Pay and Related Payroll Services for Workforce Management of Field Personnel

*This NPP follows the cancellation of Elections Canada Solicitation Number: ECAT-ITQ-16-0091 Integrated Resource Planning Model (IRPM).*

Notice of Proposed Procurement (NPP)

Pay and Related Payroll Services for Workforce Management of Field Personnel

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 requirement and the full bid instructions.

1. Elections Canada File No: ECAT-RFP-17-0552
2. Applicability of Trade Agreements: Yes
3. Tendering Procedure: Open Competitive (Buy & Sell.gc.ca)
4. Tendering Procedure: 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.

Elections Canada hires field Election Administrators to support its mandate to be prepared at all times to administer an Electoral Event. The Electoral Administrators consist of a Field Liaison Officer, a Returning Officer and an Assistant Returning Officer. Under the current distribution, there are 33 Field Liaison Officer Regions (33 Field Liaison Officers) and 338 Electoral Districts (338 Returning Officers). The Returning Officers are responsible for hiring a number of different workers to support Electoral Events including hiring their Assistant Returning Officer. These Field Workers fall into two categories, Permanently Active Electoral Workers (Electoral Administrators) and Temporary Electoral Workers (Field Workers).

Elections Canada uses an in-house developed legacy system, the Returning Officer Payment System, to facilitate the payments for Field Workers. The Returning Officer Payment System captures specific information about field worker activities requiring payments (e.g. personal details, time, expenses, fees, allowances, taxable and non-taxable revenue, etc.). This information is collected in the field during an Electoral Event and transmitted to a central module of the system at Elections Canada headquarters for processing by the Pay Master. This data is then transmitted to the Contractor for payroll calculations including net pay and statutory deductions and reporting.

The Returning Officer Payment System in the field or at headquarters is designed to operate only during an Electoral Event to manage pay information for Field Workers. It does not operate between events and does not process pay information for Electoral Administrators.

Requirement

Elections Canada has embarked on an initiative for an integrated resource planning solution which includes the workforce management components for both its Electoral Administrators and Field Workers. A self-serve solution is planned to eventually replace the in-house Returning Officer Payment System and COTS payroll application for its field workforce. At the time of the replacement of the Returning Officer Payment System with the new workforce management solution, the Contractor will be required to produce pay calculations derived from a different source (legacy systems). Elections Canada will work closely with the Contractor to ensure a smooth transition to this new solution. Optionally, the Contractor may be selected to provide this solution for one or multiple pay lists.

Period of the Contract

The Contract period will be from the Effective Date of the Contract until March 31, 2022 (the “Initial Term”). The Contractor will grant to Elections Canada irrevocable options to extend the period of the Contract by two additional periods of 24 months under the same terms and conditions.

Submission of Offers

It is requested that offers be addressed to the attention of the Contracting 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 RFP at 2:00 p.m. (Gatineau, Quebec time).

Mailing Address:

Elections Canada

30 Victoria Street -1st Floor (Business Centre)

Gatineau, QC

K1A 0M6

Attn: Ashley Tran, Advisor, Procurement and Contracting Services

Elections Canada File No: ECAT-RFP-17-0552

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 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 the deadline indicated in the RFP. Enquiries received after that time may not be answered.

Interested parties wishing to obtain 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.

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

Once the successful bidder has been announced, bidders may request a debriefing on the results of the RFP process. Bidders should make the request to the Contracting Authority as per the terms of the RFP. The debriefing may be in writing, by telephone or in person.