1. Intrductin REQUEST FOR PROPOSAL #015-8201 Ticketing Agent The 26th editin f the Canada Games will be hsted in the City f Winnipeg frm July 28 t August 13, 2017. Featuring 16 sprts and a majr cultural festival, the Games will be ne f the largest events in Winnipeg s histry and its first Canada Games. The Canada Games are nw this cuntry s largest multi-sprt cmpetitin fr yung athletes. Held every tw years, alternating between summer and winter, they are a key event in the develpment f Canada s yung athletes. Mre than 4,000 are expected t cmpete in Winnipeg in 2017, alng with mre than 400 media and bradcasters, 500 VIPs, 500 fficials, and thusands f visitrs. The Games ffer a unique pprtunity t the city and the prvince, given that the 2017 event will mark the 50th anniversary f the first Canada Games held in Quebec City in 1967 but als this cuntry s 150th birthday. It s a chance t celebrate the histry f the Games and ur cuntry while shwcasing this regin as a fine place t live, wrk, and play. This prpsal is being issued by 2017 Canada Games Hst Sciety which is headquartered in Winnipeg. 2. Request fr Prpsals The 2017 Canada Summer Games Hst Sciety Inc. is requesting prpsals frm ticketing agents t prvide all aspects f the ticket sales cycle fr the 2017 Canada Summer Games being held in the summer f 2017. 3. Services t Be Prvided and Time Services will be carried ut between Octber 2016 t August 2017. It is ur intent t have the ticket sales start in Octber 2016, fllwed by varius ther n-sale dates and times.
4. Scpe f Wrk The selected ticketing agent will prvide the fllwing: Ticket Reservatin and Distributin System Prvide n-site bx ffice (service and staff) during games at 12 sprt venues. As requested by custmer, print and delivery f tickets via Canada Pst r curier f tickets. Be respnsible fr advance sale f gld package pass, weekly passes (sprt pass) and daily passes (medal and nn medal) Printing f all tickets t include gld package pass, weekly passes (sprt pass) and daily passes (medal and nn medal). Tickets will be printed n regular spitter style f ticket stck by ticketing agent Supply a file in Excel r CSV frmat t a third party printer that will print sme f the passes required Prvide established ticket sales channels, including nline sales (Internet), charge by phne via tll free number and in persn sales and pickup Prvide a secure envirnment fr payment using a credit r debit card Ticketing system t use barcde fr authenticatin and access cntrl. Cnsultatin n ticket release schedule Cnsultatin n available ticket packages Ensure tickets and ticket agency (bx ffice staff) is represented in bth fficial languages, English and French On-Line Reprting Direct Hst Access On-line reprting. The agency will prvide inventry management and revenue cllectin f event sales up t and during the Games, including: Advance ticket sales verview Breakdwn n the number f weekly passes, medal rund games, Games Time Ticketing sales and inventry management during the Games Financial and Reprting Prcedures 2
The individual r grup will adhere t the fllwing financial and reprting prcedures Budget update Ticket sales and mnthly cash depsited t accunt Infrmatin n audit trail prcess Taxatin reprting prcess Cash management and reprt prcess Final Reprt will be due n r befre September 1, 2017 and will include: Final ticket sales verview An evaluatin f final prduct and prcedures versus initial plans Revenue reprt This list is nt intended t be all-inclusive. 5. Ticketing Infrmatin Ticketing services is required fr ten (10) different sprting events being held in twelve (12) venues. All sprt events are general admissin Each sprting event will require a ticket r a pass fr entry. Sme sprts ccur in different venues n the same day, therefre the ticket r pass fr these sprts must allw entry/exit fr the entire day. Passes sld such as the Gld package and sprt week passes that will include a number f events that are assciated t thse passes There will als be a number f individual events that will be sld Sme f the venues are remte and may nt have permanent internet cnnectivity which may pse sme unique challenges in regards t access cntrl, POS terminals, and barcde scanning. Types f tickets/passes Gld package includes the Open and Clsing Ceremnies plus the fllwing sprting events; Baseball, Basketball, Sccer, Sftball, Beach Vlleyball, Indr Vlleyball, and Wrestling Sprt Pass week ne includes Baseball, Basketball, Sccer (Wmen), Sftball (Men) and Beach Vlleyball 3
Sprt Pass week tw includes Sccer (Men), Sftball (Wmen), Indr Vlleyball, and Wrestling Single sprt day pass includes individual sprt sld as a Day pass allwing entry/exit all day lng. Sme sprting events will include multiple venues Single sprt medal day pass includes individual sprt medal day sld as a pass allwing entry/exit fr that day. Each team sprt medal rund game will be sld separately See attached Appendix A fr mre detail n ticketing infrmatin/requirements Nte: There are three (3) venues that are nt part f the RFP as the ticketing services are bund by venue cntract. These venues are MTS Centre - Opening Ceremnies, Investrs Grup Field Clsing Ceremnies, and Shaw Park Baseball. The Hst Sciety will supply a secure bx ffice structure with pwer and Internet cnnectivity at each venue. Once the Hst Sciety has finalized its plan, it will lk t launch ticket sales in Octber 2016. 5. Submissin Guidelines Time and Date Set fr the Final Receipt f Prpsals Prpsals shuld be submitted via email in PDF frmat t pbradics@2017canadagames.ca n later than 2:00 p.m. CST n Friday July 15 th, 2016. All questins in reference t this RFP shuld be directed t: Pat Bradics Prcurement Officer 2017 Canada Summer Games Hst Sciety 204.594.4256 pbradics@2017canadagames.ca 6. Prpsal Submissin A cmprehensive submissin must include the fllwing: 1. Cmpany/Organizatin 4
Descriptin f the firm and its expertise in management, cnsultatin and distributin f tickets. Descriptin f the firm s capability t meet the marketing, retail, distributin and financial capacity requirements t deliver ticket prgram including distributin, cnsultatin and reprts. 2. Ticket Reservatin System Identify and describe the ticketing platfrm t be prvided Prven methd(s) f purchasing tickets Ability t wrk within the Hst Sciety s established prtcl, plicies and prcedures, with respect t reprting sales and finances Ability t prvide services in bth fficial languages f Canada French and English 3. Ticket Distributin System Prven and reliable methd t distribute tickets in a timely and efficient manner Established lcatin fr in-persn ticket purchase & pick up 4. Envirnmental Practices Please prvide infrmatin with regards t initiatives yu undertake t prmte envirnmental and sustainable prcesses such as; maximize recyclability and use recycled cntent; reduce waste; cnserve natural resurces; materials and energy; increase durability; reduce txicity and minimize packaging 5. Capability Other Services Describe what services are included and what services will be additinal charges. Prvide an utline f any innvative cncepts that can help t prmte the Games and maximize ticket sales 6. Experience: Accunt Team Wh will be invlved in the prject and what rle will they play. Describe the majr Games / Event experience f the Accunt Team. 7. Experience: Past Clients Prvide tw past clients wh have used yur services and prvide a brief descriptin f the ticket services prvided t these clients 5
List similar events which have used r are using the ticketing system 8. Pricing Pricing per element in Appendix B using table attached Bx ffice staffing csts Any additinal fees and disbursements t be charged (if applicable) ie: Equipment csts If applicable, GST & PST amunts shuld be listed separately Currency quted n bid All csts incurred fr preparatin f Prpsals submitted by Bidder are at the cst f the Bidder. 7. Cntributin r Cnsideratin fr Spnsrship Rights The 2017 Canada Summer Games is an incrprated nn-prfit rganizatin. Prpnents/ Bidders may prvide, at their ptin, t the Hst Sciety, a specified amunt f cntributin in cnsideratin f the Hst Sciety granting the successful Bidder the rights assciated with the 2017 Canada Summer Games Spnsrship Prgram. The cntributins may be in the frm f cash payments, in-kind supply r equipment, legacy ptins and/r labur; r ther alternatives deemed as acceptable slely by the Hst Sciety. Cnsideratin fr spnsrship rights shuld be included in bid respnse and identified as fllws: Cash Discunt t Base Price Submitted $ % r $ Other (i.e. Legacy, In-kind), as detailed hereunder: 6
8. Evaluatin Criteria The Evaluatin f each Prpsal will be based n the cntent f the submissin and applicants are advised t present their infrmatin clearly and cncisely. Scring, bids and award shall be cnfidential and will nt be disclsed t any f the applicants. The submissin f a Prpsal des nt necessarily mean that the applicant will be invited t prvide the gds cvered under this request. 2017 Canada Summer Games retains the right t decide, at its sle discretin, which applicant shall be invited t prvide gds. Als we retain the right t nt award a cntract/po fr gds at ur sle discretin. The Hst Sciety reserves the right t evaluate and negtiate separately with all Bidders fr the base cst f any bid either separately r in cnjunctin with the cnsideratin ffered by the bidder in respect t the spnsrship rights 9. Clarificatin Prir t the Award we reserve the right t seek clarificatin frm ne, sme r all the Bidders shuld it be deemed necessary. T clarify this relates t infrmatin submitted by a Bidder in its submissin t this RFP nly. It des nt allw fr the additin f infrmatin that may have been mitted frm the RFP submissin. 7