Collection Management System for AAFC national living biological collections under the Service as a Software (SaaS) model

Scope Summary

Agriculture and Agri-Food Canada (AAFC) will acquire and implement a software as a service (SaaS) Collection Management System (CMS) software solution specifically developed for managing and supporting biological living collections. The Collection Management System must support the capture and management of data, transactions and protocols for multiple organism collection types; helping to administer the curation and maintenance of living microbial collections including viruses, fungi, and viruses and fungi hosted in living plants. The period of the contract will be from the date of issue for a period of 3 years with a further option for 2 years after the initial 3 years.

Bid Readiness Checklist

• 1. Portal Registration & Eligibility Mandatory
  Confirm active supplier account on the issuing portal to submit bids to buyer "Department of Agriculture and Agri-Food (AAFC)" (Canada).
  Suggested Evidence: SAP Ariba Supplier ID / Procurement Business Number (PBN)
• 2. Submission Deadline & Format Mandatory
  Finalize pricing and compliance attachments at least 24 hours ahead of Closes 2026-12-02.
  Suggested Evidence: Signed Cover Form, Mandatory Returnables & Complete File Upload
• 3. Technical Architecture & Security Mandatory
  Document system architecture, data residency/privacy controls, implementation milestones, and post-launch SLA support.
  Suggested Evidence: Architecture Overview, Security Controls & SLA Matrix
• 4. Commercial Pricing Schedule Mandatory
  Structure transparent itemized fixed or T&M rate pricing aligned with notice deliverables (ceiling not disclosed in notice).
  Suggested Evidence: Itemized Pricing Table, Rate Card & Scope Assumptions