Census 2016

Trade Agreement: NONE
Tendering Procedures: The bidder must supply Canadian goods
and/or services
Attachment: None
Competitive Procurement Strategy: N/A - P&A/LOI Only
Comprehensive Land Claim Agreement: No
Nature of Requirements: 
REQUEST FOR INFORMATION 

CENSUS - PRINTING/IMAGING/ASSEMBLY

1. NATURE OF REQUEST FOR INFORMATION

This is a Request for Information (RFI) and not a bid
solicitation. No contract will be awarded as a result of this
RFI nor will this RFI result in the creation of any source list;
however, this RFI includes a Request for Industry Comments at
Addendum A, a draft version of the Annex A Statement of Work at
Addendum B, draft Evaluation Criteria at Addendum C and the
Security Requirements Check List and related Security guides at
Addendum D. The written comments received by Canada will not be
specifically shared or referred to in the final solicitation
document and any comments provided as a result of this RFI
should not contain any restrictions of use.  Canada acknowledges
that any information collected will be utilized by Canada in an
anonymous fashion.

The procurement of any of the goods and services described in
this RFI will not necessarily follow this RFI. This RFI is
simply intended to solicit feedback from industry with respect
to the matters described in this RFI.

This requirement is limited to Canadian goods and/or services.

2. KEY TERMS

Behaviour Test Field Procedures: internal process put in place
to test the behaviour of Statistics Canada's procedures relating
to field operations prior to the 2016 Census.

Self-mailer: self-contained piece of mail that has space for an
address and postage and can be mailed without a wrapper or
envelope.

3. PURPOSE OF THIS RFI

This RFI is issued for the purpose of:

- Alerting industry to a future procurement action for the
supply of print material (i.e., questionnaires, envelopes and
letters) production and preparation for distribution
requirements for the 2016 Census of Canada (May 10, 2016) and
its' associated 2014 BT Field Procedures; 

- Obtaining feedback from industry concerning the requirement
and the planned procurement process; and

- To sponsor all suppliers interested in obtaining or upgrading
their security level, in order to bid on the requirement when
the Request for Proposal will be published on the Government
Electronic Tendering Service (GETS).

4. BACKGROUND

Various questionnaires, envelopes, and inserts are required to
conduct the Census. The Contractor will be required to provide
all printing, variable imaging (all questionnaires distributed
to dwellings are to be imaged with two unique bar codes, a
secure access code, geographic information and, in most cases,
an address and in certain cases, a name), preparation for
mailing/distribution and short term storage activities, that are
to meet the specific operational and technical requirements. 
All of the Contractor's processes must be in place and ready to
be exercised for the 2014 BT Field Procedures as well as the
2016 Census.

Statistics Canada's approach to mail-out and data collection for
the 2016 Census will follow an approach that will involve three
(3) stages (waves) of mail-out. 

Wave 1: Approximately 12.5 million letters with variable
printing will be required for Wave 1.  This letter will include
a secure access code meant to encourage the householder to
complete his/her census questionnaire on the Internet.  

The invitation letter will also include a Statistics Canada
telephone number for the householder to call to request a paper
questionnaire. The volume of questionnaire packages that will be
required to be printed in advance is approximately 2 million. 
These questionnaires will be imaged in two (2) formats (linear
and 4-state) with a barcode that must be readable through the
mail-out envelope. This barcode will then be linked to the true
address requested via Statistics Canada's Questionnaire Request
System (QRS) as part of a separate addressing activity that will
be undertaken by Statistics Canada.  Statistics Canada will
provide files to the contractor containing all the information
necessary for the imaging.

Wave 2: The Contractor must produce approximately 8.6 million
reminder letters for all non-responding dwellings starting two
(2) days after Census Day. The list of non-responding dwellings
will be updated on a daily basis, as responses are received, and
Statistics Canada will identify to the contractor those
dwellings where printing of a Wave 2 reminder letter is no
longer required. The Wave 2 printing must be completed as
quickly as possible to a maximum of three (3) days in order to
allow sufficient time for the dwelling to respond prior to the
start of Wave 3. This letter will include imaging of a dwelling
address and a secure access code. 

Wave 3: Questionnaire packages will be sent to all dwellings
that received an Internet invitation letter in Wave 1 and a
reminder letter in Wave 2 and have not yet responded. As with
the QRS, Wave 3 questionnaire packages will be prepared in
advance and will require imaging of barcodes only (linear and
4-state).  In addition to the questionnaires, the Wave 3
packages will also include the insertion of a non-imaged
covering letter.  It is estimated that approximately 4.5 million
questionnaire packages will be required for this wave.  These
barcodes will be linked to an address in a separate addressing
activity that will be undertaken by Statistics Canada.

In addition to quantities noted above, approximately 4 million
loose questionnaires, the majority of which will not require
imaging, will be required for enumeration, testing, and
information purposes.

5. REQUIREMENTS

5.1 Printing

Questionnaires - 56 different questionnaires are to be printed
for the 2016 Census. Up to 8 different questionnaires are to be
printed for the 2014 BT Field Procedures. These questionnaires
range in size from 1 to 40 pages.

Envelopes - 48 different envelopes are to be printed. Both
mail-out and mail-back envelopes are required. Envelopes will
vary in size depending on the questionnaire.

Letters - The Wave 1 Internet invitation letter and the Wave 2
letter will be a one (1) page bilingual self-mailer format. The
volumes of these letters are expected to be 12.5 million for
Wave 1 and 8.6 million for Wave 2.

Inserts - One (1) 6-page bilingual insert (guide) is required to
accompany the Census questionnaire including the voluntary
questions. In addition, there will be requirements for a one (1)
page bilingual Wave 3 letter which will accompany Wave 3
questionnaire packages.

5.2 Imaging with variable data

Imaging with variable data refers to the application of all, or
a combination of an address, name (Form 6 only), geographic
identifier, two unique bar codes (linear and four-state) and a
secure access code, to a printed questionnaire or letter.

Data files - Statistics Canada will provide electronic data
files to the Contractor which will contain all the information
to be imaged onto questionnaires. 

5.3 Preparation for mailing, or distribution

This includes assembly, packaging, insertion and mail matching
and refers to the gathering of various pieces of printed
material, including uniquely imaged questionnaires based on the
type, delivery methodology and language requirements. In most
cases, mail matching will be required (i.e., French and English
versions of imaged questionnaires gathered together).

5.4 Warehousing

The Contractor will store completed products for the time
required between production and ongoing pick up.

All questionnaire packages and printed materials will be picked
up at the printing plant, on an as-ready basis. 

5.5 Quality Control

A Statistics Canada quality control program will be implemented
for both the 2014 BT Field Procedures and the 2016 Census.  This
quality control program will be in addition to all quality
control to be completed by the Contractor.  The Contractor must
provide space on its premises for this operation.  In addition,
Statistics Canada may provide the Contractor with a software
tool to aid in the measurement and collection of quality metrics.

5.6 Period of Contract

The Contract will be for a period of approximately three (3)
years.

5.7 Security Requirements of the RFP

Reliability Status for personnel and Protected B for Document
Safeguarding, facilities and Electronic Data Processing is
required.  In addition to PWGSC procedures, the Contractor's
facilities will also be verified by Statistics Canada's security
officers for compliance.

Canada will not delay the award of any contract to allow bidders
to obtain the required clearance.

Suppliers interested in upgrading their security level or
obtaining the security level must send a written request by
e-mail to:

Kathleen.gagne-templeman@tpsgc-pwgsc.gc.ca

5.8 Additional terms and conditions to 2030 - General Conditions
- Higher Complexity Goods

The Contractor must ensure that all the databases containing any
information related to the Work are located in Canada or, if the
Contracting Authority has first consented in writing, in an
alternate jurisdiction.

The Contractor must ensure that all domestic network traffic
(meaning traffic initiated in one part of Canada to a
destination or individual located in another part of Canada) is
routed exclusively through Canada, unless the Contracting
Authority has first consented in writing to an alternate route.

The Contractor must not subcontract (including to an affiliate)
any function that involves providing a subcontractor with access
to any data relating to the Contract unless the Contracting
Authority first consents in writing.

6. NATURE AND FORMAT OF RESPONSES REQUESTED

Responses from potential suppliers this RFI will assist Public
Works and Government Services Canada (PWGSC) and Statistics
Canada in formulating a procurement strategy that meets
Statistic Canada's business and operational requirements.
Respondents are requested to review Addendum B and Addendum C
and to submit written responses to the information requested in
Addendum A. 

Respondents should explain any assumptions they make in their
responses.

In addition to providing responses to the information requested
in Addendum A, respondents may submit comments, concerns,
suggestions and, where applicable, alternative recommendations
regarding how the requirements or objectives described in this
RFI could be satisfied or improved upon. Respondents may also
submit comments regarding the content, format and/or
organization of Addendum B.

Respondents should note that the Addendum B (Annex A Statement
of Work) and  Addendum C (Evaluation criteria) are draft
documents and remain a work in progress. Respondents should not
assume that components or requirements could not be added to,
deleted or revised in any bid solicitation that could ultimately
be issued by Canada. Comments regarding any aspect of the draft
document are welcome.

7. FORMAT OF RESPONSES

(a) Cover Page: If the response includes multiple volumes,
respondents are requested to indicate on the front cover page of
each volume the title of the response, the solicitation number,
the volume number and the full legal name of the respondent.

(b) Title Page: The first page of each volume of the response,
after the cover page, should be the title page, which should
contain:

(i)	the title of the respondent's response and the volume number;
(ii)	the name and address of the respondent;
(iii)	the name, address and telephone number of the respondent's
contact;
(iv)	the date; and
(v)	the RFI number.

(c) Numbering System: Respondents are requested to prepare their
response using a numbering system corresponding to the one in
this RFI. All references to descriptive material, technical
manuals and brochures included as part of the response should be
referenced accordingly.

(d) Number of Copies: Canada requests that respondents submit 2
electronic copies, in PDF format, of their response (on a USB
key).

8. RESPONSE COSTS

Canada will not reimburse any respondent for expenses incurred
in responding to this RFI.

9. TREATMENT OF RESPONSES

(a) Use of Responses: Responses will not be formally evaluated.
However, the responses received may be used by Canada to develop
or modify procurement strategies or any draft documents
contained in this RFI. Canada will review all responses received
by the RFI closing date. Canada may, in its discretion, review
responses received after the RFI closing date.

(b) Review Team: A review team composed of representatives of
Statistics Canada and PWGSC will review the responses. Canada
reserves the right to hire any independent consultant, or use
any Government resources that it considers necessary to review
any response. Not all members of the review team will
necessarily review all responses.

(c) Confidentiality: Respondents should mark any portions of
their response that they consider proprietary or confidential.
Canada will handle the responses in accordance with the Access
to Information Act.

(d) Follow-up Activity: Canada may, in its discretion, contact 
any respondents to follow up with additional questions or for
clarification of any aspect of a response. Canada reserves the
right to invite any or all respondents to present their
submissions to this RFI and/or perform a product demonstration.

10. ENQUIRIES 

This is not a bid solicitation. Accordingly,  Canada will not
respond to enquiries in writing or by circulating answers to all
potential suppliers. 

However, Respondents who have questions should submit them to:

Kathleen Gagné-Templeman
PWGSC, Services and Specialized Acquisitions Management Sector
(SSAMS)
Communication Procurement Directorate
Constitution Square
12-360 Albert Street
Ottawa, Ontario    KIA OS5

Telephone:	613-990-9189 
Facsimile:	613-991-5870
E-mail:		Kathleen.gagne-templeman@pwgsc-tpsgc.gc.ca

11.  SUBMISSION OF RESPONSES

Potential suppliers are not required to submit information under
this RFI to qualify for any future bid solicitations for this
requirement. Documents may be submitted in either official
language of Canada.

All written responses to this RFI should be submitted to:

Public Works and Government Services Canada
Bid Receiving Unit
Place du Portage, Phase III 
Core 0A1 - 11 Laurier Street
Gatineau, Quebec 
K1A 0S5

Responsibility for timely delivery: Each Respondent is solely
responsible for ensuring its response is delivered on time to
the correct location.

Delivery Date: Above-mentioned

The Crown retains the right to negotiate with suppliers on any
procurement.

Documents may be submitted in either official language of Canada.