ACAN - 2R008-13-0134 - distribution of public education materials through public libraries across Canada

Advanced Contract Award Notice - Services

The Office of the Privacy Commissioner of Canada has a requirement for privacy public education by way of promotion and distribution of various materials through public libraries. The purpose of this Advance Contract Award Notice (ACAN) is to signal the government's intention to award a contract for these services to Wildcards Media Inc. of Edmonton, Alberta. Before awarding a contract, however, the government would like to provide other suppliers with the opportunity to demonstrate that they are capable of satisfying the requirements set out in this Notice, by submitting a statement of capabilities during the 15 calendar day posting period.

If other potential suppliers submit a statement of capabilities during the 15 calendar day posting period that meet the requirements set out in the ACAN, the government will proceed to a full tendering process on either the government's electronic tendering service or through traditional means, in order to award the contract.

If no other supplier submits, on or before the closing date, a statement of capabilities meeting the requirements set out in the ACAN, a contract will be awarded to the pre-selected supplier.

Background

The mission of the Office of the Privacy Commissioner of Canada (OPC) is to protect and promote the privacy rights of individuals. The OPC has a number of public education and outreach strategies to reach the public. Libraries have been identified as an important vehicle for reaching a number of our key audiences. As such, the OPC would like to distribute public education materials through public libraries across Canada.

The work would involve printing of a bookmark designed and provided by the OPC, preparing and distributing the bookmark and publications provided by the OPC to the supplier’s list of public libraries, and courier and postage services. Public libraries on the supplier’s distribution list will have consented to receiving this service, and will have agreed to distribute the bookmarks and publications.

The OPC would like to execute one campaign in FY 2015-16, and, allow the option of executing a second campaign in FY 2016-17. The decision to commit funds for a second campaign would not be made until FY 2016-17.

The estimated value of the contract is an amount up to $50,000 plus applicable taxes (up to $25,000 in year one and up to $25,000 for the optional year two, for similar services).

Minimum Essential Requirements

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

1. Current list of public libraries across Canada

The supplier must demonstrate a listing of public libraries that meets the following criteria:

a) updated and maintained within the last three years

i) listing must include public libraries in every province and territory with a minimum of 10 libraries in each territory and a minimum of 30 libraries in each province

b) The listing must have at a minimum the following information:

i) Complete library name

ii) Mailing address

iii) Library Contact name

iv) Library phone number

v) Proof of consent from the library

2. Production and distribution of bookmarks

The supplier must clearly demonstrate that they have the capacity to print in colour, on suitable paper stock within 3 weeks of receiving a signed digital proof from the OPC over 200,000 bookmarks and distribute, via courier, to its list of public libraries across Canada. Contacts on the list must include representation from public libraries in every province and territory and the supplier must have obtained consent from all the contacts on their list to receive these services.

3. Distribution of OPC print resources

The supplier must clearly demonstrate that they have the capacity to handle, label and ship the softcover booklet provided by the OPC to its list of public libraries across Canada. Contacts on the list must include representation from public libraries in every province and territory and the supplier must have obtained consent from all the contacts on their list to receive these services.

Justification for the Pre-Selected Supplier

WildCards Media has a distribution list of over 2300 public libraries, in every province and territory in Canada, that have signed distribution agreements with WildCards. These public libraries have agreed to receiving materials distributed by WildCards Media and further distributing these materials to their patrons. By using the service WildCards Media provides, the OPC can distribute over 200,000 bookmarks promoting its public education resources, and distribute a limited number of OPC’s print resources as well to individual public libraries. Our past work with WildCards Media to distribute other print resources has demonstrated good audience reach and good value for money.

Canada intends to retain ownership of any Foreground Intellectual Property arising out of the proposed contract on the basis that the main purpose of the contract is to generate knowledge and information for public dissemination (exception 4.1)

Suppliers who consider themselves fully qualified and available to meet the specified requirements may submit a statement of capabilities in writing to the Contracting Authority 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.

The closing date and time for accepting statements of capabilities is December 2nd, 2015 14:00 EST.

Inquiries and statements of capabilities are to be directed to:

Contracting Authority: Mike Pignat
Telephone: 819-994-5174
E-mail: mike.pignat@priv.gc.ca

Please clearly identify the three (3) minimum essential requirements in your statement of capabilities and explain how you meet all the criteria in order for the Office of the Privacy Commissioner of Canada to evaluate your submission.

Applicable Sole Source Justification

1. The following Exception to Soliciting Bids under the Government Contracts Regulations (GCRs) (Section 6) is being used (see below in bold):

A contracting authority may enter into a contract without soliciting bids where:

a) the need is one of pressing emergency in which delay would be injurious to the public interest;

b) the estimated expenditure does not exceed

i) $25,000,

ii) $100,000, where the contract is for the acquisition of architectural, engineering and other services required in respect of the planning, design, preparation or supervision of the construction, repair, renovation or restoration of a work, or

iii) $100,000, where the contract is to be entered into by the member of the Queen's Privy Council for Canada responsible for the Canadian International Development Agency and is for the acquisition of architectural, engineering or other services required in respect of the planning, design, preparation or supervision of an international development assistance program or project;

c) the nature of the work is such that it would not be in the public interest to solicit bids; or

d) only one person is capable of performing.