Notice of Proposed Procurement (NPP)
Ballot Production Modernization Project
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 requirement and the full bid instructions.
Elections Canada File No: ECGZ-RFP-16-0621
Applicability of Trade Agreements: Yes
Tendering Procedure: Open Competitive (Buy & Sell.gc.ca)
Tendering Procedure: Attachment: Yes (Buy & Sell.gc.ca)
Competitive Procurement Strategy: Lowest Price Responsive Proposal
Comprehensive Land Claim Agreement: No
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.
EC has a requirement to replenish its supply of secure ballot paper for the 43rd GE and to replace the expired contract with a new multi-year contract that could supply ballot paper for the next three GEs.
Requirement
EC has a requirement to replenish its supply of ballot paper for the 43rd GE with the option for additional years, to manufacture ballot paper.
The objective of this project is to award a contract for the supply of ballot paper sheets for the 43rd GE with options for future Electoral Events. The requirement involves three sets of ballot paper specifications:
Solution1: new ballot paper specifications to accommodate a new ballot design with 30% post-consumer waste;
Solution 2: new ballot paper specifications to accommodate a new ballot design with no post-consumer waste; and
Solution 3: existing ballot paper specifications.
EC will test the ballot printing process using a new ballot design and paper specifications from Solution 1.
Period of the Contract
The Contract period will be from the Effective Date of the Contract until November 2021 (the “Initial Term”). The Contractor will grant to Elections Canada irrevocable options to extend the period of the Contract by two (2) additional periods of four (4) years under the same terms and conditions.
International Trade Agreements
This procurement process is subject to the World Trade Organization Agreement on Government Procurement (WTO-AGP), the North American Free Trade Agreement (NAFTA), the Canada-Chile Free Trade Agreement, the Canada-Colombia Free Trade Agreement, the Canada-Panama Free Trade Agreement, the Canada-Peru Free Trade Agreement, and the Agreement on Internal Trade (AIT)].
Submission of Offers
It is requested that offers be addressed to the attention of the Contracting Authority and delivered to the Proposal Receiving Unit. Offers must be delivered to the following address, sealed, on or before the bid closing date indicated on the front page of the RFP at 2:00 p.m. (Gatineau, Quebec time).
Mailing Address:
Elections Canada
30 Victoria Street -1st Floor (Business Centre)
Gatineau, QC
K1A 0M6
Attn: Galina Zhukov, Senior Advisor, Procurement and Contracting Services
Elections Canada File No: ECGZ-RFP-16-0621
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. (Gatineau, Quebec time).
Bids sent via electronic mail or facsimile 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 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.
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.
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.
