Senior Project Manager SW.1.0: TITLE
Independent Project Monitor Reporting to the Deputy Minister
SW.2.0 BACKGROUND
The purpose and objective of the role of the Independent Project Monitor, hereafter
called the “Monitor,” reporting to the Deputy Minister, is to provide an independent
additional oversight mechanism to review and provide special advice and assessment
of the Felix Project.
Under NRCan¢s Financial, Materiel and Project systems renewal (Felix) initiative,
NRCan executive management has decided to replace the software applications currently
supporting financial and materiel management and the tracking of project costs. For this renewal NRCan has selected the use of SAP ECC 6.0 and has leveraged
an established SAP system through partnership with Agriculture and Agri-Foods
Canada (AAFC).
The Felix project is supported various Task Teams comprised of representatives
of the NRCan science (line of business) sectors and corporate groups who provide
guidance and advice to the Felix Project Team. The Felix Project is scheduled to Go-Live April 1, 2011, and then exist in a
15 month stabilization period until June 2012. The current estimated cost of the project is $13-15M.
The initiative is designed as a seven-phase gated project; the project has received
internal approvals for the first three (3) gates and targeting to receive Effective
Project Approval by Treasury Board (TB) by April 2010.
SW.3.0 SCOPE OF WORK
The Contractor is to provide, on a monthly basis (maximum three times per month)
and on an “as and when requested” basis, independent advice and a high level assessment
of the Felix Project. The contractor will advise the DM on the following:
3.1 If the Felix Project is on track to meet its stated objectives on schedule
and within the budget;
3.2 Associated risks and what Risk Management practices for monitoring and controlling
are in place and being followed.
SW.4.0 TASKS
The tasks performed by the contractor will be carried out in several stages as
detailed below:
4.1 Approach:
The Monitor will:
4.1.1. Meet with the Deputy Minister to discuss expectations and reporting preferences;
4.1.2. Meet with Project Executives to establish a preliminary list of project
documentation to be reviewed;
4.1.3. Develop and schedule a list of primary interviewees and interviews;
4.1.4. Identify and provide an outline for a Presentation to the Deputy Minister,
and an outline of topics for interviews;
4.1.5. Provide written reports to the DM (at least monthly to a maximum of four
per month) and meet and advise DM as required.
4.2 Discovery:
The Monitor will:
4.2.1. Examine Project Documentation;
4.2.2. Perform Interviews to a maximum of 12;
4.2.3. Provide regular written reports (at least monthly to a maximum of four
per month) updates and presentations to the DM on the project¢s status;
4.3 Conclusions, Recommendations:
The findings and conclusions will be stated in final form.
- Develop recommendations and present them to the DM in an agreed format.
SW.5.0 PROJECT AUTHORITY
5.1. The Project Authority (PA) for this requirement shall be the primary point
of contact for Contractor personnel and will be stated in the Contract award document.
5.2 Reports, deliverables, documentation and services rendered shall be subject
to inspection and signature (where required) by the PA or designated representatives,
evaluated on the basis of suitability, quality and adherence to this SOW.
SW.6.0 DELIVERABLES
The Independent Monitor shall:
6.1. Meet with the Deputy Minister on a regular basis (monthly or bi-monthly)
to provide regular written assessment reports in agreed upon format, these could
consist of a short (3 to 4 page) report;
6.2. The typical Table of Contents for Presentations and Reports is as follows:
o Introduction and Background
o Objective
o Approach
o Findings and Analysis
o Conclusions
o Recommendations and Annexes (e.g. listing of interviewees, profiles of Review
Team members, detailed findings on specific areas as required)
SW.7.0 RESPONSIBILITIES AND ASSUMPTIONS
The conduct of, and estimates for the Independent Monitor are based on the following:
• The formal communication introducing the Monitor will be sent by the ADM, CMSS
to the members and stakeholders of the Felix Project;
• No travel required, all activities will be carried out in the National Capital
Region;
• Management Contact. The Director General, Corporate Renewal Office will ensure the provision of
day-to-day advice and guidance to the Monitor such as interview choices, availability
of information, and answers to specific questions;
• Administrative support. The Director, Corporate Renewal Office will designate an administrative contact
to assist with scheduling interviews, meeting rooms, printing documentation and
disseminating deliverables, and provision of any special administrative or logistics
support that may be required;
• Availability of interviewees and documentation. The Department will use its best efforts to have interviewees available in a
timely fashion so as to minimize the frequency of re-scheduling;
• Building access. The Project Authority will arrange doe the Monitor to have building access badges
for the duration of the contract to facilitate timely access to interviewees and
other meetings.
• Reproduction and translation. All reproduction and translation of Review deliverables is the responsibility
of the Project Authority.
SW.9.0 MONITOR¢S EQUIPMENT
The Monitor is responsible for providing any equipment and software required
to perform the work. At a minimum this should include:
• Cell phone or Wireless Personal Data Assistant (e.g. Blackberry);
• Laptop computer with Microsoft Office Suite software at a release level capable
of exchanging documents with NRCan;
• High-speed Internet access capable of receiving documents up to 10 megabytes.
SW.10.0 SCHEDULE
The deliverables should be completed on a monthly or bi-monthly basis.
SW.11.0 APPLICABLE DOCUMENTS & REFERENCES
Other project documentation such as studies, Business Case, Project Charter and
preliminary Project Management Plan along with minutes and presentations are available.
Appendix “B”: Evaluation Criteria and Selection Methodology
B.1 TECHNICAL EVALUATION CRITERIA
B.1.1 Mandatory Requirements
The Mandatory Requirements listed below will be evaluated on a simple pass/fail
(i.e. compliant/non-compliant) basis. Proposals which fail to meet the Mandatory Requirements will be deemed non-responsive
and given no further consideration.
Proposals must demonstrate compliance with all of the following Mandatory Requirements
and must provide the necessary documentation to support compliance.
Req.
ID
Mandatory
Requirement
Pass /Fail
Proposal
Page #
M1
At least three (3) years in leading a large complex
organization preferably at the Associate or ADM level
M2
At least ten (10) years of executive level
experience in leading major business transformation initiatives
M3
At least ten (10) years of senior executive
experience in large IT projects within the Government of Canada
M4
At least ten (10) years of IT project management
experience
M5
At least ten (10) years of risk management
experience
M6
At least five (5) years of organization design
experience
M7
Participated in at least two (2) reviews of projects
over $20M
B.1.2 Rated Requirements
The criteria contained herein will be used by NRCan to evaluate each Proposal
that has met all of the Mandatory Requirements. Bidders are advised to address these requirements in the following order and
in sufficient depth in their proposals to enable a thorough assessment. NRCan¢s assessment will be based solely on the information contained within
the Proposal. NRCan may confirm information or seek clarification from Bidders.
Proposals must achieve the stated minimum points required for each Rated Requirement
to be assessed as responsive under the Rated Requirements Section; proposals not
meeting the minimum required points will be deemed non-responsive and given no
further consideration.
Proposals will be evaluated against the Rated Requirements in the order the stated
criteria appear. If a Proposal is assessed as failing to meet the required minimum points of
a Rated Requirements, at any stage of the technical evaluation, the Proposal will
be declared non-responsive and will be given no further consideration. (For example,
if there are three (3) Rated Requirements and the proposal does not achieve the
minimum required points on the second criterion listed, the Proposal is deemed
non-responsive and given no further consideration.)
Only those Proposals which are compliant with all of the Mandatory Requirements
and then achieve (or exceed) the stated minimum points applicable to each criterion
of the Rated Requirements and the Total Minimum Points Required, will be further
considered for award of a contract.
Req.
ID
Rated Requirement
Max. Points
Available
R1
Demonstrated experience on
management of projects ≥$10M in the public sector (1 point per month up to 60
in the past 10 years)
60
R2
Holds a professional project management designation (PMP)
20 points
20
R3
Demonstrated
experience leading reviews on projects (1 point per month up to 60 in the
past 5 years)
60
R4
Demonstrated
experience on large ERP projects in Government of Canada Departments or
Agencies (SAP, PeopleSoft, Oracle Financial).
(1 point per month up to 60 in the past 10 years)
60
TOTAL
200
If you wish to be considered for any opportunities based on the description above, please e-mail an updated version of your resume along with a presentation letter to
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