REQUEST FOR PROPOSAL
New York Media Festival -
Conferences
New York, USA
Oct 2-5, 2018
BACKGROUND
The Newfoundland and Labrador Association of Technology
Industries (NATI) will be participating in the New York Media
Festival Conference held in New York, USA October 2-5, 2018. The
business-to-business initiative will consist of two days of
scheduled business-to-business meetings during the conference.
The delegation will have access to meeting space the day prior
to and during the conference, and will have all access passes for
the New York Media Conference.
PROJECT ELEMENTS
NATI, ACOA and the Province of Newfoundland and Labrador have
coordinated recruitment, and NATI will be the lead agency on the
project.
The project will consist of:
- A review of participating firms;
- Consultation with company officials to ensure that their
meetings objectives are clearly understood;
- Undertaking a systematic prospecting campaign on behalf of each
company to schedule a minimum of three (3) meetings;
- Coordinating the logistics associated with the
business-to-business meetings, including ground transportation
logistics;
- Preparing a detailed mission summary report within thirty days
of completion of project reporting on the individual company
results.
Project tasks are categorized under four (4) phases:
Phase 1: Assessment, Guidance and Mentoring
- Work and communicate on a weekly basis with the company
delegates throughout the pre- mission period to ensure that mutual
goals set by the delegates and the Consultant are being met and
problems are being addressed in a timely fashion.
Assist delegates in strategically preparing for doing business
with potential partners/buyers. This involves knowledge of Atlantic
Canadian technology, products, services, and business environment
and the needs of the international business community. This also
includes identifying gaps, and providing mentoring as required to
assist delegates in preparing strategically for the mission.
Phase 2: Trade Opportunities and Delegate
Profiles
- Identify potential business partners for Atlantic Canadian
delegates based upon criteria established through the profiles and
meetings. Identify potential opportunities for Atlantic Canadian
delegates.
- Understand the needs of Atlantic Canadian companies and what is
required for successful international business partnerships in an
effort to generate strong business meetings and potential
partnerships with organizations that can fulfil their needs.
- Develop a listing of companies that will be attending the New
York Media Festival Conference that match the requirements and
interest of each delegate identified above.
- Schedule and coordinate business meetings. Minimum of three (3)
meetings with potential partners per company/institution are
required. Each of the three (3) meetings must be pre- qualified and
with key company personnel from their respective
organizations.
- Scheduled meetings are to meet the objectives of the delegate
and hence, the quality of the match is crucial.
- If two or more Atlantic Canadian delegates with competing
interest are to meet with the same company, the delegates and NATI
are to be notified and concurrence received prior to these meetings
being confirmed.
- Provide delegates and NATI with an update on the matchmaking
process on a weekly basis by email. Updates should include specific
information with regard to any issues, mentoring activities, and
matches arranged.
- Provide delegates with an individual agenda, including a
detailed profile on each of the companies they will be meeting and
opportunities to discuss. The profile is to include a web site,
company address, and company brochure or written description of the
firm and their products or services and this information should be
provided to the delegate 5 working days prior to the mission. The
profile should also include the identified opportunity and linkages
to Atlantic delegates mission objectives.
- Provide 50% of all matchmaking appointments for each company 8
working days prior to the commencement of the mission. The complete
list of matchmaking appointments is to be provided to the delegates
and the NATI within 1 week prior to commencement of the mission.
The list should include address (if applicable), phone, e-mail,
contact and website address.
Phase 3: On-Site Support at New York Media Festival
Conference
- Provide on-site support during the Mission. This requires a
presence at the event, as well as help with problem solving and
opportunity enhancement at the conference itself. The Matchmaker
will participate in the mission to help facilitate the business
program on-site including being available to provide on-site
consultation to delegates as well as trouble shoot any items
(pertaining to meetings) as needed.
- Assist in the welcoming briefing session with the Atlantic
delegates on October 3, 2016.
Phase 4: Post Show Assessment, Final Report and
Recommendations
- Within four weeks of the mission end date, provide the NATI
with the final list of firms, including complete address for which
meetings actually took place with the mission's delegates. Also,
provide a Final Report summarizing the matchmaker's activities and
recommendations as well as a breakdown of contracts signed during
event, projected 12- month sales, partnership agreements,
technology transfer agreements, generated leads and new alliances
from the New York Media Festival Conference and Trade Mission.
Timeline:
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SCHEDULE
The Consultant will begin work immediately upon signing of the
contract with NATI. The expected start date for this project is
September 10, 2018 or upon immediate signing of the contract.
SELECTION CRITERIA
The successful consultant will be determined based on the
following criteria:
- The extent of knowledge and experience in relation to the
project;
- Network of contacts, specifically as it relates to Digital
Media and Gaming;
- Understanding of the scope and objectives of the proposal;
- Proposed approach, work plan and schedule;
- Cost* (in Canadian dollars)
*Determination of best value may not result in the lower cost
being accepted
BUDGET
- Please include in your quotation any administration expenses -
faxes, mailings, telephone, etc. (any meeting room costs will be
covered by NATI; participants are responsible to pay their own
accommodation costs). For budgeting purposes, the consultant should
develop and present its fee schedule on a per-company basis. It is
expected that 4-6 companies will be recruited for the
initiative.
- Total budget for the project cannot exceed $25,000 CAD for all
six (6) companies, inclusive of all taxes, transportation and
consultant personal expenses. The budget should break down a per
company cost.
PAYMENT SCHEDULE
Payment schedule is as follows:
- 25% upon signing of contract
- 50% upon submission of final matchmaking schedule
- 25% holdback paid upon satisfactory completion of the
project.
Failure to meet a five-day advance deadline for receipt of the
final matchmaking schedule may result in adjustment to the final
holdback/payment.
CONSULTANT PROPOSALS
The proposal should include a company prospectus, services
offered and background and experience of qualified personnel
relating to the project management and project team. In particular,
the proposal should note the consultant's capabilities in the
Digital Media & Gaming sector. If possible, names of former
clients for whom similar or relevant work has been performed should
be presented as references, as well as a description of the work
completed.
Selection will be based on the capabilities and experience of
the project team, adherence to the terms of reference and budget.
The lowest cost, or any, proposal may not be selected. Any further
inquiries should be made to: Nancy Drover Andrews, Senior Director,
Business and Communications, NATI, at (709) 725-7070.
Proposals may be submitted by e-mail no later than 12:00
noon NST, Sept 7, 2018 to nancy@nati.net
Evaluation Criteria
EVALUATION OVERVIEW/CONSULTANT SELECTION
METHODOLOGY
Evaluation Procedures
Proposals will be assessed based on the criteria
specified.
The clauses of this section of the RFP are
categorized as "Mandatory" or "Rated" Requirements. Mandatory items
are identified specifically with the word "MANDATORY".
a) To be considered responsive, a bid must meet
all the mandatory requirements of this solicitation. Bids not
meeting all mandatory requirements of this solicitation will be
given no further consideration.
b) The bids meeting all the mandatory
requirements of this solicitation will be subject to a point rating
evaluation
MANDATORY REQUIREMENTS
1. Bidder MUST submit a company
profile with their proposal, including résumés and roles of all
personnel who will be participating in the project.
2. Bidder MUST provide a list
of similar work projects undertaken in the past three years (3) and
substantiate that the firm has gained technology development and
commercialization experience through these projects, as well as any
international marketing and competitive market analysis
experience.
3. Bidder MUST demonstrate a
minimum of three (3) years' experience working with companies in
the areas of Digital Media and Gaming, as well as working with
international governments in Trade Development.
RATED REQUIREMENTS (Maximum 100 points, Minimum 60 points)
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