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The Chief Electoral Officer is requesting proposals from qualified proposers for the provision of the services outlined in this request.
I. Instructions to Proposers
1. Proposals will be received until 16:00 (CT) on Friday, Dec 9, 2022, at:
Attention: Dustin Fredlund, Chief Electoral Officer
41 Sivulliq Ave, Box 39
Rankin Inlet, NU Canada X0C 0G0
800-267-4394 (toll-free phone)
2. Elections Nunavut will not be responsible for any proposal that is delivered to any address other than provided above.
3. Amendments to Proposals may be submitted and will be accepted under the following conditions:
4. Elections Nunavut cannot guarantee the confidentiality of information contained in the proposal.
5. All questions or inquiries concerning this Request for Proposals must be in writing and be submitted to the email address provided above no later than five (5) calendar days prior to the proposal deadline. Verbal responses to any inquiry cannot be relied upon and are not binding on either party.
6. This is not a Request for Tenders or otherwise an offer. Elections Nunavut is not bound to accept the proposal which provides for the lowest cost or price nor any proposal of those submitted.
7. If a contract is to be awarded as a result of this Request for Proposals, it shall be awarded to the proponent who is responsible and whose proposal provides the best potential value to Elections Nunavut. Responsible means the capability in all respects to perform fully the contract requirements and the integrity and reliability to assure performance of the contract obligations.
8. Notice in writing to a proponent and the subsequent execution of a written agreement shall constitute the making of a contract. No proponent shall acquire any legal or equitable rights or privileges whatsoever until the contract is signed.
9. The contract will contain the relevant provisions of this Request for Proposals, the accepted proposal as well as such other terms as may be mutually agreed upon, whether arising from the accepted proposal or as a result of any negotiations prior or subsequent thereto. Elections Nunavut reserves the right to negotiate modifications with any proponent who has submitted a proposal.
10. In the event of any inconsistency between this Request for Proposal, and the ensuing contract, the contract shall govern.
11. Elections Nunavut has the right to cancel this Request for Proposals at any time and to reissue it for any reason whatsoever, without incurring any liability and no proponent will have any claim against Elections Nunavut as a consequence.
12. Any amendments made by Elections Nunavut to the Request for Proposals will be issued in writing and sent to all who have received the documents.
13. Elections Nunavut is not liable for any costs of preparation or presentation of proposals.
14. The Chief Electoral Officer will review each proposal. In addition, an evaluation committee may be convened to review selected proposals. Elections Nunavut reserves the exclusive right to determine the qualitative aspects of all proposals relative to the evaluation criteria.
15. Proposals shall be evaluated as soon as practicable after the closing time. No detail of any proposal will be made public except the names of all parties submitting proposals.
16. The Nunavummi Nangminiqaqtunik Ikajuuti (NNI) Regulations apply to this RFP.
17. Proposals may be short-listed. Proponents who are short listed may be requested to make a formal presentation. Such presentations shall be made at the cost of the proponent.
18. The proposal and accompanying documentation submitted by the proposers are the property of Elections Nunavut and will not be returned.
II. Scope of Work & Duties
19. The successful proponent will provide the services to the Chief Electoral Officer and Elections Nunavut, on areas specific to the Nunavut Elections Act and Plebiscites Act, liquor plebiscites and other related matters that are the purview of the Chief Electoral Officer. The scope of advice required from Legal Counsel is extensive and includes general advice in relation to, among others, contract, employment, and administrative law issues.
20. Legal Counsel’s specific duties shall include, but are not limited to, the following:
III. Nature of the Agreement
21. This will be a two-year contract the commencement date upon contract completion and execution.
22. The contract shall have renewal options; exercising the renewal options are at the sole discretion of Elections Nunavut.
23. There will be an annual review assessing performance and fees after completion of year one of the contract. The contract may be cancelled at any time at the discretion of Elections Nunavut.
24. Legal Counsel will be required to be available at all times to perform the duties under the Agreement.
25. Identification of a qualified legal associate to act in the absence of Legal Counsel, while not required, is preferable.
26. Legal Counsel and any associate must be members in good standing with the Law Society of Nunavut.
27. Preference will be given to Legal Counsel resident in Nunavut.
IV. Information to be Provided
28. The following is to be provided in any proposal to be submitted:
29. The following information should be provided in each proposal. This information will be utilized in evaluating each proposal submitted.
30. The proponent should include, as a minimum, the following items:
Proponents can obtain information on the GN’s NNI Policy from the website: http://nni.gov.nu.ca. The Inuit Firms Listing is available on the Nunavut Tunngavik Incorporated’s website: https://inuitfirm.tunngavik.com/.
V. Proposal Evaluation
Specific criteria will be utilized to rate each proposal. Ratings will be confidential and no details will be released to any of the other proponents.
Each proposal will be evaluated using the following criteria:
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