Rental of Venue for the 2023 Global Environment Facility (GEF) (7446890)

Advance Contract Award Notice (ACAN)

Solicitation No. : 7446890

Estimated value : CAN $788,052.00 (plus applicable tax)

Closing date : 2023-01-27 - 2:00 PM Eastern Standard Time

Project Title: Rental of Venue for the 2023 Global Environment Facility (GEF)

Category: Event Planning

Tender Type: Advance Contract Award Notice (ACAN)

Region of Delivery: British Colombia

Region of Opportunity: British Colombia

Agreement Type: All Trade agreement applies.

Organization Name: Department of Foreign Affairs, Trade and Development (DFATD)

GSINs: R118DA

The Department of Foreign Affairs, Trade and Development (DFATD) has a requirement for the provision of Rental of a venue for the 2023 Global Environment Facility (GEF) Seventh Assembly to be held August 21-27, 2023 in Vancouver, British Columbia.

The purpose of this Advance Contract Award Notice (ACAN) is to signal the government's intention to award a contract for these services (as applicable) to the Vancouver Convention Centre. Before awarding a contract, however, the government provides other suppliers with the opportunity to demonstrate that they are capable of satisfying the requirements set out in this Notice, by submitting a statement of capabilities during the fifteen (15) calendar-day-posting period.

If other potential suppliers submit statements of capabilities during the fifteen (15) calendar-day-posting period that meet the requirements set out in the ACAN, the government will proceed to a full tendering process on either the government's electronic tendering service or through traditional means, in order to award the contract.

If no other suppliers submit, on or before the closing date, a statement of capabilities meeting the requirements set out in the ACAN, a contract will be awarded to the pre-selected consultant.

1. Consultant name

Vancouver Convention Centre

1055 Canada Place

Vancouver, British Colombia

V6C 0C3

1. Estimated contract value

The estimated value of the contract inclusive of applicable taxes is CAN$788,052.00 (plus applicable tax) for the period of August 21, 2023 to August 27, 2023.

1. Estimated duration of contract

From August 21, 2023 to August 27, 2023.

1. Definition of requirements / Expected results

DFATD intends to negotiate a contract with The Vancouver Convention Centre to host the 2023 Global Environment Facility (GEF) Seventh Assembly.

1. Context

The Global Environment Facility (GEF) Assembly, the governing body of the GEF, brings together every 4 years representatives from all 187 member governments at the ministerial and senior official level, as well as GEF Agencies, scientific and technical experts and civil society.The GEF Assembly is an opportunity for all participants within the GEF community to meet and celebrate the results of the GEF, while raising the profile of the organization. The last GEF Assembly was hosted in person in Vietnam in June 2018.

Global Affairs Canada (GAC) is responsible for coordinating all logistical aspects of the overall planning, program and logistics operation. It is expected that the number of participants will be near 1,200.

1. Contract mandate

The Supplier must provide the following services:

The Supplier must provide function rooms and hospitality for the 2023 Global Environment Facility (GEF) Seventh Assembly to be held August 21-27, 2023 in Vancouver, British Columbia.

1. Conference space:

The supplier must be able to provide fifty-one (51) conference spaces that meets the

following criteria:

a) Plenary Rooms

1. One (1) rooms able to accommodate up to 1000 people, with Interpretation set-up for 6 languages.
2. Required for each day of the Workshop.

b) Press Conference Room

1. One (1) rooms able to accommodate approximately 40 people, configuration theatre-style.

c) Office / Meeting Rooms

1. Forty-One (41) rooms able to accommodate from 50 to 200 people, in any configuration, other than theatre-style.
2. Required for each day of the Workshop.

d) Registration Desk/Area

1. Space for delegates to pick-up conference material/identification.
2. Eight 6’ tables and 15 chairs.
3. Required for each day of the Workshop.

e) Bilateral rooms

1. Three (3) rooms able to accommodate approximately 40 people, configuration theatre-style.
2. Required for three (3) days (August 23 to August 25, 2023) 

f) Room for Lunches

1. Space for service of lunch for up to 1000 attendees for four (4) days (August 22 to August 25, 2023)
2. Able to accommodate buffet-style lunch.

g) VIP Lunch Room

1. One (1) rooms able to accommodate approximately 80 people, configuration Round tables.

h) Reception

1. One (1) rooms able to accommodate approximately 1200 people, configuration High-Top Cocktails Tables.
2. Required for day 2 and days 4 of the Workshop.

i) Exhibition Hall

1. One (1) space to accommodate 20-25 Exhibitor Stations.
2. Required for each day of the Workshop.

6.2 Food and beverage

The supplier must be able to provide options for refreshment breaks and lunches that fall within the Treasury Board’s Directive on Travel, Hospitality, Conference, and Event Expenditures, and serve the agreed-upon options according to the following schedule:

Workshop Day 1

Breaks

• Coffee Service for up to 400 people.
• Morning break for up to 400 people.
• Afternoon break for up to 400 people.

Lunch

• Buffet/Boxed Lunch Style for up to 400 people in room identified for lunches.

Workshop Day 2

Breaks

• Coffee Service for up to 1000 people.
• Morning break for up to 1000 people.
• Afternoon break for up to 1000 people.

Lunch

• Buffet/Boxed Lunch Style for up to 1000 people in room identified for lunches.

Reception

• Hors d’oeuvres for up to 1000 people in room identified for Reception.

Workshop Day 3

Breaks

• Coffee Service for up to 1000 people.
• Morning break for up to 1000 people.
• Afternoon break for up to 1000 people.

Lunch

• Buffet/Boxed Lunch Style for up to 920 people in room identified for lunches.
• VIP Lunch (plated lunch) for approximately 80 people in room identified for VIP lunches.

Workshop Day 4

Breaks

• Coffee Service for up to 1000 people.
• Morning break for up to 1000 people.
• Afternoon break for up to 1000 people.

Lunch

• Buffet/Boxed Lunch Style for up to 1000 people in room identified for lunches.

Reception

• Hors d’oeuvres for up to 1200 people in room identified for Reception.

1. Trade agreements

All Trade agreements applies.

1. Direct sourcing justification

The awarding of this contract to the Vancouver Convention Centre would provide best value for the required services for the following reasons:

It meets the exception 6(d) as per the Government Contracts Regulations.

d) only one person or firm is capable of performing the contract.

1. Responding to an ACAN (by email only)

Suppliers who consider themselves fully qualified and available to provide the specific services described herein may submit a statement of capabilities in writing to the Contracting officer below on or before the closing date and time of this Notice. The statement of capabilities must clearly demonstrate that the supplier meets the requirements as set out in this Notice.

To be accepted, responses must be submitted on or before the closing date to:

Attention: Micheline Lafontaine

Department of Foreign Affairs, Trade and Development (DFATD)Contract Specialist, Contracting unit

Summits Management Office

Telephone: 819-921-0778

E-Mail: micheline.lafontaine@international.gc.ca

The suppliers concerned will be notified in writing of DFATD's decision to proceed or not to proceed with a full tendering process.

Any questions or requests for clarification from suppliers shall be sent by email to the DFATD Contracting Officer identified below.

1. Closing time and date for submission of statement of capabilities

The statement of capabilities must be submitted by 2 p.m. Eastern Standard Time (EST) on Friday, 2023-01-27. By email only.

The solicitation number, the name of the DFATD Contracting Officer and the ACAN's closing date and time must be indicated in the email. For more information, please contact:

Attention: Micheline Lafontaine

Department of Foreign Affairs, Trade and Development (DFATD)

Contract Specialist, Contracting unit

Summits Management Office

Telephone: 819-921-0778

E-Mail: micheline.lafontaine@international.gc.ca