ACAN - Training facilities and accommodations

1. Advanced 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, a contract will be awarded to the pre-identified supplier.

2. Definition of the requirement

The Department of National Defence (DND) has a requirement for training facilities and accommodations for up to thirty (30) Canadian Forces personnel participating in Back Country Ski training and Avalanche training. The accommodation and training facilities will be required for one (1) training period per year. Each training period will consist of a consecutive duration including weekends of three (3) to five (5) weeks during November and December timeframe, and must occur during this period. The work will involve the following:

a. Training Facilities

The Contractor must provide following for the entire training period

i. Exclusive use of a back country ski area with elevation reaching up to 10,000 feet Mean Sea Level (MSL) and a minimum of 200 square kilometers of skiable mountain terrain to include below treeline, alpine and glacier terrain for alpine touring ski mountaineering, Canadian Avalanche Association (CAA) avalanche rescue and awareness training, and live small arms weapon training. This area must further include complex terrain, not suitable for walking, that will require the use of climbing techniques;

ii. A training facility within 400km of Banff, Alberta due to restrictions of contracting CAA to provide Avalanche Training;

iii. A training facility with projected snow conditions to support alpine touring ski mountaineering and avalanche training;

iv. One classroom including whiteboard, computer/projection system capable of supporting PowerPoint and video files, and tables and chairs for up to thirty (30) DND personnel available from 0800-2100hrs daily;

v. Access to ski tuning facility with bench equipment, adjustment tools, and waxing hardware for instructional sessions for up to thirty (30) DND personnel during instruction and bench demonstrations;

vi. Access to a room designated for first aid medical support, containing a minimum of one (1) table and all related medical equipment in support of Workers’ Compensation Board Occupational First Aid (WCB OFA) Level 3;

vii. Access to laundry facilities that includes at least two (2) washers and three (3) dryers for individual loads;

viii. Access to weather plot instrumentation for weather advisory information. Weather plot equipment must be in accordance with CAA Observation Guidelines and Recording Standards;

ix. Access to a storage area, minimum size 10’ x 15’ or equivalent that can accommodate equipment for up to thirty (30) DND personnel with 50 Litres of equipment per person. The area must provide space as well as hooks to hang equipment in open air for drying purposes;

x. A separate storage area, minimum size 10’ x 10’ or equivalent to store additional equipment such as but not limited to: climbing gear, ruck sacks, duffel bags, and ropes. The area must provide space as well as hooks to hang equipment in open air for drying purposes; and

xi. Daily access to (four) 4 snowmobiles, fuel, recovery and maintenance shall be provided as required.

b. Accommodations

The contractor must provide up to fifteen (15) double rooms to accommodate up to thirty (30) DND personnel for each training period. Each room must have its own washroom facility. The exact number of personnel will be confirmed prior to each training event.

c. Janitorial Services

The Contractor must provide janitorial services for all accommodation facilities. Janitorial services must be provided a minimum of three (3) times per week, during week days, between the hours of 0800hrs and 1600hrs local time.

d. Meals

The Contractor must provide three (3) served meals per day (breakfast, lunch, dinner), and a late snack for up to thirty (30) DND personnel during each training period. All meals services must be provided in accordance with the standard meal requirements (Appendix 1) and the standard portion size per meal (Appendix 2).The Contractor must provide the proposed menu to DND for approval, no less than fifteen (15) days prior to the commencement of a training event. All breakfast and dinner meals shall be served in the kitchen facility. For lunch meals, the Contractor must provide such meals either in the kitchen facility served by the Contractor, or in disposable individual cardboard boxes (boxed lunch), capable of being transported by DND. DND will advise the Contractor no less than forty-eight (48) hours in advance for any boxed lunch meal requirements. Late snacks can be set out and made available to personnel following the dinner service, and must be left out in the kitchen facility for self-serve by DND personnel.

e. Transport between lodge facility and mountain area

Contractor must provide transportation for up to thirty (30) DND personnel with snow cats from vehicle parking (provided by Contractor) to the accommodation facility for the entire training period. Exact pick-up and drop off timings will be confirmed on site by the Technical Authority (TA). Snow Cat trails must be usable prior to DND arriving in location.

3. Criteria for assessment of the Statement of Capabilities (Minimum Essential Requirements)

Any interested suppliers must demonstrate by way of a Statement of Capabilities that it meets the following requirements:

- capability of providing a back country ski area with elevation reaching up to10, 000 feet Mean Sea Level (MSL) - capability of providing a minimum of 200 square kilometers of skiable mountain terrain - capability of providing a training area to conduct live fire exercise - capability of providing a training facility within 400 km of Banff, Alberta - capability of having projected snow conditions in the training area for conducting alpine skiing and avalanche training - capability of providing accommodation for up to thirty personnel at the same time - capability of providing janitorial services for all accommodation facilities - capability of providing meal services in accordance with the Standard meal requirements - capability of providing transportation services between lodge facility and mountain area during the training period.

4. Applicability of the trade agreement to the procurement

This procurement is subject to the following trade agreement(s) (insert the applicable trade agreements:

?Agreement on Internal Trade (AIT) ?World Trade Organization - Agreement on Government Procurement (WTO-AGP)

5. Justification for the Pre-Selected Supplier

Sole Source Justification is supported by the following

Chatter Creek Mountain Lodges Ltd. is considered to be the only known source that complies with all the essential qualifications listed above and is capable of performing the Work.

6. Government Contract Regulations Exception

The following exception to the Government Contract Regulation is invoked for the procurement: PART 1, Section 6 (d), “only one person is capable of performing the contract”.

7. Exclusions and/or Limited Tendering Reasons

Agreement on Internal Trade (AIT) - Article 506 Paragraph 12 (b), where there is an absence of competition for technical reasons and the goods or services can be supplied only by a particular supplier and no alternative or substitute exists.

World Trade Organization-Agreement of Government Procurement (WTO-AGP) – Article XV (15), Paragraph 1 (b), the products or services can be supplied only by a particular supplier and no reasonable alternative or substitute exists.

8. Ownership of Intellectual Property

There is no Intellectual Property arising out of the proposed contract.

9. Period of the proposed contract

The Contract will be for one (1) year with four (4) one-year option periods.

10. Cost estimate of the proposed contract

The Contract has a total all-inclusive estimated value of $648,000.00CDN (applicable taxes extra).

11. Name and address of the pre-identified Supplier

Chatter Creek Mountain Lodges Ltd, Golden, B.C. V0A, 1H0

12. Suppliers’ right to submit a Statement of Capabilities

Suppliers who consider themselves fully qualified and available to meet the specified requirements may submit a Statement of Capabilities in writing to the Contracting Authority 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.

13. Closing date for a submission of a Statement of Capabilities

The closing date and time for accepting Statements of Capabilities is 07 October 2014 at 14:00 EDT.

14. Inquiries and submission of Statement of Capabilities

Inquiries and Statements of Capabilities are to be directed to

DSvcsC4Contracting-DCSvcs4Contrats@forces.gc.ca

Director Services Contracting (D Svcs C) Point of Contact: Sarada Dutta Solicitation Number: DND2014/0019298 Closing date and time: 07-10-2014 at 14:00 EDT

Note to Suppliers: Individual e-mails exceeding five (5) megabytes, or that include other factors such as embedded macros and/or links, may be rejected by the DND e-mail system and/or firewall(s) without notice to the Supplier or D Svcs C Point of Contact (POC). Larger documents may be submitted through more than one e-mail. The D Svcs C POC will confirm receipt of documents if any. It is the Supplier’s responsibility to ensure that the D Svcs C POC has received the entire document. Suppliers must not assume that all documents have been received unless the D Svcs C POC confirms receipt of each document. In order to minimize the potential for technical issues, Suppliers are requested to allow sufficient time before the closing time and date to confirm receipt. Documents received after the closing time and date will not be accepted.