TITLE
Professional services for Quebec Justice Process Servers (bailiffs) for the Quebec Regional Office of the Department of Justice for Canada (JUS), located in Montreal, Guy-Favreau Complex, 200 René-Lévesque Boulevard West.
SCOPE
The DOJ’s Quebec Regional Office (QRO) requires process-serving services to pick up, sort and issue legal documents, to serve individuals, legal representatives and/or corporations and to file a number of different types of legal documents, with various courts and tribunals in the province of Quebec, on a “Fixed Daily Pick-Up” basis, and on an “as and when requested” basis. The most common requests are for the Tax Court of Canada, the federal courts, provincial courts (Quebec) and the Immigration and Refugee Board.
The legal documents to be served may include, but are not limited to, replies, statements of claim, statements of defence, lists/affidavits of documents, application records, notices of appearance, summons, affidavits, subpoenas and other court documents. All services provided must be in compliance with the applicable rules of court.
A significant volume of legal documents and court documents that must be served and/or filed should vary in size in number, and there may be a rather sizable volume of urgent requests. In the case of one high-volume user, there could be more than forty (40) documents to process in a single day (with most being served at the same place and at the same time). The Offeror will therefore have to ensure that it will be able to respond adequately to requests for the entire QRO within the prescribed timeframes.
DESCRIPTION REQUIREMENT
The Contractor must serve processes issuing from any court or tribunal, execute binding judicial decisions and perform any other duty delegated to process servers by legislation or by a court.
During the course of litigation, the Quebec Regional Office may need to give legal advice to a party, serve such party (be it an individual, a legal representative or a corporation) with legal documents, and file said documents with a court or tribunal. Accordingly, the DOJ’s Quebec Regional Office requires the services of process servers that are able to provide timely service to handle urgent and relatively frequent requests to pick up, sort serve and filed various types of legal documents in the Province of Quebec and the Greater Montréal Area (including the Montérégie, Lanaudière and Laurentides regions), in accordance with the applicable legislation and rules of court in the area of service. Three (3) types of daily pick-ups are requested by JUS from the Contractor: “Fixed Daily Pick-up”; “Bulk Tribunal Service and Service on the Applicant”; and “As and When Requested” – Urgent Service.
The Contractor is required to pick-up, sort, and issue, serve and file various legal documents, on a “fixed daily pick-up” basis.
The pick-up locations are as follows: 200 René Lévesque Blvd. West, Montréal, Quebec, H2Z 1X4, for the Regulatory Law Directorate, located on the 5th floor; the Tax Litigation Directorate, located on the 7th floor; the Commercial Law Directorate, located on the 5th floor; the Immigration Directorate, located on the 9th floor; and the Mail Room, located on the 5th floor.
There are three (3) Fixed Daily Pick-Ups, at 10:00 a.m., 2:00 p.m. and 4:00 p.m., Monday to Friday (excluding weekends and holidays).
There are two (2) levels of service for firm daily pick-ups: same day and next day (refer to Annex B).
“Bulk Tribunal Service and Service on the Applicant” – One (1) Fixed Daily Pick-up
The Contractor is required to pick-up documents each day at 4:30 p.m.; sort them; then serve them on various courts and tribunals, in bulk, and on applicants, either individually or in bulk if at the same time and address; and return legal documents within three (3) business days.
When services are required in bulk with subsequent service on the individual applicant, the Contractor, in conjunction with the DOJ, must establish a numbering/tracking system in order to link the service on the tribunal or court with each individual applicant.
“As and When Requested” – Urgent Service
The Contractor is required to pick-up, sort, and issue, serve and file legal documents as and when requested, for urgent requirements.
Ranking and method for multiple standing offers - Right of first refusal basis:
The call-up procedures require that when a requirement is identified, the identified user will contact the highest-ranked offeror to determine if the requirement can be satisfied by that offeror. If the highest-ranked offeror is able to meet the requirement, a call-up is made against its standing offer. If that offeror is unable to meet the requirement, the identified user will contact the next ranked offeror. The identified user will continue and proceed as above until one offeror indicates that it can meet the requirement of the call-up. In other words, call-ups are made based on the "right of first refusal" basis. When the highest-ranked offeror is unable to fulfill the need, the identified user is required to document its file appropriately.
If no Contractor is capable of performing the work, DOJ reserves the right to obtain the required services otherwise. A Contractor can inform, in writing, the technical authority and the contracting authority that he is not capable of performing the services because of previous commitments. In this case, no call-up against the SO will be sent to him until he informs, in writing, the technical authority and the contracting authority that he is capable of performing additional tasks.
All services will be requested on an "as and when required" basis.
MAXIMUM FUNDING
Initial period is from the award date to December 31, 2015 (maximum budget $300,000.00 including applicable taxes).
Option 1: January 1, 2016 to December 31, 2016 (maximum budget $300,000.00 including applicable taxes); Option 2: January 1, 2017 to December 31, 2017 (maximum budget $300,000.00 including applicable taxes); Option 3: January 1, 2018 to December 31, 2018 (maximum budget $300,000.00 including applicable taxes); Option 4: January 1, 2019 to December 31, 2019 (maximum budget $300,000.00 including applicable taxes).
