BACKGROUNDThe Department of Indian Affairs and Northern Development (DIAND) is one of the federal government departments responsible for meeting the Government of Canada's legal obligations and commitments to Aboriginal people (First Nations, Inuit and Métis), and for fulfilling the federal government's constitutional responsibilities in the North. DIAND's activities and programs help fulfill these responsibilities.The Corporate Information Management Directorate (CIMD) of DIAND provides national leadership, functional guidance, tools and services to departmental personnel in the areas of Information Management. CIMD has the lead role in developing Information Management vision, philosophies, strategies and implementation plans for the program areas of the Department.CIMD is comprised of the Enterprise Information and Records Management (EIRM) Division, Departmental Library-Public Enquiries Contact Centre, and the Data and Forms Operations Section, including Forms Services. In providing functional guidance to its clients, the Directorate must develop and promulgate policies, systems, standards, processes and practices which comply with Treasury Board Information Management Policy, the Library and Archives of Canada Act, Access to Information and Privacy legislation, and the Policy on Government Security. At times, the Directorate requires the services of outside consultants to assist in fulfilling its mandate, to provide specialized skill sets not available internally and to augment internal resources for large information and records management projects.In its 2013-14 Report on Plans and Priorities, in order to improve and transform internal services, DIAND has indicated it will implement key projects to shift towards an Enterprise Architecture to deliver on three strategic areas: Improved Information Management and Information Technology Governance; Enterprise Information Management; and Project Portfolio Management.GCDocs and Open GovernmentThe Government of Canada first launched its Open Government strategy in March 2011, and then further enhanced its commitment by announcing its intention to join the Open Government Partnership in September 2011. GCDOCS supports the Open Information stream of the Government of Canada's Open Government initiative. GCdocs is designed to support the implementation of recordkeeping policies and directives, and an advanced government-wide recordkeeping regime, through the implementation of a government-wide solution for records and documents management to service government departments and agencies.GCDocs and Open GovernmentThe Government of Canada first launched its Open Government strategy in March 2011, and then further enhanced its commitment by announcing its intention to join the Open Government Partnership in September 2011. GCDOCS supports the Open Information stream of the Government of Canada's Open Government initiative. GCdocs is designed to support the implementation of recordkeeping policies and directives, and an advanced government-wide recordkeeping regime, through the implementation of a government-wide solution for records and documents management to service government departments and agencies.GCDOCS is the Government of Canada’s branding of OpenText’s enterprise content management system - Content Server and is the Federal Government of Canada’s official electronic documents and records management solution (EDRMS).
OBJECTIVEDIAND requires Project and Information Management services on an as-and-when required basis to support initiatives undertaken by CIMD in the areas of information and records management, including project management, policy and procedure development, strategy development, development and implementation of information management programs and systems, as well as the provision of records management support services.In order to ensure that DIAND has the timely and specialized expertise required to provide Project and Information Management services, Canada is seeking to establish up to three (3) competitively awarded Task Authorization (TA) Contract with a qualified Supplier for the provision of services, as described herein, over a specified time period.It is anticipated that the frequency of DIAND’s requirements for Project and Information Management services will vary throughout the duration of the Contract. There may be peaks in the volume of work, requiring multiple teams of resource comprised of a variety of resource categories to undertake simultaneous projects for different internal CIMD clients. However Canada cannot guarantee the anticipated volume of work under this contract.
SCOPE OF WORKThe Contractor shall on an “as and as when” required basis, as outlined in any TA Form(s) issued by Canada, provide Project and Information Management services to the satisfaction of the DIAND Project Authority, which may include but are not limited to:-Information Management and related Business Analysis ServicesIdentifying information requiring capture within the departmental records documents and information management system (RDIMS) or an enterprise content management (ECM) system, including the new implementation of GCDocs;Defining or leading the definition and documentation of business or functional requirements for the implementation of RDIMS and ECM systems (including GCDocs). This may include:assessing current legislative requirements, policies, procedures and practices and evaluating these against current system functionality;conducting reviews with management, staff and information service providers on required system functionality; anddeveloping and documenting recommended system functionality in consideration of budgets and technical capability.Creating and approving information management policies and departmental practices regarding records, including their organization and disposal;Developing a strategy to monitor and report on compliance with information management policies, directives, standards, procedures, guidelines and business rules across the Department.Providing Data Collection Management support. Activities may include but are not limited to:Identifying and analyzing the data collection requirements and practices of DIAND Programs and making recommendations for improvement in accordance with law, policy and best practices;Documenting data collection requirements and/or data collection processes;Data collection form design (i.e. layout, data and technical specifications), development, quality assurance and testing, preparing form documentation (technical and user), including adapting existing forms, document and reports to reflect changes in requirements, standards and technology;Records classification, retention and disposition, including:Developing a records storage plan, which includes the short and long-term housing of physical records and digital information;Identifying, classifying, and assisting in the storing of departmental records;Developing and executing a retention policy on the disposal (i.e. destruction or archiving) of records which are no longer required for operational reasons; according to organizational policies, statutory requirements, and other regulations;Developing information management strategy documents;Developing and writing information management communication documents;Completing studies, reviews and analysis of existing records or information management systems and programs;Developing and implementing new systems and programs, including essential records programs, classification systems;Conducting information management Reviews or Capacity Checks. Activities may include but are not limited to:Assessing the effectiveness of the IM function and activities taking into consideration and reporting on project progress in accordance with established target dates, schedules and resource utilization.
Leading and assisting project team members engaged in the analysis, development or modification of information, records and electronic document management policies, business rules, procedures, practices, processes and tools and in the development of strategies and reviews.
Reviewing project deliverables developed by project team members for adherence to established project standards, scope and terms, and for quality, clarity and consistency.
Preparing and delivering briefings on the progress and critical issues of an on-going project;
Preparing documentation in response to scheduled and unscheduled reports;
Providing project progress updates to DIAND management on a regularly scheduled basis and an as and when required basis when events affect the schedule/progress of the work; and
Planning, facilitating and documenting project team and working group meetings.
