National Distribution Campaign

NATIONAL DISTRIBUTION CAMPAIGN TO PUBLIC LIBRARIES TO SUPPORT PRIVACY EDUCATION STRATEGIES AND MANDATE

Promotion and distribution of OPC’s public education materials via till tape/due date receipts, bookmarks and print publication distribution to public libraries across Canada

An Advanced Contract Award Notice (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 meet the requirements set out in the ACAN, on or before the closing date and time stated in the ACAN, the contracting officer may then proceed with the award to the pre-identified supplier.

1. Definition of requirement

The Office of the Privacy Commissioner of Canada (OPC) intends to establish one (1) contract for the provision of supporting its public education mandate and strategies to reach youth and seniors at the national level by way of production, promotion and distribution of various materials to public libraries across the country.

2. Background

The mission of the OPC is to protect and promote the privacy rights of individuals. The OPC is committed to enhancing privacy protections for various groups such as, but not limited to, youth and seniors, through public education and outreach. Libraries have been identified as an important vehicle for reaching a number of our key audiences. As such, the OPC would like to promote and distribute public education materials through public libraries across Canada.

3. Objectives:

The OPC seeks to educate youth and seniors on privacy by promoting and distributing our public educational materials to public libraries across Canada.

The work will involve printing pre-approved designs, preparing the materials and distributing them to the supplier’s list of public libraries, by courier and postage services. Public libraries on the supplier’s distribution list will have agreed to this service, and will have agreed to distribute the materials. 

4. Tasks:

4.1 Produce and distribute till tape/due date receipts and bookmarks and distribute a pre-printed OPC publication:

The supplier must clearly demonstrate that they have a database comprised of a minimum of 2,300 public libraries across Canada, with adequate representation in each province and territory and in both urban and rural areas. The supplier must demonstrate that the service will enable the OPC, through the distribution, to adequately reach English and French-speaking Canadians across Canada and that those libraries have agreed to distribute the materials to their patrons.

• Till tape/due date receipts/bookmarks with OPC public education messaging are to be printed in color on suitable paper stock. The OPC will provide an approved design for both the till tape/due date receipts and the bookmark. The artwork will be provided to the supplier by September 11, 2017 and must be distributed to the libraries by October 1, 2017. 
• The OPC will ship to the Contractor, approximately 406,000 copies of an OPC print publication by September 11, 2017 which must be distributed to the libraries across Canada, in all provinces and territories, in both rural and urban markets, by October 1, 2017. The pre-printed publication is double-sided, 8”x 3 1/8” (20.3cmx7.9cm) and is printed on a basis weight paper stock (i.e. 25” x38”, 120M offset paper).

  4.2 Printing, handling/labelling, custom mailing list and distribution/postage

  The supplier must provide printing, handling/labelling and distribution/postage to the public libraries across Canada for the till tape/due date receipts, bookmarks and the pre-printed OPC publication.

  5. Deliverables:

  The contractor must provide the following:

  5.1 Evidence that they have a database comprised of a minimum total of 2,300 public libraries with adequate representation in each province and territory, in rural and urban areas and an ability to reach English and French-speaking Canadians across Canada and that those libraries have agreed to distributing the materials to their patrons.

  5.2 Production and distribution of till tape/due date receipts and bookmarks to a minimum of 1,500 libraries across Canada for a total of approximately 1,560,000 impressions of till tape/due date receipts and a reach of approximately 25,000 via the bookmarks. The public libraries must be in possession of either or both the till tape/due date receipts by October 1, 2017 to commence distribution to patrons.

  5.3 Receive, handle and package for distribution, approximately 406,000 copies of a pre-printed OPC printed publication. The print publication must be in the possession of public libraries across Canada by October 1, 2017 to commence distribution to patrons. A copy of the print publication can be found in Annex A.

  5.4 All materials will reach a minimum of 2,300 public libraries with the reach as described in the above sections.

  6. 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:

  1. Current list of public libraries across Canada:

The contractor must demonstrate that they possess a database of a minimum of 2,300 public libraries that demonstrates the following:

• Market breakdown of provincial and territorial public library locations (i.e., province, city, number of locations per city, etc.);
• Clear demonstration of full market coverage in each province and territory, and in rural and urban areas;
• Coverage of libraries adequately reaching English and French-speaking Canadians; and
• Number of till tape/due date receipts, bookmarks and an OPC-designed publication that would be distributed at each library

  6.2 Production and distribution of till tape/due date receipts and bookmarks:

  The contractor must clearly demonstrate that they have the capacity and ability to print approximately 1,560,000 till tape/due date receipts and approximately 25,000 bookmarks in color, on suitable paper stock within three (3) weeks of receiving a signed digital proof from the OPC. The till tape/due date receipts and bookmarks must then be distributed to public libraries across Canada in every province and territory, in both rural and urban areas and the locations must have consented to receiving this service.

  6.3 Distribution of OPC print resource:

  The contractor must clearly demonstrate that they have the capacity to receive, handle, label and distribute approximately 406,000 pre-printed OPC print publications to libraries across Canada. The distribution list must include a representation of public libraries in each province and territory and in both urban and rural areas.

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

This procurement is not subject to any trade agreement.

8. Set-aside under the Procurement Strategy for Aboriginal Business

This procurement is not subject to any set-asides for Aboriginal Suppliers.

9. Comprehensive Land Claims Agreement (s)

This procurement is not subject to a Comprehensive Land Claims Agreement.

10. Justification for the Pre-Identified Supplier

Wild Cards Advertising Inc. has distribution agreements with over 2,300 public libraries across Canada, in every province and territory and in both rural and urban areas. These public libraries have agreed to receiving materials distributed by Wild Cards Advertising Inc. and further distributing these materials to their patrons. By using the services of Wild Cards Advertising Inc., the OPC can reach Canadians with over 1.5M impressions via the till tape, 25,000 via bookmarks and 406,000 via the distribution of an OPC publication.

11. Government Contracts Regulations Exception(s)

The following exception to the Government Contracts Regulations is invoked for this procurement under subsection:

Section 6d of the Government Contracts Regulations (only one person is capable of performing the contract).

12. 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:

This procurement is not subject to any trade agreement.

13. Ownership of Intellectual Property

Canada intends to retain ownership of any Foreground Intellectual Property arising out of the proposed contract on the following basis:

• where the main purpose of the Crown Procurement Contract, or of the deliverables contracted for, is to generate knowledge and information for public dissemination.

14. The period of the proposed contract or the delivery date(s)

The period of the proposed contract is from award of contract date to December 31^st, 2018. Distribution of materials as described in Section 4 – Tasks, must be completed in October 2017.

15. A cost estimate of the proposed contract

The estimated value of the contract is approximately $47,000.00 (GST/HST excluded).

16. Name and addresses of the pre-identified supplier

Wild Cards Advertising Inc.

121 Ellington Crescent

St Albert, AB

T8N 4C6

Canada

17. 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 and time of this notice. This statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.

18. The closing date and time for a submission of a statement of capabilities

Suppliers who consider themselves fully qualified and available to provide the services/goods described herein, may submit a statement of capabilities in writing to the Contracting Authority identified in this notice on or before 10:00 AM EST, on Friday September 8^th, 2017.

19. Inquiries and submission of statements of capabilities

Inquiries and statements of capabilities are to be directed to the Contracting Authority:

Jean Bérard

30 rue Victoria

Gatineau, Québec

K1A 1H3

Tel: (819) 994-5004

Email: Procurement.Achats@priv.gc.ca

The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.

Statements of capabilities must be submitted by email to the Contracting Authority on or before the closing date. Statements of capabilities received on or before the closing date will be considered solely for the purpose of deciding whether or not to conduct a competitive procurement. Information provided will be used by the Crown for technical evaluation purposes only and is not to be construed as a competitive solicitation.