Addendum No. 1
RFP for Save On Energy Event Management Services
RFP/COM/15/12/000191
The following forms Addendum No. 1 to the above noted RFP. This Addendum is separated in two parts:
1. Questions & Answers; and
2. Addendum Items
All other details of the RFP remain unchanged.
Part 1: Questions & Answers
1. Is there a deadline to submit the registration form, or is this form to be submitted with the full
RFP document?
Appendix A must be submitted with your Proposal on or before the deadline disclosed on the
RFP. In accordance with the instructions in Part 4.3, Appendix A, B, E and D are to be submitted
in a separate electronic file from your technical submission.
2. Agreement (Appendix E) – if we have no proposed amendments do we sign and submit it as part
of our RFP submission? Or do we just state we have no proposed amendments (and if so do we
make this note on the Appendix B form?)
Proponents who have no amendments to the terms and conditions disclosed in Appendix E
should indicate in their submission that they have no proposed amendments. This indication
may be included within your submission or within the body of the email sent with your
submission.
3. Appendix C, 4.1: Do you want resumes only for key personal (e.g. Account Manger, Events
manager) or also for each of our contracted booth staff?
CV’s should be submitted for key personnel. CVs are not required for booth staff at this time.
4. Appendix D (Rate Form): How do you define ‘standard pillow case booth’? Should we assume 1
pop-up banner, 1 branded table cloth, and 1 aluminum tube frame with single sided snap-on
graphic?
A standard pillow case booth can be defined as an aluminum tube frame with a cloth back-drop
covering the frame (the cloth backdrop is pulled over the frame like a pillowcase).
5. Appendix D (Rate Form): Should we assume the pillow case booth and interactive displays are
for indoor environments? Or do the materials need to be outdoor compatible?
The interactive displays will need to be outdoor compatible. The pillow case booth is for indoor
use.
6. Appendix D (Rate Form): For the interactive and energizing display, while the creative direction
would come post-RFP, could you tell us if you are looking to replicate your existing displays (or
at least similar cost)? And if so can you provide an image? Could you also give us an idea on
technical parameters e.g. screens, iPads, electrical components)?
They will be entirely new displays, designed by the Service Provider with input from the IESO.
They may include screens, technical components, working parts, etc. but that will be
determined through the design phase.
For example, the current interactive display is a replicated air conditioning unit used to promote
the Save On Energy and HVAC programs.
7. Section 3.3.2 – Security Clearance: For the criminal record searches of Proponent’s personnel –
would that apply to in-office staff, in-field staff (Brand Ambassadors) and any suppliers and/or
subcontractors that we engage?
Any team members who are engaged on the Service Providers team may be required to
complete security clearance checks, including proposed subcontractors. Typically, those
requiring security clearance will be personnel who attend the IESO’s offices and those who are
representing the IESO at the Events.
8. Can you please provide the criteria list (checklist) for choosing events?
The Events will range from local community fairs to large corporate trade shows. The IESO will
work with the Service Provider to determine the best search parameters in developing the list.
9. In order for our firm to resource our team appropriately, can you please let us know when the
business will be awarded, and also, when would the first event likely take place?
The IESO anticipates that an Agreement will be made between the IESO and the Successful
Proponent around the end of March, 2016. The first event will likely take place in June 2016,
however, this will be subject to the approved Event List.
10. Can you please clarify if the 40 events would occur during a calendar year, or would they be
executed through the first year of the contract?
The Events identified are for a single calendar and may be up to 40 events (and may be less than
40 Events)
11. Would the preference be for the agency to present a blended hourly rate for management or an
hourly rate by position?
Proponents are required to complete the Rate Form as attached as Appendix D. Hourly rates
are requested only for Booth Staff and should be provided as a single rate per hour.
Proponents who fail to complete the Rate Form in the manner requested will be disqualified
from further review.
12. Are you able to send photos (examples) of your existing pillow booth and interactive displays?
We are not able to provide images, however, interested Proponents may go to
https://www.youtube.com/watch?v=ZiUrGb3ak2I or https://twitter.com/saveonenergyont for
published video and photos.
13. Can you please expand on the saveONenergy “re-launch”? How will the program differ than
shown on www.saveonenergy.ca? What worked well and/or didn’t work well last year? Who is
the agency you worked with to launch saveOnenergy?
The IESO is working with its Creative Services Agency on the brand re-launch. Past success or
information on the previous brand is not relevant to this RFP. For more information on the Save
On Energy Brand Position, please refer to Addendum Item #1.
14. Can you please send through any brand guidelines for us to further familiarize ourselves with
your company?
See Q13 above and Addendum Item #1
15. What is your budget for the complete project
The IESO will not be disclosing budgetary figures for this RFP.
16. Who is you primary and your secondary target market
The IESO is targeting both Residential and Business markets.
17. When will the final decision be made as to who is awarded the project.
Please refer to Q9 above.
18. Can you provide more clarity around 'interactive display'? Do you mean motion graphics? What
kind of interactive displays do you have now?
Please refer to Q6 and Q12 above.
19. Can you confirm an estimated date when the contract will be awarded?
Please refer to Q9 above.
20. Will you provide the successful proponent the list of events that are usually attended and have
been attended in the past?
Yes.
21. Will an existing design platform with Graphic Standards be made available to the successful
proponent for marketing collateral?
Yes.
22. Is the proponent required to be a licensed business in Ontario?
The IESO does not require that a Proponent be based in Ontario, however, all Events will take
place within Ontario and the Proponent must be able to operate within those geographical
boundaries. The IESO will not reimburse expenses for travel to and from Ontario if the
Proponent is not situated locally.
For clarity and further to Section 3.2 of Appendix C of the RFP, the starting point for
consideration of eligible travel expenses will be from the Greater Toronto Area (the “GTA”). If
the Proponent is located out of Province or outside of the GTA, travel to and from the GTA will
not be considered as an eligible travel expense.
23. Can you summarize the activities that will be happening at the Save On Energy booth event
activation?
The Booth Staff will be expected to interact with event participants (residential home owners,
business owners, etc.) providing marketing collateral and information on the Save On Energy
programs.
24. Do you have images of the existing pillowcase booth and the interactive displays in action? This
will help determine set up time and storage and transportation costs.
See Q6 and Q12 above.
25. Will there be a need to re-design any elements of the current booth displays? Or will it simply be
utilizing the current existing booth display set up?
No need to redesign current booths.
26. Does the booth need any refurbishing or replacement parts that need to be accounted for?
No.
27. In the past, based on your displays and booth activities, approximately how many of each hired
staff & volunteer staff did you have at the booth in order to ensure the booth was running
effectively and efficiently?
In general, residential events will be staffed by 3 Booth Staff. Business events are typically
staffed by 2 Booth Staff.
These numbers are subject to change and will be dependent on the size and structure of the
event.
28. Does the current booth display set up require any special utilities to be ordered or accounted for
(ie. Wireless signal, special power requirements)?
The current displays require electrical connections only.
29. Do you have samples of promotional items that have been produced and used in the past? Are
you able to provide any pictures of them?
The IESO is not able to provide past promotional material. Typical promotional material are 81/2 x 11” brochures and 6” x 3” coupon booklets, transported in 2-3 boxes of each (depending
on the size and scale of the event)
30. Do you have a list of Ontario markets you need to do events in that we will need to be
transporting or travelling to?
Not at this time. The markets will be determined by the approved Events List.
31. Are you able to share a list of events that you have attended in the past?
Please refer to Addendum Item #2
32. Is there a set number of hours per event that we should budget against?
Events will vary in length, both hours per day and number of days. The maximum hours per day
is typically 12 hours, but may be as few as 6 or less. Each Event may last a single day or up to 23 days (i.e. a weekend)
33. Do these events happen during a specified time frame within the calendar year?
Events may take place at any time through the calendar yar.
34. Are there certain markets that you need to attend? How many?
Please see Q30.
35. Training: how much technical background does a brand ambassador need to have prior to
training? Is there special save on energy training that our staff needs to go through that requires
additional time to train beyond typical training for staff?
Training will be provided to Booth Staff on programs. Technical backgrounds are not required.
36. When using complimentary staff – is it a requirement to train them as well?
IESO staff will not require training.
37. As part of your event strategy with save on energy, is there a specific target audience you are
trying to reach?
See Q16.
38. Overall, what are the business objectives behind your event marketing strategy?
Please refer to Addendum Item #1.
39. What are the key performance indicators for the event activations? What is used as the
measurement for success?
The IESO is in the process of developing and evaluating its Key Performance Indicators.
Part 2: Addendum Items
1. The attached Exhibit 1: Save On Energy Brand Position has been added to the RFP to provide
additional information.
2. Proponents should refer to the attached Exhibit 2: 2015 Events which provides a list of events
the IESO attended in 2015 for the saveONenergy campaign. This list is provided as an example
only and is not to be interpreted as a preferred list, a list of confirmed events for 2016, or a
commitment by the IESO to attend the same events.
[End of Addendum 1]