Request for Proposal 2018 Wood Buffalo Alberta Winter Games Host Society Internal Transportation RFP#2018itrn
1. Introduction/Overview: The 2018 Wood Buffalo Alberta Winter Games Host Society is seeking proposals from transportation providers to coordinate and provide safe, reliable transportation for participants during the 2018 Games, February 16 th 19 th, 2018. The 2018 Wood Buffalo Alberta Winter Games will be held in the Regional Municipality of Wood Buffalo from February 16 th 19 th, 2018. The Games will bring together close to 3000 athletes, coaches and officials and will require upwards of 3000 volunteers for event execution. This event is one of Alberta s premier sporting events and will host athletes ranging in age from 11 17. Sports for the 2018 Wood Buffalo Alberta Winter Games include: Alpine Skiing, Archery, Artistic Gymnastics, Badminton, Biathlon, Boxing, Cross Country Skiing, Curling, Fencing, Figure Skating, Freestyle Skiing, Hockey, Judo, Ringette, Snowboarding, Speed Skating, Squash, Synchronized Swimming, Volleyball and Wrestling and will take place across multiple venues within our community. 2. Project Scope: The objective of this project is to provide professional, qualified, transportation services as outlined in Section 4. This includes supplying, scheduling and staffing with qualified equipment, a fully operational transportation system for athletes, technical officials, coaches, chaperones and VIP s in coordination with the overall transportation strategy to reflect the mission, vision and values of the Games. The purpose of this RFP is to provide a fair evaluation process for all transportation providers and to provide the transportation providers with the evaluation criteria against which they will be judged. For additional technical information relating to the Project Scope, refer to Appendix 1, 2 and 3. 3. Sponsorship & Social Prosperity 2018 Wood Buffalo Host Games Society is proud to recognize and promote the services and support of our sponsors. We would actively encourage submissions which incorporate a sponsorship element. There is also a desire from the Host Society to ensure that all suppliers are actively engaged in the social prosperity of our community. Proposals that provide an opportunity for the Wood Buffalo region to cultivate a vibrant, creative and caring community for the wide diversity of individuals and families who live in, work in and visit our region will be looked upon favourably. Contributions to the prosperity of the community could include skill development, resources, givebacks, programming, etc. Refer to Appendix 4 for the Games Sponsorship package. 2
RFP Submission Requirements Submitted proposals can be for either Scope A or Scope B or for both Scope A and B combined: a.) Scope A: Participant Transportation via school bus or coach bus, b.) Scope B: Participant Transportation with sport equipment and VIP hosting via coach bus only, c.) Scope C: Both transportation requirements as outlined above in Scope A and Scope B. 3.1 Transportation Requirements Scope A: Participant Transportation via school bus or coach bus Participants include athletes, coaches, chaperones and technical officials. Schedule includes: Friday February 16, 2017: Transportation of above participants to and from Athlete Villages (local schools), Technical Officials hotels, Food Centre & Opening Ceremonies (Shell Place). Saturday February 17, 2017: Transportation of above participants to and from Athlete Villages (local schools), Technical Officials hotels, Food Centre (Shell Place) and competition venues (located throughout the Wood Buffalo Region. Sunday February 18, 2017: Transportation of above participants to and from Athlete Villages (local schools), Technical Officials hotels, Food Centre (Shell Place), competition venues (located throughout the Wood Buffalo Region and Athlete Dance and Coaches Reception (MacDonald Island Park). Monday February 19, 2017: Transportation of above participants to and from Athlete Villages (local schools), Technical Officials hotels, Food Centre (Shell Place) and competition venues (located throughout the Wood Buffalo Region. Scope B: Participant Transportation with sport equipment and VIP Hosting via coach bus Participants include alpine skiing, snowboarding and freestyle skiing athletes, coaches, chaperones, technical officials and VIP s. Schedule includes: Saturday February 17, 2017: Transportation of alpine skiing, snowboarding and freestyle skiing athletes, coaches, chaperones and technical officials with sport equipment to and from Athlete Villages (local schools), Technical Officials hotels, Food Centre (Shell Place) and competition venue (Vista Ridge). 3
Sunday February 18, 2017: Transportation of alpine skiing, snowboarding and freestyle skiing athletes, coaches, chaperones and technical officials with sport equipment to and from Athlete Villages (local schools), Technical Officials hotels, Food Centre (Shell Place) and competition venue (Vista Ridge). Transportation for Future Host Tour one coach will be required for approximately 4-5 hours for approximately 15-40 people. Monday February 19, 2017: Transportation of alpine skiing athletes, coaches, chaperones and technical officials with sport equipment to and from Athlete Villages (local schools), Technical Officials hotels, Food Centre (Shell Place) and competition venue (Vista Ridge). 2018 Alberta Winter Games Projected Maximum Participants Athletes 1920 Coaches & Chaperones 495 Technical Officials 270 VIP's 35-75 Future Host Tour 15-40 In addition, each submission should contain a detailed operations plan which includes all key personnel which will be dedicated to the completion of this project. Information should include a detailed dispatch and operations plan, maintenance plan for all units, safety and emergency response planning and training, unit utilization, driver hours as well as necessary staff security and safety accreditation. When submitting a proposal, the provider is requested to include all associated costs within the total project costs, including applicable taxes. Costs must include, bus rental, fuel, repairs, insurance, drivers, scheduler and dispatcher. The pricing is on a fixed price basis and the provider will be contracted to deliver all functions in this document within the stated price. If the provider has excluded a function or added functions to these requirements, these changes should be noted. 4.2 Key Components of the RFP Submission Each RFP submission must include the following: Comprehensive information for the complete package. It must include an all-inclusive cost including bus rental, fuel, repairs, insurance, drivers, scheduler, dispatcher and dispatch office, including applicable taxes. 4
A summary of the proponent s corporate back ground, history and relevant experience with attention provided regarding past experience in working with multi-sport games, athletes, officials, VIP s, major events and/or large bulk services Knowledge of the Wood Buffalo region and an understanding of weather conditions at this time of the year Ability to pursue aggressive timelines in a fast-paced environment Demonstrated ability to project manage large scale projects, such as this Clear indication of any subcontractors who would participate in the delivery of the requested transportation and a summary of their corporate background and relevant experience A separate outline of any potential sponsorship programs, or contributions to the social prosperity of the region Confirmation of the ability to meet the transportation timelines as provided List of current clients and contact information for at least two references and permission to contact these references Strong consideration will be given to companies based within the Regional Municipality of Wood Buffalo as well as Alberta Upon contract award, proponent(s) must be available to visit Wood Buffalo region, meet with Games staff on a regular basis to gain a better understanding of the Project, and to gather valuable feedback Confirmation that proponent(s) have Comprehensive General Liability Insurance at a minimum of five million dollars 5.0 Instructions to the Proponents 5.1 Originals and Copies: Four hard copies of the RFP must be submitted by 4:00 pm on July 7 th, 2017 at the following address: Patty Blomberg, Sport, Venue and Transportation Coordinator 2018 Wood Buffalo Alberta Winter Games 8329 Fraser Ave Fort McMurray, AB T9H 1W9 5.2 Response Validity: Submissions will be valid for a period of 90 days from the closing date. 5.3 The Society s Discretion: The Society may accept any submission, and not necessarily the lowest cost response. The Society may accept the submission most favorable to the interests of the Society or the Society may decide not to accept any submission. 5
5.4 RFP Clarifications and General Inquiries: All inquiries related to this RFP are to be directed via email to the 2018 Wood Buffalo Alberta Winter Games Host Society at the email address noted below. Information obtained from any other source is not official and may be inaccurate. Inquiries and responses may be distributed to all potential proponents at the option of the 2018 Wood Buffalo Alberta Winter Games Host Society. General Inquiries Patty Blomberg, Sport, Venue and Transportation Coordinator patty.blomberg@2018awg.ca 5.5 Rejection of Submissions: The Society shall not be obligated to accept submissions that are unsigned, incomplete, conditional, illegal, unbalanced, obscure, or contain irregularities of any kind. 5.6 Submission Confidentiality: All documents submitted to the Society will be subject to the protection and disclosure provisions of the Freedom of Information and Protection of Privacy Act, R.S.A. 2000, c. F-25 ( FOIP ). Proponents are encouraged to identify what portions of their submissions are confidential and what harm could reasonably be expected from its disclosure. However, the Society cannot assure proponents that any portion of a submission can be kept confidential under FOIP. 5.7 Information: The proponent is fully responsible for obtaining all information required for the preparation of its submission. 5.8 RFP Expenses Potential proponents are solely responsible for their own expenses, if any, in preparing a proposal in response to this RFP and subsequent negotiations with the 2018 Wood Buffalo Alberta Winter Games Host Society, if any. 5.9 Request Clarification: After the Closing Date, the Society reserves the right, in its sole discretion, to seek further information or clarifications with respect to a submission from a proponent without becoming obligated to seek further information or clarifications from any or all other proponents. However, proponents are cautioned that any clarifications sought will not be an opportunity either to correct errors or to change their submission in any substantive manner. 5.10 Insufficient Response: If the Society receives no submissions that are satisfactory to the Society or if the Society receives an insufficient number of submissions to allow the Society to make comparisons between multiple proponents, the Society may cancel this RFP. 6
5.11 RFP Cancellation: If the Society cancels this RFP, the Society may negotiate an agreement with one or more proponents to provide all or part of the services, but the Society shall not be obligated to offer to negotiate with all proponents. The Society may also issue another RFP for all or part of the Services. 5.12 Team Approach: The Society recognizes that the proponent could be made up of more than one entity in some form of team submission. If the proponent as such is a team, the proponent must appoint an entity to be the representative for the submission. If the successful submission is based on a team approach, then the Society will consider the entity identified as the representative as the consultant and the other entities forming the team as subcontractors. The consultant will be fully accountable to the Society for the performance of the services and to resolve issues with subcontractors or with any third-party product vendors (as applicable). 5.13 Contract Agreement: The Society will not be obligated in any matter to any potential proponent until a contract has been issued by the Society with respect to a proposal 5.14 Agreement Extension: The Society may, at its discretion, request additional services from the successful proponent in support of future phases of the Society s project. 6. RFP and Contract Timelines RFP Opens June 20 th, 2017 RFP Closes July 5 th, 2017 Presentations/Interviews with short listed Late July, 2017 companies if required Contract Signed August 2017 Final Confirmation on Total Bus Requirements Early January 2018 Criminal Record Checks for Drivers Completed By January 26 th, 2018 2018 Wood Buffalo Alberta Winter Games February 16 th February 19 th, 2018 7. Evaluation This section details all the mandatory and desirable criteria against which proposals will be evaluated. Proponents should ensure that they fully respond to all criteria to receive full consideration during evaluation. 7
7.1 Mandatory Criteria Proposals that do not demonstrate that they meet the following mandatory criteria will be excluded from further consideration during the evaluation process. Criteria 1. The proposal must be received on or at the closing location before the specified closing time. 2. The proposal must be submitted in English and in a formal physical presentation, as well as an electronic copy forwarded. 3. Four (4) hard copies of the proposal must be submitted accompanied by an unaltered completed Request for Proposals cover page. This page must include an originally - signed Proponent section with the first copy. 4. Pricing must be firm and be all inclusive of applicable taxes 5. The supplier must commit to the Host Society adjusting their transportation requirement numbers +/- 10% while guaranteeing the same pricing 7.2 Evaluation Scale Proposals meeting all mandatory criteria will be further assessed using the following weighted scale: Criterion % Score Overall understanding of Project Scope 10% Qualifications and Experience 35% Overall cost 40% Company location and social prosperity 15% 8. Intellectual Property Rights: The 2018 Wood Buffalo Alberta Winter Games Host Society will be the owner of the intellectual property rights including copyright, trademark, and design in any product (such as artwork, photography and graphics) prepared as part of this RFP. Licensing and marketing rights will not be granted to the successful proponents. 9. RFP Format and Submission Instructions Please ensure your response to this RFP includes the following items: 1. Title page, RFP number (#2018itrn) and revision number, your company name, address, website address, telephone number and key contact person 2. Table of Contents 3. An introductory letter signed by the person or persons authorized to sign on behalf of the company 4. A one page summary of the proposal 5. The body of the proposal including features benefits and uniqueness of your proposal. Please ensure it is clear how you will meet the requirements of this proposal 6. Include two references your organization has previously worked for 8
Bidding companies are required to submit an electronic copy and four (4) hard copies of their proposal to the following address: Patty Blomberg, Sport, Venue and Transportation Coordinator 2018 Wood Buffalo Alberta Winter Games 8329 Fraser Avenue Fort McMurray, Alberta T9K1W3 patty.blomberg@2018awg.ca 10 TERMS AND CONDITIONS 10.1 Proposals will be marked with their receipt time at the closing location. Only complete proposals received and marked by the 2018 Wood Buffalo Alberta Winter Games Host Society before the closing time will be considered to have been received on time. In the event of a dispute, the proposal receipt time as recorded by the 2018 Wood Buffalo Alberta Winter Games Host Society at the closing location shall prevail. Proposals will be reviewed privately at the offices of the 2018 Wood Buffalo Alberta Winter Games Host Society. 10.2 It is the responsibility of each proponent to ensure that its proposal is received at the closing location before the closing time and the proponent assumes the entire risk of failure of the 2018 Wood Buffalo Alberta Winter Games Host Society to receive its proposal at the closing location before the closing time. Proposals received at the closing location after the closing time shall not be considered. 10.3 If a proponent discovers that it has made an error in its proposal, the proponent may submit a correction notice to the 2018 Wood Buffalo Alberta Winter Games Host Society at the closing location, but it must be received prior to the closing date and time for the RFP. 10.4 When proposals have been received and an award made, the successful proponent will be held to its proposal as of the closing of the RFP irrespective of subsequent representation that mistakes have been made in the proposal originally submitted. 10.5 The 2018 Wood Buffalo Alberta Winter Games Host Society reserves the right in its sole discretion at any time and from time to time, and for whatever reason to, by addendum, modify, amend or otherwise change this RFP. Any such addendum shall be issued in writing and shall be expressly identified as an addendum to this RFP. The 2018 Wood Buffalo Alberta Winter Games Host Society reserves the right in its sole discretion to cancel this RFP at any time. 10.6 The 2018 Wood Buffalo Alberta Winter Games Host Society reserves the right to award this contract in part or in full, based on the proposals received unless the potential contractor specifies that its proposal is valid only for the complete service. 10.7 Potential proponents must comply with all applicable laws. 9
Sport Venues Appendix #1 Sports, Sport Venues, # of Athletes and # of Coaches/Chaperones Anzac Recreation Centre Sport # of Athletes # of Coaches & Chaperones Ringette (also played at Frank Lacroix Arena) 136 32 Badminton 64 16 Birchwood Trails & Doug Barnes Cabin Cross Country Skiing 128 24 Casman Centre Women's Hockey 120 36 Frank Lacroix Arena Figure Skating 80 16 Ringette As above at Anzac Recreation Centre Fort McKay Arena Speed Skating 96 16 Fort McMurray Gun Range Biathlon 96 24 Holy Trinity High School Fencing 48 16 MacDonald Island Park & Shell Place Archery 64 16 Artistic Gymnastics 64 16 Curling 32 16 Judo 120 24 Men's Hockey 160 48 Squash 40 16 Synchronized Swimming 64 24 Syncrude Sport & Wellness Centre Volleyball 192 32 Wrestling 152 24 Westwood High School Boxing 48 16 Vista Ridge Ski Hill Alpine Skiing 80 32 Freestyle Skiing 64 24 Snowboarding 64 24 10
Appendix #2 Sport Competition Schedule Venue Sport Saturday Sunday Monday Anzac Recreation Center Anzac Recreation Center Frank Lacroix Arena Birchwood Trails & Doug Barnes Cabin Casman Centre Frank Lacroix Arena Fort McKay Arena Fort McMurray Gun Range Holy Trinity High School MacDonald Island Park & Shell Place Syncrude Sport & Wellness Centre Westwood High School Vista Ridge Ski Hill Badminton Ringette Cross Country Skiing Women's Hockey Figure Skating Speed Skating Biathlon Fencing Archery Artistic Gymnastics Curling Judo Men's Hockey Squash Synchronized Swimming Volleyball Wrestling Boxing Alpine Skiing Snowboarding Freestyle Skiing 7:00 PM 6:45 AM 9:00 PM 2:30 PM 10:30 PM 7:30 AM 8:15 PM 4:14 PM 3:00 PM 5:30 PM 5:00 PM 5:30 PM 7:45 am 6:00 pm 6:00 AM 3:30 PM 9:00 PM 4:15 PM 7:30 AM 6:00 PM 7:15 AM 5:30 PM 7:30 AM 6:30 PM 7:00 AM 4:30 PM 3:30 PM 4:15 PM 4:15 PM 6:30 PM 6:45 AM 8:00 PM 5:00 PM 8:30 PM 3:00 PM 10:15 PM 7:30 AM 5:45 PM 13:57 PM 3:00 PM 5:30 PM 6:30 PM 9:00 AM 3:00 PM 7:45 am 5:30 pm 6:00 AM 4:30 PM 10:15 PM 4:15 PM 4:30 PM 7:15 AM 1:00 PM 3:30 PM 7:00 AM 5:00 PM 3:30 PM 4:00 PM 4:00 PM 1:00 PM 1:00 PM 7:00 AM 11:30 AM 7:00 AM 12:15 PM 7:45 AM 12:15 PM 11:45 PM 7:30 AM 12:30 PM 11:30 PM 1:00 PM 7:45 am 1:00 pm 7:45 AM 12:30 PM 11:15 AM 11:45 PM 12:30 PM 11
Appendix #3 Additional Games Venues Ancillary Events Venue MacDonald Island Park & Shell Place Opening Ceremonies Food Centre Athlete Dance Coaches Reception VIP Hosting Athlete Villages (Accommodations) (please note schools may change) Ecole McTavish Junior High School Holy Trinity High School Walter & Gladys Elementary School St. Kateri Elementary School St. Martha Elementary School Christina Gordon Elementary School Sister Mary Philips School Westwood High School Hotels Radisson Hotel Merit Hotel Clearwater Suites VIP's Technical Officials Technical Officials 12
Appendix 4 Games Sponsorship Package https://albertasport.ca/uploads/2018wintergames-sponsorshippackage-v4-web.pdf 13