Production and Dissemination of Information for Voters in Accessible Formats Advance Contract Award Notice (ACAN)
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Elections Canada Advance Contract Award Notice (ACAN)
ECGZ-ACAN-20-0677
Production and Dissemination of Information for Voters in Accessible Formats
Advance Contract Award Notice (ACAN)
Advance Contract Award Notice Page 1 of 6Elections Canada Advance Contract Award Notice (ACAN)
ECGZ-ACAN-20-0677
1. ADVANCE CONTRACT AWARD NOTICE (ACAN)
1.01. An ACAN is a public notice indicating to the supplier community that a department
or agency intends to award a contract for goods, services or construction to a pre-
identified supplier, thereby allowing other suppliers to signal their interest in bidding,
by submitting a statement of capabilities. If no supplier submits a statement of
capabilities that meets the requirements set out in the ACAN, on or before the closing
date stated in the ACAN, the contracting officer may then proceed with the award to
the pre-identified supplier.
2. DEFINITION OF THE REQUIREMENT
The Office of the Chief Electoral Officer, Consultation Services and Stakeholder
Mobilization Directorate, requires the professional services of the Canadian
National Institute for the Blind (CNIB) Foundation to:
a) Produce and provide necessary products in accessible formats including CDs,
large print, braille, and full-text templates (e.g. the electronic masters) that
are compatible with the most up-to-date version of JAWS screen reader
software; and
b) Mobilize interveners across the country as part of Elections Canada’s outreach
activities under the Inspire Democracy program and the Voter Information
Campaign.
3. CRITERIA FOR ASSESSMENT OF THE STATEMENT OF CAPABILITIES (MINIMUM
ESSENTIAL REQUIREMENTS)
Any interested supplier must demonstrate by way of a statement of capabilities that
it meets the following production, dissemination and outreach requirements:
Production
a) Capability to produce large quantities of multiple voter information products
in various accessible formats (large-print, braille, digital and CD audio) for
national distribution, with little notice, when an election is called; and
b) Demonstrated expertise in serving people with disabilities, in particular,
people with print communication barriers; and ability to advise Elections
Canada on the needs of Canadians with the aim of removing barriers to
communication.
Dissemination
a) Access to a pre-established and existing network channels with organizations
representing and serving people with disabilities across Canada;
Advance Contract Award Notice Page 2 of 6Elections Canada Advance Contract Award Notice (ACAN)
ECGZ-ACAN-20-0677
b) Access to a pre-established and existing national communication network
with people requiring accessible formats;
c) Capacity and ability to deliver voter information products when an election is
called;
d) Capability to distribute information in a wide variety of accessible formats
and using a variety of channels (including, but not limited to email blasts,
phone blasts, in person, by mail, online, etc.)
e) Knowledge and understanding of the Canadian electoral process, specifically
how people with disabilities may exercise their democratic rights to vote and
the tools available to assist them;
f) Ability to develop and implement detailed workplans, research plans and
communication plans which includes key deliverables and timelines;
g) Experience in evaluating, analyzing and producing reports specific to people
with disabilities; and
h) Certification that they are able to comply with an avoidance of political
partisanship requirement.
Outreach
a) Ability and capacity to hold information sessions in different regions across
Canada to inform people with disabilities and the people supporting them
about the spectrum of services that are there to assist them when they vote.
4. APPLICABILITY OF THE TRADE AGREEMENTS TO THE PROCUREMENT
This procurement is subject to the following trade agreement:
a) Canada-Korea Free Trade Agreement (CKFTA)
5. AVOIDANCE OF POLITICAL PARTISANSHIP
Due to the nature of the requirement and the importance for Elections Canada to
disseminate information to the public in an impartial and non-partisan manner, an
avoidance of political partisanship clause is a requirement. Such a clause restricts the
contractor and its officers and employees who will be responsible for the
performance of the work or who will supervise the carrying out of the work from
being engaged in politically partisan activities and from performing work for or on
behalf of a political party, a candidate or a person, body, agency or institution with
politically partisan purposes or objectives where the performance of such work raises
a reasonable apprehension of political partisanship.
Advance Contract Award Notice Page 3 of 6Elections Canada Advance Contract Award Notice (ACAN)
ECGZ-ACAN-20-0677
6. JUSTIFICATION FOR THE PRE-IDENTIFIED SUPPLIER
Elections Canada recognizes that an election can be called at any time, and must be
prepared to deliver the election in an accessible manner. As part of its commitment
to ensure that electors, including people with disabilities, have the information they
need to register, vote and be a candidate in federal elections, the services of a
contractor are required to produce and assist with the distribution of accessible
voter information products for electors who require them.
As a national volunteer agency and charitable organization dedicated to assisting
Canadians who are blind, partially sighted and deafblind, the Canadian National
Institution for the Blind (CNIB) Foundation is uniquely placed to produce and
distribute information country-wide about the electoral process in accessible digital,
print and audio formats. CNIB not only has the expertise about technical
requirements for the production of accessible communications products, through
their client base, they have knowledge about the needs of electors with sight-
related disabilities. CNIB also has the capacity to engage in a large-scale production
and the ability to fulfill demands from electors for accessible voter information
products at a national scale based on end-user needs. Having CNIB provide
professional services will mean that Elections Canada will be able to produce and
distribute accessible products to electors more efficiently.
Additionally, CNIB is uniquely placed to assist Elections Canada in amplifying key
messages of the voter information campaign and raising awareness about Elections
Canada’s accessible tools and services. CNIB has an extensive client database of
people who require accessible formats (over 20k users). To support Elections
Canada in removing barriers to voting to electors in this capacity, CNIB is proposing
to share resources and tools through various channels such as mailouts, email
services, social media and the CNIB Foundation website. Through CNIB, Elections
Canada will also gain access to the Centre for Equitable Library Access user network,
which provides a public library service for Canadians with print disabilities who may
not necessarily be blind or partially-sighted.
To better reach and engage Canadians who are blind, partially sighted and deafblind
in the voting process, CNIB is proposing holding various outreach activities and
initiatives across the country, both in person and virtually, where Voter Information
Campaign products in alternate formats will be distributed. CNIB has over 50 offices
and hubs across the country where voter information sessions can be held and
where products can be distributed. Canadians who are blind, partially sighted or
deafblind visit those offices frequently for rehabilitation services or social programs.
Advance Contract Award Notice Page 4 of 6Elections Canada Advance Contract Award Notice (ACAN)
ECGZ-ACAN-20-0677
CNIB offices are accessible, and Canadians with sight loss have a level of comfort
visiting those offices as they are often familiar with the location and layout. Every
CNIB office across the country provides several programs that enhance daily living
skills of people of all ages. In the lead up to the next federal election, CNIB will be
able to leverage these programs and reach many of its clients with, for example,
mock voting training (in person and virtual). The goal will be to ease anxieties for
blind or partially sighted Canadians before they go to the polls, as they will
understand what to expect at the poll on election day. Furthermore, electors will
obtain accurate voter information in accessible formats (i.e. full-text templates, CDs,
large print, and braille) digitally and by mail on a national scale.
7. GOVERNMENT CONTRACTS REGULATIONS EXCEPTION
The following exception to the Government Contracts Regulations is invoked for this
procurement under subsection 6(d) only one person is capable of performing the
contract.
8. OWNERSHIP OF INTELLECTUAL PROPERTY
8.01. Where intellectual property will be created during the course of the contract, a
statement should indicate whether an exception set out in the Treasury Board
ARCHIVED - Policy on Title to Intellectual Property Arising under Crown Procurement
Contracts is being invoked or if the ownership of intellectual property will rest with
the contractor.
Ownership of any Foreground Intellectual Property arising out of the proposed
contract will vest in and remain the property of the Contractor.
9. PERIOD OF THE PROPOSED CONTRACT OR DELIVERY DATE
The term of the proposed contract is from the effective date to March 31, 2022.
10. COST ESTIMATE OF THE PROPOSED CONTRACT
The estimated value of the contract, including options, is $94,029.00 (GST/HST extra).
Service / Description Total
Production and Dissemination of
Information for Voters in Accessible $94,029.00
Formats
Maximum Contract Value $94,029.00
Advance Contract Award Notice Page 5 of 6Elections Canada Advance Contract Award Notice (ACAN)
ECGZ-ACAN-20-0677
11. NAME AND ADDRESS OF THE PRE-IDENTIFIED SUPPLIER
Elections Canada intends to award a contract to Canadian National Institute for the
Blind Foundation operating at Unit 104 – 425 Marché Way, Lansdowne Park, Ottawa,
ON K1S 5J3.
12. SUPPLIERS' RIGHT TO SUBMIT A STATEMENT OF CAPABILITIES
Suppliers who consider themselves fully qualified and available to provide the goods,
services or construction services described in the ACAN may submit a statement of
capabilities in writing to the contact person identified in this notice on or before the
closing date of this notice. The statement of capabilities must clearly demonstrate
how the supplier meets the advertised requirements.
13. CLOSING DATE FOR A SUBMISSION OF A STATEMENT OF CAPABILITIES
The closing date and time for accepting statements of capabilities is January 7th, 2021
- at 2:00 PM (Gatineau time).
14. INQUIRIES AND SUBMISSION OF STATEMENTS OF CAPABILITIES
Inquiries and statements of capabilities are to be directed to:
Galina Zhukov
Senior Advisor, Procurement and Contracting Services
Elections Canada
30 Victoria St
Gatineau, Quebec K1A 0M6
Phone: 343-550-0548
Email: proposition-proposal@elections.ca
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