Event and Travel Planning Management - Set-Aside for Aborignial Supplier

RFP NUMBER: 1000166855
PROJECT TITLE:	Event and Travel Planning Management
This requirement is set aside for Aboriginal suppliers in accordance with the government Procurement Strategy for Aboriginal Business.  The bidder must certify in its bid that he or she is an Aboriginal business or joint venture as defined within the Procurement Strategy for Aboriginal Business.
SW1 BACKGROUND

Environmental challenges raised by Canadian Aboriginal communities associated with mining development activities can impair the ability of mining companies to gain and maintain their “social license” to operate from these communities. This situation can impact the short- and long-term prosperity and competitiveness of Canada’s economy. It is therefore crucial to work towards addressing these challenges and demonstrate that the development of green mining technologies, processes and knowledge (e.g., NRCan-led Green Mining Initiative) and overall sustainable environmental management are contributing to improving the mining sector’s performance. The NRCan-led Green Mining Initiative helps reduce the environmental impacts of mining through footprint reduction, innovation in waste management, mine closure and rehabilitation, as well as providing ecosystem risk management.

Aboriginal companies can play an active and positive role in addressing these challenges and the persistent views that mining cannot be done without negative impacts on the environment. As Aboriginal companies increase their involvement in environmental management and knowledge of innovative green mining technologies and practices, Canadian communities will gain increased trust and confidence in both these Aboriginal companies and the industry as a whole. Therefore, by taking a proactive approach, such as organizing learning workshops, Aboriginal companies can support responsible mineral development across Canada. 

Procurement challenges raised by Canadian Aboriginal communities and businesses with the federal government and private sector can affect the ability of these communities and business in reaching full economic development opportunities.  This can impact the short- and long-term prosperity and competitiveness of Canada’s economy. It is therefore crucial to work towards addressing these challenges and demonstrate that the development of evolving procurement strategies and policies are contributing to improving the involvement of Aboriginal communities and businesses in federal private sector procurement. The Procurement Strategy for Aboriginal Business policy helps increase Aboriginal participation in procurement activities through intervention, education, promotion, marketing and outreach endeavours.  The Procurement Strategy for Aboriginal Business policy has been in place since 1996 and the 2009 Federal Framework for Aboriginal Economic Development mentioned the policy as a key element in Aboriginal economic development. It also encourages AANDC to undertake research in strengthening Aboriginal procurement.

Aboriginal companies, organizations and institutions can play an active and positive role in addressing these procurement challenges. As Aboriginal companies increase their involvement in procurement activities, their participation will increase economic development not only for Aboriginal communities but also for all Canadians. Canadian communities will gain increased trust and confidence in these Aboriginal companies. Therefore, by taking a proactive approach, such as organizing learning workshops and policy development roundtables, Aboriginal companies can contribute to the development of strategies to improve, strengthen and support federal and private sector procurement involvement across Canada.

The Aboriginal Entrepreneurship Branch within Lands and Economic Development Sector requires the provision of event management services for the delivery of Workshops/Roundtables Supporting Aboriginal Businesses in the Green Mining Sector and the Aboriginal Procurement Sector. The Workshops/Roundtables will run from January 2015 to March 2015. 


SW2 	OBJECTIVE: 

The Contractor will be involved in the organization and implementation of successful Workshops/Roundtables Supporting Aboriginal Businesses in the Green Mining Sector and the Aboriginal Procurement Sector. The Workshops/Roundtables objectives are:

1.	Raise awareness and transfer leading-edge knowledge and best practices in innovative green mining technologies to Aboriginal companies,
2.	Increase the number of Aboriginal business opportunities in innovative green mining technologies and related sustainable environmental management.  
3.	Explore/discuss/strategize areas of improvement and develop policy options and recommendations for the way forward for Aboriginal procurement in Canada.
4.	 Increase Aboriginal participation in federal and private sector contracting.


SW3 	SCOPE OF WORK: 

The Contractor will consult with to the Project Authority at Aboriginal Entrepreneurship Branch within Lands and Economic Development Sector and provide the following services related to the Workshops/Roundtables supporting Aboriginal Businesses in the Green Mining Sector (total of 5 workshops/roundtables with 25 participants per workshop/roundtable) and the Aboriginal Procurement Sector (total of 1 workshop/roundtable with 25 participants for the workshop/roundtable):

a)	Consultation and Project Management 

•	The contractor will participate in regularly scheduled one hour weekly meetings to ensure all logistical and participant travel needs have been executed for the workshops/roundtables. 
•	Provide ongoing communication by email and phone regarding the progress of the engagement events. 

•	Provide critical path, detailed tasks, responsibilities and deadlines for all the scheduled worshops/roundtables, including budget updates. Prepare, deliver, facilitate and report on the outcomes of six (6) workshops/roundtables in selected provinces and territories i.e., Northern Quebec, Northern Ontario, Northern Saskatchewan, Northern British  Columbia and Northwest Territories supporting Aboriginal businesses in the green mining sector; and,

•	 Prepare for a summary report in writing for each workshop /rountable and a final report in writing summarizing the outcomes of the six (6) workshops /roundtables. The workshops/roundtables will include presentations and discussions on business-oriented leading-edge green mining technologies and best practices and/or Aboriginal procurement in the federal and private sector by representatives from: 

1.	Federal government scientific research labs/centres (e.g., CanmetMINING; Canada Mining Innovation Council; Sustainable Development Technologies Canada); 

2.	Provincial and territorial mining associations and or companies 	promoting/utilizing green mining technologies and practices;

3.	Aboriginal companies who are providing environmental management/consulting services and or supplying green mining equipment and technologies to exploration and mining companies; 
4.	Provincial and territorial scientific research labs/centres .
5.	Federal government procurement experts (i.e. Public Works and Government Services Canada, Industry Canada, National Defence)
6. 	Provincial government (i.e. Aboriginal Affairs)
7. 	Aboriginal associations (i.e. National Aboriginal Capital Corporation Association - NACCA, National Aboriginal Economic Development Board - NAEDB )
b) 	Logistical Requirements for Facility


The contractor must: 

•	Source and pay for an appropriate facility with meeting space that is: wheel chair accessible including washroom facilities; centrally located with reasonable access to public transit and parking; and, is able to accommodate the number of planned participants.
•	The contractor will liaise with the facility to coordinate accessibility and special need requirements of participants, including special dietary needs. 
•	The contractor will make arrangements to ensure the meeting space has the appropriate audio visual arrangements; meeting space configuration; translation equipment; and can accommodate Aboriginal cultural practices such as smudging, if required.
•	Be fully responsible for ensuring that all set-up, technical and logistical aspects of the workshops/roundtables are efficiently met and provided.
•	The contractor will provide a listing of on-site facility manager and event staff to the project authority in advance of the engagement meeting with their full contact information.

c)	Hospitality

•	Source and pay for any required hospitality for event participants in accordance with the requirements outlined in the Treasury Board Directive on the Management of Expenditures on Travel, Hospitality and Conferences http://www.tbs-sct.gc.ca/pol/doc-eng.aspx?id=27228§ion=text

d)	Service and Cultural Providers

•	Source and pay for an Elders including a small culturally appropriate gift, if requested, who will be identified by the project authority.
•	Liaise with PWGSC simultaneous translation services.

e)	Financial Management - Travel Arrangements and Reimbursement

•	The project authority will provide the contractor with a listing of travellers for each engagement event.  
•	The contractor will contact and issue each traveller a standardized travel letter of agreement that will state the travel dates the participant is entitled to claim travel reimbursement in accordance with the Treasury Board Travel Directive (http://www.njc-cnm.gc.ca/directive/travel-voyage/s-td-dv-a3-eng.php).  The travel letter of agreement will state any travel limitations and indicate that no professional fees shall be paid under the agreement.  
•	The contractor will be required to seek the agreement and signature of the traveller in advance of the travel day.
•	The contractor’s travel letter of agreement will request the traveller provide an invoice, attaching original receipts, for reimbursement.  The contractor will indicate the address for submitting the travel claim for reimbursement.  
•	The contractor will make reasonable efforts to follow-up with the traveller to reimburse all eligible expenses under the Treasury Board Travel Directive in accordance with the days that were indentified on the Travel Letter of Agreement. The contractor will be responsible for making three follow up attempts.

f) 	Expected Outcomes

•	Increased number of Aboriginal businesses in sustainable environmental management and as providers of consulting services and suppliers of green mining equipment and technologies to exploration and mining companies to assist them obtain their 
“social licence” to operate.

•	Canadian Aboriginal communities are more receptive to mining development as they have greater trust and confidence in Aboriginal companies providing sustainable environmental management practices and as providers of consulting services and suppliers of green mining equipment and technologies.

•	Position Canada’s mining sector as a global leader in the implementation of green mining technologies and practices through the engagement and contribution of Aboriginal businesses.

•	Contributing to branding Canada’s mining sector as environmentally responsible and sustainable by raising awareness of innovative environmental technologies to Aboriginal companies.

•	Strategy that outlines how to increase Aboriginal community and business participation in federal and private sector procurement.

•	Increase economic development in all Aboriginal communities across Canada.

SW4 	OUTPUT: 

Specific outputs and service requirements may include, but are not limited to, any combination of the following:

Event Planning

•	Event logistics
•	Securing hospitality
•	Sourcing service providers, upon request
•	Event budgeting
•	Contacting travellers, issuing travel letter of agreements and providing travel reimbursement

Event Support

•	Source, upon request, and pay all service and cultural providers.
•	Venue / location identification.
•	Off-site logistics.

Financial Management 

•	Issue participant travel letters.
•	Follow up with participants for reimbursement (three times).
•	Payments to reimburse travellers.
•	Payments for service and cultural providers.
•	Detailed invoices, including itemized listing of any sub-contracted services/resources; and 
•	Status updates of overall budget.

SW5	 DEPARTMENTAL SUPPORT: 

The project authority will work provide the contractor with the following information:

•	Listing of all travellers.
•	Provide the dates, city and time of workshops/roundtables.
•	Provide names of service and cultural providers.

The contract authority and contractor will sit on a coordinating working group to ensure the successful coordination and implementation of the engagement events.

SW6	 LOCATION OF WORK

The event planner will not be attending any workshops/roundtables; all duties will be conducted off-site. 

Basis of Selection
	Basis of Selection - Highest Rated Within Budget

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)    	Achieve a minimum score of 165/235 (70%) on the point rated criteria R1-R4 inclusive)

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.

The maximum funding available for the Contract resulting from the bid solicitation is $330,800.00 or $280,800.00 for five (5) Green Mining Workshops/Roundtables and $50,000.00 for one (1) Procurement Workshop/Roundtable (Goods and Services Tax or Harmonized Sales Tax included).  Bids valued in excess of this amount will be considered non-responsive.  This disclosure does not commit Canada to pay the maximum funding available.

In the event that more than one (1) Proposal receives the same Total Technical Score, the lowest financial Proposal with be considered for contract award.
This procurement is subject to the Procurement Strategy for Aboriginal Businesses (PSAB).