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Create free accountTrade Agreement: Agreement on Internal Trade (AIT) Tendering Procedures: The bidder must supply Canadian goods and/or services Attachment: None Competitive Procurement Strategy: Best Overall Proposal Comprehensive Land Claim Agreement: No Nature of Requirements: EVENTS MANAGEMENT SERVICES
EN578-092644/D Amaral, Paola Telephone No. - (613) 993-5642 Fax No. - (613) 993-2581
THIS IS A REFRESH OF SUPPLY ARRANGEMENT # EN578-092644/000/CX.
This refresh permits new suppliers to submit arrangements and potentially become Supply Arrangement Holders, and allow current Supply Arrangement Holders to potentially qualify additional or replacement resources, up to a total of three (3) for each category of personnel. New fully compliant suppliers will be issued Supply Arrangements and their names will be added to the existing Supply Arrangement Holder list on the condition that they meet all of the requirements of the original Request for Supply Arrangements, which are included in this document. Current Supply Arrangement Holders with fully compliant additional or replacement resources will receive an amendment to their existing Supply Arrangement.
Current Supply Arrangement Holders attempting to qualify additional or replacement resources do not need to submit a full arrangement, or resubmit their original arrangement. Current Supply Arrangement Holders only need to address the requirements outlined in M.2, M.3, R.1, and the Security Requirements in their arrangement in response to the refresh. Note: any requests to qualify replacement resources must be accompanied by a supporting justification which is in accordance with Certification 1.4 Status and Availability of Resources. Failure to identify a reason which is in accordance with the Status and Availability of Resources certification will render the replacement resource non-compliant.
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".
These services will be provided to the Communication Procurement Directorate (CPD) of Public Works and Government Services Canada (PWGSC) on behalf of Government of Canada departments and agencies listed under Schedules I, I.I, II and III of the Financial Administration Act. As a result of this competitive process, PWGSC will authorize Supply Arrangements (SAs). This solicitation will also be used to establish a separate list of qualified Aboriginal Set-Aside Suppliers under the Set-Aside Program for Aboriginal Business (SPAB).
The requirement is limited to Canadian goods and/or services.
The period for awarding contracts under the Supply Arrangement is from August 1, 2012 to July 31, 2013.
For requirements valued up to $100,000 excluding applicable taxes, the following Supply Arrangement Holders will be invited to participate in the solicitation process:
The "Best Value Supplier", as determined in accordance with the Basis of Selection at article 2 in Part 3 in the original solicitation; One Supply Arrangement Holder as recommended by the Client; and One Supply Arrangement Holder selected at random by PWGSC - Communication Procurement Directorate (CPD). The "random" selection will be made using the RAND () function in Microsoft Excel.
This solicitation process will be referred to as a "Mini Request for Proposal (Mini RFP)".
For requirements valued at more than $100,000 but less than $400,000 excluding applicable taxes, all Supply Arrangement Holders will be invited to submit a proposal.
This solicitation process will be referred to as a "Request for Proposal (RFP) Under the Supply Arrangements".
For requirements valued at more than $400,000 excluding applicable taxes, the Request for Proposal will be posted on the Government Electronic Tendering Service (GETS) and will be open to the industry.
M.1 Financial Proposal
The Supplier must provide costing information strictly in accordance with the Basis of Payment stipulated in Annex "B" and Appendix "2".
M.2 Proposed Resources
The Supplier must identify at least one (1) but no more than three (3) individuals for each of the following categories of personnel. All of the individuals proposed must be employees of the Supplier. For the purposes of this Mandatory Requirement, an "employee" is defined as an individual who has been hired by the Supplier to perform work for the firm on a full-time basis, and who is not a freelancer, contract, sub-contracted, or part-time resource.
The same resource may be proposed for more than one category of personnel, however the resource must meet all of the criteria for each category (as per the definitions below) and the rates proposed in Appendix "2" for all categories for that resource must be identical.
For example, if three different individuals are proposed for the Senior Event Manager position, and three individuals (one of which was also proposed for the Senior Event Manager position) have also been proposed for the Event Manager position, the resource proposed for both positions must meet the criteria below for both the Senior Event Manager and the Event Manager, and the rates proposed in Appendix "2" for both the Senior Event Manager and the Event Manager positions must be the same.
at least three (3) years experience in leading the development and execution of events, particularly high profile events (an event which is highly publicized, politically sensitive, or involving well-known or high-ranking delegates); has managed events where the firm's assigned portion of the overall budget was at least $200,000 (including professional fees, direct expenses, sub-contracting expenses, travel and living expenses, and any other project-related revenues, as applicable); has managed events with delegates from either: more than one province or territory; or more than one country; or both; has managed events that require one or more of the firm's personnel to be on-site for three (3) days or more; has managed events with a minimum of one hundred (100) delegates; and has provided or overseen the provision of all of the following: accommodations, hospitality, transportation, registration and printing or publications.
at least two (2) years experience in leading the development and execution of events, particularly high profile events (an event which is highly publicized, politically sensitive, or involving well-known or high-ranking delegates); has managed events where the firm's assigned portion of the overall budget was at least $200,000 (including professional fees, direct expenses, sub-contracting expenses, travel and living expenses, and any other project-related revenues, as applicable); has managed events with delegates from either: more than one province or territory; or more than one country; or both; has managed events that require one or more of the firm's personnel to be on-site for three (3) days or more; has managed events with a minimum of one hundred (100) delegates; and has provided or overseen the provision of all of the following: accommodations, hospitality, transportation, registration and printing or publications.
at least one (1) year of experience in coordinating the execution of events; has coordinated events where their firm's assigned portion of the overall budget was at least $100,000 (including professional fees, direct expenses, sub-contracting expenses, travel and living expenses, and any other project-related revenues, as applicable); has coordinated events with delegates from either: more than one province or territory; or more than one country; or both; has coordinated events that require one or more of the firm's personnel to be on-site for two (2) days or more; has coordinated events with a minimum of fifty (50) delegates; and has coordinated the provision of two (2) or more of the following: accommodations, hospitality, transportation, registration and printing or publications.
at least three (3) years of experience providing financial management in Special Events, Hospitality Management, Hotel Management or Tourism fields for projects where the firm was responsible for the receipt, management and disbursement of funds received from the client, from delegate registration revenues, and from any other source for projects with a total cost of $100,000 or more.
at least six (6) months of experience in assisting with the coordination and execution of events: has assisted in the coordination of events where their firm's assigned portion of the overall budget was at least $50,000 (including professional fees, direct expenses, sub-contracting expenses, travel and living expenses, and any other project-related revenues, as applicable); has assisted in the coordination of events with delegates from either: more than one province or territory; or more than one country; or both; has assisted in the coordination of events that require one or more of the firm's personnel to be on-site for two (2) days or more; has assisted in the coordination of events with a minimum of fifty (50) delegates; and has assisted in the provision of one (1) or more of the following: accommodations, hospitality, transportation, registration and printing or publications.
The Supplier must clearly demonstrate how each proposed resource meets the applicable category definition above.
Note: If a current Supply Arrangement Holder intends to qualify one or more replacement resources, the supplier must identify the name of the resource(s) to be substituted, the name(s) of the proposed substitute(s) and the applicable reason(s) for the substitution(s). Failure to identify a reason that is identified as acceptable within certification 1.4 Status and Availability of Resources of the original solicitation document will render the replacement resource non-responsive. A proposed substitute must be deemed by the evaluation team as having equivalent or better qualifications and experience to the original proposed resource. The supplier must clearly demonstrate in its arrangement how each proposed substitute meets the applicable category definition above.
This Mandatory Requirement will be rated in R.1.
M.3 Events Management Projects
The Supplier must provide five (5) events management projects, where the event dates were after January 1, 2004. Each of the Senior Event Managers, Event Managers, Event Coordinators, Financial Managers and Event Assistants identified in M.2 must have been involved in the planning of at least one (1) event. An event may be used to demonstrate the experience of more than one resource, however no more than five (5) projects are to be submitted. At a minimum, three (3) of the five (5) projects must demonstrate an ability of the Supplier to provide event planning services where the profile of participants is varied. "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 or more of the following profiles - general public, senior citizens, youth, senior executives, parliamentary officials, VIPs, Veterans, etc. - within one event.
Name of the project/event; Duration of the event, including start and end dates; Proposed resource(s) to be evaluated; and Profile of participants (as defined above) at the event.
Note: If a current Supply Arrangement Holder intends to qualify one or more additional resources, or one or more replacement resources, the supplier must provide (1) events management project for each additional or replacement resource to a maximum of five (5) events management projects, where the event dates were after January 1, 2004. An event may be used to demonstrate the experience of more than one resource, however no more than five (5) projects are to be submitted.
This Mandatory Requirement will also be rated under R.1.
M.4 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 Certification in the Technical Proposal portion of the Arrangement submission.
comply with all the requirements of the Request for Supply Arrangements (RFSA); and meet all mandatory technical evaluation criteria; and obtain the required minimum of 50 percent for R.1 and 70 percent for R.2. There is no required minimum for R.3 or R.4. The rating is performed on a scale of 870 points.
Arrangements not meeting (a) or (b) or (c) above will be declared non-responsive.
All fully responsive suppliers and all fully responsive Aboriginal suppliers will be recommended for Supply Arrangement authorization. A separate list will be created for Aboriginal suppliers under the Set-Aside Program for Aboriginal Business.
The current "Best Value Supplier" will continue to be the Best Value Supplier for the entire duration of the Supply Arrangements, unless the Best Value Supplier's arrangement is withdrawn or unless "Best Value Supplier" status is removed from the Supplier. This Supply Arrangement refresh does not affect the "Best Value Supplier's" status.
SECURITY REQUIREMENT
1. Before issuance of a supply arrangement, the following conditions must be met:
the Supplier must hold a valid organization security clearance as indicated in 6A - Supply Arrangement;
the Supplier's proposed individuals requiring access to classified or protected information, assets or sensitive work site(s) must meet the security requirement as indicated in Part 6A - Supply Arrangements;
The Supplier must provide the name of all individuals who will require access to classified or protected information, assets or sensitive work sites.
2. For additional information on security requirements, suppliers should consult the "Security Requirements for PWGSC Bid Solicitations - Instructions for Bidders" document on the Departmental Standard Procurement Documents Web site.
NOTE: The Supply Arrangements will be authorized once the evaluation is complete and this will not be delayed to allow Suppliers to secure the required security clearance. It is the Supplier's responsibility to follow up with CISD to ensure that their clearance is in place. 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.
Not stated in the notice: procurement type, procurement method, selection criteria, region of delivery, region of opportunity, expected contract period, end user
No amendments observed.
No attachments listed in the open data.
No contact listed in the open data.