TORONTO 2015 Pan Am/ Parapan

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TORONTO 2015 Pan Am/ Parapan




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Presentations text content in TORONTO 2015 Pan Am/ Parapan

Slide1

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 Innovation

Slide2

Agenda

WelcomeOverview of the TORONTO 2015 Pan Am/

Parapan

Am Games

Business

opportunitiesRFP response writingRFP partnership and networking opportunitiesGroup discussionClosing remarks

2

Slide3

Overview of the TORONTO 2015 Pan Am / Parapan Am Games

Section 1

Slide4

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

Parapan

American Games: August 7–15

4

Slide5

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 billion5

Slide6

Games Legacy

Economic

Jobs, tourism and business

Infrastructure

Sport and redevelopment

SocialVolunteersAccessibilityDiversity

6

Slide7

Procurement

opportunities

= $300+M

TO2015 Organizing Committee Budget Breakdown

Investment: $1.4B

7

Slide8

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

Quality

Innovative

solution

Capabilities and experienceDiversityCompany financial strength8

Slide9

Business OpportunitiesSection

2

Slide10

Procurement

Process Thresholds10

Slide11

Get Involved!

TO2015 website

toronto2015.org

Current listing of

MERX

tenders

Register your business

Sponsorship opportunities

Volunteer

opportunities

MERX

w

ebsite

www.merx.com

11

Slide12

Procurement Timeline – Major Purchases

12

Village Food Service

(Catering)

Village Furniture

(Beds / Drawer / Soft Goods)

FF&E

(Furniture / Fixture / Equipment)

Bus

Fleet

March 2014

Housekeeping

(Village)

February 2014

April

2014

Temporary

Power

Tents

Trailers

and

Storage

Village

Kitchen

Slide13

Procurement Timeline – Major Purchases13

Fencing

Portable Toilets

May

2014

Summer 2014

June 2014

Temporary Seating/Scaffolding

Reprographics

December 2014

Video Display / Scoreboards

Sport Equipment

Branded “Look” of the Games – Signage, Graphics, Banners, etc.

Flagpoles

Medical Equipment

and Services

(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:

Aboriginal peoples

Women

Visible minorities

Individuals with disabilitiesLGBT communityPartnerships – encourage partnerships between small diverse businesses and large enterprise (legacy benefits)

14

Slide15

TO2015’s Supplier Diversity and Geographic SpendAs of Jan. 31/14

15

Diverse

suppliers used

181

22% of supply base

Total

diverse spend

$5M

15% of all supplier spend

Diverse Classification

# of Suppliers

Spend

Women-owned

104

$4.4M

Visible

Minority-owned

59

$0.56M

Aboriginal-owned

11

$0.08M

Persons with

disabilities–owned

5

$0.01M

LGBT-owned

2

<$0.01M

Region

Spend

% of Total Spend

GGH

$23.8M

70%

Ontario

$0.6M

2%

Canada

$9M

26%

PASO/Int’l

$0.7

2%

Slide16

RFP Response WritingSection

3

Slide17

Understanding the ElementsRFI Request for

informationRFP – Q Request for pre-qualificationRFQ Request for quotationRFP

Request for

proposal

17

Slide18

Preparing your ResponseRead and clarify

Analyze what detail is requiredUnderstand mandatory requirementsIntent to bid, deadlines and datesTime to respondThe difference you make18

Slide19

Sample RFP questionDescribe briefly the qualifications/skill sets, areas of expertise,

level of expertise, and authority to resolve staffing, equipment and service challenges. 19

Slide20

Sample RFP ResponseHow not to answer:Please refer to the answer

in Question # 8 which provides a detailed summary.20

Slide21

Sample RFP ResponseHow not to answer:The existing

account management team dedicated to supporting your organization currently will remain intact.21

Slide22

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:

Account Manager

– 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.

22

Slide23

RFP Response Partnering

Section 4

Slide24

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 /

Parapan

Am

Games footprint

is extensivePartners bring the diversity component that you may be missingPartners bring environmental sustainability experience24

Note:

Responding

to TO2015 business opportunities as partners and

the

structure

of

the

partnership

is the sole choice of the participating businesses.

Slide25

Partnership Models

Primary - secondary

(tier 1 / tier 2)

The larger company plays a lead role as the smaller company fills a niche role.

Example 1:

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-

Medonte

).

25

Slide26

Partnership ModelsPeer

- 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.

Example 1:

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.

26

Slide27

Supplier PartnershipsDeveloping

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

need

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).

27

Slide28

Supplier PartnershipsWho can

you partner with?Foreign companies requiring local knowledge, labour or expertiseDomestic companies looking for supply chain diversity, local knowledge or expertise

Where

to

f

ind your business partner?Market research. Your business organization (Board of Trade, Chamber of Commerce, Diversity Organization).Your f

inancial institution.

MERX –

list

of companies that are looking at

TO2015 opportunity

28

Slide29

Supplier PartnershipsScreenshot of MERX supplier list for a particular RFP

29

Slide30

Supplier PartnershipsWhat form c

an partnerships Take?Formal (legal)Joint ventures partnerships InformalLetter agreements, memorandum

of

understanding

(MOU)

Handshakes and/or oral agreementCo-bidding on an RFP with one taking the lead.Sub-contracting, a part of the supply chain.30

Slide31

Supplier Partnerships

Identifying

spend

c

ategories

t

hat

f

it

a

partnering

m

odel

31

Slide32

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

)?

Five

minutes to complete exercise – 30 seconds to present to room.32

Slide33

Thank You!


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