City Of St Albert Tender

Notice Of Intent To Award For Voter List Management Software Notice Of Intent To Award No: Noia-2024-0112 Issued: October 29, 2024 Notice Of Intent To Award (“noia”) This Notice Of Intent To Award Is Issued By City Of St. Albert (the “city’) For Procurements As Required By Policy And Trade Agreements In Relation To A Specific Procurement, As Detailed Below. This Is A Public Notice Indicating To The Vendor Community That The City Intends To Award A Contract For Goods, Services Or Construction To A Pre‐identified Vendor, Thereby Allowing Other Vendors To Signal Their Interest In Bidding, By Submitting A Statement Of Capabilities. If No Vendor Submits A Statement Of Capabilities That Meets The Requirements Set Out In This Noia, On Or Before The Closing Date Specified Above, The City May Then Proceed With The Award To The Pre‐ Identified Vendor. The City Has A Requirement For Voter List Management Software In Order To Comply With Legislation To Create And Maintain A Permanent Voters Register For City Use. The Purpose Of This Noia Is To Signal The City’s Intention To Award A Contract For These Services And/or Goods To The Vendor Identified In This Notice. Before Awarding A Contract, However, The City Provides Other Vendors With The Opportunity To Demonstrate That They Can Satisfy The Requirements Set Out In This Noia By Submitting A Statement Of Capabilities During The Posting Period. If Other Potential Vendors Submit Statements Of Capabilities During The Posting Period That Meet The Requirements Set Out In The Noia, The City May Undertake A Public Bid Solicitation Process In Order To Award The Contract To A Vendor That Meets The City’s Requirements. If No Other Vendor Submits, On Or Before The Closing Date, A Statement Of Capabilities Meeting The Requirements Set Out In This Noia, A Contract Will Be Awarded To The Pre‐selected Vendor. 2. Description Of Procurement Bill 20 Amends The Local Authorities Election Act Which Comes Into Effect On October 31, 2024, And Will Provide For The Mandatory Implementation Of A Permanent Electors Register Using Information Contained In The Provincial Register Of Electors, Supplemented By Information Obtained And Maintained By The Municipality. This Procurement Is For Datafix’s Proprietary Internet-based Application Election Management System With Specific Capabilities, Including But Not Limited To: Provide Election Officials With An Electronic View Of Their Electoral Information, Including The Ability To Make Corrections To The Voters List And To Access Various Voter Counts Needed For Electoral Planning, With The Capability To Provide An Electronic Copy Of All Changes To The Municipal Authority At The End Of The Electoral Event, And Web-based Or Accessible In Various Locations At Any Given Time; That It Supports The Management Of Data Throughout The Election Process From Receipt Of Data To The End Of The Election; User-friendly And Intuitive; Able To Accommodate Several Users At One Time Foip Compliance, Secure Due To The Sensitive Data Contained; Live Strike Off Capabilities To Ensure There Are No Duplicate Voters. 3 .justification Of Award Due To The Number Of Voters In The City Of St. Albert, The City Requires A Solution That Will Upload And Maintain The Electors Register With Live Strike Off Capability To Ensure The Legislative Compliance And Integrity Of The Election Process. The Objective Is To Obtain, Create And Maintain A Permanent Electors Register In Alberta To Ensure We Are Legislatively Compliant With The New Changes To The Act. Additionally, We Must Ensure We Have The Most Efficient, Secure And Seamless Means Of Data Transfer Between The City Of St. Albert And Elections Alberta. Resources From It (gis), And Possibly Planning & Development, Will Be Required To Populate The Most Accurate And Up To Date Address Listing For Our Municipality. Election Planning Is Well Underway And The Timelines For The Implementation Of The List Will Be Set Out By Elections Alberta, Time Is Of The Essence On This Project. Currently In Use By Other Municipalities In Alberta And Elections Alberta, The City Intends To Implement The “voter View” Software Package Through Datafix To Meet This Requirement. Elections Alberta Uses Datafix For Their Electors Register Which Will Allow The Ease Of Information/data Transfer And Compatibility. 4. Criteria For Assessment Of The Statement Of Capabilities (minimum Essential Requirements) Any Interested Vendor Must Demonstrate In A Statement Of Capabilities How They Meet All The Listings Below. The City Reserves The Right To Validate The Submitted Statement Capabilities Within A Set Time Period (if Applicable): Ability To Supply The Solution At The Same (if Not Exceeded) Requirements, As Noted In Section 2. Description Of Procurement, And 3. Justification Of Award Ability To Supply The Solution At Equal Or Lesser Cost. Compatibility With The Province’s Election Database System. 5. Award Details Vendor (pre-identified): Comprint Systems Incorporated, Operating As Datafix. Time Frame For Delivery Or Length Of Contract And Extension Options It Is Anticipated That The Resulting Contract Will Be Awarded On December 1st, 2024 And Will Be For The Length Of The 2025 Election, The Reporting To Elections Albera And For Use For Any By-election With An Option To Contract Again For The 2029 Election On Similar Terms And Conditions. C.value: Estimated Initial Value For Election 2025 Of $55,900.00 Excluding Gst. Plus, Possibility Of Additional Services Through Change Order Request: Customized Onsite Training, Custom Data Files, Custom Print Files/extracts, Mock Election Items, Dashboard Simulations Etc. 6. Deadline For Statement Of Capabilities The Submission Deadline For This Noia Is Nov. 19th, 2024 2:00:00 Pm Local Time. 7. Contact Information To Contact The City In Relation To This Noia, Respondents Must Initiate The Communication Electronically Through The Bidding System. The City Will Not Accept Any Respondent’s Communications By Any Other Means, Except As Specifically Stated In This Noia. For The Purposes Of This Procurement Process, Questions Related To This Noia Are To Be Submitted Through The Bidding System Only By Clicking On The “submit A Question” Button For This Specific Notice. 8. Statement Of Capabilities Submission Instructions If You Intend To Provide A Statement Of Capabilities Per These Noia Requirements, Submit By Using “submit A Question” And Adding An Attachment In The Bidding System. 9. Trade Agreements Unless Otherwise Indicated, And Subject To Applicable Exceptions And Exclusions, This Procurement Is Covered By: Article 14 Of The New West Partnership Trade Agreement