TORONTO 2015 Pan Am/Parapan Am Games RFP Workshop Hosted by Toronto 2015 Pan Am / Parapan Am Games Organizing Committee (TO2015) CIBC Ministry of Economic Development, Trade and Employment / Ministry of Research and Innovation TM Trademarks of the Toronto Organizing Committee for the 2015 Pan American and Parapan American Games.
Agenda 2 Welcome Overview of the TORONTO 2015 Pan Am/Parapan Am Games Business opportunities RFP response writing RFP partnership and networking opportunities Group discussion Closing remarks
Section 1 Overview of the TORONTO 2015 Pan Am / Parapan Am Games
A World-Class Event 4 Third largest international multi-sport Games after Olympic Summer Games and Asian Games Largest multi-sport event Canada has ever hosted Pan American Games: July 10 26 Parapan American Games: August 7 15
By the Numbers 5 41 Pan American countries and Territories Organizing Committee 450+ staff 10,000 athletes, coaches and officials 40+ venues 51 sports Up to 20,000 volunteers TO2015 Organizing Committee Budget of $1.4 billion
Games Legacy 6 Economic Jobs, tourism and business Infrastructure Sport and redevelopment Social Volunteers Accessibility Diversity
TO2015 Organizing Committee Budget Breakdown 7 Investment: $1.4B $700M capital Infrastructure Ontario Municipalities TO2015 $700M operating TO2015 Procurement opportunities = $300+M
Broader Public Sector 8 TO2015 falls under Ontario s BPS effective 2012 Follow Ontario s procurement directives Processes focused on: Fairness and transparency Optimizing value for money Our buying criteria will include the following: Total cost of ownership Availability of goods and services Quality Innovative solution Capabilities and experience Diversity Company financial strength
Section 2 Business Opportunities
Procurement Process Thresholds 10
Get Involved! 11 TO2015 website toronto2015.org Current listing of MERX tenders Register your business Sponsorship opportunities Volunteer opportunities MERX website www.merx.com
Procurement Timeline Major Purchases 12 FF&E (Furniture / Fixture / Equipment) Village Food Service (Catering) Housekeeping (Village) Temporary Power February 2014 March 2014 April 2014 Village Kitchen Bus Fleet Trailers and Storage Village Furniture (Beds / Drawer / Soft Goods) Tents
Procurement Timeline Major Purchases 13 Reprographics Portable Toilets Flagpoles Branded Look of the Games Signage, Graphics, Banners, etc. Video Display / Scoreboards May 2014 June 2014 Summer 2014 December 2014 Medical Equipment and Services (MRI / X-ray / Physiotherapy) Sport Equipment Fencing Temporary Seating/Scaffolding
Procurement Strategy 14 Sourcing focus local (GGH), provincial, national, international Supplier diversity SMEs (small-medium sized enterprises) 51% owned and controlled by: Aboriginal peoples Women Visible minorities Individuals with disabilities LGBT community Partnerships encourage partnerships between small diverse businesses and large enterprise (legacy benefits) Other Int l Pan American Countries Canada Ontario Toronto and GGH
TO2015 s Supplier Diversity and Geographic Spend As of Jan. 31/14 15 Diverse suppliers used 181 22% of supply base Total diverse spend $5M 15% of all supplier spend Diverse Classification # of Suppliers Spend Women-owned 104 $4.4M Visible Minority-owned 59 $0.56M Aboriginal-owned 11 $0.08M Persons with disabilities owned 5 $0.01M LGBT-owned 2 <$0.01M Region Spend % of Total Spend GGH $23.8M 70% Ontario $0.6M 2% Canada $9M 26% PASO/Int l $0.7 2%
Section 3 RFP Response Writing
Understanding the Elements 17 RFI Request for information RFP Q Request for pre-qualification RFQ Request for quotation RFP Request for proposal
Preparing your Response 18 Read and clarify Analyze what detail is required Understand mandatory requirements Intent to bid, deadlines and dates Time to respond The difference you make
Sample RFP question 19 Describe briefly the qualifications/skill sets, areas of expertise, level of expertise, and authority to resolve staffing, equipment and service challenges.
Sample RFP Response 20 How not to answer: Please refer to the answer in Question # 8 which provides a detailed summary.
Sample RFP Response 21 How not to answer: The existing account management team dedicated to supporting your organization currently will remain intact.
Sample RFP Response 22 We place a key focus on client service excellence. All team members will be dedicated resources with appropriate cross-training for back-up support to cover off illness and holidays. Below are the key individuals that form our account management structure. Account Director Reports directly to the President and is responsible for overall project governance, establishing SLA reporting, making process improvement recommendations and leading project debrief sessions. The Account Director is the primary escalation point for internal team members and the client. Key areas of expertise include: Account Manager Reports to VP Operations and is responsible for the day-to-day management of the account once project implementation is complete. The account manager is responsible for reviewing and distributing the SLA report, conducting regular client review meetings and making process improvement recommendations. Any client inquiries that cannot be answered by the Account Manager are assigned to the appropriate client service team member for response. Complaint Escalation and Resolution Process the primary escalation point is the Project Manager during a project cycle and the Account Director or Account Manager at any time. These individuals have full authority to resolve all issues including staffing, equipment and service challenges.
Section 4 RFP Response Partnering
Partnering on TO2015 Business Opportunities 24 Why partner with others? The opportunity is larger than you have capacity for The sum of your individual capabilities creates stronger value for the client Geographic presence the TORONTO 2015 Pan Am / Parapan Am Games footprint is extensive Partners bring the diversity component that you may be missing Partners bring environmental sustainability experience Note: Responding to TO2015 business opportunities as partners and the structure of the partnership is the sole choice of the participating businesses.
Partnership Models 25 Primary - secondary (tier 1 / tier 2) The larger company plays a lead role as the smaller company fills a niche role. Example 1: CIBC Pan Am / Parapan Athletes Village catering provider (tier 1) requires a diverse caterer (tier 2) to supply Caribbean cuisine for 10 days. Example 2: TO2015 Primary bus provider (tier 1) requires to subcontract regional buses and drivers (tier 2) to service non-gta based venues (Minden, Oro- Medonte).
Partnership Models 26 Peer - Peer Businesses of equal size partner to respond to a TO2015 RFP. Each business fills a certain portion of the requirements, with one taking the contract lead or both forming a joint venture. Example 1: Company A and Company B team to respond to TO2015 s Broadcast RFP. Company A provides host broadcast services (Video production) while Company B provides domestic broadcast viewing (TV broadcast). Company A represents the larger portion of the contract and therefore decides to be contract lead. Example 2: A florist partners with a gifts business to provide floral bouquets for the TORONTO 2015 medal ceremonies. They form a JV (partnership) for this contract.
Supplier Partnerships 27 Developing your partnership proposal All TO2015 RFP s will include diversity requirements. Create an opportunity for the non-diverse lead proponent to satisfy their diversity requirements through a partnership or sub-contract. Create a win-win scenario. Ensure that there is value and a need in your proposal (i.e. research TO2015). Budget if posted online. Toronto 2015 Bid Book (website). Similar Summer Games. Propose the solution that you are ready to fulfil (demonstrated experience).
Supplier Partnerships 28 Who can you partner with? Foreign companies requiring local knowledge, labour or expertise Domestic companies looking for supply chain diversity, local knowledge or expertise Where to find your business partner? Market research. Your business organization (Board of Trade, Chamber of Commerce, Diversity Organization). Your financial institution. MERX list of companies that are looking at TO2015 opportunity
Supplier Partnerships 29 Screenshot of MERX supplier list for a particular RFP
Supplier Partnerships 30 What form can partnerships Take? Formal (legal) Joint ventures partnerships Informal Letter agreements, memorandum of understanding (MOU) Handshakes and/or oral agreement Co-bidding on an RFP with one taking the lead. Sub-contracting, a part of the supply chain.
Supplier Partnerships 31 Identifying spend categories that fit a partnering model
Supplier Partnerships 32 Group networking exercise #1 Form teams of 6. Select a TO2015 business opportunity from the listing provided. Explain the opportunity for a partnership proposal, including: What roles will all partners provide? What value does this provide to the buyer (TO2015)? Five minutes to complete exercise 30 seconds to present to room.
Thank You!