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 RFP document for a full description of the requirement and the full bid instructions.
Background
The Chief Electoral Officer of Canada (CEOC), an agent of Parliament, exercises general direction and supervision over the conduct of elections and referendums at the federal level. The CEOC heads the Office of the Chief Electoral Officer, commonly known as Elections Canada.
The Alternative Voting Methods (AVM) directorate is responsible for the deployment of the vote by mail program. As a result of the COVID 19 pandemic, Elections Canada saw a significant increase in electors applying to vote by mail. The directorate has the responsibility to scan a portion of applications from electors who choose to vote by mail. The scanners that had been used in the past are no longer supported and can no longer meet the demand.
Requirement
EC requires three (3) high-volume scanners for their 440 Coventry facility to support various document scanning requirements in the 45th General Election (GE), and beyond. The scanners are intended to be used during Electoral Events (i.e general election), at which time EC must process a large quantity of special ballot applications in a short period of time.
Security
There is no security requirement applicable to this procurement.
Period of the Contract
The Contract period will be from the Effective Date of the Contract until December 31, 2023 (the “Initial Term”).
Submission of Proposals
This RFP allows bidders to use the epost Connect service provided by Canada Post Corporation to transmit their proposals electronically. For further information, bidders must refer to Part 2 – Bidder Instructions, and Part 3 – Proposal Preparation Instructions of the RFP document.
Proposals are to be addressed to the attention of the Contracting Authority and delivered, sealed, to the Proposal Receiving Unit on or before the bid closing date and time indicated on the front page of the RFP.
For sending packages by courier or for dropping off, please note that the Proposal Receiving Unit at the Business Centre is open Mondays to Fridays from 8:00 to 12:00 and from 13:00 to 16:00 (Gatineau, Quebec time).
Bids sent via email or facsimile will not be accepted.
Documents may be submitted in either official language of Canada.
Elections Canada retains the right to negotiate with suppliers on any procurement.
Selection Methodology
Competitive Procurement Strategy: Lowest cost
Enquiries
All enquiries and other communication with Elections Canada personnel are to be directed ONLY to the Contracting Authority. The Contracting Authority will be the bidder’s primary 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 the deadline indicated in the RFP. Enquiries received after that time may not be answered.
Interested parties wishing to obtain the solicitation documents for this RFP must do so through https://buyandsell.gc.ca/procurement-data/tenders. The documents downloaded through this site take precedence over any copies that may also be made available.
Further information about Elections Canada may be obtained at elections.ca.
Debriefings
Once the successful bidder has been announced, bidders may request a debriefing on the results of the RFP process. Bidders should make the request to the Contracting Authority as per the terms of the RFP. The debriefing may be in writing, by telephone or in person.
