TORONTO 2015:
The People’s Games
* Marks of the Toronto Organizing Committee for the 2015 Pan American and Parapan American Games.
Toronto 2015 Am
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Toronto
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David
All
All
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TORONTO 2015 will
ignite the spirit
through a celebration
of
sport and culture
The “People’s Games”
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•
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Intimate
Authentic
Accessible/affordable
Financially
responsible
Toronto 2015 Am
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A World-Class Event
• Largest multi-sport
Games ever hosted in
Canada
• 41 participating Pan
American countries
• Pan Am Games from
July 10–26, 2015
• Parapan Am Games
from August 7–14,
2015
Toronto 2015 Am
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By the Numbers
10,000 athletes, coaches
and officials
40+ venues
51 sports
Up to
20,000 volunteers
Budget of
$1.4 billion
5
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TORONTO 2015 Legacies
Sport Legacy
Economic
Legacy
10 new builds
26,000 jobs
15 renovations
Social Legacy
20,000
volunteers
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Procurement Process
Supplier Conference Objectives
1. Communicate overlay and procurement process and
timelines.
2. Set expectations (size and scope).
3. Understand market interest.
4. Opportunity for market to meet TO2015.
Note: Presentation will be available in PDF format on our toronto2015.org website under the
Get Involved - Business Opportunities section.
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Games Overlay
Games Overlay
• Overlay will design and deliver temporary infrastructure for
all competition/training venues and non-competition
facilities (35 competition venues, Villages, IBC/MPC, 60+
projects overall).
• Overlay will include the adaptation of new and existing
venues and the development of complete temporary
venues.
• Overlay commodities will include seating, tents, trailers,
washrooms, rigging and lighting, scaffolding, power, HVAC
systems etc.
• Development of cost effective and creative overlay
solutions within our budget and time constraints a priority.
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Games Overlay
Major Capital Projects
1. CIBC Pan Am/Parapan Am Aquatics Centre and Field House
(swimming, diving, synchronized swimming, fencing)
2. CIBC Pan Am/Parapan Am Athletics Stadium (athletics -track
and field)
3. CISCO Milton Pan Am/Parapan Am Velodrome (cycling -track)
4. Markham Pan Am/Parapan Am Centre (table tennis,
badminton)
5. CIBC Hamilton Pan Am Soccer Stadium (football)
6. Pan Am/Parapan Am Fields (field hockey)
• Funding partnership between federal government and
municipalities.
• Project management by Infrastructure Ontario.
• Integration of Games requirements and provisions for overlay
during design briefing/specifications process.
Toronto 2015 Am
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Games Overlay
Minor Capital Projects/Renovations
1.
2.
3.
4.
5.
6.
Caledon Pan Am Equestrian Park (equestrian)
Pan Am Cross-Country Centre (equestrian)
Welland Pan Am Flat Water Centre (canoe-kayak slalom)
Centennial Park Pan Am BMX Centre (cycling - bmx)
Ajax Pan Am Ballpark (baseball, softball)
Pan Am Shooting Centre (shooting)
• Funding partnership between federal goverment and
municipalities.
• Project management by TO2015 Infrastructure, with
provisioning for overlay.
• Substantial overlay scope for the majority of minor capital
projects.
Toronto 2015 Am
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Games Overlay
Non-Capital Overlay Projects
• Five existing arenas for 13 indoor sports (gymnastics,
volleyball, boxing, weightlifting, judo, wrestling, taekwondo,
karate, boccia, wheelchair basketball, goalball, powerlifting,
wheelchair rugby).
• Two existing stadia for rugby sevens and archery.
• Exhibition Centre for Main Media Centre and 5 indoor sports
(squash, racquetball, handball, roller sports, basketball)
• Complete temporary venues for beach volleyball, triathlon,
sailing and road cycling.
• 10+ stand-alone sport training venues.
• Non-competition facilities (UDAC, Transport Depots etc.).
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CIBC Pan Am/Parapan Am Athletes Village
• Partnership between provincial government and private
developer to deliver a legacy residential community in
downtown Toronto.
• Largest single overlay project for the Toronto 2015 Games.
• Overlay will include main dining, Polyclinic, international zone,
logistics facilities, transportation mall and parking etc.
• High level of integration and provisioning for the Games built
into capital works.
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Games Overlay
Games Overlay Planning Process
Three versions of Games overlay plans:
• Version 1: block planning (May 2013).
• Version 1.1: detailed block planning (October 2013).
• Version 2: Games overlay detailed planning (early 2014).
• Version 3: Games overlay final design (October 2014).
• Procurement of major overlay commodities will be based on
Version 2 planning.
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Games Overlay Schedule
Games Overlay
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Games Overlay
Current Overlay Planning Status
• Games Overlay team established with leadership in all key
areas and across all geographic zones.
• Completion of detailed block planning for all venues and
major non competition facilities.
• Venue use agreement and exclusive access dates agreed for
all competition venues.
• Exclusive occupation of Village in February 2015.
• Exclusive occupation of major capitals in early May 2015.
• Exclusive occupation of some venues in June 2015.
• Budget and procurement schedule established and
approved.
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Games Overlay
Pan Am Park Zone
• Pan Am Park will be the heart of the Games with 16 days of
competition across a range of high-profile, exciting sports.
• Six competition venues, 15 sports and disciplines, 10 minutes
from the Athletes’ Village.
• Headquarters for the local and international press and
broadcasters.
• Festival/Live Site.
• Sponsor activation and cultural sites.
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Games Overlay
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Games Overlay
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Downtown Zone
• Five competition venues, six sports and disciplines.
• Athletes’ Village.
• Opening and Closing Ceremonies, festival site.
• Games Family and media hotels.
• Games headquarters/MOC.
Games Overlay
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International Zone and
Welcome Centre
Polyclinic
Main Dining Hall
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Games Overlay
East Zone
• Seven competition venues, nine sports and disciplines.
• Major capital builds (CIBC Pan Am/Parapan Am Aquatics Centre
and Field House and Markham Pan Am/Parapan Am Centre).
• Seven competition venues, ten sports and disciplines.
• Major capital builds (CIBC Hamilton Pan Am Soccer Stadium and
CISCO Milton Pan Am/Parapan Am Velodrome).
North Zone
• Seven competition venues, seven sports and disciplines.
• Major capital builds (CIBC Pan Am/Parapan Am Athletics Stadium
and Caledon Pan Am Equestrian Park).
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Procurement
Budget Breakdown
• Investment: $1.4B
$700M capital
$700M operating
• Infrastructure
Ontario
• Municipalities
• TO2015
• TO2015
Procurement opportunities = $300+M
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Procurement
Procurement Categories
Overlay
(Building
support)
• Furniture, fixtures &
equipment
• Seating, tents, fencing
• Electrical, mechanical
• Trailers, toilets, storage
Hospitality &
Travel
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Catering
Uniforms
Community events
Air travel, hotel
accommodations
Services
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Production
Food and beverage
Entertainment
Print, photography
Technology
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Time scoring results
Systems & software
Telecom, network
Cabling, audio-video
Games
operations
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Sport delivery (equipment)
Host broadcast
Medical equipment
Sport presentation
Admin
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Office supplies
Office equipment
Postage/courier
Office services
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Procurement
Procurement Process - Overview
Spend Threshold
Up to $10,000
$10,000 to
$100,000
Procurement Process
• Obtain quotations
• Invitational competitive
• Min. 3 suppliers
• Competitive open
> $100,000
• Posted on MERX
* Businesses have registered on TO2015’s website
Supplier Identification
•Supplier database*
• Supplier database*
• MERX supplier listing
• Market research
• Posted on TO2015 website
• MERX
• Posted on TO2015 website
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Procurement
Procurement Strategy
1. Supplier diversity - SMEs (small-medium sized enterprises) 51% owned
and controlled by:
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Aboriginal Peoples
Women
Visible minorities
Individuals with disabilities
LGBT community
2. Partnerships – Encourage partnerships
between small diverse businesses and large
enterprise (legacy benefits).
Other
International
Pan American
Countries
Canada
3. Sourcing focus – Local (GGH), provincial,
national, international.
Ontario
Toronto
and GGH
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Procurement
Procurement Process – Selection Criteria
Our selection criteria will include the following:
• Total
cost of ownership.
• Availability of goods and services.
• Quality.
• Innovative solution.
•Capabilities and experience.
•Sponsorship value.
•Financial strength.
•Diversity.
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Get Involved
TO2015 Website
(toronto2015.org)
• Current listing of MERX
tenders.
• Register your business.
• Sponsorship opportunities.
• Volunteer opportunities.
MERX Website
(merx.com) Private tenders
• Open TO2015 RFPs
Procurement
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Financial Services
TO2015 is proud to have CIBC as its Lead Partner
for the TORONTO 2015 Pan American and Parapan
American Games.
CIBC is dedicated to serving the financial needs of businesses both large and
small. Recognizing that the success of the TORONTO 2015 Games is
dependent in part on its supply chain, both TO2015 and CIBC wish to make
available the financial services required for these businesses to succeed.
If you wish to explore the various services offered by CIBC, we have with us
today a CIBC representative who would be pleased to speak to you after the
session:
Pooja Sund, Financial
Advisor, Business, Toronto
pooja.sund@cibc.com
416-980-6911 ext. 347
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Sponsorship Overview
Four levels of sponsorship:
• 1 Lead Partner
• Up to 7 Premier Partners
• 25+ Official Suppliers
• 20+ Proud Supporters
Sponsorship
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TORONTO 2015 Sponsor Family
Sponsorship
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Sponsorship
Sponsorship and Multi-Sport Games
• Long history of sponsorship in multi-sport Games
environment.
• Companies play a critical role in delivering products and
services required to host complex events.
• The Organizing Committee relies on companies’ expertise in
their field.
• Sponsors help bring the Games to life in the marketplace.
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Sponsorship
A unique opportunity for your business
Our Partners top priorities have included:
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Brand development and enhancement in Canada and the Americas.
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Business-to-business networking.
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Government relations – both in Canada and internationally.
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Employee engagement and recognition.
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Making an authentic contribution to the largest multi-sports event Canada has
ever hosted.
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Unique hospitality opportunities.
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Showcasing their products and services to a global audience.
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Demonstrating commitment to innovation.
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Supporting an event that will inspire young Canadians to be active and dream
big.
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Sponsorship
What does a sponsorship with the Games look like?
• Companies can contribute to the Games by providing a cash
investment or by providing value in kind. Companies will
receive a comprehensive rights and benefits package in return
for their investment.
• Value in kind is described as products or services that provide
direct budget relief to TO2015.
• Only sponsors have the right to associate or promote their
relationship with the TORONTO 2015 Games.
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Sponsorship
How do I become a sponsor of the Games?
• Vendors can express their interest in providing a sponsorship
through the RFP process.
• For companies interested in a sponsorship opportunity, the
sponsorship team will present a thorough rights and benefits
presentation prior to the RFP.
• Contact your procurement representative for more
information.
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Procurement Process
Overlay Commodities
TO2015’s Overlay department is responsible for the temporary construction of its
venues for Games-time use:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
Mobile portable buildings
Tents
Temporary power and HVAC services
Rigging
Scaffolding
Portable toilets
Temporary seating
Temporary fencing
Broadcast lighting
Ground cover/floor protection
Temporary water solutions and water connections
Exhibition equipment
Kitchen equipment services
For vendors who registered for today’s event that are not part of these categories, many of
the generic elements of today’s presentation will hold across areas that you are in.
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Procurement Process
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Procurement Process
Tender/Procurement Process
RFP(Q) posted
•MERX
•Site visits (Not all
procurements BUT
mandatory for some)
•Question and answers
•Standard form of
agreement
RFP(Q) submission and
evaluation
•Stage 1 Mandatory
•Stage 2 Rated criteria and interview
•Stage 3 Pricing
Contract Award
•Signed, executed
contract within 10
business days.
•Note: Vendors may want to consider
options for bidding.
1) Partnerships/consortiums where it makes sense.
2) Sponsorship component to submission.
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Tender/Procurement Evaluation
Qualification Standards
Procurement Process
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Tender/Procurement Process
Qualifications
and experience
of proposed
team
Proposed
methodology and
understanding of
objectives
Contract value
Procurement Process
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Contract Management
• Standard form of contract will be included in the RFP for each commodity.
• Changes to base contract:
• Due to time scales and budgets, TO2015 will not have the appetite to
begin negotiating the generic terms of the contract.
• Union labour:
• Will be required at some venues and will be indicated in the relevant
RFPs.
• Suppliers need to consider this when bidding.
• Optional works:
• Additional venues.
• Venue swaps.
• Change management process:
• Strict management processes for both pre-Games and Games time.
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Contract Management
• Service level agreements:
• Will form part of the contract and will cover both maintenance and
repair.
• Creative solutions for regular maintenance post-hand over.
• Repair/replace response times to be included.
• Handover/handback inspections:
• Mandatory for most commodities.
• Performed collaboratively between TO2015 and supplier.
• Health and safety standards:
• Added scrutiny due to high profile nature of event.
• Tight timelines, long hours, multiple vendors require added diligence.
• Code requirements:
• Building, fire, accessibility codes currently under review and detailed
requirements will be outlined in each RFP.
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Contract Management
As part of the contract deliverables, contractors will be expected to create and
manage the following post contract signature:
• Master supplier schedule:
• Basic schedule also expected in RFP responses.
• Status updates:
• Weekly, biweekly updates to begin within first four weeks.
• Issues reporting:
• Template to be provided by TO2015.
• Risk, mitigation, contingency planning.
• Transportation plan:
• Logistics and warehousing to be included.
• Product catalogue:
• All items in Rate Card to be included.
• Manufacturing/procurement plan.
• Health and safety plan.
• Resourcing plan:
• Very busy season in Toronto so strategy must be developed early.
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Task
Contract Management
Contract Manager
Project Manager
Contract Management
Planning
X
Design
Invoicing/payments
X
X
X
Site management
X
Issues management
X
Escalation resolution
X
X