Mail Management Automation Project (MMAP) – Mail Sorter Equipment

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. 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.

Elections Canada has a requirement to automate its special ballot sorting process mostly used during general elections and referendum events in Canada. Currently, Elections Canada processes close to 190,000 special ballots casted by registered electors during an election event. It is forecasted that there will be a greater volume of special ballots to be processed for upcoming and future election events. In order to cope with increased volumes of special ballots and manage the resulting risk, Elections Canada requires a faster, more flexible and accurate way to sort the outer envelopes by sending them to their respective electoral district bin in a single pass, using the envelope barcodes or typed text.

Requirement

Elections Canada requires an automated mail sorting equipment to be delivered, installed, tested and maintained by the Contractor, and in addition, the delivery of documentation and on-site operator training.

Period of the Contract

The Contract period will be for 12 months from the Effective Date of the Contract (the “Initial Term”). The Contractor will grant to Elections Canada irrevocable options to extend the period of the Contract by five additional periods of 12 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, Senior Advisor, Procurement and Contracting Services

Elections Canada File No: ECAT-RFP-18-0610

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.