Events Planning and Management

Trade Agreement: Agreement on Internal Trade (AIT)
Tendering Procedures: The bidder must supply Canadian goods and/or services
Competitive Procurement Strategy: 
Comprehensive Land Claim Agreement: No
Nature of Requirements: 

EVENTS MANAGEMENT SERVICE FOR CANADA DAY 2017

C1111-160032/A
Buck, Daniel
Telephone No. - (613) 998-8582
Fax No. - (613) 991-5870
E-mail: daniel.buck@pwgsc-tpsgc.gc.ca

If your proposal has already been submitted it can be modified by submitting an amendment identified with file no. C1111-160032/A to Public Works and Government Services Canada (PWGSC) Bid Receiving Unit by the date, time and place indicated on page 1 of the current amendment.

Due to the nature of the bid solicitation, bids transmitted by facsimile to PWGSC will not be accepted.


NATURE OF REQUIREMENT

Department of Canadian Heritage is seeking the services of a Contractor to develop, coordinate and execute the Canada Day 2017 Shows on Parliament Hill. This includes the artistic concept, the event production coordination of the artistic concept, the identification and hiring of artists (performers), the protocol and technical components as directed by PCH. The Contractor will be required to deliver a coherent and entertaining package that can be adapted to suit both the protocol nature and the celebratory spirit of the Shows.

The Contract is from date of award to August 30, 2017.

There are security requirements associated with this requirement. For additional information, consult Part 6 - Security, Financial and Other Requirements, and Part 7 - Resulting Contract Clauses. 

The requirement is subject to the provisions of the Agreement on Internal Trade (AIT).

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

The Federal Contractors Program (FCP) for employment equity applies to this procurement; see Part 5 - Certificationsand Additional Information, Part 7 - Resulting Contract Clauses and the annex titled Federal Contractors Program for Employment Equity - Certification.

Mandatory Criteria 

M.1 FINANCIAL PROPOSAL

M.1.1 The Bidder must submit a financial proposalwith a firm price at $3,200,000.00 (Goods and Services Tax or Harmonized Sales Tax extra, as applicable) for the Contract period in accordance with Table B.1 of the Annex B Basis of Payment. The firm price must include travel expenses.

M.2 EXPERIENCEOF 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; 
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 for each).

M.3 EVENT MANAGEMENT PROJECTS

M.3.1 The Bidder must provide descriptions 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 Bidder’s 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 Bidder's assigned portion of the overall budget must have been at least $1,000,000.00 (Canadian) (including professional fees, direct expenses, sub-contracted expenses, travel and living expenses, and any other project-related revenues, as applicable, but excluding applicable taxes);
c) A minimum audience of 14,000 people must have been in attendance at one (1) time and in a single location 
d) The Bidder must have been responsible for the hiring, coordination and management of artistic talent/performers to provide entertainment during the event;
e) The Bidder must have been responsible for the adherence to all applicable laws and regulations as well obtaining all applicable rights and releases to provide all aspects of the event;
f) The Bidder must have been responsible for the coordination and management of scheduled speakers/presenters;

For at least two (2) of the three (3) event management projects:

a The event location - at least two (2) of the three (3) event management projectsmust have been in North America and one (1) of these two (2) events in North America must have been in the province of Ontario;
b At least two (2) of the three (3) event management projects must have been outdoor, cultural events (e.g. concerts, festivals, variety shows);

M.3.1.1 The Bidder 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 information;
• Description and purpose of the event;
• Event start date (month and year) and length;
• Event location (Country and province/state and city);
• The total value of the 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);
• Number of people in attendance at the identified location;
• Description of the Bidder’s responsibilities for the hiring, coordination, and management of artistic talent/performers; 
• Description of the Bidder’s responsibilities for the coordination and management of scheduled speakers/presenters;
• Description of the responsibilities of the Bidder for the adherence to all applicable laws and regulations as well as obtaining all applicable rights and releases; and
• List of the event management services provided by the Bidder.

M.3.1.2 The Bidder must have arranged for a host television broadcaster for at least one (1) of the event management projects (outdoor or using a temporary broadcast infrastructure), for which the Bidder was also responsible for the stage concept; the resulting broadcast must have been live with an intended national or international audience.

 To demonstrate their experience, the Bidder must provide a description of the Bidder’s responsibilities related to the arrangement of the host broadcaster, the development of the stage concept, and the resulting broadcast. The description must also identify the intended audience for the resulting broadcast.

M.3.1.3 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 eventmanagement 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.

M.4 PROJECT PLAN & REPORTING STRUCTURE

M.4.1. The Bidder must provide a document outlining the roles and responsibilities of the following key team members proposed for the provision of the services and deliverables specified in the Annex “A” Statement of Work which must include the following:

Event Production Company
• Producer
•Artistic Producer
• Project Manager
• Rights Clearance / Artist Union Liaison

Artistic Management Team
• Artistic/Stage Director
• Stage Management Team
• Choreographer

Creative Team
• Set Designer
• Lighting Designer
• Video Designer 
• Sound Designer

Technical Team
• Production Manager
• Technical Director
• Floor Manager

M.4.2. The Bidder must identify a clear reporting structure of the key team members described in M.4.1 in the form of a diagram and an indication of which roles key personnel will play in interacting with PCH. 

M.5 PROJECT MANAGEMENT APPROACH

(*The project management approach provided under this criterion will be evaluated under the point-rated criterion R.1 Project Management Approach)

The Bidder must provide a proposed project management approach and methodology, which identifies how the Bidder will perform the tasks required to facilitate the Canada Day 2017 event. The proposed approach and methodology must adhere to the event parameters identified in sections 1-6 in Annex A Statement of Work. 

M.6 OPTIONAL GOODS AND/OR SERVICES 
The Bidder must identify if they want to propose optional goods and/or services, not already identified in the Annex “A” Statement of Work, at no cost to Canada.

Should the Bidder identify that they want to propose optional goods and/or services at no cost to Canada, the Bidder must provide a description that includes:
a) How it is appropriate for the Canada Day 150 Event;
b) How it is interactive, modern or innovative; and
c) How it applies and incorporates the themes and vision as represented in the Annex “A” Statement of Work article 2.1.

See the clause 7.1.1 Optional Goods and/or Services found under PART 7 - RESULTING CONTRACT CLAUSES, under 7.1 Statement of Work.

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

Point Rated Technical Criteria 

Proposals must obtain a minimum of 70 percent overall for the R.1 point rated criterion and a minimum of 70 percent for each sub-criterion (R.1.1, R.1.2.1, R.1.2.2, R.1.2.3, and R.1.2.4). Proposals that do not obtain a minimum of 70 percent overall for the R.1 point rated criterion and for each sub-criterion (R.1.1, R.1.2.1, R.1.2.2, R.1.2.3, and R.1.2.4) will not be given further consideration. 


R.1 PROJECT MANAGEMENT APPROACH


The Bidder will be assessed against the Project Management Approach provided in response to Mandatory Criterion M.5.

R.1.1 Preliminary Project Management Approach - Overall Management Procedures and Controls

The Bidder should propose a general preliminary project management approach for the Canada Day 2017 event that provides flexibility and considers client needs as specified in Sections 1 to 6 of the Annex “A” Statement of Work. 

The Bidder should provide a detailed description of the proposed project management approach and the procedures, schedule controls, as well as the tools and techniques that will be used to plan, organize, produce and control the Canada Day 2017 event management project as specified in Sections 1 to 6 of the Annex A Statement of Work.

The description should outline the key areas of the Canada Day 2017 event as specified in the Annex “A” Statement of Work that require input from the Client.


R.1.2 Project Management Approach - Development and Implementation of the Canada Day 2017 Event

For each of the listed elements (R.1.2.1 - R.1.2.4) of the Canada Day 2017 event, the description of the project management approach should:

a. Demonstrate how the proposed methods will ensure efficiency and quality in the execution of the creative elements listed in Section 2.1 and meet the requirements as described in Annex A of the Statement of Work.
b. Indicate how the bidder intends to collaborate with PCH project managers for the development of the items listed for Canada Day 2017 listed below;
c. Provide a detailed description of the risks associated with items listed below for Canada Day 2017 as well as mitigation strategies related risks;
The description of the project management approach should demonstrate and describe the following:  

R.1.2.1 The Bidder’s proposed methodology in regards to the elaboration of the artistic concept of the shows as well as the main guiding lines reflecting the creative intentions proposed;

R.1.2.2 The Bidder’s proposed methodology to select and attract Canadian headliners for the shows and all other preliminary performances according to the requirements set out in Annex A of the Statement of Work;

R1.2.3 The Bidder’s proposed methodology to foster collaborations between artists and to showcase diverse stage artistic disciplines;

R1.2.4 How the Bidder will manage the hiring and coordination of the proposed headliners, all technical and production personnel and artistic management staff (i.e. stage director, choreographer, stage managers, technicians). 

Financial Evaluation

The Bidder must submit a financial proposal with a firm price at $3,200,000.00 (Goods and Services Tax or Harmonized Sales Tax extra, as applicable) for the Contract period in accordance with Table B.1 of the Annex B Basis of Payment. The firm price must include travel expenses.

The price of the bid will be evaluated in Canadian dollars, Applicable Taxes excluded, FOB destination, Canadian customs duties and excise taxes included.
Basis of Selection

1. To be declared responsive, a bid must: 
a. comply with all the requirements of the bid solicitation;
b. meet all mandatory technical evaluation criteria; and
c. obtain the required minimum of 70 points overall for the technical evaluation criteria which are subject to point rating. The rating is performed on a scale of 100 points.
2. Bids not meeting (a) or (b) or (c) will be declared non responsive. The responsive bid with the highest number of points will be recommended for award of a contract, provided that the total evaluated price does not exceed the budget available for this requirement.

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.