EVENT PLANNING

Trade Agreement: NONE Tendering Procedures: All interested suppliers may submit a bid Attachment: None Competitive Procurement Strategy: N/A - P&A/LOI Only 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

REQUEST FOR INDUSTRY COMMENTS (RFIC) ON THE PROCUREMENT STRATEGY FOR EVENT MANAGEMENT SERVICES FOR THE FEDERAL GOVERNMENT OF CANADA

Responses must be submitted by 2:00 pm Eastern Daylight Savings on Wednesday May 8, 2013

1. NATURE OF REQUEST FOR INDUSTRY COMMENTS

This is not a bid solicitation. This RFIC will not result in the award of any contract, therefore, potential suppliers of any goods or services described in the attached project outline should not earmark stock or facilities, nor allocate resources, as a result of any information contained in this RFIC. Nor will this RFIC result in the creation of any source list, therefore, whether or not any potential supplier responds to this RFIC will not preclude that supplier from participating in any future procurement. Also, the procurement of any of the goods and services described in this RFIC will not necessarily follow this RFIC. This RFIC is simply intended to solicit feedback from industry with respect to the matters described in this RFIC.

2. NATIONAL PROCUREMENT STRATEGY FOR COMMUNICATION SERVICES

Public Works and Government Services Canada (PWGSC) has undertaken a review of how communication services are procured for federal government departments with the objective of developing a national procurement strategy. The review has identified strengths in the current process; it has also uncovered areas of opportunity that, if leveraged, should benefit government departments, existing and portential suppliers, and Canadians overall. More specifically, standardized approaches to procurement should lead to enhanced transparency, greater efficiency and more predictability.

This National Procurement Strategy for Communication Services (the Strategy), published on the Government Electronic Tendering System (GETS) in February, 2013, aims to provide a Canada-wide approach. When implemented, this approach will improve the ease and effectiveness of the procurement process for all stakeholders.

Event Management Services is a sub-category under the Strategy. In accordance with the strategic direction outlined in the Strategy, PWGSC is seeking to improve the procurement process for Event Management Services by increasing communications with stakeholders through the establishment of supplier-based working groups.

Suppliers are invited to express their interest in participating in a supplier-based working group for Event Management Services by contacting Daniel Buck at: daniel.buck@pwgsc-tpsgc.gc.ca. It is anticipated that a working group meeting will be held in Ottawa, Ontario in May or June, 2013. Respondents who are interested in meeting with the Contracting Authority and other Industry members to discuss new ideas or avenues should identify this in their response and advise how many individuals in your firm would like to attend.

3. CONTENT OF THIS RFIC

This RFIC contains a draft of the Statement of Work (SOW) and the proposed Evaluation Criteria. This document remains a work in progress and respondents should not assume that new clauses or requirements will not be added to any future bid solicitation that is ultimately published by Canada. Nor should respondents assume that none of the clauses or requirements will be deleted or revised. Comments regarding any aspect of the proposed Evaluation Criteria are welcome.

4. NATURE AND FORMAT OF RESPONSES REQUESTED

Respondents are requested to provide their comments, concerns, and, where applicable, any recommendations that could improve the procurement strategy. Respondents should explain any assumptions they make in their responses.

5. ADDITIONAL INFORMATION FOR RESPONDENTS

To assist suppliers in formulating recommendations related to the development of the new procurement vehicle(s), the following is the total rounded annual business volume of procurements conducted by PWGSC (Communication Procurement Directorate) using the Standing Offer, and Supply Arrangement, for Event Management Services since April 1, 2009.

FISCAL YEAR TOTAL ROUNDED ANNUAL BUSINESS VOLUME 2009-2010 $2,100,000.00 2010-2011 $1,635,000.00 2011-2012 $536,000.00 2012-2013 $62,000.00

6. RESPONSE COSTS

Canada will not reimburse any respondent for expenses incurred in responding to this RFIC.

7. TREATMENT OF RESPONSES

Use of Responses: Responses will not be formally evaluated. However, the responses received may be used by Canada to modify procurement strategies or any documents contained in this RFIC. Canada will review all responses received by the RFIC closing date. Canada may, in its discretion, review responses received after the RFIC closing date.

Review Team: A review team composed of representatives from PWGSC and, possibly, other government departments, will review the responses on behalf of Canada. Canada reserves the right to hire any independent consultant, or use any Government resources, which it deems necessary to review any response. Not all members of the review team will necessarily review all responses.

Confidentiality: Respondents should mark any portions of their response that they consider proprietary or confidential. Canada will treat those portions of the responses as confidential to the extent permitted by the Access to Information Act.

Follow-up Activity: Canada may, in its discretion, contact any respondents to follow up with additional questions or for clarification of any aspect of a response.

8. ENQUIRIES

Because this is not a bid solicitation, Canada will not necessarily respond to enquiries in writing or by circulating answers to all potential suppliers. However, respondents with questions regarding this RFIC may direct their enquiries to:

Daniel Buck at 613-998-8588 or by email at: daniel.buck@pwgsc-tpsgc.gc.ca

9. SUBMISSION OF RESPONSES

Time and Place for Submission of Responses: Suppliers interested in providing a response should deliver it directly to the Contracting Authority by the time and date indicated on page 1 of this solicitation document. The preferred method of response is by email at:

daniel.buck@pwgsc-tpsgc.gc.ca

Responsibility for Timely Delivery: Timely delivery and correct direction of responses is the sole responsibility of the respondent. PWGSC will not assume or have transferred to it those responsibilities.

If you have any questions, please feel free to contact the Contracting Officer named above.

10. SOME SPECIFIC QUESTIONS

Procurement Strategy In your opinion, is a Standing Offer, a Supply Arrangements or a combination of these vehicles, or neither of these vehicles, the appropriate procurement approach for the type of work described herein? Considering the reduction in the expenditures for this commodity, would it be more cost effective for PWGSC to consider issuing a ''winner take all'' approach for this procurement? For example, one Standing Offer (SO) (or one SO per region) with a high call-up limit? In your opinion, is the proposed Evaluation Criteria appropriate for the requirements described in the Statement of Work? If not, why? In your opinion, are there any requirements and/or items, described in the Statement of Work (SOW) or Evaluation Criteria, that are unclear or that would unduly limit a qualified vendor's ability to submit a response? Are there related services, not listed in the Statement of Work, that Canada should consider for inclusion in this procurement? If so, please provide details. Respondents who are interested in meeting with the Contracting Authority and other Industry members to discuss new ideas or avenues should identify this in their response. Please provide a list of individuals from your firm that would like to attend including the e-mail address for each person.

Green Procurement Which environmental initiatives have been implemented by your organization, and which ones are you planning to implement in the near future (recycling/reusing initiatives, green travel, etc)? Please explain and specify.

11. STATEMENT OF WORK (SOW) AND THE PROPOSED EVALUATION CRITERIA

Please see attached. 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.