Public Safety RFP 202101232-1 Project Manager for Firearms Buyback Program

Normally we would include the source link to the document below. Unfortunately, the government chose to hide this Request For Proposal from the public.

 

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Public Safety RFP 202101232-1 Project Manager for Firearms Buyback Program

 

1.    TITLE

 

Project Management Services for the design of the Firearms Buyback Program. 

 

 

2.    OBJECTIVE

 

Public Safety Canada has a requirement for a Contractor to provide Project Management services for the development and implementation of a detailed project management plan for the Firearms Buyback Program.

 

3.  BACKGROUND

 

Public Safety Canada (PS) has the mandate to keep Canadians safe from a range of risks such as natural disasters, crime and terrorism. It works with other federal departments, other levels of government, first responders, community groups, the private sector and other countries to achieve its objectives. The Department plays a key role in developing policies, delivering programs and ensuring cohesion and integration on policy and program issues within the Public Safety Portfolio, which includes: national security, emergency management, law enforcement, border management, corrections, and crime prevention.

 

In the Speech from the Throne, the Government committed to amend Canada’s firearms laws and ban assault-style assault firearms, with an associated buy-back program and two year amnesty. This commitment was reiterated in the Prime Minister’s mandate letter to the Minister of Public Safety and Emergency Preparedness, the Minister of Justice and Attorney General of Canada and the Deputy Prime Minister. This prohibition will limit access to firearms that are capable of inflicting significant harm to Canadians and addresses a growing public concern regarding the safety risk posed by these firearms and their suitability for civilian use. This initiative aligns with Public Safety Canada (PS)’s Departmental Results Framework through the Countering Crime Program, which aims to provide federal leadership, coordination, research and program support on a continuum of activities related to crime, prevention, law enforcement and policing.

 

On May 1, 2020, the Regulations Prescribing Certain Firearms and Other Weapons, Components and Parts of Weapons, Accessories, Cartridge Magazines, Ammunition and Projectiles as Prohibited, Restricted or Non-Restricted [Regulations] were amended to prescribe as prohibited approximately 1,500 models of firearms and their variants, along with upper receivers for some newly-prohibited firearms. Of those, nine principal models of assault-style firearms are prohibited as they have semi-automatic action with sustained rapid-fire capability (tactical military design with large magazine capacity); are of modern design, and are presented in large volumes in the Canadian market.  Also included are two categories of firearm that exceed safe civilian use: firearms with 20 mm bore or greater or with a muzzle energy of greater than 10,000 joules.

 

To support the work of the new temporary Firearms unit, Public Safety Canada has a requirement for a Contractor to provide Project Management services for the development and implementation of a detailed project management plan for the Firearms Buyback Program.  

 

 

4.      TASKS

 

The Contractor must perform the following tasks:

 

4.1             The Contractor must attend a kick-off meeting with the PS Project/Technical Authority to discuss the objectives and requirements of the mandate. The meeting will take place within one week of contract award at Public Safety Canada’s facilities
in Ottawa or by teleconference, as determined by the Project Authority/Technical Authority (PA/TA).

 

4.2             Public Safety will identify and provide to the Contractor key internal and external documents related to the work. The Contractor must review these documents to obtain contextual information.

 

4.3             The Contractor must identify to the PA/TA additional information required to conceptualize the aim, objectives, scope and requirements of the mandate.

 

4.4             Within one week of the kick-off meeting, the Contractor must write and submit to the PA/TA an approach & methodology that will be used to complete the work.

 

4.5             Within two weeks of receiving approval of the approach & methodology by the PA/TA, the Contractor must revise and submit its draft work plan submitted as part of the RFP. The work plan will be used to track the progress of the work throughout
the course of the project.

 

4.6             After receiving approval of the work plan, the Contractor must develop and submit to the PA/TA the Project Management Plan. This must include:

 

1. An Engagement Plan with Other Government Departments (OGDs) to identify their role and responsibility and the scope for each project action items identified.

 

2. A draft Work Breakdown Structure (WBS) that outlines the activities, tasks, deliverables and timelines, as well as potential barriers and mitigations strategies for each activity.

 

3. A comprehensive Risk Management Plan that identifies foreseeable and/or potential risks during the execution of the Project Management Plan and their associated mitigation strategies.

 

4. Results Measurement Framework that identifies key performance indicators to report on the success of the project action items.

 

4.7             Upon approval of the Project Management Plan by the PS Project/Technical Authority, the Contractor must implement it. This must include:

 

1. Coordinating, implementing, monitoring the execution of tasks and measuring the results achieved for each of the action items with completion by December 1, 2020. 

 

2. Updating the project plan as required to ensure specific task deliverables are being met.

 

4.8             Submit ongoing, bi-weekly short reports to the PA/TA throughout the contract that provides an overview of the work completed, and the identification of any implementation challenges and required solutions.

 

4.9             Submit a final report to the PA/TA for review, feedback and approval. This final report must include a detailed report on the results of the implementation of the Project Management Plan.

 

4.10          Deliver a brief presentation to the PA/TA and other stakeholders identified by the PS Project/Technical Authority.

 

 

5.      DELIVERABLES

 

5.1         The Contractor must produce the following deliverables:

 

No.	Deliverable	Content	Format	Due Date
5.1.1	Methodology	High-level approach & methodology proposed to successfully complete the mandate	MS Word	within 1 week of contract award
5.1.2	Revised Work Plan	Overall tasks, deliverables, and schedule	MS Word	within 1 week of kick-off meeting
5.1.3	Project Management Plan	WBS, Risk Management Plan, Results Measurement Framework	MS Word	per the work plan schedule
5.1.4	Final report	Final report on the results of the implementation of the Project Management Plan.	MS Word	per the work plan schedule
5.1.5	Status reports	Activities completed/active/upcoming, schedule variance, issues/risks & proposed responses, and proposed change requests.	MS Word	Bi-weekly over contract period

 

5.2         The Contractor may be required to submit revised drafts with required changes. Deliverables will only be considered final upon written confirmation by the PS Project/Technical Authority.

 

5.3         The contractor must provide all electronic copies of deliverables using the Microsoft Office suite of software (version 2010).

 

5.4         While the end date of the work is March 31, 2021, it is expected that the majority of the work will be completed in the period directly after contract award and up to December 31, 2020. However, depending on stakeholder feedback and engagement,
some work will occur after this time. All work must be in accordance with the approved work plan.

 

 

6.      LOCATION OF WORK

 

6.1         The Contractor must conduct the work at their own facilities; however the Contractor must be available to participate in teleconference meetings with Public Safety in accordance with social distancing measures enacted by public health authorities
in response to COVID-19. After social distancing measures end, the Contractor will be required to attend in-person meetings in the National Capital Region.

 

6.2         Canada will not accept any travel and/or living expenses incurred by the Contractor as a consequence of any relocation required to satisfy the terms of the Contract.

 

6.3         No travel outside of the National Capital Region (NCR) is anticipated in the performance of the activities described in this Statement of Work.

 

7.      LANGUAGE OF WORK

 

7.1         Communications with Public Safety Canada staff and the Canadian public (if applicable) must be performed in the official language (English or French) of their choice.

 

7.2         All deliverables must be submitted in English.

 

7.3         PS will arrange for the translation of Contractor-produced deliverables, as required.

 

 

8.      PUBLIC SAFETY CANADA SUPPORT

 

As required to perform the contract work and at the discretion of the PS Project/Technical Authority, PS will endeavour to provide Contractor personnel with:

 

i.          relevant internal documentation,

ii.        office space when on site at Public Safety Canada’s facilities in Ottawa (if other arrangements are necessary, they will be made by the PS Project/Technical Authority), and

iii.      provision of timely review, feedback on and approval of deliverables (approximately 5-10 business days unless otherwise specified).

 

 

 

Professional Services
Resource Name	Category	Level	Estimated Level of Effort	Firm per diem rate*	Total
	Project Manager	Senior	75 days
Limitation of Expenditure

 

* Per Diem rates are firm and all-inclusive of overhead, profit and expenses such as travel and time to the NCR facilities.

 

 

4. 2. Mandatory Technical Criteria

 

The bid must meet the mandatory technical criteria specified below. The Bidder must provide the necessary documentation to support compliance with this requirement.

 

Any bid which fails to meet the mandatory technical criteria will be declared non-responsive. Each mandatory technical criterion will be addressed separately.

 

The Bidder must provide sufficient detail to clearly demonstrate how they meet each mandatory requirement below. Bidders are advised that only listing experience without providing any supporting data and information to describe responsibilities, duties and relevance to the requirements, or reusing the same wording as the RFP, will not be considered “demonstrated” for the purpose of this evaluation.

 

Item	Evaluation Criteria	Demonstrated Compliance
MT1	The Bidder must propose not more than one Senior Level Project Manager, category 10.2 of the ProServices Supply Arrangement. If the Bidder proposes more than one resource, only the first resource in alphabetical order by last name will be considered. Resources beyond the first will neither be reviewed nor considered. Additionally, if Public Safety deems that the first resource is non-compliant for any criterion, the Bidder’s entire proposal will be deemed non-compliant and additional resources will neither be considered nor evaluated.   For their proposed Level 3 Project Manager, the Bidder must submit a detailed résumé that includes at a minimum the following information:   The proposed resource’s full name A detailed description of the proposed resource’s relevant work experiences, including their specific role for each project The start and end date for each project A description of all relevant, completed education A description of all relevant, completed certifications   The résumé should be up-to-date and should be submitted as an Appendix. It is recommended that the Bidder bold-faces or highlights the relevant areas in each respective résumé.
MT2	FLEXIBLE GRID   The Bidder must demonstrate that its Senior Level Project Manager scores at least 100 points as described in the flexible gird (see below).   It is incumbent upon the Bidder to demonstrate the relevance of any work experience, education or professional certification to the proposed work as outlined in the Statement of Work.   For any relevant work experience, the Bidder must provide complete details as to where, when, month and year, and how, through which activities/responsibilities, the stated experience was obtained. Bidders are advised that the month(s) of experience listed for a project in which the timeframe overlaps that of another referenced project will only be counted once. For example: Project #1 timeframe is July 2010 to December 2010; Project #2 timeframe is October 2010 to January 2011; the total months of experience counted for these two project references is seven (7) months.   For any relevant education, points will only be given for education that is complete; degrees, certificates, diplomas, etc., in progress or unfinished/incomplete will receive no points. In addition, points will only be given for the highest level completed. For example, a Bidder will not receive points for both a University Degree and a High School Diploma. Bidders will also not receive additional points for additional education in another area of study. For any relevant professional certifications, points will only be given for one certification. If a Bidder’s proposed resource has two or more professional certifications, the Bidder must indicate which certification is to be considered. If the Bidder does not indicate which certification is to be considered, Public Safety Canada will, at its own discretion, choose the certification it deems most relevant.
MT3	The Bidder must confirm that its proposed Senior Level Project Manager is bilingual in both Official Languages (English and French) and can deliver all services in both languages at the level of proficiency defined below.   Proficiency level: Able to use the language fluently and accurately on all levels normally pertinent to professional needs. Language usage and ability to function are successful. Can tailor language to audience and discuss in depth topics. Able to speak with fluency, grammatical accuracy, vocabulary and in an idiomatic fashion. Understands all forms and styles of speech and shows sensitivity to social and cultural references.

 

 

4. 3. Point Rated Technical Criteria

 

Bids which meet all the mandatory technical criteria will be evaluated and scored as specified in the tables inserted below.

 

Bids which fail to obtain the required minimum number of points specified will be declared non-responsive. Each point rated technical criterion should be addressed separately.

 

Point Rated Criteria		Points Breakdown	Demonstrated Compliance
RT1	The Bidder should demonstrate that its proposed Senior Level Project Manager has successfully led  projects that demonstrate experience in developing and implementing project management approaches and methodologies for the implementation of a new program.	Five points for each project up to a maximum of 15 points
RT2	The Bidder should demonstrate that its proposed Senior Level Project Manager has successfully completed projects where they led the engagement among various stakeholders, such as those that were internal to the organization (differing internal branches, end-users, clients, etc.) or those that were external to the organization (other federal government departments/ agencies, other levels of government [PTs, Municipal]; private companies, etc.) Other Government Departments, etc.	Five points for each project up to a maximum of 15 points
Total Maximum Points for all Criterion:		30 points
Pass mark:		20 points

 

 

4. 4. Financial Evaluation

 

The price of bids will be evaluated in Canadian dollars, Goods and Services Tax (GST) excluded; FOB destination, Customs duties and Excise taxes included. The total amount of Goods and Services Tax or Harmonized Sales Tax is to be shown separately, if applicable.

 

Bidders must complete the pricing schedule in Annex B and include it as part of its bid submission.

4. 5. Basis of Selection

 

Basis of Selection –
Highest Combined Rating of Technical Merit 70%
and Price 30%

 

4.1       To be declared responsive, a bid must:

(a)  comply with all the requirements of the bid solicitation; and

(b)  meet all the mandatory evaluation criteria; and

(c)  obtain the required minimum number of points specified for the point rated technical criteria.

4.2        Bids not meeting (a) and (b) and (c) will be declared non-responsive. Neither the responsive bid obtaining the highest number of points nor the one with the lowest evaluated price will necessarily be accepted.

4.3       The lowest evaluated price (LP) of all responsive bids will be identified and a pricing score (PS), determined as follows, will be allocated to each responsive bid (i):
PSi = LP / Pi x 30.
Pi is the evaluated price (P) of each responsive bid (i).

4.4       A technical merit score (TMS), determined as follows, will be allocated to each responsive bid (i):

TMSi = OSi x 70. OSi is the
overall score (OS) obtained by each responsive bid (i) for all the point rated technical criteria specified in Article 4, determined as follows: total number of points obtained / maximum number of points available.

4.5      The combined rating (CR) of technical merit and price of each responsive bid (i) will be determined as follows:
CRi = PSi + TMSi

4.6       The responsive bid with the highest combined rating of technical merit and price will be recommended for award of a contract.
In the event two or more responsive bids have the same highest combined rating of technical merit and price, the responsive bid that obtained the highest overall score for all the point rated technical criteria detailed in article 4 will be recommended
for award of a contract.

4.7      
The table below illustrates an example where the selection of the contractor is determined by a 70/30 ratio of the technical merit and price, respectively.

 

Basis of Selection – Highest Combined Rating of Technical Merit (70%) and Price (30%)
Bidder	Bidder 1	Bidder 2	Bidder 3
Overall Technical Score	88	85	79
Bid Evaluated Price	C$60,000	C$54,000	C$50,000
Calculations	Technical Merit Points	Price Points	Total Score
Bidder 1	88 / 100 x 70 = 61.60	50,000* / 60,000 x 30 = 25.00	86.60
Bidder 2	85 / 100 x 70 = 59.50	50,000* / 54,000 x 30 = 27.78	87.28
Bidder 3	79 / 100 x 70 = 55.30	50,000* / 50,000 x 30 = 30.00	85.30

 

* represents the lowest evaluated price

In the example above, Bidder 2 is the Bidder who obtained the highest combined technical and financial score.

 

Flexible Grid

Stream 10: Project Management Services

Category 10.2: Project Manager

 

 

 

10.2       Project Manager

The required services may include, but are not limited to the following:   ·      Planning and coordinating project management activities including financial, planning and contracting aspects ·      Planning and organizing a project management office ·      Giving briefings on progress and concerns of project ·      Coordinating and preparing documentation in response to scheduled and unscheduled reports, returns and observations to update management on project progress ·      Planning and coordinating the activities of project personnel, internal customers, contractors and other support providers ·      Preparing formal work breakdown structure and compliance charts ·      Producing draft plans and sections for incorporation into the Project Implementation Plan ·      Preparing draft evaluation plans, criteria and evaluation schedules ·      Developing, planning, analyzing, evaluating and prioritizing deliverables and requirements ·      Defining and documenting development team objectives ·      Determining and obtaining budgetary requirements, composition, roles, responsibilities and terms of reference for the team ·      Planning, directing and controlling the activities of a project team within scheduled time and cost parameters ·      Monitoring the design, implementation and operations startup of the project against established goals, objectives and milestones ·      Reporting progress of the project on an ongoing basis and at scheduled points in the life cycle ·      Meeting with stakeholders and other project managers and stating problems in a form capable of being solved ·      Preparing plans, charts, tables and diagrams to assist in analyzing or displaying problems ·      Working with a variety of project management tools ·      Formulating and managing project plans by defining deliverables, identifying key milestones, reviewing project progress, and engaging in ongoing risk management ·      Coordinating and directing project team(s) in order to meet project objectives for content, quality, costs, and schedules ·      Ensuring management staff is provided with timely and accurate project information and status updates ·      Developing project control and reporting procedures and managing changes in operational plan ·      Conducting post project reviews/lessons learned ·      Contributing to the organization’s strategic and business planning initiatives for example, identifying strategic goals and objectives and implementing initiatives to achieve them, Policy Development, Standards Development and Program Review) ·      Assuming leadership at the appropriate phases of planning, action, and evaluation ·      Recognizing and taking action on opportunities to combine professional resources through partnering arrangements for example, multi-disciplinary practices) ·      Contributing to development of organizational vision and mission ·      Coordinates, drafts and prepares for signature formal project documents and reports