GovContract

13,152 open 28,672 stored

Search merx 444135938372

merx BC open en

File Room Conversion - Consulting Service

Closes in 9 days 04 Sep 2026 00:00 UTC

Official notice

IT fit 60 File room conversion may involve digitization and records management, which an IT shop could handle.

Our call:

AI workability

Bid call: NO_GO Mandatory BGIS RP1/RP4 supplier compliance is not held; core scope is physical construction and records handling, not AI-agent work; small shop lacks bonding and reference history. AI workability is ~19%, far below majority.

DeliverableModeAI shareHoursNotes
Site Assessment and Existing Conditions Report
Inspect the 16th-floor file rooms, document current layout, file volumes, and construction constraints. 		human only 15% 80 Requires on-site presence and physical inspection; AI can only help draft the report after human data collection.
File Digitization and Indexing Plan
Plan for scanning, indexing, metadata, quality control, and off-site relocation of existing files. 		ai assisted 70% 100 AI can generate classification schemas, OCR pipelines, and relocation workflows; human must validate records requirements.
File Digitization and Off-Site Relocation Execution
Physical scanning, QC, boxing, transport, and storage of files prior to construction. 		human only 10% 400 Core work is physical records handling; AI can assist with OCR and metadata after scanning.
Phased Construction/Renovation Delivery
Convert large and small file rooms into approximately 8-9 enclosed offices in two phases. 		human only 5% 500 Physical construction, trades, permits, and site supervision; AI can only support scheduling and documentation.
Consulting Report and Recommendations
Final consulting deliverable summarizing conversion approach, digitization results, and recommendations. 		ai assisted 60% 80 AI can draft most of the report; human consultant must approve and take accountability.
Project Management and Stakeholder Communications
Coordination with BGIS, RP1, contractors, and internal team; status reporting and meeting facilitation. 		ai assisted 30% 120 AI can draft status reports and meeting notes, but client relationship and facilitation require humans.
Compliance and Procurement Documentation
Prepare bid submission, compliance evidence, and contract documentation. 		ai assisted 40% 60 AI can draft documents, but BGIS RP1/RP4 compliance and contract signature are human-only.

Risks

  • high Mandatory BGIS RP1/RP4 supplier compliance not held
    Mitigation: Confirm whether compliance can be obtained or partnered; otherwise no-go.
  • high Physical construction scope outside core IT/AI capabilities
    Mitigation: Would require subcontracting and bonding, which small shop lacks.
  • medium Thin solicitation documents limit bid accuracy
    Mitigation: Request full documents from buyer before bidding.
  • medium Short bid window (15 days)
    Mitigation: Immediate resource allocation would be needed; still not enough to close compliance gap.
  • medium Off-site records handling and privacy requirements
    Mitigation: Define data handling and chain-of-custody; may require security-cleared staff.

Human roles needed

  • Construction Trades and Site Supervisor · 35% — Physical office conversion and phased construction require on-site trades.
  • Records Handling and Scanning Technicians · 25% — Files must be physically scanned, boxed, transported, and relocated.
  • Site Assessor / Field Consultant · 10% — On-site inspection and client workshops require a person.
  • Project Manager / Client Facilitator · 10% — Stakeholder relationship and BGIS coordination need human presence.
  • Compliance and Contract Officer · 5% — Contract signature and BGIS supplier compliance are human-only.
  • Quality Assurance / Reviewer · 5% — Human approval of AI-generated deliverables and construction QC.
  • Administrative and Logistics Support · 10% — Scheduling, permits, transport logistics, and off-site storage coordination.

Why not more AI

  • Cannot perform physical construction, demolition, or office fit-out.
  • Cannot physically handle, scan, box, or transport paper records.
  • Cannot attend on-site meetings or conduct site inspections.
  • Cannot hold BGIS RP1/RP4 supplier compliance or sign contracts.
  • Cannot provide bonding, insurance, or certified audits.

Suggested delivery stack

  • LLM-based document drafting (e.g., GPT-4/Claude) for consulting reports and plans.
  • OCR/IDP (Azure Document Intelligence or Tesseract) for digitized records indexing.
  • Records management platform (SharePoint/OpenText) for digital file organization.
  • Project scheduling (MS Project/Primavera) for phased construction planning.
  • RPA/Power Automate for workflow automation and status reporting.
Requirements & compliance (4)
RefRequirementKindCompliance
Bid Documents As Identified in the solicitation Documents
Full solicitation documents were not provided; cannot verify complete scope.		 mandatory unclear
Required Qualification Property Management Supplier Compliance (BGIS – RP1/RP4) (BGIS - RP4)
Shop does not hold BGIS RP1/RP4 supplier compliance; this is likely disqualifying.		 mandatory gap
Bid Submission Type Electronic Bid Submission
Electronic submission is feasible.		 other met
Pricing Lump sum
Lump-sum pricing can be proposed.		 other met
Evaluation criteria & key dates
  • Not specified · Unknown — No evaluation criteria or scoring weights were provided in the available documents.
  • Aug 20, 2026 03:57 PM PDT — Publication
  • Aug 27, 2026 02:00 PM PDT — Question Acceptance Deadline
  • Sep 04, 2026 02:00 PM PDT — Closing Date
  • Sep 30, 2027 — Delivery Date
Assumptions & gaps

Assumptions

  • The project includes physical construction and records digitization, not just consulting.
  • BGIS RP1/RP4 compliance is mandatory and cannot be waived.
  • No explicit security clearance is required, but supplier compliance is.
  • Available documents are incomplete; actual solicitation may contain additional requirements.
  • Effort estimate is based on notice and document facts, not full drawings or specifications.

Gaps in source documents

  • Full solicitation documents not provided.
  • No evaluation criteria or scoring weights.
  • No estimated value or budget.
  • No detailed floor plans or specifications for office conversion.
  • No volume or format details of files to digitize.
  • No security or privacy requirements for records.
  • No confirmation of whether consulting only or construction management is expected.

Deep read covered 1 captured document.

Draft proposal

Generate a first-draft bid response from the AI-workability dossier — approach per workstream, compliance responses, team model, pricing structure, and an honest gap list. Human review required before submission.

Buyer
BGIS - PWGSC RP1
Type
other
Location
Vancouver, Coast & Mountains, BC, CAN
Notice type
—
Published
20 Aug 2026
Closes
04 Sep 2026 00:00 UTC
GSIN
—
UNSPSC
—

Description

File Room Conversion - Consulting Service

Extracted document text

notice-page.txt

GOC7185323-CS - File Room Conversion - Consulting Service GOC7185323-CS - File Room Conversion - Consulting Service Time Left to Bid Select a tab Notice Categories Documents (12) Notice Categories Documents 12 Mail Sign up today. BGIS is a leading provider issuing over 10,000 business opportunities per year in various corporate real estate service categories for service providers, contractors and material suppliers. Register now! Find and bid on opportunities for businesses just like yours Register to be seen by BGIS buyers Get invited to bid on exclusive business opportunities Apply to become a qualified subcontracted vendor Basic Information Reference Number 0000330263 Issuing Organization BGIS - PWGSC RP1 Owner Organization RP1 Solicitation Type RFQ - Request for Quote (Formal) Solicitation Number GOC7185323-CS Title File Room Conversion - Consulting Service Source ID PU.DP.Que..8088.29965.C43102 Details Location Canada, British Columbia, Vancouver, Coast & Mountains Delivery Point 300 Georgia Street W, Vancouver, BC - Library Square Purchase Type One Time Only- Delivery Date:Sep 30, 2027 Description The scope of work is to convert the existing small and large file rooms on the 16ht floor into approximately 8 to 9 enclosed offices.  Files currently stored in the file rooms will be digitized and relocated off site prior to construction.  Construction will be completed in two phases, with the large file room converted first, followed by the small file room. See more Dates Publication Aug 20, 2026 03:57 PM PDT Bid Intent Not Available Question Acceptance Deadline Aug 27, 2026 02:00 PM PDT Questions are submitted online Yes Closing Date Sep 04, 2026 02:00 PM PDT Contact Information Jan Dietrich Jan.Dietrich@bgis.com Bid Submission Process Bid Submission Type Electronic Bid Submission Pricing Lump sum Bid Documents List Item Name Description Mandatory Limited to 1 file Bid Documents As Identified in the solicitation Documents Yes No No entries Required Qualification Property Management Supplier Compliance (BGIS – RP1/RP4) (BGIS - RP4) Print Options All Notice Categories Documents We use cookies and other similar technology to deliver our online services. Essential cookies are used to enable you to access and navigate our site. These are necessary and are always on. We also use functional, analytics, and marketing cookies when we have your consent to do so. For more information on how we use cookies, please consult our Privacy Policy . Allow all cookies Reject all non-essential cookies

Documents