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Accommodation Directory Web Based Solution

Solicitation number E60LP-150007/A

Publication date

Closing date and time 2015/12/11 14:00 EST

Last amendment date


    Description
    Trade Agreement: WTO-AGP/NAFTA/Canada FTAs with Peru/Colombia/Panama
    Tendering Procedures: Generally only one firm has been invited to bid
    Non-Competitive Procurement Strategy: Exclusive Rights
    Comprehensive Land Claim Agreement: No
    Vendor Name and Address: 
    LANYON INC
    8445 FREEPORT PKWY STE 320
    75063-2571
    IRWING Texas
    United States
    Nature of Requirements: 
    
    Accommodation Directory Web Based Solution
    
    1. REQUIREMENT
    
    The Department of Public Services and Procurement (formerly known as Department of Public Works and Government Services Canada) has a requirement for the provision of subscription software and professional services (“the solution”) as specified under "Background" below. The purpose of this Advance Contract Award Notice (ACAN) is to signal the government's intention to award a contract to Lanyon Solutions, Inc., of Dallas, Texas. Before awarding a contract, however, the government would like to provide other suppliers with the opportunity to demonstrate that they are capable of satisfying the requirements set out in this Notice, by submitting a statement of capabilities during the 15 calendar day posting period. 
    
    If other potential suppliers submit a statement of capabilities during the 15 calendar day posting period that meet the requirements set out in the ACAN, the government will proceed to a full tendering process on either the government's electronic tendering service or through traditional means, in order to award the contract.
    
    If no other supplier submits, on or before the closing date, a statement of capabilities meeting the requirements set out in the ACAN, a contract will be awarded to the pre-selected supplier.
    
    2. BACKGROUND
    
    The Travel Procurement Services Division (TPSD) of Public Services and Procurement manages the Accommodation and Car Rental Directory for Canada.  Every year, under the accommodation side of the program, TPSD requests hotels around the world to bid daily room rates for every month of the following year.  2,500 hotels are solicited during summer season and approximately 2,000 bids are received early September.  All bids are manually evaluatedthrough a period of 6 weeks and data is also manually entered in the database, which provides a feed to the Accommodation Directory available on the internet at the following address: http://rehelv-acrd.tpsgc-pwgsc.gc.ca/ACRDS/index-eng.aspx.
    
    During the last 20 years, the travel industry has evolved significantly through the use of higher automation systems used by travel agencies and individuals (Global Distribution Systems (GDS), Commercial or Corporate On-line Booking Tools (OBT), and/or direct websites)  to be able to provide competitive rates and optimize room occupancy.  Complaints received from departments and travellers often are about finding lower rates on websites such as Booking.com, Trivago or Expedia.  It is believed that there are better ways to procure the Accommodation Directory, obtain a larger choice of available hotels and the possibility to increase savings by providing the opportunity for hotels to offer better rates on a real-time basis or at least on a similar manner as these specialized websites.  
    
    Public Services and Procurement intends to enter into a sole source contract with Lanyon Solutions, Inc. for the purpose of procuring the following:
    
    Initial Requirement includes an integrated bilingual solution (English/French) that delivers, enables and supports the functionality to: 
    
    1) Build, edit, amend and conduct electronic Requests for Proposals (RFP’s)
    2) Receive and Manage bids electronically
    3) Award contracts electronically
    4) Manage contracts during thecontract period
    5) Provide an Accommodation Directory available on the intranet and internet
    6) To analyze and create reports on rate comparison and bench marking
    7) Communicate with the Hotel Industry
    
    
    3. MINIMUM ESSENTIAL REQUIREMENTS
    
    Any interested supplier must demonstrate by way of a statement of capabilities that it meets all of the mandatory requirements at Annex A
    
    4. JUSTIFICATION FOR THE PRE-SELECTED SUPPLIER 
    
    The reasons for single tendering are described at Annex A.
    
    Section 6 of the Government Contract Regulations is being invoked in this procurement as only one person or firm is capable of performing the contract.
    
    Article 506.12(b) of AIT is applicable on the basis of limited tendering due to reasons where, when thereisan absence of competition for technical reasons and the goods or services can be supplied only by a particular supplier and no alternative or substitute exists.
    
    Article 1016.2(b) of NAFTA are applicable on the basis of limited tendering due to reasonswhere, for works of art, or for reasons connected with the protection of patents, copyrights or other exclusive rights, or proprietary information or where there is an absence of competition for technical reasons, the goods or services can be supplied only by a particular supplier and no reasonable alternative or substitute exists.
    
    5. PERIOD OF CONTRACT
    
    The proposed contract is for the purchase of a “off the shelf” solution to manage the Government of Canada Accommodation Directory Program for aperiod of three (3) years (paid annually) plus four (4) option periods of one (1) year.
    
    The solution must be delivered no later than June 01, 2016 and be fully operational prior to the next solicitation to start at the end of July 2016.
    
    6. NAMEANDADDRESS OF THE PRE-QUALIFIED SUPPLIER
    
    Lanyon Solutions Inc., Dallas, Texas.
    
    7. SUPPLIER’S RIGHT TO SUBMIT A STATEMENT OF CAPABILITIES
    
    Suppliers who consider themselves fully qualified and available to provide the goods, services or constructionservices described in the ACAN, may submit a statement of capabilities in writing to the contact person identified in this notice on or before the closing date of this notice. 
    
    The statement of capabilities must clearly demonstrate how the supplier meetsthe advertised requirements.
    
    8. Inquiries and submission of statements of capabilities
    
    Bruno Bellefeuille
    Supply Team Leader 
    Acquisitions Branch
    Public Services and Procurement Canada
    219 Laurier Avenue West, Ottawa, ONT K1A 0S5 
    bruno.bellefeuille@tpsgc-pwgsc.gc.ca
    Telephone:  613-952-1211
    
    Documents may be submitted in either official language of Canada, English or French.
    
    -----------------
    
    ANNEX A - STATEMENT OF WORK
    
    A. OBJECTIVE
    
    The Contractor must provide a fully integratedweb-based solution for the creation, automation and management of Electronic Bid Solicitation and Evaluations for the Government of Canada Accommodation Directory Program. 
      
    B. MANDATORY REQUIREMENTS
    
    The contractor must provide the services related to the provision of a managed and hosted bilingual (English and French) solution that meet or exceed the following functionalities:
    
    M1 The proposed solution must be “off-the-shelf”, meaning that each component of solution is commercially available and requires no further research and/or development and is part of an existing product line with field-proven operational history.
    
    M2 The solution must be web-based and compatible with the following web browsers working under the following operatingsystems MS-Windows versions 7, 8, 8.1 and 10, Apple IOS 8 and 9, Google Android 4 and 5, and any new versions available during the Contract period, as long as older operating systems are respectively in support by Microsoft, Apple and Google:
    
    a. MS-Explorer 11
    b. MS-Edge
    c. Mozilla Firefox 42
    d. Google Chrome 46
    e. Opera 26
    f. Safari  8
    
    M3 The solution must provide a web-based interface allowing Canada to build, amend and manage a Request for Proposal using clauses from the Standard Acquisition Clauses and Conditions (SACC) Manual of Public Services and Procurement; and to include standard terms and conditions used in contracting with the hotel industry.  
    
    M4 The solution must provide, enable and support the ability for suppliers to submitbid responses to the RFP’s electronically without fees to the solution provider.
    
    M5 The solution must be available to the employees of Public Services and Procurement and allow the transfer of bids when submitted electronically through the solution;the solution must provide, enable and deliver the ability to perform bid evaluations of mandatory criteria and create a bid evaluation summary form generated by the solution and/or Canada capable to include different criteria to be evaluated and electronic signature of the procurement officer.
    
    M6  The solution must include a database to be linked through the solution and available to Public Services and Procurement providing access to bids and information from suppliers such as, non-inclusivity, addresses, locations, contacts, phone numbers, emails, number of rooms, categories of rooms.  The data created by the use of the solution must be backed up and maintained by the contractor, and be available to Canada for five (5) years.
     
    M7 The solution must providea searchable web-based Hotel Directory available through the solution, consequent to results of solicitation and bid evaluation.  As a minimum, the hotel directory must include the basic information necessary to book a room such as a search engine from a map showing hotel location or an address entry, a list of hotels in the area with a link to hotel information.  Please refer to the Accommodation and Car Rental Directory for what is the basic information required at: http://rehelv-acrd.tpsgc-pwgsc.gc.ca/ACRDS/rechercher-search-eng.aspx; the following web pages are examples: http://rehelv-acrd.tpsgcpwgsc.gc.ca/ACRDS/rechercher-search-2-eng.aspx?p=0&c=201&r=D&m=8&l=W&e=X&o=S&t=X&s=R&u=1 and http://rehelv-acrd.tpsgc-pwgsc.gc.ca/ACRDS/rechercher-search-3-eng.aspx?p=0&m=8&l=W&v=832375&c=1&vc=HD06257.  The Hotel Directory must only include hotels accepted through the RFP process.  The Hotel Directory must have the capability to insert links to other Canadian Government websites; non-inclusive list is: Travel Directive, Client Service information and terms and conditions of the RFP.
    
    M8 The solution must be able to calculate “city rate limits” for Canada and USA based on bids received and a formula to be inserted and adjusted from time to time. The Directory will provide rates for hotels within and above for each city within the Directory.  For foreign countries, the city rate limits will be pre-populated by Canada as they are already provided in the RFP to be posted on the solution.
    
    M9 The solutionmust provide a reporting interface and allow for reports to be created, edited, viewed, printed and saved in a MS-Excel 2007 version or later and in a PDF format.  Mandatory reporting must be included for:
    
     1. City Rate Limits:  to include alisting of cities with monthly city rate limits for the year; previous year city rate limits and city rate limits comparison.
    
     2. Rate Comparison for commercial rates offered to general public.  Best rates available on the market for the same room category atthe hotel.
    
    3. Downloads of Hotel Directory in a MS-Excel 2007 or later version format to be provided to Government Travel Agency and Specific Identified Users (Crown Corporations, Agencies, Provinces and Territories).
    
    M10 The solution mustprovidea report function to compare and ensure all pricing entered by the hotel in the Global Distribution System (GDS) is consistent with rate offered to the Government of Canada Accommodation Program.  The solution must at a minimum harness web servicelinkswith Apollo/Travelport to perform automated price checks and be capable of checking at a minimum, up to 3 dates for each of the four seasons.
    M11 The Contractor must provide a session of training of a minimum of four (4) hours on-site to a maximumof 10 employees of the Acquisition Branch at Public Services and Procurement offices at the following address:
    
     Place du Portage III 
    11 Laurier Street
     Gatineau QC 
    Canada
    
    M12 Technical support by phone, from 8:00AM to 4:00PM, Ottawa time, byemailwith a response by next day at noon, Ottawa time or by video conference, within 5 working days or time agreed.
    
    M13 The solution must be available 99.9% of time to the Traffic Management Directorate of Public Services and Procurement between 6:00AMand 6:00PM.  The Accommodation Directory must be available at a minimum 99.9% of time to Government of Canada and other Identified Users on a 24 hours a day basis.
    
    
    
    CLOSING DATE AND TIME FOR WRITTEN SUPPLIER RESPONSES CHALLENGING THIS REQUIREMENT IS 2:00PM EST, 11 December 2015
    
    You are hereby notified that the Government intends to solicit a bid and negotiate with one firm only as identified above.
     
    If you wish to submit a written response showing that you are capable of meeting this requirement, it must be done no later than the specified closing date and time. The file number, contracting officer's name, and the closing date of the ACAN must appear on the outside of the envelope in block letters or, in the case of a facsimile transmission, on the covering page. As it is intended to proceed in a timely manner, responses received after the closing date will not be considered.
    
    Responses received on or before the closing date will be considered solely for the purpose of deciding whether or not to conduct a competitive procurement. Information provided will be used by the Crown for technical evaluation purposes only and is not to be construed as a competitive solicitation. Your written response must provide sufficient evidence (e.g. specifications, technical data, drawings, or any other proof) that clearly demonstrates that your product or service is capable of fulfilling this requirement.
    Suppliers that have submitted a response will be notified in writing of Public Services and Procurement’s decision to continue with the non-competitive procurement or compete the requirement.
    Delivery Date: Above-mentioned
    
    You are hereby notified that the government intends to negotiate with one firm only as identified above. Should you have any questions concerning this requirement, contact the contracting officer identified above.
    
    An Advance Contract Award Notice (ACAN) allows departments and agencies to post a notice, for no less than fifteen (15) calendar days, indicating to the supplier community that it intends to award a good, service or construction contract to a pre-identified contractor. If no other supplier submits, on or before the closing date, a Statement of Capabilities that meets the requirements set out in the ACAN, the contracting authority may then proceed with the award.  However, should a Statement of Capabilities be found to meet the requirements set out in the ACAN, then the contracting authority will proceed to a full tendering process.
    
    Suppliers who consider themselves fully qualified and available to provide the services/goods described herein, may submit a statement of capabilities in writing to the contact person identified in this Notice on or before the closing date of this Notice. The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.
    
    The PWGSC file number, the contracting officer's name and the closing date of the ACAN must appear on the outside of the envelope in block letters or, in the case of a facsimile transmission, on the covering page.
    
    The Crown retains the right to negotiate with suppliers on any procurement.
    
    Documents may be submitted in either official language of Canada.

    Contract duration

    Refer to the description above for full details.

    Trade agreements

    • World Trade Organization Agreement on Government Procurement (WTO GPA)
    • Canada-Panama Free Trade Agreement
    • Canada-Colombia Free Trade Agreement
    • Canada-Peru Free Trade Agreement (CPFTA)
    • North American Free Trade Agreement (NAFTA)

    Reason for limited tendering

    A contracting officer can use limited tendering for specific reasons outlined in the applicable trade agreements. The reason for this contract is described below:

    • Exclusive Rights

    Partner with another business

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    Contact information

    Contracting organization

    Organization
    Public Works and Government Services Canada
    Address
    11 Laurier St, Phase III, Place du Portage
    Gatineau, Quebec, K1A 0S5
    Canada
    Contracting authority
    Bellefeuille, Bruno
    Phone
    (819) 952-1211 ( )
    Address
    Canadian Building
    219 Laurier Ave. West, 13th Floor
    Room 13077
    Ottawa, Ontario, K1A 0S5

    Buying organization(s)

    Organization
    Public Works and Government Services Canada
    Address
    11 Laurier St, Phase III, Place du Portage
    Gatineau, Quebec, K1A 0S5
    Canada
    Bidding details

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    Summary information

    Notice type
    Advance Contract Award Notice
    Language(s)
    English, French
    Region(s) of delivery
    National Capital Region (NCR)
    Procurement method
    Non-Competitive
    Commodity - GSIN
    Click the links below to see a list of notices associated with the GSIN codes.

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