Request for Proposal (RFP) Audio Visual

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Request for Proposal (RFP)

Audio Visual 2014 – 2016

Re: Discovery Conference and Showcase

Issue Date:

Monday July 22

th

, 2013

Closing Date:

Monday August 12

th

, 2013 @ 4:00pm

Issued by:

Ontario Centres of Excellence

156 Front Street West, Suite 200

Toronto ON M5J 2L6

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Proprietary & Confidential Page 2 of 18

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, Ontario Centres of Excellence 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.

Discovery is Canada's leading innovation-to-commercialization conference, showcase and tradeshow. Hosted by the 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 facilitate collaboration, promote business opportunities and connect employers and talent.

Garnering over 2,400 attendees and more than 360 exhibitors in 2013, Discovery is a showcase of leading-edge technologies, best practices and research.

Renowned keynote speakers and panels ignite discussion, knowledge-sharing and new perspectives. Named Canada’s Best Trade Show 2010 and 2011, 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 commercialisation.

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Discovery 2014-2016 Conference Requirements

The objective of this multi-year Request for Proposal (RFP) is to solicit proposals to provide Audio Visual Services for OCE’s annual Discovery Conference in 2014, 2015 and 2016. Discovery 2014 will be held on May 12th and 13th on the 800 level of the Metro Toronto Convention Centre South Building. Dates for 2015 and 2016 are still to be confirmed with high probability that they will also be in May. Details of the services required are outlined below but are subject to change. Reference documents from 2013 are also attached, including the conference agenda and floor plan.

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.

Conference Objectives

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. We aim to:

• Build profile for OCE and its stakeholders towards forming new partnerships with industry by maximizing networking opportunities

• Build profile for OCE and its stakeholders with new sources of funding

• Provide a forum for collaboration – exchanging new ideas and critical information between government, researchers, academia, industry, entrepreneurs, students and investors

• Showcase Ontario’s research and technologies, including those currently being developed with OCE support, to a diverse range of receptors and potential partners including small, medium and large companies, governments, foreign markets, international academia and media towards supporting Ontario’s industrial growth, expansion of markets and the creation of Ontario-based employment in sectors OCE serves

• Provide opportunity for students to enhance their knowledge of career opportunities in key sectors and for employers to meet with the highly qualified talent within Ontario’s post-secondary institutions.

• Produce opportunities to 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.

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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 and other government

• University Presidents, Deans and administration

• Procurement representatives

• Academic researchers

• Post-secondary students

• Media

The audience is primarily Canadian, with most residing in Ontario.

Key messages/themes

• The showcase for Ontario’s economic engine of the future - today

• A destination for leaders in research, innovation, business and technology transfer

• A forum for collaboration – exchanging new ideas and critical information between researchers, academia and industry

• The conference will support OCE’s agenda as the champion and key facilitator of Ontario’s culture of innovation

• The conference will support and showcase the Ontario Network of Entrepreneurs (ONE)

• Key themes we are exploring for the focus and content of the event include:

o Innovation o Collaboration o Commercialization o Research o Talent o Competitiveness o Entrepreneurship o Convergence

Preliminary Conference Specifications for 2014

• Dates:

o Sunday, May 11th  Load in

o Monday, May 12th

 Pre-meetings and workshops

 Opening remarks at 2:00pm

 Keynote speaker at 2:30pm

 Show floor opens at 3:30pm

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o Tuesday, May 13th

 Exhibitor showcase opens at 9:00am

 Programming begins at 10:00am

 Luncheon begins at 12:00pm

 Awards ceremony starts at 12:30pm

 Showfloor closes at 5:00pm

• Conference venue:

o MTCC, South Building, 800 level, approx. 200,000 sq. ft.

• Expected registrations:

o 2,500 – 3,000

• Expected number of exhibitors:

o 350 – 400

• 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 and awards ceremony

o Awards ceremony

o Panel discussions (in theatres)

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 attached copy of 2013’s agenda and floor plan).

Preliminary Agenda

• May 12

th

o Rehearsals 9:00am – 12:00pm

o Workshops / Meetings 8:00am – 1:30pm

o Opening remarks and keynote 2:00pm – 3:30pm

o Show floor opens 3:30pm

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• May 13

th

o Showfloor opens 9:00am

o Programming begins 10:00am

o Luncheon and Keynote 12:00pm – 2:00pm - Exhibit Halls F& G Set in rounds for 3,000

o Showfloor closes 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.

Theatres

(programming locations below):

• Data Projection and Screens

• Computers

• IMAG & Record

• Audio (including 6 radio mic. packs)*

• Lighting

• Podium

• Draping

• Set/Staging Design

• Tech Service set-up and dismantle

• Each theatre will have scheduled rehearsal times to be confirmed closer to the

event

*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.

Programming locations:

• Gowlings Theatre – 150 people

This sponsored theatre provides a venue for various topical presentations and panel discussions.

• Discovery Theatre – 150 people

One of the largest theatres, this theatre provides a venue for various topical presentations and panel discussions.

• Talent Theatre – 100 people

This theatre is host to many of the student and pitch competitions.

• IBM Theatre – 100 people

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• Innovation Partners Theatre – 40 people

This theatre provides an opportunity for government and organizations serving the innovation community to speak about their individual program offerings.

OCE welcome area

A place where delegates can exchange ideas, learn about OCE programs and collaborate with each other and OCE staff.

• 6 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

• 6 x laptops - W7 office 2010

• Cables and Consumables

Luncheon

(Exhibit Halls F & G – seating for 3,000)

• Data Projection and Screens

• Computers to support Data Projection

• IMAG & Record

• Audio – Panel and Speaker mics

• Lighting

• Podium

• Draping

• Set/Staging Design

Showcase Areas x 4

Open areas that highlight leading-edge technologies 1. Advanced Manufacturing

2. Clean Technologies 3. Digital Media 4. Manufacturing

• 65” Panasonic 1080P Plasma monitor

• Monitor base and stand

• Laptop I7 2:3G W7 Office 2010 16:9

Feature Areas

• 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.

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o Monitor stand and base

o Monitor floor stand shelf

o Laptop I7 2.3G W7 Office 2010 16:9

o PCDI Stereo direct box

o 5 x computer locks

o Cables and Consumables

o Tech Service set-up and dismantle

• Ask an Expert zone

A place where delegates can meet one on one with experts in the areas of investing, entrepreneurship, support for innovation, professional services, and corporate leadership.

o 2 x 50” Pioneer 720P Plasma monitors

o 2 x monitor base and stands

o 2 x Laptop C2D 2.5G W7 Office 2010

o Cables and Consumables

o Tech Service set-up and dismantle

Speaker preparation room

• 84x84 Tripod screen

• 42” Audio Visual cart

• Epson 800 XGA Proj 2000-2500 Lumen

• Laptop I7, 2.3G W7 Office 2010, 16:9

Registration Area

• 1 x 10 panel velour drape – 16’H x 10’W

• 3 x Laptops W7 Office 2010

• Bambino Light – 500W

Pre-contracted Suppliers

Metro Toronto Convention Centre – conference venue

Evaluation and Selection Criteria

Formal presentations or appearances may be required under this RFP. RFP submissions will be evaluated by OCE, using the following criteria:

• Experience, quality of equipment, innovation and capability to carry out work based on qualifications (30%)

• Price; payment and pricing terms (40%) • Company background and references (10%) • Responsiveness to change (10%)

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In addition, more than one service provider may be selected.

Your proposal must contain:

1. Skill/Creativity/Experience

• Year company started in business

• Overall scope of services offered by company

• List and description of trade shows of similar size and complexity serviced in the last three years

• Bidder to provide client with a list of capabilities and experience of all senior personnel to be assigned to the project

• Assigned on-site supervisor to be available for client meetings prior to on-site set-up

• Description of your working relationship with our selected venue including number of events, size and type serviced there in the last 5 years

• Demonstration of experience with trade shows of similar size and complexity

• Examples of new and unique trade show design concepts available

• Willingness to work with supplier/vendor contacts brought to the process by OCE

2. Resources/Capability

Please provide a written review of your in-house capabilities as follows:

• Staff who would be assigned to our event

• Equipment owned which would be used for our event

• List of resources that would be utilized for the project that would be rented or outsourced

• Location of office closest to our selected venue

• Proximity to venue of in-house inventory

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, email address and telephone number. The service provider grants Ontario Centres of Excellence permission to contact submitted references.

4. Pricing Structure/Rates

Please provide a comprehensive pricing and/or rate sheet for all services you might provide under this RFP agreement. This should include:

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

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o Hourly rate

o Does your company use union labour? If “yes” please outline union rules.

o Any 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, 2014.

Attachments

Reference documents from 2013 are also attached, including the conference agenda, floor plan and an assortment of pictures from the show floor.

Subsequent Contract Terms and Conditions

• Ontario Centres of Excellence (OCE) reserves the right to award all, partial or none of this solicitation

• 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 shall be paid upon submission of proper invoices to OCE at the prices stipulated on the contract

• Invoices shall contain the contract number and reference number. Failure to follow these instructions may result in delay of processing invoices for payment

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Response Deadline/Schedule

• Responses should be sent to Peter McFadzean and are required by 4:00 p.m., Monday August 12, 2013. You are required to submit both via e-mail and in hard copy (3 copies are required) to:

Peter McFadzean,

Manager, Events and Sponsorship, Ontario Centres of Excellence 156 Front Street West, Suite 200 Toronto ON M5J 2L6

Email: [email protected]

• All bids will be acknowledged with a return receipt. If you do not receive

acknowledgement of your submission, please email Peter McFadzean to confirm receipt.

• Select organizations will be requested to present to the OCE committee and will be requested to provide five (5)copies of their formal presentation.

Submit proposals 4:00 p.m. Monday, August 12, 2013 Invitations to present Week of August 19th, 2013

Presentations Weeks of August 26th and September 2nd, 2013

OCE advises agencies on decision By end of September

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 Catherine Ogilvie, Marketing Advisor, Ontario Centres of Excellence: [email protected] . Responses may or may not be shared with all potential bidders or posted on the OCE website.

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Appendix 1 Photographs of conference and show elements in 2013

Registration

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Ask an Expert Zone

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Career Zone

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Theatre – 150 seats

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Luncheon – Halls F & G – Seating for 3,000

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Agenda Grid 2013

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Request for Proposal (RFP) Audio Visual