Events Planning and Management

Trade Agreement: Canadian Free Trade Agreement (CFTA)
Tendering Procedures: The bidder must supply Canadian goods and/or services
Competitive Procurement Strategy: Best Overall  Proposal
Comprehensive Land Claim Agreement: No
Nature of Requirements: 

Events Planning and Management

W7714-196629/A
Leblanc(CX Div.), Marc-Andre
Telephone No. - (613) 998-1966 (    )

The Department of National Defence (DND) requires event management services, including webcasts, meetings, conferences, workshops, summits, symposia, consultations and round tables on an “as and when requested basis” in support of the Innovation for Defence Excellence and Security (IDEaS) program.

The IDEaS program will challenge innovators to develop solutions to emerging defence and security problems. This new program will support innovative technology, knowledge, and problem solving which are critical for Canada and its allies to mitigate new threats, stay ahead of potential adversaries, and meet evolving defence and security needs, while generating economic benefits for Canada.

The period of Contract is from date of award to two years from Contract award, and there are an additional two (2) 1-year option periods.

There are no security requirements associated with this requirement.

The requirement is subject to the provisions of the Canadian Free Trade Agreement (CFTA).

The requirement is limited to Canadian goods and/or services.

The Federal Contractors Program (FCP) for employment equity applies to this procurement.

Mandatory Technical Criteria 

M1. EXPERIENCE OF THE FIRM

The Bidder must have:

The Bidder must:
• Have been in business for a minimum of five (5) years, including a minimum of three (3) years specializing in the provision of event management services; and
• Have a physical place of business within Canada.
• The Bidder must provide, in writing:
1. The number of years the firm has been in business; and
2. The number of years the firm has specialized in the provision of event management services; and
3. The physical address(es) of the firm’s place(s) of business within Canada (including street address, city/town and province/territory for each).
M2. PROPOSED RESOURCES
The Bidder must identify at least one (1) but no more than three (3) individuals for each of the following categories of personnel. All of the individuals proposed must be employees or sub-contractors of the Bidder. Subcontracting does not relieve the Contractor from any of its obligations under the Contract or impose any liability upon Canada to a subcontractor.
 
The Bidder must clearly demonstrate how each proposed resource meets the applicable category definition below.
The Senior Event Manager must meet all of the following:
a. at least three (3) years’ experience in leading the development and execution of events, particularly high profile events (an event which is highly publicized, politically sensitive, or involving well-known or high-ranking delegates);
b. has managed events where the firm’s assigned portion of the overall budget was at least $200,000 (including professional fees, direct expenses, sub-contracting expenses, travel and living expenses, and any other project-related revenues, as applicable);
c. has managed events with delegates from either: more than one (1) province or territory; or more than one (1) country; or both;
d. has managed events that require one (1) or more of the firm’s personnel to be on-site for three (3) days or more;
e. has managed events with a minimum of one hundred (100) delegates; and
f. has provided or overseen the provision of all of the following: accommodations, hospitality, transportation, registration and printing or publications.

M.3 EVENTS MANAGEMENT PROJECTS
M.3.1
The Bidder must provide five (5) events management projects, where the event dates were after January 1, 2008. Each of the Senior Event Managers, Event Managers, Event Coordinators, Financial Managers and Event Assistants identified in M.2 must have been involved in the planning of at least one (1) event. An event may be used to demonstrate the experience of more than one (1) resource, however no more than five (5) projects are to be submitted. At a minimum, three (3) of the five (5) projects must demonstrate an ability of the Bidder to provide event planning services where the profile of participants is varied. “Participant” is defined as including, but not restricted to, a potential audience, actual delegate, speaker/presenter, moderator, session chair, or member of a client group. “Varied” is defined as including three or more of the following profiles - general public, senior citizens, youth, senior executives, parliamentary officials, VIPs, Veterans, etc. - within one (1) event.

The Bidder must provide the following information:

a) Name of the project/event;
b) Duration of the event, including start and end dates;
c) Proposed resource(s) to be evaluated; and
d) Profile of participants (as defined above) at the event. 

M.3.2
The Bidder must provide a detailed description of three (3) event management projects.

The event management projects described must demonstrate the experience of the Bidder. Projects submitted where the work was performed by one (1) or more of the Bidder’s resources on behalf of another firm will not be accepted. 

For each event:

a. The event start date must have been after January 1, 2010;
b. The event location must have been within  North America;
c. The firm’s assigned portion of the overall budget must have been at least $100,000 (including any professional fees, direct expenses, sub-contracted expenses, travel and living expenses, and any other project-related revenues, as applicable, but excluding applicable taxes);
d. A minimum of 40 participants with varied profiles must have attended the event. A “Participant” is defined as including, but not restricted to, a potential audience, actual delegate, speaker/presenter/entertainer, moderator, session chair, or member of a client group. “Varied” is defined as including two (2) or more of the following profiles - general public, veterans, senior executives, military officials, etc. (within the same event). 
e. One (1) or more of the firm’s resources must have been on-site for two (2) days or more. “Resources” for the purposes of this RFP are defined as a Senior Event Manager and/or Event Coordinator. “On-site” is defined as at the event location(s) and/or travelling with the event participants; and
f. All of the following event management services must have been provided: logistics, hospitality and transportation.

M.3.3
The Bidder must provide the following information for each of the three (3) event management project samples submitted:

• Name of the project/event;
• Client contact information;
• Description of the event;
• Event start date (month and year)
• Event location
• The dollar value of the Bidder’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 participants in attendance
• Profile of participants in attendance;
• Firm(s) resource(s) who was/were on-site;
• List of event management services provided. The list must clearly demonstrate that the Bidder provided all of the following services:
o Logistics
o Hospitality
o Transportation
M4 WEBCASTING
The Bidder must demonstrate that they have successfully completed a minimum of three (3) events that required webcasting services within the last two (2) years as of bid closing. 

For all referenced events submitted, the Bidder must provide:

a) Name of project and description of the work involved, including how it meets the tasks being requested;
b) Start and end date of project.
M5 FINANCIAL PROPOSAL
The Bidder must provide costing information strictly in accordance with Attachment 1 to Part 3 - Pricing Schedule and Annex “B” Basis of Payment.
Point-Rated Technical Criteria
RT1
The Bidder’s approach demonstrates an understanding of the requirements as described in Annex A Statement of Work.
RT2
The Bidder’s approach demonstrates a realistic and achievable assignment of resources to achieve the deliverables during the required timelines.
RT3
The Bidder’s proposed event management team demonstrates a collective and relevant experience in managing events or other similar project(s). An example may be put forward by the bidder or a member of the event management team but their role in the event must be clearly described (e.g. event manager, event coordinator, etc.). 

Similar projects defined as: training sessions as part of a larger coordinated training strategy, facilitated meetings as part of a larger coordinated public consultation strategy, research fairs at universities and colleges.

Note that sub-activities of one event would not be considered separate projects, for example, if a conference had several sub-events or event themes that would be considered one example only.
RT4
One of the bidder’s proposed resource’s demonstrated experience in working with key stakeholders in the defence and security sector.
RT5
Members of the Project Team - excluding the Event Manager, collectively demonstrate a relevant experience providing event management services in the defence and security and academic sectors or other industrial sector. In this case, the experience of the event management team members is being evaluated as a group. As such, all four examples can be experience from one resource.

Note that sub-activities of one event would not be considered separate projects, for example, if a conference had several sub-events or event themes that would be considered one example only.
Basis of Selection:
Mandatory Technical Criteria
Technical Point-Rated Criteria - Highest combination of technical merit (50%) and price (50%)
A bid must comply with the requirements of the bid solicitation and meet all mandatory technical evaluation criteria to be declared responsive.   A bidder must also score a minimum of 70% on the point-rated technical criteria to be considered responsive.
The responsive bid with the highest combined score of technical merit and price will be recommended for award of a contract.

PLEASE GO TO THE BUYANDSELL WEBSITE (WWW.BUYANDSELL.GC.CA) TO DOWNLOAD A COPY OF THE COMPLETE RFP.


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.