EVENTS MANAGEMENT SERVICES

Trade Agreement: Agreement on Internal Trade (AIT)
Tendering Procedures: The bidder must supply Canadian goods
and/or services
Attachment: None
Competitive Procurement Strategy: Best Overall  Proposal
Comprehensive Land Claim Agreement: No
Nature of Requirements: 
EVENTS MANAGEMENT SERVICES

EN578-092644/D
Amaral, Paola
Telephone No. - (613) 993-5642
Fax No. - (613) 993-2581

THIS IS A REFRESH OF SUPPLY ARRANGEMENT # EN578-092644/000/CX.

This refresh permits new suppliers to submit arrangements and
potentially become Supply Arrangement Holders, and allow current
Supply Arrangement Holders to potentially qualify additional or
replacement resources, up to a total of three (3) for each
category of personnel.  New fully compliant suppliers will be
issued Supply Arrangements and their names will be added to the
existing Supply Arrangement Holder list on the condition that
they meet all of the requirements of the original Request for
Supply Arrangements, which are included in this document. 
Current Supply Arrangement Holders with fully compliant
additional or replacement resources will receive an amendment to
their existing Supply Arrangement.

Current Supply Arrangement Holders attempting to qualify
additional or replacement resources do not need to submit a full
arrangement, or resubmit their original arrangement.  Current
Supply Arrangement Holders only need to address the requirements
outlined in M.2, M.3, R.1, and the Security Requirements in
their arrangement in response to the refresh.  Note:  any
requests to qualify replacement resources must be accompanied by
a supporting justification which is in accordance with
Certification 1.4 Status and Availability of Resources.  Failure
to identify a reason which is in accordance with the Status and
Availability of Resources certification will render the
replacement resource non-compliant.


NATURE OF REQUIREMENT:

The Government of Canada requires the provision of a full range
of events management services, for events which may include, but
are not limited to meetings, conferences, workshops, summits,
consultations, round tables, award ceremonies, galas and opening
ceremonies on an "as and when requested basis".

These services will be provided to the Communication Procurement
Directorate (CPD) of Public Works and Government Services Canada
(PWGSC) on behalf of Government of Canada departments and
agencies listed under Schedules I, I.I, II and III of the
Financial Administration Act.  As a result of this competitive
process, PWGSC will authorize Supply Arrangements (SAs).  This
solicitation will also be used to establish a separate list of
qualified Aboriginal Set-Aside Suppliers under the Set-Aside
Program for Aboriginal Business (SPAB). 

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


PERIOD OF SUPPLY ARRANGEMENT:

The period for awarding contracts under the Supply Arrangement
is from August 1, 2012 to July 31, 2013.


SUPPLY ARRANGEMENTS:

For requirements valued up to $100,000 excluding applicable
taxes, the following Supply Arrangement Holders will be invited
to participate in the solicitation process:

The "Best Value Supplier", as determined in accordance with the
Basis of Selection at article 2 in Part 3 in the original
solicitation;
One Supply Arrangement Holder as recommended by the Client; and
One Supply Arrangement Holder selected at random by PWGSC -
Communication Procurement Directorate (CPD).  The "random"
selection will be made using the RAND () function in Microsoft
Excel.

This solicitation process will be referred to as a "Mini Request
for Proposal (Mini RFP)".

For requirements valued at more than $100,000 but less than
$400,000 excluding applicable taxes, all Supply Arrangement
Holders will be invited to submit a proposal.

This solicitation process will be referred to as a "Request for
Proposal (RFP) Under the Supply Arrangements".

For requirements valued at more than $400,000 excluding
applicable taxes, the Request for Proposal will be posted on the
Government Electronic Tendering Service (GETS) and will be open
to the industry.


MANDATORY REQUIREMENTS:

M.1	Financial Proposal

The Supplier must provide costing information strictly in
accordance with the Basis of Payment stipulated in Annex "B" and
Appendix "2".  

M.2	Proposed Resources

The Supplier must identify at least one (1) but no more than
three (3) individuals for each of the following categories of
personnel.  All of the individuals proposed must be employees of
the Supplier.  For the purposes of this Mandatory Requirement,
an "employee" is defined as an individual who has been hired by
the Supplier to perform work for the firm on a full-time basis,
and who is not a freelancer, contract, sub-contracted, or
part-time resource.

The same resource may be proposed for more than one category of
personnel, however the resource must meet all of the criteria
for each category (as per the definitions below) and the rates
proposed in Appendix "2" for all categories for that resource
must be identical.  

For example, if three different individuals are proposed for the
Senior Event Manager position, and three individuals (one of
which was also proposed for the Senior Event Manager position)
have also been proposed for the Event Manager position, the
resource proposed for both positions must meet the criteria
below for both the Senior Event Manager and the Event Manager,
and the rates proposed in Appendix "2" for both the Senior Event
Manager and the Event Manager positions must be the same.  

The Senior Event Manager must meet all of the following:

at least three (3) years experience in leading the development
and execution of events, particularly high profile events (an
event which is highly publicized, politically sensitive, or
involving well-known or high-ranking delegates);
has managed events where the firm's assigned portion of the
overall budget was at least $200,000 (including professional
fees, direct expenses, sub-contracting expenses, travel and
living expenses, and any other project-related revenues, as
applicable);
has managed events with delegates from either: more than one
province or territory; or more than one country; or both;
has managed events that require one or more of the firm's
personnel to be on-site for three (3) days or more; 
has managed events with a minimum of one hundred (100)
delegates; and
has provided or overseen the provision of all of the following: 
accommodations, hospitality, transportation, registration and
printing or publications.

The Event Manager must meet all of the following:

at least two (2) years experience in leading the development and
execution of events, particularly high profile events (an event
which is highly publicized, politically sensitive, or involving
well-known or high-ranking delegates);
has managed events where the firm's assigned portion of the
overall budget was at least $200,000 (including professional
fees, direct expenses, sub-contracting expenses, travel and
living expenses, and any other project-related revenues, as
applicable);
has managed events with delegates from either: more than one
province or territory; or more than one country; or both;
has managed events that require one or more of the firm's
personnel to be on-site for three (3) days or more; 
has managed events with a minimum of one hundred (100)
delegates; and
has provided or overseen the provision of all of the following: 
accommodations, hospitality, transportation, registration and
printing or publications.

An Event Coordinator must meet all of the following:

at least one (1) year of experience in coordinating the
execution of events;
has coordinated events where their firm's assigned portion of
the overall budget was at least $100,000 (including professional
fees, direct expenses, sub-contracting expenses, travel and
living expenses, and any other project-related revenues, as
applicable);
has coordinated events with delegates from either: more than one
province or territory; or more than one country; or both;
has coordinated events that require one or more of the firm's
personnel to be on-site for two (2) days or more; 
has coordinated events with a minimum of fifty (50) delegates;
and
has coordinated the provision of two (2) or more of the
following:  accommodations, hospitality, transportation,
registration and printing or publications.

The Financial Manager must meet the following: 

at least three (3) years of experience providing financial
management in Special Events, Hospitality Management, Hotel
Management or Tourism fields for projects where the firm was
responsible for the receipt, management and disbursement of
funds received from the client, from delegate registration
revenues, and from any other source for projects with a total
cost of $100,000 or more.

The Event Assistant must meet all of the following:

at least six (6) months of experience in assisting with the
coordination and execution of events: 
has assisted in the coordination of events where their firm's
assigned portion of the overall budget was at least $50,000
(including professional fees, direct expenses, sub-contracting
expenses, travel and living expenses, and any other
project-related revenues, as applicable);
has assisted in the coordination of events with delegates from
either: more than one province or territory; or more than one
country; or both;
has assisted in the coordination of events that require one or
more of the firm's personnel to be on-site for two (2) days or
more; 
has assisted in the coordination of events with a minimum of
fifty (50) delegates; and
has assisted in the provision of one (1) or more of the
following:  accommodations, hospitality, transportation,
registration and printing or publications.

The Supplier must clearly demonstrate how each proposed resource
meets the applicable category definition above.

Note:  If a current Supply Arrangement Holder intends to qualify
one or more replacement resources, the supplier must identify
the name of the resource(s) to be substituted, the name(s) of
the proposed substitute(s) and the applicable reason(s) for the
substitution(s).  Failure to identify a reason that is
identified as acceptable within certification 1.4 Status and
Availability of Resources of the original solicitation document
will render the replacement resource non-responsive.  A proposed
substitute must be deemed by the evaluation team as having
equivalent or better qualifications and experience to the
original proposed resource.  The supplier must clearly
demonstrate in its arrangement how each proposed substitute
meets the applicable category definition above.

This Mandatory Requirement will be rated in R.1.


M.3	Events Management Projects

The Supplier must provide five (5) events management projects,
where the event dates were after January 1, 2004.  Each of the
Senior Event Managers, Event Managers, Event Coordinators,
Financial Managers and Event Assistants identified in M.2 must
have been involved in the planning of at least one (1) event. 
An event may be used to demonstrate the experience of more than
one resource, however no more than five (5) projects are to be
submitted.  At a minimum, three (3) of the five (5) projects
must demonstrate an ability of the Supplier to provide event
planning services where the profile of participants is varied. 
"Participant" is defined as including, but not restricted to, a
potential audience, actual delegate, speaker/presenter,
moderator, session chair, or member of a client group.  "Varied"
is defined as including three or more of the following profiles
- general public, senior citizens, youth, senior executives,
parliamentary officials, VIPs, Veterans, etc. - within one
event.  

The Supplier must provide the following information:

Name of the project/event;
Duration of the event, including start and end dates; 
Proposed resource(s) to be evaluated; and
Profile of participants (as defined above) at the event.

Note:  If a current Supply Arrangement Holder intends to qualify
one or more additional resources, or one or more replacement
resources, the supplier must provide (1) events management
project for each additional or replacement resource to a maximum
of five (5) events management projects, where the event dates
were after January 1, 2004.  An event may be used to demonstrate
the experience of more than one resource, however no more than
five (5) projects are to be submitted.

This Mandatory Requirement will also be rated under R.1.


M.4	Language

The Supplier must confirm that its firm is capable of providing
services in both official languages (English and French).  As
such, the Supplier must include a duly signed and dated copy of
the Certification in the Technical Proposal portion of the
Arrangement submission.


BASIS OF SELECTION:

To be declared responsive, an arrangement must:

comply with all the requirements of the Request for Supply
Arrangements (RFSA); and
meet all mandatory technical evaluation criteria; and
obtain the required minimum of 50 percent for R.1 and 70 percent
for R.2.  There is no required minimum for R.3 or R.4.  The
rating is performed on a scale of 870 points.

Arrangements not meeting (a) or (b) or (c) above will be
declared non-responsive.  

All fully responsive suppliers and all fully responsive
Aboriginal suppliers will be recommended for Supply Arrangement
authorization.  A separate list will be created for Aboriginal
suppliers under the Set-Aside Program for Aboriginal Business.

"Best Value Supplier" Determination:

The current "Best Value Supplier" will continue to be the Best
Value Supplier for the entire duration of the Supply
Arrangements, unless the Best Value Supplier's arrangement is
withdrawn or unless "Best Value Supplier" status is removed from
the Supplier.  This Supply Arrangement refresh does not affect
the "Best Value Supplier's" status.


SECURITY REQUIREMENT

1.	Before issuance of a supply arrangement, the following
conditions must be met:

the Supplier must hold a valid organization security clearance
as indicated in 6A - Supply Arrangement;

the Supplier's proposed individuals requiring access to
classified or protected information, assets or sensitive work
site(s) must meet the security requirement as indicated in Part
6A  - Supply Arrangements;

The Supplier must provide the name of all individuals who will
require access to classified or protected information, assets or
sensitive work sites.

2.	For additional information on security requirements,
suppliers should consult the "Security Requirements for PWGSC
Bid Solicitations - Instructions for Bidders" document on the
Departmental Standard Procurement Documents Web site.

NOTE:  The Supply Arrangements will be authorized once the
evaluation is complete and this will not be delayed to allow
Suppliers to secure the required security clearance.  It is the
Supplier's responsibility to follow up with CISD to ensure that
their clearance is in place.
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.