UNCLASSIFIED
Shared Services Canada
Workplace Technology Devices Initiative
Workplace Technology Devices Printing Products and
Data Centre Bulk Printing Products
Industry Engagement Day #2 Summary Report
Date: Nov 19, 2015
WTD Printing Products and Data Centre Bulk Printing Products
Industry Engagement Day #2 Summary Report
Unclassified
Table of Contents
Industry Engagement Day #2 Summary ....................................................................................................... 1
Annex A – Industry Engagement Day #2 Industry Attendees....................................................................... 7
Annex B – Industry Engagement Day #2 Agenda ........................................................................................ 9
Annex C – Industry Engagement Day #2 Presentation .............................................................................. 10
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INDUSTRY ENGAGEMENT DAY #2 SUMMARY
FOREWORD
This report summarizes the pertinent information presented during the live Industry Engagement Day #2
broadcast for the Workplace Technology Devices (WTD) Printing Products and Data Centre (DC) Bulk
Printing Products procurement on October 30, 2015, and serves to complement and support the Industry
Engagement Day #2 presentation deck posted on Buy and Sell (see Annex C).
W ELCOME AND INTRODUCTION
Shared Services Canada (SSC) hosted the WTD Printing Products and DC Bulk Printing Products
Industry Engagement Day #2 on October 30, 2015, via web conference and teleconference. In addition to
government representatives, 24 firms/associations participated in the day, for a total of 65 attendees. A
complete list of Industry attendees is available in Annex A.
Ms. Sarah McCallum moderated the session and opened by welcoming all participants, explaining the
logistics of the session, and providing an overview of the main points of the agenda (see Annex B).
OPENING REMARKS AND INDUSTRY D AY OBJECTIVES
Ms. McCallum introduced Mr. Pankaj Sehgal, Assistant Deputy Minister, Networks and End User Branch,
who welcomed participants and thanked them for taking the time to participate in this second Industry
Engagement Day. Mr. Sehgal explained that SSC appreciated their participation in the first Industry
Engagement Day, the Request for Information (RFI) and the first round of one-on-one sessions.
Mr. Sehgal explained the intent of the session was to describe the key outstanding decisions that SSC
still has to make, present the current Industry feedback that was received and some of the Government of
Canada’s (GC) current thinking on these outstanding decisions.
Mr. Sehgal further stressed that the material presented reflects the department’s current thinking only and
that no procurement decisions have been made.
Mr. Sehgal presented the fact that 23 firms attended the first Industry Engagement Day, and 17
responses were received to the RFI. Furthermore, 16 firms attended the one-on-one sessions. Mr. Sehgal
stated that SSC intends to have another round of one-on-one sessions in November that will focus
specifically on the outstanding decisions.
Mr. Sehgal stated that the presentation would also present the next steps on the procurement after
Industry Engagement is complete.
W HAT W E HEARD AND OUTSTANDING QUESTIONS : WTD PRINTING P RODUCTS
Ms. McCallum introduced Mr. Alan Manara, Director General, Workplace Technology, Networks and End
User Branch, and Mr. Dale Heins, Senior Director, Mainframe and Bulk Print Services, Service
Management and Data Centres Branch, to present an overview of Industry feedback to date, strategies
under consideration and outstanding questions. Mr. Manara is the service lead for WTD Printing Products
and Mr. Heins for DC Bulk Printing Products.
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Mr. Manara thanked participants for attending and reiterated that the purpose of this second Industry
Engagement Day and the second round of one-on-one sessions is to further the dialogue around specific
strategic decisions that SSC must make.
He also revisited the areas that Industry was invited to provide feedback on in July 2015 and explained
the areas where SSC is looking for further feedback to assist in making procurement decisions.
Mr. Manara stated that he would not go through all the details included in the following slides (from nine
to 32) but would focus on SSC’s current thinking and outstanding questions. If any participants want to
share feedback on these slides, they may send an email to SSC.consultationconsultation.SPC@canada.ca or discuss them at the upcoming one-on-one sessions.
1. SOURCING S TRATEGY: INDUSTRY FEEDBACK TO DATE (WTD PRINTING PRODUCTS )
Mr. Manara reiterated that he would focus on SSC’s current thinking.
SOURCING S TRATEGY: STRATEGIES UNDER CONSIDERATIONS (WTD PRINTING PRODUCTS )
Mr. Manara stated that there was a consensus that the DC Bulk Printing Products and WTD Printing
Products should be separate tendering processes. Furthermore, National and International requirements
should also be separate tendering processes to not limit the competition.
Mr. Manara raised the questions: should Optimization be merged with Fleet management? Is the decision
linked with the pricing model? Based on the pricing model chosen and SSC’s current thinking:
 If the Crown has all the risk, then Optimization should be a separate tendering process.

If the Crown shares the risk, then Optimization should be tendered with Fleet management.
SOURCING S TRATEGY: OUTSTANDING QUESTIONS (WTD PRINTING P RODUCTS )
Mr. Manara asked if any other solutions including print servers and print queues should be added to the
WTD Printing Products scope. The scope may be reviewed by Invitation to Qualify (ITQ), but no decision
has been made yet. This will be discussed during the Review and Refine Requirements (RRR) Phase.
2. VENDOR S TRATEGY: INDUSTRY FEEDBACK T O D ATE (WTD PRINTING PRODUCTS )
Mr. Manara reviewed the key points that were discussed at the first one-on-one sessions concerning the
Vendor Strategy, which stated that only one vendor should be responsible for a department or agency.
Furthermore, there is an assumption that the procurement vehicle will not be a National Master Standing
Offer (NMSO), as it does not limit the variability and solutions for a department or agency.
VENDOR S TRATEGY: S TRATEGIES UNDER CONSIDERATIONS (WTD PRINTING PRODUCTS )
Mr. Manara stated the current thinking in the Vendor Strategy is to qualify four to five vendors, to facilitate
the RRR phase. As to the number of contracts, the tendering process could result in one to five contracts,
but the current thinking is two to three.
VENDOR S TRATEGY: OUTSTANDING QUESTIONS (WTD PRINTING PRODUCTS )
Mr. Manara asked how best to divide “the pie” among the winning vendors, if more than one. In addition,
should the subsequent contract award be based on past performance of previous GC printing products
transformations? There is a lot of internal SSC dialogue around these questions with no decisions made
as of yet. Mr. Manara noted this will be a key focus of the second round of one-on-one sessions.
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3. PRICING S TRATEGY: OUTSTANDING QUESTIONS (WTD PRINTING PRODUCTS )
Mr. Manara stated that two different strategies were identified from the RFI #1 and the first round of oneon-one sessions:
 Base + Cost-per-Unit (CPU), which reduces the vendor’s risk as the base cost is covered;

Full CPU, where the vendor assumes significantly more risk.
Mr. Manara emphasized that SSC is looking to further its dialog with Industry regarding the Pricing
Strategy. There are a number of options, including emerging trends such as a cost per user, which need
to be considered before a final decision is made. He asked how to better balance the risks for the GC and
vendors to achieve a “win-win” scenario. Should a hybrid approach, like a combination of pricing models,
be considered? The intention is to encourage cost reduction of printing by reducing the number of printers
and impressions over the duration of the contract and to avoid paying a premium to negate uncertainty
and risk.
4. M ANAGEMENT OF LEGACY ENVIRONMENT: INDUSTRY F EEDBACK T O D ATE (WTD PRINTING
PRODUCTS )
Mr. Manara stated that there was no consensus from the RFI #1 and the first round of one-on-one
sessions on the management of legacy environment. The GC understands that this is a large cost driver
and needs to better understand the two approaches identified (i.e. will the GC be responsible or will the
vendor assume responsibility).
5.
VENDOR QUALIFICATIONS : INDUSTRY FEEDBACK T O DATE (WTD PRINTING PRODUCTS )
Mr. Manara reiterated that the GC is looking at qualifying only four to five vendors. Based on this
assumption, the vendor qualifications look to achieve assurances that selected vendors are positioned
and capable of meeting the GC’s expectations, needs, and requirements; and can handle an initiative the
scale and magnitude of the WTD Printing Products. Mr. Manara also stated that the GC will be evaluating
vendors on past performance. SSC has looked to other jurisdictions that have used past performance
criteria for bid evaluation and is looking for vendor input.
VENDOR QUALIFICATIONS : DRAFT WTD PRINTING PRODUCTS ITQ CRITERIA (#4)
Mr. Manara informed that the past performance criteria was modeled on the United Kingdom (UK). The
definition of Unsatisfactory, Satisfactory and Excellent will be provided prior to the next round of one-onone sessions, as well as included in the evaluation criteria at the time of ITQ posting.
VENDOR QUALIFICATIONS : DRAFT WTD PRINTING PRODUCTS ITQ CRITERIA (#4)
Mr. Manara stated that the GC is looking into awarding a contract that will be all encompassing to provide
an end-to-end approach to delivering this service. By evaluating service level performance against
established thresholds, the GC looks to get a good indication of the past performance of vendors.
SSC welcomes vendor feedback on the proposed ITQ criteria at the second round of one-on-one
sessions.
Mr. Manara concluded by inviting the vendors to provide strategies and rationale when providing SSC
with their feedback. He encouraged vendors to participate in the next round of one-on-one sessions and
to provide SSC with further feedback.
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W HAT W E HEARD AND OUTSTANDING QUESTIONS : DC BULK PRINTING PRODUCTS
Mr. Dale Heins thanked the vendors for participating in the RFI #1 and the first round of one-on-one
sessions.
Mr. Heins stated that the first round of one-on-one sessions raised the similarities and differences
between WTD Printing Products and DC Bulk Printing Products. It also suggested that the GC look to
separate the tendering processes of these two products. However, no final decision has been made yet.
Mr. Heins announced that DC Bulk Printing Products is planning to hold its own second round of one-onone sessions in mid-January. These sessions will be held after SSC completes a current assessment of
its Bulk Printing environment, which is targeted for completion early to mid-December. The results of this
current assessment and the second round of one-on-one sessions will be the foundation for the future
state of the service as it pertains to DC Bulk Printing Products.
GO FORWARD STRATEGY
Ms. McCallum introduced Mr. André Arsenault, Director, Workplace Technology Devices Initiative,
Networks and End User Branch, to present the Go forward Strategy.
Mr. Arsenault invited Industry participants to register for one-on-one sessions that will be held in midNovember to provide SSC with feedback on the key strategies as presented earlier by Mr. Manara.
He also stated that this second round of one-on-one sessions will focus exclusively on WTD Printing
Products; and, that a separate notice will be posted on Buy & Sell to inform Industry of the next round of
one-on-one sessions for DC Bulk Printing Products.
NEXT STEPS
Mr. Arsenault informed the participants that the presentation material, which includes feedback to date
and the outstanding questions, was posted on www.buyandsell.gc.ca.
He invited vendors and Industry Associations, interested in providing feedback to outstanding questions,
to attend a one-on-one session for WTD printing products with SSC the week of November 16 to 20,
2015.
Mr. Arsenault also requested that vendors send a confirmation email to SSC.consultationconsultation.SPC@canada.ca by Friday, November 6, 2015, to initiate the registration and scheduling
process.
In addition he reminded participants to send any communications and/or documentation regarding this
procurement to SSC.consultation-consultation.SPC@canada.ca.
NEXT STEPS : NO WRITTEN RESPONSE REQUIRED
Mr. Arsenault stated that no written response is required for this second round of one-on-one sessions.
However, if desired, Industry is welcome to send written responses to SSC.consultationconsultation.SPC@canada.ca and/or present a copy at their scheduled one-on-one session.
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T ENTATIVE SECURITY CLEARANCE
Mr. Arsenault reiterated that SSC has not yet finalized Security Clearance requirements. He confirmed
that vendors will be informed in a timely manner once a final decision is made and will be provided with
further information on the timing, process, and requirements to attain the appropriate clearances.
QUESTIONS AND ANSWERS
Upon conclusion of the presentations, Ms. McCallum opened the Questions and Answers period and
invited Mr. Manara and Mr. Heins back to the floor.
Three questions were submitted.
Question 1 from John Kingan, Ricoh
Will the information gathered as part of the Bulk Printing assessment be shared with Industry before the
second round of one-on-one sessions?
Answer 1: Mr. Heins stated that information that can be shared will be shared with the industry, before or
during the next DC Bulk Printing Products one-on-one sessions, which is planned for mid-January.
Question 2 from Pat McFadden – Canon
As the current NMSO has been extended until October 2016, what is the plan to transition to the new
contract?
Answer 2: Mr. Manara stated that no final decision had been made, but SSC may look to extend the
NMSO.
Question 3 from John Kingan - Ricoh (via email)
Our question was concerning the security clearances for the project. In regards to pages 40 and 41 of the
deck, the tentative security requirements for the personnel may be up to Secret level and the potential
Document Safeguarding Capability (DSC) requirement up to Protected B. Without knowing the specific
levels the GC will formulate or the specified locations for these required clearances, it will be difficult for
any vendor to show full compliance at contract award. The added challenge will be the timeline for
obtaining clearances as indicated on page 41 of the deck. Will the selected vendor(s) be given a realistic
period to obtain all the defined security clearances once they are fully defined by SSC? (This may include
a period stretching out after the contract is awarded to gain full compliancy.)
Answer 3: As communicated at the Industry Engagement Day #2 on Friday, October 30, 2015, SSC has
yet to finalize its security clearance requirements. SSC will finalize its security requirement at the RFP
stage, however, intends to inform Industry of its anticipated security requirement at the ITQ stage. ITQ
may include further information on the timing, process, and requirements to attain the appropriate
clearances, which will take into consideration the needed time for the successful vendor to obtain the
required security clearances. Please note, as stated in the Industry Engagement Day #1 notice posted in
July 2015, “the Government of Canada may require vendors to hold a security clearance level of secret or
higher to proceed with subsequent phases of the procurement.” Vendors interested in responding to the
upcoming ITQ may be required to at least prove to SSC that they have initiated the clearance process for
a minimum of Enhanced Reliability. Vendors are encouraged to contact SSC to initiate the sponsorship
process to obtain Enhanced Reliability clearance.
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RECAP/CLOSING REMARKS
Mr. Manara ended the session by thanking participants for their attendance and indicating that SSC is
looking forward to the opportunity to meet them in a second round of one-on-one sessions.
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ANNEX A – INDUSTRY ENGAGEMENT DAY #2 INDUSTRY ATTENDEES
No.
COMPANY
PARTICIPANT NAME
1.
4 Office Automation Ltd.
4 Office Automation Ltd.
4 Office Automation Ltd.
Bronson Consulting
Bronson Consulting
Canadian Information Technology Providers
Association (CITPA)
Canon Canada Inc.
Canon Canada Inc.
Canon Canada Inc.
Canon Canada Inc.
CompuCom Canada Co.
CompuCom Canada Co.
Compugen Inc.
Epson Canada
Epson Canada
Exile Group
Gartner
Gartner
HP
HP
Hypertec Systems
Hypertec Systems
IBM Canada Limited
IBM Canada Limited
Independent Print Management Group Inc.
(IPMG)
Integra Networks Corporation
Integra Networks Corporation
Itex Enterprise Solutions
Konica Minolta
Kyocera Document Solutions Canada Inc.
Lexmark Canada
Lexmark Canada
Lexmark Canada
Northern Micro
Oki Data Americas
Ricoh Canada Inc.
Ricoh Canada Inc.
Nicole Ferland
Robert Tuck
Clive Lee
David Baird
Martin Mcgarry
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
32.
33.
34.
35.
36.
37.
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Adam Nassar
Dave Montuoro
Pat Mcfadden
John Glass
Martin Dubois
Paul Landry
Quentin Gunter
Julie Zanatta
Glenn Ricketts
Ken Chan
Mark Rheaume
Lianne Smith
Neville Horn
Rob Tait
Jacques Cassey
Jerred Bittle
Mike Palazzolo
Brent Cameron
Corey Glynn
Kieran Whitehead
Aaron Wiszniak
Monique Marsan
Duane Dickerson
Alex Mcintosh
Linda Sherk
Ross Phinney
Todd Greenwood
Nick Fovargue
Gilles Comtois
Domenic Durante
Alan Spence
John Kingan
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COMPANY
PARTICIPANT NAME
38.
41.
Samsung
Samsung
ST. JOSEPH PRINT GROUP INC.
ST. JOSEPH PRINT GROUP INC.
42.
The Print Operations Group Inc.
43.
The Print Operations Group Inc.
The Print Operations Group Inc.
Xerox Canada
Xerox Canada
Xerox Canada
Eric Turcot
Mark Lalonde
David Parslow
Jimmy Larcombe
Cheryl Van
Gelderen
Jim Rempel
John Stefancsisc
Patrick Kealey
Terry Daly
Richard Keilman
39.
40.
44.
45.
46.
47.
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ANNEX B – INDUSTRY ENGAGEMENT DAY #2 AGENDA
Time (EDT)
Presenter
Description
1:30 − 1:40
p.m.
Pankaj Sehgal, Assistant Deputy Minister,
Networks and End User Branch, SSC
Industry Day Objectives, and
Accomplishments to Date
1:40 − 2:10
p.m.
Alan Manara, Director General, Workplace
Technology, Networks and End User Branch,
SSC
What We Heard: WTD Printing
Products
2:10 − 2:20
p.m.
Dale Heins, Senior Director, Mainframe and
Bulk Print Services, Service Management and
Date Centres Branch, SSC
What We Heard: Data Centre
Bulk Printing Products
2:20 – 2:30
p.m.
André Arsenault, Director, Workplace
Technology Devices Initiative, Networks and
End User Branch, SSC
Go Forward Strategy
2:30 – 3:00
p.m.
Alan Manara, Director General, Workplace
Technology, Networks and End User Branch,
SSC
Dale Heins, Senior Director, Mainframe and
Bulk Print Services, Service Management and
Data Centres Branch, SSC
Questions and Answers
Recap/Closing Remarks
Event Moderator: Ms. Sarah McCallum, Workplace Technology Devices Initiative, Networks and End
User Branch, SSC
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ANNEX C – INDUSTRY ENGAGEMENT DAY #2 PRESENTATION
The full presentation can be found on Buyandsell.gc.ca at the following address:
https://buyandsell.gc.ca/cds/public/2015/10/29/3861773b79a2cd8173ca525479b6110e/wtd__printing_products_and_dc_bulk_printing_products_id2_deck_en_2015-10-30.pdf
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