Events Planning and Management-CFC

Trade Agreement: Agreement on Internal Trade (AIT)
Tendering Procedures: The bidder must supply Canadian goods
and/or services
Attachment: YES (MERX) Electronic
Competitive Procurement Strategy: Best Overall  Proposal
Comprehensive Land Claim Agreement: No
Nature of Requirements: 
CFC EVENT MANAGEMENT SERVICES

W8160-130009/C
Buck, Daniel
Telephone No. - (613) 998-8588
Fax No. - (613) 993-2581

NATURE OF REQUIREMENT:

The Canadian Forces College (CFC) requires support to plan,
arrange and conduct events as part of its educational mandate,
on an as and when requested basis.  Events to be held at CFC
include short programmes, symposiums, operational exercises and
convocation ceremonies.  Occasionally, these events are required
to be held at other sites in Toronto or elsewhere in Canada. 
Events planned to be held outside CFC include operational
exercises and programme trips, in the form of Experiential
Learning Visits (ELVs), to Canadian and international cities to
visit military, government, multinational and commercial
institutions, facilities and think tanks.

The Identified User authorized to make call-ups against the
Standing Offer is the Department of National Defence (DND) -
Canadian Forces College (CFC).

The period for making call-ups against the Standing Offer is
from issuance of a Standing Offer to October 31, 2014.  If the
Standing Offer is authorized for use beyond the initial period,
the Offeror offers to extend its offer for two additional
one-year periods, from November 1, 2014 to October 31, 2015 and
from November 1, 2015 to October 31, 2016. 

One (1) Standing Offer will be issued as a result of this RFSO.

Individual call-ups against the Standing Offer must not exceed
$500,000.00 (Applicable Taxes included).

The total cost to Canada resulting from call ups against the
Standing Offer must not exceed the sum of $1,495,000.00
(Applicable Taxes excluded) unless otherwise authorized in
writing by the Standing Offer Authority.

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

Offerors must submit a list of names, or other related
information as needed, pursuant to section 01 of Standard
Instructions 2006.

Offerors 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 RFSO.

MANDATORY REQUIREMENTS

M.1	FINANCIAL OFFER

The Offeror must provide costing information strictly in
accordance with Annex "B" Basis of Payment.

M.2	EXPERIENCE OF PROPOSED RESOURCES

The Offeror must identify three (3) resources - one (1) Primary
Senior Event Manager and two (2) Back-up Senior Event Managers.

The Offeror must identify two (2) event management project
samples for each of the Primary Senior Event Manager and the
Back-up Senior Event Managers. The same event management project
sample may not be used to demonstrate the experience of more
than one proposed resource.  An event planned by a Primary or
Back-up Senior Event Manager on behalf of a firm other than the
Offeror will be accepted.

For each event:
The event start date must have been after July 1, 2008;
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 100 delegates, including delegates having at least
(1) of the following profiles: a) senior ranking
(Major/Lieutenant-Commander or higher) domestic and foreign
military officials; b) Government of Canada executives; or c)
domestic or foreign private sector executives (Senior Management
or higher), must have been in attendance;
The firm must have been on-site for three (3) days or more. 
"On-site" is defined as one or more of the firm's resources
having been at the event location(s) and/or travelling with the
delegates;
The provision of all of the following event management services
must have been required:  accommodations, hospitality, and
transportation.

The Offeror must provide the following information for each of
the six (6) event management project samples submitted:
Name of the Primary or Back-up Senior Event Manager responsible
for managing the event; 
Client;
Client contact;
Description of the event;
Event start date;
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 the firm was on-site; and
List of events management services provided.

By submitting a project for evaluation, the Offeror confirms
that the total dollar value of the project sample was as defined
herein.

M.3	EVENT MANAGEMENT PROJECTS

The Offeror must identify three (3) event management projects
executed by the Offeror.

Each resource proposed in M.2 must have managed one (1) event. 
The same event management project sample may not be used to
demonstrate the experience of more than one proposed resource. 
However, the Offeror may identify an event management project or
projects which was/were previously identified under M.2
Experience of Proposed Resources.  An event managed by a
proposed resource on behalf of a firm other than the Offeror
will not be accepted.  

Two (2) of the events must have been located at international
venues (ie. must have taken place outside of Canada).  Of these
two (2) international events, only one (1) may have been located
within the United States of America.

For each event:
The event start date must have been after July 1, 2008;
The firm's assigned portion of the overall budget must have been
at least $85,000 (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 40 delegates, including delegates having at least
(1) of the following profiles: a) senior ranking
(Major/Lieutenant-Commander or higher) domestic and foreign
military officials; b) Government of Canada executives; or c)
domestic or foreign private sector executives (Senior Management
or higher), must have been in attendance;
The firm must have been on-site for three (3) days or more. 
"On-site" is defined as one or more of the firm's resources
having been at the event location(s) and/or travelling with the
delegates; and
The provision of all of the following event management services
must have been required:  accommodations, hospitality, and
transportation.

The Offeror must provide the following information for each of
the three (3) event management project samples submitted:
Name of the Primary or Back-up Senior Event Manager responsible
for managing the event;
Client;
Client contact;
Description of the event;
Event start date;
Event location; 
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 the firm was on-site; and
List of events management services provided.

By submitting a project for evaluation, the Offeror confirms
that the total dollar value of the project sample was as defined
herein.

The Offeror must provide a letter of reference for each of the
three (3) event management project samples submitted.  Each
letter of reference must be from the client for the event
management project sample and be addressed to the Offeror.  The
Senior Event Manager who worked on the project must be named in
the letter of reference. The letter of reference must indicate
the client's satisfaction with the performance of the Offeror.


M.4	EXPERIENCE OF THE FIRM

The Offeror 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 Offeror must provide:

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

M.5	LANGUAGE

The Offeror must confirm that the firm is capable of providing
services to the event delegates in both official languages
(English and French).  As such, the Offeror must include a duly
signed and dated copy of the following Certification in the
Technical Offer portion of the offer submission.
BASIS OF SELECTION

BASIS OF SELECTION

An offer must comply with the requirements of the Request for
Standing Offers and meet all mandatory technical evaluation
criteria to be declared responsive. The responsive offer with
the lowest Bid Evaluation Value (BEV) will be recommended for
issuance of a standing offer.

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.