List of Electors (LOE) and Voter Identification Card Mailing Labels Printing Services

Background

Elections Canada (EC) is an independent, non-partisan agency that reports directly to the Parliament of Canada. EC is mandated conduct federal general elections, by elections and referendums, administer the political financing provisions of the Canada Elections Act, monitor compliance and enforce electoral legislation.

To fulfill the above mandate, EC maintains the List of Electors (names and addresses of electors), and Voter Identification Card mailing labels and during an Electoral Event (General Election, By-Election, or referendum), and makes those lists and labels available to key stakeholders in print format. Description: EC has a requirement to print copies of the List of Electors and Voter Identification Card mailing labels (optional requirement) for both General Elections and By-Elections 338 Electoral Districts (ED) in Canada. The objective is to put in place a Contract with a printing company that has proven experience in providing services outlined in Annex “A” – Statement of Work (SOW). A General Election and By-Elections announcement stipulating a vote in 36 days (minimum) can be made with no warning and the LOE’s and VIC mailing labels must be printed, packaged and shipped within five calendar days. The first lot must be ready for shipment within two days of the notification. The last lot must be ready for shipment within five days of the notification from EC. The Bidder must be capable of meeting this service time requirement, with adequate excess capacity to meet their day-to-day commitments and ensure a large margin of redundancy to deal with delays caused by equipment problems or other delays. Kick off meeting and site visit are mandatory to this requirement.

Optional Requirement Elections Canada has an optional requirement for the printing of VIC mailing labels as described in Part III of the SOW. Period of the Contract:

The Contract period will be from the Effective Date of the Contract up to and including March 31, 2016.

The bidder grants to Elections Canada the irrevocable option to extend the Term of the Contract by four (4) additional one (1) year period(s) up to and including March 31, 2020 each under the same terms and conditions.

Evaluation Methodology: Proposals will be evaluated in the following progressive stages: Phase 1 – Mandatory Technical Evaluation Phase 2 – Rated Technical Evaluation Phase 3 – Financial Evaluation Phase 4 – Determination of Highest Ranked Bidder

Neither the responsive proposal obtaining the highest technical score nor the one with the lowest evaluated price will necessarily be accepted. The bidder with the Phase 4 Proposal with the highest combined evaluation score will be considered for the award of a contract.