Organization and Management of the Showcase Canada portion of the Canadian Pavilion and the Canada Chalet at the 2018 Farnborough International Air Show

INNOVATION, SCIENCE AND ECONOMIC DEVELOPMENT CANADA

600111

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

Innovation, Science and Economic Development 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 2018 Farnborough International Air Show.

BACKGROUND:

The 2018 Farnborough International Air Show (FIAS) is a major trade event for the global aerospace industry. The event will take place from July 16 to 22, 2018 at the Farnborough Airfield in Farnborough, United Kingdom. This event is a key opportunity to promote the Canadian aerospace industry in a global marketplace. At the 2016 FIAS, there were 1,500 exhibiting companies from 52 countries and 73,000 trade visitors in attendance.

Canada’s participation at the FIAS is led by Innovation, Science and Economic Development’s (ISED) Aerospace Defence and Marine Branch (ADMB). ADMB coordinates Canada’s presence at FIAS with an organizing committee that consists of members from national and provincial aerospace associations, federal departments and agencies (including agencies across the ISED portfolio), 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; business-to-business (B2B) meeting program for companies; a speaker series and various targeted networking events for the benefit of Canadian aerospace firms. Approximately 130 Canadian companies generally attend the FIAS.

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

This contract request allows for a single, unified image of Canada and the Canadian aerospace industry at a major international trade event. It is expected that approximately 400 Canadians representing 130 Canadian companies, federal departments and agencies, provincial governments and national and provincial industry associations will be in attendance at the 2018 FIAS. The Government of Canada’s support will help promote Canada as a global player in the aerospace industry. Specifically, Government support helps provide SMEs with an affordable entry-point to exhibit at an international trade show (Showcase Canada); helps inform Canadian firms about international business opportunities (speakers series); provides opportunities for networking and establishment of relationships that could lead to direct sales/contracts/major product mandates (targeted meeting program, Canadian anchor receptions/events, networking activities); and, supports trade, investment and the competitiveness of the Canadian aerospace industry (Minister, Deputy Minister and Senior management meeting programs).

REQUIREMENTS/RESULTS:

The Contractor will be responsible for renting the raw space, design, construction, management, dismantling of a) the “Showcase Canada” display area; b) the B2B meeting rooms; c) a reception desk in the Canada Pavilion; d) the “Canada Chalet”. The Contractor will also be responsible for all staffing requirements at the Canada Chalet and Canada Pavilion to ensure a high level of customer service for Canadian participants during the 2018 FIAS July 16 to 22, 2018.

SCOPE OF WORK AND DELIVERABLES:

The contract will include the purchase of raw space, design, organization, construction, management, dismantling and clean-up of: a) a reception desk, either as part of Showcase Canada or the entrance to the Canada Pavilion; b) a display area with booths or kiosks for Canadian companies to exhibit, called "Showcase Canada", in the Canadian Pavilion exhibit area; c) at least two approximately 12 square metre meeting rooms seating eight people located in the Canadian Pavilion; and, d) a single story Business Centre, which includes two private meeting rooms for use by ISED and Global Affairs Canada (GAC) at the 2018 FIAS. The construction of the Reception Desk, Showcase Canada, the meeting rooms in the Canadian Pavilion and the Canada Business Centre will include all materials, transportation and installation. The management of the Reception Desk, Showcase Canada, the meeting rooms in the Canadian Pavilion and the Canada Business Centre includes services such as daily cleaning and the availability of one person to act as a trouble-shooter on site, on-call, during set-up time on July 14-15, 2018 and during show hours July 16-22, 2018.

In addition, the contractor will be responsible to secure a cost share arrangement between ISED and industry for both the Canada Business Centre and the Showcase Canada display area. The total cost of the Showcase Canada area of the Canada Pavilion is shared 50:50 between the Canadian industry and ISED. The total cost of the Canada Business Centre is shared approximately 40:60 between Canadian industry and the Government of Canada (ISED and GAC).

The AIAC typically uses subcontractor(s) for some of these tasks.

A Reception Desk

The Reception Desk will either be part of Showcase Canada or the entrance to the Canada Pavilion. It will act as the main information booth for the Canadian Pavilion and provide a central meeting area for the Canadian delegation at the show.

The Reception Desk will incorporate:

• a reception desk with storage areas;
• an appropriate display to clearly identify the reception desk as the main information booth for the Canadian Pavilion; and,
• the contractor will staff the Reception Desk full-time with a bilingual receptionist during the trade days portion of the 2018 FIAS.

Showcase Canada

The Showcase Canada area is located within the Canadian Pavilion and is used to promote Canada as a global leader in the aerospace industry and highlights Canadian capabilities. It has booths or kiosks which provide an affordable way for smaller Canadian aerospace companies to exhibit.

Showcase Canada will incorporate:

• an approximately 35 square metre display area, or sufficient space for six to eight kiosks or booths, in the Canada Pavilion;
• a large graphic display of Canadian industry capabilities, representing a range of products and services and technology focus areas to promote Canada’s aerospace industry and its suppliers;
• kiosk or booths and furnishings with appropriate graphics of the Showcase enterprises, lighting, carpeting, displays and graphics that tie Showcase Canada into the broader Canadian Pavilion;
• exclusive use of one table in the pavilion lounge seating four; and,
• one exhibitor pass per company that purchased a Showcase booth or kiosk.

The Canadian Pavilion B2B meeting rooms

The Canadian Pavilion B2B meeting rooms will include :

• at least two meeting rooms of at least 12 square metres each; and
• each meeting room will include a boardroom style table and eight chairs.
   

The Canada Business Centre (Canada Chalet)

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 will be used by the Minister of ISED (The Head of the Canadian Delegation, or another Federal Minister should the Minister of ISED 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 will also serve as a venue for various targeted networking events and industry briefing sessions for the benefit of Canadian aerospace firms.

The Canada Business Centre will incorporate:

• a single story Chalet (typically at least 100 square metres);
• exterior branding and logos as provided by the Government of Canada with Canada Chalet identification graphics;
• appropriate Canadian-themed décor;
• exterior front entrance feature with overhead canopy and front entrance steps;
• main foyer entrance with reception counter, appropriate Government of Canada and AIAC signage, attendant seating area, and cloak closet;
• two meeting rooms, for use by ISED and GAC, with boardroom style tables that will comfortably seat eight people each;
• the two meeting rooms will be separated by an adjoining wall that can be collapsed to allow for a larger meeting space;
• beverage service and food buffet service counter;
• carpeting throughout except in kitchen and bathroom which are vinyl covered;
• overhead suspended ceiling with recessed lighting;
• vertical blinds or drapes on all Canada Business Centre windows, which provide cover to 100% of windows;
• electrical mains supply and interior electrical fixtures and controls;
• air conditioning in the Canada Business Centre to ensure meeting rooms and dining area are well acclimatized;
• access to an equipped mini-kitchen with plumbing service;
• private bathroom in chalet with plumbing service;
• four meeting/dining room tables for exclusive use by ISED and GAC officials;
• A/V equipment including microphone, speakers, media feed system, an adjustable podium, 50” or larger LCD or LED screen and appropriate connectors and cabling to connect laptop to plasma screen and speakers, and the availability of an on-site AV technician during the events; and,
• the Contractor will provide a bilingual permanent Canada Chalet receptionist from 8:00 am to 6:00 pm daily throughout the show to greet individuals who enter the Canada Chalet. The receptionist responsibilities could also include: coordinating Chalet activities with the designated Government of Canada official; coordinating business lunches and seating layouts with Government of Canada officials and companies that purchase tables in the Chalet; catering; and, other requirements as needed.

Other Government of Canada Requirements

The Government of Canada will require ten exhibitor passes for ISED and five for GAC. ISED will also require two media passes.

The Contractor will provide Industry Canada with:

1. A summary report describing how sub-contractor(s) were selected by February 16, 2018;

1. A copy of the rental agreement and invoice for the raw space for Showcase Canada and the Canada Chalet by February 16, 2018;

1. The design plan (layout, graphics, text) and renderings for Showcase Canada and the Canada Chalet areas by March 16, 2018;

1. A plan for the staffing, management and coordination of activities at the Canada Chalet, including the production of Chalet operating guidelines for the FIAS during the period of July 16-22, 2018, by March 16, 2018; 

1. 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 13, 2018; 

1. A copy of the reservation of rental equipment by April 13, 2018;

1. Confirmation of the transportation and construction of all display structures by July 20, 2018;

1. Confirmation of proper transportation, installation, dismantling and clean up of the site by July 27, 2018;

1. Copies of the AIAC’s subcontractor(s) invoices by August 3, 2018

1. 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 August 31, 2018.

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 2018 FIAS to be organized in the most cost effective and efficient manner.It is the view of ISED 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 FIAS 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 FIAS 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 of major Canadian aerospace firms as well as exhibitor status and experience in working with the FIAS 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 $357,594 including applicable taxes, with the work to take place from date of contract award to August 31, 2018.

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 12^th , 2018.

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.