PRÉAVIS D’ADJUDICATION DE CONTRAT (PAC): Fournisseur de services de réinstallation (FSR)

 The Canadian Nuclear Safety Commission (CNSC) has a requirement for a contracted Relocation Service Provider (CRSP) who will assist the employee at every step of the relocation with the view of presenting the employee with every reasonable opportunity to maximize the available benefits. This includes relocation planning, marketing assistance and destination services along with several other enhanced relocation services. The purpose of this advance contract award notice (ACAN) is to signal the CNSC’s intention to award a contract for these services to:
TransferEASE, Relocation Inc. 22-5155 Spectrum Way,Mississauga ONL4W 5A1
The proposed contract is for a period of one (1) year, from August 30th, 2017 to August 30th, 2018 with options to extend the contract period by two one-year periods each.
Initial Contract 2017-2018 $25,000
Option Year 1 2018-2019 $25,000
Option Year 2  2019-2020   $25,000
The estimated value of the contract, including the option periods, is approximately $75, 000, applicable taxes are extra.
Before awarding a contract, however, the CNSC would like to provide other suppliers with the opportunity to demonstrate that they are capable of satisfying the requirements set out in this ACAN, by submitting a statement of capabilities within the posting period for this ACAN, which is a minimum of 15 calendar days.
If, during the posting period, other potential suppliers submit a statement of capabilities that meets the requirements set out in this ACAN, the CNSC may proceed to a full tendering process via the Government Electronic Tendering Service or by inviting bids directly from suppliers.
If no other supplier submits, on or before the closing date, a statement of capabilities meeting the requirements set out in the ACAN, a contract will be awarded to the above-noted supplier.
 STATEMENT OF WORK
 1.0 Background
 The CNSC strives to relocate an employee in the most efficient fashion, at the most reasonable cost to the CNSC while having a minimum detrimental effect on the employee and his/her family and on CNSC operations.
 The following principles are the cornerstone of managing CNSC relocations and shall guide all employees and managers and the service provider in achieving fair and reasonable relocation practices.
 Trust - increase the amount of discretion and latitude for employees and managers to act in a fair and reasonable manner.
Flexibility - create an environment where management decisions respect the duty to accommodate, best respond to employees' needs and interests, and consider operational requirements in the determination of relocation arrangements.
Respect - create a sensitive, supportive relocation environment and processes which respect employees' needs.
Valuing people - recognize employees in a professional manner while supporting employees, their families, their health and safety in the relocation context.
Transparency - ensure consistent, fair and equitable application of the Directive and its practices.
 We are committed to achieving the goals outlined by providing a personalized approach for each participant's particular needs. We utilize a formula that marries direct reimbursement of expenses, over which the employee has little control, and an individualized approach to benefits providing an opportunity for the employee to select what is best for him/her (within a Fund) given his/her own family or unique circumstances. The CNSC also provides the employee with a contracted relocation service provider (CRSP) who will assist the employee at every step of the relocation with the view of presenting the employee with every reasonable opportunity to maximize the available benefits. This includes relocation planning, marketing assistance and destination services along with several other enhanced relocation services.
The CNSC’s contract with its current CRSP will expire and therefore, a new service provider will be required.
2.0 Objectives
 To engage a contracted relocation service provider who will administer the CNSC’s relocation directive and related appendices (attached) by providing a turnkey solution to assisting CNSC employees at every step of the relocation process with minimal involvement from the CNSC.
3.0 Tasks to be Performed
The CSRP must become very familiar with all elements and aspects of the CNSC relocation directive and all related appendices.
The CRSP shall provide individual and personalized services to relocates including but not limited to the following:

Deliver on and ensure compliance with all aspects and elements of the CNSC relocation directive and all related appendices
Ensure that the timing of the relocation, and the travel associated with it is planned to minimize disruptions to family life, and to minimize the costs to the employer;
Ensure that accommodation of employee needs is reasonably provided;
Verify and approve relocation expense claims before reimbursement; and
Co-ordinate the moving of household goods from origin to destination in accordance with CNSC’s moving policy, offer counseling for Employees throughout the process, provide a detailed summary of the employee’s and the mover’s responsibilities concerning the removal and transfer of household effects and deliver on-going support
Establish contact with the referred employee within 2 business days and confirm personal information and counseling dates as per the contract.
Advance funds to the employee, upon his/her request, immediately prior to the house-hunting trip or the movement of Household Goods and Effects (HG&E).

All required services must be provided in both of Canada’s Official Languages. Documents, web-sites and other tools prepared by the CRSP must be provided in both of Canada’s Official Languages. It is the responsibility of the CRSP to obtain and pay for the translation.
 The Employee relocation policy provisions are outlined in the CNSC Relocation Directive and appendices, attached, which is updated on a cyclical basis, generally every three years.
 The CNSC will provide the CRSP as much advance notice as possible of impending policy and/or provision changes.
 The CRSP must implement all policy or provision changes immediately upon receipt of notification of the change, or upon their effective date, whichever is later at no additional charge.
 The CRSP will be responsible for ensuring that all CRSP-produced materials, deliverables and applications reflect the changes, within 60 days of notification of the change by CNSC.
The CRSP must have document clearance, must have reliability status and must have Protected A clearance. The CRSP must also have their servers in Canada.
Support to Regions and Work Locations
 The CRSP must provide the required services to the CNSC from the CRSP’s own site(s) via telephone, fax or email.
4.0 CRSP Management Team
 The CRSP must recruit, staff, and train all necessary personnel. The CRSP must provide a dedicated Program Delivery Manager responsible for leading the CRSP Team who must provide all the required services identified in the SOW. The number of team members and the composition of the team are the CRSP’s responsibility. The Program Delivery Manager will lead the implementation; respond to questions from the Relocation Coordinator (RC) throughout the Contract period.
 5.0 Hours of Operation
 The CRSP must provide all required services within time zones as follows:
a. Direct access to the CRSP`s Program Delivery Manager in the case of access by the RC, and to the Employee-designated relocation counsellor in the case of access by the Employee, in each Canadian time zone from 0800 to 1700 hours local time;
and;
b. Limited access, defined as direct access to an alternate person or a voice mail box with return call within 1 hour, before or after 0800 to 1700 hours local time, to provide opportunity for shift workers or access due to an emergency.
6.0 Service Delivery Periods
 The CRSP must provide services under the following three delivery periods:
 a. Implementation Period;
 b. In-Service Period; and
 c. Out-Going Transition Period.
The following provides a brief overview of the requirements associated with each period.
Implementation Period
 This 6 month period commences upon Contract Award, and is defined as the period from the date of Contract Award to the anticipated Service Effective Date (SED).
 The CRSP must undertake all necessary planning activities, including any transition from the Out-going IRP CRSP, to establish the processes, resources and infrastructure to support delivery of services in the In-Service Period, and to provide the required deliverables.
In-Service Period
 This period commences on the SED and encompasses provision and delivery of all the CNSC services and requirements established in the Contract. The In-Service Period will end hen the Out-going Transition Period commences.
 Out-Going Transition Period
 The CRSP must continue to manage all Employee files that were opened prior to the beginning of the Out-going Transition Period until each Employee file is closed or 1 year has elapsed from the date the file was opened, whichever comes earlier. Following the 1 year period, if there are Employee files that have not been closed, the CRSP must, at the discretion of the RC transfer the existing files to the new supplier.
Implementation Plan
 The CRSP must develop an Implementation Plan (“Plan”) within 10 days after contract award. Upon approval of the Plan by the CNSC, the CRSP must implement and manage all activities and milestones in accordance with the approved Plan.
 As a minimum, the Implementation Plan must include:
 a. A Gantt chart detailing all activities to be completed, related milestones, persons involved in and/or responsible to allow for an orderly ramp up to fully meet all requirements by the SED;
 b. Procedures or a methodology to ensure that on-going relocation files are accepted from the Out-going IRP contract or CNSC (as applicable) and that all Employees are advised accordingly;
 c. A communication strategy that must define, establish and maintain ongoing communications with the RC throughout the Implementation Period to ensure smooth, efficient and uninterrupted transition between Contracts, and
 d. Identification of any activities, information or documentation required from the Out-going IRP CRSP, including a proposed approach for handling ongoing files or the transfer of files and financial Raw Data, and the schedule of activities to be completed between the CRSPs.
 The actions described above must consider existing contractual terms for transition between the CNSC and the Out-going IRP CRSP as part of the phase-out activities and milestones. The RC will coordinate and facilitate discussions between the CRSP and the Out-going IRP CRSP as appropriate.
Implementation Progress/Performance Review Meetings (PRM)
 The CRSP and appropriate CRSP personnel must attend bi-weekly PRMs with the RC and any other invitees deemed appropriate by the CNSC.
The CRSP must:
 a. Prepare, in consultation with the RC, and distribute the PRM Agenda listing the date, time, location, attendees’ names, titles, and discussion items to be covered;
 b. Ensure appropriate CRSP personnel is included as determined by the Agenda items to be discussed;
 c. Submit the updated Implementation Plan prior to each PRM progress meeting, indicating the Implementation Plan activities that have taken place, those planned but that did not take place in the reported two-week period, and those that are planned for the following two-week period, major accomplishments, non-conducted planned activities and missed scheduled activities, describing reasons for the delay, current status of problems, and actions taken or planned to resolve the problems; and
 d. Update and distribute the Implementation Plan, by including the status of each action (Open or Closed), a description of the action to be taken, indicating who is responsible for action, and setting a target date. All items must remain open until a decision is recorded in the PRM Minutes to close the item.
 Third Party Service Providers (TPSP)
In order to provide the full slate of services required by the SOW, the CRSP must arrange and manage various subcontracts with TPSP for the following services: realtors, lawyers, notaries, home inspectors, appraisers and rental search agencies.
 The subcontracts are to be between the CRSP and the TPSP. Note that the CNSC is not a party in these subcontracts.
 During the Implementation Period the CRSP must:
 a. Arrange various subcontracts with TPSP within Canada where CNSC employees are likely to be relocated.
 b. Ensure that any TPSP who is accepted into the directory meets acceptable licensing and service standards.
Communication with Employee
 Initial Contact with Employee:
 The CRSP must within 1 business day of receiving the Employee’s contact information, which occurs at file authorization:
 a. Establish contact with the Employee by email or telephone; sending a system generated or automated email to the Employee does not equate to establishing contact;
 b. Inform the Employee about the Collection of Personal Information, either by phone, noting the time, date and name of the consenting Employee, or via email, and request and obtain the signed consent form from the Employee;
 c. Obtain from and confirm with the Employee all required personal information and its accuracy;
 d. Schedule a relocation planning consultation call with the Employee.
Management of On-going Employee Files
 The CRSP must maintain and perform all services as detailed in the SOW for all employees whose files were opened prior to the beginning of the Out-going Transition Period until each employee file is closed or 1 year has elapsed from the date the file was opened, whichever comes earlier. The CRSP must maintain the quality of services in order to meet the service level requirements.
Out-Going Transition Period Plan
 In order to ensure continuity and a smooth, efficient and complete transition to a new Contract, the CRSP must, 1 month prior to the end of the 1 year out-going transition period:
 a. Meet with the RC to discuss and confirm cut-off procedures for services, Accounts Payable, calculations of taxable benefits, correspondence or issues raised following the transfer of files;
 b. Prepare draft communication, indicating to the Employee that the subsequent supplier will be in contact with the Employee, providing the name of the subsequent supplier and outlining outstanding relocation process information, to be reviewed and approved by the CNSC;
 c. Establish procedures and processes to address the subsequent delivery from TPSP, invoices and other CNSC correspondence;
 d. Establish procedures for addressing correspondence and invoices delivered to the CRSP after Contract expiry; and
 e. Establish how correspondence addressed to the CRSP will be handled/forwarded after SED.
Out-Going Transition Period Detailed Requirements
 The following sections provide specific details on the tasks to be performed by the CRSP and the deliverables provided during this phase. The following sections provide specific details on the tasks to be performed by the CRSP and the deliverables provided during this phase.
 Management of On-going Employee Files
The CRSP must maintain and perform all services as detailed in the SOW for all Employees whose files were opened prior to the beginning of the Out-going Transition Period until each Employee file is closed or 1 year has elapsed from the date the file was opened, whichever comes earlier.
 The CRSP must maintain the quality of services in order to meet the service level requirements.
Relocation Planning Consultation
 The CRSP must provide the Employee, on the date and time scheduled with the
Employee, relocation information and counseling and planning services in accordance with the policy and based on any element of the CNSC relocation directory that relates to the Employee’s personal needs or circumstances.
7.0 Minimum Mandatory Requirements
Any interested supplier must demonstrate by way of a statement of capabilities that it meets the following requirements:
Mandatory Technical Criteria (MTC)
MTC1
In each of the last three calendar years (2014, 2015 and 2016), the supplier must have provided relocation services including but not limited to:

Providing personal assistance and guidance services
Arranging access and managing third- party service provider services for appraisers, lawyers, notaries, realtors, home inspectors and rental search agencies
Making advances and payments to individuals
Processing invoices and verifying and approving relocation expense claims for payment
Providing financial services including reconciling payments to benefits and producing financial reports
Initiate the removal and transfer of household effects

 for a minimum of 50 moves per year for clients external to the supplier organization
(i.e. cannot be an affiliate).
 For greater certainty, the 50 moves may be from an aggregate of external clients.
MTC2
The supplier must provide a Program Delivery Manager (PDM) that acts as a single point of contact for the CNSC and is the representative responsible, at an operational level, for successfully delivering relocation services, including but not limited to:

Providing personal assistance and guidance services
Arranging access and managing third- party service provider services for appraisers, lawyers, notaries, realtors, home inspectors and rental search agencies
Making advances and payments to individuals
Processing invoices and verifying and approving relocation expense claims for payment
Providing financial services including reconciling payments to benefits and producing financial reports
Initiate the removal and transfer of household effects

The supplier must demonstrate that the proposed PDM has more than three (3) cumulative years’ experience, within the last seven (7) calendar years.
MTC3
The supplier must have:
Government of Canada Document Safeguarding clearance -PROTECTED ”A”

The supplier and it’s personnel , MUST hold a valid RELIABLITY STATUS granted by Canadian Industrial Security Directorate (CISD), Public Works and Government Services Canada (PWGSC), Canadian Nuclear Safety Commission or another Federal Departments.
 The supplier MUST have IT servers located in Canada

8.0 Justification for the Pre-selected Supplier
The pre-selected supplier has been identified as the only known supplier that meets all of the criteria set out in the Statement of Work as well as the minimum mandatory requirements identified above.
9.0 Intellectual Property
Ownership of any foreground intellectual property arising out of the proposed contract will vest in the contractor.
10.0 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.
The closing date and time for accepting statements of capabilities is;
AUGUST 17th , 2017 at 2:00 p.m. (EDT)
11.0 Contact Information
Inquiries and statements of capabilities are to be directed in writing only to:
Robert KardumSenior Contracting Officer280 Slater StreetP.O. Box 1046, Station BOttawa ON K1P 5S9Canada
 Telephone: 613-996-6724Fax: 613-995-5086Email: R••••••••@••••••.ca
12.0 Policy Information
Government Contracts Regulations: section 6(d): “only one person is capable of performing the contract.”