Aviation document booklets and labels

Trade Agreement: Agreement on Internal Trade (AIT)
Tendering Procedures: The bidder must supply Canadian goods
and/or services
Attachment: None
Competitive Procurement Strategy: Best Overall  Proposal
Comprehensive Land Claim Agreement: No
Nature of Requirements: 
REQUEST FOR INFORMATION 

TRANSPORT CANADA CIVIL AVIATION

1) PRINTING OF AVIATION DOCUMENT BOOKLETS AND LABELS 

2) CUSTOMIZATION OF PRINTED BOOKLETS - INCLUDING WAREHOUSING
PRE-PRINTED AVIATION DOCUMENT BOOKLETS, ORDER RECEPTION AND
FULFILLMENT, APPLICATION OF LABELS AND DISTRIBUTION OF ORDERS.

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, draft Mandatory Evaluation Criteria, a draft version
of the Annex A Statement of Work for the printing and finishing
of Aviation Document Booklets and Labels, at Addendum B, a draft
version of the Annex A Statement of Work for the customization
of Aviation Document Booklets and Labels, at Addendum C and the
Security Requirements Check List 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

Customization: 

For the purposes of this requirement is defined as the
Preparation and printing of supplied data of individual
information and photograph as required for Aviation Document
Booklets and labels

3. PURPOSE OF THIS RFI

This RFI is issued for the purpose of obtaining feedback from
industry regarding a future two (2) stream procurement action
for the printing, finishing, warehousing and supply of
customized Aviation Document Booklets and labels :

A) Obtaining feedback from industry regarding the planned
procurement process to separately procure the printing and
finishing of Aviation Document Booklets and labels from the
personalization requirements (including warehousing, order
reception and fulfillment, application of labels and
distribution).

B) STREAM 1) Printing, finishing and supply of Aviation Document
Booklets and labels ready for overprinting; 

b.1 Obtaining feedback from industry regarding security printing
alternatives to the stated requirement for Intaglio printing of
the Aviation Document booklets;

b.2 Obtaining feedback from industry regarding alternatives to
the varnish and embossing requirements of the Aviation Document
booklets;
b.3 Obtaining feedback from industry regarding the manner in
which the required clear dark varnish would be printed on the
data page of the Aviation Document Booklets in order to ensure
that it does not cause problems with the laminate used;

C) STREAM 2) Warehousing, order reception and fulfillment
including customization of Aviation Document Booklets and
labels, application of labels as required and distribution to
destinations; 

c.1 Obtaining feedback from industry regarding the industry
capability to provide warehousing, order receiving and
fulfillment, personalization and distribution services as
specified for the Aviation Document Booklets and labels;

c.2 Obtaining feedback from industry regarding the industry
capability to customize pre-printed Aviation Document Booklets
and labels as specified;

4. BACKGROUND

Transport Canada Civil Aviation (TCCA) has a requirement for a
Contractor to continue with the printing of the Aviation
Document Booklet (ADB) that is similar in appearance to, and
having some similar security features as the Canadian Passport.
A Visual copy of an existing "voided" Aviation Document Booklet
is included as reference. Unless otherwise stated, the printing
and customization is to follow the existing ADB exactly and in
all regards.

The Contractor will also print specialized labels, on an "as
required" basis. Visual copies of existing labels are provided
for reference. Unless otherwise stated the printing and
personalization is to follow the existing labels exactly and in
all regards.

5. REQUIREMENTS

5.1 Aviation Document Booklets - General Description (Refer to
details in Addendum A)

Twenty-four (24) page saddle-sewn book plus four (4) additional
pages on front and back as reinforced end leaves when inside
pages are folded and gathered into signature form with 19 mm
strip of cloth laminated at binding margin with a separate
cover. 

The ADB will be an exact copy of the existing ADB in all regards
unless otherwise stated. It will conform to the standards
required by ICAO's Doc 9303 for Machine Readable Travel
Documents (MRTD), Volume1.

The ADB will be issued to all Canadian flight crew
licence/permit holders and air traffic controllers (ATC) in the
specified colour blue (current ADB PMS Codes: 659, 427, 652 and
497).

The design and text will be provided by the TCCA Project
Authority. The external cover page will be a heavy
wear-resistant jacket, front and back that securely binds and
protects the internal pages. Special security features are to be
imbedded in the printing on the insides of both the front and
back cover and the pages.  

5.2 Aviation Document Booklet Labels - General Description
(Refer to details in Addendum A and B)

The Contractor must supply and print the labels. 

The booklet will require that permits, licences and medical
certificate labels be inserted into them to become part of the
booklet. These labels will be exactly the same in all regards to
the existing labels currently in use unless otherwise stated.

Labels will be coloured to ensure that they are easily
distinguishable.  Labels will be bilingual.  Labels will have
security features to prevent alteration. A bilingual warning
note will be on all labels that will say "Valid only in Booklet
No./Valide seulement dans le carnet no".

Each booklet will have sections to accommodate the different
types of labels. These sections are:
- Licence and Permit; and
- Medical Certification.

The Licence, Permit or Medical Certificate will normally be
printed on one label.  

5.3  Warehousing, Order reception and fulfillment including
Customization, Application of labels as required and
Distribution of orders  - General Description (Refer to details
in Addendum B)

Transport Canada Civil Aviation (TCCA) has a requirement for a
Contractor to personalize (personalization, print and
distribute) the Aviation Document Booklet (ADB) that unless
otherwise stated, exactly follows the existing ADB. 

5.3.1  Warehousing, Order Receiving and Fulfillment

The Contractor will store supplied pre-printed Aviation Document
Booklets and Labels ready for personalization.  

The Contractor will also print specialized labels for updating
the ADB, once issued. 

The Contractor will be responsible for the complete supply chain
process of storage, inventory control, order processing and
order fulfillment including customization

The Contractor will be responsible for all ordering and
inventory activity reporting. 

The Contractor will be responsible for application of labels in
Aviation Document Booklets and insertion of labels if required.

5.3.2  Preparation for distribution and Distribution

The Contractor will be responsible for the packaging,
preparation for distribution and delivery to final destinations
using the envelope that TCCA will supply and using the Priority
Post service of Canada Post  as well as tracking of orders.

5.4 Quality Control

The Aviation Document Booklets and Labels must conform to the
standards required by ICAO's Doc 9303 for Machine Readable
Travel Documents (MRTD), Volume 1.

The Contractor must perform all necessary quality assurance
procedures to ensure the final product meets the specified
quality levels.
5.5 Period of Contract

The Contract will be for a period of approximately two (2) years
with the option to extend under the same conditions for two (2)
periods of one (1) year each.

5.6 Security Requirements of the RFP

The Contractor must, at all times during the performance of the
Contract, hold a valid Designated Organization Screening (DOS)
with approved Document Safeguarding and Production Capabilities
at the level of PROTECTED B, issued by the Canadian Industrial
Security Directorate, Public Works and Government Services Canada

Reliability Status for personnel requiring access to PROTECTED
information, assets or work site(s) and Protected B for
Electronic Data Processing (including an IT Link at the level of
B) is required

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

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
one (1) hard copy and one (1) copy electronic 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
Transport 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.