ECGZ-RFP-2023-2355 - Height-Adjustable Assembly Tables

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

Background
The 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.
Elections Canada is dependent on manual material handling processes to support the preparation of supplies for Electoral Events. While various levels of automation have been considered, the unique nature of electoral preparation makes full automation infeasible. Therefore, there is a permanent, ongoing requirement for equipment to enable safe manual handling and manipulation of a broad range of products.
The existing workstations being replaced with this Contract are fixed-height tables which have been in service since the 1980s, and many employees have expressed health and safety concerns regarding both the lack of adjustability and the cumulative damage from decades of use. Given that the nature of the work requires standing for extended periods, it is critical that the workstations facilitate ergonomic working positions for employees with a variety of heights and postures.
The Elections Canada Distribution Centre strives to be as accessible as possible. Adjustable work surfaces will safely accommodate the requirements of a much broader range of employees.
Seven (7) height adjustable tables were purchased in 2013, and they have greatly improved working conditions for a portion of the team onsite, particularly in cases where there are mobility or accessibility concerns. Management has observed that the ability to adjust and optimize working height has also led to a significant increase in productivity.
Updating the work surfaces will support an ongoing project reviewing the potential to implement automation of key processes. Certain tools under consideration, such as conveyor systems, require specific weight capacities and working heights, which the current tables do not support.

Requirement
EC requires twenty-five (25) heavy-duty height-adjustable tables to enable numerous assembly and material-sorting processes.

Security
There is no security requirement applicable to this procurement.

Period of the Contract
The Contract period will be from the Effective Date of the Contract until May 31, 2024 (the “Initial Term”).

Submission of Proposals
This RFP 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 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 Methodology
Competitive Procurement Strategy: Highest combined rating of technical merity and price

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 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.

Debriefings
Once 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.