PPSC-BC Printing and Scanning

Trade Agreement: Canadian Free Trade Agreement (CFTA)
Tendering Procedures: The bidder must supply Canadian goods and/or services
Competitive Procurement Strategy: Lowest/Lower Bid
Comprehensive Land Claim Agreement: No
Nature of Requirements: 

PPSC-BC - Printing and Scanning

72000-170016A
Buck, Daniel
Telephone No. - (613) 998-8582
Fax No. - (613) 991-5870
E-mail: daniel.buck@pwgsc-tpsgc.gc.ca

NATURE OF REQUIREMENT

The Public Prosecutions Service of Canada requires the provision of reprographic services for the British Columbia (BC) region. The reprographic services required are copying, short run printing from supplied hard copy originals and electronic format (i.e. PDF), binding documents and scanning paper documents to electronic format (i.e. PDF) as specified for each Work Request. 

The Contractor must provide the required services to the PPSC - BC region during the working hours of the PPSC Vancouver regional office. Core business hours are from 8 a.m. to 5 p.m. Pacific time; Monday to Friday. Specific work orders may require completion outside of these core hours.  Any work performed by the Contractor outside of the identified core hours must be in accordance with the Annex B Basis of Payment and upon written approval by the PPSC Project Authority.  PPSC-BC offices in Vancouver are comprised of the main office at 840 Howe Street as well as three (3) sub offices at 800 Burrard Street, 211 Columbia and the Vancouver Provincial Court house, 222 Main Street location.  

The Contractor must provide services from an appropriately equipped print shop located in the vicinity of the Public Prosecution Service of Canada Regional office.


The period of the Contract will be from date of award to March 31, 2020, with the option to extend two (2) one (1) year periods under the same terms and conditions. 

There are security requirements associated with this requirement. For additional information, consult Part 6 - Security, Financial and Other Requirements, and Part 7 - Resulting Contract Clauses. For more information on personnel and organization security screening or security clauses, Bidders should refer to the Industrial Security Program (ISP) of Public Works and Government Services Canada (http://ssi-iss.tpsgc-pwgsc.gc.ca/index-eng.html) website.

The requirement is subject to the provisions of the Canadian Free Trade Agreement (CFTA).

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

Mandatory Criteria 

M.1  Corporate Experience - Reprographic Services - Copying/Short Run Printing

The Bidder must demonstrate that it is or has been contractually bound to an external client (outside of the Bidder’s own company) for a contract to provide copying / short run printing services from hard copy documents for the production of final printed copies.

M.1.1.a: The Bidder must provide the client information (for example: the name of the organization); 

M.1.1.b The Bidder must provide a copy of the production docket for the Contract or a copy of an invoice presented to the Client for Contract. 

M.1.1.1 The Contract must have been started or completed on or after February 1, 2012. 

M.1.1.1.a The Bidder must provide the Contract start date or end date (month and year);

M.1.1.2 The Contract must be or must have been for the Bidder to provide copying / short run printing of a minimum of 500,000.00 images from hard copy documents over the period of one (1) year*.  

*The copying / short run printing services may have been provided all at one (1) time or as required during a period of one (1) year or less. 

M.1.1.2.a The Bidder must indicate the total number of images reproduced or to be reproduced from hard copy documents to final printed copies over the period of one (1) year*.

M.1.1.2.b The Bidder must provide the start and end date (month and year) of the one (1) year period* during which the copying / short run printing was or will be completed.

M.1.1.2.c The Bidder must provide a description of the format of the final printed copies including the following:
i. paper size(s)
ii. binding type(s)
M.1.1.3 The copying / short run printing services provided by the Bidder under the Contract must also include or must have included all of the following:

i. Disassembling original documents;
ii. Reassembling of original documents;
iii. Binding of final copies such as cerlox binding, punching and loading into three [3] ring binders, stapling, etc..;
iv. Supply and insertion of tab dividers or other dividers**.

** If the Bidder has provided or is providing the copying / short run printing services over a period of one (1) year, then it is not necessary for every copy produced to have included tab dividers or other dividers. At least one (1) of the documents produced under the contract must have included or must include the supply and insertion of tab dividers or other dividers into the final copies produced. 

M.1.1.3.a The Bidder must provide a description of the requirements for the disassembling of the original documents supplied to the Bidder for copying / short run printing.

M.1.1.3.b The Bidder must provide a description of the requirements for the reassembling of the original documents supplied to the Bidder for copying / short run printing

M.1.1.3.c The Bidder must provide a description of the binding requirements for the final copies produced. 

M.1.1.3.d The Bidder must provide a description of the tab dividers or other dividers supplied and inserted into the final copies produced.

During the evaluation no corporate experience gained through internal clients will be accepted or reviewed.


M.2  Corporate Experience - Reprographic Services - Scanning

M.2.1. The Bidder must demonstrate that it is or has been contractually bound to an external client (outside of the Bidder’s own company) for a contract to provide scanning services for the production of final electronic documents on digital media (such as CD’s, DVD’s, USB’s, removable hard drive).

M.2.1.a: The Bidder must provide the client information (for example: the name of the organization); 

M.2.1.b The Bidder must provide a copy of the production docket for the Contract or a copy of an invoice presented to the Client for Contract. 

M.2.1.1 The Contract must have been started or completed on or after February 1, 2012. 

M.2.1.1.a The Bidder must provide the Contract start date or end date (month and year);

M.2.1.2 The Contract must be or must have been for the Bidder to provide scanning of a minimum of 150,000 images from hard copy documents to electronic format (PDF and/or other Office suite applications) over the period of one (1) year*.  

*The scanning services may have been provided all at one (1) time or as required during a period of one (1) year or less. 

M.2.1.2.a The Bidder must indicate the total number of images scanned or to be scanned from hard copy documents to electronic format over the period of one (1) year*.

M.2.1.2.b The Bidder must provide the start and end date (month and year) of the one (1) year period* during which the scanning will be or was completed.

M.2.1.2.c The Bidder must indicate the final electronic format or formats of the scanned documents (for example: PDF and/or other Office suite applications) provided.

M.2.1.3 The scanning services provided by the Bidder under the Contract must also include or must have included all of the following:

i. Disassembling original documents;
ii. Reassembling of original documents;
iii. File manipulation; 
iv. Creating and/or maintaining name conventions for output files;
v. Provide final electronic documents on CD/DVD or USB;

M.2.1.3.a The Bidder must provide a description of the requirements for the disassembling of the original documents supplied to the Bidder for scanning.

M.2.1.3.b The Bidder must provide a description of the requirements for the reassembling of the original documents supplied to the Bidder for scanning

M.2.1.3.c The Bidder must provide a description of the file manipulation requirements for the purposes of creating the final scanned documents. 

M.2.1.3.d The Bidder must provide a description of the requirements for file naming in accordance with the file naming conventions provided by the client

M.2.1.3.e The Bidder must provide a description of the digital media used to provide the final electronic documents to the client.

During the evaluation no corporate experience gained through internal clients will be accepted or reviewed.

M.3  Capability of the Bidder to Produce the Public Prosecutions of Canada Documents as specified in the Annex “A” Statement of Work

M.3.1 The Bidder must confirm in writing that it has the capability to produce all of the Public Prosecution Service of Canada documents to final format for delivery in the timelines specified in the Annex “”A” Statement of Work.

M.3.1.a  The Bidder must provide a statement to confirm that it can provide scanning and copying / short run printing of supplied documents to comply with the service levels for Extremely Urgent, Urgent, Rush, and Standard Work Requests as specified in the Annex “A” Statement of Work.

M.3.2 To demonstrate that the Bidder has the required capability to produce all of the PPSC documents to final format for delivery on a priority basis and comply with the timelines specified in the Annex “”A” Statement of Work, the Bidder must provide a detailed description of its production processes (including available resources and equipment) for the completion of scanning and copying / short run printing as follows:

M.3.2.a Extremely Urgent:

The Bidder must provide a description of:
M.3.2.a.1: the production processes it will utilize to provide the scanning and short run printing services within a one (1) hour service standard.
M.3.2.a.2: the available resources to provide the scanning and short run printing services within a one (1) hour service standard.
M.3.2.a.3: the available equipment to provide the scanning and short run printing services within a one (1) hour service standard.

M.3.2.b Urgent:

The Bidder must provide a description of:
M.3.2.b.1: the production processes it will utilize to provide the scanning and short run printing services within a 2-1/2 hour service standard.
M.3.2.b.2: the available resources to provide the scanning and short run printing services within a 2-1/2 hour service standard.
M.3.2.b.3: the available equipment to provide the scanning and short run printing services within a 2-1/2 hour service standard.

M.3.2.c Rush:

The Bidder must provide a description of:
M.3.2.c.1: the production processes it will utilize to provide the scanning and short run printing services within a 4 hour service standard.
M.3.2.c.2: the available resources to provide the scanning and short run printing services within a 4 hour service standard.
M.3.2.c.3: the available equipment to provide the scanning and short run printing services within a 4 hour service standard.

M.3.2.d Standard:

The Bidder must provide a description of:
M.3.2.d.1: the production processes it will utilize to provide the scanning and short run printing services within one (1) business day.
M.3.2.d.2: the available resources to provide the scanning and short run printing services within one (1) business day.
M.3.2.d.3: the available equipment to provide the scanning and short run printing services within one (1) business day.

M.4 Business Continuity Plan

M.4.1 The Bidder must provide a Business Continuity Plan (BCP) detailing how it will maintain production, supply and delivery of the Public Prosecution Service of Canada documents during events that would negatively impact the Bidders operations (for example: power outage, mechanical failure, etc..).

M.4.1.a The BCP must provide details to demonstrate how the Bidder will maintain and/or restore each of the following activities (i - iii) to meet Public Prosecution Service of Canada requirements as specified in the Annex “A” Statement of Work for the production of the Public Prosecution Service of Canada documents in the event that the Bidder’s operations are negatively impacted: 

i. Printing operations;
ii. Scanning operations;
iii. Finishing (collating, binding, and trimming) 

M.4.2 The Bidder must indicate whether it proposes using a back-up facility or back-up facilities to maintain the production of any of the activities listed in M.4.1.a (i - iii) in the event that the Bidder’s normal operations are impacted. 

If the Bidder proposes using a back-up facility or back-up facilities to maintain the production of any of the activities listed in M.4.1.a (i - iii) the Bidder must provide:

M.4.2.a  the full address(es) of the proposed back-up facility (sites or premises) where work will be carried out.
M.4.2.b  details to demonstrate how the Bidder will ensure that the security level is maintained for each of the activities listed in M.4.1.a (i - iii) to meet the security requirements as specified in Part 7 and in Annex C.

M.5 Environmental Considerations

M.5.1 The Bidder must confirm in writing that the proposed text paper to be used for the printing of the PPSC project documents as specified in the Annex “A: Statement of Work uses fibre originating from a sustainably-managed forest certified to a third-party verified forest certification standard such as the Forestry Stewardship Council (FSC), Sustainable Forestry Initiative (SFI) or the Canadian Standards Association Sustainable Forest Management Standard (CSA/SFMS).


BIDDERS MUST MEET ALL THE MANDATORY REQUIREMENTS OF THE RFP. BIDS NOT MEETING ALL THE MANDATORY REQUIREMENTS WILL BE GIVEN NO FURTHER CONSIDERATION. 


Financial Evaluation

The price of the bid will be evaluated in Canadian dollars, Applicable Taxes excluded, FOB destination, Canadian customs duties and excise taxes included.

The Financial Evaluation will be based on the total evaluated price of the financial proposal using the Excel spreadsheet.

To determine the total evaluated price, the all-inclusive prices and rates submitted in the Annex “B”: Basis of Payment will be multiplied and when specified divided by the corresponding quantities for evaluation, and then added together to obtain the total evaluated price as specified in the Annex “B”: Basis of Payment Excel spreadsheet being distributed through Government Electronic Tendering Service (BuyandSell.gc.ca).


Basis of Selection

A bid must comply with the requirements of the bid solicitation and meet all mandatory technical evaluation criteria to be declared responsive. The responsive bid with the lowest evaluated price will be recommended for award of a contract.
Delivery Date: 24/08/2017

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

Documents may be submitted in either official language of Canada.