for of and vessel management system - gpa.gov.nl.ca · pdf filevessel maintenance management...

Request for Proposal OCIO.1112.001 Provision of Software and Professional Services Vessel Maintenance Management System Office of the Chief Information Officer Government of Newfoundland and Labrador

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RFP INFORMATION SHEET

Request For Proposal (RFP) – Provision of Software and Professional Services RFP Title: Vessel Maintenance Management System RFP #: OCIO.1112.001 Issue Date: June 21, 2011

Questions Deadline: July 26, 2011 Closing Date and Time: August 2, 2011 4:00 pm Newfoundland time

All Proposals, including adjustments must remain valid and open for acceptance until: September 30, 2012.

All dates in this section are estimated Evaluation: August ‐ September 2011 Reference checks: August – September 2011 Discovery & On‐site Demo Sessions:

October 2011

Proposal Label: Government Purchasing Agency

30 Strawberry Marsh Road St. John’s, Newfoundland and Labrador Canada A1B 4R4 Vessel Maintenance Management System OCIO.1112.001 August 2 2011, 4:00 pm Newfoundland time Proponent Name Proponent Address

Enquiries and Communication:

All enquiries and Communication must be made through e‐mail to: [email protected] Please reference Vessel Maintenance Management System ‐ OCIO.1112.001 in subject line.

To reduce paper consumption, the OCIO publishes RFPs formatted to be printed in duplex and encourages Proponents to submit proposals in duplex format.

Table of Contents

SECTION 1.0 ‐ INTRODUCTION ......................................................................................................... 1

1.1 ................................................................................................................................ 1 INTENT

1.2 .................................................................. 1 OFFICE OF THE CHIEF INFORMATION OFFICER (OCIO)

1.3 ............................................................................................................. 1 GENERAL DEFINITIONS

1.4 .............................................................................................................. 2 GOODS AND SERVICES

1.5 .................................................................................................................. 2 KEY DELIVERABLES

SECTION 2.0 ‐ INSTRUCTIONS TO PROPONENTS.................................................................................... 3

2.1 ........................................................................................................... 3 PROPOSAL SUBMISSION

2.2 .............................................................................................. 4 INQUIRIES AND COMMUNICATION

2.3 ............................................................................................................... 5 PROPOSAL CONTENT

2.4 ............................................................................... 5 PROPOSAL FORMAT AND REQUIRED SECTIONS

2.5 ........................................................................................................... 5 PROPOSAL ACCEPTANCE

2.6 ......................................................................... 5 DISCLOSURE AND CONFIDENTIALITY OF PROPOSALS

2.7 .......................................................................................................................... 6 EVALUATION

2.8 ............................................................................................. 8 GENERAL TERMS AND CONDITIONS

SECTION 3.0 – PROPONENT INFORMATION .......................................................................................10

SECTION 4.0 – HIGH LEVEL BUSINESS REQUIREMENTS..........................................................................13

SECTION 5.0 – INFORMATION MANAGEMENT, TECHNICAL AND GENERAL REQUIREMENTS............................18

SECTION 6.0 – FINANCIAL PROPOSAL REQUIREMENTS..........................................................................21

Government of Newfoundland and Labrador Office of the Chief Information Officer

OCIO.1112.001 Vessel Maintenance Management System Page 1

Section 1.0 ‐ Introduction

1.1 INTENT

The Office of the Chief Information Officer (OCIO), on behalf of the Department of Transportation and Works (TW), Marine Transportation Services Branch is seeking proposals for the supply of a Commercial‐Off‐The‐Shelf (COTS) software application that will deliver a Vessel Maintenance Management System.

The intent of this Request for Proposals (RFP) is to acquire and implement a configurable Commercial‐Off‐The‐Shelf (COTS) software solution with minimal or no customization. In addition to the Vessel Maintenance Management System, a set of professional services including configuration, customization (if any), conversion, implementation, documentation, training, support and maintenance will be required.

It is TW’s intention to use this solution on all government‐owned vessels. As a pilot, the solution will be rolled out to one vessel and will engage ten users for a 2‐3 month time period. Following the pilot, Government will evaluate whether or not to implement the solution up to approximately 10 vessels. This decision will be based on factors such as success of the pilot and the readiness of staff on other vessels to utilize the new technology.

It is intended that the OCIO will provide the infrastructure to support the COTS system but the vendor’s Proposal will describe the technical architecture and physical layout of the proposed solution. The Proposal will additionally identify all components required to implement the solution, including third party hardware appliances, storage and operating systems.

The implementation will provide the Department of Transportation and Works with a flexible Vessel Maintenance Management System that may eventually support additional vessels and shore based locations after the pilot.

1.2 OFFICE OF THE CHIEF INFORMATION OFFICER (OCIO)

The OCIO provides for the operation of the Government’s computer systems and infrastructure, the planning, development and implementation of new information technology (IT) initiatives and the coordination of Information Technology (IT) and Information Management (IM) for Government and IT industry development.

For further information on the OCIO please see our website at http://www.ocio.gov.nl.ca/.

1.3 GENERAL DEFINITIONS

“Closing Time” means the date and time on which Proposals under this RFP are due and must be received as specified herein;

“Government” means the Government of Newfoundland and Labrador;

“OCIO” means the Office of the Chief Information Officer;

“Pilot” means the first phase of a project in which the solution will be implemented for one vessel and approximately 10 users.

“Province” means the Province of Newfoundland and Labrador;

“Proponent” means a respondent to this RFP; the vendor offering the goods and services as defined in this RFP.


“Proposal” means the document prepared by the Proponent in response to this RFP. It may also include any adjustments submitted by the Proponent throughout the competition period.

“VMMS” means Vessel Maintenance Management System.

1.4 GOODS AND SERVICES

Government will evaluate and select a preconfigured out‐of‐the‐box solution that best fits the overall system requirements outlined in this RFP as well as the professional services required to implement the solution.

It is also the OCIO’s intention to choose a COTS package that: Is proven in similar environments; Requires minimal customization, if any; and Is supported by a Proponent which specializes in Vessel Maintenance Management software and provides regular upgrades based on new technology, changing industry standards and user feedback.

1.5 KEY DELIVERABLES

The successful Proponent is expected to: Supply and install the software; and Recommend the level of staffing and skill sets required for the long‐term operation and maintenance of the system.

A comprehensive list of deliverables expected for OCIO projects appears on the OCIO’s Project Management Office (PMO) website at http://www.ocio.gov.nl.ca/ocio/pmo/sdlc.html. Proponents should review the website carefully and be aware that the OCIO fully expects the successful Proponent to complete, or contribute to, many of these deliverables. Templates for many of the documents required are also available on the website.

While this website lists those deliverables that are typical for OCIO projects, Proponents should note that not all projects require all deliverables, and some projects may require deliverables not listed. Proponents are encouraged to seek clarification before the Questions Deadline on the RFP Information Sheet. All questions are to be directed to e‐mail: [email protected]

The OCIO acknowledges that Proponents have their own System Development Life Cycle (SDLC) processes. Proponents should ensure that whatever process they follow incorporates at least those elements described on the OCIO PMO website.

Please note: This project has reached the ‘direction checkpoint’ immediately following the Phase 2 Analysis so subsequent work will begin at Phase 3.




Section 2.0 ‐ Instructions to Proponents

All conditions will be strictly enforced.

2.1 PROPOSAL SUBMISSION

2.1.1 Written Proposals must address this RFP only. This RFP outlines the requirements of the solution sought.

Documents included in this package Proponent responds to this document

1. This RFP Yes ‐ Sections 3 to 6

Supplementary documents

2. Business Requirements ‐ Vessel Maintenance Management System

3. Technical Blueprint ‐ Vessel Maintenance Management System

4. MV Flanders Maintenance Instructions and Inventory Listing

NO

The supplementary documents are provided to assist in preparing responses to Sections 3 to 6 of the RFP. Proponents are advised to read and understand all other documents and to use information gathered from them to inform their proposal but MUST NOT respond to the additional documents in writing. Proponents should, however, be aware that they may be instructed to address some of the requirements in the supplementary documents during their on‐site demo.

2.1.2 A response for each criterion in Sections 3 to 6 is required. Proponents are encouraged to offer additional information that may be useful to the OCIO.

2.1.3 The Proponent must provide one (1) Proposal package containing:

Five (5) complete hard copies of the Response to the RFP.

One (1) complete SEARCHABLE electronic copy of the Response to the RFP. PLEASE NOTE: A scanned PDF is NOT searchable.

One (1) copy of the Financial Proposal under separate cover.

2.1.4 Facsimile or electronic‐only Proposals are not acceptable and will not be considered.

2.1.5 The OCIO’s Information Services Centre (ISC) reserves the right to print copies of the Proposal from the electronic copy (Adobe Acrobat Format) provided by the Proponent in whole or in part, if needed for additional evaluators.

2.1.6 Proposal packages must be received in full no later than 4:00 p.m., Newfoundland Time on or before the closing date specified on the RFP Information Sheet. Proposals received after that time will not be considered and will be returned. PLEASE NOTE: Delivery to the island of Newfoundland by courier may take longer than expected. Proponent is advised to allow plenty of time for delivery.

2.1.7 Proposals must be signed by an authorized representative of the Proponent. Unsigned Proposals shall not be considered and will be returned.



Proponents may request a Microsoft Word copy of the RFP by e‐mail at: [email protected].

The Proposal must be delivered to the Government Purchasing Agency (GPA) at the following address:

Government Purchasing Agency 30 Strawberry Marsh Road St. John’s, Newfoundland and Labrador Canada, A1B 4R4

2.1.8 Proponents are solely responsible, and without recourse to Government or the OCIO, for any expenses they incur in preparing and submitting a proposal and for their participation in the RFP process including, but not limited to, attending on‐site demos and discovery sessions and providing any additional information that may be requested by the Evaluation Committee. The Province and the OCIO shall not defray nor be liable for any expenses incurred by Proponents in responding to this RFP.

2.1.9 All compliant Proposals and accompanying documentation submitted prior to the Closing Time are considered the property of the OCIO and will not be returned.

2.2 INQUIRIES AND COMMUNICATION

2.2.1 All inquiries and other communications with respect to this RFP are to be directed ONLY to the e‐mail address: [email protected].

2.2.2 Written enquiries and requests for clarification will be accepted up to 4:00 pm Newfoundland Time on or before the questions deadline date as specified on the RFP Information Sheet. Inquiries and requests for clarification received after this date, including inquiries regarding RFP status, will not be addressed.

2.2.3 Verbal information or representations shall not be binding upon Government or the OCIO. Only changes, alterations, modifications or clarifications approved by OCIO in writing are binding. In order to be valid, all such changes, alterations, modifications or clarifications shall be issued in the form of addenda and all such addenda shall become part of this RFP.

2.2.4 All addenda that have been issued in relation to this RFP will be available on the Government Procurement website at www.gpa.gov.nl.ca/availabletenders.stm, or by contacting the Government Purchasing Agency. Proponents are responsible for ensuring that they have received all addenda pertaining to this RFP and shall be deemed to have received same through their submission of a Proposal in response to this call.

2.2.5 Information pertaining to the OCIO obtained by the Proponent as a result of its participation in relation to this RFP is confidential and must not be disclosed by the Proponent except as authorized by the OCIO.

2.2.6 At any time during the evaluation period, OCIO may contact the Proponent respecting its Proposal. No changes by the Proponent will be permitted after the RFP Closing Time, but the OCIO may request clarification at its discretion.



2.3 PROPOSAL CONTENT

ALL PROPOSALS MUST ADDRESS THE CONTENT OF THE RFP. Compliant Proposals are those that clearly demonstrate a thorough understanding of the RFP and its stated requirements and criteria. Responses must specifically address the requirements and criteria as specified throughout this RFP document.

2.4 PROPOSAL FORMAT AND REQUIRED SECTIONS

Proposals are to be organized in the following format:

Section 1.0 – Title page and Table of Contents

Section 2.0 – Executive Summary

Section 3.0 – Proponent Information

Section 4.0 – High Level Business Requirements

Section 5.0 – Information Management, Technical and General Requirements

Section 6.0 – Financial Proposal Requirements (in a separate envelope)

Proponent may submit any other information relevant to the Proposal, not included in the above, as appendices.

2.5 PROPOSAL ACCEPTANCE

2.5.1 Government reserves to itself the unfettered right to reject any or all Responses to this RFP and is not bound to accept the highest ranking or any Response. Government may elect to cancel this RFP at any time with or without cause and no liability shall accrue to Government as a result of the exercise of its discretion in this regard.

2.5.2 The successful Proposal will form part of any resulting agreement by attachment and incorporation by reference. Claims made in the Proposal will constitute contractual commitments. Any provision in the Proposal may be included in the resultant agreement as a direct provision thereof. During the RFP evaluation period, shortlisted Proponents may be permitted to submit adjustments to their financial proposals. Any agreement resulting from this RFP shall be firmly held at the final price proposed by the successful Proponent.

2.5.3 If Government decides to accept a Proposal, it will accept the Proposal that is judged the best overall Proposal when evaluated in accordance with the stated criteria. Government shall give written notice of its decision. Should Government decide not to accept any Proposal, all Proponents will be given written notice of such decision.

2.5.4 Any agreement resulting from this RFP shall be governed by the laws of the Province of Newfoundland and Labrador.

2.6 DISCLOSURE AND CONFIDENTIALITY OF PROPOSALS

2.6.1 Documents and other records in the custody of or under the control of the OCIO or its representatives shall be subject to the Access to Information and Protection of Privacy Act SNL 2002, c. A‐1.1 (‘ATIPPA’).

2.6.2 Subject to the limitations of ATIPPA, all responses to this RFP and other documents and records submitted by a Proponent in connection with this RFP including resumés of a Proponent’s


personnel, and any documentation prepared by OCIO in relation to this RFP shall be confidential and shall not be disclosed other than for evaluation of the proposal.

2.6.3 In this engagement, the Proponent will have access to confidential information, which may include personal information, received from Government and the Proponent may be storing, manipulating or accessing the confidential information on the Proponent’s own information technology resources. To emphasize the need for appropriate measures to ensure the confidentiality of such information, the successful Proponent may be required to sign a confidentiality agreement and individual resources of that Proponent may be required to sign an oath of secrecy document. As well, in the event that the successful Proponent does not use information technology assets provided by Government but rather stores, manipulates or accesses confidential information on the Proponent’s own information technology assets, resources of the successful Proponent will be required to sign a document entitled “TERMS OF USE – Security of Government Information on Information Technology Assets of Contractors”.

2.7 EVALUATION

2.7.3 EVALUATION COMMITTEE

The Evaluation Committee may include such members of Government and any external advisors as are necessary to provide proper technical, legal and financial evaluation of the Proposals received.

2.7.4 EVALUATION MECHANISMS

The following table identifies the scores available for each section of the RFP. A proposal that fails to achieve a minimum cumulative score of 70 % overall on sections 3 to 5 will not be eligible to present an on‐site demo.

Criteria Minimum Score

Maximum Score

%

Section 3.0 – Proponent Information 2000 10%

Section 4.0 – Business Requirements 3000 15%

Section 5.0 – Information Management, Technical and General Requirements 2000 10%

Cumulative Score 4900 7000 35%

Section 6.0 – Financial Proposal Requirements 5000 25%

Total Submission Score: 12000 60%

On‐site Demo Score 5600 8000 40%

Total Score 20000 100%

Each criterion will be scored based on the following key:

Description Score

Proponent fully meets the criterion. 3

Proponent meets most of the criterion. 2

Criterion is somewhat met. 1

Criterion is NOT met. 0




2.7.5 EVALUATION PROCESS OVERVIEW

The RFP evaluation process is a 3‐phase selection procedure. It will be finalized through completion of the following steps:

Phase 1 – Initial Review of Proposals and Identification of Short‐listed Proponents

Proposals are received in response to this RFP.

Sections 3 through 5 of Proposals are reviewed by the Evaluation Committee to ensure that proposed solutions meet requirements. Note that Section 6 – Financial Proposal, is NOT scored at this time.

The Evaluation Committee Lead may contact Proponents for clarification or to substantiate responses.

References are checked. As indicated in section 3, Proponents are advised to ensure references are available and respond promptly. See expected dates for reference checks on the RFP Information Sheet.

A shortlist of acceptable Proponents is identified and these shortlisted Proponents move on to Phase 2.

Phase 2 – Discovery Session, On‐site Demo and Submission of Financial Adjustments

Discovery Session

The OCIO will invite shortlisted Proponents to attend a Discovery Session at their own expense. The duration of the Discovery Session will depend on the complexity of the project. Proponents will meet with key client representatives to discuss and observe the current work environment. They will also have an opportunity to visit the OCIO to discuss technical requirements and confirm SDLC deliverable requirements for the new system. Proponent requests to meet with other resources or to discuss or observe aspects of the project or environment not described here will be considered.

Proponents are encouraged to take advantage of this opportunity to gather as much information as possible. Proponents should reflect on the RFP package and should consider submitting questions or specific requests in advance so that OCIO will have appropriate resources on hand for the Discovery Session. All requests will be considered and can be negotiated as appropriate.

On‐site Demo

The OCIO will require shortlisted Proponents to provide an On‐site Demo of their product at their own expense to the Evaluation Committee. This demonstration must be completed using the software version specified in the Proposal. This is NOT to be viewed as a sales presentation. The OCIO will provide demo scripts in advance and will use the On‐site Demo to validate the Proposal. Proponents should limit themselves to the demo scripts or instructions provided and NOT demonstrate future functionality or value‐added features unless mutually agreed to.

Proponents should be prepared to bring key project staff, such as the project manager and knowledgeable technical resources to the On‐site Demo. The OCIO is agreeable to scheduling the Discovery Session such that it coincides with the On‐site Demo, but allows


a gap so that the demo team may incorporate information gleaned from the Discovery Session into the On‐site Demo as appropriate.

The OCIO reserves the right to determine the extent of the presentation required. The OCIO also reserves the right to terminate a presentation that fails to address the specific project requirements or to demonstrate appropriate functionality. A maximum score of 40% will be awarded for the On‐site Demo.

Submission of Financial Adjustments

Through the Discovery Sessions, Proponents may have learned information which could affect their bid. Proponents will be provided an opportunity to submit adjustments to their initial financial proposal in such cases. Adjustments must be itemized such that evaluators may confirm that professional services and other rates do not vary from the original proposal to the adjusted proposal. Other changes to the financial proposal, such as additional software licencing must also be itemized. Proponents must submit any financial proposal adjustments within one week of their On‐site Demo.

Phase 3 – Final Scoring, Recommendation and Award

Proponents that have achieved a cumulative score of 70% or higher on Sections 3 through 5, and have participated in, and achieved at least 70% on, the On‐site Demo, will undergo evaluation of Section 6, Financial Proposal Requirements in conjunction with their final Financial Adjustment, if applicable. Of those Proposals, the one judged to represent the lowest overall cost to the Government will be awarded the full financial evaluation score of 25%. All other Proposals will be awarded a prorated score based on the following formula:

(Lowest Cost / Proponents Cost) * 25%

PLEASE NOTE: With this RFP Package the OCIO has endeavoured to provide as much information as possible to enable Proponents to arrive at reasonable project estimates. Throughout the competition period, shortlisted Proponents will be provided with many opportunities to ask questions, meet with key project participants and view the operational environment to gather as much information as possible. The OCIO will therefore expect that the successful Proponent can deliver the project as described in this RFP, at the final adjusted price proposed.

A final recommendation will then be made with respect to the Proponent that, in the opinion of the Evaluation Committee, best responds to RFP requirements.

Proponents are advised in writing of the acceptance/ rejection of their Proposal.

An agreement, satisfactory to Government, shall be entered into with the successful Proponent.

2.8 GENERAL TERMS AND CONDITIONS




2.8.1 This procurement opportunity is subject to the provisions of the Atlantic Procurement Agreement and the Agreement on Internal Trade. Information on these Agreements may be obtained by visiting http://www.gpa.gov.nl.ca/.

2.8.2 In the event of any discrepancies among this RFP, the Proposal submitted or the resultant agreement, the agreement will govern, followed by the RFP and then by the Proposal.

2.8.3 Proposals containing irregularities or errors of a non‐material nature may be considered by the OCIO at its sole and absolute discretion.

2.8.4 If the Proponent is an extra‐provincial corporation, the Proponent shall be required to be licensed to conduct business in its own jurisdiction. The successful Proponent may also be required to register in the Province of Newfoundland and Labrador in accordance with the provincial Corporations Act.

2.8.5 The successful Proponent will be required to provide a rate sheet in any resultant agreement.

2.8.6 Upon the termination of any resultant contract, if the Proponent has stored any personal or financial information created during the project, the Proponent is expected to provide an export of this data to government and to delete all such data from Proponent databases, including data stored in backup and log files.

2.8.7 Personnel resources supplied by the Proponent may also be required to obtain a Royal Newfoundland Constabulary Certificate of Conduct (http://www.rnc.gov.nl.ca/faqs/certificate.html) or an equivalent certificate from a police force in the Proponent’s jurisdiction and, for any inter‐provincial assignment respecting a project, a federal government security clearance.

2.8.8 The solution selected via this RFP may be subject to a Privacy Impact Assessment (PIA), Threat Risk Assessment (TRA) and/ or a Vulnerability Assessment (VA).

2.8.9 The OCIO reserves the right to use contractors of its choosing to prepare technical specifications for the purpose of developing RFPs. The OCIO retains and has final authority over all RFP content. The OCIO warrants that contractors involved in the preparation of specifications shall have no involvement, directly or indirectly, in assigning value to evaluation criteria for the RFP or in assessing and evaluating responses to the RFP.

2.8.10 The working language for all communications associated with this project shall be English. All project team members interacting with Government representatives are expected to be proficient in English. All deliverable documentation shall be in English.

2.8.11 In responding to the RFP, the Proponent must be in compliance with all applicable legislative and regulatory requirements.

Gov

ernm

ent o

f New

foun

dlan

d an

d La

brad

or

Offi

ce o

f the

Chi

ef In

form

atio

n O

ffice

r

Section 3.0 – Prop

onen

t Inform

ation

The OCIO is seeking

a Propo

nent with

experience in th

is field. Each ite

m m

ust b

e addressed so th

at th

e OCIO can

com

pare th

e respon

ses to th

e requ

irem

ents.

Re

quirem

ent

Score

1.

PROPO

NEN

T PR

OFILE

Nam

e and address of all partne

rs, clearly iden

tifying

the lead

Propo

nent.

For the lead

Propo

nent, provide

a Propo

nent profile includ

ing:

oProp

onen

t con

tact nam

e, title

, telep

hone

num

ber and em

ail add

ress;

oPrincipal business and corporate direction(s);

oDescriptio

n of th

e Prop

onen

t including

corpo

rate history.

oIndu

stry Recognitio

n

Indu

stry recognitio

n may includ

e Gartner rating or other th

ird‐party research which provide

s assurance that th

e Prop

onen

t is able to

provide

produ

ct stability, significant e

nterprise‐class client‐base, and

leadership in

this com

putin

g market segmen

t.

Indu

stry recognitio

n may also includ

e aw

ards won

, accreditatio

ns achieved, or o

ther recognitio

n with

in th

e relevant

busine

ss segmen

t.

323

2.

PROJECT

EXP

ERIENCE

Provide exam

ples of p

rojects in which th

e Prop

onen

t was engaged

which are sim

ilar to th

e project d

escribed

in th

is RFP.

The Prop

onen

t sho

uld de

scribe

how

previou

s im

plem

entatio

n strategies re

sulte

d in successful implem

entatio

ns.

References:

oThe Prop

onen

t must p

rovide

at least tw

o marine project referen

ces which sub

stantia

te th

at th

e Prop

onen

t has relevant

expe

rien

ce in

providing

softw

are and im

plem

entatio

n services sim

ilar to th

ose requ

ired in th

is RFP. Prop

onen

t must include

name, title

, add

ress, telep

hone

num

ber and e‐mail add

ress of referen

ces.

oProp

onen

t must state th

at th

ey have contacted references to en

sure th

ey are willing an

d available to participa

te in

a

teleconferen

ce of a

pproximately 1 ho

ur duration in the

period specified

on the RF

P Inform

ation Sheet.

Governm

ent reserves the right to contact o

ther referen

ces no

t spe

cifie

d in th

e Prop

onen

t’s respon

se.

452

OC

IO.1

112.

001

Vess

el M

aint

enan

ce M

anag

emen

t Sys

tem

Pa

ge 1

0

Gov

ernm

ent o

f New

foun

dlan

d an

d La

brad

or

Offi

ce o

f the

Chi

ef In

form

atio

n O

ffice

r

OC

IO.1

112.

001

Vess

el M

aint

enan

ce M

anag

emen

t Sys

tem

Pa

ge 1

1

Re

quirem

ent

Score

3.

PROJECT

PLA

N

oThe Prop

onen

t sho

uld provide a project implem

entatio

n plan

and

a statemen

t of w

ork that describes how

the project w

ill

be executed. This respon

se sho

uld includ

e a ho

listic

view of h

ow th

e project w

ill progress from

start to

finish. It is TW’s

intention to use th

is solution for all G

overnm

ent‐ow

ned vessels. As a pilot, th

e solutio

n will be rolled ou

t to on

e vessel and

will engage ten users for a

2‐3 m

onth time pe

riod

. Following the pilot, Governm

ent w

ill evaluate whe

ther or n

ot to

im

plem

ent the

solution on

other vessels. This de

cision

will be based on

factors such as success of th

e pilot a

nd th

e readiness of staff on othe

r vessels to

utilize the ne

w te

chno

logy. For e

valuation pu

rposes, the

Propo

nent’s plan shou

ld be

limite

d to th

e pilot p

hase and

sub

sequ

ent implem

entatio

n to one

add

ition

al vessel.

oThe Prop

onen

t’s project implem

entatio

n plan

must include

but m

ay not be lim

ited to:

oA sum

mary of th

e organizatio

nal structure suggested

for the project;

oA propo

sed approach to

com

pleting the de

sign, con

figuration, im

plem

entatio

n and close‐ou

t effort, includ

ing

major m

ileston

es and

deliverables as described

on the PM

O web

site at

http://w

ww.ocio.gov.nl.ca/OCIO/pmo/sdlc.htm

l;

oA descriptio

n of th

e locatio

n whe

re services are to be provided

, including

all ne

cessary workspace fo

r the

project

team

, including

any

client or O

CIO resou

rces assigne

d to th

e project if req

uired. The

OCIO shall no

t make ph

ysical

space available for the services to

be provided

by the successful Propo

nent;

oA propo

sed approach to

managing a well‐structured and controlled data con

version includ

ing an

overview of its

data quality metho

dologies. Sam

ple data fo

r on

e vessel is provide

d in th

e do

cumen

t “MV Flande

rs M

ainten

ance

Instructions and

Inventory Listing”;

oA propo

sed approach to

add

ressing major process red

esign projects th

at involve the implem

entatio

n of new

COTS

techno

logy, othe

r value‐adde

d services and

recommen

datio

ns th

at will im

prove the success of th

e project; and

oA transitio

n/ change managem

ent p

lan and ho

w it will sup

port th

e organizatio

n’s ability to

train, build buy

‐in,

enable new

processes, com

mun

icate to stakeho

lders and supp

ort p

roject governance.

452

4.

PROPO

SED TEA

M

This will be an

outsourced project. The

Propo

nent will offer a te

am sufficient to

con

duct on‐site project m

anagem

ent, und

ertake

client relationship managem

ent, atten

d mon

thly Steering Co

mmittee

meetin

gs and

all othe

r tasks associated

with

implem

entatio

n and completion of all de

liverables includ

ing those ite

mized

in th

e OCIO SDLC as de

scribe

d on

the PM

O web

site at

http://w

ww.ocio.gov.nl.ca/OCIO/pmo/sdlc.htm

l.

The Prop

onen

t can

assum

e that th

e OCIO will perform

infrastructure changes but as an

outsourced project, th

e Prop

onen

t will be

respon

sible for p

rovision

ing all req

uired technical resou

rces fo

r im

plem

entatio

n of th

e prop

osed

COTS solution. The

OCIO will

452

Gov

ernm

ent o

f New

foun

dlan

d an

d La

brad

or

Offi

ce o

f the

Chi

ef In

form

atio

n O

ffice

r

OC

IO.1

112.

001

Vess

el M

aint

enan

ce M

anag

emen

t Sys

tem

Pa

ge 1

2

Re

quirem

ent

Score

provide technical expertise as req

uired for integration into Governm

ent’s prod

uctio

n en

vironm

ent.

The Prop

onen

t shall:

Provide an

organizational chart iden

tifying

all prop

osed

resou

rces and

their roles – this chart sho

uld includ

e client and

OCIO

person

nel and

their roles as well as Prop

onen

t resou

rces and

time commitm

ent e

stim

ates;

Provide a list o

f Propo

nent resou

rces propo

sed for the project team, ide

ntifying their roles in th

e project; and

Provide resumés, highlighting qu

alificatio

ns, relevant e

xperience and references.

5.

RESO

URC

E UTILIZA

TION PLA

N

The Prop

onen

t shall:

Provide a compreh

ensive plan for u

se of C

lient resou

rces such as sub

ject m

atter expe

rts; iden

tify roles and tim

e commitm

ent

estim

ates.

Describe Prop

onen

t expectatio

ns aroun

d ne

twork and commun

ication infrastructure, access to data centre, softw

are and othe

r third‐party prod

ucts, systems, m

odules, hardw

are and any othe

r requ

irem

ents.

CLEA

RLY ou

tline

what the

Propo

nent sees as ‘out of scope

’ for th

is project.

323

To

tal Points

2000

Gov

ernm

ent o

f New

foun

dlan

d an

d La

brad

or

Offi

ce o

f the

Chi

ef In

form

atio

n O

ffice

r

OC

IO.1

112.

001

Vess

el M

aint

enan

ce M

anag

emen

t Sys

tem

Pa

ge 1

3

Section 4.0 – High Level B

usiness Re

quirem

ents

The solutio

n must m

eet the

detailed bu

sine

ss req

uiremen

ts iden

tified in th

e Bu

sine

ss Req

uiremen

ts Docum

ent (BR

D) e

ntitled

‘Business Re

quirem

ents ‐ Ve

ssel

Mainten

ance M

anagem

ent System’ include

d in th

is package.

The following table contains high‐level req

uiremen

ts th

at sum

marize the more de

tailed requ

irem

ents con

tained

in th

e BR

D. The functio

nality de

scribe

d be

low is

mandatory in

the solutio

n prop

osed

. Prop

onen

ts shall use the space provided

in th

e table to describe in detail how

the prop

osed

solution meets each requ

irem

ent.

Prop

onen

ts m

ay adjust colum

n widths as necessary.

Scores will be allocated based on

how

thorou

ghly th

e solutio

n meets th

e requ

irem

ent.

# Re

quirem

ent

Score

Description

of h

ow each requ

irem

ent is m

et

1.

Vessels: The

VMMS must track inform

ation for

vessels op

erated

by the Governm

ent o

f New

foun

dland and Labrador fo

r provincial fe

rry

services. The

VMMS must a

lso track the system

s and eq

uipm

ent for each vessel along

with

eq

uipm

ent o

peratin

g tim

es. V

essels m

ay be

removed

from

ope

ratio

n over time, but it is

expe

cted

that th

e related inform

ation will be

maintaine

d for a

nalytical purpo

ses.

778

Gov

ernm

ent o

f New

foun

dlan

d an

d La

brad

or

Offi

ce o

f the

Chi

ef In

form

atio

n O

ffice

r

OC

IO.1

112.

001

Vess

el M

aint

enan

ce M

anag

emen

t Sys

tem

Pa

ge 1

4

# Re

quirem

ent

Score

Description

of h

ow each requ

irem

ent is m

et

2.

Equipm

ent: The

VMMS must m

aintain eq

uipm

ent

listin

gs, associated parts and othe

r inform

ation

requ

ired

for mainten

ance and

certification.

Equipm

ent e

xamples includ

e en

gine

s, ram

ps,

rudd

ers and gearbo

xes.

Inform

ation which m

ust b

e maintaine

d for

equipm

ent a

nd its related parts includ

es:

Manufacturer recom

men

ded mainten

ance

sche

dules;

Regulatory and

classificatio

n certificatio

n sche

dules;

Standard work orde

r tasks; and

Standard work orde

r instructions.

Mainten

ance and

certification sche

dules are either

calend

ar or meter based

.

556

Gov

ernm

ent o

f New

foun

dlan

d an

d La

brad

or

Offi

ce o

f the

Chi

ef In

form

atio

n O

ffice

r

OC

IO.1

112.

001

Vess

el M

aint

enan

ce M

anag

emen

t Sys

tem

Pa

ge 1

5

# Re

quirem

ent

Score

Description

of h

ow each requ

irem

ent is m

et

3.

Inventory: The

VMMS must track inventory parts

allowing staff to de

term

ine availability with

in th

e storage center. The

re is currently only on

e inventory locatio

n (W

hite Hills), but it m

ay be

decide

d to track the inventory located on

the

vessels as well.

Add

ition

al part inven

tory inform

ation which

shou

ld be captured

includ

es:

Total num

ber a

vailable;

Minim

um and

maxim

um accep

table inventory

levels fo

r each inventory locatio

n;

Manufacturer’s part num

bers;

Vend

or inform

ation; and

Estim

ated

cost.

556

Gov

ernm

ent o

f New

foun

dlan

d an

d La

brad

or

Offi

ce o

f the

Chi

ef In

form

atio

n O

ffice

r

OC

IO.1

112.

001

Vess

el M

aint

enan

ce M

anag

emen

t Sys

tem

Pa

ge 1

6

# Re

quirem

ent

Score

Description

of h

ow each requ

irem

ent is m

et

4.

Work Orders: The

VMMS must sup

port th

e sche

duling of m

ainten

ance and

certification work

orde

rs. Sched

uled

work orde

rs are gen

erated

based on

eith

er date or m

eter criteria.

Unsched

uled

mainten

ance work orde

rs are th

e result of a reactive repair. A

ny work orde

r which

cann

ot be completed

at the

current time (i.e., part

unavailability, re

fit schedule) is add

ed to

a defect

list.

The VM

MS must sup

port:

Mon

itoring

work orde

rs includ

ing those which

are du

e or overdue

;

Mon

itoring

defects;

Sche

duling and commun

icating work orde

rs;

Sche

duling and commun

icating de

fects;

Tracking

work orde

rs on a vessel‐by‐vessel

basis;

Maintaining

vessel w

ork order history; and

Maintaining

equ

ipmen

t and

parts work orde

r history.

778

Gov

ernm

ent o

f New

foun

dlan

d an

d La

brad

or

Offi

ce o

f the

Chi

ef In

form

atio

n O

ffice

r

OC

IO.1

112.

001

Vess

el M

aint

enan

ce M

anag

emen

t Sys

tem

Pa

ge 1

7

# Re

quirem

ent

Score

Description

of h

ow each requ

irem

ent is m

et

5.

Repo

rting: The

VMMS shou

ld provide

canne

d repo

rts as part o

f the

solution such as:

Sche

duled and un

sche

duled work orde

r repo

rts for a specific vessel or all vessels;

Work orde

r history repo

rts for a specific piece

of equ

ipmen

t for a vessel or all vessels.

Work orde

r history repo

rts (i.e., backlog,

forecast) for a spe

cific vessel or all vessels; and

Work orde

r history repo

rt fo

r a spe

cific part

for a vessel or a

ll vessels.

The VM

MS shou

ld gen

erate repo

rts in an

electron

ic fo

rmat and

have the functio

nality to

create ad ho

c repo

rts by end

users.

333

3000

Gov

ernm

ent o

f New

foun

dlan

d an

d La

brad

or

Offi

ce o

f the

Chi

ef In

form

atio

n O

ffice

r

Section 5.0 –Techn

ical and

Gen

eral Req

uiremen

ts

# Re

quirem

ent

Score

Description

of h

ow each requ

irem

ent is m

et

Inform

ation Managem

ent R

equiremen

ts

1.The App

lication shou

ld have the ability to

purge data based on

an

approved

RRD

S (Records Reten

tion and Dispo

sitio

n Sche

dule)

with

: Proced

ures detailing the process.

The ability to

delay th

e disposition

process in

the even

t that

data is req

uired for on

going litigation, pub

lic req

uests for

inform

ation through the Access to Inform

ation an

d Protectio

n of Privacy Act, aud

its, etc.

The ability to

produ

ce a dispo

sitio

n repo

rt.

113

2.The App

lication shou

ld m

aintain an

Aud

it trail w

hich captures at a

minim

um:

Add

ition

s/ m

odificatio

ns to

user access rights/ permission

s;

Any and

all actio

n taken on

an electron

ic record or its

metadata;

The iden

tity of th

e user carrying ou

t the

action; and

The date and

time of th

e actio

n.

The Aud

it trail:

may not be altered, and

shou

ld be retained

as long

as the record to

which it pertains.

113

Technical Req

uiremen

ts

3.Describe the prop

osed

solution’s archite

cture includ

ing n‐tie

r de

ploymen

t, com

mun

ication protocols, integration, security

and

usability. Please highlight alignm

ent to indu

stry stand

ards and

OCIO best p

ractices referred to in

the Enterprise Architecture

Techno

logy Binde

r. Con

tact OCIORF

[email protected] for a copy

of

this binde

r.

264

4.Describe ho

w th

e system

sup

ports strong

encryption in transit

(e.g. H

TTPS / TLS 128bit). D

escribe in written

and

graph

ical

form

at how

this is accom

plishe

d.

189

OC

IO.1

112.

001

Vess

el M

aint

enan

ce M

anag

emen

t Sys

tem

Pa

ge 1

8

Gov

ernm

ent o

f New

foun

dlan

d an

d La

brad

or

Offi

ce o

f the

Chi

ef In

form

atio

n O

ffice

r

5.Describe ho

w th

e prop

osed

solution provides th

e ability to

structure roles and bu

sine

ss fu

nctio

ns fo

r clear segregatio

n of

dutie

s (e.g. Segregation of adm

inistration and user fu

nctio

nality).

264

6.Describe ho

w th

e prop

osed

solution store logs securely in its

logging subsystem.

113

7.The Prop

onen

t must include

diagram

(s) that ind

icate protocols

and po

rts used

by the compo

nents in each of th

e tie

rs and

be

tween tie

rs. The

propo

sed solutio

n must m

eet o

r exceed

OCIO’s guide

lines as de

fined

in th

e Enterprise Architecture

Techno

logy Binde

r. Con

tact OCIORF

[email protected] for a

cop

y of

this binde

r.

264

Gen

eral Req

uiremen

ts

8.Describe mod

els of sup

port available du

ring

and

after th

e warranty pe

riod

. Propo

nent sup

port options m

ay includ

e:

Helpd

esk (describe issue escalatio

n protocols)

Direct a

ccess to local implem

entatio

n/ sup

port te

am

Mainten

ance and

/ or te

chnical hotline supp

ort services plan

Other

189

9.The Prop

onen

t must d

escribe their ability to

provide

sup

port

unde

r the

following term

s. At a

minim

um, the

Governm

ent w

ould

requ

ire supp

ort

During regular b

usiness ho

urs (8 am – 5 pm)

New

foun

dland Time for regular bu

sine

ss ope

ratio

ns; and

During up

grades or pe

ak times, G

overnm

ent w

ould

requ

ire supp

ort o

utside

regular business ho

urs includ

ing

weekend

s.

189

OC

IO.1

112.

001

Vess

el M

aint

enan

ce M

anag

emen

t Sys

tem

Pa

ge 1

9

Gov

ernm

ent o

f New

foun

dlan

d an

d La

brad

or

Offi

ce o

f the

Chi

ef In

form

atio

n O

ffice

r

OC

IO.1

112.

001

Vess

el M

aint

enan

ce M

anag

emen

t Sys

tem

Pa

ge 2

0

10.

Training

Req

uiremen

ts

Training

req

uiremen

ts iden

tify all users, help de

sk and

sup

port

training

req

uired.

The Prop

onen

ts are req

uired to provide

their Training

Strategy

and Training

Plan for the

Project.

The Training

Plan at a m

inim

um m

ust include

iden

tification of # of

traine

es, level of training, sched

ule of training, location of training

and associated

costs. This wou

ld be based on

the Prop

onen

t’s

prior expe

rien

ce in

sim

ilar im

plem

entatio

n – size and

scope

.

The training

plan and strategy sho

uld at a m

inim

um con

side

r technical training as well as en

d user training.

Training

costs m

ust b

e broken

dow

n by year as per project plan.

113

11.

The Prop

onen

t must d

escribe the licen

sing

requ

irem

ent,

includ

ing plug

‐ins and software ne

eded

, as well as paym

ent

sche

dule fo

r Develop

men

t, Training, Testin

g, Staging

and

Prod

uctio

n en

vironm

ents.

189

Total

2000

Gov

ernm

ent o

f New

foun

dlan

d an

d La

brad

or

Offi

c e o

f the

Chi

ef In

form

atio

n O

ffice

r

OC

IO.1

112.

001

Vess

el M

aint

enan

ce M

anag

emen

t Sys

tem

Pa

ge 2

1

Section 6.0 – Fina

ncial Propo

sal R

equiremen

ts

Prop

onen

ts are re

quired

to sub

mit in th

eir Financial Propo

sal, annu

al costs fo

r profession

al services and software. In

this regard, propo

nents

shou

ld indicate th

e approp

riate sche

dule fo

r procurem

ent o

f softw

are licen

ses for de

velopm

ent, staging, testin

g and prod

uctio

n en

vironm

ents

as described

in th

e Project P

lan. It is expected that th

e OCIO wou

ld procure produ

ction licen

ses prior to th

e sche

duled im

plem

entatio

n of th

e solutio

n.

In th

e Financial Propo

sal Cost B

reakdo

wn Tables below

, Propo

nents may add

row

s as necessary but shall no

t delete any rows. If a

n ite

m is not

applicable, insert N

/A in

descriptio

n and cost colum

ns.

The Prop

onen

t is expe

cted

to item

ize all costs th

at, to its kno

wledge, will ultimately be

billed

to th

e OCIO.

It is TW’s intention to use th

is solution on

all governmen

t‐ow

ned vessels. As a pilot, th

e solutio

n will be rolled ou

t to on

e vessel and

will

engage te

n users for a 2‐3 mon

th time pe

riod

. Following the pilot, Governm

ent w

ill evaluate whe

ther or no

t to im

plem

ent the

solution on

othe

r vessels. This de

cision

will be based on

factors such as success of th

e pilot a

nd th

e readiness of staff on othe

r vessels to utilize the ne

w

techno

logy. Propo

nents must p

rovide

costs fo

r the pilot p

hase as well as increm

ental costs fo

r the othe

r vessels.

Respon

se Req

uiremen

ts

Score

6.1

The Prop

onen

ts m

ust sho

w in

their F

inancial Propo

sals, the

cost for travel, accom

mod

ations, per diem etc.

All costs must b

e in Canadian Dollars (C

DN$).

6000

Total Points

6000

Gov

ernm

ent o

f New

foun

dlan

d an

d La

brad

or

Offi

c e o

f the

Chi

ef In

form

atio

n O

ffice

r

OC

IO.1

112.

001

Vess

el M

aint

enan

ce M

anag

emen

t Sys

tem

Pa

ge 2

2

Fina

ncial Propo

sal Cost B

reakdo

wn Tables

One

‐tim

e Co

sts: Propo

nent m

ust iden

tify all costs associated

with im

plem

entation

on first pilo

t vessel.

Description

Description

/ Com

men

ts

Cost

Prod

uctio

n Environm

ent

Develop

men

t Environ

men

t

Testing Environm

ent

Training

Environ

men

t

Software Licenses

Staging Environm

ent

Plug

‐ins, add

itiona

l software licen

ses

(list)

System

implem

entation

Item

ize activ

ities associated with

the im

plem

entatio

n of th

e solutio

n includ

ing those activities th

at align with

the OCIO’s SDLC as de

scribe

d on

the PM

O

web

site at h

ttp://www.ocio.gov.nl.ca/OCIO/pmo/sdlc.htm

l. Row

s may be adde

d as req

uired.

Profession

al Services

Travel and

accom

mod

ations

Office space rental

(office accommod

ations fo

r Prop

onen

t project te

am

mem

bers as well as Governm

ent e

mployees assigned

to

the project)

Other (itemize)

Subtotal

HST

Total O

ne‐tim

e Co

sts

Gov

ernm

ent o

f New

foun

dlan

d an

d La

brad

or

Offi

c e o

f the

Chi

ef In

form

atio

n O

ffice

r

OC

IO.1

112.

001

Vess

el M

aint

enan

ce M

anag

emen

t Sys

tem

Pa

ge 2

3

Costs Pe

r Add

itiona

l Vessel

Prop

onen

t must indicate all costs associated

with im

plem

entation

of the

solution on

each ad

dition

al vessel.

Description

Description

/ Com

men

ts

Cost

Software Licenses – Produ

ction En

vironm

ent

Plug

‐ins, add

itiona

l softw

are licen

ses (item

ize)

System

Implem

entation

(Professiona

l Services)

Travel and

accom

mod

ations

Other (itemize)

Subtotal

HST

Total Cost p

er Add

itiona

l Vessel

Gov

ernm

ent o

f New

foun

dlan

d an

d La

brad

or

Offi

ce o

f the

Chi

ef In

form

atio

n O

ffice

r

OC

IO.1

112.

001

Vess

el M

aint

enan

ce M

anag

emen

t Sys

tem

Pa

ge 2

4

Recurring costs

Description

Co

mmen

ts

Year 1

Year 2

Year 3

Year 4

Year 5

Total (sum of

Years 1 to 5)

Mainten

ance and

supp

ort

Other (itemize)

HST

Total R

ecurring

Costs

Rate tab

le fo

r the variou

s type

s of resou

rces used on

the project. Add

roles as ap

plicab

le:

Role

Hou

rly Ra

te

Project M

anager