Elections Ontario (or “EO”) is a non-partisan agency of the Legislative Assembly of Ontario working under the direction of the Chief Electoral Officer (“CEO”), an officer of the Legislative Assembly. EO is responsible for conducting general, by-elections and referenda in accordance with the provisions in the Elections Act and the administration of Election Finances Act.
The purpose of this RFP is to source a Vendor who will provide and deliver 6,000 hard-shell Tabulator Kit Cases (with a removable insert) to the EO technology warehouse in Mississauga, Ontario.
SAMPLE(S) (SIMILAR TO REQUESTED PRODUCT) TO BE PROVIDED WITH RFP RESPONSE. THE PROPONENT IS NOT EXPECTED TO PROVIDE A CUSTOMIZED INSERT WITH THE SAMPLE—A GENERIC INSERT IS SUFFICIENT.
BACKGROUND
Tabulator Kit Cases will be used to store the Tabulator, thermal paper, and other accessories that each technology-enabled polling location requires to run an election. The next provincial election is scheduled for June 7, 2018, but the Tabulator Kit Cases will be required before that date as described in the Section 4 Specifications in this RFP for the Simulation exercise.
Note that not all polling locations in Ontario will be technology-enabled (thus will not require a kit). EO is currently finalizing this assessment, but the quantities provided in this RFP are expected to be generally accurate.
A polling location, if it has been designated to be technology-enabled, will receive one Tabulator Kit (some larger locations may receive multiple kits). For configuration purposes, a complete list of the kit contents is provided in Appendix H Proposed Kit Contents.
The Vendor is only required to provide and deliver the Tabulator Kit Cases. Subsequent to Vendor delivery of the Tabulator Kit Cases to the EO technology warehouse in Mississauga, the kit contents will be loaded into the kits by EO and stored until transported to Ontario sites. After the election, EO will be responsible for returning the kits to the warehouse.
EO will also be responsible for periodically opening the kits for audits, power checks, and so on, at least quarterly. The Tabulator Kit Cases must facilitate easy access to the equipment for this purpose. The expectation is that the Tabulator Kit Case will be durable enough to be reusable for at least three provincial election cycles (10 to 12 years).
OBJECTIVE
The objective of this RFP is to solicit responses from qualified Vendors to provide and deliver 6000 Election Polling Tabulator Kit Cases (with a removable insert) to a designated EO technology warehouse in Mississauga, Ontario. EO staff at the warehouse will unload and store the Tabulator Kit Cases for future use.
The scope of this RFP is only to provide and deliver the Tabulator Kit Cases (including insert). Subsequent to delivery of these Tabulator Kit Cases at the technology warehouse, EO will be responsible for kitting the contents for elections and transporting the kits to designated locations.
SPECIFICATIONS
The scope of this RFP is:
• Provide and deliver 6000 Tabulator Kit Cases, each having a removable insert, as per the requirements in this RFP, on or before December 15, 2017 to EO technology warehouse in Mississauga, Ontario. Of these 6000 Tabulator Kit Cases, 20 Tabulator Kit Cases will be required for EO’s Simulation Exercise, on or before October 15, 2017.
• Submit Tabulator Kit Cases to EO technology warehouse acceptance process upon delivery.
• Manage the project according to standard project management principles, which will include creating a project plan in consultation with EO that includes proposed timelines, deliverables, milestones, and responsibility, status meetings, project close report, and single point of contact. Each phase, deliverable, and milestone must be signed off by EO in order to be considered complete.
• Include with response typical risks and mitigations associated with a project such as this one. Risks can include but are not limited to: deadlines, defects and lost items, labour disputes, accidents, and vehicle breakdowns. Mitigations should include recovery procedures, timelines, and processes as required that will minimize disruption time to this project.
• Provide a sample product(s) with the RFP response that is similar to requirements stated in this RFP, and in particular, Appendix G Requirements. Sample(s) may be picked up or shipped back to the proponent at the conclusion of the RFP at the proponents expense.
Out of Scope
The following is out of scope for the project:
• Associated Tabulator kit content activities, including sourcing contents, purchasing, and kitting.
• Asset tagging or external labelling of Tabulator Kit Cases.
• Unloading of Tabulator Kit Cases from the truck at the time of delivery to the EO technology warehouse in Mississauga.
All documentation required to submit a response to this RFQ may be obtained from MERX.
