Print Information Products

Trade Agreement: Agreement on Internal Trade (AIT)
Tendering Procedures: All interested suppliers may submit a bid
Attachment: None
Competitive Procurement Strategy: Lowest/Lower Bid
Comprehensive Land Claim Agreement: No
Nature of Requirements: 
Bid Closing Date is amended to 2012-03-16 at 2:00PM Eastern
Daylight Saving Time. 

1.0	TITLE

The Canadian Forces College has a requirement for Subscription
Acquisition, Management and Delivery Services for Print
Information Products on an "as and when and requested" basis.

2.0	BACKGROUND

The mission of the Information Resource Centre, Toronto,
Ontario, is to provide access to
current, scholarly, and professional information in support of
the professional military
education programmes offered to senior Canadian and
international military officers. The
programmes are offered at the graduate level, and accredited
toward various graduate
degrees.

The Tasking Authority has discretion and responsibility for the
subscriptions to be
ordered, renewed, claimed or cancelled. The Information Resource
Centre provides
subscription access to print and electronic sources of
information to their client groups
with the emphasis on electronic serials subscriptions.

Subject areas of collection for the Information Resource Centre
(IRC) include, but are not
limited to: military and naval sciences including military
history, military leadership,
military ethics, war at the operational and strategic level,
military technology, strategic
studies, international affairs, public administration, defence
economics, national security,
and business and management.

The Information Resource Centre presently subscribes to over 300
titles per subscription
per fiscal year through a jobber and individual publishers. The
annual value of the
subscriptions is approximately $150,000.00 CAD. The quantity and
value fluctuates
annually.

3.0 	OBJECTIVE 

The Canadian Forces College requires a 1-year contract plus 2
option years for subscription acquisition, management and
delivery services of print information products. 

4.0	APPLICABLE DOPCUMENTS

i.	Appendix 1 to Annex A - List of Print Subscriptions


5.0	DESCRIPTION AND SCOPE OF WORK 

Contractor services include, but are not limited to:

-	ordering subscriptions
-	cancelling subscriptions
-	claiming of missing issues
-	billing for print subscriptions with publishers
-	providing authorized account users, within the Canadian Forces
College  Library, access to the Contractors account management
information system
-	providing information on or assistance in acquiring new print
information products or information management tools 
-	providing assistance with the transition from our current
Contractor to a new Contractor, if required.

6.0	WORK, DELIVERABLES, MILESTONES AND SCHEDULE

(a) Acquisition Services - The Contractor must provide as
follows:

-	Within 15 days of contract award, placement and invoicing of
subscription orders with publishers for first time purchase and
delivery of information product subscriptions, which are known
as "new subscriptions" and may be for single or multiple
subscriptions;
-	placement of subscription orders with publishers for continued
purchase and delivery of information product subscriptions,
which are known as "renewal subscriptions;"
-	by June 15th of each year of the contract, and any exercised
option period, the Contractor must provide the Project
Authority, as listed in Appendix 1 of Annex A of this SOW, a
list of all current subscriptions;
-	by October 31st of each year of the contract, including any
exercised option period, the Project Authority will issue WAs
for titles to be ordered or cancelled, based largely on the list
provided by the Contractor;
-	as requested by the Project Authority, the Contractor must
notify publishers to cancel subscriptions. Cancellations may be
requested at any period throughout the contract including any
exercised option period and can be for single or multiple
subscriptions; 
-	the Contractor must delete the cancelled title(s) from the
applicable list of information product subscriptions;
-	the Contractor must promptly forward any claims for any
missing titles to the appropriate publisher, expedite claims
where necessary and resolve claims for missing titles;
-	the Contractor must provide reports on transactions such as
new subscriptions, cancellations and claims for missing titles,
using best efforts to deliver within 3 weeks of such a request. 
-	No additional processing fees or otherwise will be paid to
Contractor for cancellations/claims.

(b) Mangement Services - 

The Contractor must provide the Project Authority with
electronic access to the Contractor's Internet based account
management system, which will be accessible by authorized users
such as Acquisitions Technicians and/or the Library Manager. The
account management system must provide information and tracking
on the status of current subscriptions, order history, claims
for missing titles processed and information product
subscriptions information.

(c) Transition Services - 

-	From the date of the contract, the Contractor must provide all
necessary assistance to effect the changeover of the Canadian
Forces College Library records associated with the change of
Contractors who are administrating the subscriptions maintained
by the Canadian Forces College Library system.

-	The Contractor must acquire all information related to
Canadian Forces College Library's existing subscriptions
directly from the publisher, or existing Contractor immediately
prior to the new contract.

-	The Contractor must, within one week of the contract,
communicate with the Project Authority to:
o	 introduce themselves as the new Contractor and to initiate
communication;
o	 inform Canadian Forces College Library of information
required by the Contractor such as mailing labels, expiration
date of current titles etc.; 
o	notify the Canadian Forces College Library whether or not each
of the titles listed in Appendix 1 of Annex A are available for
acquisition from the publisher.

-	The Contractor must notify publishers of the change in
Contractor.
-	The transition period must be completed within one month from
the date of the contract.
-	During the period of the contract, including any exercised
option period, and at the expiration of the contract, the
Contractor must provide all necessary assistance to effect the
changeover of Canadian Forces College Library records associated
with any change of supplier for any reason.
-	The Contractor must communicate all necessary information
relating to the Canadian Forces College Library's then existing
subscriptions with the new supplier within one week of the
changeover.

(d) 	Support Availability

-	The Contractor must provide, to the Project Authority,
technical support and problem resolution assistance through the
use of e-mail and telephone.
-	Technical support must include, but is not limited to,
assistance with any problems or issues related to electronic
data interchange or other automated systems for claiming.
-     The Contractor must respond to the Project Authority
within one (1) business day to provide a status of the technical
support issue and will use best efforts to provide resolution to
the technical support issue expeditiously, including maintaining
continual communication with the Project Authority to keep them
up to date on the status of the issue. 
-	Problem resolution must include, but is not limited to, any
problems that arise with particular missing titles, claims for
payment and claims involving the publishers.	
-	Telephone and e-mail technical support and problem resolution
must be provided during normal working hours which are defined
as 8:00 AM to 5:00 PM, Monday to Friday. (exclusive of Canadian
statutory holidays) in EACH of the time zones.
-	The response time for e-mail and telephone support during the
normal working hours, as defined above, must be within one (1)
business day from the time of the request.
-	Best efforts must be used to complete problem resolution
within five (5) business days. The Contractor must respond to
the Project Authority within one (1) business day to confirm
that the problem is being investigated and must provide
continual communication with the Project Authority to keep them
up to date on the status of the issue.
-	The Contractor must provide the support services and
transition assistance described above in either of Canada's two
official languages (English or French).

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.