REQUEST FOR PROPOSAL FOR A CONFERENCE PLANNER FOR THE CANADIAN BIOETHICS SOCIETY

Transcription

1 REQUEST FOR PROPOSAL FOR A CONFERENCE PLANNER FOR THE CANADIAN BIOETHICS SOCIETY 1. Background History of the Canadian Bioethics Society (CBS) Created in 1988 from the fusion of the Canadian Society of Bioethics and the Société canadienne de la bioéthique médicale, the Canadian Bioethics Society (CBS) membership ranges from between members. The Society's membership includes both individuals and organizations from a wide variety of fields across the academic to practice continuum to include disciplines such as clinical specialties, law, theology, philosophy, public health, science and the arts sharing common interest in ethical debates and in the human dimensions of health research and practice. The CBS also has a strong and active student membership. The CBS Mission states that the Canadian Bioethics Society is a national memberdriven organization that is committed to building bioethics capacity through the promotion of: 1. interdisciplinary and inter-professional networks of individuals (including students) and organizations; 2. excellence in bioethics education, research, & policy; 3. the advancement and dissemination of leading clinical practices in bioethics; 4. the examination of professional issues in bioethics; 5. and public engagement and policy development around bioethics issues. Our vision is to be the leading bioethics collaborative forum in Canada working towards advancing the health and well being of people at home and abroad. For more information about the CBS visit The Annual Conference The CBS has an annual conference every year in a major Canadian city. In 2013 the conference will be held in Alberta and in 2014 it will very likely be held in Vancouver. There will be another conference hosted in 2105 with the location yet to be determined. The expected registration will be between participants in these upcoming conferences. The events will be national and bilingual and will attract contributors from across Canada, the US and Europe. This conference will involve a call for abstracts for platform presentations, panel discussions and poster sessions. The CBS conference will attract participation from students, practicing healthcare ethicists, academic bioethicists, health care workers, academics, researchers and policy makers. Local Organizing Committees will choose the theme of the program and other local details and will work with the conference planner and CBS board.

2 2. Request for Proposal The Canadian Bioethics Society requests proposals from experienced individuals, organizations or teams to act as the event planner to organize and manage the 2013 conference with an opportunity to extend the contract to future conferences. The conference in 2013 will be held in Alberta (city still to be determined). The individual or team acting as the event planner will perform the key organizational and coordination functions for the conference. S/he will be responsible for ensuring that all the key people and events come together in an efficient and effective way and for communicating regularly with the local host committee and the CBS Board. Thorough attention to detail, excellent communications and people skills, strong organization and good correspondence skills are important. Special event coordination, fundraising, costing, budget development and management support and computer literacy are essential. 3. The Work 3.1 Conceptual Development for the Conference Develop three options for the concept of the conference and submit to the CBS Board and the LOC for consideration and decision. The concept should include ideas for social events and entertainment. 3.2 Budget and work plan The first deliverable for the successful Contractor will be a detailed budget and work plan incorporating all of the following deliverables in cooperation with the Local Organizing Committee and the CBS Board of Directors. This will be due within two months of signing of the contract. The conference planning will attend in person or by teleconference regular meetings of the Local Organizing Committee and may be required to meet with the CBS Board of Directors on request. 3.3 Communications, Information Management Call for Abstracts, Serve as the hub of information for the Conference planning and management Manage the flow of information between the Local Organizing Committee and the CBS Board, presenters and speakers Negotiate with Vendors Ensure student involvement as per CBS guidelines Work with the national Abstract Committee around methodology for the bilingual call for abstracts and outline for the Conference program including the integration of bilingual content Ensure distribution of the request for abstracts for all presenters, including coordination of the student abstract process in conjunction with the Student and General Abstract Committee

3 Work with the Local Organizing Committee and the CBS Board to manage the call for abstracts and publishing of documents. Develop a timeline for distribution of key information and materials. Supervise the development, production and distribution of information materials (first announcement, preliminary program, Speakers Technical requirements sheet, final program, Participants kits, social activities tickets, badges, conference brochures, web pages, registration packages, on-site materials). Development of sponsorship programs and coordinate mass ing for solicitation of funds campaign and generating reports on opened s Coordinate conference website development, programming and updates including coordination of domain name purchase and on-lining, updating site regularly, web site metering, Work with the Local Organizing Committee to design, print and distribute Conference materials. (As a first task, design, develop and produce promotional information for the 2013 event). Develop a conference communications and marketing plan and coordinate with the Local Organizing Committee and the CBS Board to implement the plan. The plan may involve cost/benefit analysis of options for advertising strategies. 3.4 Financial Management Work with the Local Organizing Committee to refine the overall Conference budget to be approved by the CBS Board and ensure any changes to the budget are approved by the CBS Board. Track commitments and expenditures and develop financial reports for review by the Local Organizing Committee and CBS Board. It is anticipated that the fees for the call for papers, planning and management of the conference will not exceed $45,000. Identify potential funding partners and make requests for sponsorship and assist by giving support related to any grant applications Request proposals for services and materials to ensure competitive rates according to CBS procurement policies. 3.5 Logistics Management Coordinating/securing all pre-event and on-site logistical needs, including but not limited to: Pre-event and on-site registration Researching options, negotiation of costs and agreements for booking conference location and accommodations (negotiating changes and managing room blocks) Coordinating room bookings in the conference location for key note presentations, concurrent sessions, CBS Board executive meetings, poster sessions and other activities Coordinating with student representatives to book student events, time-slots and themes including booking hotel or alternative for student accommodation Ensuring room set up, appropriate audio-visual and other equipment, including sound and translation equipment is available in all session rooms as needed

4 Communicating with speakers to determine requirements and negotiating agreements with speakers; arranging guest speakers conference registration, accommodation and transportation, supporting speakers during the conference In consultation with LOC, select artists and musicians to support planned social activities ensure art direction Managing of relevant protocol with accompanying dignitaries and special guests Booking photographer as needed Arranging for decorations and appropriate bilingual signage Organizing poster presentations, vendor exhibits, /partner or sponsor tables, as required Arranging catering in advance and managing issues arising throughout the conference Meeting space booking and management Managing advance on-line and paper based registration including the programming of on-line registration systems with the requirements of the conference program; detailing the registration policy, developing and programming registration forms in both official languages, following up on requests for information on registration, sending confirmation of registration, collecting registration fees, managing cancellations and refunds, and generating regular reports on registration. On-line registration includes hosting the database on a secure server, installing SSL certificate to protect confidential information, programming for on-line payment, arranging for credit card transactions. Coordinating secretarial support for the conference including the reception process and responsibilities for staffing and managing registration desk at the conference, including printing of conference identification badges Post-event, the planner is responsible for account reconciliation and production of a final conference report Making suggestions for gifts for presenters and purchasing gifts 3.6 Timelines Candidates must be available to begin work on this event beginning 2 weeks after the finalization of the contract for services. 4. Ongoing Communications and Progress Reports Regular updates and written reports will be provided to the CBS Board and Local Organizing Committee according to schedules to be agreed upon. Correspondence between the Contractor and the CBS will take place by phone or Development Principles The contractor will:

5 Ensure that the Conference remains true to the vision and mission of the Canadian Bioethics Society; Ensure that all materials, activities and general design are appropriate for both English and French audiences as required; Promote transparency and openness in sub-contracting services and materials, including declaration of any interests in, or agreements with, any supplier of services or materials; and Work with Local Organizing Committee and CBS Board to ensure that the conference is carried out with a balanced budget or surplus. The contractor will have the overall responsibility for ensuring that the planning and events meet the goals outlined by the CBS. 6. Proposal Guidelines Submissions must not exceed fifteen (15) pages and must include but are not limited to, the following components: Example of a similar or suggested Work plan and Critical Path: Full details describing the general approach or development strategy, activity plans with time frames and explanations of how the RFP requirements will be achieved; Description of the contractor s work in related areas; Clear evidence of an understanding of the goals and challenges of a national conference; Team profile: An overview of the team s services and relevant experience; Team references: Three relevant references; References should include client name, contact person, phone number, project description, project duration and results; and Project Costing: A comprehensive breakdown of the costs associated with the project, for example: labour, equipment, materials/supplies, subcontracts and assignments, travel, taxes and incidentals. Note: As supplements to the allotted fifteen page response, submissions may include a sample of previous work with related references.

6 7. Criteria to be used in Assessing Proposals CBS will apply several factors to its assessment of the submitted proposals. In brief, these factors include: 40 points Criterion 1: Work plan Provides a clear description of elements of work Addresses expected outcomes Identifies who will do the work Provides timelines Clarifies reporting schedule and process 35 points Criterion 2: Demonstrated Capacity to do the Work Thorough understanding of the subject Relevant knowledge, skills and experience Experience planning national events Ability to work as a team and respond to the direction of client representatives Creative approach to the project and appropriate leadership capacity Demonstrated ability, capacity and commitment to take on and complete event planning and development throughout the year Knowledge and experience in large-scale event planning, preferably with conferences following similar processes as that envisioned for this conference, including the process of selection of speakers through abstract competitions 15 points: Criterion 3: Cost Reasonable costs detailed. 10 points: Criterion 4: General Completeness Overall impression TOTAL 100 points The submitted proposals must achieve a passing mark of 60 to receive further consideration.

7 8. Proposal Logistics Deadline for the bid is 4:30 p.m. EST 19, April, Postmarks will be used as proof of date of submission. Proposals sent by fax will not be accepted. Late proposals will be returned unopened, via collect courier, to the Contractor. It is the intent of the Canadian Bioethics Society to select a short list and interview no more than three consultants. Bidders will be notified of an interview by 30, April, Interviews if required, will take place during first two weeks of May 2012 in Toronto, Ontario. Travel expenses for interviews will not be paid by CBS. For out-of-town bidders, interviews via conference call will be accommodated. Interviewees will be notified of decision by day, month, Respondents should submit 2 copies of their proposals to the following: Ms. Lydia Riddell 561 Rocky Ridge Bay NW Calgary, Alberta T3G 4E7 Phone: (403) lydia.riddell@bioethics.ca Additional information can be obtained by contacting Ms. Sue MacRae: Tel: president@bioethics.ca

8 Appendix A TERMS OF ENGAGEMENT 1. Acceptance of the Proposal The Canadian Bioethics Society reserves the right to refuse any proposal. The RFP should not be construed as a contract to purchase services. The CBS shall not be obligated in any manner until a written agreement relating to an approved proposal has been duly executed. 2. Proposal Revisions Proposal revisions must be received prior to the RFP submission/closing date and time. 3. Financing of Proposals The CBS will not pay the cost associated with preparing and submitting proposals. CBS will not pay for travel or teleconference costs for those proponents invited to the interview. 4. Acceptance of RFP Conditions Receipt of proposal offer will be considered acceptance of the RFP terms and conditions by the proponent, and will be incorporated in the proponent's proposal. 5. Subcontracting Subcontracting is allowed as a condition of the anticipated contract for service. When allowed, proposed subcontractors must be listed. Joint proposal submissions must indicate which proponent has overall responsibility for project management. 6. Project Contract The CBS will contract with the team leader from the successful team. The team leader will assume all responsibility for the team. 7. Negotiation Delay If a written contract cannot be concluded within fifteen days of notification to the designated proponent, The CBS may, in its sole discretion, terminate negotiations with that proponent and either negotiate a contract with another proponent of its choice or choose to terminate the RFP process and not enter into a contract with any of the proponents. 8. Proposals as Part of Contract Proposals may be negotiated with proponents and, if accepted, may form part of any contract awarded. 9. Media Interviews

9 Under no circumstances will any employee or representative of the Contractor consent to provide any media interviews respecting the Agreement of Service without specific written permission from the CBS. 10. Assignments and Subcontracting Contractor shall not assign this Agreement in whole or part without the prior written consent of the CBS and any assignment made without that consent is void and of no effect. 11. Default The following constitutes Events of Default: 11.1 Contractor becomes bankrupt or insolvent or is placed in receivership or takes the benefit of any statute relating to bankrupt or insolvent debtors; 11.2 An order is made or resolution is passed for the winding up of Contractor, or Contractor is dissolved; 11.3 Contractor is in breach of the performance of, or compliance with, any term, condition or obligation on Contractor's part to be observed or performed, CBS had notified Contractor in writing of such breach, and Contractor has not remedied such breach within a reasonable time subsequent to the written notification; 11.4 Contractor has submitted false or misleading information to the CBS, in the opinion of the CBS acting reasonably or Contractor has failed to make satisfactory progress in carrying out the project If an Event of Default occurs, the CBS may avail itself of the following remedy: (a) Immediate termination of this Agreement. Upon termination, The CBS shall cease to have any obligation to make further payment of the eligible costs of the Project, with the exception of amounts owing on project deliverables or activities completed. 12. Non-Waiver It is understood and agreed that either party may waive any provision of this Agreement intended for such party's sole benefit, but it is further agreed that any waiver of the performance of any condition by the other party shall not constitute a continuing waiver of any other or subsequent default, but shall include only the particular breach or default so waived. The Canadian Bioethics Society reserves the right to modify the conditions of the RFP, at any time up to the closing date and time. All registered recipients of the RFP documents will receive the amendments. Please register with Lydia Riddell using the above contact information.