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: 

Events Planning and Management

W8160-160011/A
Gordon(cx024), Emily
Telephone No. - (613) 990-3140 (    )
Fax No. - (613) 993-2581 (    )

The Canadian Forces College (CFC) requires support to plan, arrange and conduct events as part of its educational mandate, on an as and when requested basis. Events to be held at CFC 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 Experiential Learning Visits (ELVs), to Canadian and international cities to visit military, government, multinational and commercial institutions, facilities and think tanks.

The Identified User authorized to make call-ups against the Standing Offer is the Department of National Defence (DND) - Canadian Forces College (CFC).

The period for making call-ups against the Standing Offer is from issuance of a Standing Offer to October 31, 2017. If the Standing Offer is authorized for use beyond the initial period, the Offeror offers to extend its offer for two additional one-year periods, from November 1, 2017 to October 31, 2018 and fromNovember 1, 2018 to October 31, 2019.

One (1) Standing Offer will be issued as a result of this RFSO.

The requirement is 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.

4.1.1.1 Mandatory Technical Criteria

M.1  FINANCIAL OFFER

The Offeror must provide costing information strictly in accordance with the detailed pricing schedule in Attachment 1 to Part 3.

M.2  EXPERIENCE OF PROPOSED RESOURCES

The Offeror must identify three (3) resources - one (1) Primary Senior Event Manager and two (2) Back-up Senior Event Managers.

The Offeror must provide two (2) eventmanagement project samples for each of the Primary Senior Event manager and the Back-up Senior Event Managers. The same event management project sample may not be used to demonstrate the experience of more than one proposed resource. An event planned bya Primary or Back-up Senior Event Manager on behalf of a firm other than the Offeror will be accepted.

For each event management project sample:
1) The event start date must have been after September 1, 2011;
2) The firm’s assigned portion of the overall budget must have been at least $85,000.00 (including professional fees, direct expenses, sub-contracted expenses, travel and living expenses, and any other project-related revenues, as applicable, but excluding applicable taxes);
3) A minimum of100 delegates, including delegates having at least one (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 privatesector executives (Senior Management or higher), must have been in attendance;
4) The firm must have been on-site for three (3) days or more. “On-site” is defined as one or more of the firm’s resources having been at the event location(s) and/or travelling with the delegates;
5) The provision of all of the following event management services must have been required: accommodations, hospitality, and transportation.

The Offeror must provide the following information for each of the six (6) event management project samples submitted:
a) Name of the Primary or Back-up Senior Event Manager responsible for managing the event;
b) Client name;
c) Client contact information;
d) Description of the event;
e) Event start date;
f) The firm’s assigned portion of the overall budget;
g) Number of delegates in attendance;
h) Profile of delegates in attendance (ie. the sector [private, public or military], ranks or positions, and country(ies) of origin of the delegates);
i) Number of days the firm was on-site; and
j) List of event management services provided.

M.3  EVENT MANAGEMENT PROJECTS

The Offeror must identify three (3) event management projects executed by the Offeror. 

Each resource proposed in M.2 must have managed one (1) event. The same event management project sample may not be used to demonstrate the experience of more than one proposed resource. However, the Offeror may identify an event management project or projects which was/were previously identified under M.2 Experience of theProposed Resources. An event managed by a proposed resource on behalf of a firm other than the Offeror 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 management project sample:
1) The event start date must have been after September 1, 2011;
2) The firm’s assigned portion of the overall budget must have been at least $200,000.00 (including professional fees, direct expenses, sub-contracted expenses, travel and living expenses, and any other project-related revenues, as applicable, but excluding applicable taxes);
3) A minimum of 40 delegates, including delegates having at least one (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 and foreign private sector executives (Senior Management or higher), must have been in attendance;
4) The firm must have been on-site for three (3) days or more. “On-site” is defined as one or more of the firm’s resources having been at the event location(s) and/or travelling with the delegates; and
5) The provision of all of the following event management services must have been required: accomodations, hospitatlity and transportation.

The Offeror must provide the following information for each of the three (3) event management samples submitted:
a) Name of the Primary or Back-up Senior Event Manager responsible for managing the event;
b) Client name;
c) Client contact information;
d) Description of the event;
e) Location of the event;
f) Event start date;
g) The Offeror’s assigned portion of the overall budget;
h) Number of delegates in attendance;
i) Profile of delegates in attendance (ie. the sector [private, public or military], ranks or positions, and country(ies) of origin of the delegates);
j) Number of days the firm was on-site; and
k) List of event management services provided.

The Offeror must provide a letter of reference for each of the three (3) event management project samples submitted. Each letter of reference must be from the client for the event management project sample and be addressed to the Offeror. 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 Offeror.

M.4  EXPERIENCE OF THE FIRM

The Offeror 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
• A physical place of business within Canada.

The Offeror must provide:
a) The number of years the firm has been in business;
b) The number of years the firm has specialized in the provision of event management services; and
c) The physical address(es) of the firm`s place(s) of business within Canada (including street address, city/town and province/territory for each).

M.5  LANGUAGE

The Offeror must confirm that the firm is capable of providing services to the event delegates in both official languages (English andFrench). As such, the Offeror must include a duly signed and dated copy of the following Certification in the Technical Offeror portion of the offer submission.

An offer must comply with the requirements of the Request for Standing Offers and meet all mandatory technical evaluation criteria to be declared responsive. The responsive offer with the lowest Bid Evaluation Value (BEV) will be recommended for issuance of a standing offer.

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.