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Meeting Space and Services

Solicitation number 6D034-173772/A

Publication date

Closing date and time 2018/01/19 14:00 EST

Last amendment date

    Trade Agreement: Canadian Free Trade Agreement (CFTA)
    Tendering Procedures: All interested suppliers may submit a bid
    Non-Competitive Procurement Strategy: Government Objectives Representing Best Interests/Value to Govt
    Comprehensive Land Claim Agreement: No
    Vendor Name and Address: 
    Ottawa Convention Centre
    55 Colonel By Drive
    Ottawa Ontario
    Nature of Requirements: 
    Deen(CX Div.), Raihanna
    Telephone No. - (613) 990-4033 
    Fax No. - (613) 949-1281 
    Meeting space and services - Canadian Immunization Conference 
    1. Advance Contract Award Notice (ACAN) 
    An ACAN is a public notice indicating to the supplier community that a department or agency intends to award a contract for goods, services or construction to a pre-identified supplier, thereby allowing other suppliers to signal their interest in bidding, by submitting a statement of capabilities. If no supplier submits a statement of capabilities that meets the requirements set out in the ACAN, on or before the closing date stated in the ACAN, the contracting officer may then proceed with the award to the pre-identified supplier.
    2. Definition of the requirement 
    The Public Health Agency of Canada (PHAC) has a requirement for approximately 75,000 square feet of meeting space, and meeting space services in Ottawa, Ontario for the 2018 Canadian Immunization Conference from Sunday, December 2, 2018 through Thursday, December 6, 2018.  PHAC anticipates that up to 900 delegates will attend the three (3) day conference. 
    Ottawa, Ontario has been identified as the host city for CIC 2018 and the conference venue must be located in close proximity (walking distance) to a minimum of three (3) large hotels located in downtown Ottawa to support delegates who travel for the event.   
    3. Criteria for assessment of the Statement of Capabilities (Minimum Essential Requirements) 
    Any interested supplier must demonstrate by way of a statement of capabilities that it meets the following requirements:
    Please contact the Contracting Authority identified in 15.Enquiries and submission of statements of capabilities for the Criteria for assessment of the Statement of Capabilities (Minimum Essential Requirements)for 3.1, 3.2 and 3.3. 
    3.4 Other Specifications
    Meeting rooms must be located on site and be consistent in appearance (e.g. draping materials) and set up throughout the conference. All meeting space must be in close proximity to accomplish the goals of the event and allow the participants to benefit from the conference program.
    Rooms must not be released to other events thus ensuring no teardown/setup of audiovisual equipment will occur over the duration of the conference.
    4. Applicability of the trade agreement(s) to the procurement 
    This procurement is subject to the Canadian Free Trade Agreement (CFTA) 
    5. Set-aside under the Procurement Strategy for Aboriginal Business 
    This is not a Set-aside under the Federal Government Procurement Strategy for Aboriginal Business (PSAB)
    6. Comprehensive Land Claims Agreement(s) 
    The Comprehensive Land Claims Agreements (CLCAs) are not applicable to this procurement, as Work will not be delivered to, nor conducted within CLCA areas
    7. Justification for the Pre-Identified Supplier 
    While responsibility for immunization is shared among federal, provincial, and territorial (F/P/T) governments in Canada, there is a strong expectation and longstanding tradition of federal leadership at the national level as per the National Immunization Strategy approved by Treasury Board in 2003.  The Canadian Immunization Conference (CIC) facilitates professional development and knowledge exchange thus providing a unique learning opportunity to improve and strengthen immunization systems and programs across Canada. The CIC supports these activities and provides an excellent forum to demonstrate our longstanding commitment and performance excellence in these areas.
    The venue used for the 11th Canadian Immunization Conference (Ottawa, December 2-5, 2014) was procured through an advertised and fully transparent competitive process. In response to this posting, only one response was received (The Ottawa Convention Centre).  Further analysis indicated that they were the only venue with capacity/space to accommodate the event. The Shaw Centre was subsquently chosen to host The 12th Canadian Immunization Conference (Ottawa, December 5-8, 2016). Updated analysis demonstrates that this situation has not changed since the last CIC conference in 2016. There is no other vendor who can meet the requirements of the event in the National Capital Region. 
    There is only one vendor in the National Capital Region (NCR) who can meet the square footage requirements of the event.  This was demonstrated in 2014 as only one vendor responded to the RFP for this same event and the first time it was held NCR.  The same vendor responded in 2016 and an analysis was conducted on existing venues in the region and confirmed only one vendor can support the meeting room requirements. The overall conclusion of analyses  indicates that the Ottawa Convention Centre remains the only venue option in the NCR that fits our requirements for attendance size and set-up. 
    8. Government Contracts Regulations Exception(s) 
    The following exception(s) to the Government Contracts Regulations is (are) invoked for this procurement under subsection 6(d) - only one person is capable of performing the work.
    9.  Limited Tendering Reasons
    The following exclusion(s) and/or limited tendering reasons are invoked under the:
    Canadian Free Trade Agreement (CFTA) Article(s) 513, 1(b) (iii) if the goods or services can be supplied only by a particular supplier and no reasonable alternative or substitute goods or services exist for any of the following reasons: due to an absence of competition for technical reasons
    10. Period of the proposed contract 
    The proposed contract is from date of award to December 31, 2018.
    11. Cost estimate of the proposed contract 
    The estimated value for this requirement is between $90,000.00 and $160,000.00 (applicable taxes included)
    12. Name and address of the pre-identified supplier 
    Ottawa Convention Centre
    55 Colonel By Drive 
    Ottawa ON K1N 9J2]
    13. Suppliers' right to submit a statement of capabilities 
    Suppliers who consider themselves fully qualified and available to provide the goods, services or construction services described in the ACAN may submit a statement of capabilities in writing to the contact person identified in this notice on or before the closing date of this notice. The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.
    14. Closing date for a submission of a statement of capabilities 
    The closing date and time for accepting statements of capabilities is January 19, 2018 at 2:00 p.m. EST. 
    15.Enquiries and submission of statements of capabilities 
    Enquiries and statements of capabilities are to be directed to: 
    Raihanna Deen
    Supply Specialist, Acquisitions Branch
    Public Services and Procurement Canada (Public Works and Government Services   Canada)
    Communication Procurement Directorate 360 rue Albert Street, Constitution  Square, 12th Floor
    Ottawa, ON, K1A 0S5
    Tel:  613-990-4033
    All enquiries must be submitted in writing to the Contracting Authority no later than 5 calendar days before the ACAN closing date. Enquiries received after that time may not be answered.
    Enquiries should reference as accurately as possible the numbered item of the ACAN to which the enquiry relates. Care should be taken to explain each question in sufficient detail in order to enable Canada to provide an accurate answer. Technical enquiries that are of a proprietary nature must be clearly marked "proprietary" at each relevant item. Items identified as "proprietary" will be treated as such except where Canada determines that the enquiry is not of a proprietary nature. Canada may edit the question(s) so that the proprietary nature of the question(s) is eliminated.
    Delivery Date: Above-mentioned
    You are hereby notified that the government intends to negotiate with one firm only as identified above. Should you have any questions concerning this requirement, contact the contracting officer identified above.
    An Advance Contract Award Notice (ACAN) allows departments and agencies to post a notice, for no less than fifteen (15) 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, on or before the closing date, a Statement of Capabilities that meets the requirements set out in the ACAN, the contracting authority may then proceed with the award.  However, should a Statement of Capabilities be found to meet the requirements set out in the ACAN, then the contracting authority will proceed to a full tendering process.
    Suppliers who consider themselves fully qualified and available to provide the services/goods described herein, may submit a statement of capabilities in writing to the contact person identified in this Notice on or before the closing date of this Notice. The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.
    The PWGSC 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.

    Contract duration

    Refer to the description above for full details.

    Trade agreements

    • Canadian Free Trade Agreement (CFTA)

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    Contact information

    Contracting organization

    Public Works and Government Services Canada
    11 Laurier St, Phase III, Place du Portage
    Gatineau, Quebec, K1A 0S5
    Contracting authority
    Deen(CX Div.), Raihanna
    (613) 990-4033 ( )
    (613) 949-1281
    360 Albert St. / 360, rue Albert
    12th Floor / 12ième étage
    Ottawa, Ontario, K1A 0S5

    Buying organization(s)

    Public Health Agency of Canada
    130 Colonnade Road
    Ottawa, Ontario, K1A 0K9
    Bidding details

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    Summary information

    Notice type
    Advance Contract Award Notice
    English, French
    Region(s) of delivery
    National Capital Region (NCR)
    Procurement method
    Competitive – Open Bidding
    Selection criteria
    Consulting Services Regarding Matters of a Confidential Nature
    Commodity - GSIN
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