Notice of Proposed Procurement - NPP
Request for Proposal (RFP) for Event Field Office Services (EFOS)
Trade Agreements: Yes
Tendering Procedures: Limited
Attachment: No
Competitive Procurement Strategy: Best overall Proposal
Comprehensive Land Claim Agreement: Yes
Nature of Requirement: Event Field Office Services
Elections Canada File No:
ECRS-RFP-13-0702-A
Cancellation and Reissue of Solicitation
This solicitation cancels and supersedes previous solicitation number ECRS-RFP-13-0702 dated June 2, 2014 with a closing of July 31, 2014. There has been no modification to the original requirement and as such Elections Canada is seeking proposals by invitation directly from those bidders that submitted a bid in response to the previous solicitation.
The following suppliers have been invited to submit a proposal:
Compugen Inc.
IBM Canada Ltd.
The information contained in this notice is a brief description of the requirement and is for information purposes only. Bidders must refer to the complete Request for Proposal (RFP) document for a full description of the requirements and the full bid instructions.
Background:
The Chief Electoral Officer of Canada, an agent of Parliament, exercises general direction and supervision over the conduct of elections and referendums at the federal level. The Chief Electoral Officer of Canada heads the Office of the Chief Electoral Officer, commonly known as Elections Canada.
Elections Canada has people working at its offices located in Gatineau, Quebec (Headquarters) to perform on-going planning and administrative functions required by the Canada Elections Act. Elections Canada’s staff increases considerably to support a federal general election.
During federal general elections, approximately 588 field offices (Field Offices), varying in types and sizes, are established across Canada to support the deployment of activities related to such event. The logistics and support involved in commissioning the Field Offices is significant and is mission-critical to the operations of a federal general election.
The RFP will detail the technologies and services that the contractor will be required to deploy to the Field Offices and the EC Offices during federal electoral events.
Description:
As part of the EFOS requirement, the contractor will be required to supply the following functional integrated systems and related services to Elections Canada:
i) provide and manage a work management plan to ensure that the work is planned and delivered in accordance with the statement of work of the contract;
ii) supply and store COTS equipment, accessories and consumable goods in the contractor’s facility;
iii) supply licenses for the COTS software;
iv) upon receiving a packaging notice from the Technical Authority, assemble, configure, test and prepare for delivery all required equipment and systems for each Field Office and Headquarters location;
v) upon receiving address confirmation notices from the Technical Authority, deliver, install and support all required equipment and systems for each Field Office across Canada;
vi) upon receiving decommissioning notices from the Technical Authority, de-install and recover from each Field Office any equipment and systems it has deployed in such Field Office and Headquarters location;
vii) provide a bilingual national support desk to support the Field Office and Headquarters equipment and systems it deploys and supports; and
viii) provide a web-based administration interface to allow Elections Canada to remotely access and manage the equipment and systems deployed in its office locations across Canada.
Period of the Contract:
The term of the contract will be from the effective date of the contract to December 31, 2017. In addition, Elections Canada has one irrevocable option to extend the original term of the contract for a period of three years under the same terms and conditions.
Evaluation Methodology:
Bids will be evaluated in the following progressive stages:
- Phase 1: Mandatory Technical Requirements;
- Phase 2: Rated Technical Requirements;
- Phase 3: Financial Evaluation; and
- Phase 4: Determination of Highest Ranked Bidder.
Proposals which fail to achieve the requirements specified in the RFP for Phases 1, 2, or 3 will be deemed non-responsive and given no further consideration.
Neither the responsive proposal obtaining the highest technical score nor the one with the lowest evaluated price will necessarily be accepted. The responsive proposal with the lowest evaluated price per point will be recommended for award of a contract.
Financial Capability Requirement:
The successful bidder will have to demonstrate that it has the financial capability to fulfill this requirement.
International Trade Agreements:
This procurement process is subject to the World Trade Organization - Agreement on Government Procurement (WTO-AGP), North America Free Trade Agreement (NAFTA), the Canada-Chile Free Trade Agreement, the Canada-Peru Free Trade Agreement, the Canada-Panama Free Trade Agreement the Canada-Columbia Free Trade Agreement and the Agreement on Internal Trade (AIT).
Elections Canada retains the right to negotiate with suppliers on any procurement.
Comprehensive Land Claim Agreements:
This procurement is subject to the Comprehensive Land Claim Agreements. A letter and a copy of this NPP were sent by fax and/or e-mail to all applicable claimant groups.
Submission of Bids:
It is requested that bids be provided directly to the Contracting Authority. Bids must be delivered to the following address, sealed, on or before Tuesday August 19 2014 at 2:00 p.m. (EST).
Mailing Address:
Elections Canada
30 Victoria Street -1st Floor (Business Centre)
Gatineau, QC
K1A 0M6
Attn: Ron Shaheen, Senior Advisor, Procurement and Contracting Services
Elections Canada File No: ECRS-RFP-13-0702-A
For sending packages by courier or for dropping off, please note that the Business Centre hours are Mondays to Fridays from 8:00 a.m. to 4:00 p.m. EST.
Bids received after the stipulated closing date and time will not be accepted and will be returned unopened to the bidder. If a late bid must be opened to determine the name and/or address of the bidder or the nature of the enclosure, a covering letter will be sent to explain the necessity of opening the bid.
Faxed or bids sent via electronic mail will not be accepted.
All enquiries and other communication with Elections Canada officials are to be directed ONLY to the Contracting Authority. The Contracting Authority will be the bidder’s primary contact. All requests for information must be directed to this contact. Bidders who contact anyone other than the Contracting Authority may be disqualified. All enquiries must be submitted in writing to p••••••••@••••••••.ca no later than 5 calendar days before the RFP closing date. Enquiries received after that time may not be answered.
Interested parties wishing to order the solicitation documents for this RFP must do so through buyandsell.gc.ca/tenders. The documents downloaded through this site take precedence over any copies that may also be made available.
Documents may be submitted in either official language of Canada.
Elections Canada retains the right to negotiate with suppliers on any procurement.
Further information about Elections Canada may be obtained at www.elections.ca
