TBIPS IC183215 - P.10 Project Scheduler and B.14 Technical Writer - L3

Question #9 and #10 received and has been attached. *********************************************************************************************** Document for the clarification to question #2 and #8 has been attached. *********************************************************************************************** AMENDMENT #1 Extend closing date of solicitation to February 3rd, 3017 at 2:00 pm (EST). *********************************************************************************************** NOTICE OF PROPOSED PROCUREMENT (NPP) For TASK BASED INFORMATICS PROFESSIONAL SERVICES (TBIPS) GSIN: R006 and R019 Reference Number: N/A Solicitation Number: IC183215 Organization Name: Industry Canada – Canadian Intellectual Property Office Solicitation Date: 2017-01-11 Closing Date: 2017-01-27 02:00 PM Eastern Daylight Saving Time EDT Anticipated Start Date: 2017-03-01 Estimated Delivery Date: N/A Estimate Level of Effort:   240 days / year Contract Duration: The initial contract period will be from date of contract award and ends one (1) year after with two (2) irrevocable option to extend it for one (1) year. Solicitation Method: Competitive Applicable Trade Agreements: WTO-AGP, NAFTA, AIT, Canada-Chile, Canada-Colombia, Canada-Panama, Canada-Peru Comprehensive Land Claim Agreement Applies: No Number of Contracts: 1 Requirement Details Tendering Procedure: Selective Tendering This requirement is open only to those TBIPS Supply Arrangement Holders who qualified under Tier 1 for services in the National Capital Region for the following category: One (1) Level 3 Project Scheduler One (1) Level 3 Technical Writer The following SA Holders have been invited to submit a proposal: A. Net Solutions Inc. Accenture Inc. ADGA Group Consultants Inc. ADRM Technology Consulting Group Corp. and Randstad Interim Inc BP & M Government IM & IT Consulting Inc. Calian Ltd. Confluence Consulting Inc. Coradix technology Consulting Ltd. Donna Cona Inc. Emerion FoxRed Consulting Inc. Interis Consulting Inc. IT/Net - Ottawa Inc. Maplesoft Consulting Inc. MGIS Inc. Michael Wager Consulting Inc. Mindwire Systems Ltd. Modis Canada Inc Promaxis Systems Inc Randstad Interim Incorporated S.i. Systems Ltd. Veritaaq Technology House Inc. PROJECT OVERVIEW TITLE Project Scheduler and Technical Writer for the CIPO IT Modernization Program OBJECTIVE CIPO IT Modernization Program Office has a requirement for an experienced Project Scheduler and a Technical writer Consultant to assist the Program Director in the oversight, coordination of the delivery of various CIPO IT Modernization Program activities. The resources will be required to assist with the management, support, guidance, and oversight of CIPO IT Modernization Investment Program. BACKGROUND The current state of the Canadian Intellectual Property Office’s (CIPO) Information Technology (IT) systems impacts the organization’s ability to fulfill its vision and mandate in an effective manner. Outdated IT systems also constrain CIPO from operating efficiently, and have affected its capacity to meet modern-day demands and business needs of its customers. Furthermore, the cost of maintaining multiple systems that cannot be integrated poses a serious financial and operational risk for the organization. In 2013, a CIPO IT Modernization initiative was established to replace outdated, aging, costly and inflexible legacy IT systems with modern, industry proven, component-based, agile technologies — while concurrently, aligning to and leveraging Government of Canada enterprise standards and solutions. CIPO IT Modernization is concerned with providing the organization with efficient and responsive information technology systems that support CIPO’s ability to encourage innovation and respond to the Intellectual Property Community’s business needs, while also helping maintain a dynamic regulatory framework to respond to business Intellectual Property needs. As such the two areas of focus for CIPO IT Modernization are:

improving the online customer experience, and transitioning the organization to a modernized set of industry proven technologies.

How is CIPO IT Modernization being accomplished? The modernization of CIPO’s IT infrastructure will be achieved through a carefully scoped and executed sequence of IT projects over a 5-7 year time frame, to ensure that CIPO is able to learn from and build upon early implementations. This iterative process, known as the “component-based” approach, will ensure that continuous improvements in capabilities and efficiencies can be progressively realized as the portfolio of projects unfolds for maximum realization of benefits. The projects are being managed under an umbrella which is referred to as IT Modernization. A Program Management approach is being taken for CIPO IT Modernization wherein:

Individual projects are independently initiated, planned, executed and closed in accordance with Innovation, Sciences and Economic Development Canada’s Project Stage-Gate Framework and governance; Multiple projects and activities are coordinated at a “portfolio level”, ensuring the on-going alignment of project activities to CIPO’s strategic objectives and to maintain appropriate oversight and management of collective project risks; A governance structure composed of senior executives from CIPO and Innovation, Sciences and Economic Development Canada, provides independent oversight of the project management teams; and A formal review through Innovation, Sciences and Economic Development Canada’s Audit and Evaluation Branch has just been completed and the management action plan is being shared with the departments’ Audit Committee against the auditor’s recommendations. Yearly reviews are planned for all major IT Modernization projects in progress.

CIPO has a requirement for a project scheduler to support program level schedule integration and a Technical writer to support program level documentation standardization, management and write-up. SCOPE OF WORK RESOURCE 1: Project Scheduler 4.1.1 REQUIREMENT CIPO requires a Senior Project scheduler resource with experience managing IT program schedule of high complexity. The resource must have in-depth project management experience using specific commercial off the shelf (COTS) solutions (e.g. MS Project) in a Government of Canada setting. The industry proven Project scheduling resource will provide expert scrutiny of project schedules, project budgets, and project resources to ensure there is rigorous integration across project schedules. The Senior scheduler resource must possess a wealth of experience serving multiple clients facing similar problems, and will use proven methodologies; soft-skills and best practices to successfully integrate the project schedules into a master program schedule. The Senior Project Scheduler will be responsible for the Program scheduling related activities including but not limited to the integration of the ITM project schedules in a master program schedule, the definition of standard work breakdown structure activities, the measurement of scheduling performance for ITM projects, the definition of dependencies and critical path for the program as well as and briefing senior management on the status of the Program Schedule. 4.1.2 GENERAL DESCRIPTION

Organize, implement and maintain scheduling management system supporting identified projects and their plans (associated to IT Modernization). Assist to set up tasks and sub tasks to ensure satisfactory realization of Program and project requirements as scheduled. Log Program I project time-lines and maintain database of tasks and its status. Log all new information into database and provide scheduled reports for contract coordination and reporting purposes. Interact with Project managers and program staff to schedule work and coordinate assignments. Using Project Management Office templates and standards; develop project schedules and overall ITM Program Schedule. Interact with project team and task managers to define scope of work to develop and update detailed schedules, cost information and identification of variances from original plan. Evaluate project and ITM Program schedule progress and performance and identify developing problem areas. Analyze critical path and constraints to determine effect of changes to Program schedule and recommend work-around. Suggest management of risks affecting Program, costs, schedules and stakeholder relations. Support Program management team to maintain timely and effective change management processes, procedures and systems. Assist Program team to develop and maintain periodic status reports to keep management informed on Program and project specific progress. Conduct analysis to determine alternative courses of action or recovery on slipped schedules.

4.1.3 TASKS / DELIVERABLES The Consulting firm will provide the services of a Senior (Level III) Project scheduler Consultant who will be responsible for producing the following set of deliverables:

Work closely with Program Managers to develop and maintain detailed resource loaded schedules of projects using MS Project Integrate multiple schedules into a master project schedule, base lining, status reporting Calculate Performance measures including baseline Budget at Completion (BAC), Cost Performance Index (CPI), Schedule Performance Index (SPI), Estimate at Completion (EAC), and Estimate to Complete (ETC) Develop and maintain summary level schedule reports Gantt, PERT, milestone charts, work breakdown structures, and other program management tools used to support critical path analysis, near-term tasks work authorizations, priority based resource allocations, performance variances, and to support cost/schedule integration Supports the Program Management team in the planning, tracking, analysis, and reporting of projects/programs, including dashboard maintenance Develop schedule version control processes, policies, and procedures and ensures that they are followed on product development schedules Work in collaboration with Project/Program Management team to drive consistency of the project scheduling approach to facilitate accuracy in project execution and reporting Schedule estimating through elicitation of stakeholders to capture estimations of new work, updated actuals and remaining work Identify major milestones, decision points, project lifecycle and other project events Troubleshoot and monitor potential scheduling problems Assist in defining and implementing MS Project processes and procedures regarding scheduling conflicts/changes Maintain accurate Program scheduling related records/paperwork

All deliverables will be produced in English. RESOURCE 2: Senior Technical Writer 4.2.1 REQUIREMENT CIPO requires a Senior Technical Writer resource with experience documenting IT program level documents. The resource must have in-depth technical writing experience using specific commercial off the shelf (COTS) solutions (e.g. MS word) in a Government of Canada setting. The industry proven technical writing resource will provide expert scrutiny of program level documents (ensuring integration across all of them) and also support the various projects in the definitions of standards for document content and format as well as simple/high-level information documentation structure. The Senior technical writing resource must possess a wealth of experience serving multiple clients facing similar problems, and will use proven methodologies; soft-skills and best practices to successfully write and maintain program level documents. The Senior Technical Writer will be responsible for producing high-quality documentation that contributes to the overall success of the ITM program. The technical writer will work collaboratively with ITM program resources and senior management to ensure alignment, accuracy and thoroughness of program level documents and/or processes. The technical writer could also be called to support project managers, business analysts or line of business representatives in the documentation of business requirements or project related documents (e.g. project briefs, user manuals). 4.2.2 GENERAL DESCRIPTION

Work with the Program Team to obtain an in-depth understanding of the projects and the program documentation requirements Analyze existing and potential content, focusing on reuse and single-sourcing opportunities Create and maintain the ITM program information I document structure Produce high-quality documentation that meets applicable standards and is appropriate for its intended audience Review program documentation standards and establish opportunities for improvements Determine program level documentation requirements and makes plans for meeting them Prepare or coordinate the preparation of any required illustrations and diagrams Design the layout of the documents/manuals Use word-processing produce official / final copy or documents

4.2.3 TASK / DELIVERABLES The Consulting firm will provide the services of a Senior (Level Ill) Technical Writer Consultant who will be responsible for producing the following set of deliverables:

Write and maintain/update program level documents (e.g. program plan, benefits realization) ensuring the right level of clarity; conciseness, style, and consistent terminology Maintain records and files of work and revisions Edit, standardize, or make changes to material prepared by other ITM team members Define documentation standards for business related program deliverables (e.g. application user manuals) Provide recommendations on simple/high-level information / document structure for program and project level documentation Support the projects in the creation of tutorials to help end-users use a variety of applications  Coordinate review sessions of program level documents, gather and compile feedback from stakeholders and support end-to-end approval process through formal governance Support the documentation of ITM related business processes in the context of the CIPO quality management system initiative  Review published materials and recommend revisions or changes in scope, format or content Assist in laying out material for online publication (e.g. wiki or intranet) All deliverables must be produced in English.

4.3 CONSTRAINTS The contractors must abide with the government policies and standards, security, sensitivity and protection of the environment and conservation of information. Several Government-wide initiatives might impact the Programs and portfolio of projects as well as the Innovation, Sciences and Economic Development Canada departmental initiatives. 4.4 CLIENT SUPPORT The consultants will be provided with the following:

-A workstation -A computer, not a laptop -Software (MS Office, Visio, MS Project, Time Reporting System, DPPM) -Email account

NOTE: Neither a land line phone nor a cell phone will be provided. OFFICIAL LANGUAGES Written and oral communications through meetings, emails and over the phone will be held in both French and English. The contractors should have the ability to work in both official languages of Canada and be able to attend meetings in both official languages. All deliverables must be produced in English. WORK LOCATION The consultants will carry out the majority of their work on CIPO premises located at 50 Victoria, Gatineau, Québec, during normal business hours. The expectation is that they will be on site and accessible to CIPO staff during core hours (between 8AM — 4PM). Any offsite work must be pre-authorized by the CIPO project authority in writing. If offsite work is approved, no protected and/or classified information may be removed from CIPO premises. The consultants may be required to attend occasional meetings at Innovation, Sciences and Economic Development Canada’s head office located at 235 Queen Street in Ottawa, ON. TRAVEL There are no requirements to travel outside of the National Capital Region (NCR). Travel costs and travel time within the NCR will not be reimbursed Security Requirement: PWGSC FILE # Common PS SRCL #4 applies Minimum Corporate Security Required: DOS Minimum Resource Security Required: Secret Contract Authority Name: Stephanie Cleroux Phone Number: 613-998-4287 Email Address: stephanie.cleroux2@canada.ca Inquiries Inquiries regarding this RFP requirement must be submitted to the Contracting Authority named above. Request for Proposal (RFP) documents will be e-mailed directly from the Contracting Authority to the Qualified Supply Arrangement Holders who are being invited to bid on this requirement. BIDDERS ARE ADVISED THAT “BUYANDSELL.GC.CA” IS NOT RESPONSIBLE FOR THE DISTRIBUTION OF SOLICITATION DOCUMENTS. The Crown retains the right to negotiate with any supplier on any procurement. Documents may be submitted in either official language. NOTE: Task-Based Informatics Professional Services (TBIPS) Method of Supply is refreshed three (3) times per year. If you wish to find out how you can be a “Qualified SA Holder”, please contact RCNMDAI.-NCRIMOS@pwgsc.gc.ca To facilitate the process, Industry Canada has chosen to attach a copy of the RFP to this NPP to allow those suppliers who were not formally invited to bid on this requirement to submit a proposal should they wish to do so. Only suppliers listed on Annex A of this notice can submit a proposal (Suppliers listed in Annex A of this notice should hereby consider themselves invited to bid (there is no requirement for the suppliers listed in Annex A to further request to be added to the invited bidders list). Note: Any resulting Questions and Answers (Q&A) related to this RFP will be posted on GETS as they are issued. No Q&A will be emailed directly to any suppliers. This list will not be updated if additional suppliers request copies of the bid solicitation. ANNEX A LIST OF SUPPLIERS Only SA Holders listed below are eligible to submit a proposal in response to RFP # IC183215. The following 110 suppliers are eligible as they were listed as pre-qualified as per the search done on January 11th, 2017 based on the following search criteria: Professional Services: TBIPS Supply Arrangement Supplier Security Clearance: Secret Document Safeguarding: Protected B - DOS Region/Metropolitan: NCR Estimated Requirement Dollar Value Range: Greater than NAFTA to $2 Million List of Suppliers: 1019837 Ontario Inc. 2707209 Canada Inc. o/a Kleins Consulting 7792395 Canada Inc. A Hundred Answers Inc. A. Net Solutions Inc. Accenture Inc. ADGA Group Consultants Inc. Adirondack Information Management Inc., Amita Corporation, Artemp Personnel Services Inc., The AIM Group Inc.,in JOINT VENTURE ADRM Technology Consulting Group Corp. ADRM Technology Consulting Group Corp. and Randstad Interim Inc Altis Human Resources (Ottawa) Inc., and Excel Human Resources Inc., in Joint Venture ALTRUISTIC INFORMATICS CONSULTING INC. AMITA Corporation ARTEMP PERSONNEL SERVICES INC BDO Canada LLP Belham PDS Inc. BP & M Government IM & IT Consulting Inc. Bridgetown Consulting Inc. Cache Computer Consulting Corp. CAE Inc. Calian Ltd. CGI Information Systems and Management Consultants Inc. Cistel Technology Inc. Computer Sciences Canada Inc. /Les sciences de l'informatique Canada Inc. Confluence Consulting Inc. Confluence Consulting Inc. in Joint Venture with the Corporate Renaissance Group Conoscenti Technologies Inc. Contract Community Inc. Coradix technology Consulting Ltd. CSI Consulting Inc. Dalian Enterprises and Coradix Technology Consulting, in Joint Venture Deloitte Inc. DLS Technology Corporation Donna Cona Inc. DONNA CONNA INC., IBM CANADA LIMITED IN JOINT VENTURE DWP Solutions Inc. Eagle Professional Resources Inc. Eclipsys Solutions Inc Emerion Ernst & Young LLP Excel Human Resources Inc. Four Point Solutions Ltd. FoxRed Consulting Inc. Fujitsu Consulting (CANADA) Inc./Fujitsu Conseil (Canada) Inc. General Dynamics Canada Limited I4C INFORMATION TECHNOLOGY CONSULTING INC IAN MARTIN LIMITED IBISKA Telecom Inc. IBM Canada Ltd. IDS Systems Consultants Inc. iFathom Corp, Simfront Simulation System Corporation, ING Engineering Inc., in JV iFathom Corporation Interis Consulting Inc. IT Services Canada Inc. IT Services Canada Inc., ADGA Group Consultants Inc., In Joint Venture IT/Net - Ottawa Inc. IT/NET OTTAWA INC, KPMG LLP, in joint venture Juno Risk Solutions Incorporated Lannick Contract Solutions Inc. Lansdowne Technologies Inc. Le Groupe Conseil Bronson Consulting Group Leverage Technology Resources Inc. Makwa Resourcing Inc., TPG Technology Consulting Ltd. in JOINT VENTURE Manpower Services Canada Ltd. Maplesoft Consulting Inc. MaxSys Staffing & Consulting Inc. MDA Systems Ltd. MGIS Inc. Michael Wager Consulting Inc. Mindstream Training Center and Professional Services Bureau, Inc Mindwire Systems Ltd. Modis Canada Inc NavPoint Consulting Group Inc. New Technologies Inc. Nortak Software Ltd. NRNS Incorporated Nurun inc. Olav Consulting Corp OpenFrame Technologies, Inc. Orbis Risk Consulting Inc. Pricewaterhouse Coopers LLP Primex Project Management Limited Promaxis Systems Inc Protak Consulting Group Inc. QMR Staffing Solutions Incorporated Quallium Corporation Randstad Interim Incorporated S.i. Systems Ltd. Sierra Systems Group Inc. Somos Consulting Group Ltd. Spaghetti Logic Inc. Spearhead Management Canada Ltd. Symbiotic Group Inc. SYSTEMATIX SOLUTIONS TI INC/SYSTEMATIX IT SOLUTIONS INC TELUS Communications Inc. Thales Canada Inc. The AIM Group Inc. The Bell Telephone Company of Canada or Bell Canada/La Compagnie de Téléphone Bell du Canada ou Bell Canada The Halifax Group Inc. The KTL Group, Inc. Tiree Facility Solutions Inc. TPG Technology Consulting Ltd. Transpolar Technology Corporation and The Halifax Computer Consulting Group In Joint Venture Trillys Systems inc. TRM Technologies Inc. TRM Technologies Inc., BP&M Government IM & IT Consulting Inc., IN JOINT VENTURE Unisys Canada Inc. Valcom Consulting group Inc. Veritaaq Technology House Inc. Yoush Inc.