Organization and Management of the Showcase Canada portion of the Canadian Pavilion and the Canada Chalet at the 2017 Paris Air Show

INDUSTRY CANADA

IC 600103

ADVANCE CONTRACT AWARD NOTICE (ACAN)

An Advance Contract Award Notice (ACAN) allows departments and agencies to post a notice, for no less than fifteen 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, during the fifteen calendar day posting period, a statement of capabilities that meet the requirements set out in the ACAN, the competitive requirements of the government's contracting policy have been met. Following notification to suppliers not successful in demonstrating that their statement of capabilities meets the requirements set out in the ACAN, the contract may then be awarded using the Treasury Board's electronic bidding authorities.

If other potential suppliers submit statements of capabilities during the fifteen calendar day posting period, and meet the requirements set out in the ACAN, the department or agency must proceed to a full tendering process on either the government's electronic tendering service or through traditional means, in order to award the contract.

CONTRACTING OFFICER NAME:

Eric Leroux, Senior Contracting Advisor

Contracts and Materiel Management

Industry Canada

Telephone: 343-291-2925

E-mail: Eric.Leroux@canada.ca

TITLE:

Organization and Management of the Showcase Canada portion of the Canadian Pavilion and the Canada Chalet at the 2017 Paris Air Show.

BACKGROUND:

The 2017 International Paris Air Show (PAS) is a major trade event for the global aerospace industry. The event will take place from June 19 to 25, 2017 in Le Bourget, France. This event is a key opportunity to promote the Canadian aerospace industry. At the 2015 PAS, there were 2,303 exhibitors from 48 countries and 151,000 trade visitors in attendance.

Canada’s participation at the PAS is led by Aerospace, Defence and Marine Branch (ADMB) within Industry Canada (IC). ADMB coordinates Canada’s presence at the PAS through its own organizing committee that it chairs. This committee consists of members from national and provincial aerospace associations, federal departments and agencies, provincial and territorial governments and from the Canadian aerospace industry. Collaboratively, the team works to organize the Canadian Pavilion, Showcase Canada; the Canada Business Centre (also known as the Canada Chalet); a ministerial program; a senior management program; a targeted meeting program for companies; a speaker series and various targeted networking events for the benefit of Canadian aerospace firms. Typically approximately 130 Canadian companies attend the PAS trade event.

The Aerospace Industries Association of Canada (AIAC) is a not-for-profit national industry association, representing the vast majority of Canadian aerospace companies. The AIAC has similar objectives as the government with respect to promoting the Canadian aerospace industry at the PAS and has been the long term lead organizer of the Canadian Pavilion for both the Paris and Farnborough air shows.

The AIAC will be required to reserve and pay for the raw floor space for the Canadian Pavilion, which includes the Showcase Canada exhibit area, and the Canada Business Centre at the air show. Moreover, the AIAC will be required to design, construct, transport, install, coordinate, dismantle and clean-up the Canadian Pavilion and Canada Business Centre as well as manage the recruitment of Canadian exhibitors and the staffing for these facilities during the PAS. The AIAC typically uses subcontractors for some of these tasks. The subcontractors are selected through the AIAC’s International Exhibitions Committee which is comprised of Canadian industry, provincial industry associations, IC and other government departments.

The Showcase Canada booth is an area located within the Canadian Pavilion that is used to promote Canada as a global leader in the aerospace industry and to highlight small and medium sized enterprises. It also acts as the main information booth.

The Canada Business Centre is located among a group of many separate, individually enclosed, temporary buildings outside and adjacent to the trade show exhibit space. The Canada Business Centre is used by the Minister of Industry as the head of the Canadian delegation (or another Federal Minister for Public Services and Procurement Canada, should the Minister not attend), Government of Canada officials, and Canadian companies to conduct international business development and investment attraction/retention meetings with representatives from the international aerospace industry. The Canada Business Centre also serves as a venue for various targeted networking events and industry briefing sessions for the benefit of the entire Canadian aerospace delegation.

REQUIREMENTS/RESULTS:

The Contractor will be responsible for renting the raw space, the design, construction, management, staffing and dismantling of a “Showcase Canada” display area within the Canadian Pavilion; and for the design, construction, management, staffing and dismantling of a “Canada Chalet” at the 2017 PAS during the period of June 19-23, 2017.

SCOPE OF WORK AND DELIVERABLES:

The Contractor will design, organize, construct and manage:

a) 30 square metre display, called "Showcase Canada", in the Canadian Pavilion exhibit area;

b) two meeting rooms located in the Canadian Pavilion that have a minimum of 13.5 square meters each and have a table and eight;

c) one table with four chairs in the Canadian lounge, and;

d) a 120 square metre single story Business Centre, which includes two private meeting rooms that seat a minimum of eight people each.

The construction of both Showcase Canada and the Canada Chalet will include all materials, transportation, installation and dismantling. The management of both Showcase Canada and the Canada Chalet includes services such as daily booth cleaning and the availability of one person to act as a trouble-shooter on site, on-call, during set-up time on June 16-18, 2017 and during show hours June 19-23, 2017.

1. Showcase Canada will incorporate:

• appropriate graphics of Canadian industry capabilities, representing a range of products and services and technology focus areas;

• appropriate graphics of partner companies;

• a reception desk and storage areas;

• a fit-up display, kiosk towers and furnishings, lighting, carpeting, displays and graphics in a corner unit that ties the Showcase into the broader Canadian Pavilion;

• access to a shared lounge area and facilities and two exclusive tables each seating four within the lounge.

Showcase participants shall be given access to one exhibitor pass per company.

The Contractor will arrange staffing of the Showcase reception desk during the Trade Days portion of the 2017 PAS.

1. The two meeting room in the Canadian Pavilion will be:
   • 13.5 m² in size each
   • Contain 8 chairs and 1 boardroom table for the exclusive use of IC and Global Affairs Canada.

 The Canada Chalet will incorporate:

• Exterior branding and logos as provided by the Government of Canada;

• Appropriate Canadian-themed décor;

• Chalet identification graphics;

• Exterior front entrance feature with overhead canopy and front entrance steps;

• Two meeting rooms that will comfortably seat eight people each – one meeting room for the exclusive use of the Minister of IC and staff (or the head of the Canadian delegation should the Minister not attend); and one meeting room for the exclusive use of the GAC delegation;

• Audio Visual equipment including two wireless microphones, speakers, an adjustable podium, and appropriate connectors and cabling to connect laptop to the flat screen television and speakers, and the availability of an on-site audio visual technician during the Chalet events;

• Main foyer entrance with reception counter, with appropriate Government of Canada and AIAC signage, attendant seating area and coat closet;

• Equipped mini-kitchen;

• Beverage service bar with bar stools and food buffet service counter;

• Washroom;

• Overhead suspended ceiling with recessed lighting;

• Vertical blinds or drapes on all chalet windows, which provide cover to 100% of window, with pelmet to ceiling;

• Broadloom carpeting throughout except in kitchen and bathroom which are vinyl covered;

• A minimum of two air conditioning units providing adequate air-conditioning throughout to maintain an interior temperature of a maximum of 24 C;

• Electrical mains supply and interior electrical fixtures and controls;

• Plumbing service for kitchen and washroom;

• A 50” or larger LCD or LED screen;

• Two closed door meeting rooms

• Eight meeting room chairs and one meeting table for each meeting room;

• Four meeting/dining tables for exclusive use by IC and GAC officials. 

• The design of the chalet shall ensure that the meeting rooms are separated from the main dining area by a closed door. The dining area also needs to be separated from the main reception area by a closed door.

The Contractor will provide a minimum of one staff at all times for the chalet, from 8:00 am to 6:00 pm daily throughout the show, providing a back-up for breaks and lunch. The Chalet staff is responsible for: coordinating chalet activities with the designated Government of Canada official; chalet seating layout; catering, and providing receptionist/greeting service for visitors to the Chalet.

The Contractor will also provide ten Exhibitor passes, two media passes and one chalet car park pass.

The Contractor will provide Industry Canada with:

1) A summary report describing how sub-contractor(s) were selected by February 15, 2017;

2) A copy of the rental agreement and invoice for the raw space for Showcase Canada and the Canada Chalet by February 15, 2017;

3) The design plan (layout, graphics, text) and renderings for Showcase Canada and the Canada Chalet areas by March 14, 2017;

4) A plan for the staffing, management and coordination of activities at the Canada Chalet, including the production of Chalet operating guidelines for the PAS during the period of June 19-23, 2017, by March 14, 2017; 

5) A copy of the AIAC’s contract(s) with its subcontractor(s) for the construction, transportation, installation, dismantling, clean-up and coordination of Showcase Canada and the Canada Chalet by April 11, 2017; 

6) A copy of the reservation of rental equipment by April 11, 2017;

7) Confirmation of the transportation and construction of all display structures by June 24, 2017;

8) Confirmation of proper transportation, installation, dismantling and clean up of the site by June 30, 2017;

9) Copies of the AIAC’s subcontractor(s) invoices by July 14, 2017

10) If required, present justification for unsold space in the Showcase Canada portion of the Pavilion and/or proof of increased costs due to exchange rate by July 28, 2017.

IDENTIFICATION OF CONTRACTOR:

Aerospace Industries Association of Canada (AIAC)

255 Albert Street, Suite 703

• , Ontario K1P 6A9

REASON FOR AWARDING CONTRACT TO THIS CONTRACTOR:

It is important that the Canadian presence at the 2017 PAS to be organized in the most cost effective and efficient manner.It is the view of IC that the AIAC provides the expertise and best network of industry and other stakeholder contacts to accomplish this task.

The AIAC is the national aerospace industry association.The AIAC has the advantage of being a long-term exhibitor of record with the PAS which enables it to reserve a preferred, high profile location at the show.

The AIAC has been designated as the coordinator of the one and only Canadian Pavilion at the PAS by the major Canadian aerospace companies who are exhibiting at the event.In order to present a single, unified image of Canada and the Canadian aerospace industry, it is essential that the Canadian government partner with the AIAC.

There is no other private or not-for-profit organization with the knowledge, resources, experience, Canadian industry contacts, and exhibitor position at this trade show which could provide the services required.There is an advance reservation and pre-payment requirement for the rental of space at this event.The AIAC, by virtue of its role as exhibitor of record allows it to have access to and reserve prime locations for the Canadian Pavilion on the trade show floor and the Canada Chalet.

The fulfilment of this contract requires a close working relationship with senior officials in the major Canadian aerospace firms as well as exhibitor status and experience in working with the PAS organizers and their approved sub-contractors. No other supplier meets the criteria of being the national representative organization for the Canadian aerospace industry with the requisite knowledge and Trade show experience.

ESTIMATED COST:

The estimated value of the contract is $335,268 including applicable taxes, with the work to take place from date of contract award to August 31, 2017.

APPLICABLE LIMITED TENDERING REASONS:

Section 6(d) of the Government Contracts Regulations is being invoked in this procurement as only one person or firm is believed capable of performing the contract.

Agreement on Internal Trade (AIT) article 506.12(b) of AIT is applicable to this requirement, which states, 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. Also applicable to this requirement is Article 1011 of NAFTA and Article X of the AGP-WTO, which both Articles provide exceptions to the tendering process.

OWNERSHIP OF INTELLECTUAL PROPERTY:

Not applicable.

CLOSING DATE AND TIME FOR WRITTEN SUPPLIER RESPONSES CHALLENGING THIS REQUIREMENT IS 2:00 P.M., EASTERN TIME, January 16^th, 2017.

You are hereby notified that the government intends to solicit a bid and negotiate with the firm identified above.

If you wish to submit a written response showing that you are capable of meeting this requirement, it must be done not later than the closing date and time.As it is intended to proceed in a timely manner, responses received after the closing date will not be considered.The Crown reserves the right not to open this procurement to competition.

Responses received on or before the closing date will be considered solely for the purpose of deciding whether or not to conduct a competitive procurement.Information provided will be used by the Crown for technical evaluation purposes only and is not to be construed as a competitive solicitation.Your written response must provide sufficient evidence (e.g. specifications, technical data, drawings, or any other proof) that clearly demonstrates that your product or service is capable of fulfilling this requirement.

Suppliers that have submitted a response will be notified in writing of Industry Canada's decision to continue with the non-competitive procurement or to compete the requirement.

Should you have any questions concerning this requirement, contact the contracting officer identified above.The Industry 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.