RFI - Digital & Paper Storage

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: 

RFI - Digital and Paper Storage Solutions

Purpose of Request for Information (RFI)

On behalf of Veterans Affairs Canada (VAC), Public Services and Procurement Canada (PSPC) is requesting Industry feedback regarding the Digital and Paper Storage Solutions. 

The intent of this RFI is to seek feedback from the vendor community on viable solutions for scanning and digitization; paper storage; indexing, retrieval, re-file, interfile, and transportation of paper files; and destruction of information. Vendors are requested to provide specific responses to the questions, which will assist VAC in determining availability of resources.

The objective of this RFI is to gather the most current information possible from industry on digitization and analytics, scanning and storage, and retrieval and destruction solutions as it relates to VAC’s business requirements.

The key objectives of this RFI include:

1. Receive responses from the vendor community about available solutions; and
2. Get a better understanding of the current and future trends in digitization, storage, retrieval, and destruction.

Vendors must also meet the following requirements:

• Ability to scan on demand as required
• Ability to digitize microfilm
• Solution must support Canada’s national bilingualism standard (English/French)
• Solution must be accessible to all users and align with the recommendations set out in the Accessibility Act
• Access to the original document(s) on an as needed basis, is required
• Data must be stored on servers physically located in Canada
• Audit tables must be created and maintained on an on-going basis
• Regularly scheduled reports, as well as ad-hoc reports on an as needed basis, are required
• Ability to provide a search capability for the digitized material

Nature of the Request for Information

This RFI is neither a call for tender nor a Request for Proposal (RFP).  No agreement or contract will be entered into based on this RFI.  The issuance of this RFI is not to be considered in any way a commitment by the Government of Canada, nor as authority to potential respondents to undertake any work that could be charged to Canada.  This RFI is not to be considered as a commitment to issue a subsequent solicitation or award contract(s) for the work described herein.

Although the information collected may be provided as commercial-in-confidence (and, if identified as such, will be treated accordingly by Canada), Canada may use the information to assist in drafting RFP documents (which are subject to change) and for estimating purposes.

Respondents are encouraged to identify, in the information they share with Canada, any information that they feel is proprietary, third party or personal information. Please note that Canada may be obligated by law (e.g. in response to a request under the Access of Information and Privacy Act) to disclose proprietary or commercially-sensitive information concerning a respondent (for more information: http://laws-lois.justice.gc.ca/eng/acts/a-1/).

Participation in this RFI is encouraged, but is not mandatory.  There will be no short-listing of potential suppliers for the purposes of undertaking any future work as a result of this RFI.  Similarly, participation in this RFI is not a condition or prerequisite for the participation in any potential subsequent solicitation.

Respondents will not be reimbursed for any cost incurred by participating in this RFI.

Enquiries

Interested participants are invited to respond to this RFI by submitting a response to PSPC. 

All enquiries and other communications related to this RFI shall be directed exclusively to the PSPC Contracting Authority.  Since this is not a bid solicitation, Canada will not necessarily respond to enquiries in writing or by circulating answers to all respondents; however, respondents with questions regarding this RFI may direct their enquiries the Contracting Authority. The use of email communication is preferred.

Lisa Martin
Public Services and Procurement Canada
lisa.m.martin@pwgsc-tpsgc.gc.ca

Key date:
RFI will close on January 21, 2020

Language

This PWGSC office provides procurement services to the public in both official languages.

Responses may be submitted in either official language.



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.