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) 

ACAN - Warehouse Storage and Related Services

Solicitation number 20220786

Publication date

Closing date and time 2022/10/27 14:00 EDT


    Description

    Nathan Nguyen

    Procurement and Contracting Officer

    Privy Council Office

    Email: nathan.nguyen@pco-bcp.gc.ca

    1. Advance Contract Award Notice (ACAN) #20220786

    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.

    1. Background

    Due to the reduction of onsite storage capacity and closure of government offsite storage options over the decade, the department has had to store dormant files within the National Capital Region and Montreal to alternate and security-approved private warehouse facilities.

    The department currently has approximately 13,000 cubic feet of Secret dormant files stored in the private warehouse facilities of Iron Mountain. The project authority requires continued warehouse storage and services for the current inventory of dormant files in both facilities located within National Capital Region and Montreal metropolitan area.

    The services required include warehouse storage and related services, such as transport and container retrieval to ship out and return this material to the project authority’s defined delivery point.

    1. Scope of Work

    The services required include warehouse storage and related services, such as transport and container retrieval to ship out and return this material to the project authority’s defined delivery point.

    The project authority will specify its account number to precisely identify the work location (National Capital Region or Montreal) where the vendor shall store and safeguard the secret physical information items the project authority has shipped for storage, safeguarding and any related warehouse services (such as transportation, delivery).

    The project authority requires communicating directly with a Canadian contact point when placing a request for warehouse services relating to its secret physical information items. The project authority will require personnel cleared to Secret to handle its inventory when retrieving, refiling and transporting.

    1. Deliverables
      • Secure (24/7) records warehouse services for dormant files classified at Secret
      • Warehouse services include:
        • Information storage and safeguarding per container, or file (by cubic foot)
        • Vault storage per container
        • Access to integrate per container, file
        • Retrieval per container and transportation for delivery if and when requested
        • Retrieval per container and arrange for pick up by the project authority if and when requested
        • Transportation delivery / pick-up service for retrieval to or from a destined specified location (within 90 km from the warehouse locations) based on timelines required – regular (next day), half day rush (within 4 hours), emergency (2 hours)
        • Transportation delivery / pick-up service for retrieval to or from a destined specified location (outside 90 km from the warehouse locations) based on timelines required – regular (next day), half day rush (within 4 hours), emergency (2 hours)
        • Retrieval per container, file, or media item outside normal busines hours
        • Deaccession or delocation per container, file, or media item
      • Transportation services shall be performed using a secret security-cleared driver. The vendor will inform the project authority if no such driver is available.
      • Transportation vehicles are equipped and secured for handling information classified at Secret
      • The vendor shall provide a method to contact the vendor and/or facility directly from within Canada to request services (e.g., email, phone number)
    1. 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:

    • Secured facilities and personnel cleared to Secret, as per the Government of Canada’s security policies, in both the National Capital Region and the Montreal metropolitan area.
    • Canada will not delay the award of any contract to allow bidders to obtain the required clearance.
    • Shall render services immediately for document safeguarding, storage, transportation, retrieval and refile for the current inventory of dormant files classified at Secret
    • Shall have available the option to use a secure vault storage, as per the Government of Canada’s security policies, in the National Capital Region.
    • Shall render services immediately for the current inventory of dormant files classified at Secret, the capacity to render services of transportation delivery / pick-up services to or from downtown Ottawa (within and outside 90 km to/from the warehouse locations) based on timelines required – regular (next day), half day rush (within 4 hours), emergency (2 hours).
    • Retrieval per container, file, or media item outside normal warehouse busines hours
    • Deaccession or delocation per container, file, or media item.
    • Shall provide a method to contact the local facilities directly from within Canada to request services (e.g., email, phone number).
    • Shall provide a method to contact for services directly from within Canada for after hours services, as required.
    • Must provide the services required in English and/or French
    1. Applicability of the trade agreement(s) to the procurement

    This procurement is subject to the following trade agreement(s)

    • Canadian Free Trade Agreement (CFTA)
    • Revised World Trade Organization - Agreement on Government Procurement (WTO-AGP)
    • Canada-European Union Comprehensive Economic and Trade Agreement (CETA)
    • Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP)
    • Canada-Chile Free Trade Agreement (CCFTA)
    • Canada-Colombia Free Trade Agreement
    • Canada-Honduras Free Trade Agreement
    • Canada-Korea Free Trade Agreement
    • Canada-Panama Free Trade Agreement
    • Canada-Peru Free Trade Agreement (CPFTA)
    • Canada-United Kingdom Trade Continuity Agreement (Canada-UK TCA)
    • Canada-Ukraine Free Trade Agreement (CUFTA)
    1. Justification for the Pre-Identified Supplier

    The Department of Privy Council Office has pre-selected Iron Mountain to render records warehouse storage and related services for the current inventory of dormant files classified at Secret. The vendor is the only known firm in the National Capital Region holding a valid security clearance for facilities and personnel to render continued storage of dormant files at a facility within the National Capital Region and the Montreal metropolitan areas.

    Privy Council Office is seeking to ensure continued records warehouse storage and related services (e.g., transportation and handling) is rendered for Secret dormant files currently in storage with the company in the NCR and Montreal metropolitan area. Warehouse storage was considered and acquired following modifications and reductions to onsite storage capacity and the decommissioning of Library and Archives Canada’s government records warehouse storage facilities and services. Modifications were needed onsite to improve ventilation in a storage room with flood-damaged files affected by dormant mold and then followed, the requirement to relocate to smaller office space as asbestos removal was to be conducted in the original office storage location.

    The proposed vendor, Iron Mountain, is recognized as a global leader in warehouse records storage and related records management services. The company has been operating for 70 years in 58 countries with more than 225,000 customers. The company has shown resilience to continue its successful operations amidst the numerous pandemic restrictions and lockdowns. The company has facilities across Canada. In particular, the company has secure facilities to safeguard Secret information along with the security cleared personnel within the National Capital Region and the Montreal metropolitan area.

    The organization offers various records management services in relation to warehousing. For example, records storage with controls on the chain of custody when containers are handled and relocated at each stage when processing orders or maintaining in storage. The company offers file room storage, secure scanning, online system to monitor one’s inventory, etc.

    Privy Council Office required using warehouse storage when mold recurred on flood-damaged files. The file room required modifications which reduced its storage capacity. Then, Privy Council Office required renovations and asbestos removal to a federal building where its central file rooms were located. The relocation of the file rooms was again impacted by reduced storage capacity. This resulted in using warehouse facilities cleared to Secret security clearance. The Privy Council Office is seeking to maintain continued storage of its current inventory at Iron Mountain, as the vendor currently operating secured facilities for Secret files. Privy Council Office will evaluate its future business needs.

    Iron Mountain Canada has proven capacity to deliver on the requirements of this contract, as demonstrated in its past services supporting Privy Council Office in secure warehouse storage and services at the facilities in NCR and the Montreal metropolitan area.

    1. Government Contracts Regulations Exception(s)

    The following exception to the Government Contracts Regulations is invoked for the procurement under subsection Section 6, (d) only one firm is capable of performing the work, of the Government Contracts Regulations set aside the requirement to solicit bids.

    1. Ownership of Intellectual Property

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

    1. Period of the proposed contract or delivery date

    The contract period shall be from date of award of Contract to October 31, 2027 with the option to extend to two (2), two (2)-year option periods.

    1. Cost estimate of the proposed contract

    The estimated value of the contract, including option(s), is between $250,000.00 and $500,000.00 (GST/HST extra).

    1. Name and address of the pre-identified supplier

    Iron Mountain Canada,

    1171 Kenaston Rd, Ottawa, ON K1B 3N9

    1655 Fleetwood St, Laval, Quebec H7N 4B2

    1. 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.

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

    The closing date and time for accepting statements of capabilities is October 27, 2022 at 14:00 Eastern Standard Time.

    1. Inquiries and submission of statements of capabilities

    Inquiries and statements of capabilities are to be directed to:

    Nathan Nguyen

    Procurement and Contracting Officer

    Privy Council Office

    Email: nathan.nguyen@pco-bcp.gc.ca

    Contract duration

    Refer to the description above for full details.

    Trade agreements

    • World Trade Organization Agreement on Government Procurement (WTO GPA)
    • Canada-Panama Free Trade Agreement
    • Canada-Korea Free Trade Agreement (CKFTA)
    • Canada-Honduras Free Trade Agreement
    • Canadian Free Trade Agreement (CFTA)
    • Canada-European Union Comprehensive Economic and Trade Agreement (CETA)
    • Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP)
    • Canada-Ukraine Free Trade Agreement (CUFTA)
    • Canada-UK Trade Continuity Agreement (Canada-UK TCA)
    • Canada-Chile Free Trade Agreement (CCFTA)
    • Canada-Colombia Free Trade Agreement
    • Canada-Peru Free Trade Agreement (CPFTA)

    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.

    Businesses interested in partnering for this tender opportunity:
    Note: Information may not be available in both English and French. This is because the Official Languages Act does not apply.

    Contact information

    Contracting organization

    Organization
    Privy Council Office
    Address
    80 Wellingtion Street
    Ottawa, Ontario, K1P5K9
    Canada
    Contracting authority
    Nathan Nguyen
    Phone
    343-553-4081
    Email
    Nathan.Nguyen@pco-bcp.gc.ca
    Address
    85 Sparks St
    Ottawa, ON, K1A 0A3
    CA

    Buying organization(s)

    Organization
    Privy Council Office
    Address
    80 Wellingtion Street
    Ottawa, Ontario, K1P5K9
    Canada
    Bidding details

    Full details regarding this tender opportunity are available in the documents below. Click on the document name to download the file. Contact the contracting officer if you have any questions regarding these documents.

    Tender documents
    Document title Amendment no. Language Unique downloads Date added
    000
    English
    25
    000
    French
    5

    Access the Getting started page for details on how to bid, and more.

    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
    Advance Contract Award Notice
    Language(s)
    English, French
    Region(s) of delivery
    Quebec (except NCR)
    ,
    National Capital Region (NCR)
    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: