Repair and maintenance services of motion picture film equipment, and related audiovisual equipment

1.        Advance Contract Award Notice (ACAN)

An ACAN is a public notice indicating to the supplier community that a department or agency intends to award a contract for goods, services or construction to a pre-identified supplier, thereby allowing other suppliers to signal their interest in bidding, by submitting a statement of capabilities. If no supplier submits a statement of capabilities that meets the requirements set out in the ACAN, on or before the closing date stated in the ACAN, the contracting officer may then proceed with the award to the pre-identified supplier.

2.        Definition of the requirement

Library and Archives Canada has a requirement for the provision of repair and maintenance services of motion picture film equipment, and related audio-visual equipment.

The required services include:

• Construction, repair, maintenance and modification to motion picture liquid-gates, used

for optical film copying on Oxberry printers (16mm and 35mm formats and obsolete

formats such as 8mm, Super8mm, 9.5mm and 28mm motion picture);

• Construction, repair, maintenance and modification to all related devices such as

sprocket drives, pins, gears, pumps, vacuums, viewers, hoses, camera mechanisms,

film magazines, filters, etc.;

• Repair, construction and modification of motion picture film cleaning equipment,

including Lipsner-Smith and PTR rollers installation and upkeep;

• Repair and modification of motion picture film editing equipment, specifically Intercine

flatbed viewers and Steenbeck viewers, including machines for 16mm, 35mm,

super8mm, 9.5mm, 28mm, and 8mm film formats;

• Repair and modification of motion picture film processing equipment, specifically Triese

Engineering 16mm/35mm demand drive unit, and related chemical mixing tanks and

systems, including automatic replenishment feed and delivery systems;

• Construction, repair and modification of motion picture film equipment such as,

shrinkage gauges, synchronizers, splicers (cement/tape/ultrasonic), rewind, and related

rollers, pins, power supplies, etc.;

• Repair and modification of 16mm/35mm motion picture projectors, specifically Kinoton

models and related amplifiers, rectifiers, power supplies and controls;

• Related activities as required such as dismantling and construction of equipment,

warehousing of obsolete equipment, preparing equipment for transportation, packing,

building custom crates, etc. for equipment shipments etc.;

• Construction and installation of custom work spaces, including light tables, shelving,

including electrical and mechanical installations; and,

• Related maintenance, mechanical repairs, manufacture of replacement parts and

customized work solutions for audio and video equipment including but not limited to:

Keith Monks Disc Cleaning Machines; KL Archival Professional Archival Turntables;

and Simon Yorke Archival Turntables.

3.        Criteria for assessment of the Statement of Capabilities (Minimum Essential Requirements)

Any interested supplier must demonstrate by way of a statement of capabilities that it meets the following requirements:

1)        The bidder must have five (5) years of experience in the last ten (10) years maintaining, repairing and modifying Oxberry film printers;

2)        The bidder must have constructed motion picture liquid gates for Oxberry printers;

3)        The bidder must have five (5) years of experience maintaining, repairing and modifying motion picture film cleaning equipment;

4)        The bidder must have five (5) years of experience in the last ten (10) years maintaining, repairing and modifying motion picture Intercine and Steenbeck film editing equipment;

5)        The bidder must have five (5) years of experience in the last ten (10) years maintaining, repairing and modifying Triese Engineering 16mm/35mm demand drive unit motion picture film processing equipment and related chemical mixing tanks and systems, including automatic replenishment feed and delivery systems;

6)        The bidder must have five (5) years of experience in the last ten (10) years repairing, modifying and constructing shrinkage gauges, synchronizers, splicers (cement, tape and ultrasonic) and rewinds;

7)        The bidder must have five (5) years of experience in the last ten (10) years maintaining, repairing and modifying Kinoton 16mm/35mm motion picture projectors and related amplifiers, rectifiers, power supplies and controls.

8)        The bidder must have four (4) years of experience in the last ten (10) years repairing and manufacturing replacement parts and customized work solutions for audio equipment including but not limited to:

        Keith Monks Disc Cleaning Machines

        KL Archival Professional Archival Turntables

        Simon Yorke Archival Turntables

4.        Applicability of the trade agreement(s) to the procurement

This procurement is subject to the following trade agreement(s)

o        Canadian Free Trade Agreement (CFTA)

o        World Trade Organization - Agreement on Government Procurement (WTO-AGP)

o        Canada-European Union Comprehensive Economic and Trade Agreement (CETA)

o        Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP)

o        Canada-Chile Free Trade Agreement (CCFTA)

o        Canada-Colombia Free Trade Agreement (CCoFTA)

o        Canada-Honduras Free Trade Agreement (CHFTA)

o        Canada-Korea Free Trade Agreement (CKFTA)

o        Canada-Panama Free Trade Agreement (CPaFTA)

o        Canada-Peru Free Trade Agreement (CPFTA)

o        Canada-United Kingdom Trade Continuity Agreement (Canada-UK TCA)

o        Canada-Ukraine Free Trade Agreement (CUFTA)

5.        Justification for the Pre-Identified Supplier

The proposed supplier has proven unique expertise and skills in the repair and manufacture of replacement parts for obsolete equipment and the manufacture of precision equipment within exacting standards required for motion picture film analysis, copying and treatment. The supplier has also demonstrated knowledge of photographic optics as related to motion picture film analysis, motion picture cameras, printers and related equipment. The supplier also has proven expertise and skills in the manufacture of related audio and video equipment such as archival turntables. The supplier maintains their own manufacturing and construction capacity to design and rebuild custom equipment for obsolete motion picture film formats and related audio and video equipment.

6.        Government Contracts Regulations Exception(s)

The following exception(s) to the Government Contracts Regulations is invoked for this procurement under subsection 6(d) - "only one person is capable of performing the work".

7.        Exclusions and/or Limited Tendering Reasons

The following exclusion(s) and/or limited tendering reasons are invoked under the (section of the trade agreement(s) specified):

a.        Canadian Free Trade Agreement (CFTA) – Article 513.1(b)

b.        Revised World Trade Organization - Agreement on Government Procurement (WTO-AGP) – Article XIII.1.b

c.        Canada-European Union Comprehensive Economic and Trade Agreement (CETA) – Article XIII.1.b

d.        Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP) – Article15.10.2.b

e.        Canada-Chile Free Trade Agreement (CCFTA) – Article15.10.2.b

f.        Canada-Colombia Free Trade Agreement – Article 1409.1.b

g.        Canada-Honduras Free Trade Agreement – Article 17.11.2.b

h.        Canada-Korea Free Trade Agreement – Article 22.1.3.b

i.        Canada-Panama Free Trade Agreement – Article 16.10.1.b

j.        Canada-Peru Free Trade Agreement (CPFTA) – Article 1409.1.b

k.        Canada-United Kingdom Trade Continuity Agreement (Canada-UK TCA) – Article 10.13.1.b

l.        Canada-Ukraine Free Trade Agreement (CUFTA) – Article 10.13.1.b

8.        Ownership of Intellectual Property

Ownership of any Foreground Intellectual Property arising out of the proposed contract will vest in the Contractor.

9.        Period of the proposed contract or delivery date

The proposed contract is for a period of two (2) years and two (2) one-year option periods.

Initial contract:                 April 1, 2025 to March 31, 2027

First option period:                 April 1, 2027 to March 31, 2028

Second option period:        April 1, 2028 to March 31, 2029

10.        Cost estimate of the proposed contract

The estimated value of the contract, including option(s), is $200,000.00 (GST/HST extra).

11.        Name and address of the pre-identified supplier

KL Archival Film Equipment / 1479007 ONTARIO Ltd.

P.O. Box 1155

Almonte, Ontario

K0A 1A0

Canada

12.        Suppliers' right to submit a statement of capabilities

Suppliers who consider themselves fully qualified and available to provide the services described in the ACAN may submit a statement of capabilities in writing to the contact person identified in this notice on or before the closing date of this notice. The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.

13.        Closing date for a submission of a statement of capabilities

The closing date and time for accepting statements of capabilities is January 21, 2025 at 2:00 pm EST.

14.        Inquiries and submission of statements of capabilities

Inquiries and statements of capabilities are to be directed to:

Anne-Marie Aubry

Procurement Team Leader

550 de la Cité Blvd.

Gatineau, Qc

J8T 0A7

Telephone: 873-353-7351

E-mail: receptiondesoumission-bidreceiving@bac-lac.gc.ca

A contracting officer can use limited tendering for specific reasons outlined in the applicable trade agreements. The reason for this contract is described below:

• None