SERVICES, LANGUAGE TRAINING PROGRA

Trade Agreement: WTO-AGP/NAFTA/AIT/Canada FTAs with Peru/Colombia/Panama Tendering Procedures: Attachment: None Non-Competitive Procurement Strategy: Government Objectives Representing Best Interests/Value to Govt Comprehensive Land Claim Agreement: No Vendor Name and Address: Language Research Development Group 1407 Saint Alexandre St., Montreal Quebec Canada H3A2G3 Nature of Requirements:

Note : The text below was amended to change the formatting of the text only. No changes were made to the content.

1. Advance Contract Award Notice (ACAN)

An ACAN is a public notice indicating to the supplier community that a department or agency intends to award a contract for goods, services or construction to a pre-identified supplier, thereby allowing other suppliers to signal their interest in bidding, by submitting a statement of capabilities. If no supplier submits a statement of capabilities that meets the requirements set out in the ACAN, on or before the closing date stated in the ACAN, the contracting officer may then proceed with the award to the pre-identified supplier.

2. Definition of the requirement

2.1 Background

Veterans Affairs Canada (VAC) exists to repay the nation's debt of gratitude toward those whose courageous efforts have given us this legacy, and have contributed to our growth as a nation. Among the significant responsibilities of the Department of Veterans Affairs Act, the Minister of Veterans Affairs is charged with the care, treatment, or re-establishment in civil life of any person who served in the Canadian Forces or merchant navy or in the naval, army or air forces or merchant navies of Her Majesty, of any person who has otherwise engaged in pursuits relating to war, and of any other person designated and the care of the dependants or survivors of any person referred to.

As a service oriented department, VAC is committed to serving our clients in the official language of their choice. To meet this commitment, an appropriate level of bilingual positions has been established in our Head Office as well as in offices across Canada. Our operating environment requires that we maintain strong language levels at all levels throughout the Department. Further, there has been a move away from staffing positions with a non-imperative requirement.

In 2012, delivery of second language learning programs was decentralized from the Canada School of the Public Service (CSPS) to departments. As such, VAC is responsible for the delivery of second language programs for employees across Canada. It is significant to note that our Head Office is located in Charlottetown, PEI and that significant regional offices are dispersed in somewhat distant locations where the public demand for second language training is low.

VAC has developed a Second Language Learning Strategy to coordinate the approach of language training in the Department. The strategy offers a flexible framework in which managers can make prudent and consistent decisions regarding language training needs. A key objective of the strategy is to improve Service to Clients. We must have a flexible learning model wherein employees' needs are met based on specific learning needs/preferences/accessibility.

The Supplier must offer equitable access to French and English second language training through innovative and intelligent language instruction software with flexible options for one-on-one tutoring (by phone or in person) and group learning opportunities with qualified language teachers.

LRDG software requires no additional 3rd party software. The products have been tested on all environments of desktop, laptop, work station and server environments and are fully compatible from Windows 98 through Windows 7, including Vista. The vendor does not require maintenance fees and VAC IT has demonstrated the software can be easily distributed in all VAC locations.

2.2 Objective

The objective is to provide full-time and part-time second language training, in French and English to employees of VAC across Canada in order to:

a. ensure that clients can be served in the official language of their choice;

b. ensure the quality of our services in both official languages;

c. promote the use of both official languages in the workplace; and

d. establish a bilingual workplace.

2.3 Scope of Work

VAC is looking for a solution which comprises eight components

a. a computer-based training delivered via a self-contained software product installed on individual computers (CD-ROM or DVD-ROM);

b. a subscription-based training delivered via a web portal;

c. a tutor-led training delivered in classroom, in virtual classroom and by telephone;

d. a language proficiency level evaluation delivered by a web portal;

e. an on-site SLE preparation course;

f. a virtual SLE preparation course;

g. a tutor-led SLE preparation session; and

h. virtual lunch and learn sessions for oral maintenance.

The proposed solution must also comply with the following principles:

a. The second language training must be provided at the levels A, B, and C in accordance with the Government of Canada Qualification Standards in Relation to Official Languages (http://www.tbs-sct.gc.ca/gui/squn03-eng.asp).

b. The second language training must be flexible to accommodate different employee schedules.

Tutor-led training

- Classroom training Estimated number of students per year* = 120 Estimated number of hours per year = 2000

- Virtual classroom training Estimated number of students per year* = 15 Estimated number of hours per year = 1650

- Telephone training Estimated number of students per year* = 75 Estimated number of hours per year = 3650

- SLE Preparation Estimated number of students per year* = 68 Estimated number of hours per year = 2500

* Due to the transitional period that VAC has been undergoing since the Canada School of the Public Service has decentralized responsibility for second language training, these figures are based on the usage of the past year. For each category, the actual usage may be more or less than the estimated figures.

Estimated number of perpetual licenses** required

Self-contained software (CD-ROM or DVD-ROM) = 25

** Perpetual licenses: a perpetual license must allow VAC to use the licensed software indefinitely. It must also allow VAC to download all updates to the software and to receive technical support. After the one year period ends, VAC can choose to remain with the last version downloaded or to purchase a 1year updates and support package, for 20% of the license price. There are no penalties for letting updates and support lapse for a while before purchasing an annual package.

2.4 Technical Environment

The self-contained software and the web portal must run and function properly when implemented in the technical environment described below:

- Windows 98 through Windows 7, including Vista

- Must be compatible with Internet Explorer version 8 and above running on Microsoft Windows 7 Service Pack 1.

- Must be able to be packaged and delivered as a virtual application using Microsoft Application Virtualization technology (App-V) version 4.6.

2.5 Contractor's Responsibilities

a. The Contractor must hold all intellectual property rights for the software, the web-portal and for all teaching materials;

b. When tutoring services are provided online or by telephone, the Contractor must bear the costs for calls and any other costs associated with the delivery of online services;

c. For the classroom tutoring, the Contractor must bear the costs for travel and living expenses;

d. For the classroom tutoring, the Contractor must provide teaching aids such as pocket dictionaries and English and French verb conjugation books at no additional cost to VAC;

e. The Contractor must provide technical assistance for the software and the web portal at no additional cost to VAC. The technical assistance for the software and the web portal must be available 5 days per week, from Monday to Friday, between 9 am and 4 pm in all Time Zones throughout Canada;

f. The Contractor must deliver the software package (CD-ROM or DVD-ROM, and the softwaredocumentation) to the Technical Authority, 10 calendar days following the issuing of a Task Authorization;

g. The Contractor must replace any defective CD-ROM or DVD-ROM within 5 calendar days at no additional cost to VAC;

h. If an instructor is absent, the Contractor must replace it by an instructor with the minimum qualifications as stated in point g) and h), under Tutor Services Requirements; and

i. The Contractor must distribute and ask each student to fill out the satisfaction forms at the end of their training. The Contractor must then forward the completed satisfaction forms to the Technical Authority.

2.6 VAC's Responsibilities

a. VAC will provide the facilities and equipment required for the classroom tutoring;

b. VAC must ensure that each user is following its training plan as scheduled.

c. VAC's users must provide a 24 hours' notice to the Contractor to cancel a training session with an instructor.

2.7 Location

Classroom tutoring services must be provided on an as and when requested basis in the following cities:

Province of Alberta Cities: Calgary, Cold Lake and Edmonton

Province of British Columbia Cities: Vancouver, Victoria, Penticton and Kelowna

Province of Manitoba Cities: Winnipeg and Brandon

Province of New Brunswick Cities: Campbellton and Saint John

Province of Newfoundland and Labrador Cities: St John's and Corner Brook

Province of Nova Scotia Cities: Halifax, Sydney and Dartmouth

Province of Ontario Cities: Ottawa, Mississauga, Hamilton, Kingston, London, North Bay, Pembroke,

Peterborough, Toronto, Scarborough, Trenton, Windsor, Thunder Bay and Kirkland Lake

Province of Prince Edward Island City: Charlottetown

Province of Québec Cities: Ste Anne de Bellevue, Montréal, Gatineau and Québec

Province of Saskatchewan Cities: Regina and Saskatoon

3 Criteria for assessment of the Statement of Capabilities

3.1 Software Criteria

a. The software must deliver, enable and support bilingual language training in French and English;

b. The software must enable users to maintain and improve their language skills in accordance with the Government of Canada Qualification Standards in Relation to Official Languages;

c. The software must provide a fully interactive self-study modular, CD-ROM or DVD-ROM based French and English language training program;

d. The software must provide language software with all run time licenses required for proper execution included in the DVD or CD package;

e. The software must be able to run and function properly within the technical environment described above, including any laptop or desktop without the requirement to connect to any outside server for any reason whatsoever;

f. The software must enable users to assess their language proficiency based on the Government of Canada Qualification Standards in Relation to Official Languages;

g. The software must provide language training content at the levels A, B, and C in accordance with the Government of Canada Qualification Standards in Relation to Official Languages;

h. The software must enable users to start their training at the appropriate proficiency level based on the Government of Canada Qualification Standards in Relation to Official Languages;

i. The software must enable users to prepare individually for Second Language Evaluation tests (English and French) prescribed by the Public Service Commission of Canada.

3.2 Web Portal Criteria

a. The web portal must deliver, enable and support bilingual language training in French and English;

b. The web portal must enable users to maintain and improve their language skills in accordance with Government of Canada Qualification Standards in Relation to Official Languages;

c. The web portal must be able to run and function properly within the technical environment described above, including any laptop, desktop or server;

d. The web portal must enable users to assess their language proficiency based on the Government of Canada Qualification Standards in Relation to Official Languages;

e The web portal must provide language training content at the levels A, B, and C in accordance with the Government of Canada Qualification Standards in Relation to Official Languages;

f. The web portal must enable users to start their training at the appropriate proficiency level based on the Government of Canada Qualification Standards in Relation to Official Languages;

g. The web portal must enable users to prepare individually for Second Language Evaluation tests (English and French) prescribed by the Public Service Commission of Canada.

h. The web portal must be available 24 hours a day/ 7 days a week/ 365 days a year;

i. The web portal must enable users to register and provide personal data in an automated and secure environment;

j. The web portal must enable customization of access rights and grouping of users;

k. The web portal must enable users to access their personal profile via a password, including their training schedule (number of hours of training per week and the course schedule with the tutor);

l. The web portal must enable administrators to monitor activities and usage of all users;

m. The web portal must enable administrators to download usage reports;

n. The web portal must enable administrators to track the hours billed for any training session and enable administrators to download invoices.

o. The web portal must ensure the security of personal data and information.

3.3 Tutor Services Criteria

a. Tutoring services must deliver, enable and support bilingual language training in French and English in accordance with the Government of Canada Qualification Standards in Relation to Official Languages;

b. Tutoring services must enable students to maintain and improve their language skills in accordance with Government of Canada Qualification Standards in Relation to Official Languages;

c. Tutoring services must be delivered on an as and when requested basis in classroom, in virtual classroom and by telephone;

d. Classroom tutoring must be provided to groups of up to 10 people;

e. Each virtual classroom must be able to accommodate a minimum of 3 people simultaneously;

f. Telephone tutoring must be provided on an individual basis;

g. Tutoring services must be available 5 days per week, from Monday to Friday, between 8 am and 6 pm in all Time Zones throughout Canada.

h. Tutoring services must be delivered by instructors who are able to speak, read and write fluently in French and English.

i. Tutoring services must be delivered by instructors who each hold a bachelor degree or a higher degree in education delivered by a recognized institution***.

*** Recognized institution: recognized by the Department of Education of any Canadian province, or by either credential assessment organizations listed on the following website: http://www.cicic.ca/

3.4 Proficiency Level Evaluation Criteria

a. The Contractor must evaluate, online or by telephone, each user to determine their proficiency level for each of the three language skills (written comprehension in the second official language; written expression in the second official language; and oral proficiency in the second official language) according to the Government of Canada Qualification Standards in Relation to Official Languages (http://www.tbs-sct.gc.ca/gui/squn03-eng.asp);

b. Once the evaluation is completed, the Contractor must submit the results to the administrator and provide a training plan tailored to the proficiency level of each user(levels A, B, or C and the estimated number of hours of training).

4. Applicability of the trade agreements to the procurement

This procurement is subject to the following trade agreements

a. Agreement on Internal Trade (AIT);

b. North American Free Trade Agreement (NAFTA);

c. World Trade Organization - Agreement on Government Procurement (WTO-AGP).

5. Justification for the Pre-Identified Supplier

The pre-identified supplier was selected based on the following capabilities:

LRDG is the only known supplier capable of offering a fully interactive self-study computer-based language training delivered via a self-contained software product installed on individual computers (CD-ROM or DVD-ROM) and a computer-based language training delivered via a web portal, in French and English, which include audio and video segments, self-assessment capabilities, exercises, reference manuals, and a tutor-led language training delivered by qualified instructors, in classroom, in virtual classroom, and by telephone.

6. Government Contracts Regulations Exception

The following exception to the Government Contracts Regulations is invoked for this procurement under subsection 6 (d) only one person is capable of performing the work.

7. Exclusions and/or Limited Tendering Reasons

Exclusions and/or limited tendering reasons are invoked under the following agreements:

a. Agreement on Internal Trade (AIT) - Articles 506.12 (a) and 506.12 (b) under Annex 4.4;

b. North American Free Trade Agreement (NAFTA) - Article(s) 1016.2 (b) and 1016.2 (d);

c. World Trade Organization - Agreement on Government Procurement (WTO-AGP) - Article XV (b).

8. Ownership of Intellectual Property

Ownership of any Foreground Intellectual Property arising out of the proposed contract will vest in the Contractor.

9. Period of the proposed contract or delivery date

The proposed contract period is from date of contract award to one (1) year inclusive, with an irrevocable option to extend the period of contract by up to two (2) addtional periods of one (1) year each, under the same terms and conditions.

10. Cost estimate of the proposed contract

The estimated value of the contract, including the option, is $1,354,940.00 (GST/HST included).

11. Name and address of the pre-identified supplier

Language Research Development Group 1407, rue Saint-Alexandre Montreal, Quebec, H3A 2G3

12. Suppliers' right to submit a statement of capabilities

Suppliers who consider themselves fully qualified and available to provide the goods and services described in the ACAN may submit a statement of capabilities in writing to the contact person identified in this notice before the closing date.The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.

13. Closing date for a submission of a statement of capabilities

The closing date and time for accepting statements of capabilities is August 11, 2014 at 2:00 p.m. EDT (Eastern Daylight Time).

14. Inquiries and submission of statements of capabilities

Inquiries and statements of capabilities are to be directed by email to the following person:

Contracting Authority: Mohamed Souleiman Supply Specialist

Address: Public Works and Government Services Canada (PWGSC) Portage III, 10C1, unit XX, Laurier Street, Gatineau, Quebec, K1A 0S5

Email: Mohamed.Souleiman@pwgsc-tpsgc.gc.ca

Delivery Date: Above-mentioned

You are hereby notified that the government intends to negotiate with one firm only as identified above. Should you have any questions concerning this requirement, contact the contracting officer identified above.

An Advance Contract Award Notice (ACAN) allows departments and agencies to post a notice, for no less than fifteen (15) calendar days, indicating to the supplier community that it intends to award a good, service or construction contract to a pre-identified contractor. If no other supplier submits, on or before the closing date, a Statement of Capabilities that meets the requirements set out in the ACAN, the contracting authority may then proceed with the award. However, should a Statement of Capabilities be found to meet the requirements set out in the ACAN, then the contracting authority will proceed to a full tendering process.

Suppliers who consider themselves fully qualified and available to provide the services/goods described herein, may submit a statement of capabilities in writing to the contact person identified in this Notice on or before the closing date of this Notice. The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.

The PWGSC file number, the contracting officer's name and the closing date of the ACAN must appear on the outside of the envelope in block letters or, in the case of a facsimile transmission, on the covering page.

The Crown retains the right to negotiate with suppliers on any procurement.

Documents may be submitted in either official language of Canada.