The proposed openly competitive procurement process and resulting Framework Agreement (FA) will follow an agile procurement approach in order to encourage more effective collaboration with Bidders. Being agile means approaching the project in stages while assessing and addressing challenges along the way.
Unlike traditional procurement, Agile Procurement is based on the concept that the House of Commons (HoC) can best perform procurement if it presents the requirement as a need and allows industry the freedom to propose innovative solutions that fill the need. Agile Procurement is used in terms of needs and is accompanied by contractual conditions outlining industry participation, including mechanisms for evaluating proposed solutions.
The Solicitation process is divided into two Components: Invitation to Refine (ItR), and Final RFP.
Throughout the ItR period, Bidders are invited to provide feedback on the requirements by participating in videoconference interactions (ItR events) and other types of activities facilitated by the HoC, in order to help the HoC, finalize the Final RFP.
Following ItR, the Final RFP is issued which includes bid solicitation instructions, and mechanisms for evaluating proposed solutions.
The Agile Procurement phases are:
Phase 1: Initial RFP
The Request for Proposal (RFP) - Initial is published on MERX and www.buyandsell.gc.ca.
Phase 2: Invitation to Refine (ItR) Event
During the ItR, Bidders are invited to provide feedback and share their perspectives by participating in various interactive events (videoconferences, etc.) facilitated by the HoC (in the presence of Bidders). Bidder’s feedback will not be scored nor considered in the evaluation process, ItR questions and answers will be documented. The purpose of the ItR is to help the HoC to finalize the Final RFP.
Phase 3: Final RFP
At this Stage, based on observations during the ItR events, the HoC will refine and issue the Final RFP.
This Request for Proposal (RFP) is an invitation by the House of Commons (HoC) to prospective Bidders to submit proposals for the provision of a cloud (SaaS) Records Management System (RMS) solution for the Incident and Investigation for the Sergeant-at-Arms Corporate Security (SAA-CS) team.
Currently the HoC SAA-CS team provides a broad set of services in support of Members of Parliament. As the security evolves the HoC foresees a broader need to manage records across a wider range of capabilities that will grow to include initiatives to enhance Members’ security and provide additional support when they are outside the Parliamentary Precinct. In support of current and future capabilities a security-based RMS is required to form the information hub for corporate security to enable better access to information, improved ability to assess risks and improve analytics for ongoing management of security initiatives.
PART 1 – INFORMATION TO BIDDERS
The Key Features of the RMS shall include but are not limited to:
- Ease of use;
- Applicability to our business with minimal configuration;
- Ability to easily provide analytics, reports, dashboards, and real-time information for rapid security assessments;
- Ability to integrate with HoC systems;
- Ability for the HoC to manage changes within the system over time to evolve and meet our business needs;
- Ability to provide a well-structured security incident and investigation management process and workflows with minimal configuration; and
- Ability for the user to work in their language of choice, English or French.
Additional information see Appendix D – Statement of Requirements.
