Elections Ontario (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 and by-elections in accordance with the provisions in the Election Act and the administration of Election Finance Act which regulates political contributions, spending limits, party/candidate registration, and advertising.
As an agency under the Legislative Assembly, EO is seeking proposals for accessible document conversion for all external public documents. As per the Accessibility for Ontarians with Disabilities Act (AODA), specifically the Information and Communications Standard, EO is mandated to ensure that our website and all content on the website is accessible and complies with the Accessibility for Ontarians with Disabilities Act and the World Wide Web Consortium Web Content Accessibility Guidelines (WCAG) 2.0 at Level AA.
We are seeking the document conversion services from individuals and/or firms for an initial period of three (3) years (with the ability to extend the agreement for an additional two (2) two (2) year terms) that have the ability to convert documents on an as needed basis. Proponents are expected to provide best and final pricing in relation to the information contained herein.
BACKGROUND
Elections Ontario is seeking a vendor to convert documents and reports for compliance with the Accessibility for Ontarians with Disabilities Act and the World Wide Web Consortium Web Content Accessibility Guidelines (WCAG) 2.0 at Level AA. Document conversion will be required on an ongoing and as-needed basis for the duration of the contract. The volume of documents and reports being sent for conversion will vary, but is expected to increase significantly 6-8 months before the spring 2018 general election. The 2018 general election will likely be on June 7th 2018.
Documents will need to be converted and sent back as they are completed, for review and approval. Revisions may be required after completion, and it is expected that an inventory of all EO’s translated documents will be kept for future reference for the duration of the contract. Most documents will be between 1-20 pages, with some reports being 100 pages or more.
OBJECTIVE
The objective of this RFP is to solicit proposals from qualified vendors in order to provide EO with ongoing accessible document conversion to ensure that EO is in accordance with rules outlined in AODA 2.0 Level AA guidelines, and that a vendor(s) is in place to provide these services until March 2020 with the ability for EO to extend the agreement for two (2) additional two (2) year terms under the same terms and conditions. .
Elections Ontario is selecting qualified conversion firms that will be able, upon request, to provide conversion services to Elections Ontario. The successful proponent(s) will be required to work with an in-house communications coordinator who assigns and coordinates their assignments.
A roster will be maintained for a period of three (3) years and may be expanded to five (5) or seven (7) years
Additional information and documentation required to submit a response must be obtained from this site.
