EVENT MANAGEMENT SERVICES

Trade Agreement: Agreement on Internal Trade (AIT)
Tendering Procedures: 
Attachment: None
Competitive Procurement Strategy: Best Overall  Proposal
Comprehensive Land Claim Agreement: No
Nature of Requirements: 
EVENT MANAGEMENT SERVICES

EN578-133309/A
Buck, Daniel
Telephone No. - (613) 998-8588
Fax No. - (613) 993-2581


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

These services will be provided to any Government of Canada
department, agency or Crown Corporation listed in Schedules I,
I.1, II, III, of the Financial Administration Act, R.S., 1985,
c. F-11.  

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, 2015.  If the Supply Arrangement is
authorized for use beyond the initial period, the Supplier
offers to extend its arrangement for two (2) additional one (1)
year periods, from August 1, 2015 to July 31, 2016 and from
August 1, 2016 to July 31, 2017.  A Notice will be posted once a
year on buyandsell.gc.ca to allow new suppliers to become
qualified.  Existing qualified suppliers, who have been issued a
Supply Arrangement, will not be required to submit a new
arrangement. 

Suppliers must provide a  list of names , or other related
information as needed, pursuant to section 01 of Standard
Instructions 2008.

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 Aboriginal
Business".  This RFSA is also being used to establish National
Master Standing Offers (NMSOs) with Aboriginal firms as defined
under the Set-Aside Program for Aboriginal Business (SPAB).  

Further to Article 1802 of the Agreement on Internal Trade
(AIT), AIT does not apply to the portion of this procurement set
aside under the 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 making call-ups against the Standing Offer is
from date of Standing Offer award to July 31, 2015.

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 been after 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, a potential 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 delegates in 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 the Supplier.  The letter of reference
must indicate the client's satisfaction with the performance of
the Supplier.

M.3	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 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 (as per 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 requirement of the Request
for Supply Arrangements and meet all mandatory technical
evaluation criteria to be declared responsive. 

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.