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: Best Overall  Proposal
Comprehensive Land Claim Agreement: No
Nature of Requirements: 
Events Planning and Management

82082-160083/A
Baxter, Emily
Telephone No. - (613) 949-1285 (    )
Fax No. - (613) 991-5870


Nature of Requirement:

The Contractor must deliver the CRTC Discoverability Summit: an
international, ground-breaking, world-class event in May 2016,
convening high-level innovators and experts from across the
world to discuss forward-looking strategies and mechanisms to
address the discoverability of audiovisual content. The Summit
will take place in central Toronto, at an innovative and
connected venue that provides cutting-edge audiovisual
possibilities to be leveraged throughout the event. The Summit
will last two days with a social event prior to the Summit, also
to be planned and managed by the Contractor.

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

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


Mandatory Technical Criteria:

M.1	FINANCIAL PROPOSAL

The Bidder MUST submit a financial proposal with a total price
not exceeding $350,000.00 (applicable taxes are extra, as
appropriate), all travel and living expenses included.

The Bidder's financial proposal must include the following: 

M.1.a:  The firm price (excluding travel and living expenses) to
complete all of the obligations under the Contract
$_______________ (applicable taxes are extra); 

M.1.b:  The ceiling price for all travel and living expenses,
including all travel and living expenses associated with
attending mandatory meetings  $_______________ (applicable taxes
are extra.).

M.2	EXPERIENCE OF THE FIRM

The Bidder must: 

Ÿ	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
Ÿ	Have a physical place of business within Canada.

The Bidder must provide, in writing:

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

The Bidder must provide a detailed description of three (3)
event management project samples, including a minimum of two (2)
project samples with notable international participation.  For
the purposes of this requirement, "notable international
participation" means the participation of a minimum of three (3)
non-Canadian speakers per event management project sample.

The total number of event management project samples should not
exceed three (3). If more than three (3) samples are provided,
only the first three (3) samples will be evaluated.  

The event management project samples must demonstrate the
experience of the Bidder. Project samples submitted in which the
work was performed by one (1) or more of the Bidder's resources
on behalf of another firm will not be accepted.

The event start date for each event management project sample
must have been after July 1, 2008.

The event location for each event management project sample must
have been within Canada.

For at least two (2) of the events, the firm's assigned portion
of the overall budget must have been at least $250,000.00
(including professional fees, direct expenses, sub-contracted
expenses, travel and living expenses, and any other
project-related revenues, as applicable, but excluding
applicable taxes).

For at least two (2) of the events, a minimum of 100
participants, including at least five (5) high-profile
participants, must have attended the event. "High-profile
participant" is defined as renowned experts, innovators, gurus,
nationally or internationally recognized entrepreneurs, opinion
leaders, celebrities, etc.

For each event management project sample, one (1) or more of the
Bidder's resources must have been on-site for a minimum of two
(2) days. "Resources" for the purposes of this RFP are defined
as a Senior Event Manager, Event Manager or/and Event
Coordinator. "On-site" is defined as at the event location(s)
and/or traveling with the event participants.

For at least two (2) of the event management project samples,
the provision of the following services must have been required:
 planning, accommodations, registration, hospitality, and
transportation.


Response Format:

The Bidder must provide a description of each of the three (3)
event management project samples. The information provided must
demonstrate that the three (3) event management project samples
meet M.3.

For each sample the Bidder must provide the following
information:

a.	Name of the project/event;
b.	Client (Organization/firm, etc);
c.	Event start date; (Month, Year)
d.	Event location;
e.	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);
f.	Number of participants in attendance;
g.	Profile of high-profile participants in attendance. i.e.
Private sector, public sector, ranks or positions, and
country(ies) of origin;
h.	Number of days one (1) or more of the Bidder's resources were
on-site
i.	 List of event management services provided.

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 must demonstrate
the client's satisfaction with the performance of the Bidder.  


Basis of Selection:

1. To be declared responsive, a bid must:

a. comply with all the requirements of the bid solicitation;
b. meet all mandatory technical evaluation criteria; and
c. obtain the required minimum of 80 percent of the points for
each rated criteria and an
overall passing mark of 48 points for the technical evaluation
criteria which are subject to
point rating. The rating is performed on a scale of 60 points.

2. Bids not meeting (a) or (b) or (c) will be declared non
responsive. The responsive bid with
the highest number of points will be recommended for award of a
contract, provided that the
total evaluated price does not exceed the budget available for
this requirement.

Where two (2) or more proposals achieve the identical highest
number of points, the
proposal with the lowest total 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.