RFP - VICC 1-2008
House Operations for
Housekeeping and Banquet Set-up Services
The Port of Nanaimo Centre
- Vancouver Island Conference Centre Closing location:
Pre-Opening Offices
Raincoast Executive Centre
201 Selby Street
Nanaimo, BC.
V9R-2R2
Closing date and time:
The Port of Nanaimo Centre
- Vancouver Island Conference Centre Requesting a written copy of
proposal to be submitted in hard copy or electronic format.
Proposals shall be received
by 2:00 p.m. Pacific time on Friday Feb 29th, 2008
Contact Person:
Denise Tacon, Director of Operations,
Phone # (250) 755-4487, fax # (250) 755-7711
Email dtacon@viconference.com
Page 2 of 4
Summary of Requirements
The Vancouver Island Conference Centre invites proposals from firms that can demonstrate their
experience and qualifications through a proposal process to offer House Operations for
housekeeping and banquet set-up services at the Vancouver Island Conference Centre.
The Vancouver Island Conference Centre operates as a community facility with a businessoriented approach in the provision of services to a variety of customers. The facility features over
38,000 square feet of modern space. Its versatile design can accommodate conferences, trade
shows, meetings, concerts and banquet events. With the support of the community the
Vancouver Island Conference Centre plays a big role in enhancing the quality of life in Nanaimo
and is planned to host an average of 400 events per year.
(Please visit www.viconference.com for all facility information)
The Vancouver Island Conference Centre is seeking an experienced contractor with proven
ability in the provision of housekeeping and banquet set-up capabilities. We are looking for a
contractor who shows strength in community connections, service commitment, employee
performance, business innovation, financial stability, team building, and industry leadership as
well as market responsiveness. The contractor may enter into a three-year contract with the
Vancouver Island Conference Centre. Please propose on the following criteria:
DETAILS OF REQUIRED SERVICES:
Housekeeping:
1. Nightly Cleaning of Facility to include all conference space including all meeting
rooms, administration area. All public space including washrooms and all other
related public area as well as Museum entrance.
2. Daily Maintenance Cleaning during all scheduled events such as Conferences,
Meetings, Tradeshows etc.
3. Special Projects to include cleaning of walls at high levels and internal windows,
lights fixtures etc.
4. Daily Cleaning and Maintenance of Garbage Disposal Area.
5. Create policies and standards that enhance the Conference Center’s
Environmental and Green philosophies.
Banquet Set-ups:
1. All set-ups and tear-downs related to all events including conferences and
meetings to include Tables, Chairs, Side Service Areas, Staging and set ups of
other required materials specified for each particular events.
2. Ensuring all set-ups are on time based on the specified schedules stipulated on the
Banquet Event Orders.
3. All policies and procedures of set up are maintained as detailed in the Operation’s
Standards of Operations
In order to facilitate the process, a statement of qualifications and a list of references are
required. The statement qualification is in a form of a list of the contracts that your company is
presently servicing and must outline the names of the facilities under contract.
Page 3 of 4
REQUIREMENTS of the Vancouver Island Conference Centre Proposal:
1.) Verification of Business License
2.) Commitment of an Established Local Office
3.) Hourly/weekly/monthly rates
4.) Certification in First Aid or more
5.) Hiring and Training Methods
6.) Up to Date WCB Status within Organization
7.) Sponsorship Commitments if any
8.) Insurance Details
9.) Written Manual of Practices and Procedures
10.) Customer References
Enquiries
All enquiries related to this Request for Proposal are to be directed, in writing or by
email, to the following persons. Information obtained from any other source is not
official and should not be relied upon. Enquiries and responses will be recorded and may
be distributed to all Proponents at the Vancouver Island Conference Centre’s option.
Deadline for questions and answers is Friday, February 22nd, 2008. If a proponent
wishes to view the facility prior to bid submission please contact as detailed herein.
Proposal , Technical, Site Enquiries
Vancouver Island Conference Centre
Denise Tacon, Director of Operations
Pre-Opening Offices
Raincoast Executive Centre
201 Selby Street
P.O. Box 1102, STN.A
Nanaimo, BC, V9R-6E7
Phone (250) 755-4487
Fax (250) 755-7711
Email dtacon@viconference.com
Closing Date
Proposals to be considered by the Vancouver Island Conference Centre shall be received
by 2:00 p.m. Pacific time on February 29th, 2008 at:
Street Address:
Vancouver Island Conference Centre
Denise Tacon, Director of Operations
Pre-Opening Offices
201 Selby St.
Nanaimo, BC, V9R-2R2
Phone (250) 755-4487
Fax (250) 755-7711
Email dtacon@viconference.com
Page 4 of 4
Evaluations:
The Vancouver Island Conference Centre will review each proposal carefully.
Decisions will be based on the content of said ‘Requirements’ on page 2. The Vancouver
Island Conference Centre reserves the right to negotiate with the preferred proponent.
The Vancouver Island Conference Centre reserves the right to accept or reject any or all
proposals. The successful candidate will be contacted after submission date.
A letter of regret will follow for the remainder. Proposals received after the deadline will
not be considered.