Request Processing Software Solution

Trade Agreement: CETA / WTO-AGP / CPTPP / CFTA / FTAs with Peru / Colombia / Panama / Korea
Tendering Procedures: All interested suppliers may submit a bid
Competitive Procurement Strategy: Best Overall  Proposal
Comprehensive Land Claim Agreement: No
Nature of Requirements: 

Notice of Proposed Procurement (NPP) 

Request Processing Software Solution (RPSS) 

1.0  Overview
The Request Processing Software Solutions (RPSS’s) are intended to support Access to Information and Privacy (ATIP) offices in over 265 Government of Canada (GC) institutions for the delivery of ATIP services.
Given that GC institutions currently provide ATIP services in a wide variety of different ways with software solutions that in most cases are not flexible enough to efficiently retrieve information or allow for interaction/sharing of secured information, the GC seeks to modernize its various request management software solutions used throughout the federal government. New RPSS solutions must provide the GC with more current and more advanced technology in federal ATIP offices and should benefit in terms of significant gains in efficiency and administrative cost savings to process ATIP requests, and abandon existing stove-piped, legacy, and/or paper-based solutions.  
The GC is therefore seeking to put in place up to 2 multi-departmental contracts per Tier of functionality (Tier I and Tier II) for approximately 265 Government of Canada departments, agencies, Crown corporations and their wholly-owned subsidiaries to leverage.
2.0 Capabilities and Business Requirements
Canada seeks a number of capabilities and business requirements to be addressed by the Proposed Solution, including, but not limited to:

2.1 The RPSS must achieve the following: 
i Automate or increase efficiency of electronically processing ATIP requests and administrative processes;
ii Retire manual and/or paper-based processes;
iii Increase integration among GC tools and systems;
iv Streamline database design to increase performance and reliability;
v Centralize data where feasible (single-source) and share via services;
vi Reduce overall data footprint; 
vii Increase accuracy and standardization of data;
viii Reduce data entry burden for staff;
ix Better utilize existing data for improved analysis, reporting, and decision-making; 
x Improve system design, interface, usability, and user-friendliness;
xi Reduce reliance on manual data corrections to reduce overall operational costs;
xii Improve quality of system releases to minimize need for corrective maintenance;
xiii Utilize innovative web technologies for integrated and cost-effective solutions;
xiv Rapidly and efficiently respond to legislative mandates requiring system changes;
xv Reduce overall costs to operate/maintain RPSS for processing ATIP requests;
xvi Deploys on single or multi-domain network environments;
xvii Interfaces (integrates) with the GC Online Request Service; 
xviii Produces consistent responses;
xix Enables GC institutions to electronically deliver ATIP services in compliance with legislation and policies Including official languages and Accessibility;
xx Offers a range of functionality levels for the processing of ATIP requests by GC institutions that have a need for higher levels of automation, integration and reporting; and
xxi Offers additional functionality that can support GC institutions with advanced levels of automation, system integration, and specialized functionality for the delivery of their ATIP services.
2.2 (a) Scope for TIER I: 
The Contractor must provide a cost saving version of the RPSS that provides the basic functionality required to deliver government of Canada ATIP obligations to the Canadian public. At a minimum, the solution at this tier must provide the functionality as described in Appendix A to Annex A of the RFP and must be aligned with Canadian legislation, policies and directives. 
Requirements such as:
i Case Management;  
ii Electronic Redaction; 
iii Collaboration;
iv Search and Reporting;
v Auditing; and
vi Application Security
2.2 (b) Scope for TIER II:
The Contractor must provide a robust version of the RPSS that provides the basic and advanced functionality required to deliver government of Canada ATIP obligations to the Canadian public. The Solution at this tier must provide the functionality as described in Appendix B to Annex A of the RFP and must be aligned with Canadian legislation, policies and directives. 
Tier II requirements provide additional functionality and / or more precision to requirements identified in the Tier I solution. A feature-rich solution that supports GC institutions with advanced levels of automation, system integration and specialized functionality to deliver ATIP services. Requirements such as:
i Correspondence management;
ii Fees management;
iii Alerts;
iv Workflow Management;
v Metrics and Data Analysis; and
vi Pattern Recognition and Machine Learning

3.0  Procurement Strategy
The selection process in this agile procurement process will be conducted in two Stages. 

Stage 1 Evaluation: Highest responsive combined rating of technical merit 70% and price 30%.

Top-ranked responsive bids will be determined based on the proposal which has met all mandatory requirements and offers the Highest Responsive Combined Rating of Technical Merit and Price as calculated above.
Following the evaluations, the top 3 ranked responsive bidders in each tier will be invited to a Capability and Usability Evaluation (CUE). 

Stage 2 Evaluation- Highest combined rating of Technical (10%), Financial (30%) and Capability and Usability Evaluation (60%). 

Following the completion of the CUE evaluations, the top 2 ranked bids in this stage will be determined based on the highest responsive combined rating of the technical score from stage 1, financial score and the CUE.

The Phased Bid Compliance Process (PBCP) will apply to this requirement in accordance with PSPC’s   PBCP policy.

While Canada intends to issue a Contract(s) of a specific duration, Canada will reserve the right to continue to Contract for and leverage this Solution for as long as it makes business sense for Canada to do so. 
The agile procurement will include provisions that allows for the contracted Solution(s) to evolve with time and technology, including incorporation of functionality or technology that isn’t currently part of the requirement.  
The resulting contracts will grant Canada the right to consider these evolutionary functionality or technology to be part of the ongoing scope of the work being done under the Contract, subject to Canada’s internal approval processes. 
Additionally, the resulting Contracts will include provisions to grant Canada the sole reserve to, at a subsequent date and at its sole discretion, identify the solution either as a multi-departmental solution, or designate the solution as a Government of Canada Enterprise-wide standard if and when determined by the GC-Enterprise Architecture Review Board (GCEARB).

The multi-phase agile procurement (MPAP) process is conducted over the following phases:
 
RFP
Stage 1: Evaluation of proposals
Ranking of top 3 bidders in each tier
Stage 2: Capability and Usability Evaluation (CUE) of top ranked bidders
Up to 2 contracts awarded in each tier


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.