Request for Proposals (RFP) Delivery of professional consulting and matchmaking services to enhance the trade and export development activity between Newfoundland and Labrador and Ireland Issued by the Department of Innovation, Trade and Rural Development Government of Newfoundland and Labrador St. John s, Newfoundland and Labrador Canada April 2011
TABLE OF CONTENTS I. Introduction 2 II. Statement of Work 2 - Background - Scope III. Qualifications 5 IV. Methodology 5 V. Cost Requirements/Guidelines 5 VI. Selection Criteria 6 VII. Terms & Conditions 7 Appendix A: Trade Development Mission Deliverables
I. INTRODUCTION The Trade and Export Development Division (TED) of the Department of Innovation, Trade and Rural Development (INTRD) has the requirement for an in-market consultant for the delivery of professional consulting services relating to trade and export development opportunities for Newfoundland and Labrador small and medium sized enterprises in the Ireland market. II. STATEMENT OF WORK Background For the purpose of enhancing overall competitiveness provincially, nationally and internationally, INTRD encourages, promotes, and financially supports local firms that are seeking to expand their presence in international markets, explore new markets, and increase export activity. The Department works with clients to increase global competitiveness, reduce market expansion risks, diversify and expand export opportunities and help increase the value and volume of Newfoundland and Labrador goods internationally. The Department leads trade and business development missions outside the province and is focused on enhancing trade partnerships through business matchmaking; helping clients overcome trade barriers in other jurisdictions; acting as the primary provincial resource for export and trade development and trade policy issues; and providing policy advice and support with respect to the province s interests in international and inter-provincial trade agreements. Additionally, the Department provides trade and infrastructure advice and support to private sector companies, government agencies and organizations and helps to link transportation infrastructure improvements with projected economic requirements to promote long-term trade growth for the province. A key objective of the TED is to work with its clients to provide a range of export-related programs and support services based on their individual needs. To this effect, TED requires professional services to undertake a consulting role to support existing trade development activities and to identify new opportunities in the Ireland region. Trade and export development activities may include, but are not limited to, businessto-business trade missions/shows, market/sector research and market preparation for companies and organizations. The Department is expecting to work with up to ten local companies on developing their export potential to the Ireland market over the course of the contract. When working on initiatives with Ireland, the Trade and Export Development Division works closely with Ireland Business Partnerships (IBP) of the Department of Innovation, Trade and Rural Development (INTRD). About Ireland Business Partnerships Ireland Business Partnerships (IBP) was established as a public/private partnership between the private sector and the Government of Newfoundland and Labrador in 1997. The organization was established in response to the signing of a Memorandum of Understanding (MOU) between the Governments of Newfoundland and Labrador and Ireland in 1996. IBP has a mandate to identify, foster and promote trade and partnership opportunities in business, education and culture between Newfoundland and Labrador and Ireland (www.ibp.nl.ca). The Irish/Newfoundland Connection Within Ireland, IBP has established solid relationships with key individuals in strategic sectors to enable the identification of business partnerships. Through IBP s sister organization, the Ireland Newfoundland Partnership (INP), the Office of the Taoiseach (Prime Minister) provides strong support to ensure opportunities can be optimized. 2
Scope The Department has the requirement for an in-market consultant for the delivery of professional consulting services relating to trade and export development opportunities for Newfoundland and Labrador small and medium sized enterprises in the Ireland market. Following approval by the Government of Newfoundland and Labrador, the successful bidder will be engaged with an expected contract start date of May 23, 2011, and an expected contract end date of March 31, 2012. The consultant will be on a monthly retainer with the Department. The consultant s work will involve trade and export development activities, which may include, but are not limited to, business-to-business trade development missions/shows, market/sector research, pre-market evaluation and market preparation for companies and organizations. The Department is expecting to work with up to ten local companies on developing their export potential to the Ireland market over the course of the contract. The successful bidder will be contracted by INTRD, but may also be retained to assist other departments of the Provincial Government of Newfoundland and Labrador in representing their interests in-market, preparing for meetings, researching, conducting follow-up, and other consultancy duties as outlined below. In conjunction with TED and IBP, the monthly retainer and deliverables over the term of the contract include, but may not be limited to the following categories and activities: Trade Development Mission Work Work with up to ten Newfoundland and Labrador companies in preparing for doing business in Ireland and to ensure that stated goals are being met. Focus on market-specific preparation and readiness for companies interested in the market, including consultant support for: pre-market evaluation, individualized market suitability assessments; establishing appropriate market goals; clarifying strategic value proposition; advising on corporate profiles and presentations, offering templates for companies who do not already have a profile; and, understanding and targeting appropriate channels of distribution. Deliver on-the-ground coordination and support in Ireland for visits from Newfoundland and Labrador companies and organizations and provincial government staff which are coordinated through the Department of Innovation, Trade and Rural Development. Facilitate effective business-to-business matches for Newfoundland and Labrador companies in Ireland via the traditional trade development mission approach (Fall 2011 and March 2012 both to be confirmed), individual company trade visits to market and/or virtual trade development missions. (See Appendix A Trade Development Mission Deliverables). Provide support to companies/organizations pre and post mission as well as support to those who take part in trade development outside the traditional trade mission approach. Within 14 calendar days after conclusion of the mission, provide INTRD with the final list of Irish firms (Microsoft excel format) with which the Newfoundland and Labrador companies actually met, 3
including the name of the key contact person and the complete address and website. Also, within one month after conclusion of the mission, the consultant will provide a final report summarizing his/her activities, clearly identifying recommendations for follow-up for each participating company Business development consultancy services - 20 hours monthly for the length of the Contract (unused monthly hours to roll-over to future months within the contract period). Examples of activities include, but are not limited to: Conduct specific in-market sector focused research related to market entry methods and approaches - with precise information needs determined in consultation with Departmental sector staff, industry partners and an in-market consultant. Travel to Newfoundland and Labrador in support of the planned trade and export development initiatives. Activities may include, but will not be limited to, mission preparations, export readiness assessments, on-site tours and market information sessions. Eligible travel expenses reimbursable outside this contract. (Maximum of four full business days in NL.) As part of ongoing communication with NL companies and organizations, inform and engage local industry through virtual/online information sessions. Build on Newfoundland and Labrador s core network of contacts in Ireland. As required, attend and assess events in Ireland on behalf of the province that will serve as market information and fact finding, lead generation tool, company support, etc. Activities may include attending trade shows, conferences, luncheons, etc. Consultant to submit recommendations and action items related to such events to TED. On an on-going basis, research, identify and pre-qualify potential Irish contacts/partners that would be relevant to Newfoundland and Labrador companies/organizations. Work with the Department in identifying promotional or marketing opportunities to support NL trade and export development activities in Ireland. Activities may include sponsorship opportunities, advertisements, in-market activity announcements, etc. Activities originating from other NL government departments for activities in the Ireland region, with time requirements for this work pre-approved by TED lead. TED Communication/Reporting Participate in bi-weekly conference calls (or as required) with TED and/or IBP staff to monitor progress of the project(s). Submission of monthly status reports. 4
III. QUALIFICATIONS Proposals must include a company prospectus, services offered and details on the qualifications of the firm, including previous experience in similar type work, matchmaking and trade development experience, market research experience, sector knowledge and network of contacts in the market. Proposals must include details on the background and experience of qualified personnel relating to the project management and project team. Proposals should include names of former clients and associates for whom similar or relevant work has been performed presented as references, as well as a description of the work completed (minimum of 3 references required). IV. METHODOLGY Proposal submissions are to: Demonstrate an understanding of the scope and objectives of the proposal and a clear, organized approach to implementing the statement of work Include a work plan and work schedule with potential problems and recommendations of possible solutions identified Identify security measures in place to protect the privacy of information Identify project manager and project team qualifications, as outlined in the Qualifications section of this RFP Make request for deviations from the requirements, should this be required Outline the preparation of meeting schedules for small and medium sized enterprises on trade missions V. COST REQUIREMENTS/GUIDELINES The bidder is to quote in Canadian dollars (CAD) based on the following categories: 1. Monthly Retainer Work: Monthly retainer work as outlined in the Statement of Work. 2. Fee per Company: In-market trade mission fee per company (to be individually billed only once contract has exceeded threshold of ten trade mission placements for the contracted period, as described in the Monthly Retainer Work section of the Statement of Work ). Payment will be made upon the consultant submitting electronic invoices with supporting documentation in a form satisfactory to the Department. The Department of Innovation, Trade and Rural Development is not obliged to accept the proposal with the lowest price or any other proposal for this Project. The Department reserves the right, upon 10 days written notice, to terminate these services and the work contemplated in this proposal, at any time. No payments will be made for costs incurred in the preparation and submission of a proposal in response to this request. Invoices to be submitted monthly for Monthly Retainer Work to TED. One invoice to be submitted in the last month of the Contract, by March 31, 2012, for any work completed in the Fee per Company category of the Contract. 5
Eligible travel expenses related to the in-bound travel as required by TED to be reimbursable outside this contract and as per Treasury Board Guidelines. TED shall be not be responsible for any other expenses incurred by the Consultant, including out of pocket expenses (e.g. travel, meals accommodations, legal advice, support staff). Payment of invoices will take place within thirty (30) days of receipt. No fee payments will be made on the cost of work incurred to remedy errors or omissions for which the Consultant is responsible. In the event of a decision to terminate this work at any point, liability to the Consultant will extend only to those costs actually and properly incurred up to the time of such termination. Either of the parties may at any time, by way of fourteen days written notice to the other, terminate the Agreement. VI. SELECTION CRITERIA The successful candidate will be determined based upon the following: 1) Statement of Work: This area includes understanding of the scope and objectives of the proposal, the approach proposed, the work plan and schedule/methodology, identification of potential problems and recommendation of possible solutions, etc. (Points: max. 25; min. 15) 2) Qualification: This area includes professional qualifications of key project members, their trade development and trade mission experience; network of contacts within the Irish business community and network of contacts within specific sectors in Ireland, sectors include but are not necessarily limited to: information and communications technologies, life sciences, agriculture, agri-food and seafood products, building and construction products, advanced manufacturing, environmental and ocean industries (including boatbuilding and marine industries). (Points: max. 25; min. 15) 3) Project Management: This area includes professional qualifications and experience of key personnel assigned to this project, track record, and experience in trade and export business development, familiarity of federal and provincial trade and business responsibilities in both Canada and Ireland, network of contacts within the Irish business community. (Points: max. 25; min. 15). 4) Cost: The bidder is to quote in Canadian dollars (CAD) based on the following categories: Monthly Retainer Work: Monthly retainer work as outlined in the Statement of Work. Fee per Company: In-market trade mission fee per company (to be individually billed only once contract has exceeded threshold of 10 trade mission placements for the contracted period, as described in the Monthly Retainer Work section of the Statement of Work ). (Points: max. 25; min. 15). Minimum Requirements: To be considered, the Consultant must meet minimum requirements on each evaluation factor as indicated in 1, 2, 3 and 4 above. 6
VII. TERMS AND CONDITIONS The Consultant shall not subcontract any aspect of the Contract without the prior written approval of TED. Bidders are to identify any activities they have been contracted for the period of May 23, 2011, to March 31, 2012, that are conflicting (in terms of content and time requirements) with the work set out in this RFP. Disclosure will not result in disqualification of the bidder. Any such commitments made after the award of this RFP are also to be disclosed. The Consultant must agree that all information received, information gathered, materials collected and reports produced are the sole property of INTRD and the Consultant will not publish or in any way use this information, materials, or reports for any purpose other than to provide this information, materials or reports to INTRD. The work performed under any contract resulting from this RFP will be subject to inspection and acceptance by INTRD. INTRD reserves the right to: Reject any or all proposals received in response to this RFP Enter into negotiations with any bidder on any or all aspects of his/her proposal Accept any proposal in whole or in part Cancel and/or re-issue this requirement at any time Consultants responding to this RFP should submit their proposals electronically. These proposals should not exceed ten (10) pages, excluding appendices. As indicated in the Qualifications, Methodology, Cost Requirement/Guidelines sections of this RFP, submitted proposals should clearly identify the team member(s) for this project, the relevant experiences of the team, the anticipated level of effort for this project, a clear understanding of the objectives and the anticipated cost. Proposals should be submitted electronically in either MS Word.doc format or Adobe.pdf format. Proposals to be emailed to: Tonya Norman, International Trade Officer Trade and Export Development Division Department of Innovation, Trade and Rural Development Email: tonyanorman@gov.nl.ca The deadline for bidders to ask questions pertaining to this RFP is May 2, 2011. Please direct questions to Tonya Norman (709) 729-5124 or by e-mail: tonyanorman@gov.nl.ca. Any substantive questions with replies will be shared with each consultant expressing an interest in this project. The proposals must be submitted by 4:00 PM (Newfoundland Standard Time), May 9, 2011. Bidders will be notified by e-mail of the status of their proposals within four (4) business days of closing date. INTRD reserves the right to reject any or all proposals pertaining to the RFP. 7
APPENDIX A: Trade Development Mission Deliverables It is anticipated that the Department will lead two (outgoing) group trade missions to Ireland during the contractual period: Fall 2011 and Winter 2012 (dates to be confirmed). The trade missions may be focused on one sector or be multi-sectoral, and may include companies from sectors such as: information and communications technology, life sciences, agri-food and seafood products, building and construction products, advanced manufacturing, environmental and ocean industries (including boatbuilding and marine industries), and tourism and culture. Having said this, the Department is working on an opportunity-based model, so other sectors may be represented as well. The consultant will be responsible for developing and pre-arranging a business program for all participants. Newfoundland and Labrador companies are typically based in a central location and travel by hired car to appointments - a radius of approximately two hours for transportation. However, the companies will travel to the appropriate locations within Ireland where opportunities may exist. The consultant will be expected to explore such opportunities. In addition to group trade missions, the Department will also work with companies on an individual basis, where appropriate. This may include individual company visits and/or virtual meetings that fit the timing requirements of the Newfoundland and Labrador companies and/or their potential Irish partners. It may also include some investigative work on behalf of companies that have identified an opportunity but would like to explore it further before committing to an in-market visit. During a group trade mission and/or an individual trade visit, the consultant will: Have regular contact with the companies either in person or by phone, fax and email to discuss, one-on-one, each company s products and/or services, the company s objectives for the Ireland market, and/or seek clarification on market interests to ensure a match with potential business partners; Focus on market-specific preparation and readiness for companies, including consultant support for: individualized market suitability assessments; establishing appropriate market goals; clarifying strategic value proposition; and, understanding and targeting appropriate channels of distribution; Identify potential Ireland-based business partners for NL companies based upon criteria established through the NL corporate company profiles and in-person meetings; Schedule and coordinate business meetings. A minimum of six pre-qualified company-tocompany meetings with potential Irish partners per company is required. Meetings are to be held preferably at the location of the Irish company; however, meetings may also be held on-site at the base hotel as a last resort. Pre-qualified scheduled meetings are to meet the objectives of the Newfoundland and Labrador company and hence, the quality of the match is crucial; Provide INTRD lead with a short status report on a weekly basis (Friday noon, NST each week prior to the mission) by email commencing at the end of the first week of the contract start date up until the mission date. Reports must include specific information with regard to work undertaken, contacts made with NL companies, contacts made on the NL company s behalf, matches arranged etc.;
Provide NL participant companies and INTRD lead with an individual agenda, including a detailed profile on each of the Irish companies with which they will be meeting. The profile is to include a web site, company address, and company brochure or written description of the Irish firm and their products or services; Provide to INTRD lead and NL company, details of 50% of all pre-approved matchmaking appointments for each company two weeks prior to the mission start date. The complete list of matchmaking appointments is to be provided to the Newfoundland and Labrador company and INTRD trade lead five days prior to the mission start date and should include company profile, address, phone, fax, e-mail, contact and website address; When necessary, participate in the mission to facilitate the daily business program on-site at the base hotel, or another appropriate location identified by the client, including being available to provide on-site consultation and troubleshooting to Newfoundland and Labrador company representatives as needed and attend meetings if desired by the company; Work directly with INTRD to coordinate the scheduling of transportation requirements for the Newfoundland and Labrador companies to meet with the pre-arranged Irish companies; and, If required, provide one-on-one aftercare service for up to one month after a trade mission.