Archival Appraisal 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

   Library and Archives Canada (LAC) has a requirement for the provision of appraisals to assess the current fair market value of archival documents donated to Library and Archives Canada. Appraisals will be required for gifts in various archival media including textual records, graphic material (art, photo), audiovisual records, architectural records, cartographic material, philatelic records, etc. 

   The work will involve the following:

   The Contractor will conduct appraisals of archival documents on an as and when required basis according to the needs and at the request of LAC.

   Before the beginning of the contract, the contractor must provide a list of appraisers to LAC for validation of security clearance. The Contractor and any of the Contractor’s representatives must be security cleared at the Secret level prior to contractual work in the offices of LAC in the National Capital Region.

   A monetary appraisal report for each donation of archival material will be provided to LAC. This report will be written in the language of the documents appraised or the language of the donor (one of the Canadian official languages: French or English) and will meet the requirements of Canadian Cultural Property Export Review Board (CCPERB) for an application for certification. The appraisal report signed by all appraisers must be received by LAC within 30 days of the date of the appraisal.

   The Contractor must use publicly available market information for appraisal precedents when available.

   The Contractor must respond to any request for additional information from LAC and CCPERB relating to their monetary appraisal reports.

   All deliverables must be done in conformity with the CCPERB guidelines Certification of Cultural Property for Income Tax Purposes by the Canadian Cultural Property Export Review Board. Application Guide and Supplementary Information (http://canada.pch.gc.ca/DAMAssetPub/DAM-PCH2-MovableProperty/STAGING/texte-text/certif-guide_1459259535622_eng.pdf).

   Where applicable, the Contractor must work in accordance to the standard appraisal practices of the Uniform Standards of Professional Appraisal Practice (USAP) (http://www.appraisalfoundation.org/imis/TAF/Standards/Appraisal_Standards/TAF/USPAP.aspx).

   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:

3.1. Experience: conducting a minimum of 10 appraisals per year in each field of expertise of records mentioned below:

 3.1.1 Archival textual documents; 

3.1.2 Photographic material;

3.1.3 Audio-visual material;

3.1.4 Music material;

3.1.5 Documentary art;

3.1.6 Published documents;

3.1.7 Cartographic and architectural materials;

3.2. Experience: conducting a minimum of 3 appraisals per year in each field of expertise of records mentioned below:

3.2.1 Cartoons and caricatures

3.2.2 Philatelic material

3.3. Professional designation, accreditation, and/or certification

3.3.1 The firm must have a valid Professional designation recognized by the Canadian Cultural Export Review Board.

3.4. The firm must be able to deliver the evaluations in both Canadian official languages (French and English).

3.5. All resources assigned to work under this contract must have a valid Secret security clearance at contract award.

1. Applicability of the trade agreement to the procurement

   This procurement is subject to the following trade agreement

   • Agreement on Internal Trade (AIT)

     5. Justification for the Pre-Identified Supplier

     Library and Archives has selected the proposed supplier; National Archival Appraisal Board (NAAB) because it is the only recognized corporation having all different expertise of individual appraisers regroup under the same corporation, it has a unique expertise and experience in Professional Appraisal Services of Archival Materials and is also a Canadian independent expert and an accredited firm recognized by the Canadian Cultural Property Export Review Board (CCPERB). The NAAB is a non-profit corporation that brings together individuals that have all the necessary expertise and experience to provide appraisal for archival material that are being acquired at LAC at such a low cost. CCPERB, does recognize this organization and has accepted to take into account that their appraisals represent the opinion of more than one expert.

The NAAB was established to enable archival repositories to obtain the services of qualified appraisers at a reasonable cost under the conditions set out by the CCPERB. Originally an arm of the Canadian Historical Association, NAAB became an independent non-profit corporation in 1983. It services only repositories and appraises only fonds that have been donated.

The appraisal reports provided by NAAB are accepted under the Income Tax Act and the Cultural Property Export and Import Act.

An appraisal report by the NAAB is accepted by the Canada Revenue Agency and the Cultural Property Export Review Board as equal to at least two (2) independent appraisals. NAAB makes appraisals by means of Document Appraisal Committees of three or more persons. These normally include a custodian (archivist), a dealer and a user (historian). Other specialists are co-opted as necessary to assist in an appraisal of a particular donation.

6. Government Contracts Regulations Exception(s)

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. Ownership of Intellectual Property

LAC has determined that any intellectual property arising from the performance of the Work under the Contract will vest in Canada, on the following grounds: The Foreground consists of material subject to copyright except (exception 6.5). The full policy is available at the Treasury Board of Canada Secretariat website at the following address: http://www.tbs-sct.gc.ca under Policies.

8. Period of the proposed contract or delivery date

The contract will cover a period of one year starting at Contract Award date and ending one (1) year later. The Contractor will grant to Canada the irrevocable option to extend the term of the Contract by up to four (4) additional periods of one (1) year.

9. Cost estimate of the proposed contract

The estimated value of the initial contract will be approximately $ 99,999.50 (GST/HST excluded).

The estimated value of the contract, including the option period, is $499,997.50 (GST/HST exluded)

10. Name and address of the pre-identified supplier

National Archival Appraisal Board

Conseil national d’évaluation des archives

130 Albert Street, Suite 1912

Ottawa, Ontario, K1P 5G4

11. 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.

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

The closing date and time for accepting statements of capabilities is August 10^th, 2017 at 2:00 p.m. EDT.

13. Inquiries and submission of statements of capabilities

Inquiries and statements of capabilities are to be directed to:

Geneviève Rioux

Senior Contracting Officer
550 de la Cité Blvd.
Telephone: 343-998-1925
Facsimile: 819-934-5263
E-mail: Genevieve.Rioux@Canada.ca