Accommodations for the 2024 Election Administrators Conference

Purpose of notice of intended procurement: This is not a bid solicitation. This notice of intended procurement is to notify of a Directed Request for Quotation for hotel accommodations for the 2024 Election Administrators Conference and to satisfy trade agreement requirements for notices.

Background The Office of the Chief Electoral Officer (OCEO), an agent of Parliament, exercises general direction and supervision over the conduct of elections and referendums at the federal level. The Chief Electoral Officer of Canada heads the Office of the Chief Electoral Officer, commonly known as Elections Canada (EC). As the 45th General Election (GE) approaches, a final face-to-face meeting has been planned to take place in the National Capital Region (NCR), with Elections Canada Headquarter, Field Liaison Officers (FLO), and Returning Officers (RO), from different fields of interest and regions.

Requirement Elections Canada requires hotel accommodations for approximately 369 travellers during the 2024 Election Administrators Conference between May 28 and May 30, 2024. Elections Canada will be issuing a directed Request for Quotation (RFQ) to all hotels within a 10-kilometer radius from Elections Canada Headquarters located at 30 Victoria Street, Gatineau, Quebec K1A 0M6 and with a minimum 4-star Tripadvisor rating (see attached for a complete list of hotels). Any hotel within this radius and that fit the minimum rating requirement wishing to participate in the solicitation that is not already included in the attached list of invitees may request an invite through the Contracting Authority by submitting their hotel name and address, corporate legal name, and contact information including the email address where they wish to receive the RFQ. It is strongly encouraged that the requests to be invited to the RFQ are received before the RFQ is anticipated to be launched and requests that are within 5 business days of the closing date will not be considered. Elections Canada will not delay the closing of the RFQ due to last minute requests for invites. Elections Canada will allow for documents to be submitted in either official language of Canada. Specific bidder instructions and conditions for participation will be provided within the RFQ which will be sent to all suppliers on the list at the same time. The anticipated solicitation date is February 5, 2024.

Important Information This procurement is covered by Canadian European Union Comprehensive Economic and Trade Agreement CETA- Chapter 19 Government Procurement: Article 19.6 Notices – Notice of Intended Procurement.

Enquiries All enquiries and other communication with Elections Canada personnel are to be directed ONLY to the Contracting Authority. All enquiries must be submitted in writing to proposal@elections.ca no later than the deadline indicated in the Advanced Procurement Notice. Further information about Elections Canada may be obtained at elections.ca.