Request for Proposals (RFP) for Event Production Coordinator
The Museum is seeking Proposals from potential firms or individuals with experience in managing and coordinating the production of special events for the RFP entitled: ‘’Event Production Coordinator’’ at the Canadian Museum of History (CMH) in Gatineau, Quebec and the Canadian War Museum (CWM) in Ottawa, Ontario, Canada. This is a one-step two-envelope submission process (Technical and Financial) to select the highest ranked Proponents who may then be invited to negotiate or to enter into a Contract with the Museum.
The selected Contractor will be required to deliver the Services described in the procurement documents including, but not limited to, the following discipline:
1. Event Production Coordinator
Purpose:
The objective of this RFP is to select a maximum of 6 Event Production Coordinators to provide the services on an ‘’as and when required’’ basis for a period of two (2) years from the date of award.
A Proponent may propose more than one Event Production Coordinator or may be the Event Production Coordinator himself.
If mutually agreeable between the selected Proponent and the Museum, this Contract may be extended for up to three (3) additional one-year (1) periods with the same terms and conditions. Refer to the procurement documents for further details.
Project Description/Objective
The Production Team (Event Production Coordinators under the Special Events Production Manager) is responsible for organizing all events with both internal and external clients (commercial clients and partners). The production team participates in the execution of the events, aims to satisfy the needs of the clients and ensures the smooth running of the events in a cost-effective manner. They maintain the organisation’s brand image while demonstrating sensitivity to cultural diversity.
Event production is done on a 24/7 schedule - 365 days a year. Refer to the Scope of Work document for all the details.
Scope of Services
An Event Production Coordinator is assigned to each event. This person is responsible for coordinating the technical and logistical elements of organizing an event. All team members have an excellent knowledge of the rules, roles and functions of each department, as well as the Museums' work environment.
The role of the Event Production Coordinator also extends to a Room Manager and Stage Manager, depending on the nature of the activity.
To be considered, Proposals must be received before the Closing Date and Time noted in the MERX ad through the MERX Electronic Bid Submission System. Refer to the Instructions to Proponents for all associated details.
Information provided by the Proponents will be evaluated using the established criteria in the RFP. The criteria relate to previous achievements and experience, as well as technical and managerial expertise.
The Security Requirements for this project are identified in the RFP documents.
This procurement is subject to Chapter 5 of the Canadian Free Trade Agreement.
Firms or indivuals that consider themselves qualified to provide these services are invited to submit their Proposals on the forms that are available through MERX or as directed in the procurement documents.
The Museum retains the right to negotiate with the Proponents on any aspect of the procurement.
Proposals may be submitted in either official language of Canada.
Proponents can obtain the award result once posted on MERX.
