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RFP NY Media Festival In Market Consultant

Friday, September 21, 2018

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:

Table

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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