18 - HRPA Board of Directors Election Provider

QUOTATION DETAILS
HRPA is seeking a vendor to manage HRPA’s Board of Directors Election. Eligible members will be able to vote through HRPA's Member portal, utilizing a Web Bridge (SSO). Please ensure all quotes are in Canadian dollars, and all times listed are represented in Eastern Time.

SCOPE OF RFQ
The RFQ should include the following items:

• Project Management and Accountability
  • Develop a project timeline and task plan that specifies deliverables, commitment dates, and accountability.
  • Secure HRPA concurrence with the planning timeline.
• Voter/Member List Services
  • Analyze the HRPA’s member file to confirm counts, to identify possible duplicates, to identify missing or invalid data.
  • Create an eligible voter/member registry and secure database from the HRPA’s eligible list.
• Tabulation Services
  • Tabulate the votes. The tabulation process begins as scheduled by the HRPA and Provider. The tabulation process decrypts (unlocks) the votes while it maintains complete voter anonymity.
  • A final certified report will be provided the next business day after the close of the election.
• Privacy Services
  • Ensure that all member data remains private and all ballot secrecy requirements are met.
  • Certify that all HRPA data is purged from Provider’s systems upon completion of the contract.
• Online Voting Services
  • Support 24-hour online voting.
  • Ensure that each eligible voter may cast only a single, valid vote (one member, one vote).
  • Ensure that electronic returns are directed to a secure database in our system and remain encrypted (locked) until the tabulation process begins (unless explicitly required otherwise).
• HRPA Responsibilities
  • Provide a project liaison to ensure timely resolution of any issues.
  • Provide a complete and current set of election rules (or other applicable documents).
  • Provide a complete list of eligible members.
  • Confirm all dates in the timeline for critical deliverables.
  • Provide deliverables in requested file formats.
  • Provide timely approval for each deliverable.
  • If necessary, provide postal forms to enable Provider to mail at the requested Canada Post rate on the HRPA’s behalf.