Events Planning and Management

Trade Agreement: Canadian Free Trade Agreement (CFTA)
Tendering Procedures: If 2+ bids offer Canadian goods/services other bids will not be considered
Competitive Procurement Strategy: Lowest/Lower Bid
Comprehensive Land Claim Agreement: No
Nature of Requirements: 

Events Planning and Management

W7714-196676/B
Leblanc(CX Div.), Marc-Andre
Telephone number - (613) 998-1966

The Department of National Defence (DND) has launched the Innovation for Defence Excellence and Security (IDEaS) Program*. The IDEaS Program challenges innovators to develop solutions to emerging defence and security Challenges. 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.

IDEaS is looking to obtain services from an external supplier on an as and when required basis to plan, develop, organize and coordinate different Test Environment Event(s) associated with any of the Program’s Elements.  The IDEaS Elements that may incorporate a Test Event include:
• Competitive Projects, where a solution in progress may be subjected to a test environment in order to mature those solutions towards prototypes and potential capabilities.
• Contests, where multiple Innovators may be simultaneously demonstrating their solutions in DND provided test environments in a contest type setting.
• Sandboxes, to provide an engagement opportunity for innovators to demonstrate their prototypes and receive feedback on their applicability to defence.
• Innovation Assessment and Implementation, for DND to access a limited number of pre-production units of a solution for evaluation in a realistic test environment by operators who provide direct feedback to innovators.

The period of Contract is from date of award to one year from Contract award, and there are an additional three (3) 1-year option periods.
The following security requirements (SRCL and related clauses provided by the Contract Security Program) apply and form part of the Contract.

1.  The Contractor/Offeror must, at all times during the performance of the Contract/Standing Offer, hold a valid Facility Security Clearance at the level of NATO SECRET, issued by the Canadian Industrial Security Directorate (CISD), Public Works and Government Services Canada (PWGSC).

2. This contract includes access to Controlled Goods.  Prior to access, the contractor must be registered in the Controlled Goods Program of Public Works and Government Services Canada (PWGSC).

3.  The Contractor/Offeror personnel requiring access to CANADIAN PROTECTED and/or CLASSIFIED information, assets or sensitive work site(s) must EACH hold a valid personnel security screening at the level of NATO SECRET, granted or approved by CISD/PWGSC.

4. The Contractor/Offeror personnel requiring access to FOREIGN PROTECTED and/or CLASSIFIED information, assets or sensitive work site(s) must EACH hold a valid personnel security screening at the level of NATO SECRET, granted or approved by CISD/PWGSC.

5. The Contractor/Offeror personnel requiring access to NATO UNCLASSIFIED information or assets do not require to hold a personnel security clearance; however, the Contractor must ensure that the NATO Unclassified information is not releasable to third parties and that the "need to know" principle is applied to personnel accessing this information.

6. The Contractor personnel requiring access to NATO RESTRICTED information or assets must be citizens of a NATO member country or a permanent resident of Canada and EACH hold a valid RELIABILITY STATUS or its equivalent, granted or approved by the appropriate delegated NATO Security Authority

7. The Contractor/Offeror personnel requiring access to NATO CLASSIFIED information, assets or sensitive work site(s) must be permanent residents of Canada or citizens of a NATO member country and EACH hold a valid personnel security screening at the level of NATO SECRET, granted or approved by the appropriate delegated NATO Security Authority.

8.  The Contractor/Offeror MUST NOT remove any PROTECTED and/or CLASSIFIED information or assets from the identified work site(s), and the Contractor/Offeror must ensure that its personnel are made aware of and comply with this restriction. 

9.  Subcontracts which contain security requirements are NOT to be awarded without the prior written permission of CISD/PWGSC.

10. The Contractor must complete and submit a Foreign Ownership, Control and Influence (FOCI) Questionnaire and associated documentation identified in the FOCI Guidelines for Organizations prior to contract award to identify whether  a third party individual, firm or government can gain unauthorized access to COMSEC / INFOSEC or CLASSIFIED NATO / FOREIGN information/assets.  Public Works and Government Services Canada (PWGSC) will determine if the company is “Not Under FOCI” or “Under FOCI”.  When an organization is determined to be Under FOCI, PWGSC will ascertain if mitigation measures exist or must be put in place by the company so it can be deemed “Not Under FOCI through Mitigation”. 

11. The contractor shall at all times during the performance of the contract possess a letter from PWGSC identifying the results of the FOCI assessment with a FOCI designation of Not Under FOCI or Not Under FOCI through Mitigation.

12. All changes to Questionnaire and associated FOCI evaluation factors must immediately be submitted to the Industrial Security Sector (ISS) to determine if the changes impact the FOCI designation.

13. The Contractor/Offeror must also comply with the provisions of the:

  (a)     Security Requirements Check List, attached at Annex “D”;
  (b)      Industrial Security Manual (latest edition).

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

For this requirement, Canada is conducting the Phased Bid Compliance Process detailed in the RFP document.

The requirement is conditionally limited to Canadian goods and/or services.  The evaluation team will determine first if there are two or more bids with a valid Canadian Content certification. In that event, the evaluation process will be limited to the bids with the certification; otherwise, all bids will be evaluated.

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

This procurement is subject to the following Comprehensive Land Claims Agreement(s):
- The Nunavut Land Claims Agreement
- The Tlicho Agreement
- The Sahtu Dene and Metis Comprehensive Land Claim Agreement


Mandatory Technical Criteria 

M1 
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. 

For all referenced experience submitted, the Bidder must provide:
 
a) Name, phone number and email address of client; 
b) Start and end date of resources’ experience;
c) Name of project and description of the work involved, including how it meets the tasks required in the Statement of Work.  The description of these events must 


M1.1 
The TEEMS Program Manager must have at least five (5) years’ experience in leading the development and execution of events, and within that duration of experience the following minimums:
a. at least 10 events.
b. at least two (2) where budgeted at more than $200,000 (including professional fees, direct expenses, travel and living expenses, and any other project-related revenues, as applicable);
c. at least five (5) where participants are from either: more than one (1) province or territory; or more than one (1) country; or both;
d. at least five(5) that required one (1) or more of the project’s personnel to be on-site for three (3) days or more;
e. at least two (2) with a minimum of one hundred (100) participants; and
f. has provided or overseen the provision of all of the following at least twice, though not necessarily within the same single event: accommodations, hospitality, transportation, logistics, registration of participants, conduct of group activities including the operation of equipment, and safety-related activities  such as conducting safety briefings, monitoring and assessing hazardous and unsafe situations and developing measures to assure personnel safety.
 
M1.2 
The Test Event Managers must meet all of the following:

a. at least five (5) years’ experience in leading the development and execution of events; 
b. has managed events where budgeted at more than $200,000 (including professional fees, direct expenses, travel and living expenses, and any other project-related revenues, as applicable);
c. has managed events where participants are 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 project’s personnel to be on-site for three (3) days or more;
e. has managed events with a minimum of one hundred (100) participants; and
f. has provided or overseen the provision of all of the following: accommodations, hospitality, transportation, registration and printing or publications, conduct of group activities including the operation of equipment, and safety.

At least one (1) of the individuals proposed for this role must not also be proposed for the role of TEEMS Program Manager.

M1.3 
The TE Test Controllers must meet all of the following:

a. at least three (3) years of experience in coordinating the execution of group activities where the activity included the operation of equipment in an outdoor environment and the Controller had responsibility for the commencement and cessation of activities including readiness and safety considerations;
b. has managed events where budgeted at more than $100,000 (including professional fees, direct expenses, travel and living expenses, and any other project-related revenues, as applicable);
c. has coordinated events with participants from either: more than one (1) province or territory; or more than one (1) country; or both;
d. has coordinated events that require one or more of the firm’s personnel to be on-site for three (3) days or more;
e. has coordinated events with a minimum of fifty (50) participants; and
f. has coordinated the provision of two (2) or more of the following: accommodations, hospitality, transportation, registration and printing or publications.


M1.4 
The TE Logistics and Support Coordinators must meet all of the following:
a. at least three (3) years of experience in coordinating the logistics and support required for events comparable to the Test Events described in this contract.  Comparable events include (i) those lasting multiple days with multiple groups of participants in which the participants are demonstrating something or participating in an organized group activity; and (ii) where for multiple events in that three year experience the activity included the participants operating equipment in an outdoor environment.
b. has coordinated events with participants from either: more than one (1) province or territory; or more than one (1) country; or both;
c. has coordinated events that require one or more of the firm’s personnel to be on-site for three (3) days or more;
d. has coordinated events with a minimum of fifty (50) participants; and
e. has coordinated the provision of two (2) or more of the following: accommodations, hospitality, transportation and registration of participants.

 

M2 
EVENT MANAGEMENT PROJECTS


M2.1 
The Bidder must provide five (5) event management projects* that have been completed within the last ten (10) years as of January 1 2019. The proposed resources identified within M1 must have been involved in the planning of at least one (1) of the identified projects. 
*Note: One project may be used to demonstrate the experience of more than one (1) resource, however no more than five (5) projects are to be submitted.

For all referenced projects the Bidder must provide:
 
a) Name, phone number and email address of client; 
b) Start and end date of project;
c) Name of project and description of the work involved, including how it meets requirements of M2.1.

M2.2 
At a minimum, three (3) of the five (5) projects must demonstrate an ability of the Bidder to provide event planning services where the event included the activity included the participants operating equipment in an outdoor environment. 

For all referenced projects the Bidder must provide:
 
d) Name, phone number and email address of client; 
e) Start and end date of project;
f) Name of project and description of the work involved, including how it meets requirements of M2.2.

M2.3 
At a minimum, two (2) of the event management projects must have made use of a Safety Officer. 

M3 PROPOSED RESOURCES LANGUAGE PROFICIENCY

M3.1 
The Bidder must demonstrate that the TEEMS Program Manager and at least one (1) of the Test Event Managers have the capacity to work within both official languages of Canada.    

The Bidder must provide a minimum of two (2) previous project references that can attest to the resource(s) capacity through the following:
 
a) Name, phone number and email address of reference; 
b) Start and end date of resources’ experience;
c) Name of project and description of the work involved, including how it meets the tasks required in the Statement of Work.
M4 PRODUCING A VIABLE MASTER TEST IMPLEMENTATION PLAN
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
R1 
See Annex C MASTER TEST IMPLEMENTATION PLAN EVALUATION CRITERIA, SECTION II.

Basis of Selection:
Mandatory Technical Criteria
Minimum Point Rating Criteria 
1. To be declared responsive, a bid must: 
a. comply with all the requirements of the bid solicitation; and
b. meet all mandatory technical evaluation criteria; and
c. obtain the required minimum of 31 points overall for the technical evaluation criteria which are subject to point rating. The rating is performed on a scale of 44 points.
2. Bids not meeting (a) or (b) or (c) will be declared non-responsive. The responsive bid with the lowest evaluated 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.