Alternative Voting System Services - CS-RFP-001-2022
Objective
This Request for Proposals (RFP) is an invitation to submit proposals for the provision of a comprehensive service provider for alternative voting systems for the 2022 election, in accordance with the Municipal Elections Act of Ontario. The services include an end-to-end election service.
All of the requirements must be done in a manner that meets or exceeds the AODA requirements related to each area.
Background
Located at the head of Lake Temiskaming, Temiskaming Shores is located in North-eastern Ontario, near the Quebec border. Temiskaming Shores has a population of approximately 9,920, according to the 2016 census. The City of Temiskaming Shores is governed by a seven-member Council comprised of 6 Councillors and 1 Mayor. The City also has various Committees of Council, with members appointed by Council.
In the past, the City has used the traditional paper ballot with tabulators. With the level of service and connectivity availability, the City has started the process to move towards an alternate voting system provider for the planned 2022 election.
Submission
Submissions must be in a .pdf format and submitted electronically to:
Subject Line: CS-RFP-001-2022 “Alternative Voting System Services”
Addressed to: Logan Belanger, Clerk
Proponents will receive an automatic email response to indicate that the submission has been received, and to contact the Municipal Clerk for submission opening details. Contact the Clerk using the coordinates outlined herein, should the Proponent not receive an email from the tenders@temiskamingshores.ca email account.
The closing date for the submission of Proposals will be at 2:00 p.m. local time on Monday, February 7, 2022.
  • late Proposals will not be accepted;
  • Proposals by fax will not be accepted;
  • Proposals by mail will not be accepted;
  • Partial Proposals are not accepted;
  • The City reserves the right to accept or reject any or all Proposals;
  • The lowest priced Proposal will not necessarily be accepted;
  • The City reserves the right to request clarification or supplementary information concerning a Proposal from any Proponent;
  • The City reserves the right to enter into negotiations with a Proponent and any changes to the Proposals that are acceptable to both parties will be binding;
  • The City reserves the right to confirm with the Proponent, a third party or references (whether provided in the Proposal or not), confirmation of any information provided by the Proponent in their Proposal.
  • The Proposals shall be valid for 60 (days) days from submission date.
The Form of Proposal must be signed in the space provided on the form, with the signature of the Bidder or responsible official of the firm bidding. If a joint Bid is submitted, it must be signed and addressed on behalf of both of the Bidders. Any alterations or cross-outs must be initialed in ink by the Bidder. Failure to do so may result in the rejection of the Bidder’s Proposal by the City.
Line items and prices must be clearly indicated. The Bid must not be restricted by a statement added to the Proposal form or by a covering letter, or by alterations to the Proposal form, as supplied by the City of Temiskaming Shores unless otherwise provided herein.
H.S.T. Tax will be applicable to the supply of labour and equipment.
The City will not be held responsible for Proponent or third-party costs, claims, direct or indirect damages caused by the City exercising its rights reserved in this Section or otherwise expressed or implied in this RFP.
Questions
Any questions with respect to the specifications are to be directed to:
Logan Belanger
Municipal Clerk
City of Temiskaming Shores
325 Farr Drive
Temiskaming Shores, ON P0J 1K0
Phone: (705) 672-3363 ext. 4136
It will be the Proponent's responsibility to clarify any details in question not mentioned in this Proposal by Monday, January 31, 2022, 4:30 p.m. local time.
To ensure fairness to all Proponents, any and all questions that require clarification or that may materially alter this RFP document will be responded to and shared with other Proponents via an addendum, as described herein. Questions received after this date and time will not receive a response. Proponents are notified that any errors or omissions in the proposal may render the proposal invalid.

 

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