Off-Site shredding services and disposal

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 document for a full description of the requirement and the full bid instructions.

Background

The Office of the Chief Electoral Officer of Canada (OCEO), an agent of Parliament, exercises general direction and supervision over the conduct of elections and referendums at the federal level. The OCEO heads the Office of the Chief Electoral Officer, commonly known as Elections Canada.

Elections Canada is dependent on manual material handling processes to support the preparation of supplies for Electoral Events, as well as processing the returns of materials from Electoral Events. The work involved creates a large amount of paper and documentation to be shredded off-site in a secure manner.

Requirement

The Elections Canada Distribution Centre requires the services of a Contractor to provide secure shredding and disposal of documentation on an as required basis.

To enable transport of the materials to the shredding site, EC currently uses Canada Post monotainers. EC places the materials to be shredded in these monotainers. Each monotainer measures approximately 48” x 42” x 44.5”.

As and when required, EC will notify the Contractor via Task Authorization that the services are required.

EC estimates that the services will be required for 30 monotainers per Task Authorization, and that one Task Authorization will be issued per month. During election season, this amount may increase to 90 monotainers or more per month.

Incumbent

The work is currently not being performed by a contractor.

Security

Minimum resource security required: Reliability status

Period of the Contract

The Contract period will be from the Effective Date of the Contract until March 31, 2027 (the “Initial Term”).

The Contractor will grant to Elections Canada irrevocable options to extend the period of the Contract by five (5) additional periods of of one (1) year each under the same terms and conditions.

Submission of Proposals

This Request for Proposal allows bidders to use the 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 Request for Proposal 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 Request for Proposal.

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 Methodology

Competitive Procurement Strategy: Lowest cost

Enquiries

All 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 Request for Proposal. Enquiries received after that time may not be answered.

Interested parties wishing to obtain the solicitation documents for this Request for Proposal must do so through www.canadabuys.canada.ca . 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.

Debriefings

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

A contracting officer can use limited tendering for specific reasons outlined in the applicable trade agreements. The reason for this contract is described below:

• None