TORONTO 2015 Pan Am/Parapan 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
TM Trademarks of the Toronto Organizing Committee for the 2015 Pan American and Parapan American Games.
Agenda
Welcome
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Overview of the TORONTO 2015 Pan Am/Parapan Am Games
Business opportunities
RFP response writing
RFP partnership and networking opportunities
Group discussion
Closing remarks
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Section 1
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 Games
• Largest multi-sport event Canada has
ever hosted
• Pan American Games: July 10–26
• Parapan American Games: August 7–15
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By the Numbers
• 41 Pan American countries and
Territories
• Organizing Committee 450+ staff
• 10,000 athletes, coaches and
officials
• 40+ venues
• 51 sports
• Up to 20,000 volunteers
• TO2015 Organizing Committee
Budget of $1.4 billion
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Games Legacy
Economic
• Jobs, tourism and business
Infrastructure
• Sport and redevelopment
Social
• Volunteers
• Accessibility
• Diversity
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TO2015 Organizing Committee Budget Breakdown
Investment: $1.4B
$700M
capital
$700M
operating
• Infrastructure Ontario
• Municipalities
• TO2015
• TO2015
Procurement opportunities = $300+M
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Broader Public Sector
TO2015 falls under Ontario’s
BPS effective 2012
• Follow Ontario’s procurement
directives
• Processes focused on:
– Fairness and transparency
– Optimizing value for money
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Our buying criteria will include
the following:
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Total cost of ownership
Availability of goods and services
Quality
Innovative solution
Capabilities and experience
Diversity
Company financial strength
Section 2
Business Opportunities
Procurement Process Thresholds
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Get Involved!
TO2015 website
toronto2015.org
• Current listing of MERX
tenders
• Register your business
• Sponsorship opportunities
• Volunteer opportunities
MERX website
www.merx.com
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Procurement Timeline – Major Purchases
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FF&E
(Furniture / Fixture / Equipment)
Village Food Service
(Catering)
Housekeeping
Temporary Power
(Village)
February 2014
March 2014
April 2014
Bus Fleet
Village Kitchen
Trailers and Storage
Village Furniture
(Beds / Drawer / Soft Goods)
Tents
Procurement Timeline – Major Purchases
Reprographics
Flagpoles
Portable Toilets
May 2014
Branded “Look” of the
Games – Signage, Graphics,
Banners, etc.
Summer 2014
June 2014
Medical Equipment
and Services
(MRI / X-ray / Physiotherapy)
Temporary
Seating/Scaffolding
Fencing
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Video Display /
Scoreboards
December 2014
Sport Equipment
Procurement Strategy
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• Sourcing 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 disabilities
– LGBT community
• Partnerships – encourage partnerships between
small diverse businesses and large enterprise (legacy benefits)
Other Int’l
Pan American
Countries
Canada
Ontario
Toronto
and GGH
TO2015’s Supplier Diversity and Geographic Spend
As of Jan. 31/14
Diverse suppliers used
Total diverse spend
Diverse Classification
Women-owned
Visible Minority-owned
Aboriginal-owned
Persons with disabilities–owned
LGBT-owned
Region
GGH
Ontario
Canada
PASO/Int’l
181
$5M
# of Suppliers
104
59
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5
2
Spend
$23.8M
$0.6M
$9M
$0.7
22% of supply base
15% of all supplier spend
Spend
$4.4M
$0.56M
$0.08M
$0.01M
<$0.01M
% of Total Spend
70%
2%
26%
2%
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Section 3
RFP Response Writing
Understanding the Elements
RFI
• Request for information
RFP – Q
• Request for pre-qualification
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RFQ
• Request for quotation
RFP
• Request for proposal
Preparing your Response
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Read and clarify
Analyze what detail is required
Understand mandatory requirements
Intent to bid, deadlines and dates
Time to respond
The difference you make
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Sample RFP question
• Describe briefly the qualifications/skill sets, areas of expertise,
level of expertise, and authority to resolve staffing, equipment and
service challenges.
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Sample RFP Response
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How not to answer:
• Please refer to the answer in Question # 8 which provides a detailed summary.
Sample RFP Response
How not to answer:
• The existing account management team dedicated to supporting your
organization currently will remain intact.
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Sample RFP Response
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• We 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.
Section 4
RFP Response Partnering
Partnering on TO2015 Business Opportunities
Why partner with others?
• The opportunity is larger than you have capacity
for
• The sum of your individual capabilities creates
stronger value for the client
• Geographic presence – the TORONTO 2015 Pan
Am / Parapan Am Games footprint is extensive
• Partners bring the diversity component that you
may be missing
• Partners bring environmental sustainability
experience
Note: Responding to TO2015 business opportunities as partners and the structure of the
partnership is the sole choice of the participating businesses.
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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, OroMedonte).
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Partnership Models
Peer - Peer
• Businesses 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.
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• Example 1:
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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:
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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.
Supplier Partnerships
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Developing your partnership proposal
• All 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).
Supplier Partnerships
Who can you partner with?
• Foreign companies requiring local knowledge, labour or expertise
• Domestic companies looking for supply chain diversity, local knowledge or
expertise
Where to find your business partner?
• Market research.
• Your business organization (Board of Trade, Chamber of Commerce,
Diversity Organization).
• Your financial institution.
• MERX – list of companies that are looking at
TO2015 opportunity
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Supplier Partnerships
Screenshot of MERX supplier list for a particular RFP
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Supplier Partnerships
What form can partnerships Take?
• Formal (legal)
– Joint ventures partnerships
• Informal
– Letter agreements, memorandum of understanding (MOU)
• Handshakes and/or oral agreement
– Co-bidding on an RFP with one taking the lead.
– Sub-contracting, a part of the supply chain.
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Supplier Partnerships
Identifying spend categories that fit a partnering model
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Supplier Partnerships
Group networking exercise #1
• Form 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.
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Thank You!