Request for Proposal (RFP) Audio Visual

Transcription

1 Request fr Prpsal (RFP) Audi Visual Re: Discvery Cnference and Shwcase Issue Date: Mnday July 22 th, 2013 Clsing Date: Mnday August 12 th, 4:00pm Issued by: Ontari Centres f Excellence 156 Frnt Street West, Suite 200 Trnt ON M5J 2L6 Key Cntact: Peter McFadzean, Manager Events and Spnsrship

2 Overview Ontari Centres f Excellence (OCE) Inc. drives the cmmercializatin f cutting-edge research acrss key market sectrs t build the ecnmy f tmrrw and secure Ontari's glbal cmpetitiveness. In ding this, OCE fsters the training and develpment f the next generatin f innvatrs and entrepreneurs and is a key partner with Ontari's industry, universities, clleges, research hspitals, investrs and gvernments. A champin f leading-edge technlgies, best practices and research, Ontari Centres f Excellence invests in sectrs such as advanced health, digital media and infrmatin and cmmunicatin technlgies, advanced manufacturing and materials, and cleantech including energy, envirnment and water. OCE is a key partner in delivering Ontari's Innvatin Agenda as a member f the prvince's Ontari Netwrk f Entrepreneurs (ONE). Funded by the Gvernment f Ontari, the ONE is made up f reginal and sectr-fcused rganizatins and helps Ontari-based entrepreneurs rapidly grw their cmpany and create jbs. Fr mre infrmatin, please visit ur web site at Discvery is Canada's leading innvatin-t-cmmercializatin cnference, shwcase and tradeshw. Hsted by the Ontari Centres f Excellence (OCE), Discvery brings tgether key players frm industry, academia, gvernment and the investment cmmunity, as well as entrepreneurs, students and internatinal representatives, t facilitate cllabratin, prmte business pprtunities and cnnect emplyers and talent. Garnering ver 2,400 attendees and mre than 360 exhibitrs in 2013, Discvery is a shwcase f leading-edge technlgies, best practices and research. Renwned keynte speakers and panels ignite discussin, knwledge-sharing and new perspectives. Named Canada s Best Trade Shw 2010 and 2011, Discvery facilitates the exchange f ideas and encurages new ways t cllabrate and push the bundaries f research and innvatin thrugh t demnstratin, develpment and cmmercialisatin. Fr mre infrmatin, please visit the Discvery website at Prprietary & Cnfidential Page 2 f 18

3 Discvery Cnference Requirements The bjective f this multi-year Request fr Prpsal (RFP) is t slicit prpsals t prvide Audi Visual Services fr OCE s annual Discvery Cnference in 2014, 2015 and Discvery 2014 will be held n May 12 th and 13 th n the 800 level f the Metr Trnt Cnventin Centre Suth Building. Dates fr 2015 and 2016 are still t be cnfirmed with high prbability that they will als be in May. Details f the services required are utlined belw but are subject t change. Reference dcuments frm 2013 are als attached, including the cnference agenda and flr plan. Issuance f this RFP des nt cmmit Ontari Centres f Excellence t pay any cst incurred in the preparatin and submissin f a respnse, r t prcure a cntract fr any services, sftware, and/r equipment. Cnference Objectives Our gal each year is t find new and better ways t meet the needs f ur participants, increase exhibitr and attendee ROI, prvide unique cntent t stimulate ideas and discussin, imprve delivery f ur event and maintain Discvery as the must-attend event in the innvatin space. We aim t: Build prfile fr OCE and its stakehlders twards frming new partnerships with industry by maximizing netwrking pprtunities Build prfile fr OCE and its stakehlders with new surces f funding Prvide a frum fr cllabratin exchanging new ideas and critical infrmatin between gvernment, researchers, academia, industry, entrepreneurs, students and investrs Shwcase Ontari s research and technlgies, including thse currently being develped with OCE supprt, t a diverse range f receptrs and ptential partners including small, medium and large cmpanies, gvernments, freign markets, internatinal academia and media twards supprting Ontari s industrial grwth, expansin f markets and the creatin f Ontari-based emplyment in sectrs OCE serves Prvide pprtunity fr students t enhance their knwledge f career pprtunities in key sectrs and fr emplyers t meet with the highly qualified talent within Ontari s pst-secndary institutins. Prduce pprtunities t shwcase entrepreneurs t investrs, ther cmpanies and academia Our gal each year is t find new and better ways t meet the needs f ur participants, increase exhibitr and attendee ROI, prvide unique cntent t stimulate ideas and discussin, imprve delivery f ur event and maintain Discvery as the must-attend event in the innvatin space. Prprietary & Cnfidential Page 3 f 18

4 Target Audience Industry (Owners, Presidents/CEOs, heads/members f crprate R&D teams) Entrepreneurs Investment cmmunity (Angels, VC, Financial Institutins) Reginal Innvatin Centres Prvincial, Federal and ther gvernment University Presidents, Deans and administratin Prcurement representatives Academic researchers Pst-secndary students Media The audience is primarily Canadian, with mst residing in Ontari. Key messages/themes The shwcase fr Ontari s ecnmic engine f the future - tday A destinatin fr leaders in research, innvatin, business and technlgy transfer A frum fr cllabratin exchanging new ideas and critical infrmatin between researchers, academia and industry The cnference will supprt OCE s agenda as the champin and key facilitatr f Ontari s culture f innvatin The cnference will supprt and shwcase the Ontari Netwrk f Entrepreneurs (ONE) Key themes we are explring fr the fcus and cntent f the event include: Innvatin Cllabratin Cmmercializatin Research Talent Cmpetitiveness Entrepreneurship Cnvergence Preliminary Cnference Specificatins fr 2014 Dates: Sunday, May 11 th Lad in Mnday, May 12 th Pre-meetings and wrkshps Opening remarks at 2:00pm Keynte speaker at 2:30pm Shw flr pens at 3:30pm Netwrking Receptin 5:00pm 7:00pm Prprietary & Cnfidential Page 4 f 18

5 Tuesday, May 13 th Exhibitr shwcase pens at 9:00am Prgramming begins at 10:00am Lunchen begins at 12:00pm Awards ceremny starts at 12:30pm Shwflr clses at 5:00pm Cnference venue: MTCC, Suth Building, 800 level, apprx. 200,000 sq. ft. Expected registratins: 2,500 3,000 Expected number f exhibitrs: Cntemplated elements f the cnference: Facilities fr media, speakers green rm, VIP s and registratin Precnference meetings and wrkshps Opening remarks and keynte address Opening netwrking receptin Seated lunchen and awards ceremny Awards ceremny Panel discussins (in theatres) Student and pitch cmpetitins Trade delegatins Mentring sessins Rundtable discussins and training Discvery will nce again integrate speaker and panel sessins within the trade shw, with pssible mdificatins (please see attached cpy f 2013 s agenda and flr plan). Preliminary Agenda May 12 th Rehearsals 9:00am 12:00pm Wrkshps / Meetings 8:00am 1:30pm Opening remarks and keynte 2:00pm 3:30pm Shw flr pens 3:30pm Opening receptin 5:00pm 7:00pm n shw flr Prprietary & Cnfidential Page 5 f 18

6 May 13 th Shwflr pens 9:00am Prgramming begins 10:00am Lunchen and Keynte 12:00pm 2:00pm - Exhibit Halls F& G Set in runds fr 3,000 Shwflr clses 5:00pm Audi Visual and staging requirements We have tried t be as specific as pssible. If we have requested a particular prduct r brand that yu d nt carry please qute based n same quality equipment. Theatres (prgramming lcatins belw): Data Prjectin and Screens Cmputers IMAG & Recrd Audi (including 6 radi mic. packs)* Lighting Pdium Draping Set/Staging Design Tech Service set-up and dismantle Each theatre will have scheduled rehearsal times t be cnfirmed clser t the event *Special cnsideratin must be given t the audi set-up t ensure that sund quality is nt cmprmised given that prgramming happens cncurrently at varius lcatins n the shw flr. Prgramming lcatins: Gwlings Theatre 150 peple This spnsred theatre prvides a venue fr varius tpical presentatins and panel discussins. Discvery Theatre 150 peple One f the largest theatres, this theatre prvides a venue fr varius tpical presentatins and panel discussins. Talent Theatre 100 peple This theatre is hst t many f the student and pitch cmpetitins. IBM Theatre 100 peple This spnsred theatre prvides a venue fr varius tpical presentatins and panel discussins. Prprietary & Cnfidential Page 6 f 18

7 Innvatin Partners Theatre 40 peple This theatre prvides an pprtunity fr gvernment and rganizatins serving the innvatin cmmunity t speak abut their individual prgram fferings. OCE welcme area A place where delegates can exchange ideas, learn abut OCE prgrams and cllabrate with each ther and OCE staff. 6 x LCD 70 Sharp 1080p 16:9 screens with built in speakers Audi must be able t prvide fcused audi supprt fr vide presentatins geared t peple within a trade shw envirnment 6 x laptps - W7 ffice 2010 Cables and Cnsumables Tech Service set-up and dismantle Lunchen (Exhibit Halls F & G seating fr 3,000) Data Prjectin and Screens Cmputers t supprt Data Prjectin IMAG & Recrd Audi Panel and Speaker mics Lighting Pdium Draping Set/Staging Design Tech Service set-up and dismantle Shwcase Areas x 4 Open areas that highlight leading-edge technlgies 1. Advanced Manufacturing 2. Clean Technlgies 3. Digital Media 4. Manufacturing 65 Panasnic 1080P Plasma mnitr Mnitr base and stand Laptp I7 2:3G W7 Office :9 Cables and Cnsumables Tech Service set-up and dismantle Feature Areas Career zne The Career Zne is a free service fr students at Discvery that ffers jb pstings, resume tips and evaluatin, interview preparatin and a chance t meet with tp emplyers. 60 Sharp 1080P 16:9 LCD/LED mnitr Prprietary & Cnfidential Page 7 f 18

8 Mnitr stand and base Mnitr flr stand shelf Laptp I7 2.3G W7 Office :9 PCDI Stere direct bx 5 x cmputer lcks Cables and Cnsumables Tech Service set-up and dismantle Ask an Expert zne A place where delegates can meet ne n ne with experts in the areas f investing, entrepreneurship, supprt fr innvatin, prfessinal services, and crprate leadership. 2 x 50 Pineer 720P Plasma mnitrs 2 x mnitr base and stands 2 x Laptp C2D 2.5G W7 Office 2010 Cables and Cnsumables Tech Service set-up and dismantle Speaker preparatin rm 84x84 Tripd screen 42 Audi Visual cart Epsn 800 XGA Prj Lumen Laptp I7, 2.3G W7 Office 2010, 16:9 Cables and Cnsumables Tech Service set-up and dismantle Registratin Area 1 x 10 panel velur drape 16 H x 10 W 3 x Laptps W7 Office 2010 Bambin Light 500W Cables and Cnsumables Tech Service set-up and dismantle Pre-cntracted Suppliers Metr Trnt Cnventin Centre cnference venue Evaluatin and Selectin Criteria Frmal presentatins r appearances may be required under this RFP. RFP submissins will be evaluated by OCE, using the fllwing criteria: Experience, quality f equipment, innvatin and capability t carry ut wrk based n qualificatins (30%) Price; payment and pricing terms (40%) Cmpany backgrund and references (10%) Respnsiveness t change (10%) Presentatin f Prpsal (if applicable) (10%) Prprietary & Cnfidential Page 8 f 18

9 In additin, mre than ne service prvider may be selected. Yur prpsal must cntain: 1. Skill/Creativity/Experience Year cmpany started in business Overall scpe f services ffered by cmpany List and descriptin f trade shws f similar size and cmplexity serviced in the last three years Bidder t prvide client with a list f capabilities and experience f all senir persnnel t be assigned t the prject Assigned n-site supervisr t be available fr client meetings prir t n-site setup Descriptin f yur wrking relatinship with ur selected venue including number f events, size and type serviced there in the last 5 years Demnstratin f experience with trade shws f similar size and cmplexity Examples f new and unique trade shw design cncepts available Willingness t wrk with supplier/vendr cntacts brught t the prcess by OCE 2. Resurces/Capability Please prvide a written review f yur in-huse capabilities as fllws: Staff wh wuld be assigned t ur event Equipment wned which wuld be used fr ur event List f resurces that wuld be utilized fr the prject that wuld be rented r utsurced Lcatin f ffice clsest t ur selected venue Prximity t venue f in-huse inventry 3. References Please prvide three (3) current prfessinal references frm wrk dne at the Metr Trnt Cnventin Centre r venue and event f similar scale. References t include cntact name, cmpany name, address and telephne number. The service prvider grants Ontari Centres f Excellence permissin t cntact submitted references. 4. Pricing Structure/Rates Please prvide a cmprehensive pricing and/r rate sheet fr all services yu might prvide under this RFP agreement. This shuld include: Discunt fr multi-year cntract Discunt allwed fr prmpt payment and perid within which invice must be paid t qualify Prpsed remuneratin structure and payment terms Outline any ptential additinal csts/ mark-ups Labr charges Minimum number f hurs charged fr each wrking persn Prprietary & Cnfidential Page 9 f 18

10 Hurly rate Des yur cmpany use unin labur? If yes please utline unin rules. Any discunts ff labur rates and any cmplimentary hurs. Set-up fees, etc. List any pssible additinal expenses, e.g. accmmdatin csts Prices are t be quted in Canadian dllars and inclusive f all csts. Shuld yu be selected as a service prvider under this RFP, hurly fees quted fr time and service will be cnsidered firm thrugh May 31, Attachments Reference dcuments frm 2013 are als attached, including the cnference agenda, flr plan and an assrtment f pictures frm the shw flr. Subsequent Cntract Terms and Cnditins Ontari Centres f Excellence (OCE) reserves the right t award all, partial r nne f this slicitatin This RFP des nt create an emplyment relatinship. Individuals perfrming services required by the cntract are nt emplyees f OCE. Vendr s emplyees shall nt be cnsidered emplyees f Ontari Centres f Excellence and as such shall nt be eligible fr benefits accruing t OCE emplyees Any changes t scpe f services and assciated csts fllwing executin f cntract must be submitted in writing and are subject t apprval by OCE Travel and travel reimbursement is nt authrized fr this acquisitin The vendr shall be paid upn submissin f prper invices t OCE at the prices stipulated n the cntract Invices shall cntain the cntract number and reference number. Failure t fllw these instructins may result in delay f prcessing invices fr payment Prprietary & Cnfidential Page 10 f 18

11 Respnse Deadline/Schedule Respnses shuld be sent t Peter McFadzean and are required by 4:00 p.m., Mnday August 12, Yu are required t submit bth via and in hard cpy (3 cpies are required) t: Peter McFadzean, Manager, Events and Spnsrship, Ontari Centres f Excellence 156 Frnt Street West, Suite 200 Trnt ON M5J 2L6 peter.mcfadzean@ce-ntari.rg All bids will be acknwledged with a return receipt. If yu d nt receive acknwledgement f yur submissin, please Peter McFadzean t cnfirm receipt. Select rganizatins will be requested t present t the OCE cmmittee and will be requested t prvide five (5) cpies f their frmal presentatin. Submit prpsals 4:00 p.m. Mnday, August 12, 2013 Invitatins t present Week f August 19 th, 2013 Presentatins Weeks f August 26 th and September 2 nd, 2013 OCE advises agencies n decisin By end f September Prpsal Retentin Prpsals submitted in respnse t this RFP will nt be returned. It is the understanding that the cntents f the prpsals are the prperty f the agency and will nt be utilized in any marketing effrts unless the agency enters int a written agreement with Ontari Centres f Excellence. Questins / Clarificatins Questins may be addressed nly via t Catherine Ogilvie, Marketing Advisr, Ontari Centres f Excellence: catharine.gilvie@ce-ntari.rg. Respnses may r may nt be shared with all ptential bidders r psted n the OCE website. Prprietary & Cnfidential Page 11 f 18