Events Planning and Management

Trade Agreement: Agreement on Internal Trade (AIT)
Tendering Procedures: The bidder must supply Canadian goods and/or services
Competitive Procurement Strategy: 
Comprehensive Land Claim Agreement: No
Nature of Requirements: 

**PLEASE NOTE THE CLOSING DATE IS TUESDAY, APRIL 5, 2016.**

Events Planning and Management

51019-156001/A
Gordon, Emily
Telephone No. - (613) 990-3140 (    )
Fax No. - (613) 993-2581 (    )

Line 1, Events Planning and Management

VAC requires the services of an Event Management Services Provider (Contractor) which may include: to plan, arrange, organize, and undertake all the travel arrangements including transportation and accommodations and on-site logistical management related to theseoverseas events and the remembrance ceremonies (burial).  Appendices 1 to 7 to Annex “A” Statement of Work are the tentative schedules for the overseas events. The scope of the requirements for the 100th anniversary of the Battle of Vimy Ridge event mayincrease significantly before the final event date. This option forms part of this requirement. This option will be exercised at the sole discretion of the Contracting Authority.

The Contractor must provide the following event management services: planning, arranging, organizing and undertaking all the travel arrangements including the transportation and accommodations and onsite logistical management related to these overseas events and the remembrance ceremonies (burials).

VAC will be organizing the main events but will require assistance in the provision of onsite support for planned events.

The period of Contract is from date of award to March 31, 2019. 

There are security requirements associated with this requirement.

The requirementis subject to the provisions of the Agreement on Internal Trade (AIT).

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. FINANCIAL PROPOSAL

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

M2. EXPERIENCE OF THE FIRM

The Bidder must have:

• Been in business for a minimum of five (5) years, including a minimum of three (3) years specializing in the provisionof event management services, and

• A physical place of business within Canada.

The Bidder must provide:

• The number of years the firm has been in business; and
• The number of yearsthe firm has specialized in the provision of event management services; and
• The physical address(es) of the firm’s place(s) of business within Canada (including street address, city/town, and province/territory for each). 

M3. EVENT MANAGEMENT PROJECTS

M.3.1 The Bidder must provide a detailed descriptionof 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) ormore of the Bidder’s resources on behalf of another firm willnot be accepted. 

For each event:

a. The event start date must have been after January 1, 2010;
b. The event location must have been outside of North America;
c. The firm’s assigned portion of the overall budget must have been at least $200,000 (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 aclient group. “Varied” is defined as including three (3) or more of the following profiles - general public, senior citizens, veterans, senior executives, parliamentary officials, VIPs (defined as potentially being a head of state (ie. Prime Minister) or representative of another level of government, royal family member, mayor or other representative of local government), military officials, etc. (within one event). 
e. One (1) or more of the firm’s resources must have been on-site for three (3) 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: accommodations, logistics, hospitality and transportation.

M.3.1.1 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 Accommodation
o Logistics
o Hospitality
o Transportation

M.3.1.2 The Bidder must provide a letter of reference for each event management project sample submitted. Each letter of reference must be from the client for the event management project sample and must be addressed to the Bidder. The letter of reference must indicate the client’s satisfaction with theperformance of the Bidder.

Basis of Selection:

Mandatory Technical Criteria Only

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 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.