ECJM-RFP-2025-3800 - Annual Security System Maintenance and Service

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
EC requires an ongoing maintenance and support services contract for its security systems which includes its terminals, networks, and any associated equipment, monitoring, updates, and upgrades.

Establish an annual security system maintenance and support services contract to ensure smooth and constant ongoing operations of our security systems. Services such as:

Maintenance and services will include but are not limited to:
Software Maintenance
• ICT Protégé GX Server Software
• ICT Protégé GX Photo ID License
• IVTvision NVR Software (Video Management System)
Hardware Maintenance
• Two GX terminals
• GX wiring/connection
• Elections Canada Surveillance Cameras
• Printers
Additional Work/Services
• Deployment (GX Security Devices Programming, Card/Badge Programming & Hardware Turnover
• Alarm Systems
• Off-site Alarm Monitoring
• Post Conversion Inspection and Test
• Power Systems – Batteries
• UPS Systems
• Resulting Shared Resources

Security systems and equipment support will include but are not limited to:

Support with systems failures, connection issues, and broken equipment

Providing services calls and urgent support within one business day, including but not limited to:
• Identifying system or equipment issue within one business day,
• Troubleshooting security system or equipment issues over the phone,
• Sending technical support to the client on short notice, and
• Replacing security equipment on short notice.

INCUMBENT
The work is currently being performed by Ottawa Security Systems under contract with an initial term value of $29, 655.32 incl. applicable sales tax.

SECURITY
Personnel Screening
Reliability
Protected Information and Assets (
Protected B

PERIOD OF THE CONTRACT
The Contract period will be from the Effective Date of the Contract until 2027-02-10(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

SUBMISSION ELIGIBILITY
Barring any other conditions or international sanctions, Canadian Suppliers, Suppliers of an Applicable Trading Partner and Suppliers of a Non-Trading Partner, as defined in the article 1.2, are eligible for this solicitation of offers.

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.