Annual Event Management - Polar Bear Swim

Request for Proposal Close 23/04/2024 3:00 PM PDT Number PS20240667-VBPR-RFP Currency Canadian Dollar 26 March 2024 Contacts Jason Charbonneau jason.charbonneau@vancouver.ca 26 March 2024 Commodity Codes None Added 26 March 202426 March 202426 March 202426 March 202426 March 202426 March 202426 March 202426 March 202426 March 2024 mailto:jason.charbonneau@vancouver.ca A. KEY INFORMATION 1.0 SUMMARY OF OPPORTUNITY 1. The City of Vancouver as represented by its Board of Parks and Recreation requires the services of an event management company to organize and run the annual Polar Bear Swim on a multi-year basis. 2.0 THIS RFP 1. The City of Vancouver (the “City”) is issuing this Request for Proposals, as may be amended from time to time (the “RFP”) to invite interested parties that are not, by the terms hereof, barred from participating in this RFP (each,

a “Proponent”) to submit a proposal to the City (a “Proposal”) for the opportunity described in Section 1.1 above in accordance with the terms of this RFP. 2. The City intends to select a Proponent with the capability and experience to efficiently and cost-effectively meet the objectives and requirements described in the RFP. The City then anticipates entering into negotiations with that Proponent, which will conclude in the execution of a contract between the Proponent and the City (an “Agreement”). Notwithstanding the foregoing, the City may, in its discretion: (i) decline to select any Proponent; (ii) decline to enter into any Agreement; (iii) select multiple Proponents for negotiation; or (iv) enter into one or more Agreements respecting the subject matter of the RFP with one or more Proponents or other entities at any time. The City may also terminate the RFP at any time. 3. This RFP consists of the following components: 1. SUMMARY: Sets out key information and dates and includes Instructions to Proponents for the RFP process. 2. PREREQUISITES: Includes the RFP Legal Terms and Conditions, which the Proponent must agree to as a prerequisite to the submission of a Proposal. 3. BUYER ATTACHMENTS: Includes the scope of work contemplated under the RFP (the “Scope of Work”), the City’s form of agreement for the RFP that will be the basis of any Agreement entered into pursuant to the RFP process (the “Form of Agreement”) as well as other applicable documents and forms. 4. QUESTIONS: Includes questionnaires to be completed by the Proponent as part of its Proposal (each, a “Questionnaire”), in accordance with the instructions provided in the applicable questionnaire. Additional attachments may be uploaded within the questions section titled 'Additional attachments'. 5. ITEMS: Includes the pricing sheet for the Work which the Proponent is required to complete as part of its Proposal. 4. The RFP will be administered through this website (JAGGAER) that is the City’s electronic procurement portal (the “Supplier Portal”). Proposals may only be submitted via the Supplier Portal in the format requested by the City. Each Proponent is solely responsible for reviewing and complying with any Supplier Portal terms and conditions which apply to and govern the use of the Supplier Portal. If there is any inconsistency or conflict between the provisions of this RFP and the Supplier Portal terms and conditions, then the provisions of this RFP will govern. 3.0 PROPOSED TERM OF ENGAGEMENT 1. The term of any Agreement is expected to be a four-year period, with two possible two-year extensions, for a maximum total term of eight years. Description 5.0 PRICING 1. All prices quoted in any Proposal are to be exclusive of applicable sales taxes calculated upon such prices, but inclusive of all other costs. 2. Prices must be quoted in Canadian currency and fixed prices must be quoted for the full term of the Proponent’s proposed agreement. 3. Prices are to be quoted CIP, destination (Incoterms, 2010). For the avoidance of doubt, freight, insurance, unloading at the destination designated by the City, import duties, brokerage, royalties, handling, overhead, profit and all other similar costs are to be included in quoted prices. 6.0 EVALUATION OF PROPOSALS 1. The City currently intends that all Proposals submitted to it in accordance with the RFP will be evaluated by City representatives, using quantitative and qualitative tools and assessments, as appropriate, to determine which Proposal or Proposals offer the overall best value to the City. B. INSTRUCTIONS TO PROPONENTS 1.0 RFP PROCESS - GENERAL 1. Except where expressly stated otherwise in Appendix 1 - Legal Terms and Conditions of this RFP: (i) no part of the RFP consists of an offer by the City to enter into any contractual relationship; and (ii) no part of the RFP is legally binding on the City. 2. No bid security is required from Proponents in connection with the submission of Proposal