National Offsite Storage and Records Management Services

The Transport Canada (TC) requires a Managed Services Provider (MSP) to store its paper-based records inventory and to provide records management services. The MSP must ensure that the TC paper records inventory is identified, accessioned, physically stored, and made available to the department upon request.

TC’s mission is to serve the public interest through the promotion of a safe and secure, efficient and environmentally responsible transportation system in Canada. Pursuant to this mission, TC collects and creates physical records holdings, which include documents such as, licenses, audits, consultations, agreements, maps and corporate records. These documents are retained and disposed of in accordance with the retention and disposition scheduling requirements set out in the department’s relevant legislation and corporate policies.

TC has a requirement to send its closed physical records to offsite warehouses for storage to be retained until their retention periods are met and the records can be disposed. Retention periods for TC files range anywhere from 2 to 100 years, although most TC files have a retention period of 10 years once they are in offsite storage. Once files are in offsite storage, TC may need to retrieve them back to its offices in order to meet a range of operational requirements. Once closed files have met their retention periods and have received approval for disposition from the originating business unit, TC must be able to permanently withdraw the files from the contractor’s warehouse inventory in order to transfer them to the custody of Library and Archives Canada (aka archival transfer) or have them securely destroyed.

Offsite physical records storage and management services for TC offices in Ontario, the National Capital Region, Manitoba, Alberta, and British Columbia.

It is anticipated that there will be one contract awarded as a result of this Request for Proposal from Contract award until March 31, 2029 with the option to extend by five (5) additional one (1) year option periods.

There are security requirements associated with this requirement. For additional information, consult Part 6 - Security, Financial and Other Requirements, and Part 7 - Resulting Contract Clauses. For more information on personnel and organization security screening or security clauses, bidders should refer to the Contract Security Program of Public Works and Government Services Canada (http://www.tpsgc-pwgsc.gc.ca/esc-src/introduction-eng.html) website.