Letter of Interest (LOI): Gatineau 2 Preservation and Access Facility, Library and Archives Canada

This Letter of Interest (LOI) is hereby amended to update the Contracting Authority contact information.
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Letter of Interest (LOI): Gatineau 2 Preservation and Access Facility, Library and Archives Canada

This Letter of Interest (LOI) is released by the Government of Canada following the announcement of the construction of a new state-of-the-art preservation and access facility, outlined in the Library and Archives Canada (LAC) 2016-17 Report on Plans and Priorities.

This is not a bid solicitation. This LOI will not result in the award of any contract, nor result in the creation of any source list; therefore, whether or not any potential supplier responds to this LOI, it will not preclude that supplier from participating in any future procurement. The information obtained pursuant to this LOI may or may not be used in any Request for Qualification (RFQ) or Request for Proposal (RFP) at a future date. The Government of Canada will not reimburse any respondent for expenses incurred in responding to this LOI.

BACKGROUND
This project is a solution to Library and Archives Canada’s ongoing and future needs for special purpose infrastructurethat provides appropriate preservation and access space for its analogue archival holdings. The project is also the centerpiece of LAC’s Long Term Real Property Plan (LTRPP) further to LAC vacating facilities that do not meet its needs and/or are cost inefficient. The construction of this new facility will enable the consolidation of LAC’s archival holdings to its Gatineau, Quebec campus and provide LAC with the means to sustain its renewed real property portfolio for the foreseeable future.

OBJECTIVE OF LOI

• Inform the industry and industry associations of potential upcoming contracting opportunities
• Highlight the Gatineau 2 Preservation and Access Facility Project Objectives
• Outline the approach to the P3 procurement to ensure a fair, open and transparent process
• Identifypotential associated contracts for the Gatineau 2 Project

ENQUIRIES
Respondents with questions regarding this LOI may direct their enquiries to the Contracting Authority identified herein. Since this is not a bid solicitation, Canada will not necessarily respond to all enquiries in writing or by circulating answers to all potential suppliers. Enquiries may be submitted in either official language of Canada.

CONTRACTING AUTHORITY
Patrick Kelly
Place du Portage, Phase III
11 Laurier Street
Gatineau QC J8X 4A6
Email: (email on the official notice)

CLOSING DATE
This LOI may be augmented with additional phases, and may include a call for input from industry. A response is not required at this time. The LOI closing date published herein is therefore not the final deadline for comments or input. The LOI closing date may be extended if and when subsequent phases are initiated.

PROJECT OBJECTIVES

Long-term Real Property Plan (LTRPP)
- Construction of Gatineau 2 will allow LAC to further consolidate its archival holdings at its Gatineau campus while expanding its capacity for meeting future needs. It will also enable LAC to sustain its renewed real property portfolio for the foreseeable future.

Support the storage and long-term preservation of LAC’s existing and future analogue textual holdings.

• Gatineau 2 will be designed to modern standards, using state-of-the-art technologyto provide optimum conditions to facilitate the long-term preservation of LAC’s textual archival holdings.
• Linking Gatineau 2 with LAC’s existing Preservation Centre in Gatineau will reduce the risk posed by moving holdings between two buildings,while achieving operational efficiencies and minimizing duplication of infrastructure support.

Promote Economic Growth
- Strengthen the economy through local and regional job creation during construction of the facility.

Provide Value for Money for Canadians

• Providea long-lasting asset that meets advanced preservation standards
• Obtain and maintain the high quality asset at the lowest life cycle cost possible

Foster Sustainable Development and Urban Integration

• Build a facility that contributes tothe city of Gatineau’s landscape by providing architectural quality and features that complement existing infrastructure
• Support the federal government’s sustainable development goals with a building design that meets the LEED standard, is suitable for the building’s functions and provides the best possible compromise between sustainability goals and cost.
• Plan and construct a project that protects the surrounding natural environment through environmental monitoring and mitigation measures

PROCUREMENT PROCESS
The provision of design, build, finance, operate, maintenance and rehabilitation services is expected to be procured through a Public-Private Partnership (P3) procurement process. Due to the complexity of the requirement, the procurement may be conducted in one continuous process consisting of two separate and sequential stages:

Stage 1 - Request for Qualifications - Spring/Summer 2017

• Process open to any Canadian or international company or consortium
• The threehighest ranked qualified respondents would be identified and invited to proceed to the Request for Proposals stage

Stage 2 - Request for Proposals - Fall 2017 to Spring 2018

• The three Proponents identified in Stage 1 would be invited to submittechnical and financial proposals
• Project Agreement would be signed between the Private Partner and the Government of Canada

POTENTIAL ASSOCIATED CONTRACTS FOR THE GATINEAU

2 PROJECT
Contracts may be awarded for the following requirements inassociation with the Gatineau 2 Project. Suppliers should be aware that being awarded any of the following contracts would preclude their participation as a member of the prospective consortia of the Gatineau 2Preservation and Access Facility P3 Procurement Process. The objectives and approximate timeframe of Procurement listed are for reference only and may vary from the solicitations published. Other contracts that are not listed below may be awarded.

AdvocateArchitect - Summer/Fall 2016

• Perform studies and technical analysis for the project (e.g. Geotechnical, architectural, shelving)
• Present recommendations to inform Canada of options and alternatives, and assess options (pros/cons, including initial costs and life-cycle costs)
• Prepare the necessary reference concept drawingsand contract drawings to effectively guide designs by the contractor and/or Private Partner in order to meet the objectives of the Project
• Prepare performance specifications and service specifications
• Provide technical advice and assistance during the P3 RFQ and RFP process
• Advise on the content of technical evaluation submission requirements and criteria
• Participate in technical evaluationcommittees (as required)
• Provide expertise during the P3 Design, Construction, and Post-construction phases.

Cost consultant - Summer 2016

• Develop Budget Estimates for below and above ground building alternatives
• Develop preliminary and final Class ?C? Cost Estimates in conjunction with the indicative designs developed by the Advocate Architect
• Provide cost analysis in support of a risk workshop forming part of the procurement options analysis to be conducted by PPP Canada

Fairness Monitor - Spring 2016
• Provide oversight of the procurement process to ensure fairness, transparency, and integrity.

Financial Advisor - Summer 2016

• Input to project planning and development of the Business Case
• Cost-Benefit Analysis
• Quantitative comparison of delivery model
• Assist with Market Sounding and Risk Workshop
• Value for Money report

Legal Advisor - Spring/Summer 2016

• Provide legal advice
• Negotiation
• Delivery of legal documents associated with the procurement process (e.g. Project Agreement, Schedules)

Insurance Advisor - Summer 2016
• Develop and provide advice on the project’s insurance and limitation of liability requirements

Independent Certifier - Winter2019

• Joint appointment with duty of care obligations to both Canada and the Private Partner.
• Verify the compliance of work performed by the Private Partner
• Monitor the Project’s progress against the Project Agreement
• Certifythequality of the work performed
• Reviewand certify all of the Private Partner’s submittals
• Perform audits, inspections, and spot check testing
• Monthly reporting to LAC and Project Co.
• Services required throughout Design, Construction, and O&M periods

GOVERNMENT OF CANADA’S INTEGRITY REGIME
The Government of Canada iscommitted to open, fair and transparent contracts and real property agreements. A strong government-wide Integrity Regime has been put in place to ensure that the Government conducts business with ethical suppliers in Canada and abroad. It will foster ethical business practices, ensure due process for suppliers and uphold the public trust in the procurement process. All respondents will be required to comply with the Integrity Regime (http://www.tpsgc-pwgsc.gc.ca/ci-if/ci-if-eng.html)

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.