VESSEL PLANNING & CREWING SOFTWARE SOLUTION
Solicitation number F7055-120002/A
Publication date
Closing date and time 2012/08/14 14:00 EDT
Last amendment date
Description
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.
Contract duration
Refer to the description above for full details.
Trade agreements
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World Trade Organization Agreement on Government Procurement (WTO GPA)
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Agreement on Internal Trade (AIT)
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Canada-Colombia Free Trade Agreement
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Canada-Peru Free Trade Agreement (CPFTA)
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North American Free Trade Agreement (NAFTA)
Contact information
Contracting organization
- Organization
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Public Works and Government Services Canada
- Address
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11 Laurier St, Phase III, Place du PortageGatineau, Quebec, K1A 0S5Canada
- Contracting authority
- Gabriel, Peter
- Phone
- (819) 956-7566 ( )
- Fax
- (819) 953-3703
- Address
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4C1, Place du Portage Phase III
11 Laurier St./11, rue LaurierGatineau, Québec, K1A 0S5
Buying organization(s)
- Organization
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Fisheries and Oceans Canada
- Address
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200 Kent St, Station 13E228Ottawa, Ontario, K1A 0E6Canada
Bidding details
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