REQUEST FOR PROPOSALS (RFP) for Pavilion Design, Build & Dismantle

Transcription

1 REQUEST FOR PROPOSALS (RFP) for Pavilion Design, Build & Dismantle CANADA PAVILION AT THE INTERNATIONAL CONFERENCE ON OCEAN ENERGY (ICOE) 2014 HALIFAX, NOVA SCOTIA 4-6 November Marine Renewables Canada invites your firm to submit a proposal for the design, build and dismantling of the Canada Pavilion at the 5 th International Conference on Ocean Energy (ICOE) 2014, being held at the Metro Centre, November 4-6, Description The Canada Pavilion at ICOE 2014 is a joint initiative, with participation from partners Marine Renewables Canada, Nova Scotia Department of Energy, and Atlantic Canada Opportunities Agency (ACOA). The Pavilion will offer Canadian companies a presence in the trade show at ICOE 2014 as well as space for meetings set up by a contracted matchmaker. Canadian companies are involved in the marine renewable energy and related supply and services sectors. The objective of the Pavilion is to offer Canadian companies (estimate 15-30) a base from which to conduct meetings, take enquiries, and display and present information. The space, which will be clearly identified as the Canada Pavilion, should offer an inviting area for visitors to enter to collect information, make enquiries, and interact with the Pavilion team. The Pavilion will support Canada s position as a leader in marine renewable energy, therefore, the theme in booth design should embody Canada, renewable energy and marine resources and industry. 1.1 About Marine Renewables Canada Marine Renewables Canada (formerly Ocean Renewable Energy Group) aligns industry, academia and government to ensure that Canada is a leader in providing ocean energy solutions to a world market. Our Vision is for a Canadian sustainable marine renewable energy sector, serving domestic and export power needs and providing projects, technologies and expertise in a global market. Our focus is across Canada to support the marine energy developments in Canada s rivers, Atlantic and Pacific Oceans. Marine Renewables Canada works to aid in the realisation of Canada s ocean energy resources, technologies, and project capabilities. Marine Renewables Canada works by:

2 Developing an identity for the sector at home and abroad Providing communications and referrals within the sector Developing and promoting a supply chain Creating a focus on innovation opportunities that can result in technology, techniques and services with potential world markets Recruitment of R,D and D capacity needed by the sector Development of competitive intelligence and appropriate strategic relationships Organising sector networking and information sharing opportunities Organising international marketing, missions and trade events Marine Renewables Canada membership includes technology and project developers, utilities, researchers, and the energy and marine supply chain. Marine Renewables Canada operates out of Nanaimo, BC, and Halifax, NS. 1.2 Pavilion space details The Canada Pavilion is 2000 square feet 40 x 50 (Booths 1-4, 13-16, 25-28, 37-40). 2

3 2.0 Tasks and Deliverables 2.1 General The Pavilion should be clearly branded as Canada. Its colour and graphic theme can be informed by existing Canada banners (see Appendix), showing strong red and white influence. It should be designed to incorporate graphic panels with photos or other graphics developed outside of this contract, as well as panels with text and logos of companies that are participating. Consultation with partners in the joint initiative will support development of the Pavilion brand. Our intention is to maximise the number of companies using this space without compromising the open feel of the Pavilion. As such, we would welcome suggestions as to what would constitute the optimum design. Having an open feel and meeting space is more important than companies having designated modules. We would like a small presentation alcove where companies can offer a demonstration relevant to their organization. This will require seating and audio visual set up. We also require all companies to be able to display their literature and business cards as well as a general enquiry desk(s) which will be manned to take messages and enquiries. The Pavilion should include a second level, Café Nova Scotia, to accommodate matchmaker meetings for companies and host international delegates. This space should offer tables and chairs as well as a catering counter for refreshments. Storage space is required. 2.2 Specifics The contractor will design and build the Canada Pavilion based on the below details: Ensure the look and feel of the stand gives a strong Canadian identity, through the use of colour and incorporating elements of graphics that will be provided. Graphic panels for the pavilion to cover all visible walls, any border or hanging display. New graphics are required and design will be carried out by the contractor, in consultation with Marine Renewables Canada and partners. The printing of all graphics will also be carried out by the contractor upon receipt of written approval from Marine Renewables Canada. One or more graphic panels or borders that will display company and partner logos of those participating in the Pavilion. The number of company participants is yet to be defined; may be as low as 15 or as high as 30. Partner logos are in addition to company logos, and partners may require additional messaging on panels. Company/partner panels are to be placed in a highly visible location to show traffic all logos to be provided by Marine Renewables Canada. Install existing Canada banners (provided by Marine Renewables Canada) above Canada Pavilion space (See Appendix). Advice on number of banners to install is welcome. Welcome desk(s) that will be used for general enquiries (potentially incorporating storage). 3

4 Laptop for main desk (with Microsoft programs installed, and with ready capability to run various multimedia files (including video)). Large screen to run high-definition video files as well as PowerPoint presentations. Location of screen in a highly visible area. Internet access - Hardwire to single point on stand (main counter) and sub connection to 3 additional remote points in the Pavilion. Presentation alcove with minimum 6 seats and audio visual set up, including internet access, speakers, and screen capable of running high resolution multimedia (including video) and PowerPoint files. Must include space for a presenter to facilitate explanation of material. Open feel with space(s) that include couch/love seat/chair set up to accommodate informal networking, as well as open floor space for stand-up networking. Café Nova Scotia: second level meeting area (semi-private feel) to accommodate up to 6 tables with seating as well as a catering counter; refrigerator required. Graphic panels also required for second level (to be developed in consultation with Marine Renewables Canada and partners). Potential to host a Nova Scotia culinary event at Pavilion; the contractor may be required to work with outside catering services to help accommodate a special event in the space. Literature area for company promotional material enough for companies; to include business card holder with literature. Daily garbage removal and vacuuming of Pavilion area. 2.3 Additional Details The contractor will communicate ongoing design details to Marine Renewables Canada and proceed with design only when approval has been received from Marine Renewables Canada. The contractor to be responsible for complete dismantling of the Pavilion upon conclusion of the trade show. The contractor to provide onsite support during the trade show. The contractor will be able to access the Metro Centre as of noon on Sunday, November 2, for booth build, which can continue all day Monday, November 3. Booth dismantling can begin as of noon November 6 with a maximum of 12 hours to complete; if additional time is required, contact Marine Renewables Canada to discuss. The official show contractor, Legault Companies, can be contacted directly for questions on costs and shipping. 4

5 3.0 Proposal If you are interested in bidding on this project, please provide a comprehensive proposal, showing detailed costs (indicating any applicable taxes separately), floor plan and a 3D visual diagram of your design via . Please include proposed timeline and deliverable/milestone dates for items such as graphics and logos. 3.1 Selection Criteria The successful contractor will be determined based on the following: Understanding of goals related to booth design and visibility; Experience in booth layout and design for large exhibitions; Ability to work with Marine Renewables Canada and partners to create a branded booth suitable for multiple company use (various graphics, logos, etc.); Ability to support booth onsite during the show; Understanding of the scope and objectives of the proposed Canada Pavilion activities; Proposed approach, work plan and schedule; Ability to provide creative solutions to potential problems; and Cost* (in Canadian dollars) *Determination of best value may result in the lower cost not being accepted Please include the following information in your quotation: All costs related to the above requested tasks and deliverables Identify fixed costs and any variable costs Company bio and track record with similar or related work, examples of similar projects completed (with photos), references etc., knowledge of marketplace, key staff and resources to complete the work. Any administration expenses - faxes, mailings, telephone, etc. (Company participants will be responsible to pay for their accommodation costs and ground transportation). 5

6 3.2 Budgetary Guideline Bids over $60,000 CAD (before tax) will not be considered.* *Marine Renewables Canada reserves the right to decrease the budget due to potential funding changes, with sufficient notice to contractors. Altered Tasks and Deliverables would accompany a reduced budget. Marine Renewables Canada reserves the right to NOT award a contract as a result of this solicitation PROPOSALS are DUE by August 18, It is anticipated that the contractor would begin work immediately upon approval to proceed. Please all proposals directly to, Amanda White, Operations Director, Marine Renewables Canada: amanda@marinerenewables.ca Please do not hesitate to call me at the below if you have any questions. Respectfully submitted, Amanda White Operations Director P.O. Box Halifax, NS B3J 3S1 Phone: (902) amanda@marinerenewables.ca 6

7 APPENDIX Existing Canada Banners They are double sided and come in three (3) sizes. Not all banners need to be used. Quantity 6: 5 X 10 Quantity 3: 5 X 20 Quantity 3: 5 X 40 7