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Southwest Ontario Tourism Corporation

REQUEST FOR PROPOSAL:

For a Conference Planner

OSW Tourism Conference 2018

RELEASE DATE:

August 3, 2017

DEADLINE SUBMISSION:

4 p.m., August 24, 2017

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Table of Contents

SUMMARY: .................................................................................................................................................... 3

BACKGROUND: .............................................................................................................................................. 3

CONFERENCE ATTENDEE PROFILE: ............................................................................................................... 3

SCOPE: ........................................................................................................................................................... 3

Deliverables: ............................................................................................................................................. 3

REQUIREMENTS ............................................................................................................................................ 5

1. Intention to submit proposal ............................................................................................................ 5

2. Communication and Clarification ..................................................................................................... 6

3. Submission Approach: ...................................................................................................................... 6

4. Milestones and Timelines ................................................................................................................. 6

5. Progress Reports: .............................................................................................................................. 7

6. Consultations: ................................................................................................................................... 7

7. Recognition: ...................................................................................................................................... 7

8. Bid Submission .................................................................................................................................. 7

Conference dates ...................................................................................................................................... 7

EVALUATION CRITERIA .................................................................................................................................. 7

REQUEST FOR PROPOSAL .............................................................................................................................. 8

1. Bid Submission Requirements .......................................................................................................... 8

2. Deadline for Question Submission .................................................................................................... 8

3. Closing Date and Time ...................................................................................................................... 8

4. Submission ........................................................................................................................................ 8

5. Period of Acceptance ........................................................................................................................ 8

FORM OF PROPOSAL ................................................................................................................................... 11

STATEMENT BY BIDDER .............................................................................................................................. 12

Appendix 1 .................................................................................................................................................. 13

Draft Conference Program ...................................................................................................................... 13

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SUMMARY: The Southwest Ontario Tourism Corporation (SWOTC) is the provincially mandated Regional Tourism Organization for Ontario’s Southwest. For more information about SWOTC please visit www.swotc.ca . SWOTC is seeking competitive proposals for conference planners to oversee the organizing of our annual tourism conference, working with and reporting to a host organizing committee.

BACKGROUND: Regional Tourism Organization 1 (RTO 1) was established in February 2011 pursuant to the

Ontario Ministry of Tourism, Culture and Sport’s request to create a not-for-profit, industry led,

collaboratively managed organization.

Regional Tourism Organizations (RTOs) were established in regions across Ontario to work

towards building a stronger, more competitive tourism industry. Each RTO is responsible for

working with tourism partners to enhance and grow tourism products, and for marketing

activities in the region.

For information about the role of RTOs and the objectives of the Ontario Ministry of Tourism,

Culture and Sport’s provincial RTO initiative, please visit:

http://www.mtc.gov.on.ca/en/regions/regions.shtml

CONFERENCE ATTENDEE PROFILE: Participants of the conference will include Destination Marketing/Management Organizations

(DMOs), tourism operators, local municipal staff and provincial government representatives. Our

Tourism Conference averages 210 registrations. We are anticipating 200 - 235 attendees in

2018 on March 20 & 21.

SCOPE:

Deliverables:

The project deliverables defined in this RFP are the minimum requirements for the execution of the Project. Should Bidders feel it is desirable to produce additional deliverables these should be described explicitly in the proposal as add-on options.

Reporting to SWOTC, the successful bidder will:

a) Registration Management

Test on-line registration from website to ensure effective operation

Prepare reports as required from database or excel spreadsheet provided by committee or on-line registration service

Develop and send confirmation packages to all registered delegates

Prepare name badges and custom delegate itinerary indicating breakout session selection; provide special diet tickets, etc.

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Registration manager on-site for duration of event managing registration – including computer and printer on-site to manage any changes/new delegates, etc.

b) Venue Liaison and On-Site Management

Prepare meeting specifications document outlining room setups, audio visual requirements, breakout rooms, catering, etc. with venue

Attend tie-down meeting with venue

Review the final invoice from venue for sign off before payment by client

Provide a Senior Meeting Planner on-site for duration of conference to manage the event which includes liaising with banquet captain for catering, checking room setups, working with A/V provider for equipment testing, organization of presenters, cueing of emcee, signage, etc.

Assistance with delegates special needs c) Critical Path Development

Develop a critical path which outlines tasks, timelines and responsibilities

Update the critical path on a regular basis

Ensure completion of tasks within timeframes identified d) Networking Event planning

With the conference committee determine potential locations to host the Networking event on the evening of the 1st day of the conference.

Assist committee in planning and executing the Networking Event on the evening of the first night of the conference.

Coordinate the local vendors that will be participating at the Networking event.

e) Learning Tour management In conjunction with SWOTC staff:

Arrange transportation

Coordinate scheduling of each tour and stops

Confirm details with each stop about arrival and departure times

Coordinate tour leaders/guides for each tour group f) Speaker Management

In conjunction with SWOTC staff:

Send detailed confirmation letters to speakers outlining their date and time of presentation

Follow-up with presenters regarding their bios and session descriptions for the registration brochure

Follow-up with the presenters regarding their travel, accommodation and audio visual needs. Book travel when required

Secure all speakers’ presentation (electronically) in advance to have ready to go at the conference and to burn to a master CD/USB for onsite at the event.

Prepare list of speakers with mailing information for SWOTC to send thank you letters after the event.

g) Marketing Material Preparation

Work with Marketing Manager for on-site brochure program preparation h) Supplier Management

Seek quotes for signage, audio visual equipment, name badges, décor and entertainment, transportation if needed.

i) Script In conjunction with SWOTC staff:

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Preparation of the on-site event script for emcee to include timing, housekeeping notes, introductions for speakers, etc. technical cues for audio visual technician

Prepare technical script for A/V supplier

Prepare scripts for each concurrent session including introduction for speakers

j) Program Development

Assist committee in the development of the program to ensure the best possible experience for all participants (i.e. education flow, dedicated exhibit time, etc)

Attend committee meetings as needed to plan details, including face to face meetings and use of conference calls

Assist with agenda preparation and minute taking for committee meetings k) Evaluation

Circulate an evaluation (post event) to delegates and compile results for SWOTC

Coordinate wrap up meeting with committee and conference planner

Provide a final report and recommendations for enhancement of future events. (10% holdback paid upon submission of final report)

l) Venue search for 2019

Prepare a request for proposal for space for the conference including o Venue, dates available, room rate, meeting space, meeting room

rental fees, complimentary items such as internet access, rooms, etc., proximity to other activities e.g. potential networking event venue

Accessibility of the venue needs to be considered

Prepare summary report giving strengths and weaknesses of 3 short listed venues and given to SWOTC to make final decision of venue.

Venue requirements and accommodations to be discussed with successful bidder.

Negotiate contract of final venue on behalf of SWOTC m) Budget

Overall conference budget is $95,000 including planner fees which are 25% or less of overall budget

REQUIREMENTS

1. Intention to submit proposal

To ensure you are apprised of any additional information, as may be provided, please confirm your intention to submit a proposal upon receipt of this RFP. Proposals and questions must be submitted to:

Southwest Ontario Tourism Corporation June Nussey Finance and Administration Manager Email: admin@swotc.ca

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2. Communication and Clarification

It is the responsibility of the Proponent(s) to seek clarification of any matter that it considers unclear before submitting a proposal. OSW is not responsible for any misunderstanding of the RFP on the part of the Proponent(s). Inquiries regarding this RFP should be directed in WRITING via email to: June Nussey Finance and Administration Manager Southwest Ontario Tourism Corporation Email: admin@swotc.ca It is understood that all questions, answers and amendments to the RFP will be made

available to all Proponent(s) who acknowledged they are submitting a proposal

3. Submission Approach: The Bidder should demonstrate a clear understanding of

the assignment including, but not limited to provision of:

a. Company information, including ownership and affiliations, number of years in business, number of employees, product and geographic market served

b. Listing of proposed team members to service the project i. Name ii. Role iii. Responsibility iv. Location

v. Estimated amount of time each resource will be dedicated to the project and rate of pay

vi. Resume showing education, professional certifications and length and type of experience

c. Summary of service methodology and approach (specifically, how will the Bidder provide quality service to the project).

d. List of similar size clients, minimum of three (3) customer references, including contact name, position and contact information.

e. Familiarity with the tourism and hospitality industry f. List dates and locations of any conferences or events that Conference planner or

organization is managing during March and April 2018. g. Demonstrated experience in Event Planning and knowledge of Ontario’s

Southwest as a tourism region. h. Demonstrated experience managing large projects with multiple stakeholders i. Proposed Project Plan including timelines to undertake each of the activities

proposed that indicates the number of meetings, etc. and a proposed work plan leading up to the project completion date.

j. Statement of the Bidder’s perceptions of the major obstacles, risks, and other factors that will affect the success of this project, and indicate how they plan to overcome these challenges. The key factors for measuring progress and success should be identified.

k. An indication of how the Bidder will monitor the quality of the work done to ensure that it remains meaningful, on target, within budget, etc.

4. Milestones and Timelines

a. RFP release date: Aug 3, 2017

b. Deadline for question submissions: Aug 17, 2017 at 5 p.m.

c. RFP closing date: Aug 24, 2017 at 4 p.m.

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d. Tentative Review and short list of Conference Planner: week of Aug 28, 2017

e. Contract awarded: Sept 7, 2017

5. Progress Reports: The Successful Bidder will submit progress reports to SWOTC on a

bi-weekly basis until the end of November and then weekly reports thereafter. These

written reports will highlight activities undertaken; results achieved; activities to be done

and outline any unexpected delays or difficulties that arise as the project progresses.

These reports may involve updates via phone along with the written reports.

6. Consultations: The Successful Bidder will attend meetings, site visits and other

consultations as necessary to complete the Project

7. Recognition: Any reports generated by the Successful Bidder must acknowledge the

participation and support of SWOTC in cooperation with the Ontario Ministry of Tourism,

Culture and Sport.

8. Bid Submission: Bidders must clearly indicate the total event planner fees, with all related taxes stated separately. As a minimum this should include:

Breakdown by activities in project

Suggested payment schedule

Proposal not to exceed 10 pages (excluding tables, appendices, Form of proposal and Statement by bidder)

Identify clearly what event planner fees are not covered.

Additional information: Conference dates: 2018 Conference will be held on March 20 & 21, 2018 in Leamington ON. Location for 2019 conference will be held in London in March 2019. Venue and dates still to be determined.

EVALUATION CRITERIA

Weight Criteria

35% Demonstrated expertise and experience with successful execution of projects of

similar nature, scope and timelines

35% Demonstrated understanding of key requirements and deliverables as evidenced in

proposed approach and proposal detail

30% Competitiveness of proposed fees

PRESENTATIONS

SWOTC may request an interview from one or more bidders prior to award. Reasonable advance notice will be provided to those respondents selected for an interview.

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REQUEST FOR PROPOSAL

1. Bid Submission Requirements

The proposal shall be limited to 10 pages, excluding tables, appendices

Include Form of Proposal and Statement by Bidder

2. Deadline for Question Submission

All questions of clarification must be received in writing by end of business day, August 17, 2017

3. Closing Date and Time

an electronic version in PDF format must be submitted

All submissions must be received by August 24, 2017 before 4 p.m. EST.

4. Submission

Please submit bids to:

June Nussey Finance and Administration Manager Southwest Ontario Tourism Corporation 842 Nellis St. Woodstock, ON N4S 4C3 Phone: 519-290-8687 Email: admin@swotc.ca

All submissions are to be clearly identified in subject line as “2018 Conference Planner”

5. Period of Acceptance

Bid submissions shall remain firm for 60 calendar days after date of closing.

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TERMS AND CONDITIONS

1. General Submission of a proposal indicates acceptance by the proponent of all of the conditions contained in this RFP and in the SWOTC Independent Contractor Agreement, unless clearly and specifically noted in the proposal submitted and confirmed in the agreement between SWOTC and the successful proponent. The successful proponent will begin work as soon as possible after notification of the award of this project, and by no later than the dates outlined. Copies of the SWOTC Independent Contractor Agreement can found on www.swotc.ca

2. Late Submissions Proposals received by the SWOTC Project Lead later than the specified time will be returned unopened to the proponent, regardless of any postal seal date.

3. Questions and Queries Queries regarding this RFP are to be directed in writing to June Nussey, admin@swotc.ca Should a bidder find discrepancies in, or omissions from the formal bid documents, or should he/she be in doubt as to meaning, he/she shall clarify them in writing with the Project lead mentioned above, who may send an addendum to all bidders. No oral explanation or interpretation will be provided. Should there be a discrepancy between this RFP and the Independent Contractor Agreement, the latter shall prevail. If questions concerning this project result in an addendum being issued within the final seven (7) days prior to bid document closing, the closing date may be extended

4. Sub-contracting and Assignments It is understood and agreed that the successful Proponent(s) will be an independent contractor and that the employees or agents of the successful Proponent(s) will perform all services offered. Sub-contracting agreements made by the successful Proponent(s) will not release the successful Proponent(s) from any obligation with respect to the performance of its obligations under the contract.

5. Insurance Certificate of Insurance Upon award of the contract, the successful bidder must furnish to the Corporation, at their expense, certificate(s) of insurance satisfactory to SWOTC, as set forth below. In the event that the certificate(s) of insurance is/are not satisfactory, SWOTC may require the successful bidder to provide a certified copy of the policy. This shall be provided prior to the commencement of any work. The certificate(s) in the amount listed below are to be provided: $2 million – commercial general liability plus any additional coverage that is deemed necessary.

6. Workplace Safety & Insurance Board (WSIB) The Contractor will maintain current and ongoing WSIB coverage for their employees as required by applicable law.

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7. Proposal Withdrawal Any proponent may withdraw his/her proposal prior to the time of closing from Project Lead at SWOTC provided such request for withdrawal is received in writing prior to the specified closing date and time.

8. Rights Reserved by SWOTC a) SWOTC is not liable for any costs incurred by the proponent in the preparation of their response to the RFP or presentations, if required. Furthermore, SWOTC shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any proponent, prior or subsequent to, or by reason of the acceptance, or non-acceptance, withdrawal by SWOTC of any proposal, or by reason of any delay in the award of the proposal. b) The lowest bid proposal will not necessarily be accepted. SWOTC reserves the right to accept/reject any or all proposals and/or reissue the RFP in its original or revised form. c) SWOTC reserves the right to request specific requirements not adequately covered in their initial submission and clarify information contained in the RFP. d) SWOTC reserves the right to modify any and all requirements stated in the Request for Proposal at any time prior to the possible awarding of an agreement. e) SWOTC reserves the right to cancel this RFP at any time, without penalty or cost to SWOTC. This RFP should not be considered a commitment by SWOTC to enter into any agreement. f) In the event of any disagreement between SWOTC and respondent regarding the interpretation of the provisions of the RFP, the Executive Director for SWOTC, or an individual acting in that capacity, shall make the final determination as to interpretation. g) Acceptance or rejection of proposals will be at the discretion of the Executive Director of SWOTC. They reserve the right to reject the proposal of any proponent who does not furnish satisfactory evidence of sufficient qualification to successfully execute and complete the work. Past performance of firms submitting proposals shall also be a consideration. h) Proposals that are incomplete, conditional or obscure, or which contain additions not called for, erasures, alterations or irregularities of any kind may be rejected.

9. Infringements and Indemnifications The successful bidder shall indemnify SWOTC, its Board of Directors, employees and agents, from all claims, demands, actions or other proceedings initiated by others, arising out of, or attributable to anything done or omitted to be done by the successful bidder, its officers, employees or agents, in connection with the services performed, or required to be performed, under this proposal.

10. Errors and Omissions

OSW shall not be held liable for any errors or omissions in any part of this RFP. While considerable

effort to ensure an accurate representation in this RFP, the information contained in the RFP is

supplied solely as a guideline for Proponent(s). The information is not guaranteed or warranted to

be accurate, nor is it necessarily comprehensive or exhaustive. Nothing in the RFP is intended to

relieve the Proponent(s) from forming their own opinions and conclusions with respect to the

matters addressed in the RFP

FORM OF PROPOSAL AT LEAST ONE COMPLETED COPY OF THIS FORM OF PROPOSAL MUST BE INCLUDED IN YOUR SUBMISSION

1. I/WE, the undersigned authorized signing officer of the Bidder, HEREBY DECLARE that no person, firm or corporation other than the one represented by the signature (or signatures) of proper officers as provided below, has any interest in this proposal.

2. I/WE further declare that all statements, schedules and other information provided in this proposal are true, complete and accurate in all respects to the best knowledge and belief of the Bidder.

3. I/WE further declare that this proposal is made without collusion, connection, knowledge, comparison of figures or arrangement with any other company, firm or persons making a proposal and is in all respects fair and without collusion for fraud. I/we understand that this may result in the rejection of the proposal.

4. I/WE further declare that no party representing OSW is or will become interested,

directly or indirectly as a contracting party or otherwise in the supplies, work or business to which it relates or in any portion of the profits thereof, or in any such supplies to be used therein or in any of the monies to be derived there from.

5. I/WE further declare that the undersigned is empowered by the Bidder to negotiate all matters with OSW representatives, relative to this proposal.

6. WE further declare that the agent listed below is hereby authorized by the Bidder to submit this proposal and is authorized to negotiate on behalf of the Bidder.

PROPOSAL SUBMITTED BY: ADDRESS: CITY: POSTAL CODE: SIGNATURE: TITLE: NAME (Please print or type): TELEPHONE NUMBER ( ) EMAIL ADDRESS: DATE OF PROPOSAL:

STATEMENT BY BIDDER BID DOCUMENT NAME:

1. I/We have reviewed all terms and conditions of all forms included as part of this bid package.

2. I/We have read and understand all of the terms and conditions of the forms included as

part of this bid package.

3. I/We understand that if our bid is successful, all requirements of the successful bidder as outlined in this bid document will be completed by the time and in the format required.

Dated at _______________this __________day of_______________, 201___. Witness Signature of Authorized Person

Position

Appendix 1

Draft Conference Program

Day 1

9:30 a.m. Arrival, welcome

9:45 am - RTO 1 update/Industry updates

10:15 am - Keynote speaker

11:15 am - Break

11:30 am - Concurrent Sessions (3)

12:30 pm – 4:30 pm – Tours (3) – offsite (includes boxed lunch on bus)

4:30 pm - back at hotel

5:15 p.m. – buses depart hotel for cocktail reception (offsite)

5:30 pm – 8:00pm: cocktail reception (offsite)

8:00 pm – 10:00pm: Post reception event at hotel

Day 2

7:30 – 8:30 - Breakfast

9am - Keynote speaker

10am - Break

10:30am - Concurrent sessions (3)

11:30am – 1:30pm – Lunch & Innovation Awards

1:30pm – Concurrent sessions (3)

2:30pm - Break

3:00 pm - Keynote Speaker

4:00 pm - Closing remarks

4:30 p.m. – Safe travels home