Loose-leaf Filing Requirement for the Department of Justice Canada in the Ontario and British Columbia Regional Office libraries

Loose-leaf Filing Requirement for the Department of Justice Canada in the Ontario and British Columbia Regional Office libraries

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. Background

Legal publishers choose to publish titles in loose-leaf format if an area of law is developing and changing rapidly. Loose-leaf format requires select pages to be inserted or removed to allow a print publication to be updated without replacing the entire text. Each loose-leaf title has a different publication schedule, ranging from entire contents updated annually, to several releases per month.

The Department of Justice Canada (JUS) subscribes to a significant number of titles in loose-leaf format as the legal principles and analysis by subject specialists are highly valued by legal counsel. This represents a substantial financial investment. JUS Libraries in Toronto and Vancouver each require a resource to file updates and releases for the loose-leaf texts in the collection regularly as they arrive.

3. Definition of the requirement

• JUS has a requirement to keep information housed in the library up-to-date, useful and accessible. On an as-and-when needed basis (estimated 7.5 hours per week on average), the work will involve the following:
  • Filing of loose-leaf printed content quickly and accurately, undertaking appropriate measures to avoid a backlog of filing to develop, with minimum supervision;
  • Sort and re-shelve library resources, in compliance with library filing rules; and
  • Library collection maintenance.
     

4. Criteria for assessment of the Statement of Capabilities (Minimum Essential Requirements)

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

Minimum Essential Requirements of the supplier:

• Minimum of two (2) years’ experience working in a library in the past five (5) years on work similar in size, scope and complexity;
• Minimum of two (2) years’ experience completing legal publication loose-leaf filing in the past five (5) years on work similar in size, scope and complexity;
• Experience sorting and organizing legal publication loose-leaf updates received for loose-leaf titles;
• Experience using the Online Public Access Catalog (OPAC) version of the library catalogue to identify the status and location of library resources;
• Experience inserting select new pages and removing superseded pages correctly and promptly as described by the publisher in the instructions provided for each release/update;
• Experience sorting library resources to facilitate efficient re-shelving practices;
• Experience returning resources to the correct shelves, files, or other designated storage in accordance with the classification system relied on by the library;
• Experience completing shelf reading to ensure books are housed in the correct location;
• Experience using standard technology applications such as: Microsoft Operating Systems, Microsoft Office Suite, Adobe Acrobat Pro.

Any interested supplier must demonstrate by way of a statement of capabilities that each proposed resource(s) meets the following requirements:

Minimum Essential Requirements of the proposed resource(s):

• Demonstrated ability to communicate in the English language at or above the proficiency levels indicated below:

Oral Proficiency

3+

General Professional Proficiency, Plus

Able to use the language to satisfy professional needs in a wide range of sophisticated and demanding tasks. Operates at level 4 most of the time, but cannot sustain the performance across a variety of topics. Understanding is complete, including idioms, nuances, register shifts and humour or irony. Often matches a native speaker's strategic and organizational abilities. Basic and complex structures are fully controlled except for an occasional error in low-frequency structures. There are no patterned errors.

Reading Proficiency

3+

General Professional Proficiency, Plus

Able to read with facility and appreciate a wide variety of texts as well as those pertinent to professional needs. Has a broad active general, specialized and abstract vocabulary. Able to comprehend many sociolinguistic and cultural references, as well as a considerable range of complex structures, low-frequency idioms, and connotations. However, accuracy is not complete, and here again some nuances and subtleties may escape the reader.

Writing Proficiency

3+

General Professional Proficiency, Plus

Able to write in a variety of prose styles pertinent to general, social and professional needs. Good control of basic and complex structures, all verb tenses and tense sequence, morphology, syntax and punctuation. Usually uses cohesive devices well, but variety is limited. May not be able to express nuances or subtleties very well, nor tailor language to audience.

The descriptions associated with the language proficiency levels can be found at the following website: http://www.international.gc.ca/ifait-iaeci/test_levels-niveaux.aspx?lang=eng

• Academic qualifications :
  • Successful completion of secondary school with diploma or equivalent.
     
• Professional designation, accreditation, and/or certification:
  • Must possess a Library Technician diploma from a recognized post-secondary institution

5. Applicability of the trade agreement(s) to the procurement
This procurement is subject to the following trade agreement(s):

• Canadian Free Trade Agreement (CFTA)
• North American Free Trade Agreement (NAFTA)

6. Justification for the Pre-Identified Supplier:

The Library Services Bureau Inc. (LSB) is the only known supplier capable of addressing and fulfilling the scope of work requirement identified herein. LSB has access to experienced resource(s) who possess the qualifications and are capable of performing the specific task of loose-leaf filing of legal materials in a quick manner, with care and without error.

7. Government Contracts Regulations Exception:
The following exception(s) to the Government Contracts Regulations is (are) invoked for this procurement under subsection 6. (d) “only one person is capable of performing the Work”.

8. Exclusions and/or Limited Tendering Reasons
The following exclusion(s) and/or limited tendering reasons are invoked under the

• Canadian Free Trade Agreement (CFTA) – Article 513.1 (b)
• North American Free Trade Agreement (NAFTA) – Article 1016.2 (b)

9. Period of the proposed contract or delivery date

• The proposed contract is for a period of one (1) year from the date of contract award with an option to extend the contract period for four (4) additional one-year periods.

10. Cost estimate of the proposed contract

The estimated value of the contract, including option(s), is $125,775.00 (Applicable Taxes extra).

11. Name and address of the pre-identified supplier
The Library Service Bureau Inc.

157 Adelaide Street West, Suite 146

Toronto, Ontario M5H 4E7

12. 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.

13. Closing date for a submission of a statement of capabilities
The closing date and time for accepting statements of capabilities is September 25, 2018 at 2:00 PM EDT.

14. Inquiries and submission of statements of capabilities
Inquiries and statements of capabilities are to be directed to:
Mélanie Beauvais Lefort

Contract Management Officer

284 Wellington Street

Ottawa, Ontario K1A 0H8
Telephone: 613-952-2243
E-mail: melanie.beauvais-lefort@Justice.gc.ca