ILLUSTRATED PARTS CATALOGUE SW

Trade Agreement: NONE Tendering Procedures: All interested suppliers may submit a bid Attachment: None Competitive Procurement Strategy: N/A - P&A/LOI Only Comprehensive Land Claim Agreement: No Nature of Requirements: Public Works and Government Services Canada Services and Technology Acquisition Management Sector Software and Shared Systems Procurement Directorate Enterprise Management Software Procurement Division - XL Place du Portage, Phase III, 4C1 11 Laurier Street Gatineau, Quebec Canada K1A 0S5

22 May 2013 File Reference: 107XL.W8484-13Q001

REQUEST FOR INFORMATION (RFI)

FOR ILLUSTRATED PARTS CATALOGUE SOFTWARE

THE DEPARTMENT OF NATIONAL DEFENCE (DND)

PURPOSE OF REQUEST FOR INFORMATION (RFI)

This Request for Information (RFI) is intended to gather information from Industry with respect to the Illustrated Parts Catalogue (IPC) software. For the purpose of the RFI, IPC software means Commercial Off the Shelf (COTS) software which, with minimal configuration and development, is capable of storing and managing assembly illustrations, equipment support lists (ESL) and related part detail (see Appendix A for sample illustration, ESL and part detail from legacy application), preferably on existing DND hardware, with capability that permits users to: view illustrations and navigate between them based on a hierarchical view of major assemblies, subassemblies and component parts search, identify, and select the correct parts for maintenance activities from a transaction within Systems, Applications and Products (SAP) ERP software add the selected parts to the Components Overview tab in an SAP maintenance work order within the Plant Maintenance (PM) module (see Appendix B for sample Components Overview tab within SAP work order). For the RFI, it should be assumed that DND is a consumer as compared to a developer or distributor. In responding to the RFI, information related to the questions will be appreciated. In addition if there is information that is relevant to the development of guidelines that would impact a decision process it should also be included. If possible the information provided should be complete and not require referencing other material not included unless there is no other way of providing the information.

OBJECTIVES OF THE RFI

The purpose of the RFI is to help the Department of National Defence (DND) put together a Statement of Requirements (SOR) and a Statement of Work (SOW) for the acquisition and implementation of IPC software.

The objective of the RFI is to provide an opportunity for those interested to provide information they feel DND should be aware of when developing these documents.

The information provided will be reviewed by DND and may be used as part of a process of producing Request for Proposal (RFP) documents.

NATURE OF REQUEST FOR INFORMATION

This is not a bid solicitation. This RFI will not result in the award of any contract; therefore, potential suppliers of any goods or services described in this RFI should not earmark stock or facilities, nor allocate resources, as a result of any information contained in this RFI. Nor will this RFI result in the creation of any source list; therefore, whether or not any potential supplier responds to this RFI will not preclude that supplier from participating in any future procurement. Also, the procurement of any of the goods and services described in this RFI will not necessarily follow this RFI. This RFI is simply intended to solicit feedback from industry with respect to the contents of this RFI.

RESPONSE COSTS

DND will not reimburse any respondent for expenses incurred in responding to this RFI.

NATURE AND FORMAT OF RESPONSES REQUESTED

Respondents are requested to provide their comments, concerns and, where applicable, alternative recommendations regarding how the requirements or objectives described in this RFI could be satisfied. Respondents are also invited to provide comments regarding the content, format and/or organization of any draft documents included in this RFI. Respondents should explain any assumptions they make in their responses.

TREATMENT OF RESPONSES

a) Use of Responses: Responses will not be formally evaluated. However, the responses received may be used by the Crown to develop or modify procurement strategies or any draft documents contained in this RFI. The Crown will review all responses received by the RFI closing date. The Crown may, in its discretion, review responses received after the RFI closing date.

b) Review Team: A review team composed of representatives from the Crown will review the responses. The Crown reserves the right to hire any independent consultant, or use any government resources that it considers necessary to review any response. Not all members of the review team will necessarily review all responses.

c) Confidentiality: Respondents should mark any portions of their response that they consider proprietary or confidential. The Crown and its consultants will treat those portions of the responses as confidential to the extent permitted by the Access to Information Act.

d) Post-Submission Review Meetings: The Crown may request individual Post-Submission Review Meetings with respondents to provide clarity on information provided. If required, these will be held at the most appropriate location, to be determined at a later date. The intent of these meetings will be to provide an opportunity for a face-to-face discussion with respondents. Although respondents may request a meeting, and their request will be considered, the Crown will determine whether it requires additional information from any given respondent and will schedule meetings accordingly. All such requests, by respondents, should be forwarded to the Contracting Authority.

RESPONSE FORMAT

Annex A contains specific questions that are consecutively numbered. Respondents are asked to submit responses indexed by the specific RFI question number. Respondents are asked to repeat the question prior to their response for reviewer convenience.

a) Cover Page: If the response includes multiple volumes, respondents are requested to indicate on the front cover page of each volume the title of the response, the solicitation number, the volume number and the full legal name of the respondent.

b) Title Page: The first page of each volume of the response, after the cover page, should be the title page, which should contain:

i) The title of the respondent's response and the volume number; ii) The name and address of the respondent; iii) The name, address and telephone number of the respondent's contact; iv) The date; and v) The solicitation number.

c) Numbering System: Each question has its own unique number. It is prefixed with "Q-" followed by a sequence number (e.g. Q-1). Respondents are requested to prepare their response using a numbering system corresponding to the one in this RFI. All references to descriptive material, technical manuals, and any brochures included as part of the response, should be referenced accordingly.

d) Number of Copies: Respondents are requested to submit one softcopy, in PDF format, of their response.

ENQUIRIES

Because this is not a bid solicitation, the Crown will not necessarily respond to all enquiries in writing or by circulating answers to all potential suppliers. However, respondents with questions regarding this RFI may direct their enquiries to:

Margo A. Conn-Harbinson Supply Specialist Enterprise Management Software Procurement Division - XL, 4C1, Stn. 35 Software and Shared Systems Procurement Directorate Services and Technology Acquisition Management Sector Public Works & Government Services Canada Place du Portage, Phase III, 11 Laurier Street Gatineau, Quebec, K1A 0S5 Tele: (819) 956-1114 FAX: (819) 953-3703 E-Mail: margo.conn-harbinson@tpsgc-pwgsc.gc.ca

SUBMISSION OF RESPONSES

Respondents should send responses electronically via e-mail to the Contracting Authority's address identified herein by the date specified on the front page of the RFI.

All requested information is to be provided to the Contracting Authority on or before the closing date of the RFI.

Responsibility for Timely Delivery: Each respondent is solely responsible for ensuring its response is delivered on time to the correct location.

Identification of Response: Each respondent should ensure that its name and return address, the solicitation number and the closing date appear legibly on the inside of the response.

IMPORTANT NOTICE TO SUPPLIERS Government of Canada is moving its Government Electronic Tendering Service from MERX to Buyandsell.gc.ca/tenders on June 1, 2013. Starting June 1, 2013, federal government tenders (tender notices and bid solicitation documents) will be published and available free of charge on a Government of Canada Web site on Buyandsell.gc.ca/tenders. The Government Electronic Tendering Service on Buyandsell.gc.ca/tenders will be the sole authoritative source for Government of Canada tenders that are subject to trade agreements or subject to departmental policies that require public advertising of tenders. Get more details in the Frequently Asked Questions section of Buyandsell.gc.ca/tenders. After June 1, 2013, all tenders and related documents and amendments will be on Buyandsell.gc.ca/tenders. On June 1, 2013, suppliers must go to Buyandsell.gc.ca/tenders to check for amendments to any tender opportunities that they have been following on MERX prior to June 1. Bookmark Buyandsell.gc.ca/tenders now to be ready for June 1!

Delivery Date: Above-mentioned

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

Documents may be submitted in either official language of Canada.