Printing of Electors’ Reminder Brochures and Caution Instruction Sheets

1. Printing of Electors’ Reminder Brochures and Caution Instruction Sheets

a) Elections Canada File No: ECPB-RFP-14-0599

b) Nature of Requirement: Printing and Mail Preparation Services

c) Applicability of Trade Agreements: Yes

d) Comprehensive Land Claim Agreement: No

e) Tendering Procedure: All interested suppliers may submit a bid

f) Attachment: Yes (buyandsell.gc.ca)

g) Competitive Procurement Strategy: Best overall Proposal

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

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) for a full description of the requirements and the full instructions.

2. 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.

The Electoral Reminder Program is the voter information campaign conducted by Elections Canada to promote and raise awareness with electors of an Electoral Event. It provides Canadians with information about the basics – when, where and ways to register and vote in the Electoral Event.

To this end, approximately 14,600,000 Elector Reminder Brochures are to be printed and mailed across Canada within extremely critical mandatory deadlines. In addition, 15,000 Elector Reminder Brochures are to be shipped to Nunavut via priority courier.  The Contractor is also required to have a contingency of up to 400,000 units in case of emergency requirements.

3. Description:

Elections Canada requires printing and mail induction preparation services from an FSC-certified Contractor to produce, assemble, package and ship two different Electors’ Reminder Brochures (one for Nunavut and one for the rest of Canada) and three Caution Instruction Sheets for up to two Electoral Events. The Contractor will be responsible for the coordination and execution of the entire project, with the collaboration of Elections Canada and Canada Post.

4. Period of the Contract:

The Contract period will be from the Effective Date of the Contract to March 31, 2016.
The bidder grants to Elections Canada the irrevocable option to extend the Term of the Contract by up to five years or until the polling day of the 43rd Electoral Event (whichever occurs first) under the same terms and conditions.

5. International Trade Agreements:

This procurement process is subject to the Agreement on Internal Trade (AIT).

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

6. Submission of Bids:

a) It is requested that bids be provided directly to the Contracting Authority. Bids must be delivered to the following address, sealed, on or before January 5, 2015 at 2:00 p.m. (Gatineau time).

b) Mailing Address:

Elections Canada
30 Victoria Street -1st Floor (Business Centre)
Gatineau, QC 
K1A 0M6
Attn: Pascal Bouchard-Phillips, Senior Advisor, Procurement and Contracting Services
Elections Canada File No: ECPB-RFP-14-0599

c) 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 time).

d) Bids received after the stipulated closing date and time will not be accepted and will be returned unopened to the bidder. 

e) 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. 

f) Faxed or bids sent via electronic mail will not be accepted.

g) 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 Proposition-Proposal@elections.ca no later than 5 calendar days before the RFP closing date.  Enquiries received after that time may not be answered.

h) Interested parties wishing to order 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.

i) Documents may be submitted in either official language of Canada.

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

k) Further information about Elections Canada may be obtained at www.elections.ca