Government of Gouvernement du REQUEST FOR PROPOSAL (RFP) Page 1 of 12 Canada – Canada – Défense Accommodations for OP NANOOK 14 National Defence nationale Iqaluit NU W8484-15-8222 REQUEST FOR PROPOSAL (RFP) DND Reference Number: W8484‐15‐8222 Accommodations for OPERATION NANOOK 14 Iqaluit, Nunavut, Canada Government of Gouvernement du REQUEST FOR PROPOSAL (RFP) Page 2 of 12 Canada – Canada – Défense Accommodations for OP NANOOK 14 National Defence nationale Iqaluit NU W8484-15-8222 Request for Proposal Accommodations in Iqaluit NU For the Department of National Defence TABLE OF CONTENTS PART 1 - GENERAL INFORMATION 1. Security Requirement 2. Statement of Requirement 3. Debriefings 7. Trade Agreements PART 2 - BIDDER INSTRUCTIONS 1. Standard Instructions, Clauses and Conditions 2. Submission of Bids 3. Enquiries - Bid Solicitation 4. Applicable Laws PART 3 - BID PREPARATION INSTRUCTIONS 1. Bid Preparation Instructions PART 4 - EVALUATION PROCEDURES AND BASIS OF SELECTION 1. Evaluation Procedures 2. Basis of Selection PART 5 - CERTIFICATIONS 1. Certifications Required Precedent to Contract Award PART 6 - RESULTING CONTRACT CLAUSES 1. Introduction 2. Security 3. Terms and Conditions of Contract 4. Priority of documents 5. Period of the Contract 6. Contract Amount 7. Departmental Representatives 8. Payment 9. Invoice Submissions 10. Appropriate Laws 11. Compliance with Certifications 12. Insurance List of Annexes: Annex A Statement of Requirement Annex B Basis of Payment Government of Gouvernement du REQUEST FOR PROPOSAL (RFP) Page 3 of 12 Canada – Canada – Défense Accommodations for OP NANOOK 14 National Defence nationale Iqaluit NU W8484-15-8222 PART 1 - GENERAL INFORMATION 1. Security Requirement There is no security requirement associated with the requirement. 2. Statement of Requirement The Canadian Armed Forces (CAF) require the provision of services in Iqaluit, NU for accommodations. The services are required when the CAF deploy to Iqaluit NU for the period of 11 August 2014 to 5 September 2014. The proposed requirement is subject to the following Comprehensive Land Claims Agreement: The requirements of the Nunavut Land Claims Agreement (NLCA) will apply to the proposed procurement. The benefits that apply to this procurement are contained in: Article 24, Part 6, 24.6.1, (a), (b), (c) of The Agreement between The Inuit of the Nunavut Settlement Area and Her Majesty the Queen in Right of Canada. 3. Debriefings Bidders may request a debriefing on the results of the bid solicitation process. Bidders should make the request to the Contracting Authority within 15 working days of receipt of the results of the bid solicitation process. The debriefing may be in writing, by telephone or in person. 4. Trade Agreements The requirement is subject to the provisions of the World Trade Organization Agreement on Government Procurement (WTO-AGP), the North American Free Trade Agreement (NAFTA), and the Agreement on Internal Trade (AIT), Canada Chile, Canada Peru and Canada Colombia . PART 2 - BIDDER INSTRUCTIONS 1. Standard Instructions, Clauses and Conditions All instructions, clauses and conditions identified in the bid solicitation by number, date and title are set out in the Standard Acquisition Clauses and Conditions Manual (https://buyandsell.gc.ca/policy-and-guidelines/standard-acquisition-clauses-and-conditions- manual) issued by Public Works and Government Services Canada. Bidders who submit a bid agree to be bound by the instructions, clauses and conditions of the bid solicitation and accept the clauses and conditions of the resulting contract. The 2003 (2013-06-01) Standard Instructions - Goods or Services - Competitive Requirements, are incorporated by reference into and form part of the bid solicitation. 2. Submission of Bids Government of Gouvernement du REQUEST FOR PROPOSAL (RFP) Page 4 of 12 Canada – Canada – Défense Accommodations for OP NANOOK 14 National Defence nationale Iqaluit NU W8484-15-8222 Proposals are to be submitted by electronic mail to [email protected] and must be received on or before 1:00pm EDT (local Ottawa, Ontario, Canada time) on the closing date of 21 Jul 2014. Electronic Submissions: Individual e-mails exceeding 5 megabytes, or that include other factors such as imbedded macros and/or links, may be rejected by the Department of National Defence (DND) e-mail system and/or firewall(s) without notice to the Bidder or the DND Contracting Officer. Larger proposals may be submitted through more than one e-mail. The DND Contracting Officer will send an email acknowledging receipt of the proposal. It is the Bidder’s responsibility to ensure that the DND point of contact has received the entire submission 3. Enquiries - Bid Solicitation All enquiries must be submitted in writing to the Contracting Authority no later than ten (10) calendar days before the bid closing date. Enquiries received after that time may not be answered. Bidders should reference as accurately as possible the numbered item of the bid solicitation to which the enquiry relates. Care should be taken by bidders to explain each question in sufficient detail in order to enable Canada to provide an accurate answer. Technical enquiries that are of a proprietary nature must be clearly marked "proprietary" at each relevant item. Items identified as "proprietary" will be treated as such except where Canada determines that the enquiry is not of a proprietary nature. Canada may edit the question(s) or may request that the Bidder do so, so that the proprietary nature of the question(s) is eliminated, and the enquiry can be answered to all bidders. Enquiries not submitted in a form that can be distributed to all bidders may not be answered by Canada. 4. Applicable Laws Any resulting contract must be interpreted and governed, and the relations between the parties determined, by the laws in force in Ontario. Bidders may, at their discretion, substitute the applicable laws of a Canadian province or territory of their choice without affecting the validity of their bid, by deleting the name of the Canadian province or territory specified and inserting the name of the Canadian province or territory of their choice. If no change is made, it acknowledges that the applicable laws specified are acceptable to the bidders. PART 3 - BID PREPARATION INSTRUCTIONS 1. Bid Preparation Instructions Canada requests that bidders provide their bid in separately bound sections as follows: Section I: Technical Bid (1 copy) Section II: Financial Bid (1 copy) Section III: Certifications (1 copy) Prices must appear in the financial bid only. No prices must be indicated in any other section of the bid. Government of Gouvernement du REQUEST FOR PROPOSAL (RFP) Page 5 of 12 Canada – Canada – Défense Accommodations for OP NANOOK 14 National Defence nationale Iqaluit NU W8484-15-8222 Bidders are to ensure that the Solicitation Number W8484-15-8222 and Closing Date and Time (21 Jul 2014, 1:00 pm EDT) are clearly marked on any email correspondence. Proposals may be submitted in either English or French. Proposals will not be returned. No payment will be made for costs incurred in the preparation and submission of a proposal in response to this RFP. Section I: Technical Bid In their technical bid, bidders should explain and demonstrate how they propose to meet the requirements and how they will carry out the Work. Section II: Financial Bid Bidders must submit their financial bid in accordance with the Basis of Payment. The total amount of Applicable Taxes must be shown separately, if applicable. Section III: Certifications Bidders must submit the certifications required under Part 5. PART 4 - EVALUATION PROCEDURES AND BASIS OF SELECTION 1. Evaluation Procedures (a) Bids will be assessed in accordance with the entire requirement of the bid solicitation including the technical and financial evaluation criteria. (b) An evaluation team composed of representatives of Canada will evaluate the bids. 2. Basis of Selection 2.1 The contract will be awarded to the lowest cost compliant bidder who can meet the complete requirement. NOTE: Should one vendor not be capable of fulfilling the whole requirement, more than one contract may be awarded. Should multiple contracts be required, contracts will be awarded on a lowest-cost compliant basis to fulfill the room allocation as outlined in Annex A Statement of Requirement. Bidders are asked to provide the quantity of rooms available and the price per room (in accordance with both Annex A Statement of Requirement and Annex B Basis of Payment, herein) PART 5 - CERTIFICATIONS Bidders must provide the required certifications and associated information to be awarded a contract. The certifications provided by bidders to Canada are subject to verification by Canada at all times. Canada will declare a bid non-responsive, or will declare a contractor in default in carrying out any of its obligations under the Contract, if any certification made by the Bidder is found to be Government of Gouvernement du REQUEST FOR PROPOSAL (RFP) Page 6 of 12 Canada – Canada – Défense Accommodations for OP NANOOK 14 National Defence nationale Iqaluit NU W8484-15-8222 untrue whether made knowingly or unknowingly, during the bid evaluation period or during the contract period. The Contracting Authority will have the right to ask for additional information to verify the Bidder’s certifications. Failure to comply and to cooperate with any request or requirement imposed by the Contracting Authority may render the bid non-responsive or constitute a default under the Contract. PART 6 - RESULTING CONTRACT CLAUSES A1 Introduction 1.1 The Canadian Armed Forces has a requirement for hotel accommodations, Iqaluit NU, from August 11th 2014 to September 5th 2014. Details of the requirement are outlined in Annex A, Statement of Requirement A2 SECURITY – Unclassified Unclassified: This requirement is Unclassified and there is no security associated with this requirement. A3 Terms and Conditions of the Contract All clauses and conditions identified in the Contract by title, number and date are set out in the Standard Acquisition Clauses and Conditions (SACC) Manual issued by Public Works and Government Services Canada (PWGSC).