Printing of Maps and Documents

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 which is commonly known as Elections Canada.

EC is getting ready for the next general election and has to provide printed geography products (polling division maps and documents) to their electoral clients.

EC requires high-speed, high-volume, just-in-time reprographic services to support Electoral Events. Although many requirements may arise, the requirement currently consists of the reproduction under Scenario A (as defined in section 5) of the following maps and documents (estimated quantities):

• 542,000 square feet of large polling division maps (colour)
• 215,000 copies of the 11” x 17” maps (colour)
• 375,000 copies of polling division documents / 8½” x 11” (black and white)

The polling division maps and documents are updated continually, so they must be printed as close as possible to an Electoral Event. An election announcement stipulating a vote in 36 days can be made with no warning; hence, the polling division maps and documents must be obtained and processed ahead of time.

The current set of maps and documents are:

1. Overview Polling Site Area Maps from 36” x 36” to 36” x 84”
2. Polling Site Area Inset Maps from 11” x 17” to 36” x 72”
3. Polling Site Area Cell Maps 36” x 36”
4. Individual Polling Site Area Maps 11” x 17”
5. Overview Advance Polling District Maps from 36” x 36” to 36” x 84”
6. Advance Polling District Inset Maps from 11” x 17” to 36” x 72”
7. Individual Advance Polling District Maps 11” x 17”
8. Polling Division Documents (includes various reports printed) 8½” x 11”

The Contract period is from the Effective Date of the Contract until March 31, 2020.

The bidder grants to Elections Canada the irrevocable option to extend the period of the Contract by 4 additional period(s) of 1 year each under the same terms and conditions.