RG Cheque Image exchange

Trade Agreement: Canadian Free Trade Agreement (CFTA)
Tendering Procedures: The bidder must supply Canadian goods and/or services
Competitive Procurement Strategy: N/A - P&A/LOI Only
Comprehensive Land Claim Agreement: No
Nature of Requirements: 

REQUEST FOR INFORMATION REGARDING THE RECEIVER GENERAL CHEQUE IMAGE EXCHANGE FOR PUBLIC SERVICES AND PROCUREMENT CANADA

NATURE OF REQUEST FOR INFORMATION

This is not a bid solicitation. This Request for Information (RFI) will not result in the award of any contract. As a result, potential suppliers of the services described in this RFI should not reserve stock or facilities, nor allocate resources, as a result of any information contained in this RFI. Nor will this RFI result in the creation of any source list. Therefore, whether or not any potential supplier responds to this RFI will not preclude that supplier from participating in any future procurement. 

This RFI is simply intended to solicit feedback from industry with respect to the matters described in this RFI.

The existence of this RFI does not imply that the Government of Canada (GC) has made a final decision on any of the initiatives discussed. GC may not procure any of the services identified in any response nor proceed any further in any procurement action as a result of this RFI, and shall not be liable under any circumstances to any supplier who has prepared a response.

BACKGROUND OF THIS REQUEST FOR INFORMATION

The Canadian payment industry is moving away from exchanging paper cheques and replacing the paper items with cheque images. The GC, specifically, the Receiver General for Canada (RG), is conducting research and collecting information in order that the Receiver General can develop a strategy to align with this cheque image exchange initiative.  

The RG expects to leverage the research, experience and development efforts that already exist for cheque imaging within Canada. In the event of a contract, the Contractor would be required to   provide all necessary infrastructure and resources to complete the work. The GC, therefore will not consider paying costs required for the development of new systems and will not pay for any development other than that required to provide the required interface(s) between the GC and the Contractor's systems.

The attached draft Statement of Work (SOW) may be included in a future Request for Proposal (RFP).  Should an RFP be published and a contract awarded, PSPC anticipates that the services would be required for a period of five (5) years commencing from the date of contract award with an irrevocable option on the part of Canada to extend the period of any resulting contract by up to three (3) additional one (1) year periods, and one (1) additional one (1) year transition period at the end of the option periods.

Public Services and Procurement Canada (PSPC)’s Acquisitions Program implemented a policy on the Phased Bid Compliance Process (PBCP) on July 17, 2017. In the event of a competitive solicitation, the PBCP would provide bidders with an opportunity, after the solicitation closing date and time, to correct a finding of non-compliance with respect to Eligible Mandatory Requirements.  


PURPOSE OF THIS REQUEST FOR INFORMATION

The intent of this Request for Information (RFI) is to solicit feedback and industry perspectives.  In particular, the PSPC hopes to obtain the following:

a) clarity on the interest level and availability of service providers;
b) information related to the relevant pricing elements for the provision of the described cheque image exchange services required by the RG;
c) information on service offerings available related to cheque images and physical paper items;
d) industry feedback on the first draft of the proposed Statement of Work (SOW);
e) industry feedback regarding relevant evaluation criteria for the purposes of supplier selection.

CONTENTS OF THIS RFI

a) This RFI contains a draft Statement of Work found in Annex A. This document remains a work in progress and respondents should not assume that new clauses or requirements will not be added to any bid solicitation that is ultimately published by Canada.  Nor should respondents assume that none of the clauses or requirements will be deleted or revised. Comments regarding any aspect of the draft document are welcome.

b) This RFI also contains specific questions addressed to the industry.  Respondents are requested to refer to and complete Annex B - Questions and Information Requests.  

c) Volumetric Data
The data included in this Request for Information is being provided to respondents purely for information purposes. Although it represents the best information currently available to PSPC, Canada does not guarantee that the data is complete or free from error.


NATURE OF RESPONSES REQUESTED

Respondents are at their own discretion in this regard, but Canada is seeking relevant information, simply and directly stated, in order to avoid undue work by respondents and undue effort by Canada to analyze the results.

Responses from potential suppliers to this RFI will assist Canada in formulating any possible procurement strategy to meet Canada’s business and operational requirements. 

Respondents are requested to provide comments, concerns, suggestions and, where applicable, alternative recommendations regarding how the requirements or objectives described in this RFI could be satisfied or improved upon by completing the Annex B - Questions and Information Requests.  

Respondents are requested to provide feedback related to the clarity of the draft SOW, possible evaluation criteria, and standard pricing elements for the provision of the described cheque image exchange services and other aspects as specified in Annex B. 

Only written responses will be accepted. 

Respondents are requested to provide comments regarding the content, format and/or organization of any of the draft documents included with this RFI.

Respondents should explain any assumptions they make in their responses.

FORMAT OF RESPONSES

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 RFI number, the volume number and the full legal name of the respondent.

Title Page: The first page of each volume of the response, after the cover page, should be the title page, which should contain:
* the title of the respondent's response;
* the name and address and email of the respondent;
* the name, address, email and telephone number of the respondent;
* the date; and 
* the RFI number.

Number of Copies: one (1) electronic copy on USB and one (1) paper copy 
OR 
one (1) electronic copy by e-mail.

RESPONSE COSTS

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

ENQUIRIES

Because this is not a bid solicitation, Canada will not necessarily respond to enquiries in writing or by circulating answers to all potential suppliers. However, respondents with questions regarding this RFI may direct their enquiries to:

Contracting Authority: Kathleen Gagné

E-mail Addresses: TPSGC.padgamiace-appbmpace.PWGSC@tpsgc-pwgsc.gc.ca  and Kathleen.gagne@tpsgc-pwgsc.gc.ca 

Telephone: 613-990-9189

Opportunity for scheduled one-on-one meetings 

During the period of this RFI, there will be an opportunity for Canada and Industry to enter into discussions about the requirement during scheduled one-on-one meetings to be held at 11 Laurier Street, Gatineau, Quebec. 

The scope of the requirement outlined in the RFI would be reviewed during the meeting and questions would be answered.  

Respondents may use this session to better understand the requirements and to explain their comments in regards to the documents attached to this RFI.  Meetings will be up to three (3) hours in duration and may be attended in person or by video-conference. Any meeting request must be submitted in writing to the Contracting Authority, noted herein, no later than ten (10) business days prior to the closing of the RFI, and must include the names of the representatives who will attend, along with their Title/Responsibility within the company, and at least three (3) time slots (morning or afternoon), and dates, in which they would be available to meet. 

Meeting requests received after that time may not be accommodated and PSPC cannot guarantee that any respondent will be allocated any of its preferred meeting times. Respondents who do not request a meeting will not be precluded from submitting a bid, should an RFP be issued in the future.

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 the RG and PSPC 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.

SUBMISSION OF RESPONSES

Time and Place for Submission of Responses: Respondents should send responses herein by the date specified on the front page of this RFI to:

Kathleen Gagné
Public Works and Government Services Canada
Acquisitions Branch
Communications Procurement Directorate
12th Floor, 360 Albert Street
Ottawa, ON  K1A 0S5

Telephone: 613-990-9189

E-mail:   TPSGC.padgamiace-appbmpace.PWGSC@tpsgc-pwgsc.gc.ca  and Kathleen.gagne@tpsgc-pwgsc.gc.ca

a) Responsibility for Timely Delivery:
 
Each respondent is solely responsible for ensuring its response is delivered on time to the correct location.

ii) Identification of Response: 

- Each respondent should ensure that its name and return address, the RFI number and the closing date appear legibly on the outside of the response.
- Canada retains the right to negotiate with suppliers on any procurement.
- Documents may be submitted in either official language of Canada.

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.