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.
Election events are a time of ramp-up and growth for Elections Ontario at our headquarters. During this time, our organization will grow to double our normal staffing compliment. To accommodate the increase of staff, EOHQ needs to ensure it can provide a safe and adequate working environment for all staff. We are looking for proponents that have experience with providing mid-size organizations with temporary furniture solutions in a dynamic environment. The objective of this RFQ is to solicit proposals from proponents to provide EO with solutions that address the needs of our organization as it grows during event periods and ramp-downs after elections.
In preparation for the 2022 Provincial General Election our organization will undergo a ramp-up period roughly a year in advance. This ramp period requires additional seating accommodations at Elections Ontario Headquarters (EOHQ) located at 51 Rolark Drive, and 40 Ridgetop Drive both located in Scarborough, Ontario.
The required amount of furniture to support the ramp up and election period at EOHQ is needed by July 5th, 2021. Additionally, the proponents must be able to demonstrate that they can work in a flexible manner if requirements change because of the ongoing pandemic caused by COVID-19. The main proponents must demonstrate that their furniture solution adequately provides a level of safety to help Elections Ontario to provide a safe work environment for staff members.
The scope of this project will be for the successful proponent to deliver, install, maintain, and remove the required amount of furniture for the duration of one year. The scope of furniture required includes but is not limited to desks, returns, dividers, plexiglass, chairs, locking pedestals that slide underneath the provided desks, storage racking, filing cabinets, etc.. at Elections Ontario HQ offices.
Elections are dynamic events, which could have an impact on the quantities, requirements, and schedule through the course of the contract. Elections Ontario requires that the furniture be delivered and installed in a staggered fashion between July 5th, 2021 to January 30th, 2022.
The duration of the contract to be entered into between the CEO and successful Proponent(s) will be for a period of 1 year. with an option in favour of Elections Ontario to extend the Agreement on the same terms and conditions for up to 3 additional terms of 1 year each.
All of the information and documentation required to respond to this RFQ is available from this site.
