Digital Mailroom Project

Canada Revenue Agency (CRA) has a requirement for a standardized and automated document processing solution. The enterprise-wide digital solution will allow program areas to transition away from a paper-based business process and enhance existing digital processes.

To fully implement and benefit from a digital mailroom, the following business capabilities are required: receive, digitize, extract, store and notify. In addition to addressing the business requirements of the program areas, emphasis will be placed on ensuring that the solution will meet CRA requirements for the overall management of information and the associated security and privacy elements.

Objective

The CRA seeks to establish a pool of suppliers who have experience in implementing and operating Digital Mailrooms. Suppliers will participate in a three-step procurement process for an enterprise-wide digital mailroom solution at the CRA, as described in Annex B Statement of Work.

Suppliers are invited to pre-qualify in accordance with the terms and conditions of this ITQ in order to become Qualified Respondents for any later phases of the procurement process. Only Qualified Respondents will be permitted to bid on any subsequent solicitation issued as part of the procurement process.

This ITQ is not a solicitation of bids or tenders; a contract will not result from this ITQ. CRA reserves the right to cancel any of the preliminary requirements included as part of the Project at any time during the ITQ phase or any other phase of the procurement process. Given that the ITQ process may be partially or completely cancelled by Canada, it may not result in any of the subsequent procurement processes described in this solicitation. Suppliers who submit a response can choose not to bid on any subsequent solicitation.

The CRA is considering a 3-year contract plus 7 one-year optional periods.

The CRA anticipates the contract will include options for additional goods and services that cannot be defined at the time of contract award.

Invitation to Qualify Phase (ITQ)

The ITQ will be used to qualify Respondents who have the required experience in implementing and operating a Digital Mailroom.

The Responses received under this ITQ will be evaluated against mandatory evaluation criteria as detailed in Part 6 – Evaluation Procedure and Basis for Qualification.

Respondents who meet all the mandatory criteria will be notified in writing by the contracting authority and proceed to the Review and Refine Requirements phase described below.

Once the pool of Qualified Respondents have been established, the CRA intends to proceed with the Review and Refine Requirements phase.

Request for Proposal (RFP) and Contract Award Phase

During the RFP and Contact Award phase, the CRA intends to issue a formal RFP to only those Qualified Respondents who have participated in the RRR phase.

Prior to any contract award, the CRA intends to conduct a proof of proposal verification of the Top-ranked Bidder’s proposal.

After completion of the RFP phase, the Top-ranked Bidder will be recommended for contract award.

APPLICABLE TRADE AGREEMENTS

The Canada Free Trade Agreement applies to this procurement.

CONTRACTING AUTHORITY

All enquiries regarding this Invitation to Qualify must be directed in WRITING (see email address below) to:

Chris Zaremba

Canada Revenue Agency

Administration Directorate

Contracting Division

250 Albert Street, 8th Floor

Ottawa, Ontario, K1A 0L5

Tel. Number: 613-697-0718

Email Address: Chris.Zaremba@cra-arc.gc.ca

Response documents and supporting information may be submitted in either English or French.

Reponses must be received on or before the Tender Notice Date closing.

The CRA reserves the right to negotiate with suppliers on any procurement.

ADDRESS FOR SUBMISSION OF RESPONSES

Canada Revenue Agency

Bid Receiving Unit

Ottawa Technology Centre

Receiving Dock

875 Heron Road

Room D-95

Ottawa, ON

K1A 1A2