ECJM-ITQ-2023-2675 - Field Security Guards

ITQ Amendment No. 1 Amendment Date: March 6, 2025

This requirement is partially set aside for Indigenous suppliers in accordance with the Procurement Strategy for Indigenous Business.
The Respondent who qualifies under Stream 1 - Indigenous suppliers must certify in its response that it is an Indigenous business or an eligible joint venture as defined within the Procurement Strategy for Indigenous Business.

The information contained in this notice is a brief description of the requirement and is for information purposes only. Respondents must refer to the complete ITQ document for a full description of the requirement and the full Response instructions.

Background
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.

Requirement
Upon entering into a contract with an RO, the Contractor must provide Security Guard Services at the identified Elections Canada location.

For all the applicable services detailed below, the Contractor must ensure that all security guard(s):
a) Are familiar with the location Emergency/Evacuation procedures prior to commencing work at any location;
b) Are able to perform independently a range of standard guard tasks;
c) Have the ability and experience to deal with common situations such as routine administrative security guard services which represents low risks;
d) Have the ability and experience to deal with higher risk, unusual, dangerous or potentially dangerous situations; and
e) Have experience in controlling and avoiding the escalation of situations by remaining calm and de-escalating such situations, until local law enforcement arrives if applicable.

The Contractor must ensure all security guard(s) services provide common requirements/services that include but are not limited to:
a) complying with the SOW;

b) assisting electors and Elections Canada personnel;

c) if/when required, provide first aid;

d) responding to all security and emergency situations;

e) assist with evacuation procedures in the event of a fire or emergency;

f) assisting with controlling access to a site, including monitoring entrances;

g) assisting EC personnel in controlling or restoring order to a crowd;

h) ensuring the physical safety of Electors and EC personnel, assets, and facilities;

i) a variety of security guard capabilities that support EC personnel up to and including use of force capabilities if and when required and;

j) summoning and coordinating with law enforcement when necessary to address a situation.

OBJECTIVE
Elections Canada has a requirement for the provision of licensed security guard companies to provide security guard services at Elections Canada locations (polling locations) throughout Canada, during the electoral period.

Period of the Contract
This ITQ process is not a solicitation or tender for proposals. No contracts will be awarded as a result of activities conducted during the ITQ phase. The sole purpose of this ITQ is to create a Qualified Supplier Source List for Security Guard Services to be solely used by Returning Officers (ROs), on an as-needed basis. The Qualified Supplier Source List will provide pre-qualified suppliers who can offer security guard services during electoral events across various regions.

Submission of Response
This ITQ allows Respondents to use the e post Connect service provided by Canada Post Corporation to transmit their Response electronically. For further information, Respondents should refer to Part 2- Respondent Instructions, and Part 3 – Response Preparation Instructions.
Respondents are to be addressed to the attention of the Contracting Authority and delivered, sealed, to the Proposal Receiving Unit on or before the Response closing date and time indicated on the front page of the ITQ
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).
Responses sent via email or facsimile will not be accepted.
Documents may be submitted in either official language of Canada.

Selection Methodology
The evaluation and selection process will be conducted in the following phases:

Phase 1 – Mandatory Technical Evaluation
In Phase 1, all Responses will be evaluated for their compliance with the mandatory technical evaluation criteria set out in Annex A: ITQ Mandatory Evaluation Criteria. Any Response that fails to meet any of the mandatory technical evaluation criteria will be declared non-responsive and will not be given further consideration.

Phase 2 – Selection of Qualified Respondents
In Phase 2, the Respondents declared responsive in Phase 1 will form part of the Qualified Suppliers Source Lists as Qualified Respondents.

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 Respondent’s primary contact. Respondents 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 ITQ. Enquiries received after that time may not be answered.

Interested parties wishing to obtain the documents for this ITQ 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
Respondents may request a debriefing on the results of the ITQ. Respondents should make the request to Elections Canada within 15 business days of receipt of the results of the ITQ. At Elections Canada’s sole discretion, the debriefing may be in writing, by telephone or in person.