Am Games. RFP Workshop. Hosted by . Toronto 2015 Pan Am / . Parapan. Am Games Organizing Committee (TO2015). CIBC. Ministry of Economic Development, Trade and Employment / Ministry of Research and Innovation. ID: 637152
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TORONTO 2015 Pan Am/Parapan Am GamesRFP Workshop
Hosted by Toronto 2015 Pan Am / Parapan Am Games Organizing Committee (TO2015)CIBCMinistry of Economic Development, Trade and Employment / Ministry of Research and InnovationSlide2
WelcomeOverview of the TORONTO 2015 Pan Am/
opportunitiesRFP response writingRFP partnership and networking opportunitiesGroup discussionClosing remarks
Overview of the TORONTO 2015 Pan Am / Parapan Am Games
A World-Class Event
Third largest international multi-sport Games after Olympic Summer Games and Asian GamesLargest multi-sport event Canada has ever hosted
Pan American Games: July 10–26
American Games: August 7–15
By the Numbers
41 Pan American
countries and Territories
Organizing Committee 450+ staff
10,000 athletes, coaches and officials
40+ venues51 sports Up to 20,000 volunteersTO2015 Organizing Committee Budget of $1.4 billion5Slide6
Jobs, tourism and business
Sport and redevelopment
TO2015 Organizing Committee Budget Breakdown
Broader Public Sector TO2015 falls under Ontario’s BPS effective 2012
Follow Ontario’s procurement directivesProcesses focused on:Fairness and transparencyOptimizing value for moneyOur buying criteria will include the following:Total cost of ownershipAvailability of goods and services
Capabilities and experienceDiversityCompany financial strength8Slide9
Current listing of
Register your business
Procurement Timeline – Major Purchases
Village Food Service
(Beds / Drawer / Soft Goods)
(Furniture / Fixture / Equipment)
Procurement Timeline – Major Purchases13
Video Display / Scoreboards
Branded “Look” of the Games – Signage, Graphics, Banners, etc.
(MRI / X-ray / Physiotherapy)Slide14
Procurement StrategySourcing focus
– local (GGH), provincial, national, international Supplier diversity – SMEs (small-medium sized enterprises) 51% owned and controlled by:
Individuals with disabilitiesLGBT communityPartnerships – encourage partnerships between small diverse businesses and large enterprise (legacy benefits)
TO2015’s Supplier Diversity and Geographic SpendAs of Jan. 31/14
22% of supply base
15% of all supplier spend
# of Suppliers
% of Total Spend
RFP Response WritingSection
Understanding the ElementsRFI Request for
informationRFP – Q Request for pre-qualificationRFQ Request for quotationRFP
Preparing your ResponseRead and clarify
Analyze what detail is requiredUnderstand mandatory requirementsIntent to bid, deadlines and datesTime to respondThe difference you make18Slide19
Sample RFP questionDescribe briefly the qualifications/skill sets, areas of expertise,
level of expertise, and authority to resolve staffing, equipment and service challenges. 19Slide20
Sample RFP ResponseHow not to answer:Please refer to the answer
in Question # 8 which provides a detailed summary.20Slide21
Sample RFP ResponseHow not to answer:The existing
account management team dedicated to supporting your organization currently will remain intact.21Slide22
Sample RFP ResponseWe place a key focus on client service excellence. All team members will be dedicated resources with appropriate cross-training for back-up support to cover off illness and holidays. Below are the key individuals that form our account management structure.
Account Director – Reports directly to the President and is responsible for overall project governance, establishing SLA reporting, making process improvement recommendations and leading project debrief sessions. The Account Director is the primary escalation point for internal team members and the client. Key areas of expertise include:
– Reports to VP Operations and is responsible for the day-to-day management of the account once project implementation is complete. The account manager is responsible for reviewing and distributing the SLA report, conducting regular client review meetings and making process improvement recommendations. Any client inquiries that cannot be answered by the Account Manager are assigned to the appropriate client service team member for response.
Complaint Escalation and Resolution Process
– the primary escalation point is the Project Manager during a project cycle and the Account Director or Account Manager at any time. These individuals have full authority to resolve all issues including staffing, equipment and service challenges.
RFP Response Partnering
Partnering on TO2015 Business OpportunitiesWhy
partner with others?The opportunity is larger than you have capacity forThe sum of your individual capabilities creates stronger value for the clientGeographic presence – the TORONTO 2015 Pan Am /
is extensivePartners bring the diversity component that you may be missingPartners bring environmental sustainability experience24
to TO2015 business opportunities as partners and
is the sole choice of the participating businesses.Slide25
Primary - secondary
(tier 1 / tier 2)
The larger company plays a lead role as the smaller company fills a niche role.
CIBC Pan Am / Parapan Athletes’ Village catering provider (tier 1) requires a diverse caterer (tier 2) to supply Caribbean cuisine for 10 days.Example 2: TO2015 Primary bus provider (tier 1) requires to subcontract regional buses and drivers (tier 2) to service non-GTA based venues (Minden, Oro-
- PeerBusinesses of equal size partner to respond to a TO2015 RFP. Each business fills a certain portion of the requirements, with one taking the contract lead or both forming a joint venture.
Company A and Company B team to respond to TO2015’s Broadcast RFP. Company A provides host broadcast services (Video production) while Company B provides domestic broadcast viewing
(TV broadcast). Company A represents the larger portion of the contract and therefore decides to be contract lead.
Example 2: A florist partners with a gifts business to provide floral bouquets for the TORONTO 2015 medal ceremonies. They form a JV (partnership) for this contract.
your partnership proposalAll TO2015 RFP’s will include diversity requirements.Create an opportunity for the non-diverse lead proponent to satisfy their diversity requirements through a partnership or sub-contract. Create a “win-win” scenario. Ensure that there is value and a
in your proposal (i.e. research TO2015).
Budget if posted
online.Toronto 2015 Bid Book (website).Similar Summer Games.Propose the solution that you are ready to fulfil (demonstrated experience).
Supplier PartnershipsWho can
you partner with?Foreign companies requiring local knowledge, labour or expertiseDomestic companies looking for supply chain diversity, local knowledge or expertise
ind your business partner?Market research. Your business organization (Board of Trade, Chamber of Commerce, Diversity Organization).Your f
of companies that are looking at
Supplier PartnershipsScreenshot of MERX supplier list for a particular RFP
Supplier PartnershipsWhat form c
an partnerships Take?Formal (legal)Joint ventures partnerships InformalLetter agreements, memorandum
Handshakes and/or oral agreementCo-bidding on an RFP with one taking the lead.Sub-contracting, a part of the supply chain.30Slide31
Supplier PartnershipsGroup networking
exercise #1Form teams of 6.Select a TO2015 business opportunity from the listing provided.Explain the opportunity for a partnership proposal, including:What roles will all partners provide?
What value does this provide to the buyer (TO2015
minutes to complete exercise – 30 seconds to present to room.32Slide33
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