Writing, Editing, Comparative Editing and Proofreading Services

Notice of Proposed Procurement – NPP

Writing, Editing, Comparative Editing and Proofreading Services

Trade Agreement: WTO-AGP/NAFTA/CCFTA/CPFTA/AIT
Tendering Procedures: All interested suppliers may submit an offer
Attachment: Yes (BUYANDSELL.GC.CA)
Competitive Procurement Strategy: Best Overall Proposal
Comprehensive Land Claim Agreement: No
Nature of Requirements:  Writing, Editing, Comparative Editing and Proofreading Services
Estimated Cost of the proposed Standing Offer(s), including the options, is approximately $1,100,000.00 Cdn (applicable taxes excluded)

Elections Canada File No.:
ECPB-RFSO-13-0856

SOLICITATION DOCUMENTS ARE ONLY AVAILABLE THROUGH BUYANDSELL.GC.CA.

The information contained in this notice is a brief description of the requirement and is for information purposes only. Offerors must refer to the complete Request for Standing Offer (RFSO) document for a full description of the requirements and the full offer instructions.

About Elections Canada:

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”. Elections Canada is also mandated to conduct voter education and information programs, and provide support to the independent boundaries commissions in charge of adjusting the boundaries of federal electoral districts following each decennial census. It may also carry out studies on alternative voting methods and, with the approval of Parliament, test electronic voting processes for future use during electoral events.

Background:

Preparations for the next federal general election (currently expected to be held in October 2015), periodic legislative changes and the possibility of by-elections or a referendum being called at any time create a need for the services of English and French writers, editors, comparative editors and proofreaders for Elections Canada on an as-and-when-requested basis. Furthermore, electoral events and the maintenance of an extensive website require voter information in a variety of formats. Statutory reports to Parliament must be prepared following each electoral event. In addition, there is the ongoing work of electoral administration and the requirement to meet the needs of all sectors within Elections Canada.

Description:

The Statement of Work attached as Annex A (“SOW”) to the Standing Offer (Part 6) outlines the services that will be required by Elections Canada.  

It is Elections Canada’s intention to enter into Standing Offer(s) based on the following service categories:

a)	Writing services in English 
b)	Writing services in French 
c)	Editing services in English 
d)	Editing services in French 
e)	Comparative editing services in English 
f)	Comparative editing services in French 
g)	Proofreading services in English 
h)	Proofreading services in French 

The Standing Offer(s) will not be ranked and no Offeror will be given first consideration status.

The volume of work in each category of service cannot be fully known or described in advance because they are dependent on the frequency and timing of general elections and by-elections, as well as the frequency and scope of periodic changes to the legislation governing the administration of elections.

Period of Standing Offer:

The requirement is intended to result in the award of Standing Offer(s) with an initial period from the effective date of the Standing Offer(s) until March 31, 2017 plus the irrevocable options to extend the Standing Offer(s) by up to two (2) additional periods of one (1) year.

Evaluation Methodology:

Highest combined rating of technical points and price calculated as follows: Rated Technical Requirements (25%), Written Test (50%) and Financial Requirements (25%).

Offers will be evaluated in progressive stages: 
- Mandatory Technical Requirements (pass or fail);
- Rated Technical Requirements (point rated);
- Written Test (point rated); and,
- Financial Requirements (point rated). 

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 (CCFTA), the Canada-Peru Free Trade Agreement (CPFTA) and the Agreement on Internal Trade (AIT).

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

Submission of Offers:

It is requested that offers be provided directly to the Standing Offer Authority. Offers must be delivered to the following address, sealed, on or before the bid closing date indicated on the front page of the RFSO.

Mailing Address:
Office of the Chief Electoral Officer
Procurement and Contracting Services
30 Victoria Street (Business Centre)
Gatineau, Quebec   K1A 0M6
Attn: Pascal Bouchard-Phillips, Procurement and Contracting Services
Elections Canada File No: ECPB-RFSO-13-0856

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. (local time).

Offers received after the stipulated closing date and time will not be accepted and will be returned unopened to the Offeror. If a late offer must be opened to determine the name and/or address of the Offeror or the nature of the enclosure, a covering letter will be sent to explain the necessity of opening the offer.

Faxed or offers sent via electronic mail will not be accepted.

All enquiries and other communication with Elections Canada officials are to be directed ONLY to the Standing Offer Authority. The Standing Offer Authority will be the Offeror’s primary contact with Elections Canada. All requests for information must be directed to this contact. Offerors who contact anyone other than the Standing Offer Authority may be disqualified.  All enquiries must be submitted in writing to proposition- proposal@elections.ca no later than fifteen (15) calendar days before the RFSO closing date.  Enquiries received after that time may not be answered.

Documents may be submitted in either official language of Canada.

Further information about Elections Canada can be obtained at www.elections.ca.