REQUEST FOR INFORMATION CONCERNING AN ARCHIVAL INFORMATION SYSTEM

Trade Agreement: CETA / WTO-AGP / CPTPP / NAFTA / CFTA / FTAs with Peru / Colombia / Panama / Korea
Tendering Procedures: All interested suppliers may submit a bid
Competitive Procurement Strategy: N/A - P&A/LOI Only
Comprehensive Land Claim Agreement: No
Nature of Requirements: 


File No.:        5Z011-190066/A 
Contracting Authority:   Tania Boyer 
Telephone No.:    (613) 858-9232
E-mail address:    Tania.Boyer@tpsgc-pwgsc.gc.ca
  
REQUEST FOR INFORMATION CONCERNING AN ARCHIVAL INFORMATION 
SYSTEM

Public Services and Procurement Canada (PSPC), on behalf of for Library and Archives Canada (LAC), is requesting industry feedback on commercially available Archival Information Systems (AIS) offered as Software as a Service (SaaS). The role of Library and Archives Canada is to collect, manage, preserve, and provide enduring access to the wide range of documentary resources within its mandate, including but not limited to government and private textual records, photographic images (prints, negatives, slides, digital), films, audio and video recordings, works of art (watercolours, oil paintings, sketches, caricatures and miniatures) as well as medals, seals, posters and coats of arms, etc. LAC is therefore seeking information to acquire and implement an AIS solution that will help it consolidate and manage its archival collection information (including disparate information that currently lies outside its primary descriptive systems) related to the key business activities of acquiring, describing and enabling access to its collections. The solution LAC is seeking must offer efficiencies through the automation of archival business workflows, be extensible, be capable of handling large amounts of complex metadata and content, be capable of  integrating various media specific components within a shared collection management infrastructure and via Application Program Interfaces (APIs)  to custom, public-facing access and discovery solutions.

This RFI seeks to identify and obtain information on: 

- Technological components that are available to deliver a comprehensive integrated solution for the establishment of an AIS; 
- Viability of acquiring the components as a SaaS; 
- Current offerings, capabilities and relevant industry standards and best practices; 
- Interoperability with existing and future systems using open standards; and, 
- Likely costs of the proposed solution(s). 

It is anticipated that the AIS Solution will be offered as a cloud-based solution complying with the requirements of the Security Control Profile for Cloud-Based GC IT Services for Protected B. It is Canada’s intention to continue to use the selected AIS Solution for as long as it makes business sense to do so, and the duration of any given contractual arrangement is not intended to reflect the duration of the use of the solution. Canada also intends to benefit from any technological advances (product evolution) that may occur during the useful life of the AIS Solution, and such enhancements in scope that would have been requested if the solution were procured in the future. 

This procurement process will also allow Canada to make the selected AIS Solution available to any department or Crown corporation (as those terms are defined in the Financial Administration Act) or any other party for which the Department of Public Works and Government Services is authorized to act from time to time under section 16 of the Department of Public Works and Government Services Act (each a "Client"). Although Canada may make the selected AIS Solution available to any or all the Clients, this procurement process does not preclude Canada from using another method of supply for entities of the Government of Canada with the same or similar needs.

In addition to written responses, Canada is seeking one-on-one meetings with the industry to consult on the development for any potential procurement of the AIS Solution. Following the RFI closing date, the Contracting Authority will follow up individually with all respondents who indicated in their responses that they wish to meet with Canada. The intention is to hold one-on-one meetings in May 2019. 

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.