Request for Proposal (RFP) Event Management Services. For. Project Management Institute Ottawa Valley Outaouais Chapter (PMI OVOC)

Transcription

1 Request for Proposal (RFP) Event Management Services For Project Management Institute Ottawa Valley Outaouais Chapter (PMI OVOC) Project Management Institute Ottawa Valley Outaouais Chapter Page 1

2 SECTION I Overview The Project Management Institute - Ottawa Valley Outaouais Chapter (PMI OVOC) is issuing this request for Proposals (RFP) to firms or individuals interested in providing Event Management services to our organization. OVOC is a chartered Chapter of the Project Management Institute (PMI) and governed by its bylaws and the Canada Not-For-Profit Corporations Act. It is a non-profit, professional organization dedicated to promoting Project Management to organizations and individuals in the Ottawa Valley Outaouais region. PMI OVOC seeks a partner to act as an Event Planner for event registration and planning for PMI OVOC. PMI OVOC holds up to 26 events each year which include: PMP Exam Preparation seminars, Saturday morning seminars, Breakfast, Lunch seminars and Special events as identified, from time to time, by the PMI OVOC Programs Director and/or PMI OVOC Board Delegate(s). The Event Planner is responsible for the PMP Preparation Seminars which are held approximately 3 times per year, and the Saturday morning seminars which are held monthly September through to June. The Event Planner may also be requested to assist in the planning and registration for Special Events as well as the monthly Breakfasts and Lunches. Key PMI OVOC stakeholders include the Board of Directors (BoD) (10-14 directors), volunteers (approx. 100 active), support staff/contractor (2-3) and the chapter membership (2000+). Specific stakeholders who are allowed to make event requests to the Event Planner are restricted to the Board of Directors and/or their delegated volunteers. The Event Planner will be expected to work with PMI OVOC volunteers who have been assigned to assist in the delivery of an event. The contract period will be for the period of one year with the option of renewal on a 6 month basis for a maximum period of one additional year. The successful contractor will need to focus on quality service, PMI OVOC branding, timely delivery of service, and maintaining the high standards set and expected by the membership of PMI OVOC. Project Management Institute Ottawa Valley Outaouais Chapter Page 2

3 SECTION II Scope of Work Reporting to the PMI OVOC Board Secretary to the Board or delegate ( Reporting Director ), the scope of work includes the following activities. While work may not be limited to this explicit list, activities will be of a similar nature to the following: 1. Register events electronically through Proteon (or other event management software as appropriate), which may be determined by the PMI OVOC from time to time; 2. Select event venue from approved list, provide Board Member with results from quotes, book venue and chose menu 3. Arrange for delivery or pick up of audio and video equipment 4. Consult with conference centre facilities manager(s) to provide information and arrange for food; confirm participant numbers, and facilities setup; 5. Create and collate completed participant sign-in sheets for each event 6. Arrange for printing and delivery of Project Management Professional (PMP) certification training manuals and practice exam questionnaires for PMP Preparation Seminars 7. Prepare course certificates for the PMP Preparation Seminars 8. Acts at the PMP Prep course coordinator, scheduling the instructors and negotiating changes 9. Attend event to liaise with venue staff and perform on site registrations 10. Submit an event closeout report to the Secretary of PMI OVOC, at the end of each event 11. Provide all files related to each event managed to the Secretariat of PMI OVOC, for storage and audit purposes. The files shall include a full record of all financial transactions made together with registration details and cross references to Proteon and PayPal or equivalent website and pay management framework 12. Keep the PMI OVOC representative informed at all times of event status and issues 13. The Contractor may be requested to assist the Secretariat, from time to time 14. Report directly to and meet on a biweekly basis (telecom or in person) with the Secretary to the Board to align deliverables and ensure feedback and actions are taken to meet Chapter needs 15. Provide detailed timesheets at the middle and end of each month 16. Resolve any member or Board conflict through the BOD Secretary 17. Specific workload on each portfolio is to be agreed with the applicable Board Member in advance of the event. Project Management Institute Ottawa Valley Outaouais Chapter Page 3

4 Mandatory SECTION III Bidder Qualifications 1. The Bidder will be expected to provide adequate staffing over the duration of the entire contract period. If the Contractor is unavailable, they will provide a substitute for Secretary to the Board approval. Upon acceptance of the substitute by the Secretary to the Board, the duties of the contractor may be conducted by the approved substitute. 2. The Bidder shall have their own equipment (e.g. laptop computer, printer, telecom) and facilities from which the services described in the bid specifications will be performed. The Bidder s equipment will have current software security protection. 3. The Bidder shall provide a maximum of three client references (with current phone numbers, addresses and the name of an appropriate contact person) for whom the bidder performed a similar set of services of a similar scope within the past four years. These services must have been provided for a minimum of six months per client. 4. The Bidder is required to have: a. 5 years of experience in event planning b. 5 years of experience in contract negotiation c. 5 years of experience working with non Profit organizations d. Experience with event registration tools e. Experience with Pay Pal payment entry and issue resolution f. 5 years of experience in using Microsoft Office Word, Excel, PowerPoint g. Strong written and verbal communication skills h. Proven Customer Service orientation skills 5. Highly Desired a. Experience using Proteon web portal is a strong asset; b. Knowledge/experience with Project Management and the Project Management Institute; c. Experience in managing an event with > 100 attendees; d. Demonstrate an ability to track costing and registration updates in a timely fashion for board directors; e. Demonstrate two incidents where client member conflict has been resolved through effective mitigation; Project Management Institute Ottawa Valley Outaouais Chapter Page 4

5 SECTION IV - General Conditions and Stipulations 1. The contract period will be for the period of one year with the option to renew on a 6 month basis for a maximum period of one additional year. 2. It is expected that the Bidder will cover all labor, tools, accommodation, equipment and materials to provide the services listed above. It is expected that the successful contractor will use the present PMI OVOC registration system (Proteon) and related financial payment system (PayPal) as applicable. Any change in these two systems may result in a re-negotiation of the contract if specified by either party within 10 business days of written notice of such change. 3. The Bidder will be expected to sign a confidentiality agreement with PMI OVOC. The main purpose of the confidentiality agreement will be to protect member information. Such information must be closely guarded to respect member privacy and applicable laws. 4. A maximum fee cap of $29,000/per year will be set on this contract. No additional fees may be applied above this limit without consent from the Reporting Director. Time sheets with workload allocation per portfolio are to be submitted to the secretary for approval on a twice a month basis. 5. The position will be required to meet with the Secretary on a quarterly basis to assess performance and feedback on the events and member support. Contract termination may be invoked if inadequate support is determined. Project Management Institute Ottawa Valley Outaouais Chapter Page 5

6 SECTION VII - To Apply Interested Bidders are to provide PMI OVOC with a thorough proposal using the following guidelines: Proposal should be typed and should contain no more than 6 typed pages A cover letter, not to exceed two pages in length, should summarize key elements of the proposal A summary of the Bidders demonstrated capability, including length of time that the Bidder s firm has provided the services being requested in this Request for Proposal Price quoted is to be based hourly rate of service Please submit your proposals no later than 15 October 2013 at 5:00pm EST to linda.norton@pmiovoc.org. Please include: "RFP: Event Planner Services as the subject of the . PMI OVOC reserves the right to accept or reject any or all proposals and to waive formalities and select the Bidder that best meets the needs of PMI OVOC. PMI OVOC is not obligated to award the contract based on price alone or any other single factor. PMI OVOC will not be liable nor reimburse any applicant for the costs they incur to prepare their proposals. This RFP does not guarantee or commit PMI OVOC to proceeding with the above described work. Fee and Award of Contract The bid submission shall meet all mandatory criteria and the highest rated score will determine the bid winner. Scoring assessment will be led by the Secretary and supported by BODs from PMI OVOC. The Bidder should be explicit in listing and describing the cost of fees and services or items not covered in the proposal fee amount. Proposal fee should be broken down to include major fee categories. (e.g. bid to support X events and an hourly rate to support administrative functions) Upon selection, final contract amount will be subject to negotiation to finalize exact scope of services, as necessary, to be provided and final contract fee amount, and a contract outlining all relevant terms shall be executed by both parties. Selection does not guarantee award of the contract. An evaluation system will be used to determine nonperformance and reasons for contract termination. All inquiries concerning the RFP should submit question(s) electronically to linda.norton@pmiovoc.org. Please include in the subject line Questions: RFP Event Planner Services. The deadline for requesting RFP clarification is seven (7) days prior to the due date for proposals. Project Management Institute Ottawa Valley Outaouais Chapter Page 6