Audio Visual 2017 2019 Issue Date: Monday, June 27, 2016 Closing Date: Monday, July 18, 2016 at 4:00pm
Overview Ontario Centres of Excellence (OCE) Inc. drives the commercialization of cutting-edge research across key market sectors to build the economy of tomorrow and secure Ontario's global competitiveness. In doing this, OCE fosters the training and development of the next generation of innovators and entrepreneurs and is a key partner with Ontario's industry, universities, colleges, research hospitals, investors and governments. A champion of leading-edge technologies, best practices and research, OCE invests in sectors such as advanced health, digital media and information and communication technologies, advanced manufacturing and materials, and cleantech including energy, environment and water. OCE is a key partner in delivering Ontario's Innovation Agenda as a member of the province's Ontario Network of Entrepreneurs (ONE). Funded by the Government of Ontario, the ONE is made up of regional and sector-focused organizations and helps Ontario-based entrepreneurs rapidly grow their company and create jobs. For more information, please visit our web site at www.oce-ontario.org. Page 2 Request for Proposal (RFP) Audio Visual 2017 2019
Discovery is Canada's leading innovation-to-commercialization conference, showcase and tradeshow. Hosted by Ontario Centres of Excellence (OCE), Discovery brings together key players from industry, academia, government and the investment community as well as entrepreneurs, students and international representatives to pursue collaboration and business opportunities, meet employers and source talent. Garnering over 3,400 attendees and 500 exhibitors in 2016, Discovery is a showcase of leading-edge technologies, best practices and research from sectors including cleantech, (energy, environment and water), health, manufacturing, robotics, aerospace, agri-food, mining, and digital media/mobile/ict. Renowned keynote speakers and panels ignite discussion, knowledge-sharing and new perspectives. Discovery facilitates the exchange of ideas and encourages new ways to collaborate and push the boundaries of research and innovation through to demonstration, development and commercialization. For more information, please visit the Discovery website at www.ocediscovery.com. Page 3 Request for Proposal (RFP) Audio Visual 2017 2019
Discovery 2017-2019 Conference Requirements The objective of this multi-year Request for Proposal (RFP) is to solicit proposals for providing Audio Visual Services for OCE s annual Discovery Conference in 2017, 2018 and 2019. Discovery is held on the 800 level of the Metro Toronto Convention Centre in the South Building Discovery 2017 will be held on May 15 and 16 Discovery 2018 will be held on April 30 and May 1 Discovery 2019 dates to be confirmed Details of the services required are outlined below but are subject to change. Issuance of this RFP does not commit Ontario Centres of Excellence to pay any cost incurred in the preparation and submission of a response, or to procure a contract for any services, software, and/or equipment. Page 4 Request for Proposal (RFP) Audio Visual 2017 2019
Conference Objectives Build profile for OCE and the innovation community in Ontario along with its stakeholders to maximize networking opportunities and help build partnership opportunities for entrepreneurs, industry, researchers and others Provide a forum for collaboration and exchanging new ideas and critical information among government, researchers, academia, industry, entrepreneurs, students and investors Showcase Ontario s world-class research and innovative technologies, including those currently being developed with OCE support, to a diverse range of potential partners including small, medium and large companies, governments and academia as well as foreign markets and media Support Ontario s industrial growth, expansion of markets and the creation of Ontariobased employment in OCE-supported sectors Enhance students knowledge of career opportunities in key sectors and facilitate meetings with prospective employers seeking highly qualified talent from Ontario s postsecondary institutions. Showcase entrepreneurs to investors, other companies and academia Our goal each year is to find new and better ways to meet the needs of our participants, increase exhibitor and attendee ROI, provide unique content to stimulate ideas and discussion, improve delivery of our event and maintain Discovery as the must-attend event in the innovation space in Canada and further develop its international reputation. Page 5 Request for Proposal (RFP) Audio Visual 2017 2019
Target Audience Industry (Owners, Presidents/CEOs, heads/members of corporate R&D teams) Entrepreneurs Investment community (Angels, VC, Financial Institutions) Regional Innovation Centres Provincial, federal government University leadership Procurement officials Academic researchers Post-secondary students High-School students Media The audience is primarily Canadian, with most attendees residing in Ontario. Key messages/themes Canada s leading innovation-to-commercialization conference A showcase of Ontario s innovative products and services A destination for the brightest minds in research, innovation, business and technology transfer A forum for collaboration exchanging new ideas and critical information among researchers, academia and industry As host of Discovery, OCE is a champion and key facilitator of Ontario s culture of innovation The conference supports and showcases the Ontario Network of Entrepreneurs (ONE) Key themes being explored as the focus and content of the event include: o Innovation o Collaboration o Commercialization o Research o Talent o Competitiveness o Entrepreneurship o Convergence Page 6 Request for Proposal (RFP) Audio Visual 2017 2019
Preliminary Conference Specifications for 2017 Dates: o Sunday, May 14 Load in times tbc Rehearsals Exhibitor set-up begins at 2pm o Monday, May 15 Exhibitors to be set up by 11am Pre-meetings and workshops (up to 10 individual simultaneous premeetings and workshops) Opening remarks at 1:00pm Keynote speaker at 1:30pm Exhibitor showcase opens at 2:30pm Programming: multiple simultaneous panels and pitch competitions from 2:30-5:00pm Networking Reception 5:00pm 7:00pm o Tuesday, May 16 Exhibitor showcase opens at 9:00am Programming (multiple simultaneous panels and pitch competitions) begins at 10:00am Luncheon begins at 12:00pm Awards ceremony starts at 12:30pm Discovery ends at 5:00pm Load out Page 7 Request for Proposal (RFP) Audio Visual 2017 2019
Conference Venue: MTCC, South Building, 800 level, approx. 200,000 sq. ft. Expected registrations: o 3,200 3,600 Expected number of exhibitors: o 450 550 Contemplated elements of the conference: o Facilities for media, speakers green room, VIP s and registration o Preconference meetings and workshops o Opening remarks and keynote address o Opening networking reception o Seated luncheon for 3,000 o Awards ceremony o Panel discussions o Student and pitch competitions o Trade delegations o Mentoring sessions o Roundtable discussions and training Discovery will once again integrate speaker and panel sessions within the trade show, with possible modifications (please see 2016 s agenda and floor plan). Page 8 Request for Proposal (RFP) Audio Visual 2017 2019
Preliminary Agenda May 14 o Possible Programming o Rehearsals May 15 o Rehearsals o Workshops / Meetings o Opening remarks and keynote o Show floor opens o Opening reception 9:00am 12:00pm 8:00am 12:30pm 1:00pm 2:30pm 2:30pm 5:00pm 7:00pm on show floor May 16 o Exhibitor Showcase opens o Programming begins o Luncheon and Keynote o Discovery ends 9:00am 10:00am 12:00pm 2:00pm 5:00pm Audio Visual and Staging Requirements We have tried to be as specific as possible. If we have requested a particular product or brand that you do not carry please quote based on same quality equipment. We expect that the equipment and service provided will be of highest quality so the reputation of the event is not compromised. Keynote Luncheon & Awards (Exhibit Halls F&G seating for 3,000) Captioning requirements: o Headphone listening station o 4 channel Mixer o 32 Sharp Video/WXGA 16:9 LCD o Switcher o Camera Feed to Monitor Data Projection 25 x 100 Screen 16:9 HD Laptops / Computers to support Data Projection PC and Mac should be available Comfort monitors Switcher, Timer, Wireless ppt. slide advancer IMAG & Record with Video playback Audio Microphones - Lapel, hand-held and stationed Clearcom set Teleprompter set Page 9 Request for Proposal (RFP) Audio Visual 2017 2019
Lighting Podium with microphone and light Draping Set/Staging Design ensuring that accessibility requirements are met Broadcast media feed box Tech Service set-up and dismantle Back up equipment Delivery charges Theatres (programming locations below): Data Projection and 6 x 10.7 Fast Fold screen package Laptops / Computers to support Data Projection PC and Mac should be available Comfort monitors Switcher, Timer, Wireless ppt. slide advancer IMAG & Record with Video Playback Audio Microphones - Lapel, hand-held and stationed Lighting Podium with microphone and light Draping Set/Staging Design ensuring that accessibility requirements are met Broadcast media feed box Tech Service set-up and dismantle Back up equipment Delivery charges *Special consideration must be given to the audio set-up to ensure that sound quality is not compromised given that programming happens concurrently at various locations on the show floor. Concurrent programming locations: Venues located on the show floor for various topical presentations, panel discussions and mentorship Discovery Theatre 200 seats Talent Theatre 115 seats NEXT Theatre 110 seats Industry Theatre 85 seats Innovation Partners Theatre 40 seats Additional meetings held off of show floor ranging from 10 people to 200 B2B Zone enables up-and-coming SMEs to pitch their innovative products to large corporations Career Zone Career Zone s Meet an Employer event provides exclusive opportunities for students and recent graduates to meet with top employers who will provide expert advice, and potential job opportunities Page 10 Request for Proposal (RFP) Audio Visual 2017 2019
Ask an Expert - connects the innovation community with experts in the areas of investing, entrepreneurship, corporate leadership, professional services and support for innovation Feature Areas OCE Welcome Area A place where delegates can exchange ideas, learn about OCE programs and collaborate with each other and OCE staff. 4 x LCD 70 Sharp 1080p 16:9 screens with built in speakers Audio must be able to provide focused audio support for video presentations geared to 10-15 people within a trade show environment 4 x laptops Cables and Consumables Tech Service set-up and dismantle Delivery charges Career Zone The Career Zone is a free service for students at Discovery that offers job postings, resume tips and evaluation, interview preparation and a chance to meet with top employers. 3 x 60 Sharp 1080P 16:9 LCD/LED monitor Monitor stand and base Monitor floor stand shelf 3 x Laptop I7 2.3G W7 Office 2010 16:9 Basic Audio System PCDI Stereo direct box 3 x computer locks Cables and Consumables Tech Service set-up and dismantle Delivery charges Registration Area 35 x Walkie Talkie / Next Tel / Cell Phone 10 panel velour drape package 16 H x 10 W 3 x Laptops 6 x LED desk lamps Easels Cables and Consumables Tech Service set-up and dismantle Delivery Page 11 Request for Proposal (RFP) Audio Visual 2017 2019
Pre-Contracted Suppliers Metro Toronto Convention Centre conference venue Proposal must contain: 1. Skill/Creativity/Experience Year company started in business Overall scope of services offered by company Description of trade shows of similar size and complexity serviced in the last three years Capabilities and experience of all senior personnel assigned to the project Description of your working relationship with our selected venue including number of events, size and type serviced there in the last 5 years Examples of new and unique Audio Visual concepts available Willingness to work with supplier/vendor contacts brought to the process by OCE 2. Resources/Capability Provide a written review of your in-house capabilities as follows: Staff assigned to Discovery Equipment owned which would be used for our event if applicable List of resources that would be utilized for the project that would be rented or outsourced if applicable Location of office closest to our chosen venue* Proximity to venue of in-house inventory* * In other words how quickly can you access last minute inventory / equipment requirements? 3. References Please provide three (3) current professional references from work done at the Metro Toronto Convention Centre or venue and event of similar scale. References to include: Contact name Company name Contact information (email address and telephone number). The service provider grants Ontario Centres of Excellence permission to contact submitted references. Page 12 Request for Proposal (RFP) Audio Visual 2017 2019
4. Pricing Structure/Rates Please provide a comprehensive pricing and/or rate sheet for all services you might provide under this RFP agreement including: o Discount for multi-year contract o Discount allowed for prompt payment and period within which invoice must be paid to qualify o Proposed remuneration structure and payment terms o Outline any potential additional costs/ mark-ups o Labor charges o Minimum number of hours charged for each working person o Hourly rate o Does your company use union labour? If yes, please outline union rules o Discounts off labour rates and any complimentary hours o Set-up fees, etc. o List any possible additional expenses, e.g. accommodation costs Prices are to be quoted in Canadian dollars and inclusive of all costs. Should you be selected as a service provider under this RFP, hourly fees quoted for time and service will be considered firm through May 31, 2019. OCE Evaluation Audio Visual RFP submissions will be evaluated using the following criteria: o Experience, quality of equipment, innovation and capability to carry out work described in the RFP (30%) o Price; Payment and Pricing Terms (40%) o Company Background and References (10%) o Responsiveness to Change i.e. how you manage changes during planning and implementation (10%) o Presentation of Proposal (10%) Select organizations will be asked to present to the OCE organizing committee and will be requested to provide five (5) copies of their formal presentation. Submit proposals 4:00 p.m. Monday July 18, 2016 Invitations to present Week of July 18, 2016 Presentations Week of July 25, 2016 OCE advises agencies on decision Week of August 1, 2016 Page 13 Request for Proposal (RFP) Audio Visual 2017 2019
Subsequent Contract Terms and Conditions Ontario Centres of Excellence (OCE) reserves the right to award all, partial or none of this solicitation Contract renewal for 2018 and 2019 is subject to performance in 2017 Assigned on-site supervisor must be available for client meetings prior to on-site set-up (face to face weekly a month prior to event) This RFP does not create an employment relationship. Individuals performing services required by the contract are not employees of OCE. Vendor s employees shall not be considered employees of Ontario Centres of Excellence and as such shall not be eligible for benefits accruing to OCE employees Any changes to scope of services and associated costs following execution of contract must be submitted in writing and are subject to approval by OCE Travel and travel reimbursement is not authorized for this acquisition The vendor will be paid upon submission of proper invoices to OCE at the prices stipulated on the contract Invoices will contain the contract number and reference number. Page 14 Request for Proposal (RFP) Audio Visual 2017 2019
Response Deadline/Schedule Responses are required by 4:00 p.m., Monday July 18, 2016 by e-mail and in hard-copy to: Chantel Parise Manager Events and Sponsorship chantel.parise@oce-ontario.org and Catharine Ogilvie Advisor, Marketing and Communications catharine.ogilvie@oce-ontario.org Ontario Centres of Excellence 156 Front Street West, Suite 200 Toronto, Ontario, M5J 2L6 All bids will be acknowledged with a return receipt. Proposal Retention Proposals submitted in response to this RFP will not be returned. It is the understanding that the contents of the proposals are the property of the agency and will not be utilized in any marketing efforts unless the agency enters into a written agreement with Ontario Centres of Excellence. Questions / Clarifications Questions may be addressed only via email to Chantel Parise and Catharine Ogilvie. Responses may or may not be shared with all potential bidders or posted on the OCE website. Page 15 Request for Proposal (RFP) Audio Visual 2017 2019
Appendix 1 Photographs of conference and show elements in 2016 Registration OCE Welcome Booth Page 16 Request for Proposal (RFP) Audio Visual 2017 2019
Ask an Expert B2B Zone Page 17 Request for Proposal (RFP) Audio Visual 2017 2019
B2B Zone Meeting Space Social Enterprise Zone Page 18 Request for Proposal (RFP) Audio Visual 2017 2019
Discovery Theatre Industry Theatre Page 19 Request for Proposal (RFP) Audio Visual 2017 2019
Innovation Partners Theatre Halls F&G 100ft. screen Page 20 Request for Proposal (RFP) Audio Visual 2017 2019
Halls F&G Seating for 3,000 For more pictures view our Flickr page here You can access the conference agenda and floor plan through these links. Page 21 Request for Proposal (RFP) Audio Visual 2017 2019
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