Information Products RFP

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: This bid solicitation is being issued to satisfy the requirement of Canadian Federal Government Libraries (the "Client") for Subscriptions Acquisition, Subscriptions Management and Delivery of Subscriptions functions for Information Products. It is intended to result in the award of a contract for 1 year, plus 2 one-year irrevocable options allowing Canada to extend the term of the contract.

1.0 REQUIREMENT The Contractor must provide: 1. Subscription Acquisition, Management and Delivery; 2. Electronic Resource Management (ERM) Support; 3. Technical Support and Problem Resolution; 4. Transition Management; and 5. Reporting to the Client. 2.0 DELIVERABLES Without restricting the terms and conditions of this SOW, following is a summary of the deliverables required to be delivered under this Contract:

1. Print and Electronic Information Products, on an "as and when" requested basis, as detailed in Appendix 1. 2. Reports, as identified in Article 6.0 below. 3. Assistance with Account Set-up: If required by the Client, the Contractor must provide assistance with the account set-up for the Client and provide via Web Ex or online training to the Client. 3.0 ELECTRONIC RESOURCE MANAGEMENT (ERM) SUPPORT i. The Contractor must supply access to various online tools (as part of their service at no additional cost to Canada): a. A tool that provides automatic notification of changes to online and print journals with respect to: formats, publisher changes, new open access titles etc. ; b. an administration tool to track the acquisition, registration and activation process of online and print journals; and c. a system for accessing online journals. i.e. an A to Z list. The Contractor must set up tasks regarding online journal subscriptions which includes activating access on the publisher's or host site and setting up authentication on behalf of the customer within seven (7) business days of payment to the publisher. When this is not possible, the Contractor must provide complete and detailed registration instructions to the Client within seven (7) business days of payment to the Publisher. 4.0 TECHNICAL SUPPORT AND PROBLEM RESOLUTION The Contractor must deliver, to the Client, the following technical support and problem resolution assistance by telephone or e-mail: a) The Contractor must provide telephone and e-mail technical support and problem resolution: · provided in either one of Canada's official languages, at the choice of the Client; · as a minimum, from 8:00 AM to 5:00 PM Eastern Time (Standard or Daylight Time); and · from Monday to Friday (exclusive of Canadian Statutory holidays); b) For enquiries placed, and designated by the Client as "urgent enquiries", via telephone or e-mail, the Contractor must respond to the first enquiry, per Issue (problem raised), within three (3) business hours.

5.0 SUBSCRIPTION TRANSITION MANAGEMENT The Contractor must include subscription transition management functions, as a minimum, Contractor's account set-up and the Client's records changeover, as follows: A. Transition In: i. Contractor must provide to the Client a list of the Client's subscriptions that the Contractor is unable to deliver; ii. Undertake outstanding claims - The Contractor must undertake the resolution of all outstanding claims for missing issues filed by the Client with incumbent vendors as of the date of Contract Award; iii. Provide training - within three months of the Contract Award date, the Contractor must provide training materials to the Client staff to enable effective and independent interaction with account administration functions, such as online claiming modules; and iv. Migrate existing subscriptions - The Contractor must acquire information related to the Client's existing subscriptions from the publishers, incumbent vendors, and/or the Client, and input that information into the Contractor's Electronic Account Administration Interface, within four (4) weeks from date of Contract Award. B. Transition Out: i. by December 1st of the last year of the Contract, including any exercised option period, have notified the publishers that the Contractor can no longer manage the Client online and print journal subscriptions; and ii. in the last year of the Contract, including any exercised option period, collaborate with the new supplier of subscription acquisition and management services for online and print journal subscriptions as designated by the Client to resolve outstanding claims for missing print journals. 6.0 REPORTS FOR THE CLIENT The Contractor must provide, as a minimum, the following reports at the times and to the Client listed in Part 6, Article 4.2 - Client Project Authority(ies), in one (1) copy via e-mail in a Microsoft Excel format, except when otherwise specified: i. Monthly reports, to be submitted to the Client no later than 10 working days after the 1st of each month: · the status of all outstanding claims for missing print journals; · publisher's replies to claims for missing print journals received by the Contractor during the previous month; · account summary detailing outstanding invoices and/or credits; · confirmation of cancellations received from the Client by the Contractor during the previous month; and · bibliographic changes for the previous month. ii. Quarterly reports, to be submitted to the Client, with publisher-supplied information, once that information becomes available, relating to changes in: · Publishers (for a given publication); · Titles; · Prices; · Publication format availability; · Cessations; · Splits;

· Suspensions; · Delayed issues; · Mergers; · Frequency changes; and · Absorptions.

Delivery Date: 30/07/2014

The Crown retains the right to negotiate with suppliers on any procurement.

Documents may be submitted in either official language of Canada.