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.
OBJECTIVE
The objective of this RFQ is to solicit responses from qualified Vendors to provide and deliver Office Accessories (as listed in Appendix D Financial Response Form), to the EO technology warehouse in Mississauga, Ontario. EO staff at the warehouse will unload and store the Office Accessories for future use.
The scope of this RFQ is only to provide and deliver the Office Accessories. Subsequent to delivery of these Office Accessories at the technology warehouse, EO will be responsible for kitting and transporting the Office Accessories to designated locations.
SPECIFICATIONS
This section describes the “in scope” and “out of scope” items for this RFQ.
Accessory Specifications - Quantity
Extension Cord - Minimum of one outlet, three-pronged, medium duty, CSA approved, grounded extension cord that is minimum 15 feet in length - Quantity 9,000
Power Bar- Minimum of six-outlet, three-pronged CSA approved power bar with a minimum 9-foot cord - Quantity 9,000
Tape - 1 roll of non-residue duct tape, 2” wide and minimum 30 yards long - Quantity 5,000
Reams of Paper - Ream of paper (500 sheets per ream); 8.5 x 11 laser printer-compatible, white , 92 brightness 20lb - Quantity10,000
Totals - 33,000
In Scope
The scope of this RFQ is:
- Provide and deliver Office Accessories listed in Appendix D Financial Response Form, and as per the requirements in this RFQ, on or before December 15, 2017 to EO technology warehouse in Mississauga, Ontario.
- Of the quantities required in Appendix D Financial Response Form, a portion of these will be required on or before October 15, 2017 for the planned Simulation exercise, as follows: extension cord (250), power bar (250), tape (80), and reams of paper (160).
- Submit Office Accessories 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, 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 one (1) sample of each of the four (4) items requested in Appendix D.
Out of Scope
The following is out of scope for the project:
- Associated Office Accessories activities, including kitting.
- Asset tagging or external labelling of Office Accessories.
- Unloading of Office Accessories 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.
