SHARED SERVICES CANADA

SHARED SERVICES CANADA

Invitation to Qualify (ITQ) for Workplace Technology Devices (WTD)

Microcomputer Mobile Devices

ITQ No. 2BH981576/A Date August 8, 2019

Amendment No. 007

GCDocs File No. 49157465 GETS Reference No. PW-19-00880215

Client Reference No. N/A Requisition No. N/A

Issuing Office Shared Services Canada

180 Kent Street, 13th Floor

Ottawa, Ontario K1P 0B5

Standing Offer Authority

(The Standing Offer Authority is the contact for all aspects of the procurement process, including questions and comments about this document)

Name Mark Milloy

Telephone No. 613-462-9417

Email Address Mark Milloy

Postal Address 180 Kent Street, 13th Floor

Ottawa, Ontario K1P 0B5

Closing Date and Time 2019/08/09 02:00 PM

Time Zone Eastern Daylight Time (EDT)

Email Address for Submitting your Response by Solicitation Closing

[email protected]

Invitation to Qualify: 2BH981576/A Amendment: 007

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INVITATION TO QUALIFY AMENDMENT NO. 007

Invitation to Qualify (ITQ) Amendment no. 007 is raised to:

• respond to questions; and• modify Annex B – Draft Technical Specifications; and• modify Attachment 3.1.

Note: Changes to Annex B – Draft Technical Specifications and Attachment 3.1 are highlighted yellow, and deletions are shown in “strikethrough” text. Any outstanding questions related to Annex B may not be answered at the ITQ phase, but will be addressed during the RRR phase.

Question 54

Itq_-_wtd_mobile_devices.pdf, page 4 of 28, “For Categories 4.0M to 13.0M only, SSC is considering to allow any supplier capable of meeting the requirements of the Category to make an offer, but any subsequent call-ups for those individual Categories will be set aside to Authorized Aboriginal Resellers under the federal government`s Procurement Strategy for Aboriginal Business”.

A) Out of 13 categories SSC is assigning 10 categories to Authorized Aboriginal Resellers only,even if a non Authorized Aboriginal Reseller holds the standing offer for these categories.

B) Would SSC amend this requirement so that the Authorized Aboriginal Resellers in thesecategories be equal to or greater than the number of non Authorized Aboriginal Resellers listedunder an awarded standing offer.

i. This will do two things, still provide the opportunity and advantage for AuthorizedAboriginal Resellers to participate and meet the vision of Canada’s Procurement Strategyof Aboriginal Business for participation. As outlined on the Indigenous and NorthernAffairs Canada website with the stated goal as, “The Government of Canada launchedthe Procurement Strategy for Aboriginal Business (PSAB) in 1996 to help Indigenousfirms gain access to federal procurement opportunities. The initiative is designed toincrease the number of Indigenous firms competing for and winning federal contracts.This requested amendment would allow greater participation by Authorized AboriginalResellers and to compete.

ii. Secondly it will allow for the rfso holders to enable a greater reach outside thenation’s capital where the majority of Authorized Aboriginal Resellers are located whomay not have the same coast to coast reach as some non-Authorized AboriginalResellers do who are coast to coast operations with people in communities outside of theNation’s Capital.

Answer 54

This Crown will consider this feedback. Please note Modification 17 of Amendment 005 for revised wording, and please note that the proposed strategy is still only a consideration and that no final decision has been made.

Question 55

In the Desktop RFSO E60EJ-1000C_Q AMD 004 page 16 of 145, QA #71 asked to reduce the number of Aboriginal Business as authorized resellers and service outlets to one.


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a. This was agreed to on page 26 of 145 states The Authorized Resellers listed in the Annex entitled;

1. “List of Authorized Resellers and Service Outlets” must include a minimum number of one (1) Aboriginal Businesses that meet the definition of an Aboriginal business as detailed in Annex 9.4 Requirements for the Set-aside Program for Aboriginal Business, of the Supply Manual. The maximum number of Authorized Resellers is fifteen (15)

2. Currently there are no Authorized Aboriginal Resellers only categories on the desktops side of the NMSO. There is a mandate that the supply arrangement holders do have at least two Authorized Aboriginal Resellers on their list of NMSO authorized resellers. It was in a further amendment in the desktop supply arrangement that increased the number or authorized resellers to 20 as long as the number of Authorized Aboriginal Resellers were increased to 2.

3. Our ask is that SSC consider this same type of arrangement for the notebook ITQ/RRR/RFSO. This will keep things simple and easier to manage while still meeting the mandate of Canada’s goal to assist Aboriginal entities. It additionally sets a fair playing field for non-aboriginal entities that have business opportunities in these 10 categories, some of which are currently niche solutions others which are growing.

Answer 55

The Crown will consider this feedback.

Question 56

annex_b_-_draft_technical_specifications.pdf page 3 of 32, Cat 1M item b) Ram, “and must be available in a 32GB configuration. As this is a thin and light category, would SSC please reduce this to 16GB?

Answer 56

Yes. Please see the amended Annex B attached.

Question 57

annex_b_-_draft_technical_specifications.pdf page 4 of 32, Cat 1M item l) Weight and Dimensions, would SSC please increase the weight from 3.5lbs to 3.8lbs?

Answer 57


Question 58

annex_b_-_draft_technical_specifications.pdf page 5 of 32, Cat 2M item d), (v), The device must be available with a display upgrade to a minimum WQHD (2560x1440) resolution with 10 point capacitive touchscreen capabilities. Would SSC remove the 10 point capacitive touchscreen capabilities for this item please?

Answer 58

Yes. The touch capabilities for the optional high resolution display will be removed. Please see the amended Annex B attached.


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Question 59

annex_b_-_draft_technical_specifications.pdf page 4 of 32, Cat 2M item b) Ram, “and must be available in a 32GB configuration. As this is an Ultra thin and light category, would SSC please reduce this to 16GB?

Answer 59


Question 60

annex_b_-_draft_technical_specifications.pdf page 6 of 32, Cat 2M item k) Weight and Dimensions, would SSC increase the clamshell weight to 2.98lbs please?

Answer 60


Question 61

annex_b_-_draft_technical_specifications.pdf page 6 of 32, Cat 2M item g) (v) would SSC please amend this requirement to remove the need for internal SD or uSD or mSD Card Slot? As the industry works to make systems thinner and lighter, this technology is being phased out on ultra-portable systems.

Answer 61


Question 62

annex_b_-_draft_technical_specifications.pdf page 10 of 32, Cat 5M item a), (i) and (vii), would SSC please amend the requirement to allow for i5-8350U and i7-8650U processors so that we may bid our tablet product?

Answer 62


Question 63

annex_b_-_draft_technical_specifications.pdf page 11 of 32, Cat 5M item g) (ii) integrated Bluetooth 5.0 controller, would SSC please amend the requirement to be BT 4.2 or higher so that we may bid our tablet product?

Answer 63


Question 64


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annex_b_-_draft_technical_specifications.pdf page 12 of 32, Cat 5M item m) (i) weight and dimensions, would SSC please amend the requirement to be 2.8lbs so that we may bid our tablet product?

Answer 64


Question 65

annex_b_-_draft_technical_specifications.pdf page 12 of 32, Cat 6M item a), (ii) QM370 chipset, would SSC please amend the requirement to allow for Intel SOC platform?

Answer 65


Question 66

Annex_b_-_draft_technical_specifications.pdf page 12 of 32, Cat 6M item b) Ram, “and must be available in a 32GB configuration. As convertibles are designed to be as thin and light as possible, would SSC please reduce this to 16GB?

Answer 66


Question 67

Annex_b_-_draft_technical_specifications.pdf page 13 of 32, Cat 6M item g), (iii), The system must have user facing and world facing web cameras. On 2-in-1 devices it is the norm to have only one camera which is user facing. Would SSC please amend this requirement and remove the world facing camera?

Answer 67


Question 68

Annex_b_-_draft_technical_specifications.pdf page 13 of 32, Cat 6M item i) (iv) would SSC please amend this requirement to remove the need for internal SD or uSD or mSD Card Slot? As the industry works to make systems thinner and lighter, this technology is being phased out on ultra-portable systems.

Answer 68


Question 69

Annex_b_-_draft_technical_specifications.pdf page 19 of 32, Cat 9M item g) (v) would SSC remove the requirement for wwan, this doesn’t appear to be something the departments are asking for and doesn’t show up in the other categories.

Answer 69


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Question 70

annex_b_-_draft_technical_specifications.pdf page 20 of 32, Cat 10M 2.10, (d)(vi) the system must offer a discrete Nvidia Quadro P1000 video controller, would SSC please amend this to the P2000 video controller?

Answer 70

Yes. Both 8.0M and 10.0M will be amended accordingly. Please see the amended Annex B attached.

Question 71

annex_b_-_draft_technical_specifications.pdf page 31 of 32, 4 Security and BIOS, (b) advanced security, (viii), (b) “…be currently an active participant in the development of at the least three of the following related international secure supply chain standards, initiatives and best practices”. The first part of the requirement states “Adhere to and include the principals…” The sub items 1 through 7 are standards that would company adheres to, however they are not certifications that we, nor most industry OEMs would be certified in. For example, no OEMs can be an active participant in the development of item (3) ISO-15408 – Common Criteria. This is actually something that is set by nation state organizations typically found inthe five eyes countries. It is tied specifically to crypto and the OEMs don’t participate in setting thestandard. Additionally the OEMs can’t ask to have their crypto tested, they have to be invited tied to abusiness case to have the needs assessed and then their crypto tested. The testing organization inCanada would be CSE, USA would be NSA, and so forth in the remainder of the five eyes.

a. We request that this section be amended to be;

i. “Adhered to and include principals from the following standards which must bedemonstrated through product security office processes papers and/or attestations.

ii. A bidders supply chain and information security are subject to review by SSCcybersecurity team as well as by CSE’s cybersecurity team dealing with threat assessments tosupply chain.

1. This may include meeting with;

a. OEMs Chief Security Officer

b. OEMs Product Security Office

c. OEMs Product engineers assigned to supply chain and informationsecurity

Answer 71

The wording will be corrected to require conformance where appropriate. Please refer to the amended Annex B attached.


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Question 72

Would Canada consider making changes in anticipation of these changes?

Category 7.0M, g) Audio: The system must include built-in stereo speakers with a high definition audio controller and UAJ audio port or USB-C connector.

Category 7.0M k) (ii) Ports: If Apple iOS based it must have a Lightning connector or a USB-C connector.

Category 7.0M m) Security: If Apple iOS based it must have a bio-metric Touch ID sensor or Face ID.

Answer 72

Yes. Please refer to the amended Annex B attached.

Questions 73

Can you confirm if a letter signed by an OEM confirming that a Reseller is authorized to sell its products would be considered acceptable in place of Form 3?

Answer 73

A signed letter by an OEM would be considered compliant if it included all the information requested in Form 3.

Questions 74

With the inclusion of Form 4 in amendment #5 (Form 4 – OEM Certification Form), does this commit the reseller to bidding the OEM’s products in the subsequent bid solicitation and likewise does it bind the OEM to a specific reseller or resellers? Or is this simply an authorization to respond to the ITQ and the final solicitation will include a similar authorization for final bids?

Answer 74

No, a Value-added Authorized Reseller could bid on behalf of more than one OEM in the subsequent bid solicitation. Also, it does not bind an OEM to a specific reseller, it is only a requirement to respond to the ITQ, and the final solicitation will include a similar certification for the final offers.

Questions 75

In attachment 3.1 section MDMDC-D1-5

In part (g) as ISO 27036-1 is more about the technique versus the certifications would the Crown change this to (g) ISO 27036-1 Information technology – Security techniques overview with ISO 27036-2 technique and ISO 27036-3 guidelines?

These are more pertaining to the Technique and guidelines versus simply the overview.

Answer 75

Yes. Please see the amended Attachment 3.1 and Annex B.

Question 76

In attachment 3.1 section MDMDC-D1-5,


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Would the Crown consider adding C-TPAT to the list as an eight item? (h) C-TPAT tier 3 certified

Of the 12,500 C-TPAT certified companies, approximately 300 of are Tier 3 certified. C-TPAT has signed a “Mutual Recognition Agreement” with Canada Border Services Agency’s Partners in Protection Program (more details https://www.cbp.gov/border-security/ports-entry/cargo-security/c-tpat-customs-trade-partnership-against-terrorism/bestpractices

For CTPAT purposes, a best practice must meet all five of the following requirements. The best practices framework was tested and validated by COAC Minimum Security Criteria Working Group members.

Answer 76

Yes. C-PAT will be added and the mandatory number of participations will be increased from three to four. Please see the amended Attachment 3.1 and Annex B.

Modification 29

Regarding “Annex B – Draft Technical Specifications - 001”,

Delete in its entirety.

Replace with: “Annex B – Draft Technical Specifications – 002”

Modification 30

Regarding “Attachment 3.1 – v2”,

Delete in its entirety.

Replace with: “Attachment 3.1 – v3”

ALL OTHER TERMS AND CONDITIONS REMAIN UNCHANGED.


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SHARED SERVICES CANADA

Invitation to Qualify (ITQ) for Workplace Technology Devices (WTD) Microcomputer Mobile Devices

TABLE OF CONTENTS 1. GENERAL INFORMATION ............................................................................................................................. 10

OVERVIEW ..................................................................................................................................................... 10 OVERVIEW OF THE REQUIREMENT ...................................................................................................................... 11 SCOPE OF ANTICIPATED PROCUREMENT............................................................................................................... 12 NATIONAL SECURITY EXCEPTION ........................................................................................................................ 12 COMPREHENSIVE LAND CLAIM AGREEMENTS CLCA ............................................................................................... 12 DATA SOVEREIGNTY ......................................................................................................................................... 13 PRIVACY CONSIDERATIONS ................................................................................................................................ 13

2. INSTRUCTIONS FOR RESPONDENTS ............................................................................................................. 14

STANDARD INSTRUCTIONS, CLAUSES AND CONDITIONS ........................................................................................... 14 QUESTIONS AND COMMENTS ............................................................................................................................ 14

3. PREPARING AND SUBMITTING A RESPONSE TO THIS ITQ ............................................................................ 15

GENERAL INSTRUCTIONS ................................................................................................................................... 15 ELECTRONIC SUBMISSION OF RESPONSES BY EMAIL ................................................................................................ 15 TECHNICAL RESPONSE ...................................................................................................................................... 17 REVIEW AND REFINE REQUIREMENTS (RRR) - QUALIFIED RESPONDENTS PARTICIPATION AND INFORMATION FORMS

(REQUIRED PRE-RRR): .................................................................................................................................................. 18 SUPPLY CHAIN INTEGRITY VERIFICATION .............................................................................................................. 19

4. EVALUATION PROCESS ................................................................................................................................ 20

GENERAL EVALUATION PROCEDURES .................................................................................................................. 20 TECHNICAL EVALUATION ................................................................................................................................... 20 SECURITY CLEARANCE REQUIREMENT .................................................................................................................. 20 EVALUATION OF OTHER ELIGIBILITY REQUIREMENTS .............................................................................................. 21 QUALIFIED RESPONDENT .................................................................................................................................. 22 BASIS FOR QUALIFICATION ................................................................................................................................ 22

FORM 1 - ITQ SUBMISSION FORM .................................................................................................................................. 23 FORM 2 - INTEGRITY CHECK FORM .................................................................................................................................. 24 FORM 3 – OEM CERTIFICATION FOR VAR FORM .............................................................................................................. 25 FORM 4 – OEM CERTIFICATION FORM ............................................................................................................................ 26 ANNEX A – PROCUREMENT PROCESS ............................................................................................................................... 27 ANNEX B – DRAFT TECHNICAL SPECIFICATIONS .................................................................................................................. 30 ANNEX C – GLOSSARY AND DEFINITION OF TERMS.............................................................................................................. 31 ANNEX D – DRAFT SECURITY REQUIREMENTS CHECK LIST (SRCL) ......................................................................................... 36 ANNEX E – SUPPLY CHAIN INTEGRITY PROCESS .................................................................................................................. 37


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1. General Information

Overview

a) Phase 1 of Procurement Process: This Invitation to Qualify (ITQ) is the first phase of a procurement process by Shared Services Canada (SSC) for Workplace Technology Devices (WTD) Microcomputer Mobile Devices (the “Project”). Suppliers are invited to pre-qualify in accordance with the terms and conditions of this ITQ in order to become “Qualified Respondents” for any later phases of the procurement process. All Qualified Respondents will be permitted to respond on any subsequent solicitation issued as part of the procurement process.

b) Further Evaluation of Qualified Respondents: Even though certain suppliers may be pre-qualified by Canada as a result of this ITQ, Canada reserves the right to re-evaluate any aspect of the qualification of any Qualified Respondent at any time during the procurement process.

c) ITQ is not a Response Solicitation: This ITQ process is not a solicitation of responses or tenders. No contract will be awarded as a result of the activities during the ITQ phase. Canada reserves the right to cancel any of the preliminary requirements included as part of the Project at any time during the ITQ phase or any other phase of the procurement process. Given that the ITQ process may be partially or completely cancelled by Canada, it may not result in any of the subsequent procurement processes described in this document. Respondents and Qualified Respondents may withdraw from the procurement process at any time. Therefore, suppliers who submit a response can choose not to respond on any subsequent solicitation.

d) Below are the intended phases of the procurement process. Each phase is briefly described in the attached Annex A.

Procurement Process Description ITQ Qualification Phase

Review and Refine Requirements (RRR)

Only the Qualified Respondents will have an opportunity to enhance their understanding of the WTD Microcomputer Mobile Devices requirements

Response Solicitations: Request For Standing Offer Only the Qualified Respondents can submit a response

e) This ITQ deals solely with WTD Microcomputer Mobile Devices (henceforth referred to as

“Mobile Devices” or “MD”).

f) Mobile Devices - SSC will provide its clients with Mobile Devices. SSC will evaluate Respondents on Mandatory Criteria and will review the information provided in the Desirable Technical Criteria for subsequent phases.

g) This procurement targets Mobile Device Original Equipment Manufacturers (OEM) and Value-added Authorised Resellers (VAR) who intend to be included in the RRR phase and submit an offer to the Request for Standing Offer phase of this procurement process. Only


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those suppliers that qualify at the ITQ phase will be allowed to submit an offer for the Request for Standing Offer.

h) Canada reserves the right, in its sole discretion, to run a second qualification round among the unsuccessful Respondents if, in Canada’s opinion, the first qualification round results in an insufficient number of Qualified Respondents.

i) If Canada determines that unsuccessful Respondents will be given a second opportunity to qualify, Canada will provide written information to all unsuccessful Respondents for WTD Mobile Devices on the same day regarding the reasons they were unsuccessful during the first qualification round.

j) Any Respondent who does not qualify as a result of any second qualification round conducted by Canada will not be given another opportunity to participate or be re-evaluated for the subsequent phases of this procurement process.

Overview of the Requirement

The Government of Canada (GC) launched the Workplace Technology Devices (WTD) initiative in April 2013, under the leadership of Shared Services Canada (SSC). Through this initiative, SSC is mandated to consolidate, standardize and transform the procurement of workplace technology devices and related software for over 90 in-scope federal organizations. In so doing, SSC is:

a) improving service delivery and end-user productivity;

b) strengthening the government’s security posture; and

c) reducing costs and generating value for the Crown.

This ITQ is for Mobile Devices and related products. For clarity, Mobile Devices refers to notebooks ruggedized devices, mobile workstations and tablets that connect to a network, as well as computer peripherals that could be used to enhance the functionality of the Mobile Device for end users.

Mobile Devices technical requirements will align with the Notebook categories (1.0N through 16.0N) of the current National Master Standing Agreement (NMSO) for Microcomputers (NMSO E60EJ-11000C/XXX/EJ).

The end-state vision for the Mobile Devices is to refresh and restructure the Notebook categories of the current NMSO for Microcomputers (NMSO E60EJ-11000C/XXX/EJ). In doing so SSC will maintain a catalogue for Mobile Devices to satisfy the Government of Canada’s requirement for the supply, delivery, configuration, installation, integration and implementation of Mobile Devices, including System Upgrades, System Components, Unevaluated Options, warranty, maintenance, software support services and documentation on an “as-and-when-requested” basis to locations throughout Canada. For certain Categories from 4.0M to 13.0M, SSC is considering to allow either only OEMs or the option of either OEMs or VARs capable of meeting the requirements of the Category to make an offer, with all subsequent call-ups for those individual Categories being set aside to Authorized Aboriginal Resellers under the federal government`s Procurement Strategy for Aboriginal Business, as detailed in Annex 9.4 Requirements for the Set-aside Program for Aboriginal Business, of the Supply Manual (pursuant to the set-aside provisions for small and minority businesses in the international trade agreements, as well as Article 800 of the Canadian Free Trade Agreement, as applicable). Authorized Call-ups that are set-aside to Authorised Aboriginal resellers may also be made through the Request for Volume Discount (RVD) process


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described in this Standing Offer. Authorized Call-ups for this Standing Offer will be set aside from the international trade agreements under the provision each has for set-asides for small and minority businesses.

To assist in the transformation journey, SSC and its clients will continue to have access to the existing catalogue on the Microcomputer NMSO available on SSC’s IT Procurement website (“IT Pro” https://www.sscitpro-spcapproti2.com).

Scope of Anticipated Procurement

a) Potential Client Users: This ITQ is being released by SSC. It is intended that Standing Offers resulting from any subsequent solicitation(s) would be used by SSC to provide shared services to one or more of its clients. SSC’s clients include SSC itself, those government institutions for whom SSC’s services are mandatory at any point during the life of any resulting instrument(s), and those other organizations (including a government of a province or municipality in Canada, a Canadian aid agency, a public health organization, an intergovernmental organization or a foreign government) for whom SSC’s services are optional at any point during the life of any resulting instrument(s)and that choose to use those services from time to time. This process will not preclude SSC from using another method of supply for any of its clients with the same or similar needs, unless a subsequent solicitation for this Project expressly indicates otherwise.

b) Number of Standing Offers: SSC is currently contemplating the award of up to 10 Standing Offers, but could award more or less depending on the number of responsive offers.

c) Term of Standing Offers: SSC is currently contemplating Standing Offers with no expiry date (unless SSC determines, in its sole discretion, to set aside this procurement vehicle). As demand for new computer technologies develops, new Categories will be competed on the GETS, allowing new suppliers to qualify or existing suppliers to add Categories to their Standing Offer. Each individual Category will be valid for a period of two (2) years, plus two (2) optional two-year extension periods from the date it is originally awarded. Each time a Category is subsequently awarded after publishing a new competition on the GETS, this two-year period plus the two one-year extension periods will begin running again. As a result, different Categories may be subject to different end dates. At the time individual Categories are re-competed, or new Categories are added, suppliers who already hold NMSOs may be exempted from providing certain information that they have previously provided in order to obtain their existing NMSO (for example, if the experience requirements remain unchanged, existing Offerors may not be required to re-demonstrate that they have the necessary experience).

National Security Exception

Canada has invoked the National Security Exception for all purposes with respect of this requirement and, as a result, none of disciplines of the trade agreements apply to this procurement.

Comprehensive Land Claim Agreements CLCA

This procurement will consider contracting obligations that exist in the Comprehensive Land Claim Agreements across Canada.

This requirement is for delivery all across Canada. A portion of this requirement will be delivered in areas subject to a Comprehensive Land Claims Agreement (CLCA).


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Data Sovereignty

All information managed by the GC requires protection against unauthorized access, including information published publicly. Personal, confidential and/or sensitive data requires a more stringent level of control, to appropriately protect personal, confidential and/or sensitive data. It is incumbent on SSC to secure and protect information and data repositories used by its clients. The protection of this information from a privacy and security perspective is core to the integrity of government programs, which underpins confidence in the GC. Furthermore, privacy and security, which ensure the protection of personal and confidential information, are imperative requirements for the Mobile Devices. Canadians expect the GC to take all appropriate measures to protect confidential and personal information. Most importantly, the information managed by the prospective Mobile Devices suppliers, including any information on devices requiring service and any client image created and/or duplicated, is the exclusive property of the GC and shall be deemed to remain under the ownership and control of the GC for the purposes of the Access to Information Act, Privacy Act and all other legislation requirements. The infrastructure of the Mobile Devices procurement project will be established within the geographic boundaries of Canada. Stringent contractual and technical measures will be put in place to ensure that government information is secured at all times, at rest and in transit, and is only accessed by those authorized to access the printing infrastructure for those purposes approved by project and security authorities. Therefore, over the life of the Standing Offer, Canada and the Standing Offer Holders must recognize:

a) Canada’s right to order the destruction or deletion of data;

b) Contractors compliance with the GC privacy and security policy instruments and practices, the obligations under Access to Information Act and Privacy Act and recognition of the GC notification regarding privacy and security breaches; and

c) Proof of privacy and security training and awareness of the resulting Contractors’ employees who will have access to relevant components of the Mobile Devices solution.

Privacy Considerations

Canadians are extremely concerned about their privacy, particularly in the context of electronic service delivery. The GC is committed to protecting the privacy of Canadians' personal information used in the provision of programs and services to the public, in every delivery channel, including in-person, mail, telephone, and on-line. The GC department and agency operations are driven by policies derived from the Privacy Act.1 The resulting Contractor(s) and/or Standing Offer Holders must ensure that information is accessible only to those authorized. The resulting Contractor(s) and/or Standing Offer Holders must comply with the statutory obligations under the Privacy Act and the Access to Information Act2.

1 http://laws-lois.justice.gc.ca/eng/acts/P-21/index.html 2 http://laws-lois.justice.gc.ca/eng/acts/A-1/index.html

http://laws-lois.justice.gc.ca/eng/acts/P-21/index.html

http://laws-lois.justice.gc.ca/eng/acts/A-1/index.html


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2. Instructions for Respondents

Standard Instructions, Clauses and Conditions

a) All instructions, clauses and conditions identified in this document and any of its attachments by number, date and title are either:

(i) 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 Services and Procurement Canada; or

(ii) included as attachments.

These documents are incorporated by reference and they form part of this document as though they were expressly set out here in full.

b) Section 01 only of Public Services and Procurement Canada’s 2003 Standard Instructions - Goods or Services - Competitive Requirements (bearing the most recent date before the date this solicitation was issued) is incorporated by reference into and forms part of this solicitation.

c) SSC’s Standard Instructions for Procurement Documents No. 1.4 (“SSC’s Standard Instructions”) are incorporated by reference into and form part of the solicitation. If there is a conflict between the provisions of SSC’s Standard Instructions and this document, this document prevails.

d) By submitting a response, as set out in the ITQ Submission Form, the Respondent is confirming that it agrees to be bound by all the instructions, clauses and conditions of the ITQ, including those incorporated by reference.

Questions and Comments

a) Questions and comments about this solicitation can be submitted in accordance with the section of SSC’s Standard Instructions entitled “Communications”. However, instead of the deadline specified in SSC’s Standard Instructions, the deadline for submitting questions is no later than 7 calendar days before the ITQ closing date. Enquiries received after that time may not be answered. As the information requested under the Desirable Technical Criteria is for information only, Canada may, at its discretion, withhold responding to any questions related to the Desirable Technical Criteria until a later phase.

b) Respondents should reference as accurately as possible the section and numbered item of the solicitation process to which the enquiry relates. Care should be taken by Respondents 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 questions or may request that the Respondent do so, so that the proprietary nature of the question is eliminated, and the enquiry can be answered with copies to all Respondents. Enquiries not submitted in a form that can be distributed to all Respondents may not be answered by Canada.

c) The draft specific to security assessment instructions and specific standing offer and contract resulting clauses are attached herein in advance for information purposes only. Specific enquiries on the draft technical specifications may not be answered as further enhancement to the overall requirement may only be conducted during the RRR phase with the Qualified Respondents.


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3. Preparing and Submitting a Response to this ITQ

General Instructions

SSC’s Standard Instructions include instructions with respect to responses that apply in addition to those described in this document.

Electronic Submission of Responses by Email

a) Email Submission of Response: Although Respondents are permitted to submit a back-up pursuant to paragraph (j), all Respondents must attempt to submit their responses by email in accordance with this Article by Solicitation Closing to the email address identified on the cover page of this document as the “Email Address for Response Submission”.

b) Format of Email Attachments: Respondents may submit response documents in any of the following approved formats:

(i) PDF attachments; and

(ii) documents that can be opened with either Microsoft Word or Microsoft Excel.

Respondents that submit response documents in other formats do so at their own risk, as Canada may be unable to read them

c) Email Size: Respondents should ensure that they submit their response in multiple emails if any single email, including attachments, will exceed 15 MB. Except as expressly provided below, only emails that are received at the Email Address for Response Submission by Solicitation Closing will be considered part of the response.

d) Email Title: Respondents are requested to include the Solicitation No. identified on the cover page of this document in the “subject” line of each email forming part of the response.

e) Time of Receipt: All emails received at the Email Address for Response Submission showing a “received” time before Solicitation Closing will be considered timely. In the case of a dispute regarding the time at which an email arrived at SSC, the time at which the response is received by SSC will be determined:

(i) by the delivery time stamp received by the Respondent if the Respondent has turned on Delivery Status Notification for the sent email in accordance with RFC 1891 established by the Internet Engineering Steering Group (SMTP Service Extension for Delivery Status Notification); or

(ii) in accordance with the date and time stamp on the SMTP headers showing the time of first arrival on a server used to provide the Government of Canada with email services, if the Respondent has not turned on Delivery Status Notification for the sent email.

f) Availability of Standing Offer Authority: During the 4 hours leading up to Solicitation Closing, an SSC representative will monitor the Email Address for Response Submission and will be available by telephone at the Standing Offer Authority’s telephone number shown on the cover page of this document (although the SSC representative may not be the Standing Offer Authority). If the Respondent is experiencing difficulties transmitting the email to the Email Address for Response Submission, the Respondent should contact SSC immediately at the Standing Offer Authority’s coordinates provided on the cover page of this document.

g) Email Acknowledgement of Receipt by SSC: On the day of Solicitation Closing, an SSC representative will send an email acknowledging receipt of each response (and each email


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forming part of that response, if multiple emails are received) that was received by Solicitation Closing at SSC’s Email Address for Response Submission.

h) Delayed Email Responses: SSC will accept an email response received in the first 24 hours after Solicitation Closing only if the Respondent can demonstrate that any delay in delivering the email to the SSC Email Address for Response Submission is due to Canada’s systems. Responses received by email more than 24 hours after Solicitation Closing will not be accepted under any circumstances. As a result, Respondents who have tried to submit a response, but have not received an email acknowledging receipt from SSC shortly thereafter should contact the Standing Offer Authority so that they can determine whether or not the response arrived at the SSC Email Address for Response Submission on time.

i) Responsibility for Technical Problems: By submitting a response, the Respondent is confirming it agrees that Canada is not responsible for:

(i) any technical problems experienced by the Respondent in submitting its response, including emails that fail to arrive because they exceed the maximum email size of 15 MB or that are rejected or quarantined because they contain malware or other code that is screened out by SSC for security reasons; or

(ii) any technical problems that prevent SSC from opening the attachments to the email(s). For example, if an attachment is corrupted or otherwise cannot be opened or cannot be read, it will be evaluated without that portion of the response. Respondents will not be permitted to submit substitute attachments to replace any that are corrupt or empty or submitted in an unapproved format.

j) Hand-Delivered Responses: All Respondents must attempt to submit their responses electronically. However, SSC will accept a hand-delivered response (as a back-up in addition to the email response), in which case the following applies:

(i) The hand-delivered response can be:

(A) a hard copy (i.e., printed on paper); or

(B) a combination of soft and hard copies,

provided that any pricing tables that were provided by SSC to be completed by the Respondents are submitted as a soft copy.

(ii) The hand-delivered response must be delivered by a representative of the Respondent in person or by a courier. SSC will not accept any response delivered by regular mail.

(iii) The hand-delivered response must be received by an SSC representative before Solicitation Closing at the address shown on the cover page of this document (or an alternate location arranged with the Standing Offer Authority in writing).

(iv) SSC will only accept a hand-delivered copy of the response if the Respondent has coordinated delivery of that response with the Standing Offer Authority. As indicated above, an SSC representative will be available at the Standing Offer Authority’s telephone number during the 4 hours before Solicitation Closing, including for the purpose of coordinating the receipt of hand-delivered responses (the Standing Offer Authority may also agree, at SSC’s discretion, to be available at another time before Solicitation Closing to receive the response).

(v) The only circumstances in which SSC will accept a hand-delivered response after Solicitation Closing is if the Respondent can show that the SSC representative was unavailable to receive the hand-delivered response at the coordinated time, or that no


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SSC representative was available at the Standing Offer Authority’s telephone number (and no SSC representative responded to voicemail messages left at that telephone number) during the 4 hours leading up Solicitation Closing.

(vi) SSC will consult the hand-delivered response only if there are problems (e.g., missing files, corrupt file, file not readable by SSC, etc.) with all or a portion of the response submitted by email by Solicitation Closing or if no email response is received by Solicitation Closing. If SSC consults the hand-delivered response, it will prevail over the electronically submitted response.

Technical Response

A complete technical response consists of all of the elements listed below. These technical requirements have been sub-divided into two types of requirements – those Requested at ITQ Closing and those that are Mandatory at ITQ Closing.

ELEMENTS OF THE RESPONSE THAT ARE REQUESTED AT ITQ CLOSING:

Providing the following elements of the Technical Response that are requested at ITQ Closing when requested by the Standing Offer Authority during the evaluation period is mandatory. Canada will contact the Respondent if it determines that any information that was requested at ITQ Closing is incomplete or requires correction. Failure to provide or correct the required information within the time provided by the Standing Offer Authority will result in the response being declared non-compliant.

a) Requested Feedback (Attachment 3.1): Respondents are requested to review Attachment 3.1 and should demonstrate their compliance to the Desirable Technical Criteria and explain how they will meet these requirements. Respondents are further requested to provide feedback on the various elements being proposed and/or considered for the subsequent bid solicitation. In order to facilitate the review of the response, Canada requests that Respondents address and present topics in the order of the criteria under the same headings. To avoid duplication, Respondents may refer to different sections of their response by identifying the specific paragraph and page number where the subject topic has already been addressed.

Each response will be retained by Canada, and the information acquired from Respondents may be used to refine the requirement in the RRR phase or as mandatory or rated criteria in a subsequent Bid Solicitation. Respondents who fail to submit complete responses with all the information requested by this ITQ may be requested to provide the missing information at a later date.

b) Submission Form (Form 1): Respondents are requested to include the Submission Form with its responses. It provides a common form in which the Respondent can provide information required for evaluation, such as a contact name, the Respondent’s Procurement Business Number, the language for future communications, Security Clearance Level, etc. Using the form to provide this information is not mandatory, but it is recommended.

c) Integrity Check Form (Form 2): The Respondent is requested to include a completed Form 2 – Integrity Check with its response. Using the form to provide the information is not mandatory, but it is recommended. If Form 2 is not included with the response or if Canada determines that the information required by Form 2 is incomplete or requires correction, Canada will provide the Respondent with an opportunity to do so. Upon request, the Respondent must also provide any further information requested by the Standing Offer Authority pursuant to Section 01 of PSPC Standard Instructions 2003.


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ELEMENTS OF THE RESPONSE THAT ARE MANDATORY AT ITQ CLOSING:

a) Mandatory Technical Criteria: In their technical response, Respondents must meet one of the two Mandatory Technical Criteria and must submit one of the corresponding forms:.

(i) Form 3 – OEM Certification for VAR Form: The Respondent must be certified by an Original Equipment Manufacturer (OEM) that supplies Mobile Devices (Notebooks, 2-in-1 Tablets, Convertible Notebooks, Slate Tablets, Ruggedized Mobile Devices, and Mobile Workstations) at the time of this ITQ Closing. The Respondent must demonstrate compliance by submitting a copy of Form 3 – OEM Certification for VAR Form, signed by an authorized signatory of the OEM.

(ii) Form 4 – OEM Certification Form: The Respondent must be an Original Equipment Manufacturer (OEM) that manufactures and provides warranty and maintenance support for Mobile Devices (Notebooks, 2-in-1 Tablets, Convertible Notebooks, Slate Tablets, Ruggedized Mobile Devices, and Mobile Workstations) at the time of this ITQ closing. The Respondent must demonstrate compliance by submitting a copy of Form 4 – OEM Certification Form, signed by an authorized signatory of the OEM.

Review and Refine Requirements (RRR) - Qualified Respondents participation and information forms (Required pre-RRR):

The Review and Refine Requirements (RRR) Process Document will be provided to the Qualified Respondents in advance of the RRR phase to expedite arrangements with the Respondent’s resources for the RRR phase. Upon receiving the selection notice to participate in the RRR phase, Qualified Respondents may only be given up to 5 federal government working days to submit a signed Agreement to Participate and Information Form of the RRR Process Document.


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Supply Chain Integrity Verification

Note: Anticipated to be Mandatory Assessment at Bid Solicitation stage. Process may begin at the end of RRR. Actual requirement to be finalised during RRR.

The Supply Chain Integrity (SCI) Verification is a mandatory submission requirement at the Bid Solicitation stage. SCI is an important corporate requirement. Challenged by an increasingly complex cyber threat environment, Canada is committed to applying enhanced security process and contract clauses to the acquisition of both products and services. The purpose of the Supply Chain Integrity Verification process is to ensure that all products, equipment, software, firmware and services that are procured by SSC meet the required security and supply chain standards. Please refer to Annex E - Supply Chain Integrity Process for a description of the requirement.


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4. Evaluation Process

General Evaluation Procedures

a) General evaluation procedures that apply to this ITQ are described in SSC’s Standard Instructions.

b) A response must comply with all the requirements of the ITQ and meet all mandatory evaluation criteria to be declared compliant.

Technical Evaluation

a) Mandatory Technical Requirements

(i) Responses will be reviewed to determine whether they meet the mandatory requirements of the ITQ. All elements of the ITQ that are mandatory requirements are identified specifically with the words “must” or “mandatory”. Responses that do not comply with each and every mandatory requirement will be considered non-responsive and be disqualified.

(ii) The Mandatory Technical Criteria are described in Section 3.3 “Technical Response” and will be evaluated individually on a simple pass/fail basis.

Security Clearance Requirement

a) At the closing date of the subsequent Bid Solicitation, the following conditions must be met:

(i) Respondents that currently do not meet the security requirements as indicated in the attached Annex D entitled “Draft Security Requirements Check List” and the resulting security contract clauses described below must initiate the security screening process immediately, as outlined below in order to meet this by closing date of the subsequent Bid Solicitation.

(ii) Security Requirements:

(A) The Offeror must, at all times during the performance of the Contract/Standing Offer, hold a valid Designated Organization Screening (DOS), issued by the Canadian Industrial Security Directorate (CISD), Public Works and Government Services Canada (PWGSC)

(B) The Offeror personnel requiring access to PROTECTED information, assets or sensitive work site(s) must EACH hold a valid RELIABILITY STATUS, granted or approved by CISD/PWGSC

(C) The Offeror MUST NOT remove any PROTECTED information or assets from the identified work site(s), and the Contractor/Offeror must ensure that its personnel are made aware of and comply with this restriction

(D) Subcontracts, which contain security requirements, are NOT to be awarded without the prior written permission of CISD/PWGSC

(E) The Contractor/Offeror must comply with the provisions of the:

i. Security Requirements Check List, attached at Annex D; and

ii. Industrial Security Manual (Latest Edition)


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(iii) Respondents that are not registered in the Industrial Security Program (ISP) of PSPC's Canadian Industrial Security Directorate (CISD) for Designated Organization Screening (DOS) or Facility Security Clearance (FSC) must ask to be registered in the ISP. Respondents must submit the request by e-mail to the Standing Offer Authority identified below. The request must include the following information:

(A) Solicitation Number for which the registration is requested;

(B) Name of the Respondent;

(C) Address of the Respondent’s Office in Canada;

(D) Telephone, fax numbers and e-mail address, as applicable;

(E) Name of President, CEO or contact, as applicable;

(F) Language preference (English or French); and,

(G) The Respondent’s Procurement Business Number (PBN).

Standing Offer Authority: Mark Milloy Senior Procurement Officer Shared Services Canada 180 Kent St., 13th floor Ottawa, Ontario K1P 0B6 Canada Email Address: [email protected] Telephone: 613-462-9417

(iv) Failure to comply with this request will render the response non-responsive.

(v) Canada will not delay its procurement in order to provide time for suppliers to obtain their registration for the required security clearances.

(vi) In the case of a joint venture, each member of the joint venture must meet the security requirements.

(vii) Canada reserves the right to revise the security requirements following the ITQ Phase. Canada will provide the final Bid Solicitation and contract security clauses at a subsequent phase of this procurement process.

Evaluation of Other Eligibility Requirements

Before recommending any Respondent for selection as a Qualified Respondent (but at any time during the evaluation process), Canada will evaluate whether the Respondent meets all eligibility requirements described in this ITQ, including but not limited to conducting the Integrity Check described in Section 01 of Public Services and Procurement Canada’s 2003 Standard Instructions - Goods or Services - Competitive Requirements to determine if the Respondent is eligible for award.

mailto:[email protected]


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Qualified Respondent

To be declared a Qualified Respondent, a Respondent must:

a) comply with all the requirements of the ITQ; and

b) meet all mandatory technical criteria at any time during the procurement process.

Basis for Qualification

A Respondent will be declared “Qualified Respondent” if the conditions at 4.5 above and other eligibility requirements are met. The Qualified Respondents will be allowed to participate in the next stage of this Collaborative Procurement Process (CPP), the RRR phase. However, Canada reserves the right to re-evaluate the qualification of any Qualified Respondent at any time during the solicitation process. For example, if the Respondent’s no longer meets the requirements of this ITQ, it will no longer be a Qualified Respondent. Canada reserves the right to allow additional Qualified Respondents at the RRR stage, in accordance with 4.5.


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FORM 1 - ITQ SUBMISSION FORM

SSC ITQ No. 2BH981576/A ITQ Submission Form

Respondent’s full legal name [Note to Respondents: Respondents should take care to identify the correct legal name as the Respondent.]

Authorized representative of Respondent for evaluation purposes (e.g., clarifications)

Name Title Address Telephone # Email

Respondent’s Procurement Business Number (PBN) [see SSC’s Standard Instructions. Please make sure that your PBN matches the legal name under which you have submitted your response. If it does not, the Respondent will be determined based on the legal name provided, not based on the PBN, and the Respondent will be required to submit the PBN that matches the legal name of the Respondent.]

Preferred language for future communications, including any future solicitations resulting from this ITQ

English

French

Requested Canadian province or territory for applicable laws

Security Clearance Level of Respondent [Please ensure that the security clearance matches the legal name of the Respondent. If it does not, the security clearance is not valid for the Respondent.] If you are submitting a response as a joint venture, please provide this information for each member of the joint venture.

Clearance Level

Date Granted Issuing Entity (PSPC, RCMP, etc.)

Legal name of entity to which clearance issued

On behalf of the Respondent, by signing below, I confirm that I have read the entire ITQ, including the documents incorporated by reference into the ITQ, and I certify and agree that: 1. The Respondent considers itself and its products able to meet all the mandatory requirements described in the ITQ; 2. The response is valid for the period specified in the ITQ; 3. All the information provided in the response is complete, true and accurate; 4. The Respondent has read and complies with the obligations of the PSPC Code of Conduct for Procurement (http://www.tpsgc- .gc.ca/app-acq/cndt-cndct/contexte-context-eng.html); and 5. The Respondent agrees to be bound by all the terms and conditions of this ITQ, including the documents incorporated by reference into it. Signature of Authorized Representative of Respondent


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FORM 2 - INTEGRITY CHECK FORM

Note to Respondents: Please note that this form does duplicate some information from the ITQ Submission Form. This is because this form will be provided to Public Services and Procurement Canada (PSPC) to perform the

integrity check. PSPC will not have access to the ITQ Submission Form and therefore requires some of the same information.

Integrity Check Form for Shared Services Canada Solicitation

Respondent’s full legal name [Note to Respondents: Respondents who are part of a corporate group should take care to identify the correct corporation as the Respondent.]

Contact Information for Authorized Representative of Respondent for evaluation purposes (e.g., clarifications)

Name Title Address Telephone # Fax # Email

Respondent’s Procurement Business Number (PBN) [see SSC’s Standard Instructions. Please make sure that your PBN matches the legal name under which you have submitted your response. If it does not, the Respondent will be determined based on the legal name provided, not based on the PBN, and the Respondent will be required to submit the PBN that matches the legal name of the Respondent.]

Names of All Members of the Respondent’s Board of Directors [please use “first name, middle name (if applicable), last name” format – e.g., Maria Jane Smith)] [please add as many cells as necessary to provide all the names.]


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FORM 3 – OEM CERTIFICATION FOR VAR FORM

OEM Certification for VAR Form

(to be used where the Respondent is not the OEM)

This confirms that the Original Equipment Manufacturer (OEM) identified below has authorized the Respondent named below to provide and maintain its products under any Standing Offer or Contract resulting from a solicitation issued as part of the procurement process initiated further to the ITQ identified below.

Name of OEM _________________________________________

Signature of authorized signatory of OEM _________________________________________

Print Name of authorized signatory of OEM _________________________________________

Print Title of authorized signatory of OEM _________________________________________

Address for authorized signatory of OEM _________________________________________

Telephone no. for authorized signatory of OEM _________________________________________

Fax no. for authorized signatory of OEM _________________________________________

Date signed _________________________________________

ITQ Number _________________________________________

Name of Respondent _________________________________________

The definition of “OEM” for the purposes of this certification can be found in SSC’s Standard Instructions.


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FORM 4 – OEM CERTIFICATION FORM OEM Certification Form

(to be used where the Respondent itself is the OEM)

The Respondent certifies that it is the Original Equipment Manufacturer (OEM) of all the hardware products under any Standing Offer or Contract resulting from solicitations issued subsequent to the ITQ identified below, and that it has all the rights necessary to provide and maintain those hardware (and any non-proprietary sub-components incorporated into the hardware) on a royalty-free basis to Canada.

Name of OEM _________________________________________

Signature of authorized signatory of OEM _________________________________________

Print Name of authorized signatory of OEM _________________________________________

Print Title of authorized signatory of OEM _________________________________________

Address for authorized signatory of OEM _________________________________________

Telephone no. for authorized signatory of OEM _________________________________________

Fax no. for authorized signatory of OEM _________________________________________

Date signed _________________________________________

ITQ Number _________________________________________

Name of Respondent Representative _________________________________________

The definition of “OEM” for the purposes of this certification can be found in SSC’s Standard Instructions.


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ANNEX A – PROCUREMENT PROCESS Overview

The WTD Mobile Devices multi-phase Collaborative Procurement Process (CPP) is shown in Figure 1 and summarized in Table 1. This process will be used until the final Bid Solicitation(s) is issued to the Qualified Respondent(s) in the Bid Solicitation Phase. This approach will allow Canada to conduct due diligence of Mobile Devices requirements with Qualified Respondents before issuing a bid solicitation(s).

Figure 1: WTD Mobile Devices Procurement Approach

Table 1: Summary of WTD Mobile Devices Procurement Phases Procurement

Phase Objectives

Invitation to Qualify Issue ITQ Obtain ITQ responses from Respondents Evaluate ITQ responses Acquire a list of Qualified Respondents to continue to the Review and

Refine Requirements Phase and Bid Solicitation Phase Review and Refine Requirements

Qualified Respondents have an opportunity to enhance their understanding of the WTD Mobile Devices requirements

Qualified Respondents may provide their list of IT products (equipment, firmware, software, services)

Qualified Respondents to continue to the Bid Solicitation Phase Bid Solicitation Issue finalized solicitation to all Qualified Respondents

Obtain bid responses from the Respondents Evaluate the bid proposals Conduct the supply chain integrity verification of the Respondents’ IT

products to ensure that all IT products proposed, subcontractors meet certain security and supply chain standards if it was not completed at RRR

Select successful proposal(s) Standing Offer Award Award the WTD Mobile Devices Standing Offers

Canada will not reimburse any Respondent for expenses incurred during any of the Mobile Devices ITQ phase, Review and Refine Requirements phase or Bid Solicitation phase.

Due Diligence

Invitation to Qualify

Response + Evaluate

Review and Refine

Requirements

Supply Chain Integrity Verification

Bid Solicitation

Response + Evaluate

Standing Offer

Award


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Invitation to Qualify Phase

The purpose of the Invitation to Qualify (ITQ) is to identify the Respondents who manufacture and provide warranty and maintenance support for Mobile Devices and the Respondents who are authorized to supply and provide maintenance support for Mobile Devices on behalf of an OEM that manufactures Mobile Devices. The ITQ mandatory technical criteria focuses on the Respondent’s capability to supply Mobile Devices, taking into consideration whether the Respondent is an OEM itself or authorized to supply Mobile Devices on behalf of an OEM. Please refer to Section 3.3 “Technical Response” for the mandatory technical criteria. Once the Qualified Respondents have been selected and have been notified that they have qualified for the next phase of the procurement process, Canada intends to proceed with the Review and Refine Requirements phase. Qualified Respondents may withdraw from the process by providing written notification to the Standing Offer Authority.

Review and Refine Requirements Phase

Canada will start the Review and Refine Requirements (RRR) phase by providing the Qualified Respondents with the detailed process that will be followed for this phase. In this phase, Canada will engage the Qualified Respondents in a collaborative review of its detailed requirements and request that the Qualified Respondents provide comments, suggestions, and/or identify areas that require additional clarification from Canada through the process as set out in the detailed materials provided to all Qualified Respondents. Canada will require a significant commitment from Qualified Respondents during this phase, both in terms of time and resources. Canada will take into consideration the feedback provided by Qualified Respondents and finalize its technical and solicitation requirements for use in the Bid Solicitation phase. The interactions could include:

a) one-on-one sessions;

b) presentation sessions; and

c) written questions and answers.

Canada will consider the feedback provided by Qualified Respondents when finalizing the SOW for Mobile Devices and its solicitation requirements for use in the Bid Solicitation phase. Canada may conduct a supply chain integrity verification of the Qualified Respondents’ IT products (equipment, firmware, software, services), and information about subcontractors, that the Qualified Respondent will use to provide the Mobile Devices services to ensure that all IT products meet certain security and supply chain standards. This process may be started and/or completed during RRR. More information about this process will be provided to the Qualified Respondents during the RRR phase.

It is the responsibility of each Qualified Respondent to take advantage of the Review and Refine Requirements phase by asking the questions that are necessary to prepare a complete response(s) to the final bid solicitation.


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Bid Solicitation Phase

In the Bid Solicitation phase, Canada will issue a formal RFSO to the Qualified Respondents who have participated in the Review and Refine Requirements phase. Each Qualified Respondent will be permitted to formally bid on the requirements set out in the RFSO.

Standing Offer Phase

After completion of the Bid Solicitation Phase, selected Bidder(s) will be recommended for Standing Offer award providing that Canada has received all necessary internal approvals.

Anticipated Schedule

The anticipated schedule for the Mobile Devices procurement phases, as well as Implementation, is shown in Table 2. The schedule is provided for information purposes, and will be used by Canada for planning purposes. It is subject to change by Canada.

Table 2: Canada’s Anticipated Procurement and Implementation Schedule

Phase Estimated Duration

Invitation to Qualify July 2nd 2019 to August 9th, 2019

Review and Refine Requirements August 2019 to October 2019

Bid Solicitation October 2019 to November 2019

Standing Offer Award December 2019

Note that the above dates are tentative, and subject to change


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ANNEX B – DRAFT TECHNICAL SPECIFICATIONS

Note to Respondents: Annex B is provided as an attachment in a separate PDF document.


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ANNEX C – GLOSSARY AND DEFINITION OF TERMS

Acronym Description CCM Commercial Confidential Meeting CEO Chief Executive Officer

CIO Chief Information Officer CPP Collaborative Procurement Process CSEC Communications Security Establishment Canada D-A Departments and agencies

ET Eastern Time

FGWD Federal Government Working Day GC Government of Canada HW Hardware IT Information Technology

ITQ Invitation to Qualify

MD Mobile Devices NATO North Atlantic Treaty Organization

NMSO National Master Standing Offers

OEM Original Equipment Manufacturer OGD Other Government Department

PBN Procurement Business Number

PSPC Public Services and Procurement Canada formerly PWGSC PWGSC Public Works and Government Services Canada changed to PSPC

QR Qualified Respondents

RFSO Request for Standing Offer RRR Review and Refine Requirements

RVD Request for Volume Discounts

SCI Supply Chain Integrity SCSI Supply Chain Security Information

SP Software Publisher

SSC Shared Services Canada SW Software

TBD To Be Defined

TCV Total Contract Value VAR Value-added Authorized Reseller

WTD Workplace Technology Devices


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Definition of Terms

Term Definition Affiliate For the purposes of this solicitation, an Affiliate will include any entity

which does not operate at arm's length from the Respondent, including a parent or a branch, division or subsidiary of the Respondent.

Agreement Means the Agreement to Participate to be entered into by the SSC with the Qualified Respondent for the Review and Refine Requirements phase, should the Respondent become a Qualified Respondent. A pro-forma Agreement is attached as Appendix A to RRR Process Document.

Bid An offer to provide services or supply goods as a result of a solicitation.

Canada’s Data Means any data originating from the Work, any data received in contribution to the Work or that is generated as a result of the delivery of security, configuration, operations, administration and management services, and any data that is transported or stored by the contractor or any subcontractor as a result of performing the Work.

Client Organization A legal entity, from either the public or private sector, receiving WTD Mobile Devices Services provided under a contract with the Lead Respondent or Core Team Members 2 and/or 3.

Client Reference A reference of a project for a Client Organization that is being used by the Respondent for addressing the Mandatory or Rated requirements as described in Attachment 4.1 WTD Evaluation Framework and Process. The Client Organisation must have entered in a contract directly with the Core Team member.

Commercial Confidential Meeting (CCM)

Means a meeting between SSC and the Qualified Respondent in which aspects of the project, and potentially Qualified Respondent solutions are discussed in a commercially confidential setting that may involve the sharing of Confidential Qualified Respondent Information.

Confidential Qualified Respondent Information

Means all Qualified Respondent information that is confidential by its nature or in the circumstances in which it is received, including all confidential information in the custody or control of SSC, regardless of whether it is identified as confidential or not, and whether recorded or not, and however fixed, stored, expressed or embodied, which comes into the knowledge, possession or control of SSC.

Confidential SSC Information

Means all government information that is confidential by its nature or in the circumstances in which it is received, including all confidential information in the custody or control of SSC, regardless of whether it is identified as confidential or not, and whether recorded or not, and however fixed, stored, expressed or embodied, which comes into the knowledge, possession or control of the Qualified Respondent.


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Term Definition Invitation to Qualify (ITQ) Procurement instrument used to identify Qualified Respondents for the

Review and Refine Requirements and Bid Solicitation phases of the CPS procurement approach.

Joint Venture An association of two or more parties who combine their money, property, knowledge, expertise or other resources in a single joint business enterprise sometimes referred as a consortium, to response together on a requirement. Respondents who response as a joint venture must indicate clearly that it is a joint venture and provide the following information:

a) The name of each member of the joint venture;

b) The Procurement Business Number of each member of the joint venture;

c) The name of the representative of the joint venture, i.e. the member chosen by the other members to act on their behalf, if applicable;

d) The name of the joint venture, if applicable.

If the information is not clearly provided in the response, the Respondent must provide the information on request from the Standing Offer Authority.

The response and any resulting contract must be signed by all the members of the joint venture unless one member has been appointed to act on behalf of all members of the joint venture. The Standing Offer Authority may, at any time, require each member of the joint venture to confirm that the representative has been appointed with full authority to act as its representative for the purposes of the bid solicitation and any resulting contract. If a contract is awarded to a joint venture, all members of the joint venture will be jointly and severally or solidarily liable for the performance of any resulting contract.

Mobile Devices Mobile Devices are systems that meet the minimum Technical Specifications set out in the Annex entitled “Technical Specifications”. It is fully operational commercial off-the-shelf and in ready-to-use state, containing all major components and all requisite ancillary items. These include but are not limited to: Chassis / enclosure, motherboard / system board, processor / processor modules, memory / memory cards, internal storage, display, keyboard, Operating System, device drivers / software licenses, port licenses, power supplies, cooling fans, internal / external cables to the system, Input/Output (I/O) ports cables, etc. to allow the system to satisfy the requirements.

Open Meeting Means a meeting between SSC and all Qualified Respondents in which aspects of the WTD Mobile Devices requirement are discussed, excluding aspects that have been identified as Confidential Qualified Respondent Information.


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Term Definition Original Equipment Manufacturer

Original Equipment Manufacturer, “OEM”, means the manufacturer of the hardware, as evidenced by the name appearing on the hardware and on all accompanying documentation.

Private Sector Privately held sole proprietors, partnerships or corporations and/or publicly traded corporations.

Product Manufacturer Means the entity which assembles the component parts to manufacture a Product.

Products Means any hardware that operates at the data link layer of the OSI Model (Layer 2) and above, any software and Workplace Technology Devices.

Project Lead Means a person that will be the single point of contact from the Qualified Respondent that will be responsible for all communications with SSC outside of fixed meetings.

Protected Information

This refers to specific provisions of the Access to Information Act and the Privacy Act and applies to sensitive personal, private, and business information.

Protected A (low-sensitive): Applies to information that, if compromised, could reasonably be expected to cause injury outside the National Interest, for example, disclosure of exact salary figures.

Protected B (particularly sensitive): applies to information that, if compromised, could reasonably be expected to cause serious injury outside the National Interest, for example, loss of reputation or competitive advantage.

Protected C (extremely sensitive): applies to the very limited amount of information that, if compromised, could reasonably be expected to cause extremely grave injury outside the National Interest, for example, loss of life.

Public Sector Government entities at the federal, provincial and municipal level, higher education universities and colleges, and hospitals.

Qualified Respondent A Respondent who is identified by Canada to participate in the Review and Refine Requirements and Bid Solicitation phases of the procurement.

Security Assessment The on-going process of evaluating the performance of IT security controls throughout the lifecycle of information systems to establish the extent to which the controls are implemented correctly, operating as intended, and producing the desired outcome with respect to meeting the departmental business needs for security. Security assessment


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Term Definition supports authorization by providing the grounds for confidence in information system security.

Service Catalogue Pre-determined services and goods that can be ordered by a department or agency at a pre-determined price.

Software Publisher Means the owner of the copyright of the software, who has the right to license (and authorize others to license/sub-license) its software products.

Total Contract Value (TCV) The cumulative absolute value of the annual contracted value plus the value of any optional quantities which can be exercised during the option periods stipulated for the Client Reference. The total contract value is for current and future cumulated value yet to be exercised as stated in one or many contracts for the Client Reference. Here are two examples of TCV calculations:

1) a supplier in the first year of a three year contract with the Client Reference for $1M for the initial purchase plus $2M for optional quantities which can be purchased within the option periods has a TCV of $3M: initial purchase ($1M) + optional quantities ($2M) = $3M

Value-added Authorized Reseller

A Value-added Authorized Reseller (VAR) is a firm authorized to act on behalf of an OEM for the purpose of supplying goods or services.

Work Means all the activities, services, goods, equipment, matters and things required to be done, delivered or performed by the Contractor under the resulting contract.

Workplace Technology Devices

Means desktops, mobile workstations such as laptops and tablets, smart phones, phones, printers and scanners that connect directly to a computing device or a network, as well as Multi-Function Devices (MFD) that combine printing, scanning, photocopying and faxing and peripherals and accessories such as monitors, keyboards, computer mouse, audio devices and external and internal storage devices such as USB flash drives, memory cards, external hard drives and writable CD and DVD.


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ANNEX D – DRAFT SECURITY REQUIREMENTS CHECK LIST (SRCL)

(Note to Respondents: Annex D, SRCL will provided as a separate attached PDF document.)


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ANNEX E – SUPPLY CHAIN INTEGRITY PROCESS

Note: Anticipated to be Mandatory Assessment at Bid Solicitation stage. Process may begin at the end of RRR. Actual requirement to be finalised during RRR.

1. Condition of Standing Offer Award

In order to be awarded a Standing Offer, the Bidder must complete the Supply Chain Security Information (SCSI) assessment process and not be disqualified.

a. Definitions

The following words and expressions used with respect to Supply Chain Integrity assessment have the following meanings:

a) “Product” means any hardware that operates at the data link layer of the Open Systems Interconnection Model OSI Model (Layer 2) and above; any software; and any Workplace Technology Devices;

ii. “Workplace Technology Device” means any desktop, mobile workstation (such as a laptop or tablet), smart phone, or phone, as well as any peripheral item or accessory such as a monitor, keyboard, computer mouse, audio device or external or internal storage device such as a USB flash drive, memory card, external hard drive or writable CDs and DVDs or other media;

iii. “Product Manufacturer” means the entity that assembles the component parts to manufacture the final Product;

iv. “Software Publisher” means the owner of the copyright of the software, who has the right to license (and authorize others to license/sub-license) its software products;

v. “Canada’s Data” means any data originating from the Work, any data received in contribution to the Work or any data that is generated as a result of the delivery of security, configuration, operations, administration and management services, together with any data that would be transported or stored by the contractor or any subcontractor as a result of performing the Work under any resulting contract; and

vi. “Work” means all the activities, services, goods, equipment, matters and things required to be done, delivered or performed by the contractor under any resulting contract.

b. Mandatory Ongoing Qualification Submission Requirements

Bidders must submit, prior to contract award, the following Supply Chain Security Information (SCSI):

a) IT Product List: Bidders must identify the Products over which Canada’s Data would be transmitted and/or on which Canada’s Data would be stored, that would be used and/or installed by the Bidders or any of its subcontractors to perform any part of the Work, together with the following information regarding each Product;


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(i) Location: identify the where each Product is interconnected with any given network for Canada’s Data (identify the service delivery points or nodes, such as points of presence, third party locations, data centre facilities, operations centre, security operations centre, internet or other public network peering points, etc.);

(ii) Product Type: identify the generally recognized description used by industry such as hardware, software, etc.; components of an assembled Product, such as module or card assembly, must be provided for all layer 3 internetworking devices;

(iii) IT Component: identify the generally recognized description used by industry such as firewall router, switch, server, security appliance, etc.;

(iv) Product Model Name or Number: identify the advertised name or number of the Product assigned to it by the Product Manufacturer;

(v) Description and Purpose of the Product: identify the advertised description or purpose by the Product Manufacturer of the Product and the intended usage or role in the Work described in the resulting contract;

(vi) Source: identify the Product Manufacturer, Software Publisher and/or Original Equipment Manufacturer of embedded components;

(vii) Name of Subcontractor: in the “SCSI Submission Form” provided with this solicitation, “Name of Subcontractor” refers to the subcontractor that will provide, install or maintain the Product, if the Bidder would not do so itself.

While submitting the information is mandatory, Bidders are requested to provide the SCSI by using the SCSI Submission Form. Canada requests that, on each page, Bidders indicate their legal name and insert a page number as well as the total number of pages. Canada also requests that Bidders insert a separate row in the SCSI Submission Form for each Product. Canada requests that Bidders not repeat multiple iterations of the same Product (e.g., if the serial number and/or the color is the only difference between two Products, they will be treated as the same Product for the purposes of SCSI).

c. List of Subcontractors: The Bidder must provide a list of any subcontractors that could be used to perform any part of the Work (including subcontractors affiliated or otherwise related to the Bidder) pursuant to any resulting contract. The list must include at a minimum:

a) the name of the subcontractor;

vii. the address of the subcontractor’s headquarters;

viii. the portion of the Work that would be performed by the subcontractor; and

ix. the location(s) where the subcontractor would perform the Work.

This list must identify all third parties who may perform any part of the Work, whether they would be subcontractors to the Bidder, or subcontractors to subcontractors of the Bidder down the chain. Any subcontractor that could have access to Canada’s Data or would be responsible either for transporting it or for storing it must be identified. For the purposes of this requirement, a third party who is merely a supplier of goods to the Bidder, but who does not perform any portion of the Work, is not considered to be a subcontractor. Subcontractors would include, for example, technicians who might be deployed or maintain the Bidder’s solution. If the Bidder does not plan to use any subcontractors to perform any part of the Work, Canada requests that the Bidder indicate this in its bid submission.


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2. ASSESSMENT OF SUPPLY CHAIN SECURITY INFORMATION:

a. Canada will assess whether, in its opinion, the Supply Chain Security Information creates the possibility that the Bidder’s solution could compromise or be used to compromise the security of Canada’s equipment, firmware, software, systems or information.

In conducting its assessment:

a) Canada may request from the Bidder any additional information that Canada requires to conduct a complete security assessment of the Supply Chain Security Information. The Bidder will have 2 FGWD (or a longer period if specified in writing by the Standing Offer Authority) to provide the necessary information to Canada. Failure to meet this deadline will result in the bid submission being disqualified.

x. Canada may use any government resources or consultants to conduct the assessment and may contact third parties to obtain further information. Canada may use any information, whether it is included in the bid submission or comes from another source, that Canada considers advisable to conduct a comprehensive assessment of the Supply Chain Security Information.

b. If, in Canada’s opinion, there is a possibility that any aspect of the Supply Chain Security Information, if used by Canada, could compromise or be used to compromise the security of Canada’s equipment, firmware, software, systems or information:

a) Canada will notify the Bidder in writing (sent by email) and identify which aspect(s) of the Supply Chain Security Information is subject to concern(s) or cannot be assessed (for example, proposed future releases of products cannot be assessed). Any further information that Canada might be able to provide to the Bidder regarding its concerns will be determined based on the nature of the concerns. In some situations, for reasons of national security, it may not be possible for Canada to provide further information to the Bidder; therefore, in some circumstances, the Bidder will not know the underlying reasons for Canada’s concerns with respect to a product, subcontractor or other aspect of the Bidder’s Supply Chain Security Information.

b) The notice will provide the Bidder with a minimum of 3 opportunities to submit revised SCSI in order to address Canada’s concerns. The first revised SCSI must be submitted within the 10 calendar days following the day on which Canada’s written notification is sent to the Bidder (or a longer period specified in writing by the Contracting Authority). If concerns are identified by Canada regarding the first revised SCSI submitted after bid closing, the second revised SCSI must be submitted within 5 calendar days (or a longer period specified in writing by the Standing Offer Authority). If concerns are identified by Canada regarding the second revised SCSI submitted after bid closing, the third revised SCSI must be submitted within 3 calendar days (or a longer period specified in writing by the Contracting Authority). With respect to the revised SCSI submitted each time, the Bidder must indicate in its response whether the revision affects any aspect of its technical bid or certifications. The Bidder will not be permitted to change any price in its bid, but will be permitted to withdraw its bid if it does not wish to honour the pricing as a result of required revisions to the SCSI. Each time the Bidder submits revised SCSI within the allotted time, Canada will perform a further assessment of the revised SCSI and the following will apply:

(1) If, in Canada’s opinion, there is a possibility that any aspect of the Bidder’s revised SCSI could compromise or be used to compromise the security of Canada’s equipment, firmware, software, systems or information, the Bidder will be provided with the same type of notice described under paragraph 2.b. a) above. If, in Canada’s opinion, the third post-bid-closing revised SCSI submission still raises concerns, any further opportunities


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to revise the SCSI will be entirely at the discretion of Canada and the bid may be disqualified by Canada at any time.

(2) If the bid is not disqualified as a result of the assessment of the SCSI (as revised in accordance with the process set out above), after receiving the final revised SCSI, Canada will assess the impact of the collective revisions on the technical bid and certifications to determine whether they affect:

(I) the Bidder’s compliance with the mandatory requirements of the solicitation;

(II) the Bidder’s score under the rated requirements of the solicitation, if any; or

(III) the Bidder’s ranking vis-à-vis other bidders in accordance with the evaluation process described in the solicitation.

(3) If Canada determines that the Bidder remains compliant and that its ranking vis-à-vis other bidders has been unaffected by the revisions to the SCSI submitted after bid closing in accordance with the process described above, the Contracting Authority will recommend the top-ranked bid for contract award, subject to the provisions of the bid solicitation.

(4) If Canada determines that, as a result of the revisions to the SCSI submitted after bid closing in accordance with the process described above, the Bidder is either no longer compliant or is no longer the top-ranked bidder, Canada will proceed to consider the next-ranked bid for contract award, subject again to the provisions of the solicitation relating to the assessment of the SCSI submitted at bid closing, and to the assessment of any revised SCSI submitted after bid closing in accordance with the above provisions.

c. By participating in this process, the Bidder acknowledges that the nature of information technology is such that new vulnerabilities, including security vulnerabilities, are constantly being identified. As a result:

b) satisfactory assessment does not mean that the same or similar SCSI will be assessed in the same way for future requirements; and

c) during the performance of any contract resulting from this bid solicitation, if Canada has concerns regarding certain products, designs or subcontractors originally included in the SCSI, the terms and conditions of that contract will govern the process for addressing those concerns.

d. By submitting its SCSI, and in consideration of the opportunity to participate in this process, the Bidder agrees to the terms of the following non-disclosure agreement (the “Non-Disclosure Agreement”):

a) The Bidder agrees to keep confidential and store in a secure location any information it receives from Canada regarding Canada’s assessment of the Bidder’s Supply Chain Security Information (the “Sensitive Information”) including, but not limited to, which aspect of the Supply Chain Security Information is subject to concern, and the reasons for Canada’s concerns.

b) Sensitive Information includes, but is not limited to, any documents, instructions, guidelines, data, material, advice or any other information whether received orally, in printed form or otherwise, and regardless of whether or not that information is labeled as classified, confidential, proprietary or sensitive.


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c) The Bidder agrees that it will not reproduce, copy, divulge, release or disclose, in whole or in part, in whatever way or form any Sensitive Information to any person other than a person employed by the Bidder who has a need to know the information as well as a security clearance commensurate with the level of Sensitive Information being accessed, without first receiving the written consent of the Standing Offer Authority.

d) The Bidder agrees to notify the Standing Offer Authority immediately if any person, other than those permitted by this Sub-article, accesses the Sensitive Information at any time.

e) All Sensitive Information will remain the property of Canada and must be returned to the Standing Offer Authority or destroyed, at the option of the Standing Offer Authority, if requested by the Standing Offer Authority, within 30 days following that request.

f) This Non-Disclosure Agreement remains in force indefinitely. If the Bidder wishes to be discharged from its obligations with respect to any records that include the Sensitive Information, the Bidder may return all the records to an appropriate representative of Canada together with a reference to this Non-Disclosure Agreement. In that case, all Sensitive Information known to the Bidder and its personnel (i.e., Sensitive Information that is known, but not limited to writing) would remain subject to this Non-Disclosure Agreement, but there would be no further obligations with respect to the secure storage of the records containing that Sensitive Information (unless the Bidder created new records containing the Sensitive Information). Canada may require that the Bidder provide written confirmation that all hard and soft copies of records that include Sensitive Information have been returned to Canada.