1000031051-06 - RFP – OFFSITE RECORDS STORAGE - QRO

This bid solicitation cancels and supersedes previous bid solicitation number 1000031051-2 dated December 8, 2023 with a closing of January 16, 2024 at 2:00pm ET. A debriefing or feedback session will be provided upon request to bidders/offerors/suppliers who bid on the previous solicitation.

ALL BIDDERS ARE REMINDED TO ENSURE THAT THEIR BID RESPONSES TO MANDATORY EVALUATION CRITERIA INCLUDE ALL ELEMENTS OF COMPLIANCE FOR THAT CRITERIA. FAILURE TO DO SO MAY RESULT IN YOUR BID FAILING ON MANDATORY CRITERIA AND BEING DEEMED NON-RESPONSIVE.

The Department of Justice Canada (JUS) requires a Managed Services Provider (MSP) to store its paper-based records inventory and to provide records management services. The MSP must ensure that the JUS paper records inventory is identified, accessioned, physically stored, and made available to the department.

The Department of Justice Canada’s mission is to administer justice under federal law, provide legal advice to the Government and federal government departments and agencies, represent the Crown in civil litigation and before administrative tribunals, and draft legislation and respond to the legal needs of federal departments and agencies. Pursuant to this mandate, JUS collects and creates physical records holdings, which include documents such as, but not limited to legal case files, consultations, agreements, and corporate records. These documents are managed according to the Department of Justice Canada’s related legislation and must be retained and disposed of according to the retention and disposition scheduling requirements set out in the department’s legislation and corporate policy.
JUS has a requirement to send its closed physical records to offsite warehouses for storage to be retained until their retention periods are met and the records can be disposed. Legal case file retention periods are typically 10 years or 23 years once they are in offsite storage. During this period of time, JUS may need to retrieve these files back to its offices in order to meet a range of operational requirements. Once closed files have met their retention periods and have received approval for disposition from the originating business unit, JUS must be able to permanently withdraw the files from the MSP inventory in order to transfer them to the custody of Library and Archives Canada (aka archival transfer) or have them securely destroyed.

It is anticipated that there will be one contract awarded as a result of this Request for Proposal from April 1, 2024 until March 31, 2029 with the option to extend by five (5) additional one (1) year option periods.

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 Contract Security Program of Public Works and Government Services Canada (http://www.tpsgc-pwgsc.gc.ca/esc-src/introduction-eng.html) website.