The Drum Is Calling Supplier and Vendor RFQ

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The Drum Is Calling Supplier and Vendor RFQ OVERVIEW In 2017, Vancouver will stage a once-in- a-lifetime event to commemorate Canada s sesquicentennial.

1 The Drum Is Calling Supplier and Vendor RFQ OVERVIEW In 2017, Vancouver will stage a once-in- a-lifetime event to commemorate Canada s sesquicentennial. Canada 150+ will reflect Vancouver and Canada s diverse Indigenous history, celebrate our shared future, and provide an opportunity to come together, learn, and connect through an array of cultural activities, the centrepiece of which will be a nine-day festival in downtown Vancouver from Saturday July 22 - Sunday July 30, 2017 called The Drum Is Calling. As a City of Reconciliation, Vancouver is engaging communities under the umbrella title Strengthening Our Relations to animate Vancouver s downtown cultural district with a vibrant, interactive program of traditional and contemporary Indigenous performance, arts and crafts, culture, fashion, feasts, music, and multi-media to reflect on our shared history and inspire all Canadians to re-imagine Canada s next 150 years. A commitment to creating opportunities for First Nations, Indigenous and allied businesses, organizations, artisans, and artists has been layered onto our producing standards for procurement and programming by the City of Vancouver. Where feasible, vendors, suppliers and service providers for The Drum is Calling Festival will align with a project purpose to strengthen relations between the City of Vancouver and the Musqueam, Squamish and Tsleil-Waututh Nations (Host Nations), as well as Urban Aboriginal, Métis and diverse cultural communities. This commitment to inclusion of Indigenous and allied businesses is a performance metric and measurement action which lays the foundation for future social and cultural procurement policies to serve Vancouver s Action Plans as a City of Reconciliation, Greenest City, and as a Healthy City for all. The Drum is Calling Festival Goods and Services Categories that are inclusive of First Nations, Indigenous and allied businesses, organizations, artisans, and artists include: Security Catering Tenting Heavy Equipment Rental Event Merchandising (t-shirt printing, water bottles etc.) Cleaning and Rubbish Removal 1

2 Printing (Signage, Hoarding, Collateral) Accreditation Badges & Lanyards Videography Photography Furniture, Fixtures and Equipment Rentals Audio Visual Services (Supplementary) Graphic Design FUNCTIONAL REQUIREMENTS Quotations will be evaluated upon the below criteria in conjunction with specifics outlined in each respective Scope Of Work. In your RFP response please make sure to address all evaluation points. 1) Indigenous Cultural Competency Demonstration of existing and effective working relationship with one or more of the Host Nations Demonstrated history of hiring/contracting members of the Host Nations as well as Urban Aboriginal people Evidence of knowledge of First Nations traditions and customs Committed to working with Host Nations in a relationship based on values of mutual trust and respect 2) Technical Ability to submit quotation according to the stated deadline Ability to meet high standards of goods or services as per required deadline Proof of Certificate of Insurance (Refer to Scope of Work for minimum requirements) Proof of compliance with supplier performance standards for minimum labour, health and safety, and environmental standards. 3) Respondent s Experience and Reliability (Resume) Experience and reliability of the respondent s organization are considered in the evaluation process. Therefore, the respondent is advised to submit the following information: An overview of your company, scale of existing operation and list of events worked on similar in scope within the last two years. The project lead in charge of this contract and the individual members of their project team and their specific qualifications and experience. 2

3 References from at least two organizations who have employed your company for projects of this nature and capacity as outlined in the Functional Requirements. Any additional information your company feels would be pertinent to displaying its experience and reliability in event services. 4 ) Financial Competitive Pricing based on quotation for the goods or services required (Refer to Scope of Work for Details) The respondent must provide price(s) for all requirements as set forth in the Scope of Work outlined following this Request for Qualification. Response needs to include a clear breakdown of professional service fees and staff charges. 5) Sustainability (Social and Environmental) Social - Demonstrated history of hiring/contracting persons that may have barriers to employment Environmental Demonstrated commitment to reducing greenhouse gas (GHG) emissions and reducing waste CLARIFICATION OF REQUIREMENTS Any and all questions regarding specifications, requirements, or the competitive procurement process must be submitted in writing directed to Renita Manj, Production Coordinator at: rmanj@brandlivegroup.com by Monday February 27, Respondents shall not contact any other members of the City of Vancouver or BRANDLIVE Staff during the competitive procurement and evaluation processes. EVALUATION PROCESS + CONTRACT AWARD Proposals are due by to rmanj@brandlivegroup.com by Monday March 13, After determining that an offer satisfies the requirements stated in the Scope of Work, quotations will be reviewed by BRANDLIVE, the Producers of The Drum is Calling Festival, with input as required from the Vancouver Commemorates Canada s 150+ Project Manager and its First Nations Advisor. The award of the contract will be based on evaluation criteria stated below: Evaluation Criteria Evaluation Weighting 3

4 Indigenous Cultural Competency 25% Technical 25% Experience 25% Financial 20% Sustainability 5% Total 100% BRANDLIVE reserves the right to consider historic information and fact, whether gained from the respondent s offer, questions and answer conferences, references, or any other source, in the evaluation process. The respondent is cautioned that it is the respondent s sole responsibility to submit information related to the evaluation categories and that BRANDLIVE is under no obligation to solicit such information if it is not included with the offer. Any award of a contract resulting from this RFQ will be made only by written authorization from BRANDLIVE. 4

5 THE DRUM IS CALLING FESTIVAL 2017 Scope of Work Event Merchandising In addition to the Functional Requirements listed in the RFP candidates must provide or address the following in their proposal: Pricing in the following categories: o 500 Gildan 500 T-shirts with four -colour print on front, two-colour print on back. o 500 Short sleeve dry fit T-shirts with four-colour print on front, two-colour print on back. o 500 Snapback ball caps with one colour print across front. o 500 water bottles with printed artwork. o 2000 water bottles with printed artwork. Please include any available or recommended eco friendly options or items. Please include any additional costs such as Delivery, Artwork Setup Fees etc.. Important Dates + Times Festival Dates: Saturday July 22 - Sunday July 30, 2017 (Inclusive) Festival Operating Hours (Subject to change) Noon to 11pm - Friday and Saturday 1pm to 10pm - Sunday - Thursday 5

Report Date: April 30, 2013 Contact: Peter Kuran Contact No.: RTS No.: VanRIMS No.: Meeting Date: May 15, 2013

A6 ADMINISTRATIVE REPORT Report Date: April 30, 2013 Contact: Peter Kuran Contact No.: 604.257.8511 RTS No.: 10120 VanRIMS No.: 08-2000-20 Meeting Date: May 15, 2013 TO: FROM: SUBJECT: Vancouver City Council