EVENTS PLANNING AND MANAGEMENT

Trade Agreement: Agreement on Internal Trade (AIT)
Tendering Procedures: All interested suppliers may submit a bid
Competitive Procurement Strategy: 
Comprehensive Land Claim Agreement: No
Nature of Requirements: 

EVENT MANAGEMENT SERVICES

EN578-133309/E
Leblanc, Marc-André
Telephone No. - (613) 949-1285
Fax No. - (613) 991-5870

THIS IS A REFRESH OF SUPPLY ARRANGEMENT # EN578-133309/000/CX.

This refresh permits new suppliers to submit arrangements andpotentially become Supply Arrangement Holders for Event Management Services.    

If you are an existing qualified supplier who has been issued a supply arrangement, DO NOT submit a new arrangement.

NATURE OF REQUIREMENT:

The Government of Canadarequires 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".  The scope of the services covered by the Supply Arrangements are detailed in Annex "A" - Statement of Work.

These services will be provided to Government of Canada departments, agencies or Crown corporations listed in Schedules I, I.1, II, and III of the Financial Administration Act, R.S., 1985, c. F-11 located outside of Comprehensive Land Claims Settlement areas. 

This Supply Arrangement is not to be used for contracts requiring delivery of event management services/materials within Comprehensive Land Claims Settlement areas.

Individual contracts awarded under the Supply Arrangement cannot be under $25,000 nor can they exceed $400,000.00, excluding applicable taxes. For requirements valued at more than $400,000 excluding applicable taxes, the Request for Proposal will be posted on buyandsell.gc.ca.

The period for awarding contracts under the Supply Arrangements is from issuance to July 31, 2016.  If the Supply Arrangement is authorized for use beyond the initial period, the Supplier offers to extend its arrangement for one (1) additional one (1) year period, from August 1, 2016 to July 31, 2017.  Existing qualified suppliers, who have been issued a Supply Arrangement, will not be required to submit a new arrangement. 

A portion of this procurement has been set aside under the federal government´s Procurement Strategy for Aboriginal Business (PSAB), as detailed in Annex 9.4 of the Supply Manual entitled "Requirements for the Set-aside Program for AboriginalBusiness".  

Further to Article 1802 of the Agreement on Internal Trade (AIT), AIT does not apply to the portion of this procurement set aside underthe federal government's PSAB.

For services requirements, Suppliers in receipt of a pension or a lump sum payment must provide the required information as detailed in article 3 of Part 2 of the Request for Supply Arrangements (RFSA).

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 issuance to July 31, 2016.


If the Supply Arrangement is authorized for use beyond the initialperiod, the Supplier offers to extend its arrangement for one (1) additional one year period, from August 1, 2016 to July 31, 2017 under the same conditions and at the ceiling rates or prices specified in the Supply Arrangement, or at the rates or prices calculated in accordance with the formula specified in the Supply Arrangement.

MANDATORY REQUIREMENTS:

M.1 EXPERIENCE OF THE FIRM

The Supplier must have: 

* Been in business for a minimum of five (5) years, including a minimum of three (3) years specializing in the provision of event management services; and
* A physical place of business within Canada.

The Supplier must provide:

(i)   The number of years the firm has been in business;
(ii)  The number of years the firm has specialized in the provision of event management services; and
(iii) The physical address(es) of the firm's places of business within Canada (including street address, city/town, province/territory and postal code for each).

M.2 EVENT MANAGEMENT PROJECTS

The Supplier must provide three (3) event management projects. The event management projects proposed must demonstrate the experience of the Supplier. Projects submitted where the work was performed by one (1) or more of the Supplier's resources on behalf of another supplier will not be accepted.

For each event:

* The event start date must have beenafter July 1, 2008;

* The event location must have been within North America;

* The firm's assigned portion of the overall budget must have been at least $200,000 (including professional fees, direct expenses, sub-contracted expenses, travel and living expenses, and any other project-related revenues, as applicable, but excluding applicable taxes);

* A minimum of 50 participants with varied profiles must have attended the event. A "Participant" is defined as including, but not restricted to, apotential audience, actual delegate, speaker/presenter, moderator, session chair, or member of a client group.  "Varied" is defined as including three (3) or more of the following profiles - general public, senior citizens, youth, senior executives, parliamentary officials, VIPs, military officials, etc. - within one (1) event; 

* One (1) or more of the firm's resources must have been on-site for three (3) days or more.  "On-site" is defined as at the event location(s) and/or traveling with the event participants; and

* The provision of all of the following event management services must have been required:  accommodations, registration, hospitality, and transportation.

The Supplier must provide the following information for each of the three(3) event management project samples submitted:
Name of the project/event;
Client (Department/firm, etc);
Client contact (Name, telephone number, e-mail address);
Description of the event;
Event start date; (Day, Month, Year)
Event location;
Supplier's assigned portion of the overall budget (including professional fees, direct expenses, sub-contracted expenses, travel and living expenses, and any other project-related revenues, as applicable, but excluding applicable taxes);
Number of delegatesin attendance;
Profile of delegates in attendance [ie. the sector (private, public or military), ranks or positions, and country(ies) of origin of the delegates];
Number of days one or more of the firm's resource(s) was/were on-site; and
List of events management services provided.

The Supplier must provide a letter of reference for each event management project sample submitted.  Each letter of reference must be from the client for the event management project sample and must be addressed to theSupplier.  The letter of reference must indicate the client's satisfaction with the performance of the Supplier.

M.3 LANGUAGE

The Supplier mustconfirm 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 following Certification in the Technical Proposal portion of the Arrangement submission.

M.4 ENVIRONMENTAL CONSIDERATIONS

The Supplier must provide the following:

* A company-wide environmental statement and mission (including environmental measures undertaken in office operations);
* An action plan for energy sourcing (measures taken to improve energy efficiency, intended use of alternative fuel/power sources if the Supplier's premises is owned);
* An action plan for materials/equipment sourcing (intended use of recycled or reused products, waste management strategy); and
* An action plan for transportation logistics (minimization of travel, use of green hotels).

The Supplier must also provide a listing of environmental attributes for its firm.  This listing will form part of any resulting Supply Arrangement (asper Appendix 1 - List of Environmental Attributes).


ARRANGEMENTS NOT MEETING ALL OF THE MANDATORY REQUIREMENTS WILL BE GIVEN NO FURTHER CONSIDERATION


2. Basis of Selection - Supply Arrangement

An Arrangement must comply with the requirementof the Request for Supply Arrangements and meet all mandatory technical evaluation criteria to be declaredresponsive. 

All fully responsive suppliers and all fully responsive Aboriginal suppliers will be recommended for Supply Arrangement authorization. 

PWGSC anticipates authorizing Supply Arrangements with all qualified suppliers and all qualified Aboriginal suppliers. Two (2) lists of qualified suppliers (one(1) for Non-Aboriginal and Aboriginal firms, and one (1) solely for Aboriginal firms)will be established for the provision of event management services.  

A separate list will be created for Aboriginal suppliers under the Set-Aside Program for Aboriginal Business.

If only one fully responsive arrangement is received for either list, that supply arrangement will be deferred until which time one or more additional fully responsive arrangements are received under the list, further to a refresh process.

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.