Event Management Services

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: Lowest/Lower Bid
Comprehensive Land Claim Agreement: No
Nature of Requirements: 
VAC EVENT MANAGEMENT SERVICES

51019-146001/A
Buck, Daniel
Telephone No. - (613) 998-8588
Fax No. - (613) 993-2581

NATURE OF REQUIREMENT:

Veterans Affairs Canada (VAC) will be marking four (4)
significant anniversaries with events overseas, two (2) optional
overseas remembrance ceremonies (burial) and three (3) adhoc
events.  Attached in Appendices 1 to 6 to Annex "A" Statement of
Work are the tentative schedules for the overseas events. 

The Contractor must provide the following event management
services: planning, arranging, organizing, and undertaking all
the travel arrangements including transportation and
accommodations and on site logistical management related to
these overseas events and the remembrance ceremonies (burial).

VAC will be organizing the main events but will require
assistance in the provision of on-site support for planned
events.
 The period of the Contract is from date of award to March 31,
2016. 
There is a security requirement associated with this
requirement. For additional information, consult Part 6 -
Security, Financial and Other Requirements, and Part 7 -
Resulting Contract Clauses. Bidders should consult the "Security
Requirements for PWGSC Bid Solicitations - Instructions for
Bidders"
(http://www.tpsgc-pwgsc.gc.ca/app-acq/lc-pl/lc-pl-eng.html#a31)
document on the Departmental Standard Procurement Documents
website

Bidders must provide a list of names, or other related
information as needed, pursuant to section 01 of Standard
Instructions 2003. 

For services requirements, Bidders 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 bid solicitation."

The requirement is limited to Canadian goods and/or services

There is a Federal Contractors Program (FCP) for employment
equity requirement associated with this procurement; see Part 5
- Certifications, Part 7 - Resulting Contract Clauses and the
annex named Federal Contractors Program for Employment Equity -
Certification.

MANDATORY TECHNICAL CRITERIA

M.1	FINANCIAL PROPOSAL

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

M.2	EXPERIENCE OF THE FIRM

The Bidder 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 Bidder must provide:

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

M.3	EVENT MANAGEMENT PROJECTS

M.3.1	The Bidder must provide a detailed description of three
(3) event management projects. 

The event management projects described must demonstrate the
experience of the Bidder. Projects submitted where the work was
performed by one (1) or more of the Bidders resources on behalf
of another firm will not be accepted.

For each event:
a. 	The event start date must have been after January 1, 2009;
b. 	The event location must have been outside of North America;
c. 	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);
d. 	A minimum of 40 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, youthcitizens, veterans, senior executives,
parliamentary officials, VIPs, military officials, etc.. -
within one (1) event; 
e. 	One (1) or more of the firm's resourcesresources must have
been on-site for three (3) days or more.  "Resources" for the
purposes of this RFP are defined as a Senior Event Manager,
Event Manager orand Event Coordinator. "On-site" is defined as
at the event location(s) and/or traveling with the event
participants; and
f. 	The provision of all of the following event management
services must have been provided:  accommodations, logistics,
hospitality, and transportation.

M.3.1.1	The Bidder must provide the following information for
each of the three (3) event management project samples submitted:
Ÿ	Name of the project/event;
Ÿ	Client (Department/firm, etc);
Ÿ	Client contact (Name, telephone number, e-mail address);
Ÿ	Description of the event;
Ÿ	Event start date; (Day, Month, Year)
Ÿ	Event location;
Ÿ	Bidder'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);
Ÿ	Number of participants in attendance;
Ÿ	Profile of participants in attendance; firm's resource(s)
was/were on-site; and
Ÿ	List of event s management services provided.

M.3.1.2	The Bidder 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 Bidder.  The letter
of reference must indicate the client's satisfaction with the
performance of the Bidder.

BASIS OF SELECTION

A bid must comply with the requirements of the bid solicitation
and meet all mandatory technical evaluation criteria to be
declared responsive. The responsive bid with the lowest
evaluated price will be recommended for award of a contract.
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.