Admin Supp & Secretariat Services

Trade Agreement: NAFTA/AIT/Canada FTAs with Peru/Colombia/Panama Tendering Procedures: Generally only one firm has been invited to bid 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:

T8156-160030/A

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

The Railway Research Advisory Board (RRAB) was created by Transport Canada in 1989 as an industry-led advisoryboard to Transport Canada on technology research and development. The RRAB is governed by two committees, the RRAB Management Committee and the RRAB Technical Committee, which are responsible for optimizing and facilitating industry collaboration in theformulation and implementation of railway-oriented research and development programs in Canada. These programs respond to government priorities related to the safety and efficiency of the rail system and meets industry needs.

Created under the RRAB, the RailwayGround 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. The RGHRP is a multi-stakeholder program involving experts from the partner organizations who serve on a volunteer basis. The primary objective of the program is to develop ground hazards risk management solutions to improve safetyand efficiency of Canadian railways. The nature of the work under the RGHRP program is complex and extremely specialized (rail geotechnical issues related to ground hazards) and involves technology demonstrations, data analysis, forecasting aspects of ground hazards, and the development of strategies and tools for natural ground hazard mitigation along railways.

Transport Canada has a requirement for an individual to perform the secretariat services for the RRAB Management Committee, the RRAB Technical Committee,and the RGHRP Technical Committee. The individual must be very knowledgeable on the Canadian Railway industry, its operations and technical issues in general, including natural ground hazards, demonstration and implementation technologies used to measure, monitor and mitigate ground hazards and must be a subject matter expert on the history of the research program and previous research decisions.

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

Any interested supplier must demonstrate by way of a statement of capabilities that it meets the following requirements:

a. A minimum of 10 years of experience working for or in close collaboration with the Canadian Railway Industry; b. Aminimum of 5 years of experience in conference and event planning; c. A minimum of 5 years of experience in administrative, secretariat, and logistic support services for a technical multi-stakeholder program, involving stakeholders from government, industry and academic institutions. The work experience must have taken place within the last 8 years; d. A minimum of 3 years of experience in working with geo-technical experts conducting research in rail transportation; and e. Possess up-to-date experience and knowledge of railway operations, railway technical issues, railway ground hazard issues, and research undertaken to address railway ground hazard issues and future research opportunities.

4. Applicability of the trade agreement(s) to the procurement

This procurement is subject to the following trade agreements: o Agreement on Internal Trade (AIT) o North American Free Trade Agreement (NAFTA)

5. Justification for the Pre-Identified Supplier

Transport Canada has an immediate requirement for an individual to perform the functions and provide services described in this ACAN. The nature of the work involved in the RGHRP program and RRAB Management and Technical Committees is complex and extremely specialized (rail geotechnical issues relatedto ground hazards, overall rail research program management and coordination). In order for any individual to effectively perform as per the requirements of the statement of work, such as synthesizing research information discussed during meetings, assembling program historical reports, disseminating program information, performing program outreach, recording and drafting meeting minutes. The individual must be extremely knowledgeable of the Canadian railway industry, past railway research, and future research priorities and opportunities. Priorities for the RGHRP are proposed, vetted and approved by the RRAB committees. Another extremely critical element to this function is thorough knowledge of the history of the committees and strong partnerships with industry (Canadian National Railway, Canadian Pacific, and the Railway Association of Canada), government and academic partners of the program. 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 these duties. Since the development and implementation of the program, HPB Association Management Services Inc. (HPB), located in Ottawa, Ontario has been providingvarious services in support of the program. The services includes the following, but not limited 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 andhas developed an efficient and productive working relationship with the stakeholders and funding partners. The company has the knowledge of the program, therefore, they are efficient at coordinating the program's activities with the industry, government and academia sectors.

Subject matter knowledge and expertise that the company has obtained through the RGHRP and the RRAB, as well as strong partnerships forged with key stakeholders involved, are necessary for carrying out secretariat functions ofboth the RRAB Management and Technical committees and the RGHRP Steering Committee.

6. Government Contracts Regulations Exceptions

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

7. Exclusions and/or Limited Tendering Reasons

The following exclusion(s) and/or limited tendering reasons are invoked under the: • Agreement on Internal Trade (AIT)- Article 506: 12. Where only one supplier is able to meet the requirements of a procurement, an entity may use procurement procedures that are different from those described in paragraphs 1 through 10 in the following circumstance: b) where thereis 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; • North American Free Trade Agreement (NAFTA) - Article1016: Limited Tendering Procedures: 2. An entity may use limited tendering procedures in the following circumstances and subject to the following conditions, as applicable: b) where, for works of art, or for reasons connected with the protection of patents, copyrights or other exclusive rights, or proprietary information or where there is an absence of competition for technical reasons, the goods or services can be supplied only by a particular supplier and no reasonable alternative or substitute exists.

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 is for a period of less than 4 years from September 30, 2016 to March 31, 2020.

10. Cost estimate of the proposed contract

The estimated value of the contract is $ 132,600 (GST/HST extra).

11. Name and address of the pre-identified supplier

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

12. Suppliers' right to submit a statement of capabilities

Suppliers who consider themselves fully qualified and available to provide the goods, services or construction services described in the ACAN 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.

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

The closing date and time for accepting statements of capabilities is on September 6, 2016 at 2:00 p.m. EDT.

14. Inquiries and submission of statements of capabilities

Inquiries and statements of capabilities are to be directed to

Raquel Kim A/Supply Specialist 33 City Centre Drive, Suite 480-C Mississauga, ON L5N 3C2 Telephone: 905-615-2073 E-mail: raquel.kim@pwgsc.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.