645-RFP Reprographic Services

The AER requires a service provider for the Alberta Geological Services (AGS) branch. While AGS is the primary user of the services, other AER branches may, at the AER's discretion, access and utilize the resulting agreement as required. We are seeking proposals from reprographic vendors experienced in the conversion of various physical artefacts to electronic records from a production facility that can service operations in the Edmonton Regional Office (ERO).
The Regulatory Data Delivery team is responsible for the dissemination of data submissions received from industry in support of the AER’s acts, regulations, and rules governing energy resource development in Alberta. AER customers include both internal and external parties such as consultants, landowners and lawyers.
The purpose of this Request for Proposal (RFP) is to solicit proposals for reprographic services, particularly the conversion of physical documents to electronic format. Having electronic documents available will allow for greater accessibility, enhanced full text searching and the reduced need for physical storage space.

Proposal Submissions Requirements
a) All responses to this RFP will only be accepted through Workday using the link found on APC.
b) Respondents will submit the Technical & Commercial (pricing) proposals separately through Workday using the link found on APC. Please refer to Section 5 for additional details on format and submission. Any additional or supplementary pricing that Respondents wishes to include apart from Section Bid Form: Worksheets, Pricing in Workday must attach it to the respective section Bid Form – Requested Documents.
Any supplementary pricing attachments provided in any other section of Workday will be deemed non-compliant and may result in disqualification of the proposal.
c) Proposals must be received no later than the RFP closing date and time.
d) The Signature and Waiver form in the RFP shall be completed, signed by an authorized representative of the respondent, and included in the proposal.
e) No commercial (pricing) information shall be included in the technical information, and vice versa.
f) Respondents may not be in contact with the requesting AER Branch regarding this RFP. All communication between all Respondents and the AER within the timeframe between the RFP posting date and the date when the contracts is officially awarded on APC, must only be done through AER Procurement. Any contact prior to evaluation will result in Respondent disqualification.

All requests for clarification and questions regarding this RFP must be submitted using the Workday Message Center. The AER will ONLY respond to questions submitted via Workday.
It is further requested that all clarification and questions be received no later than September 30, 2026 14:00 Hours (MDT). All questions will be answered on or before October 6, 2026. Although every attempt will be made, the AER cannot guarantee that questions received beyond this time period will be answered prior to the RFP closing time.