Acquisition de produits d'information

Trade Agreement: NONE
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:
REQUIREMENT:
Contractor to provide:
1) Subscriptions Acquisition, Subscriptions Management and
Delivery;
2) Access to the Contractor's client account management
information system;
3) Client Account Management Support;
4) Subscriptions Transition Management; and
5) Reporting to the Project Authority.

DELIVERABLES:
Without restricting the terms and conditions of this SOW,
following is a summary of the deliverables required to be
delivered under this Contract:
a) The publications in Appendix 1, specified within the
applicable electronic correspondence(s), approved and issued
under this Contract; and
b) Reports, as set out in Section 4) under the Tasks paragraph
herein.

TASKS:
In order to make the management of subscriptions cost effective,
the Client requires the following subscription management agent
functions:

1) Subscription Acquisition, Management and Delivery
a) The Contractor must provide Subscriptions Acquisition,
Subscriptions Management and Delivery of Subscriptions
functions to the extent necessary to ensure that all
requirements as specified in this Contract are satisfied.
i) The Contractor must place orders for subscriptions, as and
when requested, in accordance with the Contract. There are
no automatic renewals.
ii) The Contractor must cancel subscriptions, as and when
requested, by the Project Authority, in accordance with the
applicable electronic correspondence, approved and issued in
accordance with the Contract. Within five (5) business days of
the Contractor's receipt of the cancellation request, the
Contractor must cancel the subscription and must confirm,
via e-mail, to the Project Authority that the subscription
cancellation has been made.
iii) The Contractor must ensure delivery of publications in
accordance with the applicable electronic correspondence,
approved and issued in accordance with the Contract.
Delivery of publications must be provided from the Publishers
directly to locations as identified in Appendix 2 and as
specified in the applicable electronic correspondence,
approved and issued in accordance with the Contract.
iv) Cancellation of a Subscription Order:
Should the Contractor, for any reason, become aware of a
reason to cancel any subscription order, the Contractor must
immediately, but no later than within five (5) business days
of the Contractor's knowledge of such reason, advise the
Project Authority of such reason to cancel. The Contractor
must not cancel a subscription order unless the Project
Authority advises to do so by electronic correspondence.
Upon cancellation of a subscription order, the Contractor must
update the List of Journal Subscriptions by removal of each
cancelled title from that List. Cancellations must be
effective at the expiry date applicable for the specific
subscription cancelled, and where applicable, immediately with
the current volume and/or edition applicable for the
specific subscription cancelled.
Upon cancellation of a subscription order, the Contractor
must update the List of Journal Subscriptions by removal of
each cancelled title from that List. Cancellations must be
effective at the expiry date applicable for the specific
subscription cancelled, and where applicable, immediately
with the current volume and/or edition applicable for the
specific subscription cancelled.
The Contractor must provide a pro-rata refund to any
Cancelled (by Publisher or Client) Print Subscription, where
applicable.
v) The Contractor must process claims for missing publications
as and when requested by the Project Authority, in
accordance with the applicable electronic correspondence,
approved and issued in accordance with the Contract. Within
ten (10) business days of the Contractor's receipt of the
claim(s) for missing publication(s), the Contractor must
process the claim(s) for missing publication(s) and must
advise the Project Authority, via e-mail, of the publisher's
response with respect to the claim(s).

2) Technical Support and Problem Resolution
a) The Contractor must deliver, to the Project Authority, the
following technical support and problem resolution assistance
by telephone or e-mail and use best efforts to provide
support and resolution to issues expeditiously, including
maintaining continual communication with the Project
Authority to keep them up to date on the status of the issue.
b) 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.
c) Telephone and e-mail technical support and problem
resolution must be:
i) in either one of Canada's official languages, at the choice
of the Project Authority;
ii) as a minimum, from 8:00 AM to 5:00 PM Eastern Time
(Standard or Daylight Time); and
iii) from Monday to Friday (exclusive of Canadian Statutory
holidays).
iv) For enquiries placed, and designated by, the Project
Authority 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.

3) Subscription Transition Management
a) The subscription transition management functions include, as
a minimum, Contractor's account set-up and the Client's
records changeover, as follows:
i) Subscription Transitions must begin on the date of contract
award, and must be completed within 30 days.
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.
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
weeks from date of award of Contract.

4) Reports for the Project Authority
The Contractor must provide, as a minimum, the following
reports at the times and to the recipient(s) listed below in
one (1) copy via e-mail in a Microsoft Excel format, except when
otherwise specified:
a) Monthly reports, to be submitted to the Project Authority no
later than 10 working days after the 1st of each month:
i) the status of all outstanding claims for missing
publications;
ii) publisher's replies to claims for missing publications
received by the Contractor during the previous month;
iii) account summary detailing outstanding invoices and/or
credits;
iv) confirmation of cancellations received from the Project
Authority by the Contractor during the previous month;
v) bibliographic changes for the previous month.
b) Annual reports, as may be requested by the Project
Authority, to be submitted to the Project Authority, as
applicable, on delivery dates to be determined mutually between
the recipient(s) and the Contractor.
c) Ongoing reports, to be submitted to the Project Authority,
with publisher-supplied information, once that information
becomes available, relating to changes in:
i) Publishers (for a given publication)
ii) Titles
iii) Prices
iv) Publication format availability
v) Cessations
vi) Splits
vii) Suspensions
viii) Delayed issues
ix) Mergers
x) Frequency changes
xi) Absorptions
xii) Other, as the Contractor considers relevant
d) Ad hoc reports, as may be requested by the Project
Authority, to be submitted to the Project Authority, as
applicable, on delivery dates to be determined mutually between
the recipient(s) and the Contractor.
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.