Events Planning and Management

Trade Agreement: Agreement on Internal Trade (AIT)
Tendering Procedures: The bidder must supply Canadian goods
and/or services
Attachment: YES (MERX) Electronic
Competitive Procurement Strategy: Lowest/Lower Bid
Comprehensive Land Claim Agreement: No
Nature of Requirements: 
EVENTS MANAGEMENT SERVICES FOR CANADA DAY

C1111-140462/a
Buck, Daniel
Telephone No. - (613) 998-8588
Fax No. - (613) 991-5870
E-mail: daniel.buck@pwgsc-tpsgc.gc.ca

NATURE OF REQUIREMENT:
Department of Canadian Heritage is seeking the services of a
Contractor to develop, coordinate and execute the Canada Day
2015 Noon and Evening Shows on Parliament Hill. This includes
the artistic concept, the event production coordination of the
artistic concept, the identification and hiring of artists
(performers), the protocol and technical components as directed
by PCH, as well as to seek a broadcaster for the evening show.
The successful Contractor will be required to deliver a coherent
and entertaining package that can be adapted to suit both the
protocol nature of the Noon Show and the celebratory spirit of
the Evening Show.

The contract is from date of award to August 30, 2015. If the
Contract is authorized for use beyond the initial period, The
Contractor grants to Canada the irrevocable option to extend the
term of the Contract by up to one (1) additional one (1) year
period under the same conditions, from September 1, 2015 to
August 30, 2016. 

There is a security requirement associated with this
requirement. For additional information, consult Part 6 -
Security, Financial and Other Requirements, and Part 7 -
Resulting Contract Clauses. Bidders should consult the "Security
Requirements for PWGSC Bid Solicitations - Instructions for
Bidders"
(http://www.tpsgc-pwgsc.gc.ca/app-acq/lc-pl/lc-pl-eng.html#a31)
document on the Departmental Standard Procurement Documents
website

As per the Integrity Provisions under section 01 of Standard
Instructions 2003, bidders must provide a list of all owners
and/or Directors and other associated information as required.
Refer to section 4.21 of the Supply Manual for additional
information on the Integrity Provisions.

For services requirements, Bidders must provide the required
information as detailed in article 2.3 of Part 2 of the bid
solicitation, in order to comply with Treasury Board policies
and directives on contracts awarded to former public servants.

For services requirements, Bidders in receipt of a pension or a
lump sum payment must provide the required information as
detailed in article 3 of Part 2 of the bid solicitation.

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

There is a Federal Contractors Program (FCP) for employment
equity requirement associated with this procurement; see Part 5
- Certifications, Part 7 - Resulting Contract Clauses and the
annex named Federal Contractors Program for Employment Equity -
Certification.

Mandatory Technical Criteria

M.1	FINANCIAL PROPOSAL
	
M.1.1	The Bidder MUST submit a financial proposal with a firm
price not less than $3,345,000.00 and not exceeding
$3,558,000.00 (Goods and Services Tax or Harmonized Sales Tax
extra, as appropriate) for the Contract period and the option
period. The maximum amount includes travel expenses.

M.2	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 provision of
event management services; and
A physical place of business within Canada.

The Bidder must provide:

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).

M.3	EVENT MANAGEMENT PROJECTS

M.3.1	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:

The event start date must have been after January 1, 2009;
The event location - at least two (2) of the three (3) event
management projects must have been in North America and one (1)
of these two (2) events in North America must have been in the
province of Ontario;
The bidder's assigned portion of the overall budget must have
been at least $1,000,000.00 (Canadian) (including professional
fees, direct expenses, sub-contracted expenses, travel and
living expenses, and any other project-related revenues, as
applicable, but excluding applicable taxes);
A minimum audience of 20,000 people must have been in attendance
at one (1) time and in a single location - at least two (2) of
the three (3) event management projects must have been outdoor,
cultural events (e.g. concerts, festivals, variety shows);
The Bidder must have been responsible for the hiring,
coordination and management of artistic talent/performers to
provide entertainment during the event;
The Bidder must have been responsible for the adherence to all
applicable laws and regulations as well obtaining all applicable
rights and releases to provide all aspects of the event;
The Bidder must have been responsible for the coordination and
management of scheduled speakers/presenters;

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 (Department/firm, etc);
Client contact;
Description of the event;
Event start date;
Event location;
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 people in attendance at the identified location;
Description of the requirements for the hiring, coordination,
and management of artistic talent/performers; 
Description of the requirement for the coordination and
management of scheduled speakers/presenters;
Description of the responsibilities of the bidder for the
adherence to all applicable laws and regulations as well as
obtaining all applicable rights and releases; and
List of event s management services provided.

M.3.1.2 The Bidder must have arranged for a host broadcaster for
at least one (1) of the outdoor event management projects, for
which the Bidder was also responsible for the stage concept; the
resulting broadcast must have been live with an intended
national or international audience.

The Bidder must provide a description of the Bidder's
responsibilities related to the arrangement of the host
broadcaster, the development of the stage concept, and the
resulting broadcast. The description must also identify the
intended audience for the resulting broadcast.

M.3.1.3	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 the
performance of the Bidder.

M.4	PROJECT PLAN & REPORTING STRUCTURE

M.4.1.	The Bidder must provide a document outlining the roles
and responsibilities of all key team members proposed for the
provision of the services and deliverables specified in the
Annex A Statement of Work which must include the following:

Event Production Company
Producer
Artistic Producer
Project Manager
Rights Clearance / Artist Union Liaison

Artistic Management Team
Artistic/Stage Director
Stage Management Team
Choreographer

Creative Team
Set Designer
Lighting Designer
Video Designer 
Sound Designer

Technical Team
Production Manager
Technical Director
Floor Manager; and

M.4.2. The Bidder must identify a clear reporting structure of
the key team members described in M.4.1 in the form of a tree
diagram and an indication of which roles key personnel will play
in interacting with PCH. 
	
Financial Evaluation
The price of the bid will be evaluated in Canadian dollars,
Applicable Taxes extra, FOB destination, Canadian customs duties
and excise taxes included.

Basis of Selection
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 within the specified budget will be recommended
for award of a contract.


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.