English Writing and Editing and French Editing and Comparative Editing Services

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 Standing Offer (RFSO) document for a full description of the requirement and the full bid instructions.

1. Tendering Procedure: Attachment: Yes (Buy & Sell.gc.ca)
2. Competitive Procurement Strategy: Highest Combined Rating Technical & Merit

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.

Preparations for the next federal general election (currently expected to be held in October 2019), 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 writers and editors, and French editors and comparative editors 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.

The volumes 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.

Requirement

It is Elections Canada’s intention to enter into a minimum of 5 Standing Offers for each of the following service categories:

1. Writing services in English
2. Editing services in English
3. Editing services in French
4. Comparative editing services in French

Period of the Standing Offer

The Standing Offer period will be from the Effective Date of the Standing Offer until March 31, 2022 (the “Initial Term”). The Offeror will grant to Elections Canada irrevocable options to extend the period of the Standing Offer by five additional periods of one year each under the same terms and conditions.

Submission of Offers

It is requested that offers be addressed to the attention of the Standing Offering 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. (Gatineau, Quebec time).

Mailing Address:

Elections Canada

30 Victoria Street - 1st Floor (Business Centre)

Gatineau, QC

K1A 0M6

Attn: Rima Saliba, Advisor, Procurement and Contracting Services

Elections Canada File No: ECAT-RFSO-18-0208

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 Offering Authority. The Standing Offering 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 Standing Offering 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

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