Pension Benefits statement variable printing

Trade Agreement: NONE Tendering Procedures: The bidder must supply Canadian goods and/or services Competitive Procurement Strategy: Lowest/Lower Bid Comprehensive Land Claim Agreement: Yes Nature of Requirements: Pension Benefits statement variable printing

EK235-152233/A Werk(cw), Janet Telephone No. - (613) 998-3968 janet.werk@pwgsc-tpsgc.gc.ca

Line1, Database

Summary : On an annual basis, Public Works and Government Services Canada (PWGSC) in partnership with the Treasury Board Secretariat (TBS) has a requirement to produce, print and deliver Pension and Insurance Benefits Statements (PIBS) in two (2) dynamic template versions (data fields that are not applicable to members will not be printed on statement) to approximately 288,700 active pension plan members in approximately 250 destinations nationwide.

The period of the Contract is from date of award to October 30, 2016 inclusive.

The Contractor grants to Canada the irrevocable option to extend the term of the Contract by up to three (3) additional one (1) year period(s) under the same conditions.

There are security requirements associated with this requirement. For additional information, consult Part 6 - Security, Financial and Other Requirements, and Part 7 - Resulting Contract Clauses. For more information on personnel and organization security screening or security clauses, bidders should refer to the Industrial Security Program (ISP) of Public Works and Government Services Canada (http://ssi-iss.tpsgc-pwgsc.gc.ca/index-eng.html) website

As per the Integrity Provisions under section 01 of Standard Instructions 2003, bidders must provide a list of all owners and/or Directors and other associated information as required. Refer to section 4.21 of the Supply Manual for additional information on the Integrity Provisions.

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

Comprehensive Land Claims Agreement(s) (CLCAs) are applicable to this procurement.

Mandatory Technical Criteria.

Bidders MUST meet all the mandatory requirements of the Request for Proposal (RFP). No further consideration will be given to Bidders not meeting all the mandatory criteria. 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. 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.

Definitions for the purposes of the mandatory technical criteria.

External client(s):means clients exterior to the Bidder's own legal entity (or joint venture partnership) and excludes the parent, subsidiaries or other affiliates of the Bidder.

Internal client(s):means clients within the Bidder's own legal entity (or joint venture partnership) and includes the parent, subsidiaries and other affiliates of the Bidder.

Records: means a unique individual or address.

Multiple: means two (2) or more.

Outputs: means printed paper products such as, but not limited to, a letter, application form or factsheet.

Data Processing: means a minimum of 100,000 records with 81 fields per record.

Variable Printing: means a minimum of seventeen (17) variable printed and matched pages (dynamic template).

Insertions: means insertions in addition to the variable data printed.

Distribution: means a minimum of 250 destinations across Canada.

M.1 CORPORATE EXPERIENCE

The Bidder must demonstrate that it has been contractually bound to a minimum of two (2) separate externalclients (outside of the Bidder's own company) to provide services as described in the Statement of Work. These two (2) contracts must have been started or completed April 2015.

During the evaluation, no corporate experience gained through internal clients will be accepted or reviewed.

Each of the two (2) contracts must demonstrate that all of the following services (M.1.1- M.1.5) were provided under the Contract:

M.1.1 Preparation of data sets of a minimum 100,000 records annually for:

i. Variable Printing: consisting of multiple outputs with each output requiring the merging of static and variable information; ii. Mailing: including address accuracy verification and correction.

M.1.2 Printing (Static) and Variable printing

i. Printing of multiple outputs of varying sizes and various paper types and with each output requiring printing of variable information

M.1.3 Preparation for mailing

i. matching and insertion of multiple variable items in envelopes or packages. ii. insertion of additional inserts.

M.1.4 Distribution and Shipping

i. Preparation for distribution and shipping to multiple destinations across Canada; M.1.5 Storage of material

i. Storage of material produced or supplied in advance of the printing and distribution activities. Response Format

For EACH of the two (2) described contracts, the Bidder must provide the following information:

a The number of records prepared and processed annually; b A description of the work to demonstrate the contract requirements as specified to meet M.1.1.i, M1.1.ii, M.1.2.i, M.1.3.i, M.1.3.ii, M.1.3.iii, M.1.4.i and M.1.5.i; c A description of the services provided to the Client to demonstrate each of the elements as specified to meet M.1.1.i, M1.1.ii, M.1.2.i, M.1.3.i, M.1.3.ii, M.1.3.iii, M.1.4.i and M.1.5.i; d The contract start date or end date (example: March 2012 or April 10, 2013 or March 2012 to present); e Any activities undertaken by sub-contractors and/or joint venture partners; f The Contract title or reference number; g Client information for the contract including the client name (example: contact name or name of organization).

M.2 PROJECT MANAGER

The Bidder must identify an individual, and their role in the company, who will act as the Project Manager and single point of contact assigned to this contract to manage the implementation and on-going provision of the required services during the period of the Contract.

This designated Project Manager must have recently (since April 2010) worked as the Project Manager for a contract requiring all of the following (M.2.1- M.2.5):

M.2.1 Preparation of data sets of a minimum 100,000 records annually for:

i. Printing: consisting of multiple outputs with each output requiring the merging of static and variable information; ii. Mailing: including address accuracy verification and correction.

M.2.2 Printing (Static) and Variable printing

i. Printing of multiple outputs of varying sizes and various paper types and with each output requiring printing of variable information.

M.2.3 Preparation for mailing

i. matching and insertion of multiple variable items in envelopes or packages. ii. insertion of additional inserts. M.2.4 Distribution and Shipping

i. Preparation for distribution and shipping to multiple destinations across Canada; M.2.5 Storage of material

i. Storage of material produced or supplied in advance of the printing and distribution activities. Response Format

The Bidder must provide the following information

a. The name and contact information of the Project Manager; b. The role of the Project Manager for the Contract; c. The number of records prepared and processed annually; d. A description of the of the work to demonstrate the contract requirements as specified to meet M.2.1.i, M.2.1.ii, M.2.2.i, M.2.3.i, M.2.3.ii, M.2.3.iii, M.2.4.i and M.2.5.i; e. A description of the services provided to the Client to demonstrate each of the elements as specified to meet .2.1.i, M.2.1.ii, M.2.2.i, M.2.3.i, M.2.3.ii, M.2.3.iii, M.2.4.i and M.2.5.i; f. The contract start date or end date (example: March 2012 or April 10, 2013 or March 2012 to present); g. The Contract title or reference number; h. Client information for the contract including the client name (example: contact name or name of organization).

M.3 BUSINESS CONTINUITY PLAN

The Bidder must provide a Business Continuity Plan (BCP) detailing how it will maintain the supply of paper and envelopes, data processing, printing and variable printing, sorting and secure distribution, storage of stock between mail outs, handling of returned mail during events that would negatively impact the Bidder's normal operations.

The BCP must provide details to describe how the Bidder will maintain the supply of products and services as specified in the Annex A - Statement of Work to meet the Pension and Insurance Benefits Statements requirements for EACH of the following activities (M.3.a - M.3.g):

M.3.a The supply of the required paper and envelopes for production; M.3.b The data processing part of the work; M.3.c The printing and variable printing parts of the work; M.3.d The insertion (letters and inserts) and mail matching parts of the work; M.3.e Insertion, sorting, and secure distribution; M.3.f The storage of stock between mailouts; M.3.g The secure handling, processing and storing of Protected B information.

M.4 QUALITY ASSURANCE

The Bidder must provide a description that demonstrates how the Bidder will maintain the quality of products and services as specified in the Annex A - Statement of Work to meet Pension and Insurance Benefits Statements requirements for EACH of the following activities (M.4.a - M.4.g):

M.4.a The supply of the required paper and envelopes for production; M.4.b Data processing and use of templates; M.4.c Printing and variable printing; M.4.d Insertion and mail matching; M.4.e Insertion, sorting, and secure distribution; M.4.f The storage of stock; M.4.g The secure handling, processing and storing of protected B information;

Bidders MUST meet all the mandatory requirements of the RFP. No further consideration will be given to Bidders not meeting all the mandatory criteria.

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.