Preparing a proposal

The information below will help you prepare a proposal when you are applying to this CSP.

On this page

• General Instructions
• Best Practices

General Instructions

Your proposal should include all of the components described in the Mandatory Proposal Components sections of this CSP, as well as responses to criteria and supporting documents where required.

You should organize your proposal in the same order as the components are listed and clearly label each component. When providing responses and/or supporting documents to the Eligibility Criteria and Evaluation Criteria sections, reference each criterion number and provide your corresponding response directly below.

You are responsible for submitting a complete proposal that is consistent with all CSP proposal preparation instructions.

Best Practices

IRCC encourages transparency in the preparation of proposals and supporting documents. You should include clear and concise information to support your responses for each of the criteria and mandatory proposal components.

Subcontracting

If you intend to subcontract elements of your ECA service, provide detailed information about which elements you intend to subcontract. This should include a clear explanation of the elements of the service your organization will complete and which will be completed by the subcontractor. You should also describe your methods for ensuring your subcontractor will adhere to your requirements and the requirements of the Service Agreement and Statement of Work.

Secure database

You must provide plans outlining how your organization will develop a database as part of Evaluation Criterion #3: Ability to meet IRCC Operational Requirements. You may wish to consider the following information and best practices when developing your database and responding to this criterion in your proposal:

• The proposed service agreement puts IRCC in the position of data consumer, meaning IRCC has no oversight or authority with regard to IT Security practices or responsibilities for an organization as a contracted service provider. This means that you are responsible for ensuring your organization meets the relevant requirements of the service agreement.
• IRCC staff typically access online portals via an internet browser using links provided by designated organizations. IRCC uses Microsoft Edge and Google Chrome, so the portal would need to be compatible with both of these browsers.
• Designated organizations generally assign two roles to IRCC staff. Neither role should have the ability to modify the reports in any way.
  • User role – Ability to search, review and print ECA reports.
  • Administrator role – Ability to search, review and print ECA reports, plus enable and disable IRCC user accounts.
• Existing databases vary in terms of how IRCC administrator accounts are created:
  • Some organizations have requested a list of IRCC officers (ex. names and emails) to be assigned the administrator role. These organizations would then extend access to them via email.
  • Some portals allow administrators to register directly through the portal with their name and email. The organizations would then enable the administrator’s account and the user would receive an email with a temporary password.
• IRCC staff typically search for an ECA report using a client’s:
  • File/reference number;
  • Date of birth; and/or,
  • Last name.