Subject Headings Directory

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. Definition of the requirement

Library and Archives Canada (LAC) requires access to the "Répertoire des Vedettes-Matière" (RVM), which provides a comprehensive and authoritative set of French-language subject headings and classification data used for cataloging both published and unpublished materials within Canadian libraries and archival systems. As a key resource for subject indexing, RVM is the French equivalent of the Library of Congress Subject Headings (LCSH), widely used for English-language cataloging. This makes RVM an essential tool for Canadian library institutions, ensuring that cataloging practices are consistent across both official languages.
RVM is specifically developed and maintained by Laval University (ULAVAL) to meet the needs of the Canadian library and information community. By subscribing to this resource, institutions like Library and Archives Canada (LAC) gain access to the full dataset, enabling accurate subject heading assignments in French and supporting bilingual cataloging practices.

3. 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:
Must have the ability to access classification data used for cataloging both published and unpublished materials within Canadian libraries and archival systems, in French.
Must have the ability to access a comprehensive and authoritative set of French-language subject headings.
4. Applicability of the trade agreement(s) to the procurement

This procurement is subject to the following trade agreement(s)

o Canadian Free Trade Agreement (CFTA)
o World Trade Organization - Agreement on Government Procurement (WTO-AGP)
o Canada-European Union Comprehensive Economic and Trade Agreement (CETA)
o Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP)
o Canada-Chile Free Trade Agreement (CCFTA)
o Canada-Colombia Free Trade Agreement (CCoFTA)
o Canada-Honduras Free Trade Agreement (CHFTA)
o Canada-Korea Free Trade Agreement (CKFTA)
o Canada-Panama Free Trade Agreement (CPaFTA)
o Canada-Peru Free Trade Agreement (CPFTA)
o Canada-United Kingdom Trade Continuity Agreement (Canada-UK TCA)
o Canada-Ukraine Free Trade Agreement (CUFTA)

5. Justification for the Pre-Identified Supplier

The "Répertoire des Vedettes-Matière" (RVM) is a specialized and proprietary data set created and maintained by Laval University (ULAVAL) for cataloging purposes in the context of Canadian and international bibliographic systems. It serves as a critical resource for subject heading standards within the Canadian library and information community.
The RVM is a unique collection in French that contains subject headings specifically developed and curated by l’Université Laval. It is not available through any other vendor, as it is tailored to the specific needs and contexts of Canadian libraries and institutions.
L’Université Laval is the only source capable of providing the "Répertoire des Vedettes-Matière" in its entirety, with the full set of rights and ongoing support required by Library and Archives Canada and other institutions reliant on this specialized resource.
The availability of RVM is critical for meeting the requirements of the Official Languages Act of Canada, which mandates that federal institutions provide services in both English and French. As the national library of Canada, LAC has a responsibility to ensure that all cataloguing and archival materials are accessible in both official languages. RVM directly supports this requirement by offering access to a standardized, French-language cataloguing terms and authorities that complement the English-language subject headings in use.

6. Government Contracts Regulations Exception(s)

The following exception(s) to the Government Contracts Regulations is invoked for this procurement under subsection 6(d) - "only one person is capable of performing the work".

7. Exclusions and/or Limited Tendering Reasons

The following exclusion(s) and/or limited tendering reasons are invoked under the (section of the trade agreement(s) specified):
a. Canadian Free Trade Agreement (CFTA) – Article 513.1(b)
b. Revised World Trade Organization - Agreement on Government Procurement (WTO-AGP) – Article XIII.1.b
c. Canada-European Union Comprehensive Economic and Trade Agreement (CETA) – Article 19.12.b
d. Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP) – Article15.10.2.b
e. Canada-Chile Free Trade Agreement (CCFTA) – Article Kbis-09-1.b
f. Canada-Colombia Free Trade Agreement – Article 1409.1.b
g. Canada-Honduras Free Trade Agreement – Article 17.11.2.b
h. Canada-Korea Free Trade Agreement – Article 22.1.3.b
i. Canada-Panama Free Trade Agreement – Article 16.10.1.b
j. Canada-Peru Free Trade Agreement (CPFTA) – Article 1409.1.b
k. Canada-United Kingdom Trade Continuity Agreement (Canada-UK TCA) – Article 10.13.1.b
l. Canada-Ukraine Free Trade Agreement (CUFTA) – Article 10.13.1.b

8. Period of the proposed contract or delivery date

The proposed contract is for a period of three (3) years, from March 29th, 2025 to March 28th, 2028. .

9. Cost estimate of the proposed contract

The estimated value of the contract, including option(s), is $354,000.00 GST/HST extra).

10. Name and address of the pre-identified supplier

Laval University
2345, Bibliothèques Alley, Jean-Charles-Bonenfant Pavilion, Office 2183
Quebec City, Quebec
G1V 0A6

11. Suppliers' right to submit a statement of capabilities

Suppliers who consider themselves fully qualified and available to provide the 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.
12. Closing date for a submission of a statement of capabilities

The closing date and time for accepting statements of capabilities is March 14th 2025 at 2:00 pm EDT.
13. Inquiries and submission of statements of capabilities

Inquiries and statements of capabilities are to be directed to:

Isabelle Legault
Manager, Contracting and Materiel Management
Financial Services and Procurement Branch
550 de la Cité Blvd.
Gatineau, Qc
J8T 0A7

E-mail: receptiondesoumission-bidreceiving@bac-lac.gc.ca