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Elections Canada - WEB Hosting Renewal



  Reference Number 215540
  Solicitation Number ECRS-RFP-05005-10-16198
  Organization Name Elections Canada / Élections Canada
  Source ID FD.DP.ON.10886.C77844
  Associated Components Yes


  Published 2011-03-18
  Revised 2011-06-15
  Closing 2011-06-16 02:00 PM Eastern Daylight Saving Time EDT


  Category Information Processing and Related Telecommunications Services
  GSINS D: Information Processing and Related Telecommunications Services
R0: Professional Services
  Region of Delivery National Capital Region
  Region of Opportunity World
  Agreement Type WTO-AGP/NAFTA/AIT
  Tender Type Notice of Proposed Procurement (NPP)
  Estimated Value
  Solicitation Method Open

Notice Description

  Elections Canada - WEB Hosting Renewal

WEB Hosting Renewal

Tendering Procedures: All interested suppliers may submit a bid
Attachment: Yes (MERX)
Competitive Procurement Strategy: Best Overall Proposal
Comprehensive Land Claim Agreement: No
Nature of Requirements: Web Hosting Services / Professional Services

Elections Canada File No.:


The information contained in this notice is a brief description of the requirement and is for information purposes only. Bidders must refer to the complete RFP document for a full description of the requirements and the full bid instructions.

About Elections Canada:

The Chief Electoral Officer of Canada (“CEOC”), an agent of Parliament, exercises general direction and supervision over the conduct of elections and referendums at the federal level. The CEOC heads the Office of the Chief Electoral Officer, commonly known as “Elections Canada”. Elections Canada is also mandated to conduct voter education and information programs, and provide support to the independent boundaries commissions in charge of adjusting the boundaries of federal electoral districts following each decennial census. It may also carry out studies on alternative voting methods and, with the approval of Parliament, test electronic voting processes for future use during electoral events.

Further information about Elections Canada can be obtained at

Elections Canada’s public website ( was created in 1995 and has become a major tool to communicate with its stakeholders and the public. The site continues to grow every year and now receives approximately 200,000 visitors per month. This number increases exponentially during a general election: the 40th General Election in 2008 brought over 700,000 visitors to the site on Election Day alone.

The public website consists of approximately 500 active server pages (“ASP”), 10,000 HTML pages, 6,500 PDF files, 8 SQL databases and one Oracle database. A site-wide search engine (Microsoft Index Server) utilizes web page meta-data.

In addition to the public website, a ‘test’ (or staging) website exists to mirror the public website. It is used to test web pages and applications prior to their promotion to a production server. Elections Canada also hosts smaller websites which use different domain names and virtual web servers to serve simple web pages. These smaller websites are typically not permanent in that they provide information on Elections Canada international initiatives that are current at the time.

The target audiences for the Elections Canada public website include:

i. Canadians in Canada and abroad;
ii. members of parliament;
iii. candidates and political parties;
iv. election workers, partners and suppliers;
v. youth of non-voting age;
vi. international community;
vii. media;
viii. academic community; and
ix. Electoral Boundaries Commissions.

The Chief Information Officer Sector of Elections Canada is responsible for technical administration of the website, managing all technical aspects of the hosting infrastructure and web application development. A contractor currently provides web hosting services, including all facilities, hardware and software, network services, and technical support services. The Policy, Planning & Public Affairs Sector of Elections Canada, in consultation and co-operation with other Elections Canada sectors, provides website content management, HTML development services, and language specialist services.

Brief Description:
Elections Canada is in the process of revitalizing its IT operating environment to better serve Canadians via the Internet. To support these ambitions and improve the quality and level of service to clients, Elections Canada seeks to outsource the majority of its web business infrastructure to a service provider that can proactively collaborate on the engineering and delivery of evolving web services, and can effectively manage the support of the web delivery fabric. To the end, the successful bidder will:

(a) be required to provide Internet managed hosting and provisioning services as an outsourced service for Elections Canada in accordance with the resulting contract;

(b) provide a managed secure dedicated high-speed telecommunications service between its web hosting facility in Canada and the Elections Canada’s Data Centre facility in Ottawa, Ontario in accordance with the resulting contract.

(c) permit the installation of and host existing Elections Canada SCNet telecommunications services at their web hosting facility in Canada in accordance with the resulting contract; and

(d) manage the migration of and support the existing Elections Canada website applications and databases at its web hosting facility within Canada in accordance with the resulting contract.

In addition to the above base services and in the context of Elections Canada’s transformational strategy, the successful bidder will be expected to have the capability and resources to fulfill the following needs on an as and when requested basis:

i. provide a computing capacity-on-demand operating model to enable Elections Canada to consume technology and bandwidth as business demands change;

ii. provide a networking environment which is heterogeneous in design and provisioning, to support seamless integration and connectivity between Elections Canada’s internal information technology fabric and the service provider’s infrastructure (i.e. secure networking, authentication & authorization services, collaborative system administration);

iii. develop value-added services to support current and future development projects, pilots, proof-of-concepts and other web business initiatives;

iv. provide multiple environments; which support application isolation and segmentation across multiple tiers (operating system, application frameworks, database constraints, security models and other related criteria);

v. provide performance testing services in support of system validation and capacity planning;

vi. develop cloud computing capabilities; which support not only infrastructure capacity improvements but also provides new and emerging opportunities that leverage application level revitalization using a flexible and dynamic provisioning model; and

vii. provide expertise, to support current and future business initiatives such as new projects, turn-key solutions and web 2.x technologies and requirements.
More specifically, the successful bidder will be required to provide the services which are more fully described in the statement of work included in the RFP.

This requirement is intended to result in the award of one (1) contract with an initial contract period of three (3) years, plus the irrevocable option to extend the initial contract period by up to five (5) one year period(s).

Bids will be evaluated in progressive stages:
- Mandatory Technical Requirements (pass or fail);
- Rated Technical Requirements (point rated); and,
- Financial Requirements (point rated).

Financial Capability Requirement:
The successful bidder will have to demonstrate that it has the financial capability to fulfill this requirement.

This procurement process is subject to the World Trade Organization - Agreement on Government Procurement (WTO-AGP), North America Free Trade Agreement (NAFTA), the Canada-Chile Free Trade Agreement (CCFTA), the Canada-Peru Free Trade Agreement (CPFTA) and the Agreement on Internal Trade (AIT).

Elections Canada retains the right to negotiate with suppliers on any procurement.

Submission of Bids:
It is requested that bids be provided directly to the Contracting Authority. Bids may be delivered to the following address, sealed, on or before May 9, 2011, 2:00 p.m. (local time).

Mailing Address:
Office of the Chief Electoral Officer
Procurement and Contracting Services
257 Slater Street, 6th Floor (Business Centre)
Ottawa, Ontario
K1A 0M6

Attn: Ron Shaheen, Procurement and Contracting Services
Elections Canada File No: ECRS-RFP-05005-10-16198

For sending packages by courier or for dropping off, please note that the Business Centre hours are 8:00 a.m. to 4:30 p.m. (local time).

Bids received after the stipulated closing date and time will not be accepted and will be returned unopened to the bidder. If a late bid must be opened to determine the name and/or address of the bidder or the nature of the enclosure, a covering letter will be sent to explain the necessity of opening the bid.

Faxed or bids sent via electronic mail will not be accepted.

All enquiries and other communication with Elections Canada officials are to be directed ONLY to the Contracting Authority. The Contracting Authority will be the bidder’s primary contact with Elections Canada. All requests for information must be directed to this contact. Bidders who contact anyone other than the Contracting Authority may be disqualified. All enquiries must be submitted in writing to no later than fifteen 15 calendar days before the RFP closing date. Enquiries received after that time may not be answered.

Interested parties wishing to order the solicitation documents for this solicitation must place an order with MERX, either on-line, or by calling 1 800 964-MERX (1 800 964-6379). The documents (PDF file, faxed documents, documents in word processor or spreadsheet format and documents downloaded through the Government Electronic Tendering Service (GETS), etc.) provided by MERX take precedence over any copies that may also be made available.

Documents may be submitted in either official language of Canada.



Contracting Authority

  Name Ron Shaheen
  Address 257 Slater Street
6th Floor, Jackson Building
  City Ottawa
  State / Province ON
  Country Canada
  Postal Code K1A 0M6
  Phone 613-998-9674
  Fax 613-991-1926
  Website URL

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