Solicitation No. - N° de l'invitation 39903-170700/A
Client Reference No. - N° de référence du client 39903-17-0700
PW-$$CW-010-73037
Solicitation Closes - L'invitation prend fin 02:00 PM
at - à
on - le 2017-07-12
F.O.B. - F.A.B.
Plant-Usine: Destination: Other-Autre:
Address Enquiries to: - Adresser toutes questions à:
Gagné, Kathleen
Telephone No. - N° de téléphone (613) 990-9189 ( )
FAX No. - N° de FAX ( ) -
See herein
File No. - N° de dossier cw010.39903-170700
Eastern Daylight Saving Time EDT
Time Zone Fuseau horaire
Destination - of Goods, Services, and Construction:
Destination - des biens, services et construction:
REQUEST FOR PROPOSAL DEMANDE DE PROPOSITION
Bid Receiving - PWGSC / Réception des soumissions - TPSGC
11 Laurier St./11, rue Laurier Place du Portage, Phase III Core 0B2 / Noyau 0B2 Gatineau
Québec K1A 0S5
Bid Fax: (819) 997-9776
CCC No./N° CCC - FMS No./N° VME
Proposal To: Public Works and Government Services Canada
Comments - Commentaires
Vendor/Firm Name and Address
Issuing Office - Bureau de distribution
Communication Procurement Directorate/Direction de l'approvisionnement en communication
360 Albert St./ 360, rue Albert 12th Floor / 12ième étage Ottawa
Ontario K1A 0S5
Proposition aux: Travaux Publics et Services Gouvernementaux Canada
Nous offrons par la présente de vendre à Sa Majesté la Reine du chef du Canada, aux conditions énoncées ou incluses par référence dans la présente et aux annexes ci-jointes, les biens, services et construction énumérés ici sur toute feuille ci-annexée, au(x) prix indiqué(s).
We hereby offer to sell to Her Majesty the Queen in right of Canada, in accordance with the terms and conditions set out herein, referred to herein or attached hereto, the goods, services, and construction listed herein and on any attached sheets at the price(s) set out therefor.
Raison sociale et adresse du fournisseur/de l'entrepreneur
GETS Reference No. - N° de référence de SEAG
Buyer Id - Id de l'acheteur cw010
Date 2017-06-26
Delivery Offered - Livraison proposée Delivery Required - Livraison exigée
Vendor/Firm Name and Address
Signature Date
Name and title of person authorized to sign on behalf of Vendor/Firm (type or print)
Nom et titre de la personne autorisée à signer au nom du fournisseur/
de l'entrepreneur (taper ou écrire en caractères d'imprimerie) Instructions: Voir aux présentes
Instructions: See Herein
See Herein
Raison sociale et adresse du fournisseur/de l'entrepreneur
Telephone No. - N° de téléphone Facsimile No. - N° de télécopieur
TABLE OF CONTENTS
PART 1 - GENERAL INFORMATION ... 2
1.1 INTRODUCTION... 2
1.2 SUMMARY ... 2
1.3 DEBRIEFINGS ... 3
PART 2 - BIDDER INSTRUCTIONS ... 4
2.1 STANDARD INSTRUCTIONS,CLAUSES AND CONDITIONS ... 4
2.2 SUBMISSION OF BIDS... 4
2.3 FORMER PUBLIC SERVANT ... 4
2.4 ENQUIRIES -BID SOLICITATION ... 5
2.5 APPLICABLE LAWS ... 6
PART 3 - BID PREPARATION INSTRUCTIONS ... 7
3.1 BID PREPARATION INSTRUCTIONS ... 7
4.1 EVALUATION PROCEDURES ... 10
4.2 BASIS OF SELECTION... 11
5.1 CERTIFICATIONS PRECEDENT TO CONTRACT AWARD AND ADDITIONAL INFORMATION ... 12
PART 6 - RESULTING CONTRACT CLAUSES ... 14
6.1 STATEMENT OF WORK... 14
6.2 OPTIONAL GOODS AND/OR SERVICES ... 14
6.2 STANDARD CLAUSES AND CONDITIONS ... 14
6.3 SECURITY REQUIREMENTS ... 14
6.4 TERM OF CONTRACT ... 14
6.5 AUTHORITIES ... 15
6.6 PROACTIVE DISCLOSURE OF CONTRACTS WITH FORMER PUBLIC SERVANTS ... 16
6.7 PAYMENT ... 16
6.8 INVOICING INSTRUCTIONS ... 18
6.9 CERTIFICATIONS AND ADDITIONAL INFORMATION ... 18
6.10 APPLICABLE LAWS ... 18
6.11 PRIORITY OF DOCUMENTS ... 18
6.12 INSURANCE ... 19
6.13 SACCMANUAL CLAUSES ... 19
6.13.2 OTHER CLAUSES ... 19
ANNEX “A” ... 20
STATEMENTOFWORK ... 20
ANNEX “B” ... 61
BASISOFPAYMENT ... 61
ANNEX “C” ... 63
ELECTRONICPAYMENTINSTRUMENTS ... 63
ANNEX “D” ... 64
EVALUATIONGRID ... 64
PART 1 - GENERAL INFORMATION 1.1 Introduction
The bid solicitation is divided into six (6) parts plus attachments and annexes, as follows:
Part 1 General Information: provides a general description of the requirement;
Part 2 Bidder Instructions: provides the instructions, clauses and conditions applicable to the bid solicitation;
Part 3 Bid Preparation Instructions: provides Bidders with instructions on how to prepare their bid;
Part 4 Evaluation Procedures and Basis of Selection: indicates how the evaluation will be conducted, the evaluation criteria that must be addressed in the bid, and the basis of selection;
Part 5 Certifications and Additional Information: includes the certifications and additional information to be provided; and
Part 6 Resulting Contract Clauses: includes the clauses and conditions that will apply to any resulting contract.
The Annexes include the Statement of Work, the Basis of Payment, the Electronic Payment Instruments, and the evaluation grid.
1.2 Summary
The Canadian Food Inspection Agency requires printing services including printing, production to final format, packaging and distribution of Canadian Food Inspection Agency (CFIA) seed tags in pinfeed (continuous) and single versions, delivered to various locations (consignees) throughout Canada on an “if and when” required basis.
CFIA anticipates requiring one (1) production and distribution requirement annually, but may also require smaller production and distribution requirements during the period of the Contract and the option periods.
The period of the Contract is for two (2) years from date of award 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. The Contractor agrees that, during the extended period of the Contract, it will be paid in accordance with the applicable provisions as set out in the Basis of Payment.
Delivery Dates:
As specified in individual work requests.
The requirement is subject to the provisions of the Agreement on Internal Trade (AIT).
The requirement is limited to Canadian goods and/or services.
Comprehensive Land Claim Agreements (CLCAs) are not applicable to this procurement.
1.3 Debriefings
Bidders may request a debriefing on the results of the bid solicitation process. Bidders should make the request to the Contracting Authority within 15 working days from receipt of the results of the bid
solicitation process. The debriefing will be in writing.
PART 2 - BIDDER INSTRUCTIONS
2.1 Standard Instructions, Clauses and Conditions
All instructions, clauses and conditions identified in the bid solicitation by number, date and title are set out in the Standard Acquisition Clauses and Conditions Manual (https://buyandsell.gc.ca/policy-and- guidelines/standard-acquisition-clauses-and-conditions-manual) issued by Public Works and Government Services Canada.
Bidders who submit a bid agree to be bound by the instructions, clauses and conditions of the bid solicitation and accept the clauses and conditions of the resulting contract.
The 2003 (2017-04-27) Standard Instructions - Goods or Services - Competitive Requirements, are incorporated by reference into and form part of the bid solicitation.
2.2 Submission of Bids
Bids must be submitted only to Public Works and Government Services Canada (PWGSC) Bid Receiving Unit by the date, time and place indicated on page 1 of the bid solicitation.
Due to the nature of the bid solicitation, bids transmitted by facsimile to PWGSC will not be accepted.
2.3 Former Public Servant
Contracts awarded to former public servants (FPS) in receipt of a pension or of a lump sum payment must bear the closest public scrutiny, and reflect fairness in the spending of public funds. In order to comply with Treasury Board policies and directives on contracts awarded to FPSs, bidders must provide the information required below before contract award. If the answer to the questions and, as applicable the information required have not been received by the time the evaluation of bids is completed, Canada will inform the Bidder of a time frame within which to provide the information. Failure to comply with Canada’s request and meet the requirement within the prescribed time frame will render the bid non-responsive.
Definitions
For the purposes of this clause, "former public servant" is any former member of a department as defined in the Financial Administration Act, R.S., 1985, c. F-11, a former member of the Canadian Armed Forces or a former member of the Royal Canadian Mounted Police. A former public servant may be:
a. an individual;
b. an individual who has incorporated;
c. a partnership made of former public servants; or
d. a sole proprietorship or entity where the affected individual has a controlling or major interest in the entity.
"lump sum payment period" means the period measured in weeks of salary, for which payment has been made to facilitate the transition to retirement or to other employment as a result of the
implementation of various programs to reduce the size of the Public Service. The lump sum payment period does not include the period of severance pay, which is measured in a like manner.
"pension" means a pension or annual allowance paid under the Public Service Superannuation Act (PSSA), R.S., 1985, c. P-36, and any increases paid pursuant to the Supplementary Retirement Benefits Act, R.S., 1985, c. S-24 as it affects the PSSA. It does not include pensions payable pursuant to the Canadian Forces Superannuation Act, R.S., 1985, c. C-17, the Defence Services Pension Continuation Act, 1970, c. D-3, the Royal Canadian Mounted Police Pension Continuation Act , 1970, c.
R-10, and the Royal Canadian Mounted Police Superannuation Act, R.S., 1985, c. R-11, the Members
of Parliament Retiring Allowances Act, R.S. 1985, c. M-5, and that portion of pension payable to the Canada Pension Plan Act, R.S., 1985, c. C-8.
Former Public Servant in Receipt of a Pension
As per the above definitions, is the Bidder a FPS in receipt of a pension? Yes ( ) No ( ) If so, the Bidder must provide the following information, for all FPSs in receipt of a pension, as applicable:
a. name of former public servant;
b. date of termination of employment or retirement from the Public Service.
By providing this information, Bidders agree that the successful Bidder’s status, with respect to being a former public servant in receipt of a pension, will be reported on departmental websites as part of the published proactive disclosure reports in accordance with Contracting Policy Notice: 2012-2 and the Guidelines on the Proactive Disclosure of Contracts.
Work Force Adjustment Directive
Is the Bidder a FPS who received a lump sum payment pursuant to the terms of the Work Force Adjustment Directive? Yes ( ) No ( )
If so, the Bidder must provide the following information:
a. name of former public servant;
b. conditions of the lump sum payment incentive;
c. date of termination of employment;
d. amount of lump sum payment;
e. rate of pay on which lump sum payment is based;
f. period of lump sum payment including start date, end date and number of weeks;
g. number and amount (professional fees) of other contracts subject to the restrictions of a work force adjustment program.
For all contracts awarded during the lump sum payment period, the total amount of fees that may be paid to a FPS who received a lump sum payment is $5,000, including Applicable Taxes.
2.4 Enquiries - Bid Solicitation
All enquiries must be submitted in writing to the Contracting Authority no later than seven (7) calendar days before the bid closing date. Enquiries received after that time may not be answered.
Bidders should reference as accurately as possible the numbered item of the bid solicitation to which the enquiry relates. Care should be taken by Bidders to explain each question in sufficient detail in order to enable Canada to provide an accurate answer. Technical enquiries that are of a proprietary nature must be clearly marked "proprietary" at each relevant item. Items identified as “proprietary” will be treated as such except where Canada determines that the enquiry is not of a proprietary nature. Canada may edit the question(s) or may request that the Bidder do so, so that the proprietary nature of the question(s) is eliminated and the enquiry can be answered to all Bidders. Enquiries not submitted in a form that can be distributed to all Bidders may not be answered by Canada.
2.5 Applicable Laws
Any resulting contract must be interpreted and governed, and the relations between the parties determined, by the laws in force in Ontario.
Bidders may, at their discretion, substitute the applicable laws of a Canadian province or territory of their choice without affecting the validity of their bid, by deleting the name of the Canadian province or territory specified and inserting the name of the Canadian province or territory of their choice. If no change is made, it acknowledges that the applicable laws specified are acceptable to the Bidders.
PART 3 - BID PREPARATION INSTRUCTIONS 3.1 Bid Preparation Instructions
Canada requests that Bidders provide their bid in separately bound sections as follows:
Section I: Technical Bid (1 hard copy and 1 soft copy on USB key) Section II: Financial Bid (1 hard copy and 1 soft copy on USB key) Section III: Certifications (1 hard copy)
Section IV: Additional Information (1 hard copy and 1 soft copy on USB key)
If there is a discrepancy between the wording of the soft copy and the hard copy, the wording of the hard copy will have priority over the wording of the soft copy.
Prices must appear in the financial bid only. No prices must be indicated in any other section of the bid.
Canada requests that Bidders follow the format instructions described below in the preparation of their bid:
(a) use 8.5 x 11 inch (216 mm x 279 mm) paper;
(b) use a numbering system that corresponds to the bid solicitation.
In April 2006, Canada issued a policy directing federal departments and agencies to take the necessary steps to incorporate environmental considerations into the procurement process Policy on Green Procurement (http://www.tpsgc-pwgsc.gc.ca/ecologisation-greening/achats-procurement/politique-policy- eng.html). To assist Canada in reaching its objectives, Bidders should:
1) use 8.5 x 11 inch (216 mm x 279 mm) paper containing fibre certified as originating from a sustainably-managed forest and containing minimum 30% recycled content; and
2) use an environmentally-preferable format including black and white printing instead of colour printing, printing double sided/duplex, using staples or clips instead of cerlox, duotangs or binders.
Section I: Technical Bid
In their technical bid, Bidders should demonstrate their understanding of the requirements contained in the bid solicitation and explain how they will meet these requirements. Bidders should demonstrate their capability and describe their approach in a thorough, concise and clear manner for carrying out the work.
The technical bid should address clearly and in sufficient depth the points that are subject to the
evaluation criteria against which the bid will be evaluated. Simply repeating the statement contained in the bid solicitation is not sufficient.
The evaluation grid that is included in the bid solicitation is for the Bidder’s information only and is not to be used as a “fill in the blanks” form to be submitted without specific details included in the proposal to describe each required element of the rated criteria.
In order to facilitate the evaluation of the bid, Canada requests that Bidders address and present topics in the order of the evaluation criteria under the same headings. To avoid duplication, Bidders may refer to
different sections of their bids by identifying the specific paragraph and page number where the subject topic has already been addressed.
Section II: Financial Bid
3.1.1 Bidders must submit their financial bid in accordance with Basis of Payment in Annex "B". The total amount of Applicable Taxes must be shown separately.
3.1.2 Electronic Payment of Invoices – Bid
If you are willing to accept payment of invoices by Electronic Payment Instruments, complete Annex “C”
Electronic Payment Instruments, to identify which ones are accepted.
If Annex “C” Electronic Payment Instruments is not completed, it will be considered as if Electronic Payment Instruments are not being accepted for payment of invoices.
Acceptance of Electronic Payment Instruments will not be considered as an evaluation criterion.
Section III: Certifications
Bidders must submit the certifications required under Part 5.
Section IV: Additional Information Precedent to Contract Award 3.1.3 Bidder’s Proposed Site(s)
The Bidder must provide the full address(es) of the Bidder’s site(s) or premises for which are required for Work Performance:
Location
Street Number / Street Name, City, Province, Territory Postal Code
What work will be performed at this location?
3.1.4 List of Subcontractor(s)
If the Work includes the use of subcontractors, the names and locations of the subcontractors shall be listed as part of the bid with particulars of the Work to be performed or material to be purchased. The Contracting Authority is to be notified, in writing, of any changes to the list of subcontractors prior to their commencing the Work.
For the purposes of this clause, there is no requirement to report the purchase of off-the-shelf items and software and such standard articles and materials as are ordinarily produced by manufacturers in the normal course of business, or the provision of such incidental services as might ordinarily be
subcontracted in performing the Work.
Subcontractors' name(s) Location
Street Number / Street Name, City, Province, Territory Postal Code
What work will be performed at this location?
3.1.5 Integrity Provisions – List of Names All suppliers must submit the following information:
i. suppliers that are corporate entities, including those bidding as joint ventures, must provide a complete list of the names of all current directors or, for a privately owned corporation, the names of the owners of the corporation;
ii. suppliers bidding as sole proprietors, including sole proprietors bidding as joint ventures, must provide a complete list of the names of all owners; or
iii. suppliers that are a partnership do not need to provide a list of names.
If the list of names has not been received by the time the evaluation of bids is completed, the contracting authority will inform the supplier of a time within which to provide the information. Providing the required names is a mandatory requirement for award of a contract. Failure to provide the list of names within the time specified will render a bid, or the supplier otherwise disqualified for award of a contract.
PART 4 - EVALUATION PROCEDURES AND BASIS OF SELECTION 4.1 Evaluation Procedures
(a) Bids will be assessed in accordance with the entire requirement of the bid solicitation including the technical and financial evaluation criteria.
(b) An evaluation team composed of representatives of Canada will evaluate the bids.
4.1.1 Technical Evaluation
To meet the requirement described herein, the experience of the Bidder must be work for which the Contractor was under contract to clients. 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
4.1.1.1 Mandatory Technical Criteria
Proposals submitted by bidders must meet all the mandatory technical criteria of the Request for Proposal (RFP). No further consideration will be given to proposals not meeting all of the mandatory criteria.
The mandatory technical evaluation criteria are included in Annex “D”.
The following definitions apply for the purposes of the Mandatory 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.
“Tag” and/or “Tags” means a printed form, on thick paper or card stock, to be attached to something for the purpose of identification or to give other information. It does not include business cards, calling cards, adhesive labels, or multipart business forms.
“Thick paper or card stock” means a paper stock that is thicker and more durable than normal writing or printing paper, and with a minimum thickness of 7pt (.007 caliper).
4.1.1.2 Point Rated Technical Criteria
Only those proposals which first meet the Mandatory Requirements will be considered in the second stage of the evaluation, the Technical Evaluation.
Bidders are instructed to address each requirement in sufficient depth to permit a complete analysis and assessment by the Evaluation Team. Simply repeating the statement contained in the bid solicitation is not sufficient.
The point rated technical evaluation criteria are included in Annex “D”.
4.1.2 Financial Evaluation
The price of the bid will be evaluated in Canadian dollars, all applicable taxes excluded; FOB destination, Canadian customs duties and excise taxes included.
The Financial Evaluation will be based on the “Total Evaluated Price” of the Annex “B” Basis of Payment - Pricing Schedule / Financial Proposal.
To determine the “Total Evaluated Price”, the firm all-inclusive prices and rates submitted in the Annex “B”
Basis of Payment - Pricing Schedule / Financial Proposal will be calculated as specified in the Annex “B”
Basis of Payment - Pricing Schedule / Financial Proposal Excel spreadsheet being distributed through Government Electronic Tendering Service (BuyandSell.gc.ca).
4.2 Basis of Selection
4.2.1 To be declared responsive, a bid must:
(a) comply with all the requirements of the bid solicitation; and (b) meet all mandatory technical evaluation criteria; and
(c) obtain the required minimum of 75 percent overall of the points for the technical evaluation criteria which are subject to point rating. The rating is performed on a scale of 48 points.
4.2.2 Bids not meeting (a) or (b) or (c) will be declared non-responsive. The responsive bid with the lowest evaluated price will be recommended for award of a contract.
PART 5 – CERTIFICATIONS AND ADDITIONAL INFORMATION
Bidders must provide the required certifications and additional information to be awarded a contract.
The certifications provided by Bidders to Canada are subject to verification by Canada at all times. Unless specified otherwise, Canada will declare a bid non-responsive, or will declare a contractor in default if any certification made by the Bidder is found to be untrue, whether made knowingly or unknowingly, during the bid evaluation period or during the contract period.
The Contracting Authority will have the right to ask for additional information to verify the Bidder’s certifications. Failure to comply and to cooperate with any request or requirement imposed by the Contracting Authority will render the bid non-responsive or constitute a default under the Contract.
5.1 Certifications Precedent to Contract Award and Additional Information
The certifications and additional information listed below should be submitted with the bid but may be submitted afterwards. If any of these required certifications or additional information is not completed and submitted as requested, the Contracting Authority will inform the Bidder of a time frame within which to provide the information. Failure to provide the certifications or the additional information listed below within the time frame specified will render the bid non-responsive.
5.1.1 Integrity Provisions – Required Documentation
In accordance with the Ineligibility and Suspension Policy (http://www.tpsgc-pwgsc.gc.ca/ci-if/politique- policy-eng.html), the Bidder must provide the required documentation, as applicable, to be given further consideration in the procurement process.
5.1.2 Federal Contractors Program for Employment Equity - Bid Certification
By submitting a bid, the Bidder certifies that the Bidder, and any of the Bidder's members if the Bidder is a Joint Venture, is not named on the Federal Contractors Program (FCP) for employment equity "FCP Limited Eligibility to Bid" list available at the bottom of the page of the Employment and Social Development Canada (ESDC) - Labour's website
(http://www.esdc.gc.ca/en/jobs/workplace/human_rights/employment_equity/federal_contractor_program.
page?&_ga=1.229006812.1158694905.1413548969#afed).
Canada will have the right to declare a bid non-responsive if the Bidder, or any member of the Bidder if the Bidder is a Joint Venture, appears on the “FCP Limited Eligibility to Bid“ list at the time of contract award.
5.1.3 Additional Certifications Precedent to Contract Award 5.1.3.1 Canadian Content Certification
This procurement is limited to Canadian services.
The Bidder certifies that:
( ) the services offered are Canadian services as defined in paragraph 4 of clause A3050T.
For more information on how to determine the Canadian content for a mix of goods, a mix of services or a mix of goods and services, consult Annex 3.6(9), Example 2, of the Supply Manual.
5.1.3.1.1 SACC Manual clause A3050T (2014-11-27) Canadian Content Definition.
PART 6 - RESULTING CONTRACT CLAUSES
The following clauses and conditions apply to and form part of any contract resulting from the bid solicitation.
6.1 Statement of Work
The Contractor must perform the Work in accordance with the Statement of Work at Annex "A".
6.2 Optional Goods and/or Services
The Contractor grants to Canada the irrevocable option to acquire the goods, services or both described at Annex “A” of the Contract under the same conditions and at the prices and/or rates stated in the Contract. The option may only be exercised by the Contracting Authority and will be evidenced, for administrative purposes only, through a contract amendment.
The Contracting Authority may exercise the option at any time before the expiry of the Contract by sending a written notice to the Contractor.
6.2 Standard Clauses and Conditions
All clauses and conditions identified in the Contract by number, date and title are set out in the Standard Acquisition Clauses and Conditions Manual(https://buyandsell.gc.ca/policy-and-guidelines/standard- acquisition-clauses-and-conditions-manual) issued by Public Works and Government Services Canada.
6.2.1 General Conditions
2030 (2016-04-04), General Conditions - Higher Complexity - Goods, apply to and form part of the Contract.
6.3 Security Requirements
There is no security requirement applicable to the Contract.
6.4 Term of Contract 6.4.1 Period of the Contract
The period of the Contract is for two (2) years from award of contract, inclusive.
6.4.2 Delivery Dates:
As specified in individual orders
6.4.3 Option to Extend the Contract
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. The Contractor agrees that, during the extended period of the Contract, it will be paid in accordance with the applicable provisions as set out in the Basis of Payment.
Canada may exercise this option at any time by sending a written notice to the Contractor before the expiry date of the Contract. The option may only be exercised by the Contracting Authority, and will be evidenced for administrative purposes only, through a contract amendment.
6.4.4 Delivery Points
Delivery of the requirement will be made to delivery point(s) specified at Annex “A” of the Contract.
6.5 Authorities
6.5.1 Contracting Authority
The Contracting Authority for the Contract is:
Kathleen Gagné
Public Works and Government Services Canada Acquisitions Branch
Communication Procurement Directorate 360 Albert Street, Ottawa, Ontario K1A 0S5
Telephone: 613-990-9189 Facsimile: 613-991-5870
E-mail address: Kathleen.gagne@tpsgc-pwgsc.gc.ca
The Contracting Authority is responsible for the management of the Contract and any changes to the Contract must be authorized in writing by the Contracting Authority. The Contractor must not perform work in excess of or outside the scope of the Contract based on verbal or written requests or instructions from anybody other than the Contracting Authority.
6.5.2 Project Authority
The Project Authority for the Contract is:
Name:
Title:
Organization:
Address:
Telephone:
Facsimile:
E-mail address:
In its absence, the Project Authority is:
Name:
Title:
Organization:
Address:
Telephone:
Facsimile:
E-mail address:
The Project Authority is the representative of the department or agency for whom the Work is being carried out under the Contract and is the primary contact for the Work under the Contract. Matters related to the Work under the Contract may be discussed with the Project Authority; however, the Project
Authority has no authority to authorize changes to the scope of the Work. Changes to the scope of the Work can only be made through a contract amendment issued by the Contracting Authority.
6.5.3 Technical Authority
The Technical Authority for the Contract is:
Name:
Title:
Organization:
Address:
Telephone:
Facsimile:
E-mail address:
The Technical Authority named above is the representative of the department or agency for whom the Work is being carried out under the Contract and is responsible for all matters concerning the technical content of the Work under the Contract. Technical matters may be discussed with the Technical Authority, however the Technical Authority has no authority to authorize changes to the scope of the Work.
Changes to the scope of the Work can only be made through a contract amendment issued by the Contracting Authority.
6.5.4 Contractor's Representative Contractor's Representative
Project Manager Replacement – Project manager
Name: Name:
Telephone: Telephone:
Facsimile: Facsimile:
E-mail : E-mail :
6.6 Proactive Disclosure of Contracts with Former Public Servants
By providing information on its status, with respect to being a former public servant in receipt of a Public Service Superannuation Act (PSSA) pension, the Contractor has agreed that this information will be reported on departmental websites as part of the published proactive disclosure reports, in accordance with Contracting Policy Notice: 2012-2 of the Treasury Board Secretariat of Canada.
6.7 Payment 6.7.1 Basis of Payment
The Contractor will be paid in accordance with Annex “B” for Work performed pursuant to the Contract.
6.7.2 Basis of Payment – Work Requests
In consideration of the Contractor satisfactorily completing all of its obligations for each work request, the Contractor will be paid the firm unit price(s) in accordance with the Basis of Payment, in Annex “B”, Applicable Taxes are extra.
6.7.3 Limitation of Expenditure
1. Canada's total liability to the Contractor under the Contract must not exceed $ _____________.
Customs duties are included and Goods and Services Tax or Harmonized Sales Tax is extra, if applicable.
2. No increase in the total liability of Canada or in the price of the Work resulting from any design changes, modifications or interpretations of the Work, will be authorized or paid to the Contractor unless these design changes, modifications or interpretations have been approved, in writing, by the Contracting Authority before their incorporation into the Work.
The Contractor must not perform any work or provide any service that would result in Canada's total liability being exceeded before obtaining the written approval of the Contracting Authority.
The Contractor must notify the Contracting Authority in writing as to the adequacy of this sum:
a) when it is 75 percent committed, or
b) four (4) months before the Contract expiry date, or
c) as soon as the Contractor considers that the contract funds provided are inadequate for the completion of the Work,
whichever comes first.
3. If the notification is for inadequate contract funds, the Contractor must provide to the Contracting Authority a written estimate for the additional funds required. Provision of such information by the Contractor does not increase Canada's liability.
6.7.4 Method of Payment
Payment by Canada to the Contractor for the W ork shall be made in accordance with clause H1001C Multiple Payments.
6.7.4.1 SACC Manual Clauses
H1001C (2008-05-12) - Multiple Payments
A9117C (2007-11-30) – T1204 – Direct Request by Customer Department 6.7.5 Electronic Payment of Invoices – Contract
The Contractor accepts to be paid using any of the following Electronic Payment Instrument(s):
a. Visa Acquisition Card;
b. MasterCard Acquisition Card;
c. Direct Deposit (Domestic and International);
d. Electronic Data Interchange (EDI);
e. Wire Transfer (International Only);
f. Large Value Transfer System (LVTS) (Over $25M)
6.8 Invoicing Instructions
6.8.1 The Contractor must submit invoices in accordance with the section entitled "Invoice Submission"
of the general conditions. Claims cannot be submitted until all work identified in the claim is completed.
Invoices must also include the following transaction information:
(a) Tag title (b) Tag number,
(c) Quantity of each tag ordered, (d) Quantity of each tag shipped, (e) Client name and Client address (f) Consignee name and address.
6.8.2 Invoices must be distributed as follows:
a The original must be forwarded to the invoicing address provided with each order for certification.
b One (1) copy must be forwarded to the Project Authority identified under the section entitled
"Authorities" of the Contract for certification and payment.
c One (1) copy must be forwarded to the Contracting Authority identified under the section entitled
"Authorities" of the Contract.
6.9 Certifications and Additional Information 6.9.1 Compliance
Unless specified otherwise, the continuous compliance with the certifications provided by the Contractor in its bid or precedent to contract award, and the ongoing cooperation in providing additional information are conditions of the Contract and failure to comply will constitute the Contractor in default. Certifications are subject to verification by Canada during the entire period of the Contract.
6.9.2 SACC Manual Clauses
SACC Manual Clause A3060C (2008-05-12) Canadian Content Certification.
6.10 Applicable Laws
The Contract must be interpreted and governed, and the relations between the parties determined, by the laws in force in ____________.
6.11 Priority of Documents
If there is a discrepancy between the wording of any documents that appear on the list, the wording of the document that first appears on the list has priority over the wording of any document that subsequently appears on the list.
(a) the Articles of Agreement;
(b) the general conditions 2030 (2016-04-04), General Conditions - Higher Complexity - Goods;
(c) Annex “A”, Statement of Work;
(d) Annex “B”, Basis of Payment;
(e) the Contractor's bid dated ______,
6.12 Insurance
SACC Manual clause G1005C (2016-01-28) Insurance- No Specific Requirement
6.13 SACC Manual Clauses 6.13.1 Inspection and Acceptance
The Technical Authority is the Inspection Authority. All reports, deliverable items, documents, goods and all services rendered under the Contract are subject to inspection by the Inspection Authority or
representative. Should any report, document, good or service not be in accordance with the
requirements of the Statement of Work and to the satisfaction of the Inspection Authority, as submitted, the Inspection Authority will have the right to reject it or require its correction at the sole expense of the Contractor before recommending payment.
6.13.2 Other Clauses
THE FOLLOW ING TERMS AND CONDITIONS ARE INCORPORATED HEREIN:
SACC Reference Title Date
P1005C Packaging and Packing of Printed Products 2010-01-11
P1009C Author's Alterations 2007-11-30
P1010C Quality Levels for Printing 2010-01-11
P1011C Quality Levels for Colour Reproduction 2010-01-11
P1013C Quality Levels for Forms 2010-01-11
P1015C Quality Levels for Labels 2010-01-11
ANNEX “A”
STATEMENT OF WORK A.1
CFIA requires distribution and printing services for seed tags in pinfeed and single versions for various locations (consignees) throughout Canada.
A.1.2 BACKGROUND
The use of Official Seed Tags is a requirement under the Seeds Act (R.S.C., 1985, c. S-8) and Seeds Regulations (C.R.C., c. 1400); every lot of pedigreed seed sold in Canada must be labelled with an Official Seed Tag either “issued or approved” by the Canadian Food Inspection Agency (CFIA). The CFIA provides tags to Registered Seed Establishments (RSE's), who may use the tags under the supervision of the CFIA. The tags are used for both the domestic and international movement of pedigreed seed.
Note: The seasonal nature of the use of the tags.
A.3 OVERVIEW
The Contractor must provide printing and distribution services as required for the delivery of CFIA Seed tags to CFIA in various locations throughout Canada on an “as and when” required basis.
The Contractor must provide printing and production to final format of the specified CFIA seed tags, preparation for distribution and distribution services as detailed in this Annex “A” Statement of Work.
Distribution services include printing, labeling, inserting, sealing, gathering, packing and sorting to prepare tags for mailing and shipping.
A.3.1 In providing this service the Contractor must, in particular:
a. Supply all materials to produce the required quantities of CFIA seed tags on the specified SKXC card stock;
b. As necessary, store all materials in a secure area with climate control appropriate for the storage of printed matter;
c. Provide proofs for approval prior to production for each of the required CFIA seed tags;
d. Accept work requests on an “if and when” required basis;
e. Produce to final format (print, trim, custom die-cut, and perforate as specified for each CFIA seed tag) the required quantities of CFIA seed tags as specified in each work request;
f. Package and deliver CFIA seed tags to the destination address(es) as specified for each work request of CFIA seed tags.
g. Provide reporting as required;
h. Return any and all components and working materials to the CFIA Project Authority upon completion of the Contract.
A.3.2 Primary Point of Contact
The CFIA Project Authority identified in the Contract will act as the primary point of contact for the purposes of reporting and obtaining approvals.
The Contractor must have a dedicated Project Manager, and a backup, to enable the CFIA designated representative(s) to get immediate information regarding the status of all aspects of the Contract by
telephone, by e-mail or by fax. The Contract does not include any requirement for an “IT” link between the CFIA and the Contractor.
The Contractor must notify the CFIA Project Authority and the Contracting Authority of any change of representative occurring at any time during the Contract.
A.3.3 Sustainable Development/Green Plan
In support of the Government of Canada’s Sustainable Development Strategy, CFIA is committed to the purchase of environmentally sound products that are of equal quality or better than the industry average.
Green procurement is the procurement of products and services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose. This comparison may consider the full life cycle of a product, including: raw material acquisition, production, manufacturing, packaging, distribution, operation, maintenance, disposal and re- use of the product or service. Green procurement encompasses the concept of the procurement of goods and services that provide for basic human needs and bring a better quality of life, while minimizing the use of non-renewable natural resources and toxic materials and the emission of wastes and pollutants over the life cycle, so as not to jeopardize the ability of future generations to meet their own needs.
The Contractor must make every possible effort towards supplying print services that are the result of environmentally sound processes, without detracting from the appearance of said items nor deviating from the stated specifications for quality and durability.
DETAIL REQUIREMENTS A.4. WORK REQUESTS
There will be no “IT” link between the CFIA and the Contractor.
The Contractor must accept Work requests by fax and e-mail. The Contractor must accept Work requests in both French and English. The Contractor must be available to process Work requests during the hours of 8:00 am to 5:00 pm, Eastern Time, Monday to Friday. The service is not required on National Statutory holidays.
Each Work request submitted to the Contractor by the CFIA Project Authority will include the required quantity of each seed tag to be produced and distributed as well as the distribution requirements including the quantity to be delivered to each of the destination addresses, the CFIA contact information for the Work request, and the delivery address(es).
It is anticipated that the CFIA Project Authority will provide the Contractor with one (1) Work request for CFIA seed tags annually. Historically, this occurs in June/July, however this could change during the period of the Contract or any option years. The quantities of the various CFIA seed tags that would be requested is subject to demand at the individual CFIA offices and is therefore outside the control of the CFIA and cannot be definitely stated at this time.
If required, CFIA may require additional quantities of CFIA seed tags to be produced and distributed to a specified address or addresses. These additional work requests may be for a single style of CFIA seed tag or for multiple styles of CFIA seed tags. The quantity of any required CFIA seed tag will be specified in the Work Request.
Delivery quantities may decrease, destinations and dates will vary. Work requests will be provided to the Contractor on an “if and when” required basis. See attached Appendix “I” for CFIA historical usage of CFIA seed tags printed in the past.
A.4.1 Confirmation of Work Request by Contractor
The Contractor must, within one (1) business day of receiving the Work Request from the CFIA Project Authority, and before any production, notify the CFIA Project Authority by e-mail of the following:
a. the unit price and total price for the required quantity of each of the CFIA seed tags ordered in accordance with the Annex “B” Basis of Payment,
b. the confirmed date for the delivery of the complete quantities of CFIA seed tags at the destination address(es), and
c. the total cost of the shipment(s) excluding taxes
Within two (2) business days from receipt of this notification from the Contractor, the CFIA Project Authority will provide a written approval (by e-mail) to proceed with the Work Request.
The Contractor must not proceed with the Work Request without obtaining this written approval to proceed.
A.4.2 CFIA seed tags produced on an “if and when required” basis:
The Contractor must use the most recent versions of the approved artwork and approved proofs for the printing and production to final format of the specified CFIA seed tags in the required quantities that have been ordered. Refer to section A.5 of the Annex “A” Statement of Work for details related to the printing and production of CFIA seed tags.
A.4.3 Overruns and Underruns
No Overruns and no Underruns will be accepted.
A.5. SEED TAGS – PRINTING AND PRODUCTION TO FINAL FORMAT
CFIA requires seed tags in pinfeed and single versions for distribution to various locations (consignees) throughout Canada.
Printing work will consist of taking the final approved layout of artwork of the requested CFIA seed tag(s) and processing it for printing. Artwork may be supplied as either hard copy or electronic files. The service will also consist of the physical process of provision of proofs for approval, printing the required seed tags, production to final format, preparation and packaging for distribution as required for each Work request.
The Contractor must determine the printing methods best suited to meet the printing and quality requirements of the CFIA seed tags, unless instructed otherwise by the CFIA Technical Authority.
A.5.1 Quality Levels
The print quality level is Informational as identified on the detailed specifications for each item in
accordance with the Public Works and Government Services Canada publication entitled "Quality Levels for Printing P1010C", “Quality Levels for Colour Reproduction P1011C and " Quality Levels for Forms P1013C", latest issues. The Contractor must ensure that the quality level is met for all seed tags produced as a part of the Contract.
CFIA will refuse to accept any poor quality product and will require replacement or correction at the Contractor’s expense.
A.5.1.1 Quality Assurance by the Contractor
The Contractor must perform all necessary quality assurance procedures to ensure the product meets the specified quality levels and specifications of the Annex “A” Statement of Work.
A.5.1.2 Production Errors and/or Distribution Errors:
The Contractor is responsible for ensuring that only the latest approved version of any of the CFIA seed tags are produced and delivered at all times.
A.5.1.2.1 Faulty Material / Poor Quality Product
Faulty material refers to any damaged material delivered by the Contractor or any material not meeting the specifications, and/or the approved proofs, and/or the quality level required as per the Annex “A” Statement of Work.
A.5.1.2.2 All the Work is subject to inspection and acceptance by the CFIA. Inspection and acceptance of the Work by the CFIA does not relieve the Contractor of its responsibility for defects or other failures to meet the requirements of the Contract. The CFIA will have the right to reject any work that is not in accordance with the requirements of the
Contract and require its correction or replacement at the Contractor's expense.
A.5.1.2.3 Despite inspection and acceptance of the CFIA seed tags by the CFIA and without restricting any other provision of the Contract or any condition, warranty or provision imposed by law, the Contractor warrants that, for 12 months (or any other period stated in the Contract), the CFIA seed tags will be free from all defects in design, material or workmanship, and will conform to the requirements of the Contract. The warranty period begins on the date of delivery, or if acceptance takes place at a later date, the date of acceptance.
A.5.1.2.4 In the event of a defect or non-conformance of the CFIA seed tags during the warranty period, the Contractor, at the request of Canada to do so, must replace at its own option and expense the part of the Work found to be defective or not in conformance with the requirements of the Contract. Replacement quantities of CFIA Seed Tags must be produced and delivered in accordance with the delivery schedule stipulated in A.5.3 for Regular Service.
A.5.1.2.5 Distribution Errors
If any CFIA seed tags are wrongly shipped, due to error on the part of the Contractor, the Contractor must replace and redistribute the required CFIA seed tags to the correct address.
Should any CFIA seed tags which have been wrongly shipped need to be returned to the Contractor’s facility, the Contractor is responsible for all shipping costs.
A.5.2 Material Supplied / Components A.5.2.1 Components:
The CFIA Technical Authority will supply electronic files in PDF format as well as a sample of each CFIA seed tag from the previous production.
The Contractor must preflight supplied files within two (2) business days of their reception. The Contractor must contact the CFIA Technical Authority immediately if there are problems accessing or processing the files or printing from the supplied files.
All components required to for the Contract, whether produced or purchased by the Contractor or provided to the Contractor, are the property of the Government of Canada.
The Contractor must return all components to the CFIA Technical Authority within five (5) working days of receiving the request to do so, and at no additional cost to Canada.
Components must be packaged appropriately and shipped in a manner to ensure safe delivery at the specified destination.
A.5.2.2 Mailing Lists:
Each year the CFIA Project Authority will provide the Contractor with up-to-date electronic list(s) of the contact information and mailing and delivery addresses for each the CFIA destination addresses as well as the up-to-date information for the CFIA “invoice-to” representatives.
A.5.3 Service Standards
The following provisions relative to varying levels of service apply to the time elapsed between the receipt of a request by the Contractor and the delivery to the CFIA ordering office. The different levels of service are described below:
Regular Service – Initial Work Request – Production and Delivery at Destination(s):
The Official Seed tags must be delivered to the destination(s) within the time frame agreed to by the CFIA Project Authority. The CFIA Project Authority will provide the Contractor a minimum of four (4) weeks / twenty (20) business days and not more than eight weeks / forty (40) business days for delivery of the complete quantities to the destination address(es) from approval to the Contractor by the CFIA Project Authority to proceed with the initial Work Request.
Regular Service – Additional Work Requests – “If and when” requested:
The required CFIA seed tags must be delivered to the destination(s) within the time frame agreed to by the CFIA Project Authority. Based on the quantity of CFIA seed tags specified in the Work Request, the CFIA Project Authority will provide the Contractor a minimum of four (4) weeks / twenty (20) business days and not more than eight weeks / forty (40) business days to complete the production and delivery of the complete quantities at the specified destination address(es) from approval to the Contractor by the CFIA Project Authority to proceed with the Work request.
A.5.4 CFIA Seed Tag Material and Production Proofs
A.5.4.1 The Contractor must not print or produce any seed tag to final format without the written approval of the CFIA Techinal Authority. Proofs are required after contract award and before any printing or production can commence. Unless there is a revision to the CFIA seed tag artwork/image, proofs will only be required before the initial printing requirements of CFIA seed tags. Once the CFIA Technical Authority has provided written approval to the Contractor , the Contractor is responsible for ensuring that only the latest approved version of any of the CFIA seed tags are produced and delivered at all times.
A.5.4.2 Within fourteen (14) days calendar days of contract award and before production, the Contractor must provide the following to the identified CFIA Technical Authority:
A.5.4.2.1 Evidence, in the form of a letter to the CFIA Technical Authority, that the stock being used for the purposes of meeting the requirements for the production of the seed tags under this contract for all Work Requests meets the mandatory stock specification to use the SKXC, Clay coated 2 sides, 10 mil., 150 lb stock in the stated colours as specified in section A.5.5 of this Annex “A”
Statement of Work. A document from the stock manufacturer of the specified stock, certifying that the stock is the same thickness, the same finish, and meets the requirements for usage as specified in A.5.5 of this Annex “A” Statement of Work, must also be provided to the CFIA Technical Authority.
A.5.4.2.2 One (1) proof of each of the CFIA seed tags provided as PDF files to the CFIA Technical Authority for review of the text quality and layout. The proofs must be in colour, must be 100% in size, indicate all bleeds, crop marks for final trim size, perforation lines, pin-feed holes, and die- cut slots as required for each CFIA seed tag style. The proofs must indicate which image is the front side and which is the back side.
A.5.4.2.3 Two (1) complete sets of swatches of coloured SKXC stock in each of the required CFIA seed tag colours. One (1) set will be held by the CFIA Technical Authority on file.
A.5.4.2.4 26 sets of proofs of each seed tag style printed in the required ink colour(s) and on the specified coloured SKXC stock. The colour of the proof submitted must represent the final CFIA seed tag colour for each seed tag. Proofs must be printed on two (2) sides
A.5.4.2.5 Proofs must be provided to:
Canadian Food Inspection Agency (CFIA) Seed Section
59 Camelot Drive,
Attention: To be provided upon contract award Ottawa, ON K1A 0Y9
The CFIA Technical Authority will keep 25 proofs of each CFIA seed tag and return one (1) approved set to the Contractor within ten (10) business days from receipt of proofs. If proofs are not approved due to non-compliance with the stated specifications, the Contractor must resubmit the identified proofs to the CFIA Technical Authority at no additional cost to Canada.
Proofs may also be requested prior to production of CFIA seed tags in the event of a change to the CFIA seed tag text/design. When proofs are requested, the Contractor must supply the proofs within ten (10) business days of receipt of the revised artwork from the CFIA Technical Authority.
A.5.5 Required CFIA Seed Tag Stock – No deviation will be accepted for the required seed tag material
Usage: CFIA seed tags material must withstand weather conditions such as direct sunlight, heat, humidity, rain and snow.
CFIA seed tags must meet a life expectancy of at least five years.
A.5.6 Printing and Construction of Seed Tags
Printing: All CFIA tags print on two (2) sides, tumble.
Stock: SKXC, Clay coated 2 sides, 10 mil., 150 lb, NO SUBSTITUTE WILL BE ACCEPTED.
Stock Colours: White, blue, yellow, lilac, green, red, orange, and grey
Inks: The Contractor must use inks designed for outdoor or extended use applications. The inks used must be appropriate for the usage and handling* of the CFIA seed tags and must withstand weather conditions such as direct sunlight, heat, humidity, rain and snow.
Text on the CFIA seed tags prints in black, blue, red, purple as specified for each CFIA seed tag (refer to the table in A.5.6.3), bleeds.
Parcelling: Box by 1,000 CFIA seed tags per box and in cartons of 10,000 CFIA seed tags as specified in A.6.1.
A.5.6.1 Construction: Continuous - Pinfeed Seed Tags
Dimensions: Pinfeed tags measure 5-3/4 inches width (including edges with pin feed holes on right and left) by 2-1/2 inches height. Size variations in tags will not be accepted.
Perforations: Perforation between seed tags every 2-1/2 inches. The perforation must be resistant enough to pass through the printing machines that will be used by the end user but must not be too hard for tearing off.
The Pinfeed hole strips on both left and right edges must not be perforated.
Continuous CFIA seed tags with pinfeed holes must not have the corners cut and must be printed without eyelets.
Die-cut: As specified for each CFIA seed tag, two (2) die-cut slots are located at every 2-1/2 inches (at perforations). One (1) centre slot and one (1) additional slot are required as per the sample from previous productions. The required slots must be compatible for use with Dennison Dialset equipment.
The Contractor must provide a proof of the die-cut slots as specified in A.5.4.2.2 to the CFIA Technical Authority for approval before production.
A.5.6.2 Construction: Individual Seed Tags
Dimensions: Single seed tags measure 5-1/4 inches by 2-1/2 inches. Size variations in tags will not be accepted.
A.5.6.3 Listing of Seed Tags
The “type” shown for tags CFIA 0029, 0030, 0035, 0046 and 0048, indicate a difference in printing requirement for the purpose of this RFP. The “type” is not to be printed on the tag.
Seed Tag Form Number
Description Style/Format CFIA 0029 Type A, Red stock with black ink, with words “Inner Label –
Étiquette Interne” printed across in open face type ½ inch high and screened 10% in black.
Pinfeed
CFIA 0029 Type B, Red stock with black ink Pinfeed
CFIA 0030 Type A, White stock with black ink, with words “Inner Label – Étiquette Interne” printed across in open face type ½ inch high and screened 10% in black.
Pinfeed
CFIA 0030 Type B, White stock with black ink. Pinfeed
CFIA 0031 Light blue stock and dark blue ink (from choice of Pantone Matching System numbers 278C, 283C, 284C, 290C, 291C, 297C)
Pinfeed Singles
CFIA 0032 White stock and black ink Pinfeed
CFIA 0033 Lilac stock and purple ink (from choice of Pantone Matching System numbers 251C, 256C, 257C, 263C, 264C, 270C)
Pinfeed
CFIA 0034 White stock and red ink Pinfeed
CFIA 0035 Type A, Dark blue stock with black ink, with words “Inner Label – Étiquette Interne” printed across in open face type ½ inch high and screened 10% in black.
Pinfeed
CFIA 0035 Type B, Dark blue stock and black ink Pinfeed
CFIA 0036 Yellow with black ink (120C, 121C, 122C, 127C, 128C) Pinfeed
CFIA 0037 White stock and blue ink Pinfeed
CFIA 0038 Green stock and black ink. (347C, 361C, 362C, 363C) Pinfeed CFIA 0039 Orange stock and black ink. (1485C, 1495C) Pinfeed
CFIA 0040 Light blue stock and dark blue ink Pinfeed
CFIA 0046 Type A, White stock with black ink with words “Inner Label – Étiquette Interne” printed diagonally across in open face type ½ inch high and screened 10% in violet stripe diagonally across.
Pinfeed
CFIA 0046 Type B, White stock and black ink, and screened 10% in violet stripe diagonally across.
Pinfeed CFIA 0048 Type A, Grey stock with black ink with words “NOT FINALLY
CERTIFIED - NON-CERTIFIEES DEFINITIVEMENT” printed diagonally across in open face type ½ inch high and screened 10% in black
Pinfeed
CFIA 5627 Light blue stock and dark blue ink (from choice of Pantone Matching System numbers 278C, 283C, 284C, 290C, 291C, 297C)
Pinfeed Singles
Refer to Appendix 1, Appendix 2, and Appendix 3 to Annex “A” visuals for reference of a selection of CFIA seed tags and for additional historical information related to quantities of seed tags produced in the past five (5) years and CFIA ordering offices.
The information included in Appendix 1 - Appendix 3 to Annex “A”, is supplied in order to provide a historical perspective of all the types and the quantities of the CFIA seed tags supplied previously. It does not represent a firm commitment that the same level of ordering activity will continue or that all of the CFIA seed tags will continue to be included or ordered in the same quantities. CFIA seed tags may be removed, modified, or added (if the specifications meet the current specifications of the CFIA seed tags as priced in the Annex “B” Basis of Payment) to the inventory over the term of the Contract. Any of the CFIA offices currently ordering may be deleted from or new CFIA offices added to the list of authorized CFIA ordering offices during the Contract.
A.5.7 Storage of CFIA Seed Tags as Required During Production and for Distribution to Final Destination Addresses:
If the Contractor must store the CFIA seed tags during production and before distribution to the final destination addresses, the Contractor must provide all necessary storage space for CFIA seed tags in a secure, climate controlled storage space. The storage area used to store CFIA seed tags must conform to the following minimum requirements:
a. The temperature must be maintained, at all times, above the freezing point and at a temperature that is appropriate for the storage of printed matter;
b. Humidity must be controlled at a level that is appropriate for the storage of paper and printed matter;
c. CFIA seed tags must be stored in such a way as to ensure that the tags will not be damaged while in storage;
d. CFIA seed tags must be protected by a sprinkler system and proper fire extinguishing equipment.
The Contractor must maintain the storage area where any of the CFIA seed tags are stored as a secure environment, supervised or locked at all times. The warehouse must be equipped throughout the life of the Contract with an alarm system for after-hours security.
The Contractor must limit access to the CFIA seed tags during production and, as applicable, while in storage. Access must be limited to the Contractor’s resources engaged in providing the required printing, finishing, packaging and distribution services.
The Contractor must permit random on-site visitation by the CFIA Project Authority and/or authorized CFIA personnel for the purpose of inspecting CFIA’s secure material. Visits will be during the Contractor’s normal working hours of operation.
A.6. DISTRIBUTION
The Contractor must make all arrangements with the destination address to schedule a time and date for delivery of the completed CFIA seed tags as follows:
Distribution may consist of single or multiple types and quantities of CFIA seed tags as specified in the Work request.
Distribution services are required on a national basis. The consignee code listing (Appendix 4 to Annex
“A”) is for information only and is subject to change. The addresses for the CFIA Regional offices will provided to the Contractor at the time of the Work request. Multiple delivery addresses are possible within each region.
The Contractor is responsible for all distribution activities, including ensuring the timely and safe arrival of all CFIA seed tags at the specified CFIA destination address(es). This includes all tracking and reporting requirements up to confirmation of receipt at destination, for all CFIA seed tags.
The method of monitoring distribution used by the Contractor must be capable of providing ongoing, up to date information on the status of any of the CFIA seed tags from the time it leaves the point of departure to arrival at the specified destination. The Contractor’s system must give current information on the status of any CFIA seed tag, at any time requested by the CFIA Project Authority.
A.6.1 Packaging and Labelling
The Contractor is responsible for the individual and bulk packaging of the CFIA seed tags being distributed. This includes but is not limited to all labelling, inserting, sealing, gathering, packing, and sorting to prepare the CFIA seed tags for shipping as well as delivery to the CFIA ordering offices in an undamaged state.
CFIA seed tags must be boxed by 1,000 CFIA seed tags per box. The boxes of 1,000 seed tags must be packaged in cartons of 10,000 seed tags (ten [10] boxes of 1,000 seed tags) per carton. Boxes and cartons must be labelled to indicate which CFIA seed tags is contained within. The number of CFIA seed tags per box must be accurate.
Packaging must be appropriate for the size of the contents.
Cartons must be loaded to capacity without fillers. If an order is large enough to permit that order to be shipped on a shipping pallet, the entire order is to be shrink-wrapped on the pallet. The packaging must be appropriate for safe distribution of the required items in the most economical and practical manner.
The Contractor must provide all shipping materials such as boxes, cartons, and pallets.
The Contractor is responsible for addressing any items being distributed. This includes output and application of any required labels.
Bilingual packaging and labelling as specified in this A.6 of this Annex “A” Statement of Work are the Contractor’s responsibility, as well as shipping-related activities.
All shipping material must have a bilingual return address as well as the destination address. The return address must be that of the Contractor. The Contractor must ensure that the layout for the labels conforms to any carrier regulations.
If an order is large enough to be shipped on pallets, the Contractor must confirm with the CFIA ordering office that the office or the receiving address can accept the pallets before the order is shipped.
The Contractor is responsible for all distribution.
A bilingual packing slip must be included with every shipment. All shipping materials such as boxes, cartons or pallets must include a bilingual packing slip that shows the document numbers, document titles, quantity per package and number of packages of any documents inside.
CFIA Seed tags may be distributed to the regional offices across Canada in the provinces identified in Appendix 4 to Annex “A”.
A.6.2 Shipping Rates
Shipping costs incurred in the performance of the work will be paid by the CFIA, at cost with no allowance for profit or overhead and upon receipt of proper cost support documentation. Transportation charges are to be prepaid by the Contractor and shown as a separate item on the invoice, supported by a copy of the prepaid transportation bill.
