Publication maintenance Services

Trade Agreement: NONE
Tendering Procedures: All interested suppliers may submit a bid
Competitive Procurement Strategy: Best Overall  Proposal
Comprehensive Land Claim Agreement: No
Nature of Requirements: 

Summary

The purpose of this Request for Proposal (RFP) is to seek proposals from bidders interested in providing publications maintenance services as outlined in the Statement of Work at Annex “A”, on an as and when requested basis to the Department of National Defence (DND).

The resulting contract will be in effect from the date of issuance until March 31, 2024 and will include two (2) one year option periods under the same conditions.

This procurement is subject to the Controlled Goods Program (CGP). The Defence production Act defines Canadian Controlled Goods as certain goods listed in Canadas Export Control List, a regulation made pursuant to the Export and Import Permits Act (EIPA).  

As the resulting contract will require the production of or access to controlled goods that are subject to the Defence Production Act, R.S. 1985, c. D-1, bidders are advised that within Canada only persons who are registered, exempt or excluded under the Controlled Goods Program (CGP) are lawfully entitled to examine, possess or transfer controlled goods. Details on how to register under the CGP are available at: Controlled Goods Program. As such, the Contracting Authority will verify that the recommended supplier is enrolled in the CGP prior to contract award.  

There are Intellectual Property considerations for this requirement.

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

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

Basis of selection: 

A Bidder must comply with the requirements of the Request for Proposal and meet all mandatory technical evaluation criteria to be declared responsive. 

To meet the requirement described herein, the experience of the Bidder must be work for which the Bidder was under contract to external clients. During the evaluation no corporate experience gained through internal clients will be accepted or reviewed. In the case of a joint venture, the combined experience of the parties forming the joint venture will be considered in the evaluation of the experience of the Bidder.

Listing experience without providing any supporting data to describe where and how such experience was obtained will result in the experience not being included for evaluation purposes.

M.1 Experience of the Firm

The Bidder must provide a narrative description of the firm’s main business activities.  

Note: This information must also be provided for all proposed sub-contractors.
  
The Bidder must provide a list of projects, sorted by calendar year, which demonstrates the Bidder’s capability and capacity to handle the following annual average estimated volumes of work as outlined in the Basis of Payment at Annex “B”:
 
The projects must have been completed on or after January 1, 2020, and by the closing date of this solicitation. 

Each individual project does not need to demonstrate capability and capacity to handle the annual average estimated volumes, however, the combination of all projects completed on or after January 1, 2020 must demonstrate capability and capacity to handle the annual average estimated volumes.  

The projects provided do not need to specifically relate to DND work.

Where a specific project includes multiple tasks (i.e. editing, translation, TAC) the Bidder must provide a breakdown (i.e. no. of words for each task).
 
M.2 Proposed Personnel

Each of the key personnel must meet the minimum required qualifications, as specified for each of the identified roles. The Bidder cannot propose the same individual for more than one (1) role.

The Bidder must provide résumés for all identified key personnel proposed to provide the services as described in the Statement of Work at Annex A. 

The Bidder must clearly identify the proposed key personnel for the following roles. 

• One (1) Project Manager (This function cannot be divided between two [2] resources.)
• One (1) or two (2) Lead Editor(s)
• One (1) Lead Translator
• One (1) Lead Illustrator 
Each of the personnel must meet the minimum required qualifications, as specified for each of the identified roles. The Bidder must demonstrate that each person proposed meets the minimum required qualifications.

The Bidder must clearly identify the proposed personnel for the following roles:

• English Editors (the Bidder must propose a minimum of one (1) resource for this category)
• French Editors (the Bidder must propose a minimum of one (1) resource for this category)
• Translators (the Bidder must propose a minimum of two (2) resources for this category)
• Illustrators (the Bidder must propose a minimum of two (2) resources for this category)
 
 
Financial Evaluation

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

The Bidder must provide costing information strictly in accordance with the Basis of Payment at Annex “B”.  Any deviation from the pricing schedule will render your proposal non-responsive.

Basis of Selection 

Lowest Price Per Point

1. To be declared responsive, a bid must: 
a. comply with all the requirements of the bid solicitation;

b. meet all mandatory technical evaluation criteria; and

c. obtain the required minimum of 80 percent of the points for each rated criteria and an overall passing mark of 80 percent of the points for the technical evaluation criteria which are subject to point rating. The rating is performed on a scale of 140 points.

2. Bids not meeting (a) or (b) or (c) will be declared non-responsive. Neither the responsive bid that receives the highest number of points nor the one that proposed the lowest price will necessarily be accepted. The responsive bid with the lowest evaluated price per point will be recommended for award of a contract.

3. In the event of a tie score, the Bidder with the highest technical score will be recommended for award of a contract. If a tie score still exists, then the Bidder with the lowest total price including the initial period and the two option periods will be recommended for award of a contract.

Documents may be submitted in either official language of Canada.

Canada reserves the right to negotiate with suppliers for any procurement.

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.