ECVS-RFP-2025-3919 - GE46 Electoral Material - Seals ADH-01

The Office of the Chief Electoral Officer (OCEO), an agent of Parliament, exercises general direction and supervision over the conduct of elections and referendums at the federal level and is commonly known as Elections Canada.

Requirement
This requirement is for the production of security seals/labels with permanent adhesive and tamper-evident slit in the form of an X. These seals are used as a security measure to prevent tampering and to protect the integrity of the election process. The long seals are used to seal the top and bottom long edges of the cardboard ballot box, while the short seals are used to seal the top and bottom of the short side of the cardboard ballot boxes. The serial number on the long seal is recorded to ensure the security of ballots and supplies in the ballot box. Before voting begins, the ballot box is sealed with two long seals as well as 4 short seals by election officials hired to work at a polling station. After the close of the poll, the ballot box is opened (by breaking the seals) for the counting of ballots and once the count is completed, the ballots and other documents are placed in the box and resealed by affixing another seal on top of the initial seal. The boxes are returned to the local Elections Canada office and kept sealed until the results are validated. In a situation where a judicial recount is required, the ballot box is reopened and resealed more than once. The requirement calls for a production and delivery of approximately 800,000 long ballot box seals, 1,600,000 short ballot box seals and 4,500,000 official seals.

Incumbent
The work is currently not being performed by a contractor.

Security
There is no security requirement applicable to this procurement.

Period of the Contract
The Contract period will be from the Effective Date of the Contract until 2026-12-31
(the “Initial Term”).
The Contractor will grant to Elections Canada irrevocable options to extend the period of the Contract by one (1) additional period of 2 years each under the same terms and conditions.

Submission of Proposals

Submission Eligibility
This solicitation of offers is subject to the Policy on Reciprocal Procurement. This means that only Canadian Suppliers and Suppliers of an Applicable Trading Partner, as defined in the article 1.2 are eligible for this solicitation. Proposals submitted by Suppliers of a Non-Trading Partner will be rejected.

This solicitation allows bidders to use the Connect service provided by Canada Post Corporation to transmit their proposals electronically. For further information, bidders may refer to Part 2 – Bidder Instructions, and Part 3 – Proposal Preparation Instructions of the document.

Bidders may also decide to deliver their proposal in person or by mail.

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 solicitation.

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.

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 solicitation. Enquiries received after that time may not be answered.

Interested parties wishing to obtain the solicitation documents for this solicitation must do so through the tender notice on the CanadaBuys web page.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 solicitation process. Bidders should make the request to the Contracting Authority as per the terms of the solicitation and/or the regret letter. The debriefing may be in writing, by telephone or in person.