Maintenance on CanadaBuys website

The CanadaBuys website will be down for scheduled maintenance at the times listed below. We apologize for any inconvenience.  

  • Friday, May 24, 7:00 pm until 11:00 pm (Eastern Time) 

  • Sunday, May 26, 7:45pm until 9:45 pm (Eastern Time) 

DOCUMENT STORAGE, INFORMATION RETRIEVAL SERVICES AND RELATED DOCUMENT DESTRUCTION SERVICES CBC/Radio-Canada

Solicitation number ARCH FR ES 20181201

Publication date

Closing date and time 2019/04/08 20:00 EDT


    Description

    REQUEST FOR PROPOSALS RFP #ARCH FR ES 20181201

    DOCUMENT STORAGE, INFORMATION RETRIEVAL SERVICES

    AND RELATED DOCUMENT DESTRUCTION SERVICES

    PLEASE READ THE FOLLOWING COMPLETELY AND CAREFULLY PAYING ATTENTION TO ALL REQUIREMENTS AND DATES.

    CBC/Radio-Canada is seeking proposals to retain the services of a Proponent for off-site storage of its archives and the related destruction of documents at the end of their retention period.

    CBC/Radio-Canada will evaluate Proponents’ responses in terms of the requirements for all of the locations covered by this RFP. CBC/Radio-Canada reserves the right to pursue more than one Proponent to meet all mandatory requirements in the most cost-effective manner.

    The initial term of any Agreement resulting from this RFP will be for five (5) years with three (3) irrevocable options for CBC/Radio-Canada to extend for five (5) year period(s), by sending a written notice prior to the end of each term. Any extension will be under the same terms and conditions as those of the initial term, unless otherwise specified by CBC/Radio-Canada.

    1.SUMMARY OF REQUIRED GOODS/SERVICES:

    CBC/Radio-Canada’s locations in Montreal and Toronto have central records centres that require comprehensive off-site storage and retrieval services. Record formats and carriers vary (See Appendix A1 – List of Carriers). CBC/Radio-Canada has identified storage capacity requirements of approximately 100,000 cu. ft. over the next twenty (20) years. Volumes will vary throughout the term of the Contract (see Appendix A2 – Projected Storage Volumes).

    CBC/Radio-Canada recently began digitizing all of its media carriers. The project includes, without being limited to, the following:

    • Sending pallets to Proponents selected for digitization work
    • Digitizing and duplicating files
    • Returning pallets to CBC/Radio-Canada
    • Preserving carriers for at least two to five years (being validated by Library and Archives Canada)
    • Destroying media carriers

    The Contract includes taking possession of the media carriers upon their return and ensuring their destruction.

    The volumes, which will vary throughout the contract, are as follows:

    • First phase: (boxes) 20,000 cubic feet (initial transfer from current supplier, supported by August 31, 2019)
    • Second phase: (boxes) 20,000 cubic feet (transfer from the Montreal CBC / Radio-Canada)
    • Third phase: (media on pallets) up to about 60,000 cubic feet over 5 to 10 yearsA detailed description of the Goods/Services covered by the RFP is provided in Appendix A (Description of Goods/Services).

    2. MANDATORY REQUIREMENTS FOR PARTICIPATION:

    This RFP is open only to Proponents who meet each of the following mandatory requirements:

    Mandates of Similar Nature and Similar Value

    Proponents must provide at least three (3) mandates completed in the past five (5) years for Goods and/or Services similar to those described herein, as evidence of their capacity to undertake an agreement with CBC/Radio-Canada.

    Capacity

    Proponents must possess, as a minimum capability, the ability to accurately remove from storage, update inventory, palletize and shrink-wrap the inventory material for transportation in quantities of approximately 20,000 containers currently in storage by August 31, 2019 (or any other dates determined by CBC/Radio-Canada).

    3. CONFERENCE CALL (OPTIONAL)

    A conference call will allow the Proponents to obtain more information regarding this RFP.

    To obtain conference bridge, access code and Proponent ID, please send an e-mail request to: appro.cbc.src@radio-canada.ca .

    The Proponent ID will allow you to identify yourself anonymously when taking attendance. The conference call will be held on March 11, 2019, 2:00 pm ET.

    4. TO REQUEST THE RFP DOCUMENTATION

    As CBC/Radio-Canada uses Merx (www.merx.com/cbc/radio-canada) to manage its solicitation process, all Proponents must obtain the RFP documents through Merx. Here is the link to the Merx Quick Get Started Steps

    for new users (http://bit.ly/2NW0a93). 

    To obtain the RFP Documentation, Proponents must submit the Confidentiality and Non-Disclosure Agreement (NDA), along with the Qualification Request form and a written statement completed and signed by a duly authorized representative confirming that the Proponent meets all the Mandatory requirements described in Section 2 above.

    Please note that in order to maintain total integrity and fairness CBC/Radio-Canada will not entertain changes to the NDA which, at this point, is for the purpose of this RFP.

    The document(s) to be completed and signed must be sent to the CBC/Radio-Canada Representative for this RFP (see item 5 below for co-ordinates).

    Following receipt of the required document(s) and CBC/Radio-Canada’s positive assessment of your company’s submissions, you will receive an e-mail from Merx that the RFP documents are ready for download.

    Please note that CBC/Radio-Canada is not responsible for the distribution of the documents.

    5. COMMUNICATION WITH CBC/RADIO-CANADA

    CBC/Radio-Canada Representative:

    Luc Deschênes

    Senior Manager, Strategic Supply Management

    Finance & Administration

    CBC/Radio-Canada

    E-mail: appro.cbc.src@radio-canada.ca

    Proponents may have queries, require further information or clarification, or discover certain omissions or ambiguities in the RFP documents. If so, or if there is any doubt about the meaning of any part of this RFP, questions must be submitted in writing by Merx as defined in PART I: INTRODUCTION , Table 1: critical dates of the RFP process.

    6. RECEIPT OF PROPOSALS

    Proposals must be received by CBC/Radio-Canada, via electronic submission to the Merx Website (www.merx.com) no later than April 8, 2019, 8:00:00 p.m. ET.

    The Proponent has the sole responsibility for the timely receipt of a Proposal by CBC/Radio-Canada. The Proponent cannot transfer such responsibility to CBC/Radio-Canada. The MERX clock shall be used to determine the time of receipt of the Proposal, whether the time indicated on such clock is accurate or not.

    Partial Proposals, amendments or revisions which are received after the date and time for the RFP Submission Closing Date will not be accepted.

    Note:

    This procurement is subject to Chapter Five (Government Procurement) of the Canadian Free Trade Agreement (CFTA).

    CBC/Radio-Canada retains the right to negotiate with Proponents on any procurement.

    Contract duration

    Refer to the description above for full details.

    Trade agreements

    • Canadian Free Trade Agreement (CFTA)

    Partner with another business

    The functionality to add your company name to the list of interested businesses is temporarily unavailable.

    This list does not replace or affect the tendering procedures for this procurement process. Businesses are still required to respond to bid solicitations, and to compete based on the set criteria. For more information please read the Terms of use.

    Contact information
    Contracting authority
    Deschenes, Luc
    Phone
    514-597-5836
    Email
    Luc.deschenes@cbc.ca
    Address
    1400 boul. René-Lévesque Est
    Montréal, QC, H2L 2M2
    CA
    Bidding details

    Details for this tender opportunity are provided in the Description tab.

    Please contact the contracting officer to get the full solicitation documentation, access information on how to bid, or if you have any questions regarding this tender opportunity.

    Note that there may be fees to access the documents or bid. These should be outlined in the Description tab.

    We recommend that you contact the contracting officer as soon as possible, as there may be deadlines for receiving questions.

    Eligibility and terms and conditions

    Government of Canada tender and awards notices, solicitation documents, and other attachments are fully accessible and available free of charge and without having to register on CanadaBuys.

    Information may be available on another source prior to being available on CanadaBuys. You may have received this information through a third-party distributor. The Government of Canada is not responsible for any tender notices and/or related documents and attachments not accessed directly from CanadaBuys.canada.ca.

    Government of Canada tender or award notices carry an OpenGovernment License - Canada that governs its use. Related solicitation documents and/or tender attachments are copyright protected. Please refer to our terms and conditions page for more information.

    Summary information

    Notice type
    Request for Proposal
    Language(s)
    English, French
    Region(s) of delivery
    Canada
    Region of opportunity
    Canada
    Procurement method
    Competitive – Open Bidding
    Commodity - GSIN
    Click the links below to see a list of notices associated with the GSIN codes.

    Support for small and medium businesses

    If you have questions about this tender opportunity, please contact the contracting officer, whose information is found in the Contact information tab. 

    Refer to our Support page if you need help or have questions about the government procurement process, including how to bid or how to register in SAP Ariba. You can also contact Procurement Assistance Canada, which has offices across Canada.

     

    Date modified: