Elections Canada Field Staff Training

Request for Proposal (RFP) for Elections Canada Field Staff Training
Trade Agreements: Yes
Tendering Procedures: All interested suppliers may submit a bid
Attachment: Yes (buyandsell.gc.ca)
Competitive Procurement Strategy: Best overall Proposal
Comprehensive Land Claim Agreement: No
Nature of Requirement: Event 

Elections Canada File No:
ECSVT-RFP-14-0077

SOLICITATION DOCUMENTS ARE ONLY AVAILABLE THROUGH GETS.

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.
EC is expected to train and provide each member of the Field Staff personnel with the appropriate knowledge and tools needed to perform their duties in preparation of the General Election of 2015.
The RFP will detail the services that the contractor will be required to provide for the training of Elections Canada Field Staff.
Description:
The CEOC requires a venue capable of providing accommodation, training rooms, meals and a conference hall to conduct the training of 850 election officials in preparation for the General Election of 2015. There is a possibility that the number of election officials be increased by 676 therefore adding accommodation and training room requirements. The objective is put in place a contract with a venue having proven experience in the management and planning of large scale training sessions. The venue must offer accommodations for groups that range from 363 to 450 in single occupancy in addition to offering twenty two (22) training rooms that can sit a maximum of 25 students who will be trained simultaneously.


Period of the Contract:

The term of the contract will be from the effective date of the contract to July 22, 2015. In addition, Elections Canada has one irrevocable option to train up to additional 676 elections officials within that period 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 highest combined score (technical and financial) will be recommended for award of a contract.	

International Trade Agreements:
The requirement is subject to the provisions of the World Trade Organization Agreement on Government Procurement (WTO–AGP), the North American Free Trade Agreement (NAFTA), the Agreement on Internal Trade (AIT), the Canada-Chile Free Trade Agreement, the Canada Colombia Free Trade Agreement, the Canada-Peru Free Trade Agreement and the Canada-Panama Free Trade Agreement.

Elections Canada retains the right to negotiate with suppliers on any procurement.

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 5, 2014 at 2:00 P.M. Ottawa time.
Mailing Address:
Elections Canada
30 Victoria Street -1st Floor (Business Centre)
Gatineau, QC 
K1A 0M6
Attn: Stella Van Tassel, Senior Advisor, Procurement and Contracting Services
Elections Canada File No: ECSVT-RFP-14-0077
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 proposal-proposition@elections.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