CFC Event Management Services

Trade Agreement: Agreement on Internal Trade (AIT)
Tendering Procedures: The bidder must supply Canadian goods
and/or services
Attachment: None
Competitive Procurement Strategy: Lowest/Lower Bid
Comprehensive Land Claim Agreement: No
Nature of Requirements: 
The purpose of this Amendment #001 to the Notice of Proposed
Procurement (NPP) is to extend the closing date of the
solicitation period.

CFC EVENT MANAGEMENT SERVICES

W8160-120001/A
York, Rochelle
Telephone No. - (613) 998-8408
Fax No. - (613) 993-2581

NATURE OF REQUIREMENT:

To provide the Canadian Forces College (CFC) with the planning,
arranging and execution of events as part of its educational
mandate.  Events are to be held at CFC and include short
programmes, symposiums, operational exercises and convocation
ceremonies.  Occasionally, these events are required to be held
at other sites in Toronto or elsewhere in Canada.  Events
planned to be held outside CFC include operational exercises and
programme trips, in the form of Field Study Exercises (FSEs), to
Canadian and international cities to visit military, government,
multinational and commercial institutions, facilities and think
tanks.  


PERIOD OF CONTRACT:

The period of the Contract is from date of Contract to July 31,
2013 inclusive.


MANDATORY REQUIREMENTS

M.1	FINANCIAL PROPOSAL

The Bidder must provide costing information strictly in
accordance with Annex "B" Basis of Payment.


M.2	EXPERIENCE OF PROPOSED RESOURCES

The Bidder must identify two (2) resources, a Primary Senior
Event Manager and a Back-up Senior Event Manager.

The Bidder must identify three (3) event management project
samples for each of the Primary Senior Event Manager and the
Back-up Senior Event Manager. The same event management project
sample may not be used to demonstrate the experience of both the
Primary and the Back-up Senior Event Manager.  An event planned
by either the Primary or Back-up Senior Event Manager on behalf
of a firm other than the Bidder will be accepted.

For each event:
The event start date must have been after January 1, 2007;
The firm's assigned portion of the overall budget must have been
at least $200,000 (including professional fees, direct expenses,
sub-contracted expenses, travel and living expenses, and any
other project-related revenues, as applicable, but excluding
applicable taxes);
A minimum of 100 delegates, including delegates having at least
(1) of the following profiles: a) senior ranking
(Major/Lieutenant-Commander or higher) domestic and foreign
military officials; b) Government of Canada executives; or c)
domestic or foreign private sector executives (Senior Management
or higher), must have been in attendance;
One or more of the firm's resources must have been on-site for
three (3) days or more.  "On-site" is defined as at the event
location(s) and/or travelling with the delegates;
The provision of all of the following event management services
was required:  accommodations, hospitality, and transportation.

The Bidder must provide the following information for each of
the six (6) event management project samples submitted:
Name of the proposed Primary or Back-up Senior Event Manager
responsible for managing the event;
Client;
Client contact;
Description of the event;
Event start date;
Firm's assigned portion of the overall budget (including
professional fees, direct expenses, sub-contracted expenses,
travel and living expenses, and any other project-related
revenues, as applicable, but excluding applicable taxes);
Number of delegates in attendance;
Profile of delegates in attendance [ie. the sector (private,
public or military), ranks or positions, and country(ies) of
origin of the delegates];
Number of days the firm was on-site; and
List of events management services provided.

To better understand the event management project samples
submitted for the mandatory criteria M.2, please complete the
"M.2 Experience of Proposed Resources - Sample Fact Sheet",
located in Appendix "1", for each of the six (6) samples.


M.3	EXPERIENCE OF THE FIRM

The Bidder must identify three (3) events management projects
executed by the Bidder.  

Two (2) of the events must have been managed by the Primary
Senior Event Manager identified in M.2 and one (1) of the events
must have been managed by the Back-up Senior Event Manager
identified in M.2.  The same events management project sample
may not be used to demonstrate the experience of both the
Primary and the Back-up Senior Event Manager.  However, the
Bidder may identify an events management project or projects
which was/were previously identified under M.2 Experience of
Proposed Resources.  An event managed by either the Primary or
Back-up Senior Event Manager on behalf of a firm other than the
Bidder will not be accepted.  

Two (2) of the events must have been located at international
venues (ie. must have taken place outside of Canada).  Of these
two (2) international events, only one (1) may have been located
within the United States of America.

For each event:
The event start date must have been after January 1, 2007;
The firm's assigned portion of the overall budget must have been
at least $85,000 (including professional fees, direct expenses,
sub-contracted expenses, travel and living expenses, and any
other project-related revenues, as applicable, but excluding
applicable taxes);
A minimum of 40 delegates, including delegates having at least
(1) of the following profiles: a) senior ranking
(Major/Lieutenant-Commander or higher) domestic and foreign
military officials; b) Government of Canada executives; or c)
domestic or foreign private sector executives (Senior Management
or higher), must have been in attendance;
One or more of the firm's resources must have been on-site for
three (3) days or more.  "On-site" is defined as at the event
location(s) and/or travelling with the delegates; and
The provision of all of the following event management services
was required:  accommodations, hospitality, and transportation.

The Bidder must provide the following information for each of
the three (3) event management project samples submitted:
Name of the proposed Primary or Back-up Senior Event Manager
responsible for managing the event;
Client;
Client contact;
Description of the event;
Event start date;
Event location; 
Firm's assigned portion of the overall budget (including
professional fees, direct expenses, sub-contracted expenses,
travel and living expenses, and any other project-related
revenues, as applicable, but excluding applicable taxes);
Number of delegates in attendance;
Profile of delegates in attendance [ie. the sector (private,
public or military), ranks or positions, and country(ies) of
origin of the delegates];
Number of days the firm was on-site; and
List of events management services provided.

The Bidder must provide a letter of reference for two (2) of the
three (3) event management project samples submitted.  One
letter of reference must be for one of the two events managed by
the Primary Senior Event Manager and one letter of reference
must be for the event managed by the Back-up Senior Event
Manager.  Each letter of reference must be from the client for
the event management project sample and be addressed to the
Bidder.  The Senior Event Manager who worked on the project must
be named in the letter of reference. The letter of reference
must indicate the client's satisfaction with the performance of
the Bidder, including the client's satisfaction with the
Bidder's ability to adhere to their quoted budget.

To better understand the event management project samples
submitted for the mandatory criteria M.3, please complete the
"M.3 Experience of the Firm - Sample Fact Sheet", located in
Appendix "2", for each of the three (3) samples.


M.4	LANGUAGE

The Bidder must confirm that the firm is capable of providing
services to the event delegates in both official languages
(English and French).  As such, the Bidder must include a duly
signed and dated copy of the Certification in the Technical
Proposal portion of the bid submisison.


BASIS OF SELECTION

A bid must comply with the requirements of the bid solicitation
and meet all mandatory technical evaluation criteria to be
declared responsive. The responsive bid with the lowest Bid
Evaluation Value (BEV) will be recommended for award of a
contract.

Delivery Date: Above-mentioned

The Crown retains the right to negotiate with suppliers on any
procurement.

Documents may be submitted in either official language of Canada.