Air Maintenance Technical Library

Air Maintenance Technical Library

M7594-191140/A

1. Advance Contract Award Notice (ACAN)

An ACAN is a public notice indicating to the supplier community that a department or agency intends to award a contract for goods, services or construction to a pre-identified supplier, thereby allowing other suppliers to signal their interest in bidding, by submitting a statement of capabilities. If no supplier submits a statement of capabilities that meets the requirements set out in the ACAN, on or before the closing date stated in the ACAN, the Contracting Officer may then proceed with the award to the pre-identified supplier.

2. Definition of the requirement

The Air Services Branch (ASB) of the Royal Canadian Mounted Police (RCMP) has a requirement for the delivery of a centralized, electronic Air Maintenance Technical Library that provides timely and reliable sharing and storage of internal and external maintenance reports and documents, aircraft technical publications and procedures. These documents are provided by external Original Equipment Manufacturers (OEMs), vendors, Transport Canada, the RCMP, and proprietary viewers required by some third party entities to view these documents.

This contract also includes the option to purchase licenses for an additional 50 users, as well as two separate back-up options (Back-Up with 8-hour spin-up, and Direct Roll Over with 1-hour spin-up), within the Initial Contract Period or any of the proposed four (4) one-year option periods.

3. Criteria for assessment of the Statement of Capabilities

Any interested supplier must demonstrate by way of a statement of capabilities that its product meets the following requirements:

Mandatory specifications: Technical Library
- Must be a turnkey solution, must not be a beta version of the software nor a work in progress.

- Must be available 24/7/365 with a guaranteed availability of 99.6%.

- Must be simultaneously accessible by multiple users from multiple locations.

- Must allow multiple users to access the same publication simultaneously.

- Must provide real-time and on-demand access to its interface and database.

- Must be capable of Role Based Access Control (RBAC) to restrict administrator access.

- Must permit ASB administrators to add and delete system users in an instantaneous fashion.

- Must permit ASB administrators to manage notification and distribution to users based on:

1. a)
   Location;
2. b)
   Assigned aircraft; and
3. c)
   Organization.

- Must have provisions in place to ensure that the RCMP’s data will not be disclosed to anyone not authorized by the RCMP.

- The Aviation Technical Library service provider must have a process in place which includes database backups to prevent the loss of data.

- Must be compatible with user devices having the following Operating Systems:

1. a)
   Microsoft Windows 7;
2. b)
   Microsoft Windows 10; and
3. c)
   iOS 11.

- Must be compatible with the following internet browsers:

1. a)
   Internet Explorer 11;
2. b)
   Google Chrome 65; and
3. c)
   Mozilla Firefox 59.0.

- Must be compatible and capable of running the HICO X-Browser version 6.x as required to run the IETP software.

- Must be able to display manuals on their native or authorized third party viewer or browser without requiring proprietary software to be installed on the end user’s computer or device in order to access the publications or gaining access to the solution.

- Must be compatible with the following file extension formats:

1. a)
   .pdf;
2. b)
   .doc, .docx;
3. c)
   .xlsx, .xlsm, .xlsb; and
4. d)
   .mpeg, .mpg.

- Must permit ASB administrators to add and delete technical publications provided by the RCMP, Regulatory Agencies, OEMs, and vendors.

- Must be capable of subscription management by alerting ASB when subscription expiry dates are approaching and when they have been reached.

- Must provide for complete version control of publications including the following:

1. a)
   Publication unique identification;
2. b)
   Publication type;
3. c)
   Revision numbers;
4. d)
   Publication revision date; and
5. e)
   Publication last checked date.

- Must be capable of recording publication version history.

- Must permit ASB administrators to edit the publication details.

- Must permit ASB Administrators to generate publications reports.

- Must permit access to the internet allowing users direct access to OEM portals and publications outside of the Aviation Technical Library.

- Must provide a configurable Technical Records file directory to permit the upload, storage and retrieval of miscellaneous documentation related to aircraft legal publications.

- Must have an Archive repository which is separated from the primary site but accessible by all ASB users. The Archive site must meet the following requirements:

1. a)
   Separated from the primary site. The Archive data must not be available from the primary site and vice-versa.
2. b)
   Visibly different from the primary site to provide obvious visual cues to the user.
3. c)
   Must display a warning that the user is accessing an Archive site.

- Must permit ASB administrators to archive publications.

- Must have the ability to have 3rd party sites allowing ASB to share specific publications with its partners and contractors.

- Must be capable of searching on the following fields:

1. a)
   Publication unique identification;
2. b)
   Equipment part number;
3. c)
   Model number; and,
4. d)
   Description.

- Must provide an access traceability feature for Quality Assurance use.

- Must be capable of generating flash screens as configured by ASB.

Mandatory specifications: Contractor and Technical Library
- Must be capable of publishing new or updated versions in a timely fashion as per the following requirements:

1. a)
   Within 2 days of provision of electronic files by ASB; and
2. b)
   Within 5 days of provision of data submitted to the contractor by optical media by ASB.

- Must be capable of managing physical assets supplied by ASB. These assets include:

1. a)
   Optical disks (DVDs, CDs); and
2. b)
   Memory sticks and hard drives

- Contractor must provide ASB a process to upload OEM Technical Publications and software provided by ASB in the form of an electronic file or optical media without using email. The process must be available at no additional cost and provide confirmation that the files have been delivered.

- Contractor must provide ASB a process to upload electronic versions in various formats of Technical Documents authored by the RCMP or other ASB identified sources without using email. The process must provide confirmation that the files have been delivered.

- Contractor must provide a technical support phone number and email address.

- Contractor must provide technical support during core-hour support. Core-hours are defined as 0900 - 1700 EST, Monday - Friday excluding national holidays.

- Contractor must provide regular technical support reports at an interval established by ASB. For example, ASB’s expectations will be to receive a weekly and monthly report providing a summary of technical support issues including their status.

- Contractor must provide regular publication update reports at an interval established by ASB. For example, ASB’s expectations will be to receive a weekly and monthly report providing a listing of the uploaded publications and a monthly log of user access to publications.

4.Applicability of the trade agreement(s) to the procurement

This procurement is subject to the following trade agreement(s):

Canadian Free Trade Agreement (CFTA)

5. Justification for the Pre-Identified Supplier

The only known supplier of an electronic Air Maintenance Technical Library meeting all required technical specifications is the eMan Aviation Maintenance Technical Library Management System from AviIT, Inc. For this reason, it is proposed to negotiate directly with the OEM, AviIT, Inc., of Fresno, California, USA.

6. Government Contracts Regulations Exception(s)

The following exception to the Government Contracts Regulations is (are) invoked for this procurement under subsection 6(d) - "only one person is capable of performing the work".

7. Exclusions and/or Limited Tendering Reasons

The following exclusion(s) and/or limited tendering reasons are invoked under the:

World Trade Organization - Agreement on Government Procurement (WTO-AGP) - Article XXIII
North American Free Trade Agreement (NAFTA) - Article 1018

8. Period of the proposed contract

The proposed contract is for a period of 1 year, from July 26, 2019 to July 25, 2020. The proposed contract also includes four (4) one-year options to extend the contract period.

9. Name and address of the pre-identified supplier

AviIT, Inc.
PO Box 28215
Fresno, California
93729-8215
United States

10. Suppliers' right to submit a statement of capabilities

Suppliers who consider themselves fully qualified and available to provide the goods, services or construction services described in the ACAN may submit a statement of capabilities in writing to the contact person identified in this notice on or before the closing date of this notice. The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.

11. Closing date for a submission of a statement of capabilities

The closing date and time for accepting statements of capabilities is October 1, 2018 at 2:00 p.m. EDT.

12. Inquiries and submission of statements of capabilities

Inquiries and statements of capabilities are to be directed to:

Katelyn Henry
Senior Supply Officer
Public Services and Procurement Canada
Information Products Division - PI
Portage III - Floor: 6A2 - Station: 24
11 Laurier Street
Gatineau, Quebec
Canada
K1A 0S5

Telephone: (number on the official notice)
E-mail: (email on the official notice)
Delivery Date: Above-mentioned

You are hereby notified that the government intends to negotiate with one firm only as identified above. Should you have any questions concerning this requirement, contact the contracting officer identified above.

An Advance Contract Award Notice (ACAN) allows departments and agencies to post a notice, for no less than fifteen (15) calendar days, indicating to the supplier community that it intends to award a good, service or construction contract to a pre-identified contractor. If no other supplier submits, on or before the closing date, a Statement of Capabilities that meets the requirements set out in the ACAN, the contracting authority may then proceed with the award. However, should a Statement of Capabilities be found to meet the requirements set out in the ACAN, then the contracting authority will proceed to a full tendering process.

Suppliers who consider themselves fully qualified and available to provide the services/goods described herein, may submit a statement of capabilities in writing to the contact person identified in this Notice on or before the closing date of this Notice. The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.

The PWGSC file number, the contracting officer's name and the closing date of the ACAN must appear on the outside of the envelope in block letters or, in the case of a facsimile transmission, on the covering page.

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

Documents may be submitted in either official language of Canada.