The Chief Electoral Officer (“CEO”) of Ontario is an independent officer of the Legislative Assembly of Ontario who is responsible, with the assistance of his agency (“Elections Ontario” or “EO”), for overseeing the general administration of the voting process in provincial General Elections and By-Elections (“Events”) in accordance with the Election Act (Ontario), Election Finances Act (Ontario) and other statutes including the French Language Services Act (Ontario) and the Accessibility for Ontarians with Disabilities Act, 2005 (Ontario). There are currently over 10.6 million eligible electors in the Province of Ontario.
Elections Ontario is seeking a Vote By Mail Fulfillment Solution for its Vote By Mail program. The Vote by Mail Fulfillment Solution shall be available for the 2022 General Election and at the request of Elections Ontario, for use during subsequent By-Elections after the General Election.
Electors are increasingly choosing to Vote By Mail as a safe and secure voting option and thus, for the 2022 General Election (and subsequent By-Elections), Elections Ontario expects the elector requests to Vote By Mail to increase. To this end, Elections Ontario is seeking a Vote by Mail Fulfillment Solution in which a Vendor (sole vendor or with Subcontractors), will provide an end-to-end Vote by Mail Fulfillment Solution. This Vote by Mail (VbM) Fulfillment Solution shall enable the transformation of a primarily manual VbM process to an automated one with the capability for quick up and down scalability to meet the day-to-day demands of a General Election; for example, scaling up from 300 to 200,000 fulfillment requests for VbM Packages during peak periods, and scaling down from 200,000 fulfillment requests to 300 or less per day during non-peak periods. The Vendor is required to guarantee the availability of the necessary production capacity for the duration of the Master Agreement.
The Vendor will be required to enter into an agreement with Elections Ontario for the provision of the Vote by Mail Fulfillment Solution that includes the Deliverables and Services described in this RFP (“Master Agreement”). It is Elections Ontario’s intention to enter into the Master Agreement with only one (1) legal entity. The initial term of the Master Agreement shall be for a period of six (6) years with an option in favour of Elections Ontario to extend the Master Agreement on the same terms and conditions for two (2) additional terms of one (1) year each.
The documentation required to review and respond to this RFP is available from this site.
