Bibliographic/Full-text Database, Ebooks and Integrated Subscription Management Services

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

The Department of Indian Affairs and Northern Development (DIAND) has a requirement to:

Provide the DIAND’s Departmental Library with a procurement tool that will allow the development of its collections of bibliographic/full-text databases, ebooks and periodical subscriptions in both print and electronic formats. In addition, the contract must also provide the means for the DIAND Library to acquire a discovery tool that is compatible with its electronic resources. Finally, it must allow the DIAND Library to purchase integrated subscription management services.

2.1 Subscription and Account Management Services

The Contractor must provide subscription management services for print and electronic serial publications subscribed to by the Departmental Library, including provision of consolidated renewals and billing, claims services, and access for the DIAND Library to an electronic account management tool. The Contractor’s services shall include, but is not limited to, the following:

2.1.1 Complete acquisition requests made by the Departmental Library for new subscriptions and assure subscriptions are renewed with publishers prior to their expiry dates;

2.1.2 Consolidate acquisition requests and renewals to minimize the number of invoices and renewal dates for subscriptions;

2.1.3 Terminate unwanted subscriptions with publishers where permitted by the publisher;

2.1.4 Issue/resolve claims with the appropriate publishers for missing titles;

2.1.5 Expedite claims when necessary;

2.1.6 Provide DIAND’s Library reports as and when requested, in relation to:

a) Transactions, including new subscriptions, renewals and cancellations;

b) The status of processed and outstanding claims for missing titles;

c) Notification if inactive publications become active again (these shall be approved for ordering by DIAND before an order is placed);

d) Information regarding newly available electronic content.

2.1.7 Provide notification to DIAND if the cost of publications subscribed to by the Library increases for DIAND’s approval to proceed with the order(s);

2.1.8 Provide authorized Library staff with access to the Contractor’s account management tool, with order details and history, other titles that can be ordered, pricing, formats available and the ability to order, claim and cancel online, with information on availability of electronic formats with pricing, publisher licensing, registration and activation;

2.1.9 Provide information for each title including:

a) Publisher’s name;

b) Current title;

c) Publisher’s list price;

d) Publication formats (print or electronic);

e) Cancellation policy;

f) Changes in a publication’s frequency (e.g. monthly publications become quarterly);

g) Title name change;

h) Publication merger or split (e.g. two publications become one or vice versa);

i) Delays in publication;

j) Publication suspension.

2.2 Serial Subscriptions, Ebooks and Bibliographic/Full-text Databases

2.2.1 The Contractor must grant DIAND access to DIAND’s electronic serials subscriptions, ebooks and the Contractor’s bibliographic/full-text databases that DIAND subscribes to via a single, bilingual (English/French) web-based user interface that is “equivalent” in each language. (i.e. changing the interface leaves the user at the same screen with a skin in a different language). This interface shall allow some branding and customization by the DIAND Library.

Functional Specifications

a) There must be some capability to include the Departmental Library’s branding and to customize the interface (e.g. select whether simple or advanced searching shall be the default);

b) There must be a linking feature which links directly from citations to full text in any database subscribed to by the Library, where permitted by the publisher;

c) Users must have the option to search one or multiple databases from the Contractor subscribed to by the Library;

d) The Library must be able to add links from the interface to DIAND’S internal library database, and to an online request form that can be sent to the Library if the item is not available in full text;

e) The solution must have the capacity to identify for users if the Library has a print copy in its collection;

f) Users must be able to create personal accounts to save searches and alerts for email notification of new content (by subject or title);

g) Content in the Contractor’s bibliographic and full-text databases must, at a minimum, cover the following subject matters:

• Canadian News/Current Events
• HR Management
• Management
• Education
• Public Policy and Administration
• Information Technology
• Information Management
• Canadian History
• History
• Sociology
• Demography
• Environmental Sciences
• Economics
• Communications
• Natural Resource Management
• Aboriginal or Native Studies
• Northern or Arctic Studies
• Aboriginal or Native Law
• Canadian Law

2.3 Provision of Electronic Serial/Ebooks/Database Management Tools

The Contractor must provide the following electronic serial/database and ebooks management tools in support of Bibliographic/Full-text Database, Ebooks and Integrated Subscription Management Services:

2.3.1 A custom database providing access to all of DIAND Library’s electronic serial publications subscribed to, with a user interface consistent with other databases from the Contractor;

2.3.2 An “A to Z” title list for any full-text electronic content available in the DIAND Library’s databases, from a wide variety of vendors. The “A to Z” title list must also list the DIAND Library’s electronic serial subscriptions. The Contractor must manage any additions, changes and deletions to this list based on DIAND’s acquisitions;

2.3.3 Machine-Readable Cataloging (MARC) records for all titles listed in the “A to Z” title list and for all the ebooks aquired from the Contractor to be loaded into the DIAND Library catalogue. The MARC records shall contain URLs for access from the record directly to each title’s specific full text electronic content. Additions to MARC records for new content shall be provided regularly as well as files to be loaded to update or remove MARC records already in the Library’s catalogue;

2.3.4 A link resolver, taking end users from citations in one database to full text content in another databaseif both are subscribed to by DIAND, no matter the vendor of either database;

2.3.5 A bilingual (English/French) discovery tool that simultaneously searches multiple bibliographic and/or full text databases from many vendors and sources, and produces consolidated search results;

Functional Spécifications

The electronic tools shall:

i. For electronic tools used by end users for read-only access, allow Internet Protocol (IP) authentication as recognition for access, in lieu of a password protected system;

ii. For the “A to Z” title list and the discovery tool, allow some capacity to include the Departmental Library’s branding, and to customize the interface (e.g. select whether simple or advanced searching shall be the default);

iii. For the custom database providing access to all of DIAND Library’s electronic serial publications, enable users to create personal accounts to save searches and alerts for email notification of new content (by subject or title);

iv. For the “A to Z” title list, enable the Departmental Library to add electronic resources to the customized database for its subscriptions which are not subscribed to by the Contractor, where permitted by the publisher;

2.4 Contract Transition-Out

2.4.1 Prior to the end of the Contract, the Contractor shall provide a Transition-Out Plan, and provide support for Transition from the Contractor to Departmental Library staff or a new contract/service delivery mechanism, whether with the Contractor or another service provider. The Contractor shall provide some kind of informal training and/or documentation, and knowledge transfer to support an effective transition for DIAND at the end of its service delivery.

2.4.2 Following acceptance of the Contractor’s proposed Transition-Out Plan by the Departmental Representative, the Contractor shall undertake all obligations contained within the Transition-Out Plan, in accordance with the schedule approved by DIAND and included within the Plan.

2.4.3 During the Contract Transition-Out period, the Contractor shall provide transfer of knowledge at its own cost to DIAND, in accordance with the schedule, and the method to be used as outlined in the Contractor’s Transition-Out Plan, as accepted by DIAND. The Contractor shall respond to queries regarding Contract Transition-Out activities and any work in progress to ensure a smooth transition with the new service provider and to ensure uninterrupted service delivery to DIAND.

2.4.4 During the Contract Transition-Out period, the Contractor shall be responsible for maintaining service delivery to DIAND as per the Contract, and the completion of any work in progress in accordance with the Contractor’s Transition-Out Plan.

2.5 Options to Amend

2.5.1 DIAND reserves the right to amend:

a) The scope and amount of the Contract to encompass a broader range of services to fulfill the Departmental Library’s requirements in relation to Bibliographic/Full-text Database and Integrated Subscription Management Services, where the need may arise throughout the duration of the Contract.

b) The number and/or titles of serial subscriptions, ebooks, bibliographic/full-text databases and discovery tool to which the DIAND Departmental Library subscribes, either through addition or deletion, as the Library’s requirements evolve.

c) The features and capabilities through addition to the web platform, or the ability to activate/deactivate said features.

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 its product/equipment/system/service (as appropriate) meets the following requirements:

• Provision of print and electronic serial subscriptions, publisher packages and bibliographic/full-text databasesthat must cover the subjects listed in Annex A, but more specifically Aboriginal and Northern Canada subjects.
• Provision of a discovery tool that must simultaneously search multiple web resources and databases, including bibliographic databases, from many vendors and sources. It must also produce consolidated search results.
• Provision of ebooksthat must cover the subjects listed in Annex A . The ebooks must be available in formats compatible with the Contractor’s discovery tool. The Contractor must also provides MARC records files that can be loaded into the DIAND Library catalogue for each ebook.
• Provision of electronic serial/database management tools that must include:

a) A custom aggregated database providing access to all of DIAND Library’s electronic serial subscriptions, with a user interface consistent with otherdatabasesfromtheContractor;

b) An “A to Z” title list type of tool for any full text electronic content available in the DIAND Library’sbibliographic/full text databases, from a wide variety of vendors. The “A to Z” title list must also list the DIAND Library’s electronic serial subscriptions. The Contractor must manage any additions, changes and deletions to this list based on DIAND’s acquisitions;

c) MARC records for all titles must be listed in the “A to Z” title list that can be loaded into theDIAND Library catalogue, containing URLs for access from the MARC record directly to each title’sspecific full text electronic content. In additions, MARC records for new content must be provided regularly as well as files that allow to update or remove MARC records already in the Library’s catalogue;

d) A link resolver that must allow end users to access full text content in one database subscribed to by DIAND via citation links in another database subscribed to by DIAND, regardless of the vendor of either database;

e) An electronic resource management tool that must allowthe management of information on the DIAND Departmental Library’s journal subscriptions contracted with the Contractor. This tool must manage license terms and agreements, and coverage. It must also provide information on the current and past journal subscriptions contracted with the Contractor.

4. Applicability of the trade agreement(s) to the procurement

This procurement is subject to the following trade agreements:

• Agreement on Internal Trade (AIT)
• World Trade Organization - Agreement on Government Procurement (WTO-AGP)
• North American Free Trade Agreement (NAFTA)
• Canada-Panama
• Canada – Chile
• Canada – Columbia
• Canada - Peru

5.Justification for the Pre-Identified Supplier

The selected Contractor is the only one known that can provide the DIAND’s Library with a database that fulfils all the following requirements:

• EBSCO Canada Ltd. is the only known supplier of print and electronic serial subscriptions that is also a bibliographic/full-text database vendor, and the only source that offers unique linking capabilities between these services.
• EBSCO is also the only provider of unique Aboriginal and Northern content that DIAND requires – namely the Bibliography of Native North Americans; and the Arctic and Antarctic Regions database available on the EBSCOhost platform.
• EBSCO Discovery Service is the only known discovery platform that allows end users to search key bibliographic databases that DIAND requires such as: Arctic & Antarctic Regions, Bibliography of Native North Americans, EconLit, America: History & Life, FRANCIS,GeoRef, Historical Abstracts with Full Text.

6. Government Contracts Regulations Exception

The following exception 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:

• North American Free Trade Agreement (NAFTA) – Article 1016, 2(b) where there is an absence of competition for technical reasons, the goods or services can be supplied only by a particular supplier and no reasonable alternative or substitute exists
• Canada-Columbia Free Trade Agreement (FTA) – Article 1409, 1(b) where the goods or services can be supplied only by a particular supplier and no reasonable alternative or substitute goods or services exist for any of the following reasons: (iii) due to an absence of competition for technical reasons;
• Canada-Panama Free Trade Agreement (CCFTA) – Article 16.10, 1(b) the procurement can be carried out only by a particular supplier and a reasonable alternative or substitute does not exist because (iii) of the absence of competition for technical reasons
• Canada-Chile Free Trade Agreement (CCFTA) – Article Kbis-09, 1(b) where there is an absence of competition for technical reasons, the goods or services can be supplied only by a particular supplier and no reasonable alternative or substitute exists;
• Agreement on Internal Trade (AIT) – Article 506.12(b) where there is an absence of competition for technical reasons and the goods or services can be supplied only by a particular supplier and no alternative or substitute exists
• World Trade Organization Agreement on Government Procurement (WTO-AGP) – Article XIII, 1 (b) where the goods or services can be supplied only by a particular supplier and no reasonable alternative or substitute goods or services exist for any of the following reasons: (iii) due to an absence of competition for technical reasons;
• Canada-Peru Free Trade Agreement – Article 1409, 1(b) where the goods or services can be supplied only by a particular supplier and no reasonable alternative or substitute goods or services exist for any of the following reasons: (iii) due to an absence of competition for technical reasons

8. Ownership of Intellectual Property

Ownership of any Foreground Intellectual Property arising out of the proposed contract will vest in the Contractor.

9. Period of the proposed contract or delivery date

The proposed contract is for a period of three (3) years, from March 1, 2016 to February 29, 2019.

With two (2) additional one year options

10. Cost estimate of the proposed contract
The estimated value of the contract is $775,000.00(GST/HST extra).

11. Name and address of the pre-identified supplier

EBSCO Canada LTD

110 Copper Creek GR, Suite 305

Markham, ON,

L6B 0P9

12. Suppliers' right to submit a statement of capabilities
Suppliers who consider themselves fully qualified and available to provide the goods, services or construction 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.

13. Closing date for a submission of a statement of capabilities

The closing date and time for accepting statements of capabilities is

February 24,2016 2:00 pm

14. Inquiries and submission of statements of capabilities

Inquiries and statements of capabilities are to be directed to:

Sophie Champagne

Procurement Officer

10 Wellington, room 195

Gatineau, Quebec K1A 0H4

Telephone: 819-934-1494

Facsimile: 819-953-7721

Email Address: Sophie.Champagne@aandc-aadnc.gc.ca

Annex A: List of subjects that must be covered by Journal subscriptions, databases and ebooks

• Canadian News/Current Events
• HR Management
• Management
• Education
• Public Policy and Administration
• Information Technology
• Information Management
• Canadian History
• History
• Sociology
• Demography
• Environmental Sciences
• Economics
• Communications
• Natural Resource Management
• Aboriginal or Native Studies
• Northern or Arctic Studies
• Aboriginal or Native Law
• Canadian Law