R.F.P. Assembly of First Nations Health & Social Development Secretariat National First Nations Health Policy Forum tentatively to be held November 7-9, 2011. Table of Contents 1. Contacts and Procedures 2. Request for Proposal 3. Evaluation 2.1 Purpose 2.2 Key Outcomes 2.3 Selection Criteria 2.4 Format & Context 3.1 Preference 4. Scope of Work & Business Requirements 5. Conditions 4.1 Planning 4.2 Sponsors & Speakers 4.3 Event Promotion 4.4 Event Planning & Logistics 4.5 Facilities 4.6 On-site Management 5.1 Intellectual Property 1
Assembly of First Nations Health & Social Development Secretariat National First Nations Health Policy Forum tentatively to be held November 7-9, 2011. 1. Contacts and Procedures Interested Contractors (Event Management) are requested to submit their interest in responding to this proposal as soon as possible, but no later than May 27, 2011 to the Assembly of First Nations (AFN) Health and Social Secretariat, by confirming via electronic mail that they have received the Request for Proposal (RFP) documents and that they intend to submit a proposal by the deadline specified. In the e-mail, please state the name of the prime contractor and provide contact details for any future correspondence in relation to this RFP. ASSEMBLY OF FIRST NATIONS (AFN) CONTACT: Tamara Kerr Policy Analyst Health and Social Secretariat Assembly of First Nations 473 Albert Street, Suite 900 Ottawa ON K1R 5BR Tel. 613-241-6789 ext. 301 E-mail: tkerr@afn.ca Website: www.afn.ca Please submit a clearly marked electronic copy of the proposal document in English with AFN First Nations Health Policy Forum Event Management clearly marked in the subject line. A signed paper copy should be sent by mail/courier and received by the AFN at the address listed above no later than 5 days after the closing date. The successful Vendor would need to be available to start work as of 31st of May 2011. Proposals submitted by any other method or beyond the specified deadline will be rejected. In addition, if the envelope or parcel is not sealed and marked as indicated, the AFN cannot assume any responsibility for the proposal s misplacement or unauthorized opening. 2
At any time prior to the closing date for receipt of proposals, the AFN for any reason may modify the RFP. All contractors who have submitted their intent to submit a proposal will be notified in writing of these amendments and any possible related extension of the closing date for the proposal. The AFN reserves the right to obtain clarification of any point in a proposal or to obtain additional information necessary to properly evaluate a particular offer at any time during the RFP process. Failure of a bidder to respond to such a request within the specified time may result in rejection of a proposal. 2. Request for Proposal This is a RFP to select a consultant or consulting team to plan and manage the AFN National First Nations Health Policy Forum, tentatively to be held November 7-9, 2011. RFP s must include a copy of a proposal/budget. The Forum will engage First Nations in discussion through holistic plenary and workshops within key areas/challenges that confront First Nations health. It is understood that the AFN will be engaged in the process of planning for this forum. The AFN envisions the AFN National First Nations Health Policy Forum to provide First Nations with opportunity to network, discuss, and recommend positive actions to address topics in the area of health issues. This Forum will also discuss and add to the AFN First Nations Health Plan. 2.1 THE OVERALL PURPOSE OF THE FORUM IS TO PROVIDE: a. Opportunity for discussion through holistically delivered workshops within areas of concern to First Nations Health Policy; b. Opportunity to foster a national unified direction on the First Nations Health Plan; and c. Awareness of First Nations priorities to the First Nations Leadership Action Plan. 2.2 THE KEY OUTCOMES OF THE FORUM WILL INCLUDE: d. A Report that will be presented at the 2011 Special Chiefs Assembly and made available through the AFN website; e. A First Nations Health Plan on addressing issues that confront First Nations and governance; and f. Established networks between First Nations, Organizations and Government Initiatives. Contractors are solely responsible for their own expenses in preparing and submitting a proposal in response to this RFP. This would include any costs incurred during functional demonstrations and subsequent meetings and negotiations. 2.3 SELECTION CRITERIA FOR CONTRACTOR a. Proven capabilities and experience in developing and delivering event management and planning strategies; b. Experience with First Nation issues relevant to: o Knowledge & experience in public and private sector resources and working with First Nation organizations; 3
o Sound understanding of issues relating to First Nations; o Demonstrated experience in conducting event report writing; c. Included Curriculum Vitae & three (3) references; and d. Provide a detailed work plan including activities, time line & budget and a writing sample of recent works related to the deliverables. The AFN reserves the right to choose the firm/consultant that best meets the requirements, as described above, without incurring any obligation to any other bidders having responded to this request for proposals. The person responsible for the contract reserves the right to accept any proposal without negotiating with the bidder. It is the responsibility of the bidder to obtain all information on the project before bidding. 2.4 FORMAT AND CONTENT An Executive Summary of no more than two pages must be provided which describes the manner in which the Vendor proposes to meet the AFN requirements, and clearly and concisely states the major elements of the proposal. In addition to the Executive Summary, the proposals should include the following: a. A design/plan for executing the event, which will include the proposed approach to the event management, timeline, critical milestones, dependencies, lines of communication etc. b. Experience in similar events and track record, including managing events at the First Nations community or national level. c. Staffing capacity to undertake the current project. d. Vendor/Partner presence in the target areas. e. Technical and financial background of the Vendor company(ies). f. Statement of conflict of interest, if any. A budget must be attached to the proposal. Please break down the budget in 3 categories and expanded as necessary: 1. Personnel costs; 2. Overhead/Administration; and 3. Detailed breakdown of all costs associated with the Event Management services. This to include sections on: transport, accommodation, venue, security, licensing and any other category that the Vendor proposes. 3. Evaluation The evaluation of the proposals will be carried out by the AFN on the basis of the criteria specified above. There is no obligation by the AFN to reveal, or discuss with any Vendor how a proposal was assessed, or to provide any other information relative to the evaluation process. 4
Vendors whose proposals are not selected will be notified in writing, and shall have no claim for any kind of compensation. The AFN reserves the right to: a. Award the Contract on the basis of the Organizations particular objectives. b. Award the Contract to a Vendor of its choice, even if its bid is not the lowest. c. Award separate Contracts for parts of the work, components or items, to one or more Vendors. d. Not award any Contract at all. The AFN also reserves the right to negotiate the terms of the proposal(s) made by one or more Vendors of its choice, including but not limited to negotiation of the price quoted in such Proposal(s) and/or the deletion of certain parts of the work, components or items call under this RFP. 3.1 PREFERENCE Within the scope and meaning of appropriate Canadian Human Rights legislation, Bidders whom are Aboriginal owned businesses are encouraged to apply and will receive preferential consideration. 4. Scope of Work & Business Requirement The AFN will require the event management vendor to manage the following aspects of the event: 4.1 Planning o Destination Selection: Work with the AFN to provide budget estimates and updates on the Ottawa Convention Centre. o Pre-Event Schedule: Create project schedule with deadline and key milestones for the event. o Theme: Provide options for conference theme that will be incorporated in all promotions, printed materials, and on-site signage. o Budget: Manage overall budget throughout the pre-event planning. o Conference Schedule: Work with the AFN s internal staff to create daily schedule of keynotes, seminars and speakers. o Management of Vendors: Contact and confirm Vendors for the Forum and provide updates on communication with the AFN. 4.2 Sponsors & Speakers o Sponsors: Contact and confirm sponsors for the conference at various sponsorship levels. The AFN will assist in providing a list of previous sponsors. Communicate with sponsors on their requirements, deadlines, and deliverables. o Speakers: Work with the AFN to identify and confirm speakers for the conference, including internal staff, external speakers (keynotes, partners, potential customers). Communicate with speakers on their requirements, deadlines, deliverables, and ensure adequate preparation. 5
o Booths: Identify booth set-up requirements for sponsor s exhibits. o Speaker Evaluation: Create and deliver process for delegates to provide evaluation on speakers. 4.3 Event Promotions o Promotion: The AFN s internal staff will coordinate e-mail and other marketing to promote the event to partners and customers. o Registration: The AFN will provide registration opportunity for delegates and provide updates to event management. Vendor will be required to create name badges. o Promotional Materials: Provide options for and manage production of all event promo giveaways. o Conference Materials: The AFN s staff will provide guidance on materials required (printed and digital). Event management vendor will be required to produce and prepare materials for distribution. 4.4 Event Plan and Logistics o Meals: Manage and order all meals for the duration of the conference. o Network Reception: Manage production of network reception dinner including agenda, meals, and entertainment. o On-site signage: Create all on-site signage including schedules, registration area, dinner, session rooms. o Audio-visual: Work with AV contractor/hotel for all audio/visual requirements. o Photography: Coordinate photography of the conference including delegates, speakers, and dinner. o Staff Coordination: Manage communications with staff involved with the event including marketing/sales/customer service staff and speakers. o Media Relations: The AFN will coordinate media relations and PR related to the Forum through the AFN Communications department. 4.5 Facilities o Conference Facility: Assist in selection of conference location. Manage all required space, meals and audio/visuals. o Accommodations: Ensure hotel rooms and block discounts for delegates with online and phone booking options. o Welcome packages: Provide packages for delegates and sponsors. 4.6 On-Site Management o Registration: The AFN will coordinate registration with the Vendor who provides signin, name badges, and distribution of promotion and conference materials. o Daytime & Eventing events: Be on-site to manage logistics with hotel staff to ensure a smooth event. 5. Conditions Payment will be made against presentation of an invoice for each deliverable and subject to the AFNs acceptance of each such deliverable. Any payments by the AFN to the Contractor shall reflect any tax exemptions to which the AFN is entitled. 6
The AFN shall have the right to cancel the Contract (in addition to other rights, such as the right to claim damages): 1. At will with provision of thirty (30) days prior notice in writing; 2. In the event the Contractor fails to begin work on the date agreed, or to implement the work in accordance with the terms of the contract; or 3. In the event the progress of work is such that it becomes obvious that the obligations undertaken by the Contractor and, in particular, the time of fulfilment, will not be respected. 4. The AFN shall be entitled to terminate the contract (or part thereof), in writing, with immediate effect (in addition to other rights, such as the right to claim damages), if, other than as provided in the paragraph above, the Contractor is: a. In breach of any of his material obligation under the Contract and fails to correct such breach within a period of thirty (30) days after having received a written notification to that effect from the AFN; or b. Adjudicated bankrupt or formally seeks relief of his financial obligations. 5.1 INTELLECTUAL PROPERTY The AFN has determined that any intellectual property arising from the performance of the work under this RFP shall remain the property of the AFN, based upon the OCAP research principles. For any additional information please contact Tamara Kerr (613) 241-6789 ext. 301 or by email at tkerr@afn.ca 7