Responding to a CIDA Request for Proposal (RFP) on MERX Frequently Asked Questions

1. What is a Request for Proposal (RFP)?

A Request for Proposal is an invitation to consultants to propose ways to meet CIDA specific requirements. Its purpose is to select a consultant to enter into negotiations with CIDA for a contract. It is important to note that the consultant is chosen on the basis of the best value defined as the proposal giving the highest technical excellence plus cost competitiveness rather than on price alone. The selection parameters are always identified in the evaluation grid that is public information incorporated within the request for proposals document.

2. What are CIDA's requirements?

CIDA has numerous and diverse requirements related to the Official Development Assistance Program (ODA) and the maintenance of its smooth internal operation.

CIDA RFP for ODA requirements relates to the planning (i.e. conceptualization, feasibility studies, specifications or design) of projects and programs, to the implementation, the evaluation, the monitoring or the audit of such projects and programs. CIDA sometimes issues a single RFP combining both the design and delivery of a project.

3. Does CIDA use other means to solicit proposals for contracts?

An RFP posted on MERX is the standard procedure used for all contracts over $100,000. CIDA will not advertize/publicize its needs elsewhere. For contracts under $100,000 the prime contracting mechanism is the use of requisitions against standing offer arrangements (SOAs). As well, CIDA maintains its standard agreements with special operating agencies such as Consulting and Audit Canada (CAC).

4. How can I get a copy of an RFP?

CIDA's formal Requests for proposal are published on MERX, the electronic tendering service. This is a nation-wide electronic bulletin board that advertizes government contracts open for bidding. MERX can be accessed by visiting its website or if the Internet is unavailable to you, by calling their Call Centre at 1-800-964-6379. There is no charge to search. When something catches your interest, you can order more detailed tender documents. This information can be downloaded, sent by courier, faxed, mailed or picked up.

5. Are there other ways to learn about business opportunities at CIDA?

The most effective way of learning about possible business opportunities within CIDA is to visit our website at www.acdi-cida.gc.ca in the Want to do business? section. In this section you will find the following:

• Working with CIDA - Simplifies partner identification of opportunities to work with CIDA.
• MERX - To view the bidding opportunities, click onto their website.

6. Can anyone submit a proposal under an RFP?

Yes, as long as they meet the six conditions of eligibility that apply to anyone wishing to enter into a contract with CIDA. They are as follows:

1. Canadian Eligibility Requirements
2. Personnel Commitment to Participate
3. Conflict of Interest
4. Lobbyist
5. Employment Equity
6. Validity of the Proposal

For more information, refer to CIDA 102 - General Conditions (RFP) on CIDA's website.

7. How is an RFP evaluated?

The purpose of the evaluation process is to ensure objectivity and transparency in the awarding of a contract to the consultant with the highest quality/price ratio. To optimize your chances of success in obtaining a contract, it is important to carefully follow the instructions included in the RFP document package.

CIDA evaluates only RFPs that meet the mandatory requirements. Points are awarded for the Technical Component of a proposal (maximum of 800 points), and for the Financial Component (maximum of 200 points) as well as for the Aboriginal Component (maximum of 50 points). The Financial proposal is opened and evaluated if the 60% pass mark is achieved on the Technical Component. Bonus points, up to a maximum of 50 points, can be awarded under CIDA's Aboriginal Component. The contract is awarded to the Consultant whose proposal has the best value, which is the proposal with the best combination of technical merit and price.

8. How many Mandatory Requirements are there?

There are five mandatory requirements in CIDA's RFP. All proposing consultants must certify that they comply with the following requirements:

1. Conditions of Eligibility in CIDA 102 - General Conditions (RFP)
2. Financial Viability
3. Non-participation in Project Planning and Implementation
4. Validity of Facts
5. Anti-Corruption

9. What does the mandatory requirement on "Conditions of Eligibility in CIDA 102 - General Conditions (RFP)" imply?

This requirement implies that the Consultant, including EACH member of the consortium, joint venture or other type of association, must comply with the six conditions of eligibility stipulated in the answer to question 6. Among other things, the Consultant must comply with the following Canadian Eligibility Requirements:

1. if the Consultant is an individual - he/she must be a Canadian citizen or a Canadian landed immigrant; or
2. if the Consultant is a profit organization - it must be a legal entity and have a place of business in Canada; or
3. if the Consultant is a not-for-profit organization - it must be a legal entity established in Canada.

Where the proposal is submitted by a consortium, joint venture or other type of association, EACH member must meet either requirement (i), (ii) or (iii).

10. What does the mandatory requirement on "Financial Viability" imply?

This requirement implies that the Consultant, including EACH member of the consortium, joint venture or association, must be financially solvent and financially capable of undertaking the proposed contract work and performing such work and undertaking the necessary expenditures without anticipated financial difficulties, and must be able to so demonstrate prior to contract award.

11. What does the mandatory requirement on "Non-participation in Project Planning and Implementation" imply?

This requirement implies that where the RFP relates to the implementation of the first or only phase of a project, the Consultant, including EACH member of the consortium, joint venture or association, and all personnel and subcontractors must not have been involved individually, jointly or severally, in the planning (i.e. conceptualization, feasibility studies, specifications or design) of this project, nor have been assisted in the preparation of the proposal by any party who has been involved in the planning of this project.

This requirement also implies that where the RFP relates to the evaluation, monitoring or audit of a project, the Consultant, including EACH member of the consortium, joint venture or association, and all personnel and subcontractors must not have been involved individually, jointly or severally, in the implementation of this project, nor have been assisted in the preparation of the proposal by any party who has been involved in the implementation of the project to be evaluated, monitored or audited.

Historically, this requirement was added to ensure that all potential proponents of a particular requirement are subject to the same conditions, and be given the same information. In short, by ensuring equal treatment, CIDA was in effect promoting open, fair and honest competition amongst potential proponents.

12. What does the mandatory requirement on "Validity of Facts" imply?

This requirement implies that the Consultant, including EACH member of the consortium, joint venture or association, must certify that each statement made with respect to the proposal is accurate and factual, and that it is aware that the Minister reserves the right to verify any information provided in this regard, and that false statements may result in the proposal being declared non-compliant or in any action which the Minister may consider appropriate.

13. How do I certify that I comply with these four mandatory requirements?

Form H of the RFP which contains the mandatory certifications must be signed strictly in accordance with the signing procedures included in the RFP and attached to the technical proposal certifying that the Consultant, including EACH member of the consortium, joint venture or other type of association, complies with all the mandatory requirements.

14. What happens if one of the Mandatory Certifications is not met?

Failure to comply with any or all of the four mandatory requirements by all or any member constituting the consultant will result in the immediate rejection of the proposal.

15. What does the technical component involve?

There are three main categories in the Technical Component which are assigned precise weights from within the allowed ranges for a total of 800 points:

• Experience of the firm/organization/institution (range allowed: 50 to 200 points);
• Methodology (range allowed: 200 to 450 points); and
• Proposed personnel (range allowed: 250 to 525 points).

16. How many points are awarded for the Financial Component?

A maximum of 200 points (or 20%) are awarded. The Financial Component must be submitted in a separate sealed envelope with the proposal, and is opened and evaluated only if a pass mark of 60% or more is achieved for the Technical Component. The Financial Component must include a detailed breakdown of the costs involved in the level of effort required to deliver the major work packages. Form E is provided in the RFP package for this purpose so that there is uniformity in the evaluation of the financial aspects of all proposals.

17. What is the Aboriginal Component?

CIDA promotes the use of Aboriginal individuals or organizations as employees, sub-contractors or suppliers. It has developed an Aboriginal Supplier Incentive for its ODA contracts to encourage this practice. Accordingly, a maximum of 50 bonus points will be awarded following the evaluation of the Technical and Financial Components, if it is demonstrated that there will be Aboriginal direct hiring, sub-contracting or supply activities. This incentive is one element of CIDA's Aboriginal Procurement Strategy, which is designed to promote Aboriginal business development through CIDA's procurement process. For further details, see CIDA's Aboriginal Procurement Strategy (CAPS) available on CIDA's website.

18. What if I have further questions about a specific RFP posted on MERX?

First, ensure that you have read the RFP instructions very carefully. The instructions are designed to answer most questions in detail. In addition, many answers to common questions are provided in CIDA 102 - General Conditions (RFP)

If certain questions remain unanswered, you may direct your questions in writing to the CIDA Representative identified in the RFP no less than five (5) working days prior to the scheduled RFP closing date. Note that a request for an extension to the proposal closing date will only be considered if it is received at least seven (7) working days before the closing date, in writing, by the officer named in the RFP document. The request, if granted, will be communicated to all parties that requested the RFP at least three (3) working days before the closing date.

19. How can I improve my chances when submitting a proposal?

• Read the RFP and CIDA 102 carefully and follow the instructions step by step, as each bid document is unique.
• Refer to CIDA's website and the supplementary materials offered therein.
• Ask questions.
• Do as much research as you can with respect to the requirements identified in the RFP.
• Visit the project area if this is possible. (Although a fixed date and time for the visit is sometimes set, CIDA allows flexibility to potential proponents but requests a minimum of 7 days advance notice for individual visits. This advance notice must be sent to CIDA - contact name provided in paragraph 1.2 of RFP - and to Embassy / High Commission.)
• Attend a bidders conference if one is held. (There are no precise guidelines as to when a bidders conference should be held. The Agency will decide if there is a need to hold a bidders conference to provide assistance to potential bidders in order to fully understand the proposed RFP. If a bidders conference is held, it should be stated in the bid solicitation documents. In addition, it will indicate the location, date, time and whether it is optional or mandatory. About its location, CIDA now offers teleconferencing bidders conference in the regions.)
• Review the evaluation grid and ensure that you provide the appropriate and complete information on each item.
• If you have previously submitted a RFP and were unsuccessful, the information you would have received during your debriefing will prove very useful in the preparation of future proposals.

20. How can I ensure that my proposal is not rejected?

• Sign Form H of the RFP which contains the mandatory certifications strictly in accordance with the signing procedures included in the RFP and attach it to your technical proposal.
• Send your proposal to the CIDA Bid Receiving Unit at the address indicated in the RFP on or before the closing date. Bids received after 2:00 PM Eastern Time on the closing date will be returned unopened.

21. How will I know whether I have secured a contract after submitting a proposal?

You will be contacted in writing following the evaluation process and informed as to whether or not you have been selected to enter into negotiations with CIDA. It is understandable, given the effort that goes into the preparation of a proposal, that potential suppliers are eager to learn of the outcome of the evaluation process. However, it does take time to perform the proposal evaluations so as to ensure an objective and fair process. In the general conditions CIDA 102, a proposal to CIDA must remain valid and open for acceptance for a period of 180 days after the closing date of the RFP (60 days in the case of a Request for a Summary Proposal).

22. Where can I get more information about contracting with CIDA?

Use CIDA's website, more specifically, the Want to do business? section. It has been designed to give you the information you require. Alternatively, you may contact the Contracting Management Division of CIDA's Human Resources and Corporate Services Branch, 200 Promenade du Portage, Gatineau, Quebec, K1A 0G4; tel. (819) 997-7778 or (819) 994-7923 ; fax: (819) 994-5395.