TM Trademarks of the Toronto Organizing Committee for the 2015 Pan American and Parapan American Games.

TORONTO 2015 Pan Am/Parapan Am GamesRFP 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

2Agenda

Welcome• Overview of the TORONTO 2015 Pan Am/Parapan Am Games• Business opportunities• RFP response writing• RFP partnership and networking opportunities• Group discussion• Closing remarks

Overview of the TORONTO 2015 Pan Am / Parapan Am Games

Section 1

4A 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

5By 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

6Games Legacy

Economic• Jobs, tourism and business

Infrastructure• Sport and redevelopment

Social• Volunteers• Accessibility• Diversity

7

• Infrastructure Ontario• Municipalities• TO2015

$700M capital

• TO2015$700M operating

Procurement opportunities = $300+M

TO2015 Organizing Committee Budget Breakdown

Investment: $1.4B

8Broader 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

Our buying criteria will include the following:

• Total cost of ownership• Availability of goods and

services• Quality• Innovative solution• Capabilities and experience• Diversity• Company financial strength

Business Opportunities

Section 2

10Procurement Process Thresholds

Get Involved!

TO2015 website toronto2015.org

• Current listing of MERX tenders• Register your business• Sponsorship opportunities• Volunteer opportunities

MERX website www.merx.com

11

12Procurement Timeline – Major Purchases

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

13Procurement Timeline – Major Purchases

Fencing

Portable Toilets

May 2014 Summer 2014June 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)

14Procurement Strategy

• 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

15TO2015’s Supplier Diversity and Geographic SpendAs of Jan. 31/14

Diverse suppliers used 181 22% of supply base

Total diverse spend $5M15% of all supplier spend

Diverse Classification # of Suppliers

Spend

Women-owned 104 $4.4MVisible Minority-owned 59 $0.56MAboriginal-owned 11 $0.08MPersons with disabilities–owned

5 $0.01M

LGBT-owned 2 <$0.01MRegion Spend % of Total SpendGGH $23.8M 70%Ontario $0.6M 2%Canada $9M 26%PASO/Int’l $0.7 2%

RFP Response Writing

Section 3

17Understanding the Elements

RFI • Request for information

RFP – Q• Request for pre-qualification

RFQ• Request for quotation

RFP• Request for proposal

18Preparing your Response

• Read and clarify• Analyze what detail is required• Understand mandatory requirements• Intent to bid, deadlines and dates• Time to respond• The difference you make

19Sample RFP question

• Describe briefly the qualifications/skill sets, areas of expertise, level of expertise, and authority to resolve staffing, equipment and service challenges.

20Sample RFP Response

How not to answer:• Please refer to the answer in Question # 8 which provides a detailed

summary.

21Sample RFP Response

How not to answer:• The existing account management team dedicated to supporting

your organization currently will remain intact.

22Sample RFP Response

• 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.

RFP Response Partnering

Section 4

24Partnering 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 experienceNote: Responding to TO2015 business opportunities as partners and the structure of the partnership is the sole choice of the participating businesses.

25Partnership 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).

26Partnership 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.

• 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.

27Supplier Partnerships

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).

28Supplier 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

29Supplier Partnerships

Screenshot of MERX supplier list for a particular RFP

30Supplier 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.

31Supplier Partnerships

Identifying spend categories that fit a partnering model

32Supplier 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.

Thank You!