Railway Ground Hazard Research Program Support

Trade Agreement: Agreement on Internal Trade (AIT) Tendering Procedures: Generally only one firm has been invited to bid Attachment: None Non-Competitive Procurement Strategy: Government Objectives Representing Best Interests/Value to Govt Comprehensive Land Claim Agreement: No Vendor Name and Address: HPB ASSOCIATION MANAGEMENT SERVICES INC 580 Terry Fox Drive SUITE 405 OTTAWA Ontario Canada K2L4C2 Nature of Requirements: Railway Ground Hazard Research Program Support

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.

The Railway Ground Hazard Research Program (RGHRP) is a collaborative initiative between Canadian Pacific, Canadian National, Transport Canada, Natural Resources Canada, University of Alberta, and Queen's University to take a proactive approach to managing ground hazards. RGHRP is a $2.5 million dollar, multi-stakeholder program involving experts from the partner organizations who serve on a volunteer basis.

The primary objective of the program is to develop risk management solutions to improve safety and reduce losses from ground hazard incidents on Canadian railways. Specifically, the work is aimed at mapping, analyzing, forecasting, and mitigating natural hazards that affect railway safety.

The nature of the work involved in the RGHRP program is complex and extremely specialized (rail geotechnical issues related to ground hazards). In order for an individual to effectively perform the requirements of the proposed contract, the individual must be extremely knowledgeable of the Canadian railway industry, and especially ground hazard research issues. Another extremely critical element to this function is to be thoroughly knowledgeable of the history of the research program and previous research decisions. Therefore, in order to satisfy this requirement, it is intended to sole source this requirement to HPB Association Management Services Inc. (HPB), located in Ottawa, Ontario.

Since the development and implementation of the program in 2002, HPB Association Management Services Inc. (HPB), located in Ottawa, Ontario has been providing various services in support of the program. The services includes the following, but not limted to: planning services, administrative support and secretariat services. HPB has the unique and in-depth knowledge of the issues and activities pertaining to the program and has developed an efficient and productive working relationship with the stakeholders and funding partners. The company has the background knowledge of the program, therefore, they are efficient at coordinating the program's activities with the industry, government and academia sectors. As well, in order to ensure continuity in the level and quality of service, an element especially important at a moment when the content of a second phase is being defined and that a new research agreement is being negotiated between the participants.

In addition, a very important consideration is that, since all members of the RGHRP program participants are volunteers, there is no one who is able to provide the full training to carry out this requirement.

With only 3 years left in the research program, it would not be cost effective to go with a new service provider, considering the extreme learning curve required to be acquainted with the matters of the research program and its 10-year history. It is estimated that the steep learning curve would take at least 2 years for any new comer to the program to have sufficient understanding and competency to be able to perform the duties within the allocated budget.

Any interested supplier must demonstrate by way of a statement of capabilities that they meet the following minimum essential requirements:

1) mimum of 10 years experience either working in the Canadian rail industry or working with the Canada rail industry. 2) minimum of five (5) years experience in conference and event planning. 3) work experience in administrative, secretariat, and logistic support services for multi-years (2 years or more), for a multi-stakeholder programs. The program participants must include government, industry and academic institutions. The work experience must have taken place within the last five years. 4) experience working with geotechnical experts conducting research in rail. 5) experience and/or knowledge of railway ground hazard research. 6) experience working with Drupal content management system or similar system.

Government Contracts Regulations (GCR) is invoked for this procurement under subsection 6(d) - "Only one person or firm is capable of performing the contract".

This procurement is subject to the following trade agreement

Agreement on Internal Trade (AIT)

The following exclusion(s) and/or limited tendering reasons are invoked under the section of the trade agreement(s) specified:

Agreement on Internal Trade (AIT) Article 506.12 (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.

The proposed contract is for a period of 3 years, from date of contract to 31 March 2016.

The estimated value of the proposed contract is $71,190.00 (HST Included).

The Pre-Identified Supplier is

HPB Association Management Services Inc. 580 Terry Fox Drive, Ste. 405, Ottawa, On K2L 4C2

The closing date and time for accepting statement of capabilities is 25 April 2013 at 2:00 p.m. EDST.

Suppliers may direct inquiries and submit statement of capabilities to:

Helen Yari Ontario Region - Acquisitions | Région de l'Ontario - Approvisionnement Public Works and Government Services Canada | Travaux publics et Services governmentaux Canada 33 City Centre Drive, Suite 480C Mississauga, ON L5B 2N5 | 33, promenade City Centre, pièce 480C, Mississauga (Ontario) L5B 2N5 E-mail: helen.yari@pwgsc-tpsgc.gc.ca Telephone | Téléphone 905-615-2081 Facsimile | Télécopieur 905-615-2060

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.