24/7 Fax Support for Dissemination of Risk Communications to Healthcare Professionals

Advance Contract Award Notice (ACAN)

Title:  24/7 Fax Support for Dissemination of Risk Communications to Healthcare Professionals

Solicitation Number: 1000201188

1. The Purpose and Explanation of an ACAN

An Advance Contract Award Notice (ACAN) allows Health Canada to post a notice for no less than fifteen (15) calendar days, indicating to the supplier community that a goods, services or construction contract will be awarded to a pre-identified contractor. If no other supplier submits, on or before the closing date, a Statement of Capabilities that meets the minimum requirements identified in the ACAN, the Contracting Authority may then proceed to award a contract to the pre-identified contractor.

2. Rights of Suppliers

Suppliers who consider themselves fully qualified and available to provide the services or goods described in this ACAN may submit a Statement of Capabilities demonstrating how they meet the advertised requirement. This Statement of Capabilities must be provided via e-mail only to the contact person identified in Section 12 of the Notice on or before the closing date and time of the Notice. If the Bidder can clearly demonstrate they possess the required capabilities, the requirement will be opened to electronic or traditional bidding processes.

3. Proposed Contractor

Professional Targeted Marketing (PTM)

20 Torbay Rd.

Markham, Ontario

L3R 1G6

4. Definition of Requirements or Expected Results

The objective of this contract is to acquire services for the delivery of Health Canada-issued risk communications related to a health product to a targeted audience list of health professionals and to hospitals via fax-out, paper mail or email on an as needed basis, with 24/7 capability.

5. Minimum Requirements

Any interested supplier must demonstrate by way of a Statement of Capabilities that it meets the following minimum requirements:

To provide a national fax broadcast service for Notice to Hospitals (NtoH) using the most comprehensive and current healthcare fax databases. This includes typesetting of Health Canada risk communication documents to be faxed to healthcare professionals and healthcare institutions, and fax transmittal confirmation, availability of service on a 24/7 basis, and in accordance with the Statement of Work.

The average NtoH is 2 pages in length but can take up additional pages, depending on the   content.

Fax documents will be in black and white ink, set on white paper.

The Contractor shall be responsible for:

• maintaining comprehensive, current and accurate national databases of contact information (fax, mailing address, email address) for Canadian healthcare professionals and healthcare institutions, including both English and French targets

  - databases must include extensive range of healthcare categories including, but not limited to: - hospitals and clinics (multiple nationwide lists including specialized categories) - pharmacies - healthcare professionals (specialized groups, associations, etc.) - regulators/agencies

• providing fax broadcast service for Notice to Hospitals (on as needed basis), with fast turnaround time (typically within 24 hrs, and at MHPD’s request within 5 hours if urgent risk communication is required)
• providing direct access to a contact after hours and on weekends, should an urgent situation arise
• providing quotes for each fax broadcast job request from MHPD
• verifying and ensuring documents from MHPD are complete and in proper format for fax broadcasting
• working with MHPD to finalize documents to be fax broadcasted
• sending MHPD a proof of the final documents to be fax broadcasted
• faxing a “seed copy” of the fax documents to be distributed
• adapting format/template of risk communication documents as per MHPD specifications
• notifying MHPD when the fax broadcast is complete and providing verification/report of successful fax transmissions (pay per basis)

  6. Reason for Non-Competitive Award

  Only One Firm is capable of performing the contract.

  7. Applicable trade Agreements and Justification for Limited Tendering or the Procurement Strategy for Aboriginal Business

  N/A

  8. Ownership of Intellectual Property

  Health Canada will own Copyright

  9. Period of the Proposed Contract

  The contract period shall be from July 1, 2018 until March 31, 2020. There are option years for the periods: April 1, 2020 to March 31, 2022; and April 1, 2022 to March 31, 2024.

  10. Estimated Value of the Proposed Contract

  The total estimated value of the proposed contract should not exceed $75,000.00, including travel and living expenses (if applicable), and all applicable taxes.

  11. Closing Date and Time

  The Closing Date and Time for accepting Statements of Capabilities is June 15, 2018 at 2 pm EDT.

  12. Contact Person

  All enquiries must be addressed by e-mail to:

  Name: Randy Brown
  E-Mail: randy.brown2@canada.ca