Mail Courier Services

ADVANCE CONTRACT AWARD NOTICE

Mail Courier Services

1. Purpose of an Advance Contract Award Notice (ACAN)

An Advance Contract Award Notice (ACAN) allows a department to post a notice, for no less than fifteen calendar days, indicating to the supplier community that it intends to award a contract to a pre-identified contractor. If no other supplier submits, during the fifteen calendar day posting period, a statement of capabilities that meets the requirements set out in the ACAN, the competitive requirements of the government’s contracting policy have been met. Following notification to suppliers not successful in demonstrating that their statement of capabilities meets the requirements set out in the ACAN, the contract may then be awarded using the Treasury Board’s electronic bidding authorities.

If other potential suppliers submit statements of capabilities during the fifteen calendar day posting period, and meet the requirements set out in the ACAN, the department must proceed to a full tendering process on either the government’s electronic tendering service or through traditional means, in order to award the contract.

2. Definition of Requirements

The Northwest Territories (NWT) Region, Administration and Support Services division of the Department of Indian Affairs and Northern Development (DIAND) receives and distributes mail and publications and requires mail courier services to facilitate the pick-up and delivery of it.

The Contractor will provide:

a) On a daily basis (prior to 09:00 hours), pick up incoming mail bags from the following Departmental mail box and deliver them to the DIAND, Mail Room, located on the fourth (4^th) floor of the Gallery Building, 4923-52nd St., Yellowknife, NT:

b) Twice (2) daily (09:00 hours and 14:00 hours), pick up inter-office mail bags, heavy boxes/packages and outgoing registered mail from the DIAND, Mail Room, and deliver to the Canada Post Office at 4902 50 Ave., Yellowknife, NT, X1A 0C1.

c) Twice (2) daily (09:30 hours and 14:30 hours), pick up inter-office mail, blue mail bags and boxes/packages if any, from DIAND, Mail Room, and deliver to the following office within Yellowknife, NT:

i. CanNor, Nova Plaza (third floor, 5019-52nd Street.).

d) Twice (2) daily (10:30 hours and 15:30 hours), pick up inter-office blue mail bags and boxes/packages if any, from CanNor, Nova Plaza and deliver to DIAND, Mail Room.

e) Provide extra trips as required by the Departmental Representative.

3. Governing Contracting Rules

This procurement is subject to the Government Contracts Regulations (GCRs). The following exception to the Government Contracts Regulations is invoked for this procurement under subsection subsection 6(d) - only one person is capable of performing the work. “Section 6 (d) of the Government Contracts Regulations, Article 506: 12(b) of the Agreement on Internal Trade, Article 1016: 2(b) of the North American Free Trade Agreement, Article Kbis 9: 1(b) of the Canada-Chile Free Trade Agreement and Article 16.10: 1(b) of the Canada-Panama Free Trade Agreement.

This procurement is subject to the Tlicho Land Claims Agreement.

4. Ownership of Intellectual Property

a) The Department of Indian Affairs and Northern Development has determined that there is no Intellectual Property arising from the performance of the work under the contract.

5. Period of Proposed Contract

The approximate period of the contract is from date of contract to December 31, 2018.

6. Estimated Value of Proposed Contract

Initial period of the contract: $27,500.00 (plus applicable tax)

Option period 1: $27,500.00 (plus applicable tax)

Option period 2: $27,500.00 (plus applicable tax)

7. Reason for Non-Competitive Award

a) Section 6 d) of the Government Contracts Regulations.

b) Due to Yellowknife’s population and size, there is only one (1) local company that has the resources and capacity to provide the services required to maintain local services to the Department of Indian Affairs and Northern Development.

8. Security Clauses:

1. Pursuant to the Policy Government Security, the nature of the services to be provided under this contract requires a Government of Canada (GoC) Security Screening action at the Reliability Status level of the Contractor, their employees and sub-contractors to be assigned to conduct project work.

2. Prior to the commencement of the work under the contract, the Contractor and each of its personnel involved in the performance of the work under the contract must each hold a valid Government of Canada (GoC) Security Screening at the level of Reliability Status.

3. The Contractor and their personnel requiring access to PROTECTED information, assets or sensitive work site(s) must each hold a valid Security Screening at the level of Reliability Status.

4. The Contractor MUST NOT remove any PROTECTED information from the identified work site(s), and the Contractor must ensure that its personnel are made aware of and comply with this restriction.

5. The Contractor MUST NOT possess or safeguard PROTECTED information/assets at their organization’s premises until appropriate document safeguarding capability is granted by the Canadian Industrial Security Directorate of Public Works and Government Services Canada.

6. Subcontracts which contain security requirements are not to be awarded without the prior written permission of the Department of Aboriginal Affairs and Northern Development Canada (AANDC), Security and Occupational Health and Safety Division.

7. Any substitute or alternate personnel proposed for the contract work:

a) must be approved by the Departmental Representative; and,

b) must hold a valid Government of Canada (GoC) Security Screening at the level of Reliability Status, before gaining access to designated information or assets.

8. Under the contract, if a Contractor submits a resource who is subsequently found to not meet the Security requirements, the Department may immediately terminate the contract with no obligation to replace the resource with a resource from the same Contractor or to pay any invoice for work undertaken by this resource.

9. This contract only has force or effect for as long as the security screening at the level of Reliability Status is in effect. Should the security screening issued prior to the commencement of the work under contract be revoked during the lifetime of the contract, the contract shall be terminated immediately and the Contractor shall have no claim against Her Majesty or the Minister as a result of the termination. The Contractor shall be paid for satisfactory Work performed up to the time of termination pursuant to the terms of the Contract.

1. The Contractor must comply with the provisions of the:

1. Security Requirements Check List (attached hereto as Annex ); and
2. Policy Government Security (Latest Edition)

9. Proposed Contractor

506465 NWT Ltd. O/A Arctic Express

261 Borden Drive

Yellowknife, NT

X1A 3W5

10. Submission of Statement of Capabilities by Suppliers:

Suppliers, who consider themselves fully qualified and available to provide the services described herein, 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.

1. The company must have six (6) months experience within the last sixty (60) months providing local mail courier services in Yellowknife, NWT, that includes pick and delivery from multiple locations on regular daily schedule;
2. The drivers must have a valid driver’s license;
3. The company must have reliable transportation with capacity for parcels; and,
4. The company must have proof of Bonded Insurance.

11. Closing Date for Submission of Statements of Capabilities

14:00 hours Eastern Standard Time, January 8^th, 2016.

12. Departmental Contact Person

Suppliers may inquire or submit a statement of capabilities to:

Melissa Bechamp

Procurement Officer

10 Wellington Street, 13^th Floor

Gatineau, QC, K1A 0H4

Email: Melissa.Bechamp@aandc-aadnc.gc.ca