document Imaging for Protected B do

Trade Agreement: WTO-AGP/NAFTA/AIT/Canada FTAs with
Peru/Colombia/Panama
Tendering Procedures: All interested suppliers may submit a bid
Attachment: YES (MERX) Electronic
Competitive Procurement Strategy: N/A - P&A/LOI Only
Comprehensive Land Claim Agreement: No
Nature of Requirements: 



Subject:  One-on-One meetings 

Document Imaging Services Request for Information / DRAFT RFP
No. EN929-142184/A 

Requirement on behalf of the Department of Public Works and
Government Services 
Canada (PWGSC) for Document Imaging Services across all federal
government departments and agencies. 

Background: 

This Request for Information (RFI) is a continuation of the
Industry Engagement process set forth by PWGSC. The draft RFP
issued on Buy and Sell in October 2014 is still available online
at
https://buyandsell.gc.ca/procurement-data/tender-notice/PW-XS-003
-28046 

The Project: 

PWGSC, as a common service provider, is exploring options for
broadening its document imaging services to provide end to end
managed services to meet the increasing demand for document
imaging services across all federal government departments and
agencies in a timely and effective manner.  The managed services
provided will include consultation and expertise related to:
Identification of image and index requirements, including the
intended use within the client business processes and
information management systems;
CGSB compliance for evidentiary requirements;
Library and Archives Canada guidelines for electronic images and
storage media;
Identification of imaging and indexing options and related costs;
Document preparation requirements, processes and alternatives;
Image return, storage and use;
Quality assurance of images and index data.

The resulting Contract will be for a period of 2 years, with
options to extend by up to 2 periods of one year each. 

This requirement is subject to the provisions of the North
American Free Trade Agreement (NAFTA), World Trade
Organization-Agreement on Government Procurement (WTO-AGP), and
the Agreement on Internal Trade (AIT), the Canada-Chile Free
Trade Agreement (CCFTA), the Canada-Columbia Free Trade
Agreement (CColFTA), the Canada-Panama Free Trade Agreement
(CPanFTA) as applicable. 

Security Requirement: 

There is a security requirement associated with this
solicitation. Please refer to Annex C - Security Requirements
Check List (SRCL) of the RFI/draft RFP issued in October 2014.

Industry Engagement: 

Canada continues its consultation with industry in a fair,
transparent manner, prior to issuing an eventual RFP. As much as
possible, the One-on-One sessions herein aim to provide Canada
with industry's feedback about the following areas of interest: 


Canada wide coverage
Corporate Capacity
Mobile Services
Shipping Costs
Niche Services
Professional Services


One-on-One meetings: 

In order to obtain information about the areas of interest
listed above, Canada will welcome one-on-one meetings with
interested companies. Each meeting will be scheduled for 2
hours, in the period between January 5, 2015 and January 9,
2015. 

The meetings will be held at: Place Du Portage, 11 Laurier St.
Gatineau, QC, or by WebEx with teleconference.

Registration for the one-on-one meetings is required on or
before Thursday December 11, 2014 at 2:00PM ET. Please register
by email to kenneth.smith@tpsgc-pwgsc.gc.ca and indicate if you
will attend in person or by phone.

All suppliers will be limited to a maximum of three (3)
representatives. At the time of registration, suppliers may
submit preferred dates for the meeting. Canada will do its best
to accommodate the requests, but will allocate on a first come
first serve basis. Suppliers will be contacted directly by the
Contracting Authority with their meeting date and time.

The timetable of the One on One sessions will be as follows:

Presentation	Participant to address the areas of interest listed
above, addressing the specific items for discussion in
Attachment 2.	90 mins.
Questions	PWGSC to ask any outstanding questions.	30 mins.



Canada will not disclose proprietary or commercially sensitive
information concerning a Participant to other Participants or
third parties except and only to the extent required by law. 

Canada will not reimburse any person or entity for any cost
incurred in participating in this Request for Information. 

Respondents to this RFI/Draft RFP process agree to NOT reveal or
discuss any information to the MEDIA/NEWSPAPER regarding the
Document Imaging Services requirement during this Consultative
Process. Any media questions will be directed to the PWGSC Media
Relations Office. 

Canada is not obligated to issue any Request for Proposal (RFP),
or to negotiate any Contract in relation to Document Imaging
Services. If Canada does release a RFP, the terms and conditions
of the RFP shall be subject to Canada's absolute discretion. 

Participation is not a mandatory requirement. Not participating
in this Consultative Process will not preclude a bidder from
submitting a proposal.

 Areas of Interest for One-on-One Meetings With Industry: 

In keeping with the objectives outlined in this Request for
Information - Draft RFP for the provision of Document Imaging
Services, Canada aims to obtain feedback from industry
representatives, as per the Items for Discussion listed on
Attachment 2 to this Notice. 

Enquiries: 

All enquiries with regard to the procurement of Document Imaging
Services are to be directed to the Contracting Authority. 

Kenneth Smith
Supply Team Leader
Business Operations System Support Division (BOSS)
Special Procurement Initiatives Directorate (SPID)
Service and Technology Acquisitions Management Sector (STAMS)
Public Works and Government Services Canada (PWGSC)
12C1, Phase III, Place du Portage
11 Laurier St.
Gatineau, Quebec
K1A 0S5
Telephone No.: 819-956-3335
Email: kenneth.smith@tpsgc-pwgsc.gc.ca 







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.