Facilitation Services

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 requirement and the full offer instructions.

1. Elections Canada File No: ECBR-RFSO-16-0005
2. Applicability of Trade Agreements: Yes
3. Tendering Procedure: Open Competitive (Buy & Sell.gc.ca)
4. Attachment: Yes (Buy & Sell.gc.ca)
5. Competitive Procurement Strategy: Highest Combined Rating Technical & Merit
6. 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.

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.

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.

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.

It is Elections Canada’s intent to enter into up to four Standing Offers based on the following service categories:

1. Two Standing Offers for Junior-level facilitation service category
2. Two Standing Offers for Senior-level facilitation service category

Offerors may submit an offer for either one or both service categories – Junior and/or Senior.

Period of the Contract

The Standing Offer period will be from the Effective Date of the Offeror to March 31, 2018 (the “Initial Term”). The Offeror will grant to Elections Canada irrevocable options to extend the period of the Standing Offer by three additional periods of one year under the same terms and conditions.

International Trade Agreements

This procurement process is subject to the provisions of 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.

Submission of Offers

It is requested that offers be addressed to the attention of the Standing Offer 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 RFSO at 2:00 p.m.

Mailing Address:

Elections Canada

30 Victoria Street -1st Floor (Business Centre)

Gatineau, QC

K1A 0M6

Attn: Barbara Robertson, Senior Advisor, Procurement and Contracting Services

Elections Canada File No: ECBR-RFSO-16-0005

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 Standing Offer Authority. The Standing Offer Authority will be the offeror’s primary contact. 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 the deadline indicated in the RFSO. Enquiries received after that time may not be answered.

Interested parties wishing to obtain the solicitation documents for this RFSO 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

After the issuance of a Standing Offer, Offerors may request a debriefing on the results of the RFSO process. Offerors should make the request to the Standing Offer Authority within 15 Business Days of receipt of the results of the RFSO process. The debriefing may be in writing, by telephone or in person.