Printing of Maps and Documents

Bidders must refer to the complete RFP document for a full description of the requirement and the full bid instructions.BackgroundThe 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.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.RequirementThe 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:Overview Polling Division Maps from 36” x 36” to 36” x 84”Overview Polling Division Inset Maps from 11” x 17” to 36” x 72”Polling Division Cell Maps 36” x 36”Overview Advance Polling District Maps from 36” x 36” to 36” x 84”Overview Advance Polling District Inset Maps from 11” x 17” to 36” x 72”Individual Advance Polling District Maps 11” x 17”Polling Division Documents (includes various reports printed) 8½” x 11”The printing, collation and packaging of maps and documents must be completed and received at the EC facilities in Ottawa and/or Gatineau within 10 calendar days of the official notification from EC.Period of the ContractThe Contract period will be from the Effective Date of the Contract until March 31, 2024 (the “Initial Term”).The Contractor will grant to Elections Canada irrevocable options to extend the period of the Contract by four (4) additional periods of one (1) year under the same terms and conditions.Submission of ProposalsThis RFP allows bidders to use the epost Connect service provided by Canada Post Corporation to transmit their proposals electronically. For further information, bidders must refer to Part 2 – Bidder Instructions, and Part 3 – Proposal Preparation Instructions of the RFP document.Proposals are to be addressed to the attention of the Contracting Authority and delivered, sealed, to the Proposal Receiving Unit on or before the bid closing date and time indicated on the front page of the RFP.For sending packages by courier or for dropping off, please note that the Proposal Receiving Unit at the Business Centre is open Mondays to Fridays from 8:00 to 12:00 and from 13:00 to 16:00 (Gatineau, Quebec time).Bids sent via email or facsimile will not be accepted.Documents may be submitted in either official language of Canada.Elections Canada retains the right to negotiate with suppliers on any procurement.Selection MethodologyCompetitive Procurement Strategy: Highest combined rating of technical merit and priceEnquiriesAll enquiries and other communication with Elections Canada personnel are to be directed ONLY to the Contracting Authority. The Contracting Authority will be the bidder’s primary contact. Bidders who contact anyone other than the Contracting Authority may be disqualified.All enquiries must be submitted in writing to 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.Further information about Elections Canada may be obtained at elections.ca.DebriefingsOnce 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.