Basic Information

Reference Number

0000298411

Issuing Organization

Human Resources Professionals Association (HRPA)

Owner Organization

HRPA

Solicitation Type

RFQ - Request for Quote (Informal)

Solicitation Number

Title

HRPA Board of Directors Election Provider

Source ID

PP.OTH.Ont..1065338.C106962

Details

Location

Canada, Ontario, Toronto

Delivery Point

Toronto

Purchase Type

One Time Only- Delivery Date:2025/11/03

Description

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.

Dates

Publication

2025/07/17 01:00:19 PM EDT

Bid Intent

Optional

Bid Intent Deadline

2025/08/15 12:00:00 PM EDT

Question Acceptance Deadline

2025/08/15 12:00:00 PM EDT

Questions are submitted online

Yes

Closing Date

2025/08/20 12:00:00 PM EDT

Contact Information

Leanna Hollett-Sun

416-877-3682

procurement@hrpa.ca

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Pricing

Lump sum

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Bid Documents	Documents defining the proposal	No	No
No entries

Additional Bidding Instructions

Any questions or details should also be forwarded to HRPA Procurement no later than Friday, August 15 at 12PM ET. Please provide your quotation along with breakdown of requirements by Wednesday, August 20 at 12PM ET to HRPA Procurement

Submissions should include:

Firm Contact (including name, proposed project team and preferred method of contact)
Methodology
Timeline and milestones
Budget (estimated costs) and payment terms
Previous examples of similar work and sample deliverables
References including contact name, title and project name (preference given to regulatory bodies or non-profit associations)

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