches.
·	Primarily used for limited: ecosystem fishery science;
oceanographic missions and geological/hydrographical surveys.

2.8.14	Channel Survey and Sounding Vessel
·	Small vessel (approx. 20 to 25 metres in length) with sounding
speed of 10 knots; has no ice capability.
·	Has limited accommodations for a crew of four plus two
supernumerary. 
·	Carries a small utility craft; no helicopter capability.
·	Primarily used to conduct depth survey operations.

2.8.15	Near-Shore Fishery Research Vessel
·	Small (approx. 20 metres to 25 metres in length) fishery
research vessel with a three to four metres draught, a speed of
12 knots and a moderate range; has minimal ice capability to
transit light ice-infested waters.
·	Has accommodations with five CCG berths and four supernumerary
berths; 
·	Has some lab capacity; no helicopter capability.
·	Used to conduct trawl surveys.

2.8.16	Chartered Vessels

Demand for Fleet services is consistently high and continually
increasing. In some cases, the number and/or configuration of
available vessels is not sufficient for Fleet to deliver
programs in a timely fashion. When this occurs, Fleet relies on
the practice of chartering private vessels. Chartered vessels
are fully configured, equipped, operated and crewed by Fleet
personnel.

2.9	Fleet Information Systems

2.9.1	iFleet

iFleet is an integrated system that replaced the Fleet Activity
Information System. iFleet captures activities, fuel, position,
and service delivery context carried out by CCG assets. It is
also used as the means of communicating sailing orders to the
vessels. It has been implemented across the country as at the
end of March 2012.

2.9.2	Geographical Information Systems

The geographical information system, Common Operating Picture,
has been in production since March 2010. The Common Operating
Picture can be leveraged by all Coast Guard directorates
requiring geospatial capability.


2.9.3	Iris

The Iris application is an information system used to relay
messages between the Regional Operations Centres and the
National Coordination Centre in Ottawa regarding vessel and
helicopter positions, program tasking, and operational status. 

2.9.4	Common Core

The Common Core is a repository of "tombstone" or basic vessel
information including name, size, capability, and assigned
region. It is the foundation for all systems development done in
Fleet as a means of eliminating the need to store redundant
information across multiple computer applications.

2.9.5 	MariTime Fleet Management System

The current application is a 16 bit application used to provide:
a)	Crew management to track and account for all seagoing
personnel; 
b)	b) Time sheet management and leave recording, tracking and
reporting for all sea-going personnel; 
c)	c) Fleet scheduling, planning and resource allocation and
tracking; and d) Fleet training tracking and reporting in
support of the technical training of the sea-going personnel.
Time sheet management and leave recording, tracking and
reporting are not currently expected to be part of the new
requirement.

2.9.6	Enterprise Reporting System

The Enterprise Reporting System (ERS) is a business intelligence
tool using IBM Cognos version 8.4 that is being deployed in
January 2013.  Information is to be imported from ten source
systems including the planning solution for use in ERS in the
analysis of planned vs. delivered vessel activities via
pre-formatted and ad hoc reports.

3.0 Key Business Functions:

The key business functions are:

3.1	Fleet Scheduling, Planning and Resource Allocation and
Tracking

CCG requires a planning tool that will allow fleet planners in
HQ and the regions to analyze, plan and cost fleet deployments
based on client demand and CCG capacity.  Once an optimal
national schedule for the fleet is established, the plan would
be locked down as the fixed Integrated Fleet Operations Plan. 
The tool would also be used throughout the year in terms of
developing and maintain a "living plan".  This "living plan" is
used to address changes in client demand or vessel readiness and
to find alternatives to meet client demands. It must also ensure
that any changes do not adversely affect other previously
planned commitments of the fleet.

The tool will include planning for vessel usage and deployment
based on vessel capacity and capability as it relates to program
demand. The tool must also have a standard costing model that
will allow planners to know and advise clients of the potential
costs of their initial planned vessel usage as well as impacts
to the costs as plans change.  Both the fixed plan and the
"living plan" will also be used as sources of information when
reporting against various program measures as they relate to
Fleet Operational Readiness including "planned" vs. "capacity"
and "planned" vs. "delivered".

3.2	Crew Management

CCG has established crewing profiles for each class of vessel
based on a variety of government regulations and internal
operating policies. These profiles indicate the number of crew
required and the group and level of each role. As such, the
second phase of the planning process is to ensure the vessel is
crewed with the appropriate people. In that CCG must follow all
of the same standards and regulations that any other private
vessel must adhere to, as noted above, ships' crew and ships'
officers require certain training and certification depending on
their role and the vessel on which they work. Some certificates
can also expire if the individual does not perform duties
related to the certificate for a pre-defined minimum amount of
time. The planning tool must take into account the currency of
the personnel's certifications and training as well as frequency
of assignments. The solution must indicate where a certificate
may be due to expire (or has expired) and take this into account
when providing suggested crew options to the planners. As well,
the planners must know which crew members are available for a
particular mission; therefore, the planning tool will track each
CCG crew member in terms of such things as: current level;
availability; CCG certificates or alternates; and valid medical
certificate. At a technical level, in as much as some of this
information is deemed Protected B, the appropriate security will
be required not only at the access level but also at the data
level.

As an example, the tool must know that a crew member cannot be
assigned to a particular vessel for a particular mission because
he or she is either already assigned to another vessel for part
or all or the mission being planned, is not of the right "rank",
does not have the appropriate certificates for the that
particular vessel, or is on pre-approved leave. The tool will
also incorporate the salary and overtime costs into the costing
model as each crew member is assigned.





4.0 Required Tasks and Activities related to Transition and
Implementation: 

The CCG has a high-level business requirement but is expecting
that there will be need for the Contractor to complete a
detailed architectural design and analysis and to therefore
extend its product by approximately 20% of the overall
functionality of its product to implement CCG-specific business
rules. As a result, it is expected that in the first 12 months
of the Contract the Contractor will provide professional
services to complete the architectural design of the business,
information and technical components of the solution; configure
the extension of its existing product using a software
development kit (SDK); identify capacity and performance demands
of the COTS solution; load historical data into the Software
Solution; install and implement the Software Solution in CCG to
meet the CCG's business requirements; transfer technical
knowledge through formal sessions and documentation to CCG's
system administrators; and provide training to both users and
the technical resources who will provide level one and two
support on the Software Solution to CCG users. The CCG will be
solely responsible for on-going maintenance of CCG-specific
extensions.




5.0 Types of Users

It is expected that DFO will provide level one and two support
to its Users on the new Software Solution and that the
Contractor will provide level three support. The CCG System
Administrators will assign access to the Software Solution to
Users based on up to 12 different roles such as:

·	Account Manager;
·	Portfolio Manager;
·	Service Level Manager;
·	Vessel Planning Officer;
·	Crewing Planning Officer;
·	Project/ Mission Scheduling Officer;
·	Fleet Services Planning Officer;
·	Fleet Services Management;
·	Regional Fleet Manager;
·	Regional Operations Centre;
·	Performance Management;
·	Performance Management Officer;
·	Database Administrator;
·	Access Control Officer; and
·	Service Desk.



6.0 Functional Requirements:

The high level functional requirements of the required solution:

Mandatory Item number	Mandatory Requirements Description
Overall License	
 The license for the Software Solution must be a perpetual
corporate license for a minimum of 300 users.	
	The Software Solution must allow 5 Users to access the same
record simultaneously without data corruption.
	
	
User Management	
 The Software Solution must allow the CCG System Administrator
to assign or deny Users access to specific functions based on
Role-based access permissions including at a minimum by
region/HQ and by worker function of: •	Account Manager;
•	Portfolio Manager; •	Service Level Manager; •	Vessel Planning
Officer; •	Crewing Planning Officer; •	Project/ Mission
Scheduling Officer; •	Fleet Services Planning Officer; •	Fleet
Services Management; •	Regional Fleet Manager; •	Regional
Operations Centre; •	Performance Management; •	Performance
Management Officer; •	Database Administrator; •	Access Control
Officer; and •	Service Desk.	
	The Software Solution must allow the CCG System Administrators
to operate and control the Software Solution beyond the normal
User functions. Such System Administrator functions must include
User account management, changing of names of fields, definition
and editing of structures and terms that are accessed by Users
through standard lists, definition and editing of elements of
any models available in the Software Solution, establishment and
adjustment to process flows, manipulation of the contents of
drop-down lists, editing audit functions.
Application	
 The Software Solution must allow each User to open up different
parts of a Plan within the same session in order to work on
multiple records at the same time.	
	The Software Solution must allow the User to view plans using
drop-down selection lists, (including pre-formatted hard-copy
reports exportable to pdf), created, and updated by: a)	Vessel;
b)	Vessel Class; c)	Region; d)	National; e)	Client; f)	Month;
g)	Year (fiscal and calendar); and  h)	Multi-Year (fiscal and
calendar).
	The Software Solution must have a costing model that will
provide updated projected costs immediately to the User as
changes are made to the planning scenarios.
	The Software Solution must provide the functionality to allow
the User to determine the availability (capacity) of a vessel
and appropriateness (capability) to the tasks being assigned to
it.
	The Software Solution must provide the functionality to provide
the User with warning indicators when they are attempting to
assign a vessel contrary to its capacity or capability.
	The Software Solution must provide the functionality to allow
the User to obtain and produce a list of available employees for
each vessel based on the position being filled, the required
certificates, training and level for the position matched to the
employees who possess those minimum requirements.
	The Software Solution must provide the functionality to allow
the User to obtain and produce a list of alternate employees
available who possess the identified training, certificates and
experience for crewing a position but who may not be of the
appropriate group and level.
	The Software Solution must provide the functionality to provide
the User with warning indicators when they are attempting to
assign a crew member to a role for which the crew member is not
qualified.
	The Software Solution must provide the User with warning
indicators when they are attempting to assign a crew member who
is already assigned to another role or is otherwise unavailable.
	The Software Solution must provide the functionality to allow
the User to multi-task a vessel to more than one client at any
given time.
	The Software Solution must provide the functionality to allow
the User to control, create and save various iterations of the
same plan and reversions to a previous iteration of a plan.
	The Software Solution must provide the functionality to advise
Users, such as crewing officers and planners, of the status of a
particular plan.  This will include at a minimum identifying
such status indicators as "plan in progress", "plan needs to be
approved", "plan approved", crewing incomplete", "crewing
complete".
	The Software Solution must provide the functionality to allow
the User to make insertions, corrections and changes in data
which will then be reflected automatically by the Software
Solution with all related data. When inserting history, the
Software Solution will make any necessary changes to data going
forward in time related to the insertions, corrections and
changes
	The Software Solution must provide the functionality to allow
the User to assign multiple concurrent tasks to individual
vessels.
	The Software Solution must provide the functionality to allow
the User to track and plan the demand and usage of all ancillary
(child) vessels related to the parent vessels.
	The Software Solution must provide the functionality to allow
the User to review and update CCG Client profiles and manage CCG
client accounts.
	The Software Solution must provide the functionality to allow
the User to review Vessel Support Requests; review Current
Agreements and document Vessel Support Demands as part of the
Vessel Support Planning functionality.
	The Software Solution must provide the functionality to allow
the User to review Fleet Services Catalogue Offerings; define
and update Fleet Service levels; review Fuel Consumption; and
document the national costing model as part of the Vessel
Support Planning functionality.
	The Software Solution must provide the functionality to allow
the User to determine the availability of vessel; review vessel
support requirements; identify logistic support requirements;
assess Fleet Capacity Assessment; quantify Skill Set Demand;
align Skill Set Inventory with Skill Set Demand; identify human
resource capacity gaps; and assess human resource capacity
assessment as part of the Capacity Management part of the Vessel
Support Planning functionality.
	The Software Solution must provide the functionality to allow
the User to assess asset, system and equipment requirements;
assess logistic support requirements; assess service delivery
expectations; assess Fleet Capability results; assess crewing
requirements; assess staff augmentation and reduction
requirements; assess training requirements; and assess human
resource capability results as part of the Vessel Support
Planning functionality.
	The Software Solution must provide the functionality to allow
the User to perform calendaring, set priorities and allocate
costs by Program and by Vessel as part of the Vessel Support
Planning functionality.
	The Software Solution must provide the functionality to allow
the User to reconcile business requirements and notional
budgets; prepare Draft Fleet Operational Plans; finalize and
approve Draft Fleet Operational Plans; allocate funds to
projects and missions; and oversee and amend Work Plans as part
of the Vessel Support Planning functionality.
	The Software Solution must provide the functionality to allow
the User to review the calendar; review the project and mission
requirements; establish timelines; and oversee and amend
schedules as part of the Vessel Support functionality.
	The Software Solution must provide the functionality to allow
the User to review the Fleet schedule; review the project and
mission HR requirements; and confirm and amend the schedule
timelines as part of the Vessel Support functionality.
	The Software Solution must provide the functionality to allow
the User to identify leave used; identify overtime; and schedule
statutory and designated paid holidays as part of the Vessel
Support functionality. 
	The Software Solution must provide the functionality to allow
the User to produce plans sorted and/or restricted by vessel,
vessel class, region, client, month, quarter and year.
	The Software Solution must provide the functionality to allow
the User with a "warning" for review of the changes that will
occurred once the insertions, corrections or changes are saved
and then a final report of the insertions, corrections or
changes that have been made once it is saved.
	The Software Solution must provide the functionality to allow
the User to conduct searches based on specified criteria and
retrieve information entered.
	The Software Solution must provide the functionality to allow
the User to export selected data for use and manipulation in
Excel.
Bilingual nature of the Software Solution	
 The Software Solution must provide the functionality to allow
Users to work in English or French at the User's discretion,
regardless of the language of user-entered text (i.e.
"content").   The Software Solution must provide the field
labels, navigation prompts, menus, and error and advisory
messages to authorized Users, in both English and French
languages.  The Software Solution On-line Help information must
be in both English and French languages.	
	
	
Technical Environment Requirements	
 The Software Solution must be installed, and be capable of
correct and error-free operation, in the current CCG technology
environment as described in this Statement of Requirement.	
	The Software Solution must work and interoperate with Windows
XP (upgrading to Windows 7 by end of fiscal year 2013-2014)
	The Software Solution must be accessible nationally via GOC
LAN/WAN - no access from vessels required at this time.
	The Software Solution must provide a Client/server and web
(intranet) user interface.
	The Software Solution must work and interoperate with other
in-house built and commercial applications including at a
minimum Maximo, Maintelligence, PeopleSoft, Common Core,
MariTime, ERS, MRS and iFleet.
	The Software Solution must be self-contained and not rely on
third-party software in order to provide complete solution
except when accessing CCG source systems including as a minimum
iFleet; Common Operating Picture; Iris; MariTime; Maximo,
Maintelligence, ERS, MRS and Common Core. 
	The Software Solution must include document import functions
that allow interoperating with imported document formats.
	The Software Solution must interoperate, transfer and make use
of information between the product components and functions and
must not rely on the User to manually transfer information
between components and functions within the Software Solution.
	The Software Solution must allow the User to produce reports in
PDF, Word and Excel formats.
Security Requirements	
 The Software Solution must utilize 128-bit encryption for
"Protected" data.	
	The Software Solution must force Users to reset passwords at
least once every 90 calendar days.
	The Software Solution must provide multi-level security which
protects the integrity of the system from any potential
intruders, including:  a.	User validation against a directory
server (Microsoft Windows Active Directory) in real time using
single sign-on authentication mode; b.	Configurable password
rules, without programming knowledge, including: (1). Minimum
length; (2). Maximum allowable character repetition; (3).
Minimum number of character types (uppercase, lowercase, numbers
and symbols); and  (4). Customizable password expiry;
c.	Automatic logoff after a configurable period of inactivity,
without programming knowledge; d.	Limit access to individual
Requests configured based on user rights, without programming
knowledge; and  e.	Locked-out function after a configurable
number of failed login attempts, without programming knowledge.
	The Software Solution must provide that the data must be
assignable to a User access profile based on rights to: create,
read-only, read/write/edit, delete information, or equivalent.
	The Software Solution must provide at minimum an audit trail
for all access and data modifications - who accessed or changed
what, and when.


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.