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 Request for Proposal document for a full description of the requirement and the full bid instructions.
Background
Support EC’s Creative Services team in the video production of various non-advertising and accessible video projects within the Agency. Many of these video products require French and English voiceover. EC requires expertise to hire professional EEDI talent and proceed with the recording of the voiceover, and the quality control during and after recording session.
Requirement
EC requires the professional services of a contractor with expertise in:
Voice and audio recording of non-unionized Canadian professional EEDI talent, to support non-advertising video production, on a as and if requested basis.
Video accessibility services including (but not limited to): captioning; live captioning; transcription; audio description; revision; translation and subtitling; integration and alignment; on a as and if requested basis.
As more particularly set out herein, the Contractor shall deliver the following services:
Voice Talent
1. Offer a variety of Canadian English and French professional EEDI talent, both male and female voices.
2. Provide accurate and timely quotes for each recording session and obtaining approval from the Project/Technical Authority, prior to securing the work with the selected talent.
3. Connect, engage and manage the selected talent to schedule recording sessions (one-hour sessions).
4. Where work is performed by sub-Contractors, managing, and ensuring quality control of sub-Contractors’ work, including the work by the talent.
5. Coordinate with the talent to obtain provide audio files, clean the audio files, and provide it in the appropriate format to the Project/Technical Authority (mp4).
6. Ensure payment directly to all sub-contractors / voiceover talent.
7. Deliver the selected takes to the Project/Technical Authority according to timelines in the approved project schedule.
8. Other considerations:
a) The video projects resulting from this contract will not contain any security information. If EC is required to produce videos for internal purposes which requires security clearance to access, or that would contain this type of information, the voiceover would be completed within the organization, via EC’s internal Creative Services team.
b) The Project/Technical Authority is responsible for providing final scripts in all language required to the service provider and Contractor prior to the recording session.
c) Project/Technical Authority and other relevant participants identified by the Project/Technical Authority participate in the livre/virtual recording sessions to provide guidance to the talent and select the takes that meet the expectations.
d) EC will have all the rights and IP on the selected and approved audio takes for an unlimited time.
Security
There is no security requirement associated with this solicitation.
Period of the Contract
The Contract period will be from the Effective Date of the Contract until March 31, 2026 (the “Initial Term”).
The Contractor will grant to Elections Canada irrevocable options to extend the period of the Contract by 4 additional periods of 12 months each under the same terms and conditions.
Submission of Proposals
This Request for Proposal allows bidders to use the Connect service provided by Canada Post Corporation to transmit their proposals electronically. For further information, bidders must refer to Part 2 – Bidder Instructions, and Part 3 – Proposal Preparation Instructions of the Request for Proposal document.
Proposals are to be addressed to the attention of the Contracting Authority and delivered, sealed, to the Proposal Receiving Unit on or before the bid closing date and time indicated on the front page of the Request for Proposal.
For sending packages by courier or for dropping off, please note that the Proposal Receiving Unit at the Business Centre is open Mondays to Fridays from 8:00 to 12:00 and from 13:00 to 16:00 (Gatineau, Quebec time).
Bids sent via email or facsimile will not be accepted.
Documents may be submitted in either official language of Canada.
Elections Canada retains the right to negotiate with suppliers on any procurement.
Selection Methodology
Competitive Procurement Strategy: Highest combined rating of technical merit and price
Enquiries
All enquiries and other communication with Elections Canada personnel are to be directed ONLY to the Contracting Authority. The Contracting Authority will be the bidder’s primary contact. Bidders who contact anyone other than the Contracting Authority may be disqualified.
All enquiries must be submitted in writing to proposal@elections.ca no later than the deadline indicated in the Request for Proposal. Enquiries received after that time may not be answered.
Interested parties wishing to obtain the solicitation documents for this Request for Proposal must do so through https://canadabuys.canada.ca/en/tender-opportunities. The documents downloaded through this site take precedence over any copies that may also be made available.
Further information about Elections Canada may be obtained at elections.ca.
Debriefings
Once the successful bidder has been announced, bidders may request a debriefing on the results of the Request for Proposal process. Bidders should make the request to the Contracting Authority as per the terms of the Request for Proposal. The debriefing may be in writing, by telephone or in person.
