Large Format Printer Equipment Supply and Maintenance

Normalized category

Executive summary

This document is not itself an RFP or specific procurement opportunity, but rather a comprehensive set of standard instructions that SSC incorporates by reference into all its solicitations. Version 1.4 (dated April 1, 2019) establishes uniform rules and procedures for bidders participating in SSC procurements. The instructions cover questions and communications, bid submission requirements, evaluation procedures, security clearances, certifications, and special conditions for telecommunications procurements. It defines mandatory requirements, evaluation processes, bidder responsibilities, and Canada's rights in procurement. The document addresses multiple procurement types including regular RFPs, Invitations to Qualify (ITQs), Requests for Standing Offers (RFSOs), and Requests for Supply Arrangements (RFSAs). Special sections address telecommunications procurements subject to CRTC regulation. The instructions establish baseline compliance standards and procedural fairness for all bidders across SSC's procurement activities.

Mandatory requirements

1. 01Bidder must have legal capacity to contract (sole proprietorship, partnership, or corporate body must provide supporting documentation).
2. 02Bidder must have a Procurement Business Number (PBN) before award of any resulting instrument.
3. 03For joint ventures: must clearly identify as joint venture and provide name of each member, PBN of each member, representative member name, and joint venture name.
4. 04Bids must be signed by the bidder or authorized representative.
5. 05All equipment and software bid must be 'off-the-shelf' unless otherwise stated, meaning commercially available with field-proven operational history.
6. 06Any system bid must be 'off-the-shelf' unless otherwise stated, with equipment and software forming part of existing system with field-proven operational history.
7. 07Bidder certifies that all proposed resources will be available to perform the Work if contract awarded.
8. 08Bidder certifies that all information in résumés and supporting material has been verified as true and accurate.
9. 09If proposing non-employee resources, bidder must have written permission from individual and provide confirmation of availability upon request.
10. 10Bids must meet each and every mandatory requirement identified by 'must' or 'mandatory' in the solicitation.
11. 11Prices must be single, firm, all-inclusive prices unless otherwise indicated.
12. 12Prices must be quoted in Canadian dollars unless solicitation contemplates foreign currency.
13. 13Unless otherwise indicated, prices must exclude applicable taxes and be evaluated on that basis.
14. 14Unless otherwise indicated, prices must be FOB destination with Canadian customs duties and excise taxes included.
15. 15Financial bid must include all costs for entire contract period, including any option years.
16. 16Bidder must identify all necessary equipment, software, peripherals, cabling, and components required to meet solicitation requirements.
17. 17Products bid must be in current production by bidder or applicable manufacturer as of closing date.
18. 18Claims that future upgrades or releases will meet mandatory requirements where not available on closing date will not be considered.
19. 19Bidder must obtain security clearance as specified in solicitation (either on closing date or before contract award, per solicitation).
20. 20Bidder certifies it does not consider itself in conflict of interest nor to have unfair advantage.
21. 21By submitting bid, bidder warrants that every proposed individual is capable of performing Work described in resulting contract.
22. 22Bidder certifies compliance with Code of Conduct for Procurement.
23. 23If solicitation requires Federal Contractors Program for Employment Equity certification, bidder must provide before contract award.
24. 24If solicitation requires OEM certification for hardware, bidder must confirm OEM status for each item or provide OEM's certification.
25. 25If solicitation requires Software Publisher certification, bidder must confirm status or provide Software Publisher's authorization.
26. 26For former public servants receiving pension, bidder must provide required information if applicable.
27. 27For former public servants who received lump sum payment, fees subject to $5,000 limit including taxes.
28. 28Bid must be complete and submitted by closing date and time in proper format.
29. 29Bid must include bidder's name, address, contact information for representative, and solicitation number.
30. 30Submission of Ownership and Control Information required if procurement subject to National Security Exception (if requested by Contracting Authority).
31. 31For telecommunications procurements: appropriate regulatory certification (Forms A, B, C, or D) must be provided based on tariff status.
32. 32No bid will be declared compliant if bidder is not OEM for all hardware unless OEM certification provided.
33. 33No contract awarded to bidder that is not Software Publisher for all proprietary software unless authorization provided.

Suggested win themes

1. —Compliance excellence: Demonstrate meticulous attention to all mandatory requirements and mandatory certifications; ensure 100% complete bid submissions with no blank pricing cells; proactively provide clarifications before being asked.
2. —Financial strength: Prepare comprehensive financial documentation (3-year statements, cash flow projections, credit confirmations) demonstrating strong liquidity and financial stability; consider providing security (performance guarantee, irrevocable letter of credit) to strengthen position.
3. —Customer advocacy: Secure strong customer references with availability and willingness to respond within 5 FGWD windows; have reference customers articulate specific, measurable benefits and satisfaction with your performance.
4. —Resource capability: Propose qualified, available resources with clearly documented relevant experience (including specific dates, responsibilities, measurable outcomes); be prepared for potential interviews, demonstrations, or resource substitution scenarios.
5. —Risk mitigation: Clearly address any potential conflicts of interest or unfair advantage issues proactively during the question period; demonstrate compliance with Code of Conduct for Procurement through detailed, honest bid submission.