Events Planning and Management

Trade Agreement: Canadian Free Trade Agreement (CFTA)
Tendering Procedures: Generally only one firm has been invited to bid
Non-Competitive Procurement Strategy: Government Objectives Representing Best Interests/Value to Govt
Comprehensive Land Claim Agreement: No
Vendor Name and Address: 
Ottawa Convention Centre
55 Colonel By Drive
Ottawa Ontario
Canada
K1N9J2
Nature of Requirements: 

Events Planning and Management

B8765-190100/A
Michaud(CX Div.), Jasmin
Telephone No. - (613) 990-4033 (    )

Trade Agreement: Canadian Free Trade Agreement (CFTA)
Tendering Procedures: The bidder must supply Canadian goods and/or services
Non-Competitive Procurement: Government Objectives
Comprehensive Land Claim Agreement: No
Vendor Name and Address: 
Ottawa Convention Centre
55 Colonel By Drive
Ottawa, Ontario
Canada
K1N 9J2

Nature of Requirements: 

1. Advance Contract Award Notice (ACAN) 
An ACAN is a public notice indicating to the supplier community that a department or agency intends to award a contract for goods, services or construction to a pre-identified supplier, thereby allowing other suppliers to signal their interest in bidding, by submitting a statement of capabilities. If no supplier submits a statement of capabilities that meets the requirements set out in the ACAN, on or before the closing date stated in the ACAN, the contracting officer may then proceed with the award to the pre-identified supplier. 

2. Definition of the requirement 

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Provision of Event Management Contractor Services for
THE 2019 INTERNATIONAL   METROPOLIS CONFERENCE

OBJECTIVE:

The purpose of this Advanced Contract Award Notice is to secure an Event Management Contractor for: The International Metropolis Conference to be held in Ottawa, between June 23 and June 29, 2019

BACKGROUND:

The International Metropolis Conference is the largest annual, international gathering of experts from academia, governments and civil society in the fields of migration, integration and diversity in the world. Last April, a proposal was submitted to host next year's conference in Ottawa, from June 23 to 29, 2019,

Hosting International Metropolis 2019 in Ottawa is a great learning opportunity for employees, not only to participate in the conference, but also to contribute to its planning and programming. The conference     allows for knowledge-sharing with international partners and gives IRCC, several other Government departments, including the GoC at large a chance, as a Government, to engage multiple levels of Provincial and federal government, academia, the settlement sector, businesses and non-governmental organizations in a program that reflects Canadian society's approach to immigration, integration, diversity and inclusion. Hosting the conference also gives Canadians a unique opportunity to showcase our immigration and settlement programs and influence the global conversation about refugee protection and managed migration, in support of economic growth. The only conference facility which allows logistically and geographically to accommodate a large number of delegates and have the proximity to Federal Government offices as well as hotels is the Ottawa Convention Centre.

Last April, the Minister approved to submit a proposal to host the conference in Ottawa, from June 23-29, 2019-and the International Steering Committee selected Ottawa as the host city.

Hosting this Conference will offer Canada a unique opportunity to shape the conference agenda to support its migration priorities, demonstrate international leadership and showcase the country's successes with respect to migration policy, settlement, diversity and inclusion.

SCOPE

The Event Management Contractor must plan, organize, and undertake all venue and associated hospitality arrangements, on-site logistical management, meeting space, security and associated services related to the International Metropolis Conference to be held in Ottawa, Canada from June 23-29, 2019.

EVENT DESCRIPTION

Event Time Description
Morning activities 7:30 to 8:30 Breakfast on site (Tuesday to Friday)
Activity - Conference 8:30 to 9:00 Opening sessions (Tuesday to Friday)
 9:00 to 10:30 1st   Plenary (Tuesday to Friday)
Pause 10:30 - 11:00 Health breaks
Activity/Show/Conference 11:00 - 12:30 2nd Plenary (Tuesday to Friday)
Lunches 12:30 - 13:30 Lunch  on site buffet style
Workshops 13:30 - 14:30
15:00 - 16:00 Two sets of workshops in various rooms separated by a coffee break
Opening Reception 18:00 - 20:00 Welcoming reception for delegates Monday June 24th
Gala evening 18:00 - 24:00 Full meal with entertainment, Thursday June 27

CONTRACTOR’S RESPONSIBILITIES:

The Event Management Contractor must provide the following services:

Conference Space

For the purpose of this event, the Contractor must provide conference/meeting space, hospitality security and associated services to facilitate presentations and discussions, support space for the logistical team, and areas for delegates to have meals and/or refreshments.

Make changes as required: Due to the nature of talks for this event, and associated security requirements, the venue providing space must allow audio-visual technicians to provide technical equipment, setup, and operation of this equipment.

All conference space must have Wi-Fi capability for all delegates. 
The Event Management Contractor must provide the conference space as follows:
 Main Plenary Room(s)
• Must be large enough to accommodate up to delegates at round tables, a stage with a podium and table to accommodate 1500 delegates, a panel, two large screens, translation booths (at the back of the room), with minimum ceiling height of 15'.
• Required from June 24 to June 28.
• Area outside of room large enough for coffee/snack service for 1500 people.
• Space for Entertainment for Banquet Dinner on Thursday
• Space for welcoming reception on Monday June 24th

Registration Desk/ Area
• Required visible space within main lobby of venue, for delegates to pick-up material/identification.
• 6' tables and registrations booths
• Required from June 24 to June 28

Reception Area (Space to be identified but different than plenary)
• To hold the welcome reception and the evening receptions
• Stand-up reception for 1500 people in evening (17:30-19:30).
• Room must be fit to hold a cocktail reception
• A stage with a Sound Amplification system and Podium

Maximum budget for reception is $50K

Operations/ Staff Room
• Adequate space
• Required from June 23 to June 29
• Power outlets 6  laptops
• 2 telephone lines.
• Hard-wired and Wi-Fi internet access.

Storage
• Adequate space for conference equipment and supplies
• Storage area for delegates luggage
• Coat check for delegates
• Required from June 23 - June 29

Interpreters Area
• Adequate space to hold 6- 12 people at a time
• Required from June 24 to 28
• Include mix of soft seating and a round table and chairs for the stage.

Bilateral Meeting Rooms
• Bilateral meeting rooms are required.
• Break area either nearby in a hall or separate room.
• Water for delegates and speakers.

Media Room
• Include mix of soft seating and a round table and chairs approximate size: 1300 sq.ft
• Requires power for up to 6 laptops, a copier and a fax machine.
• Preferably but not necessarily on same level as Main Plenary.
• Required from 25 -28 of June.

Maximum budget is $222K for conference space

Food and Beverage

• Delegates to be provided with 4 breakfast buffets from June 25 to June 28
• Four Lunches (BUFFET STYLE) from June 25 to June 28
• Eight Health breaks from June 25 to June 28
• Welcoming reception on June 24 from 18:00 to 20:00
• Gala Evening for all the delegates full dinner with stage for entertainment and Piano

Maximum budget for the 4 breakfasts, breaks and lunches is $383,200
Maximum budget for Gala evening is $200K 

DETAILS:
Tuesday June 25, 2019

Delegates to be provided with breakfast buffet

Breaks (assortment of beverages) 
• Morning break for 1500 people, multiple locations possible, outside plenary and breakout rooms.
• Afternoon breaks for 1500 people, multiple locations possible, outside plenary and breakout rooms.

Lunch
• Hot and/or cold buffet for 1500 people (several menu options must be provided including a minim u m of one vegetarian option).

Wednesday June 26, 2019
Delegates to be provided with breakfast buffet

Breaks (assortment of   beverages)
• Morning break for 1500 people, multiple locations possible, outside plenary and breakout rooms.
• Afternoon break for 1500 people, multiple locations possible, outside plenary and breakout rooms.

Lunch
• Hot and/or cold buffet for 1500 people (several menu options must be provided including a minimum of one vegetarian option).

Thursday, June 27, 2019

Delegates to be provided with breakfast buffet

Breaks (assortment of beverages.)
• Morning break for 1500 people, multiple locations possible, outside plenary and breakout rooms.
• Afternoon break for 1500 people, multiple locations possible, outside plenary and breakout rooms.

Lunch
• Hot and/or cold buffet for 1500 people in plenary room (several menu options must be provided including a minimum of one vegetarian option).

Thursday, June 27, 2019

Gala Evening for all the delegates' full service, sit down, plated dinner with stage for entertainment and Piano

Please note that the Food and Beverage requirements list above is anticipated, but could change based on availability of funding, hosting provisions provided and confirmation of final number of delegates. Canada retains the right to amend these requirements throughout the planning process of this event.

On-Site Support

The Event Management Contractor must ensure provision of logistical management and on-site support for planned events, including but not limited to the following:

a) A Business Service Centre at the Conference venue with fax, printer, monitor, and internet capability where possible;

b)  Venue accoutrements such as, but not limited to sound systems, tents, awnings, signage and staging, tables, chairs, flowers, banners, bottled water, including transportation of these items to various locations;

c)   Services such as security services (which may involve 24 hour surveillance); 

d) Immediate access to comprehensive medical services including fully trained staff to deal with medical emergencies.

Contingency Plans
To ensure continuity of the event, the Contractor must provide contingency plans in writing for the following contingencies as they occur, but not limited to:

a)  A safety plan including security of delegates to include
b) Sickness and/or accidents and/or death of any of the trip delegates by ensuring proper processes are followed to seek medical attention;
c) Trained staff for medical emergencies;
d) A contingency plan which addresses changes in the number of delegates (larger or smaller) by ensuring the flexibility and availability of resources to accommodate the needs of the group;
e) A disaster response plan to address natural or man-made disasters such as but not limited to flooding, tornados, hurricanes, earthquakes, blizzards by ensuring monitoring of circumstances and communication with project authority;
f) A communication plan to detail communication with subcontractors including how to make new or alternate arrangements. Unforeseen changes by third-party service providers and/or (hotel/restaurant/transportation company owners) by ensuring flexibility and availability of resources to accommodate these changes, 
g) Venue and schedule changes including possible alternative side trips, as a result of unexpected occurrences by ensuring communication with subcontractors to make re-arrangements;
h) Special needs accommodation plan for items such as sensitivity to special needs of group and individuals such as mobility, medical (smoking, allergens) and dietary restrictions by communicating with subcontractors to ensure requirements are addressed for delegate members;

Note: All contingency plans will be reviewed and approved by the Project Authority before finalization.  


Venue and Related Services

a) Conducting space planning, layouts and staging;
b) Arranging and providing for on-site security during and after hours;
c) Provision of venue accoutrements (podiums, decorations, banners, tables, chairs, tents, etc);
d)   Arranging and providing for support services such as a Business Service Centre (with fax, printer, monitor, internet capability, etc.)

On-Site Event Coordination Services

a) Maintaining logistical control of events;
b) Briefing, directing and assisting the Project Authority on-site;
c) Managing hospitality, food and beverage.

Financial Management

The Contractor must provide the following to support the financial management of the event: 

a) Monitoring and managing the financial aspects of the event requirements under their responsibility through this contract.  
b) Assisting the Project Authority with the  financial planning of the event components;

Risk Management

a) Providing a detailed risk management plan during the early planning stages of the event, overseeing and modifying the plan as necessary during events, and updating the plan as required throughout the duration of the project.

TECHNICAL REQUIREMENTS

a) Cooperating with the audiovisual Contractor selected for the Conference
b) Facilitating the Installation of Audiovisual equipment throughout the Conference venue

Maximum Budget for Audio Visual Services is $400K

RESOURCES REQUIRED

The Senior Event Manager must be on-site and must be capable of providing services in both official languages


ADMINISTRATIVE REQUIREMENTS

a) Kick-off Planning session with the Project Authority: The Contractor must organize a mutually agreeable date and time for an in-person meeting, either at the Project Authorities headquarters, or at the Contractor's offices in the National Capital Region.

In providing weekly status updates to the Project Authority, the Contractor must provide:
a) advice, including costing estimates, in accordance with Annex B Basis of Payment, for each component of the event and feature options on an ongoing basis during the planning and execution of each scheduled event;
b) Budget for each event including reporting mechanisms, deadlines for invoice payments, currency break-downs and conversions;

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3. Criteria for assessment of the Statement of Capabilities (Minimum Essential Requirements) 

o Any interested supplier must demonstrate by way of a statement of capabilities that it meets the following requirements: 
• The Suppplier must be able to offer a venue that can host a minimum of 1,500 delegates and associated support staff
• The Supplier’s selected venue must be located in Ottawa, Ontario and must be within close proximity to Federal Government offices, and an adequate number of hotels for use by attendees
• The Supplier’s selected venue must offer multiple breakout rooms which can accommodate a total of 1,500 delegates  
• The Supplier must be able to offer catering and hospitality services, as well as onsite security, medical and audiovisual presentation services, as per section 2 above.

4. Applicability of the trade agreement(s) to the procurement
This procurement is subject to the following trade agreement: 
o Canada Free Trade Agreement (CFTA)

5. Set-aside under the Procurement Strategy for Aboriginal Business 
 
This is not a Set-aside under the Federal Government Procurement Strategy for Aboriginal Business (PSAB)
    
6. Comprehensive Land Claims Agreement(s) 

The Comprehensive Land Claims Agreements (CLCAs) are not applicable to this procurement, as Work will not be delivered to, nor conducted within CLCA areas

7. Justification for the Pre-Identified Supplier 
The Ottawa Convention Centre (The Shaw Centre) is the only supplier known to IRCC who is capable of meeting the requirement, who has the capacity to provide the service described in the requirement who can meet the statement of capability. 

8. Government Contracts Regulations Exception(s) 
The following exception(s) to the Government Contracts Regulations is (are) invoked for this procurement under subsection 6(d) - "only one person is capable of performing the work".

9. Exclusions and/or Limited Tendering Reasons
The following exclusion(s) and/or limited tendering reasons are invoked under the: 
o Canada Free Trade Agreement (CFTA)  Article 506  Procedures for Procurement, Para 12: 

Where only one supplier is able to meet the requirements of a procurement, an entity may use procurement procedures that are different from those described in paragraphs 1 through 10 in the following circumstances:

(b) where there is an absence of competition for technical reasons and the goods or services can be supplied only by a particular supplier and no alternative or substitute exists.

10. Period of the proposed contract or delivery date
The proposed contract is for a period starting on August 30, 2018 up to and including September 30, 2019.

11. Cost estimate of the proposed contract 

The estimated value for this requirement is $1,400,000.00 (applicable taxes included)

12. Name and address of the pre-identified supplier 
Ottawa Convention Centre (The Shaw Centre)
55 Colonel By Drive
Ottawa ON K1N 9J2

13. Suppliers' right to submit a statement of capabilities 
Suppliers who consider themselves fully qualified and available to provide the goods, services or construction services described in the ACAN may submit a statement of capabilities in writing to the contact person identified in this notice on or before the closing date of this notice. The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.

14. Closing date for a submission of a statement of capabilities 
The closing date and time for accepting statements of capabilities is 24 August 2018, 14:00 Eastern Standard Time.

15. Inquiries and submission of statements of capabilities Inquiries and statements of capabilities are to be directed to: 
Jasmin Michaud
Supply Specialist
Public Works and Government Services Canada
Communications Procurement Directorate
360 Albert Street, 12th Floor
Ottawa, Ontario, K1R 7X7
Telephone:  613 990 4033
E-mail address: Jasmin.Michaud@tpsgc-pwgsc.gc.ca

All enquiries must be submitted in writing to the Contracting Authority no later than 5 calendar days before the ACAN closing date. Enquiries received after that time may not be answered.

Enquiries should reference as accurately as possible the numbered item of the ACAN to which the enquiry relates. Care should be taken to explain each question in sufficient detail in order to enable Canada to provide an accurate answer. Technical enquiries that are of a proprietary nature must be clearly marked "proprietary" at each relevant item. Items identified as "proprietary" will be treated as such except where Canada determines that the enquiry is not of a proprietary nature. Canada may edit the question(s) so that the proprietary nature of the question(s) is eliminated.

Delivery Date: Above-mentioned

You are hereby notified that the government intends to negotiate with one firm only as identified above. Should you have any questions concerning this requirement, contact the contracting officer identified above.

An Advance Contract Award Notice (ACAN) allows departments and agencies to post a notice, for no less than fifteen (15) calendar days, indicating to the supplier community that it intends to award a good, service or construction contract to a pre-identified contractor. If no other supplier submits, on or before the closing date, a Statement of Capabilities that meets the requirements set out in the ACAN, the contracting authority may then proceed with the award.  However, should a Statement of Capabilities be found to meet the requirements set out in the ACAN, then the contracting authority will proceed to a full tendering process.

Suppliers who consider themselves fully qualified and available to provide the services/goods described herein, may submit a statement of capabilities in writing to the contact person identified in this Notice on or before the closing date of this Notice. The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.

The PWGSC file number, the contracting officer's name and the closing date of the ACAN must appear on the outside of the envelope in block letters or, in the case of a facsimile transmission, on the covering page.

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

Documents may be submitted in either official language of Canada.


Delivery Date: Above-mentioned

You are hereby notified that the government intends to negotiate with one firm only as identified above. Should you have any questions concerning this requirement, contact the contracting officer identified above.

An Advance Contract Award Notice (ACAN) allows departments and agencies to post a notice, for no less than fifteen (15) calendar days, indicating to the supplier community that it intends to award a good, service or construction contract to a pre-identified contractor. If no other supplier submits, on or before the closing date, a Statement of Capabilities that meets the requirements set out in the ACAN, the contracting authority may then proceed with the award.  However, should a Statement of Capabilities be found to meet the requirements set out in the ACAN, then the contracting authority will proceed to a full tendering process.

Suppliers who consider themselves fully qualified and available to provide the services/goods described herein, may submit a statement of capabilities in writing to the contact person identified in this Notice on or before the closing date of this Notice. The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.

The PWGSC file number, the contracting officer's name and the closing date of the ACAN must appear on the outside of the envelope in block letters or, in the case of a facsimile transmission, on the covering page.

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

Documents may be submitted in either official language of Canada.