1 Request for Proposals Nova Scotia Energy Sector Targeted Export Market Analysis RFP Release Date: January 30, 2017 Proposal Due Date: February 10, 2017, 4 pm Contract Manager Questions and Submissions to: Russell Dmytriw, Project Manager Offshore Energy Research Association (OERA) 1690 Hollis Street Unit 1001 Halifax, NS B3J 1V7 rdmytriw@oera.ca 902.406.7010
2 1. Rationale As part of Nova Scotia Department of Energy s (NSDOE) mandate to investigate economic opportunities for Nova Scotia technology developers and supply chain service providers, NSDOE proposes to conduct a global energy market analysis. The analysis will focus primarily on the energy sectors of World Energy Cities Partnership (WECP) member countries, and specific markets identified by NSDOE, and subsequently support business-to-business (B2B) activities aimed at maximizing economic opportunities presented by the upcoming 2017 World Energy City Partnership (WECP) annual general meeting and Core Energy Conference. In early October 2017, Halifax will simultaneously host the World Energy City Partnership (WECP) annual general meeting and the Maritime Energy Association s (MEA) 35th anniversary Core Energy Conference. This joint conference will attract several hundred international participants interested in the broad themes of energy project development, sustainability, education, energy policy and related subjects. The WECP 2017 AGM has been set to run directly in conjunction with Core Energy Week, presenting a unique opportunity to collaborate. The 2017 Core Energy Conference will take place on October 3-4th, 2017, at Pier 21 in downtown Halifax. The Core Energy Conference showcases a two-day program of presentations, panel discussions and interactive dialogue on the Energy Industry in the Maritimes. The coordinated event provides an excellent opportunity to engage a broad international audience and for the WECP to tap into a well-established energy event for value added activity This event provides an excellent opportunity to enable The Core Energy Conference to reach a broader international audience and for the WECP to tap into a well-established regional energy event, comprised of various networking receptions, for value added activity. About the Event Organizers: Mayor Savage is the current sitting President of the WECP, an organization headquartered in Houston comprising 19 of the world s leading energy producing cities. The Halifax Partnership is the coordinating body tasked with the responsibility to manage both the AGM and Halifax s ongoing involvement within the organization. The following comprises the membership of the World Energy Cities Partnership: Cape Town (South Africa), Luanda (Angola), Calgary (Canada), Halifax (Canada), St. John s (Canada), Villahermosa (Mexico), Atyrau (Kazakhstan), Dammam (Saudi Arabia), Daqing (China), Doha (Qatar), Karamay (China), Kuala Lumpur (Malaysia), Aberdeen (Scotland), Esbjerg (Denmark), Stavanger (Norway) and Perth (Australia). The Maritimes Energy Association is an independent, not-for-profit organization representing businesses that provide goods and services to the energy industry in eastern Canada offshore & onshore, renewable & non-renewable, domestic and export markets. 2. Objectives The energy market analysis commissioned through this Request for Proposal (RFP) will inform Nova Scotia companies of energy project opportunities and identify foreign companies seeking supply chain support. This information will prepare Nova Scotia energy sector companies to participate effectively in upcoming conferences, culminating in the joint WECP-Core conference in early October, 2017. The primary objective of this work is to generate information for Nova Scotia service and supply chain
3 companies regarding potential export market opportunities and business partners in the 13 WECP countries. A secondary objective, equally critical, is to improve B2B meeting outcomes at the WECP-Core conference, leading to enhanced export opportunities for Nova Scotia companies. As a first step, the consultant will research and prepare a market analysis report focused on WECP countries. The report will describe each country s evolving energy sector and resulting market opportunities. It will also identify potential business partners those looking for supply chain support, diversification, expertise, or technical ability. The report is intended to identify potential export opportunities based on information collected from political, business, and educational leaders, and to stimulate discussions of market opportunities and challenges in exporting to these markets. Building on information in the market analysis report, the consultant will undertake a number of additional tasks intended to attract more energy sector companies from WECP members to the fall WECP- Core conference (October 4 th and 5 th, 2017), and enhance the outcomes of the B2B meetings at the conference. 3.0 Project Scope Note: Funding is currently available to complete Tasks 1-3 as described below. However, it is possible that additional funds will be made available next fiscal year, which begins April 1, 2017. Given this, we request the consultant also describe and cost out a separate value added set of activities under the heading Task 4. The work under Task 4 would be undertaken, if approved, beginning May 1 or earlier and extend through the summer months ending in early October with the close of the WECP-Core conference. Task 1: Energy Market Analysis The objective of this task is twofold: to inform and prepare Nova Scotia companies regarding WECP energy sector opportunities, business entry requirements and potential business partners, and to identify WECP member businesses that may be encouraged to attend the WECP-Core conference in Halifax. To achieve this objective, the following subtasks are proposed. 1. Identify the current state of energy use and energy direction (i.e., trends in energy use, low carbon transition plans, etc.) of the 13 WECP countries. What form of energy are these countries currently utilizing (oil/gas, LNG, renewables)? Describe policies/regulations that encourage sustainable technologies such as solar, wind, marine renewable energy, smart grids, etc. Identify incentives or subsidies that may be available in these countries and describe whether and how Nova Scotia companies would qualify. 2. Describe what impacts have been experienced in the energy sector of these countries due to the volatility in oil prices. Have energy projects been delayed, finished, or shelved? If not, has market growth been steady? Provide trends over past 6 years and explain changes from the preceding years when oil commodity prices were higher. 3. Identify major energy projects within those markets and the companies providing key services. 4. Identify preferential (local content or other) policies, legal/regulatory, and incentive/subsidy regimes within the 13 WECP partner countries.
4 5. Identify global or national standards that Nova Scotia companies must consider if participating in those markets. Such standards might include for example safety, management (ISO), environment, etc. 6. Identify and explore one additional export market which is not a WECP country, namely Columbia, using the same criteria as noted above (1-5). 7. Prepare a report summarizing this information and presenting an analysis of the best markets to target, for Nova Scotia energy service providers, based on for example, trends and type of energy projects under development, number of companies in each country looking to diversify or supplement their supply chain, or other metrics to be expressed by the consultant. The report should also identify companies of particular interest that will be attending key conferences in 2017 (listed below) and which may be attracted to the WECP-Core conference. The expected outcome of this task is the report as described in point 7 above with recommendations that will guide Tasks 2, 3 and 4. There are some background documents that can be made available to the consultant that will assist in the preparation of the analysis. These will be made available upon request. Task 2: Implementation of the Market Analysis The objective of this task is to build relationships with Global Affairs Canada and WECP country economic development groups that can be used to introduce Nova Scotia (NS) energy service companies to business opportunities in these countries. To achieve this objective, the consultant will build upon information collected during the market analysis task and perform a network-building liaison role between WECP country/city economic development groups, Halifax Partnership and the NSDOE. As many of Nova Scotia supply chain companies attend events in countries that have a WECP, the consultant will reach out to economic development groups to determine who is attending the events below, assist in arranging B2B opportunities, make introductions, and generally promote contacts between NS companies and their WECP counterparts. This may include follow up with Global Affairs Canada and other export development agencies, as well as outreach to event organizers to connect Nova Scotia companies with potential export partners. The consultant is not expected to attend these events but will actively engage in preparatory actions (in consultation with NSDOE, MEA, and Halifax Partnership) so that participating Nova Scotia companies will obtain maximum value from their attendance. The consultant will investigate and liaise to promote Nova Scotia energy company interests at the following events: 1. Offshore Technology Conference (OTC 2017); May 1-4, Houston, Texas. 2. European Wave and Tidal Energy Conference (EWTEC 2017); Aug. 27-Sept. 2, Cork, Ireland. 3. Offshore Europe 2017 Sept. 5-8, Aberdeen, Scotland. Task 3: Export Partnership Opportunities: WECP and Core Logistics The culmination of the work undertaken in Tasks 1 and 2 will support the next piece of work. This task is focused on improving outcomes at the WCEP-Core conference. The objective of this work is to increase the number and quality of contacts between Nova Scotia supply chain service providers and their counterparts in WECP countries (i.e., those seeking business opportunities, knowledgeable in market
5 entry requirements, local policy and regulation, and related fields). To a large degree, this task is an extension of Task 2. The objective of this task is twofold: first, to ensure strong representation by WECP-country energy sector delegates at the joint WECP-Core conference in October, 2017. Through strong participation, the goal is to create opportunities for Nova Scotia energy sector suppliers to meet and develop export opportunities. Second, to ensure the B2B meetings are efficiently planned, coordinated and executed during the joint conference. To achieve this objective, the following subtasks are proposed. 1. Assuming greater opportunities are present in certain WECP markets, the consultant will plan to engage those countries through Global Affairs Canada and the cities economic development agencies to arrange strong delegations who are fully prepared to participate in B2B opportunities. This will be achieved through a recruitment program that identifies the *best companies that should be part of the delegation. The consultant s role is to generate interest in attending the conference, create matchmaking opportunities, brief meeting participants, then assist and support the conference organizers in arranging B2B meetings. *Best companies: companies involved in major projects; companies looking to increase supply chain support or diversification; companies looking for partners and/or joint venture opportunities; companies with particular knowledge in market entry requirements, subsidies, etc. 2. All through the conference lead up and during the WECP-Core event, the consultant will be responsible for taking an active role in assisting the event organizers with B2B meetings. This will not include organizing venues or arranging space, but will involve ensuring the organizers are aware of all planned B2B events, and arranging these activities. Understanding that this event is expected to attract too many companies to employ traditional company matchmaking, the consultant will be required to devise more innovative approaches to introduce potential export partners through methods such as speed dating, webinars or ladder pitch activities. The expected outcomes of this task are a series of successfully undertaken meetings where both Nova Scotia and international conference participants obtain value in the form of information regarding business and export opportunities, potential partnerships, regulatory requirements to market entry, etc. It is expected that more companies will be recruited from both within and outside of Canada to attend the conference and that all participants will be better prepared and more focused, due to the preconference efforts of the consultant. Task 4: Value Added (budget permitting) In the proposal the consultant is requested to describe how the scope of work in Tasks 1-3 will be undertaken, and to assign costs for each task and subtask. Competitive proposals will be judged on their technical merit as well as on their costs. For Task 4, a hypothetical budget of $25,000 is allocated. With the overall project objectives in mind, the consultant is requested to describe how project outcomes could be improved by assigning additional resources to Tasks 2 and 3 and/or by undertaking additional activities not currently in the scope of work. We recognize that the Task 1 Report may include recommendations for activities that are not contemplated within the current scope of work and suggest the consultant consider such activities when
6 completing the report in the event that additional funding is approved. The consultant is encouraged to present innovative approaches supported by their past experience and/or the expected findings from the Task 1 report. For example, would travel to OTC, EWTEC, etc. improve outcomes and if so, what would be done in person at these events? For Task 4, please describe each additional value added activity, its expected outcome, and its estimated cost. OERA does not expect a detailed write up in response to Task 4 but rather an outline of ideas that may be used to address recommendations from the Task 1 Report, should additional funds be available. 4.0 Timing The following schedule is provided for guidance. Proposal a) RFP release date: Monday, January 30, 2017 b) Proposal submission date: Friday, February 10, 2017; 4 pm (Atlantic) c) Consultant selection: Friday, February 17, 2017 Deliverables d) Kick-off meeting Tuesday, Feb. 21, 2017 Introductions, discussion of project objectives, plan, timing and deliverables. e) Brief status report/conference call Monday, March 13, 2017 A 1-2 page bulleted report describing activities completed and planned. This will allow the Project Review Committee to review these activities and provide suggestions or guidance as needed. f) Submit Draft Task 1 Report: Tuesday, March 31, 2017 Project objectives, methods, outcomes and recommendations. g) Review Committee comments returned: Friday, April 10, 2017 h) Submit Final Task 1 Report: Friday, April 17, 2017 i) Project status presentation Friday, September 15, 2017 Brief consultant presentation of activities completed and planned since completion of the Task 1 Report. This meeting informs and prepares the Project Review Committee in advance of the October WECP-Core Conference. j) Project wrap up presentation Friday, October 21, 2017 Brief consultant presentation regarding successes/failures, roadblocks encountered, lessons learned, etc. The objective is to summarize the positive and negative outcomes for use in the next similar project. 5.0 Proposal Format
7 1. Proposals should clearly describe the consultant s understanding of the project objectives and expected outcomes. 2. Proposals should include a brief corporate description of the consultant and their subcontractors, including relevant experience of senior staff assigned to the work. 3. The methods or activities used to accomplish each task should be concisely described. The proposal must include a cost-task breakdown that shows the staff assigned to each task or subtask, their rates, anticipated expenses, and subtotals by task. The project timetable should incorporate the milestones above to demonstrate they can be met by the project team. 4. Project deliverables are described in section 3 above. The consultant should also plan for and cost out the meetings listed above. 5. As noted, Task 4 is not included in the project total and has been given a hypothetical budget of $25,000. Using the same cost-task spreadsheet, please present value added activities to complement the work and improve project outcomes. Please assume the entire hypothetical budget will be consumed by these activities. A total of $57,000 excluding HST has been allocated to this project. Consultants are requested to submit a firm cost for the project, excluding HST. The consultant s task-cost breakdown should clearly show the number of days estimated to perform the services, the staff involved, and the per diem or hourly rates proposed for the project. Please address questions by email to rdmytriw@oera.ca. The question period closes Wednesday, February 15 at 4:00 AST. Questions and responses will be posted periodically on OERA s website and emailed to those consultants who have indicated their intention to bid. It is advisable but not mandatory to indicate an intention to bid to ensure that questions and responses are received by the consultant. Proposals are to be no longer than 30 pages, and should include a detailed project plan, schedule and budget. Expenses will be reimbursed in accordance with the Province of Nova Scotia guidelines 1 and should be included in the budget. Please refrain from including excessive corporate literature and project profiles. Please attach a list of any subcontractors, if applicable (name, address, services provided, rates). The absence of such a list will be taken to mean that only one s "own forces" will be used. A complete submission package consists of the elements below, presented in the order listed: 1. Letter of Introduction This should identify the contractor and be signed by a signing officer to bind the contractor to the statements made in the proposal. 1 http://novascotia.ca/treasuryboard/manuals/200bfm.htm. Chapter 26 is travel policy. 26.2 gives meal allowances.
8 2. One original and four hard copies This is the proposal document containing the technical and pricing responses. Please refrain from using binders, binding, plastic covers, etc. when submitting the proposal metal bull clips are preferred. 3. One electronic copy Prepare an electronic copy of your proposal and include this in your response. The file name should include an abbreviated form of the proponent s name. The electronic copy should be submitted via email (in PDF and MS Word formats) to rdmytriw@oera.ca in one or more transmissions under 5 MB in size. If this is not possible, it may be provided on a memory stick. Full proposal submissions must be received prior to the time of closing. Any submissions received after the deadline date/time will not be considered. 6.0 Evaluation Criteria OERA is the contracting agency and will be the primary contact throughout the proposal submission and review stage. Please note that OERA reserves the right to cancel this RFP up to the award date of February 17, 2017. The successful contractor will be expected to work under the direction of a Project Review Committee made up of the staff from NSDOE, OERA, The Maritimes Energy Association, Halifax Partnership and ACOA. At the kickoff meeting, the Project Review Committee will appoint a single contact to communicate with consultant over the course of the project. The successful bid will demonstrate an understanding of the current Nova Scotia energy industry and will be aware of strengths and services that can make companies competitive in an export market. Additionally, the consultant will be expected to work with, and apply the knowledge of two key Nova Scotia industry associations, Maritimes Energy Association and Marine Renewables Canada, as well as the Ocean Technology Council of Nova Scotia. Factor Experience and Knowledge: Qualifications and capabilities of the project delivery team, demonstrated knowledge relevant to this study. Timeline: Proponent demonstrates the ability to complete the work on or before the desired completion date. Weight Max: 40 Min: 20 Max: 10 Min: 5 Project Plan, Approach and Methodology: Proponent has outlined a clear and effective workplan and demonstrates an understanding of the project service requirements. Overall quality of the proposal is good (clear and concise); it outlines the methodology to be used and presents a sound approach in undertaking this project. Max: 35 Min: 15
9 Cost: The project will offer very good value for the proposed budget. The budget is complete and well described. Max: 15 Min: 8 Please ensure your contact information in included in the proposal. The example table or equivalent can be used. Vendor Name Contact Name Contact Phone Contact Fax Contact e-mail The successful consultant shall not share, release, or publish any of the data or associated reports or other materials developed as a result of this project without the express written consent of NSDOE. END