Facilitation Services

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. Requirement EC requires facilitation services at a Senior and Junior level to assist EC on an as and when requested basis with planning, designing, organizing and conducting various Meetings with both internal and external Stakeholders in the NCR and in various locations in the Field across Canada using traditional and technology-enhanced facilitation approaches and means. Project Background In order to update its integrated plans, align with agency activities and programs, approve sectoral operational plans, review the performance of its programs, discuss upcoming priorities and establish strong relationships between stakeholders, EC holds a number of Meetings that require facilitation services. These Meetings may include, but are not limited to, EXCOM weekly or quarterly meetings, All-staff meetings and EX Forum meetings. In addition, EC must periodically and/or cyclically organize Meetings with external stakeholders such as representatives of national stakeholder organizations, parliamentarians, political parties, and advisory groups such as those mentioned in Section 3.03 of this SOW. EC Meetings take place in the NCR or in various locations in the Field across Canada and, at times, must make use of modern communication methods and tools including videoconferencing, teleconferencing, facilitation software, social media and other technology used to support Meetings. EC requires support for planning, designing, organizing and conducting these various Meetings. Objective The objective of this Standing Offer is to have the ongoing ability to provide planning, development and facilitation services for various cyclical and ad hoc Meetings on an as and when requested basis in accordance with a Call-Up. Security Minimum resource security required: Reliability status Period of the Contract The Contract period will be from the Effective Date of the Contract until March 31, 2025 (the “Initial Term”). The Contractor will grant to Elections Canada irrevocable options to extend the period of the Contract by three additional periods of 1-year each under the same terms and conditions. Submission of Proposals This RFSO allows offerors to use the epost Connect service provided by Canada Post Corporation to transmit their offors electronically. For further information, offerors must refer to Part 2- Offerors Instructions, and Part 3 – Proposal Preparation Instructions of the RFP document. Offerors 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: Highest combined rating of technical merity and price 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 proposal@elections.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://canadabuys.canada.ca/en/tender-opportunities. 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.