|RFP Success Stories|
2012 - Ontario - Toronto Transit Commission (TTC) / Metrolinx - Crosstown Rapid Transit System
From December, 2011 - May, 2012, RFPSOLUTIONS was contracted by Metrolinx and the Toronto Transit Commission (TTC) to serve as Fairness Monitor, overseeing the Request For Pre-Qualification (RFPQ) development process and Bid Evaluation associated with a procurement process for Tenders for the construction of the Western Tunnel contract in support of the Crosstown Rapid Transit system.
RFPSOLUTIONS conducted a review of the RFPQ package; and provided feedback to ensure an open, fair and transparent competition process that did not favour one supplier over another and meets the Ontario Management Board of Cabinet Procurement Directive and Metrolinx Procurement Policy.
Our team provided Fairness Consultant services for the TTC/Metrolinx’s establishment of a Request for Prequalification (RFPQ) process to short-list suppliers for a RFB (Request for Bid) for the construction of bored tunnels and jet-grouting for the western portion of the Eglinton-Scarborough Crosstown transit expansion, a contract worth well over $300M.
In May 2012, RFP Solutions was again retained by TTC/Metrolinx to provide Fairness Advisor and Monitor services for TTC/Metrolinx’s conduct of the Request for Bid (RFB) for the construction of bored tunnels and jet-grouting for the western portion of the Eglinton-Scarborough Crosstown transit expansion. Services included review and fairness advice on the RFB package, including requirements and evaluation criteria, review and fairness advice on addenda to the solicitation with a focus on Instructions to Bidders and the Evaluation Criteria and process, review and fairness advice on responses prepared by TTC/Metrolinx in response to Bidder Questions, development of evaluation grids for use by the Evaluation Committee in documenting their results, provision of Bid Evaluation Boot Camp orientation to the TTC/Metrolinx evaluation Committee, oversight of Bid Receipt, the conduct of the Consensus evaluation process on the contents of Envelope “A” (Occupational Health and Safety program); and oversight and verification on the opening and review of the contents of Envelope “B” (Financial Evaluation). RFPSOLUTIONS provided Fairness Monitors reports and Attestations to each of these two (2) process stages in compliance with Ontario’s Public Sector Procurement Directives.
Our team, has recently been engaged to provide fairness and procurement advisory services to Metrolinx in support of the Pre-Qualification Process for the Selection of Contractors for Eglinton Crosstown & Scarborough LRT Project Eastern Portion. Together the Eastern and Western procurement projects represent over $600M worth of goods and services contracts procurement processes.
2012 - Ontario - MOF – Online Property Tax Assessment (OPTA)
In 2012-2013, RFPSOLUTIONS was contracted by the Ontario Ministry of Finance, Provincial Local Finance Division to provide expert procurement and fairness advice in the development of the Statement of Work (SOW), Assessment Criteria, and other procurement document components to the in support of a $10M/year Online Property Tax Analysis (OPTA) System. RFPSOLUTIONS performed review and research on Ministry background material and facilitated a Requirements Definition interview to establish the parameters of the project and provide procurement advice and guidance on the procurement strategy; provided risk review and advisory services on the content and structure of procurement documents; developed protocols for interacting with incumbent contractors during the solicitation period; provided fairness review and guidance in planning the evaluation process; provided Fairness Monitor oversight of the Ministry’s evaluation in addition to process recording services; and provided a final report on the extent to which fairness principles were applied within the process. The process received all approvals and the contract was successfully signed in March 2013.
2012 - AANDC - Independent Engineering Services for the Giant Mine, NWT
In 2012, through its SETASIDE SOLUTIONS Aboriginal Joint-Venture, RFPSOLUTIONS was contracted by Aboriginal Affairs and Northern Development Canada (AANDC) to provide procurement support to the Department throughout the process associated with the development of an RFP for the solicitation of over $2M worth of Independent Engineering Services for the Giant Mine, NWT. Out team supported the process from initiation, procurement planning in the development and implementation of the RFP Procurement Strategy, to development and finalization of the RFP components.
Our team was again engaged to support AANDC during the solicitation period to support the Committee through: facilitation of bid evaluation consensus meetings; review of bid evaluation(s) results; development of clarifications to Bidders during the bid evaluation process; supported the documentation of Committee consensus decisions and rationales within the Bid Evaluation process Report of Outcomes document; and provided as-needed support in facilitating successful contract award, and Bidder debriefs.
2011 - AANDC - Strategic Advisory Services and Technical Advisory Services
In 2011, RFPSOLUTIONS was contracted by Aboriginal Affairs and Northern Development Canada (AANDC) - Adaptation Directorate to provide procurement services in support of the development of a complex solicitation for posting on MERX.
In support to AANDC, we provided Requirements Definition, provided strategic procurement advisory services and solicitation component development (Statement of Work, Evaluation Criteria (mandatory and point rated), Basis of Selection and Basis of Payment) from initiation, procurement planning in the development and implementation of the Strategic Advisory Services and Technical Advisory Services (multiple resources and 8 Resource categories) in support of Climate Change Adaptations on Reserves RFP Procurement Strategy, to development and finalization of the RFP components within AANDC’s RFP template; valued at approximately $2M.
We also provided updated Technical Evaluation Grids for the evaluation committee reflective of questions and answers to suppliers during the MERX posting period, facilitated and provided Fairness Monitoring oversight of the AANDC bid evaluation process, and provided a review the Report of Technical Bid Evaluation outcomes, resulting in multiple successful awards.
2011 - Ontario MGS - Virtualization Software RFP
In 2011, RFPSOLUTIONS was contracted by the Ontario Ministry of Government Services, Information and Information Technology Branch. Our team provided services as a Procurement Specialist / Fairness Advisor to act as an independent and impartial third party to observe, monitor and provide oversight on the Desktop Management Services RFP procurement process (a Virtualization software to support the government’s shared IT services) valued at $18M.
Through this project we applied understanding of the obligations of Canadian public sector entities including: the Ontario Public Sector (OPS) Directive, the Agreement on Internal Trade (AIT), the Ontario-Quebec Trade and Cooperation Agreement, and the Agreement on Government Procurement (AGP) Annex 2.1.
This work included review of all procurement documentation, providing expert advice and guidance prior to and throughout the posting period of the RFP and the oversight of the evaluation process, and development of related Fairness Commissioner Reports. The evaluation process was successfully completed in March 2012, and the Fairness Attestation Report finalized. RFPSOLUTIONS remained under contract with MGS to support any supplier debriefings.
2011 - Yukon Territorial Government – Faro Mine Complex – Advanced Engineering Design Team and Care & Maintenance
The Faro Mine Complex is located in central Yukon, near the town of Faro. It is located within the traditional territory of the Kaska. Water run-off from the site flows through the traditional territory of the Selkirk First Nation and also through the Town of Faro. As provided for in the Devolution Transfer Agreement (DTA), the Government of Canada, through the Aboriginal Affairs and Northern Development Canada (AANDC)’s Northern Affairs Program (NAP), and Yukon Government (YG) each have some degree of responsibility for the Care and Maintenance of the Faro Mine Complex, given the historical environmental liabilities at the site. This is focused on management of the existing environmental liabilities.
In 2011, RFPSOLUTIONS provided as-needed Procurement Strategy, RFQ development, RFP risk analysis and review, and evaluation process guidance and support to the Faro Mine Closure Team’s requirements for the acquisition of the services of an Advanced Engineering Design Team (AEDT) to further develop the closure plan for the Faro Mine Complex valued at over $200M in designs and resulting engineering services. We also provided process guidance and expertise to the Project Team in the development and execution of a two-stage competitive process to acquire the services of a Care and Maintenance Contractor team for on-going maintenance of the Mine Complex prior to closure implementation.
2009 - NRC - Alternative Service Delivery collaborator for Information Delivery RFP
The National Research Council – Canada Institute for Scientific and Technical Information (NRC-CISTI) was selected in May of 2009 through the Government of Canada wide Strategic Review process for transformation. It was decided that NRC would seek to collaborate on the delivery of Information Delivery services from its National Collection. In the Strategic Review announcement in February 2009, it was noted that the Government is looking at reducing or transferring activities that can be carried out by or with the private sector.
NRC-CISTI was therefore seeking to be transformed and is looking at potential alternative service delivery arrangements between NRC-CISTI and other organizations, for the delivery of NRC-CISTI Information Delivery services. This initiative was undertaken as an initiative in the spirit of a mutually beneficial relationship between the Canadian Federal Government and the private sector.
In 2009, NRC determined that it required the services of a qualified and un-conflicted Needs Analysis specialist capable of supporting the Project Authority in developing selected Procurement/RFI component associated with NRC’s requirement for an Alternate Service Delivery collaborator for Information Delivery. The secondary requirement NRC determined necessary was procurement support in developing selected RFP components associated with the upcoming requirement for Alternative Service Delivery collaborator for Information Delivery. RFPSOLUTIONS INC. was contracted to assist NRC with the above requirements. RFPSOLUTIONS developed the Statement of Work (SOW), Evaluation Criteria and Notice of Proposed Procurement (NPP), Technical Evaluation Grids and Basis of Payment and industry RFI, for the successful NRC Alternative Service Delivery RFP that provided for an open, fair and competitive procurement process, resulting in clear enforceable contracts worth $2M, achieving Best Value.
2009 - INAC - CLCA Contracting Implementation Manual
Comprehensive Land Claims Agreements (CLCAs) are modern-day treaties which exchange undefined Aboriginal rights for defined rights with constitutional protection. In 2009, Indian and Northern Affairs Canada (INAC) (known now as (AANDC) initiated the development of a manual to provide information and clear guidance to public servants working within the Government of Canada procurement process on the implementation of CLCA Contracting Obligations. The manual was required to provide readers with clear direction on decision-making processes and considerations relating to CLCAs in the procurement process. Through this manual the implementation of a consistent and compliant approach to procurement and contracting within CLCA areas was to be encouraged.
INAC contracted SETASIDE SOLUTIONS Aboriginal Joint-Venture to develop a CLCA Contracting Implementation Manual that would be a desk guide tool for contracting officers, project managers and project authorities who are involved in the establishment, management and supervision of contracts and service agreements where the deliverables are within a CLCA area. This manual contained contextual information and explanatory material to help users implement the Contracting Obligations of the CLCAs in the course of their work within CLCA areas. A process map, detailed guidance and example clauses were also provided.
2008 - INAC Aboriginal Business Development Professional Advisory Services RFSO
In 2008 Indian and Northern Affairs Canada (INAC) (known now as (AANDC) required access to a range of professional services capable of providing independent, sector specific third party assessments and other related analytical services for proponents’ business plans, via a multi-year Contract Mechanism. Setaside Solutions Aboriginal Joint-Venture provided contracting and requirements definition expertise to INAC resulting in the procurement strategy for the $2M Aboriginal Business Development Professional Advisory Services RFSO that provided for an open, fair and competitive procurement process, resulting in clear enforceable contract mechanisms, and achieving Best Value. SETASIDE SOLUTIONS Aboriginal Joint-Venture was retained under contract by INAC to assist in the development of Request for Proposal (RFP) components, as well as the procurement definition for the above requirement.
2007 - INAC - CISD’s IT Network Maintenance and Help Desk Services
Indian and Northern Affairs Canada (INAC) (known now as (AANDC)'s Corporate Information Systems Directorate (CISD) has a broad responsibility for the development and support of the information systems, networks and communications technologies used within the Department to access, communicate, record, share and manage the Department’s extensive information holdings related to its mandate.
In 2007 INAC required $1.9M worth of Network Hardware and Software Maintenance (NHSM) and Help Desk services focused on maintaining the operational stability of the network infrastructure components on a twenty-four (24) hour a day, seven (7) days a week, three-hundred-sixty-five (365) days a year basis. In order to fulfill the CISD’s objectives for Network Maintenance and Help Desk Services, RFPSOLUTIONS INC. was retained under contract by INAC to assist in the development of Request for Proposal (RFP) components for the Department. RFPSOLUTIONS provided as-required advice, analysis and writing services to INAC, in support of the successful RFP process related to Network Maintenance and Help Desk Services, that provided for an open, fair and competitive procurement process, resulting in clear enforceable contracts, and achieving Best Value.
Based on the comments and inputs received by INAC, RFPSOLUTIONS revised and assisted the Department in implementing the developed Network Maintenance and Help Desk Services Procurement Strategy, as well the firm developed the finalized Letter of Interest, associated RFP components, submitted the RFP to INAC in their final form and provided Bid Evaluation support services.
2007 - IRSRC - Procurement Support Services
Indian Residential Schools Resolution Canada (IRSRC) is a former federal department that was created to achieve a fair and equitable resolution of long-standing claims of abuse at Indian residential schools (IRS). The Canadian federal government became involved in the Indian residential school system from 1874 to 1996. Schools were located in every province and territory except Newfoundland, New Brunswick and Prince Edward Island.
In 2007, IRSRC required the services of a qualified, neutral and un-conflicted procurement resource capable of supporting the Project Authority and the IRSRC Contracting and Procurement Branch by supplementing in-house capacity and providing as-and-when required Procurement-Related Support Services. In order to ensure that IRSRC had the timely and specialized expertise required to support the development of Request for Proposal documents for a variety of required Services pertaining to Indian Residential Schools Resolution Canada programs SETASIDE SOLUTIONS was retained under contract by IRSC to assist on an as and when required basis.
2007 - VAC – FHCCPS and Claims Processing Call Centre
In 1989, on behalf of Veterans Affairs Canada (VAC), Public Works and Government Services Canada (PWGSC) entered into a contract to develop a health care claims processing service to manage its treatment benefits programs. In a climate of fiscal restraint, the challenge was (and remains) to maintain or enhance the level of benefits and services to VAC's clients through a focus on VAC's core competencies of client services while devoting less VAC resources to claims processing. In 2007 VAC required a Contract Mechanism that would provide Services to support the administration of the Federal Health Claims Processing Service (FHCCPS) including a VIP Claims Processing Call Centre, on behalf of VAC and its partner departments (RCMP, and CF).
The FHCCPS requirement called for the development of an RFP resulting in the procurement of VIP Claims Processing and Call Centre Services that would allow for the processing of claims and issuance of payments to providers (registered and non-registered), clients and authorized third parties, as prescribed under Program of Choice 15. The processing centre was required be able to receive claims through various methods including facsimile, Internet, hard-copy, as well as toll-free call centre phone communication. RFPSOLUTIONS was awarded a competitive contract by VAC off the ISS SA (RFP 7801-07-0010-VAC) to assist in the development of Request for Proposal (RFP) components for the above requirement. RFPSOLUTIONS provided contracting and requirements definition expertise to VAC resulting in the procurement strategy for the successful $28M FHCCPS Administration Support Services of the Federal Health Claims Processing and Call Centre Services RFP.
2007 - INAC - Care and Maintenance Services for Faro Mines EOI & RFP
The Faro Mine Complex is located in central Yukon, near the town of Faro. It is located within the traditional territory of the Kaska. Water run-off from the site flows through the traditional territory of the Selkirk First Nation and also through the Town of Faro. As provided for in the Devolution Transfer Agreement (DTA), the Government of Canada, through the Indian and Northern Affairs Canada (INAC) (known now as (AANDC)’s Northern Affairs Program (NAP), and Yukon Government (YG) each have some degree of responsibility for the Care and Maintenance of the Faro Mine Complex, given the historical environmental liabilities at the site. This is focused on management of the existing environmental liabilities. SETASIDE SOLUTIONS Aboriginal Joint-Venture provided contracting and requirements definition expertise to INAC resulting in the procurement strategy and assisted in the development of the Expression of Interest (EOI) and Request for Proposal (RFP) components.
2007 - CRTC - Do Not Call List (DNCL)
With RFPSOLUTIONS INC.’s help, the Canadian Radio-television and Telecommunications Commission (CRTC) developed an RFP in 2007 to select a contractor to operate Canada’s National Do-Not-Call List (DNCL). The DNCL gives Canadian consumers a choice about whether to receive tele-marketing calls. At the end of the RFP process, CRTC successfully awarded a five-year contract to operate Canada’s new National Do-Not-Call List.
In Bill C-37, a Federal Government Act to amend the Telecommunications Act, which came into force 30 June 2006 (the amendment to the Act), Parliament amended the Act to grant the CRTC the powers required to establish a National Do Not Call List (National DNCL). The Act empowers the CRTC with the authority to administer databases or operational systems for a National DNCL or to delegate to any person its power in relation to a National DNCL. The Act also allows the CRTC's delegate to charge rates for exercising delegated powers and allows the CRTC to regulate the rates charged by the delegate and to regulate the manner in which the delegate exercises any of the delegated powers.
Following the amendments to the above mentioned Act, RFPSOLUTIONS INC. was retained under contract by CRTC to assist in the development of Request for Proposal (RFP) components for the Commission’s requirement for a competitive procurement process, the purpose of which was to establish a National DNCL. The winning bidder would provide System Development, Implementation, Maintenance, Operation, and support Services for the National DNCL. The awarded DNCL contract was a no dollar value contract. The National DNCL was to be self-funded through subscription fees charged to telemarketers and clients of telemarketers. The essence of the contract involved the provision by the CRTC to the Contractor (the third-party operator of the National DNCL) of a franchise to raise revenues from telemarketers to provide the services of the National DNCL for the CRTC, for the benefit of the Canadian public.
2006 - LOP - Procurement Policy Guide - Technical Writing
RFPSOLUTIONS INC. was contracted by the Library of Parliament ("Library") in 2006 to assist with the update of the organization's Purchasing and Contracting Policy and accompanying Guide. The Policy covers the guiding principles, policy requirements, roles and responsibilities and monitoring requirements. The Guide, which was prepared to assist managers and operational personnel in understanding the procurement system of the Library, includes interpretations of the policies, guidelines for their application, contracting processes and methodologies for calling and evaluating bids. Substantial changes were made to the Policy and Guide based on recommendations made by RFPSOLUTIONS.
Subsequent to the approval of the Policy and Guide by the Library Executive Committee, RFPSOLUTIONS developed a training program for Library managers and other contracting authorities. Five training sessions were delivered to library managers and administrative personnel in February and March 2007. Additional training sessions were held in January 2008 for new Library managers and contracting officers
2006 - INAC IB Analysis of Federal Contracting Requirements within Comprehensive Land Claims Agreements
Indian and Northern Affairs Canada (INAC) (known now as (AANDC) former Implementation Branch (IB) negotiated Implementation Plans and Fiscal Transfer Agreements which accompanied Self-Government and Comprehensive Land Claims Agreements (CLCAs). The Branch was responsible for monitoring and coordinating federal responsibilities under Comprehensive Claims and Self-Government Agreements on behalf of the Government of Canada, and also provides policy support and expertise to regions in implementing specific claims agreements. To better support these planned initiatives, in 2006, IB required the services of a knowledgeable procurement specialist with expertise in the intersection between the Economic Measures Provisions of the CLCAs and the legislative and policy obligations of the federal contracting process. SETASIDE SOLUTIONS Aboriginal Joint-Venture was contracted by INAC to design and undertake a Study and Analysis of the implementation of CLCA Contracting obligations within federal procurement. The resulting study included contribution from over twenty (20) federal departments/agencies.
2003 - RCMP - Pension Outsourcing Renewal Project
In 2003 the Royal Canadian Mounted Police (RCMP) outsourced the delivery of its pension and benefits (including health) administration services to industry experts. The services contract for this arrangement was set to expire March 31, 2010.
In order to ensure the RCMP would be able to meet its obligations to plan members, pensioners and survivors, as well as comply with government contracting principles, the delivery of benefit administration services needed to be re-tendered to industry through the Request for Proposal (RFP) process, including bidder evaluation, contract award and implementation phases.
RCMP engaged the services of RFPSOLUTIONS to develop a complex Request for Proposals (RFP) document for a service provider to establish the Project Management Office for the establishment of the new arrangement for the pension and Health Benefits Administration service provider. RFPSOLUTIONS successfully defined and developed their RFP for $10M worth complex Project Management and IT requirements, resolved policy issues, and gained approval for the Procurement Strategy and associated documentation.