Events East Group Request for Proposal Form

Tender Name: Wine and Spirits Partner

See attached Request for Proposal specifications for a Wine and Spirits Partner for Events East Group.

Send Proposal To: Event East Group Civic Address: 1800 Argyle Street, Suite 416 Halifax, Nova Scotia B3J 2V9 Between the hours of 9:00 am – 4:00 pm Monday-Friday

Closing Date: February 7, 2020

Closing Time: 10:00 AM Proposals are opened 15 minutes after tender closing.

Procurement Inquiry: Robyn Bates (Robyn.Bates@eventseast.com)

Specifications Inquiry: Colby Pridham (Colby.Pridham@eventseast.com)

Electronic and facsimile proposals will not be accepted for this RFP.

Prices to be quoted tax out only.

The following information must be completed to ensure tender acceptance:

Proposing Company: Representative of Proposing Company:

Phone: Email:

PO Box: City: Postal Code:

Street Province:

Signature:

X

Proposal Checklist

Please ensure the following items are included in your submission:

Administrative Elements – The following items should be the first pages of your proposal, in the order listed: One (1) Events East Group RFP Form – One original of this Form should be completed, signed

and included in your proposal. The business name provided under ‘PROPOSING COMPANY’ of this Form should be the same name as that reflected on your company’s business registration profile.

One (1) Business Registration Profile – For NS and NB Partners, the business registration profile from the Nova Scotia Joint Stock Companies (NS RJSC) or New Brunswick Corporate Affairs Registry (CAR) websites should be included.

One (1) Letter of Introduction – This should identify the Partner and be signed by a signing officer for the Partner in order to bind the Partner to the statements made in the proposal.

One (1) Original - Proposal – This is the Proposal Document containing your response. The title page should be marked with the text ‘ORIGINAL – WINE AND SPIRITS PARTNER’ at the top. The Original should be left unbound.

Three (3) copies of the Original –The title pages for the Copy should be prepared in the same way as the title page for the Original, except these should be marked with the text ‘COPY’ at the top. Include the completed Events East Group RFP form in each copy. In the interest of sustainability, please refrain from using binders, binding, plastic covers, etc., when submitting the proposal.

One (1) – Electronic version of each proposal.

Proposal Submission

External packaging – Ensure the external packaging reflects the information listed below: Partner’s name Shipping address Telephone number RFP Ref: Wine and Spirits Partner

Official Record of Submission

The Original and Copies should be identical (excluding any obvious differences in labelling, as noted). If discrepancies between these items are discovered during the evaluation or during the life of any contract that emerges from this RFP, the Original retained by Events East Group shall be taken as the correct version and the Partner will be advised accordingly.

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Events East Group 1800 Argyle Street, Suite 416 Halifax, Nova Scotia B3J 2V9

REQUEST FOR PROPOSALS (RFP)

Wine and Spirits Partner for Events East Group

Important Notes for Proposing:

• The proposal must be submitted in paper form at the address given above BY NO LATER THAN 10:00 AM AST, February 7, 2020. Any proposal that is submitted via facsimile or electronic mail will not be accepted.

Proposals are dated and timed immediately upon receipt at Events East Group. Proposals received after the closing time shown on the tender documents will be rejected and returned (unopened, if possible).

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TABLE OF CONTENTS 1 Introduction ........................................................................................................................................... 5

1.1 Organizational Background and Responsibility ............................................................................ 5

1.2 RFP Objectives & Scope ................................................................................................................ 5

1.3 Tender Schedule ........................................................................................................................... 6

1.4 RFP Contacts ................................................................................................................................. 6

2 Service Requirements ............................................................................................................................ 6

2.1 Scope of Services........................................................................................................................... 7

2.2 Proposed Partnership Benefits & Terms ....................................................................................... 7

3 Proposal Requirements .......................................................................................................................... 8

3.1 Technical Response ....................................................................................................................... 8

3.1.1 Executive Summary ............................................................................................................... 8

3.1.2 Understanding of Service Requirements .............................................................................. 8

3.1.3 Demonstrated Expertise & Industry Expertise...................................................................... 8

3.1.4 References ............................................................................................................................ 8

3.1.5 Proposed Account Manager, Resume and References ......................................................... 8

3.1.6 Resource Management & Client Service .............................................................................. 9

3.1.7 Added Value Response ......................................................................................................... 9

3.2 Expenses........................................................................................................................................ 9

3.2.1 Expenses ................................................................................................................................ 9

4 Proposal Evaluation ............................................................................................................................. 10

4.1 General Information ................................................................................................................... 10

4.2 Evaluation Process ...................................................................................................................... 10

4.2.1 Stage 1 – Mandatory Criteria .............................................................................................. 10

4.2.2 Stage 2 – Evaluation Criteria ............................................................................................... 11

4.2.3 Stage 3 – Oral Presentation ................................................................................................ 11

Appendix A: Sponsorship and Advertising Assets ......................................................................................... 12

Scotiabank Centre ................................................................................................................................... 12

Halifax Convention Centre ...................................................................................................................... 12

Appendix B: Contract Terms......................................................................................................................... 13

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1 INTRODUCTION Events East Group (herein reference to as “Events East”) invites proposal for a wine and spirits partnership for the operations at the Halifax Convention Centre and Scotiabank Centre.

1.1 ORGANIZATIONAL BACKGROUND AND RESPONSIBILITY Events East is a joint partnership between the Province of Nova Scotia and Halifax Regional Municipality, and is responsible for operating the Halifax Convention Centre, Scotiabank Centre and Ticket Atlantic. Through its facilities, Events East is known for attracting and hosting the best events in the region and connecting Nova Scotia to the world. The core business of Scotiabank Centre is hosting sports and entertainment events. Scotiabank Centre is operated on behalf of the Halifax Regional Municipality. Located in the heart of downtown Halifax, Scotiabank Centre is the largest multipurpose facility in Atlantic Canada, serving as the region’s premier venue for major entertainment and sporting events and the nucleus of major event activity in Nova Scotia. With a seating capacity of more than 10,000, each year we host over 400,000 attendees through a range of events from concerts to sports to multi-day celebrations and major events. Our anchor tenants include the Halifax Mooseheads, the Halifax Hurricanes, the Royal Nova Scotia International Tattoo, and a new professional lacrosse team, the Halifax Thunderbirds. The Halifax Convention Centre opened in January 2018 and is the premier venue for hosting meetings, conferences and conventions in Atlantic Canada. With an emphasis on attracting national and international event activity, in its first year of operations, the Halifax Convention Centre hosted 160 events and more than 100,000 delegates. Located on the doorstep of Halifax’s entertainment district and boasting over 120,000 square feet of flexible event space, we connect our guests to our community and offer a truly Nova Scotian experience.

The core operations of Events East (corporate), Ticket Atlantic and Scotiabank Centre are located at 1800 Argyle St. Suite 416, Halifax, Nova Scotia. The Halifax Convention Centre is located at 1650 Argyle St. in downtown Halifax, Nova Scotia.

1.2 RFP OBJECTIVES & SCOPE The purpose of this RFP is to form a wine and spirits partnership for the Halifax Convention Centre and Scotiabank Centre for an initial three (3) year period. Events East reserves the right to extend the initial contract for one-year, with the possibility of a second one-year extension, beyond the initial contract period, subject to the agreement of the successful Partner, for an overall maximum of five years in total. The Partner may obtain exclusive supplier rights for wine and spirits on the Scotiabank Centre concourse and preferred supplier rights for wine and spirits for the Scotiabank Centre Premium Seating and VIP areas, along with preferred supplier rights in the same categories for the Halifax Convention Centre. The Partner may obtain exclusive wine and spirits marketing and promotional rights throughout Scotiabank Centre and other ancillary benefits at the Halifax Convention Centre.

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1.3 TENDER SCHEDULE

RFP Issued: January 17, 2020

Site Visit* (optional) January 24, 2020

RFP Responses Due: February 7, 2020

Oral Presentation (if required): Week of February 24, 2020

Partner Selection Notification: Week of March 2, 2020

Anticipated Start Date: March/April, 2020

*If you wish to attend the site visit, please contact Robyn Bates, Procurement Analyst by January 22, 2020.

1.4 RFP CONTACTS Partners are encouraged to seek clarifications on any aspect of this RFP by contacting the individuals listed below or their designate(s) only. Direct contact with any other Events East resources, without approval of official contacts, may result in disqualification.

For Department For Procurement Services

Colby Pridham Robyn Bates Senior Manager, Partnership Development Procurement Analyst Events East Group Events East Group 1800 Argyle Street, Suite 416 1800 Argyle Street, Suite 416 P.O. Box 955 P.O. Box 955 Halifax, Nova Scotia B3J 2V9 Halifax, Nova Scotia B3K 2V9 Email: colby.pridham@eventseast.com

Email: robyn.bates@eventseast.com

Phone: (902) 421-1302 ext. 2280 Phone: (902) 421-1302 ext. 2231

2 SERVICE REQUIREMENTS The successful Partner will supply wine and spirits to the Halifax Convention Centre and Scotiabank Centre, exclusively for the Scotiabank Centre concourse and as a preferred Partner for Scotiabank

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Centre Premium Seating and VIP areas and the Halifax Convention Centre, while providing a superior level of service.

2.1 SCOPE OF SERVICES 1. Products are to be delivered on an as and when needed basis. 2. The Partner and the Halifax Convention Centre Director of Food & Beverage and Scotiabank

Centre’s third party concession provider Centerplate will develop a compatible and achievable schedule of delivery.

3. Product returns and how they are maintained should be highlighted. 4. The Partner must be able to provide Events East with a suitable breadth of product mix that

includes premium products, recognized brands and local options that allows Events East to address key considerations for our guest experience.

5. The Partner is to provide a detailed list of product pricing highlighting the range in pricing that allows Events East to accommodate our customer’s varying needs across our wide-ranging event mix.

6. Product pricing shall remain the same throughout the first year of the agreement with any product increases being mutually agreed upon thereafter.

7. Products listed shall be made available through the duration of the agreement. If a product is discontinued, Events East has the right to approve the replacement product which will be a similar product and retain the same pricing.

2.2 PROPOSED PARTNERSHIP BENEFITS & TERMS As part of the Partnership, a variety of benefits will be defined and finalized through discussions with the successful Partner. These benefits will focus on aligning with the Partner’s business objectives to provide exclusive promotional opportunities to Scotiabank Centre’s audience of 400,000+ annually and also include exposure and opportunities through Events East’s other business areas, the Halifax Convention Centre and Ticket Atlantic. The proposed Partnership will be part of the evaluation of this RFP, and it should be noted that preference will be given to cash-based investment. Securing of the specific advertising opportunities will be negotiated with the successful Partner. Refer to Appendix A for a listing of potential assets available to the Partner.

For further information on partnership opportunities, the Partner may request a Partnership Opportunity document. Additionally, the Partner may request a volume report outlining the volume of wine and spirits provided over the past two years for each venue. To do so, please contact Robyn Bates, Procurement Analyst.

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3 PROPOSAL REQUIREMENTS This section describes the technical and pricing responses that must be included in the proposal.

3.1 TECHNICAL RESPONSE

3.1.1 Executive Summary Provide a 1-2 page summary of your Technical Response, highlighting the key features of your proposal. It should allow the Evaluation Team to quickly gain an overall perspective of your proposal, prior to reviewing it in detail.

3.1.2 Understanding of Service Requirements Provide a 1-2 page summary of your understanding of the service requirements under the scope of service defined in this RFP. This content should be expressed in your own words and not simply recite the requirements as defined in this document. We define a suitable breadth of product mix of wine and spirits to include premium products and local Nova Scotia options. In addition, we are seeking the flexibility to offer products in various serving sizes such as single serve wine, boxed wine or 750ml/1.14L spirits, to accommodate our customer needs.

3.1.3 Demonstrated Expertise & Industry Expertise The proposal should highlight the Partner’s understanding and knowledge of their products that could be useful for Events East staff while interacting with our customers. Additionally, the Partner should identify specific emerging trends within the wine and spirits category in product developments and consumer behavior that are relevant to the hospitality industry.

3.1.4 References Provide three references for any work done by your company in the past three years that is similar in nature to the requirements defined in this RFP. Select clients that are similar to the premium hospitality, sporting and event-hosting facilities, and provide a contact name, along with his/her phone number and email address. The reference information provided should identify the scope of the service provided for them as well as demonstrate the extent of your previous experience, the clients’ overall satisfaction with your services and the results achieved, including your adherence to timelines in delivering the product or service. References should demonstrate experience with comparable agreements.

3.1.5 Proposed Account Manager, Resume and References The successful Partner is expected to provide all the necessary account management to complete the services proposed in response to this RFP. This is expected to include a primary account representative and a senior regional representative, who would typically deal directly with Events East and our third-party concession provider, Centerplate. Include their resume and emphasize their relevant qualifications and experience in successfully managing partnerships of a similar size and scope to that required by this RFP.

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3.1.6 Resource Management & Client Service By virtue of responding to this RFP, the Partner is committing to make the proposed resources available to this partnership when needed and, once the partnership begins, it agrees to take any steps necessary to ensure the ongoing availability of its proposed resources. Events East acknowledges that instances can arise where a proposed resource is no longer employed by or associated with the Partner, or is otherwise unavailable to the Partner at the time of the service requirement. In these cases, the Partner agrees to provide replacement resources with equivalent (or greater) experience and capability. In the proposal, describe the process that would be used for consulting with Events East in the selection of replacement resources. Describe how changes in resources would normally be handled, if this becomes necessary. If new service requirements emerge during the partnership, Events East will make every effort to provide the successful Partner with as much advance notice as possible. Describe the process and typical timelines involved in making additional resources available. Describe the process that would be used to resolve a situation where Events East concludes that an assigned resource from the Partner is not performing their responsibilities adequately.

3.1.7 Added Value Response ‘Added value’ is the realization of additional benefits beyond the inherent worth of a good or service. Examples for services include approach, expertise, references, resources, management, tools and/or methodologies, etc., or a combination of these. Added value items applicable to this agreement would contribute to an enhanced experience for our guests and could also include staff product knowledge training or mixology sessions. Equipment and/or supplies such as glassware, serving trays, mobile carts, etc. would be considered of added benefit and value. Describe the aspect(s) of your proposal believed to result in notable added value for Events East and its venues.

3.2 EXPENSES

3.2.1 Expenses All travel and promotional expenses are the responsibility of the successful Partner. Any additional expenses billed to Events East require prior approval before billing.

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4 PROPOSAL EVALUATION

4.1 GENERAL INFORMATION The Evaluation Team will consist of representatives of the operational teams at Halifax Convention Centre and Scotiabank Centre who generally align with the expected services. It is understood and accepted by the Partner that all decisions about the degree to which a proposal meets the requirements of this RFP are the judgment of this Evaluation Team. To assist in the evaluation of the Responses, the Evaluation Team may, but is not required to:

Conduct reference checks relevant to the proposal with any or all of the references cited in a response to verify any and all information regarding a Partner and rely on and consider any relevant information from such cited references in the evaluation of responses;

Conduct any background investigations that it considers necessary in the course of the

evaluation process and consider any relevant information resulting in the evaluation of Responses;

Will only seek clarification from a Partner if the requested information is ambiguous or missing

and if such clarification does not offer the Partner the opportunity to improve the competitive position of its response. To the extent possible, requests made by the Evaluation Team will be sent from the email addresses of the RFP Contacts.

The proposal will be examined in accordance with the evaluation process and criteria outlined in the sections below.

4.2 EVALUATION PROCESS

The proposal will be evaluated using the following process:

Stage 1: Verify each proposal’s compliance to the Mandatory Criteria identified below, and disqualify any proposals that fail to meet these.

Stage 2: For proposals that pass the Mandatory Criteria, evaluate and score each one, using the Evaluation Criteria and weights.

4.2.1 Stage 1 – Mandatory Criteria The proposal must meet all of the following mandatory criteria and clearly demonstrate that these are met in a substantially unaltered form. If the proposal fails to meet any one of these criteria, it will receive no further consideration during the evaluation process and be deemed non-compliant.

1. The proposal must clearly demonstrate the Partner’s experience and ability to fulfill the service requirements identified.

2. All proposals must be submitted in Canadian dollars (CDN) exclusive of all taxes.

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4.2.2 Stage 2 – Evaluation Criteria If the proposal meets the Mandatory Criteria it will be further evaluated using the Evaluation Criteria. Scores will be recorded for each criterion and a total score will be determined.

Prepare the table below, inserting reference page numbers to the appropriate sections within your proposal that deal with each criterion under evaluation.

Criterion Weight (%) Reference Page (#)

Pricing of product and partnership investment 50

Quality and type of product mix 35

Added Value 15

Maximum Score Possible

100

4.2.3 Stage 3 - Oral Presentation

Criterion Weight (%)

Oral presentation 40

References 5

Maximum Score Possible

145

Events East may request the highest scoring Partners to orally present their proposal to the Evaluation Team. The presentation will be at the expense of the Partner and will be conducted onsite at Events East offices.

The objectives, requirements and evaluation criteria for the presentation will be provided to all short-listed invitees. The presentation, including responses to the questions posed during the sessions, will be rated according to the oral evaluation criteria provided. Information gathered from the oral evaluation may also be used to adjust scores attributed during the evaluation of the proposal responses. Partners shall not be permitted to present new information or adjust proposal content (including price).

Main section of Request for Proposal ends here – appendices to follow

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APPENDIX A: SPONSORSHIP AND ADVERTISING ASSETS

Below is a list of potential assets to be utilized in the partnership. Events East is open to discussing opportunities that align with the Partner’s business objectives that may not be included below. Please use this list as a reference with the understanding the partnership may include assets or activations not listed. Assets will be negotiated based on the value of the partnership.

With agreed upon assets, it should be understood that in order for Events East to secure National and International events, we may be required to cover certain signs and advertisements from time-to-time. While such instances are limited, should such situation arise, Events East will have the right to cover the signs but work in good faith to ensure the effect on the Partner is minimal.

SCOTIABANK CENTRE Advertising and promotional exclusivity within the category Premium Seating branding opportunities, including bars and VIP lounge spaces

o Branded bars o Branded bar mats o Branded coasters or other promotional items as provided by the Partner

Featured on Premium Seating menu; opportunities for promotional items within Skyboxes and Suites such as tent cards, bottle toppers, etc.

Lounge Skybox naming rights Digital signage

o i.e. video scoreboard, indoor television network, outdoor digital board Static signage

o i.e. backlit signs, wall murals, stair climbers Video production content Social media In-game tenant activations Sampling and pairing opportunities

HALIFAX CONVENTION CENTRE Branded bars Branded bar mats Branded coasters or other promotional items as provided by the Partner Enhanced branding on menus

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APPENDIX B: CONTRACT TERMS

The successful Partner will be expected to negotiate and sign a legal agreement with Events East that will govern all aspects of the supply contract and partnership. It is noted that Events East must comply with all aspects of the Freedom of Information and Protection of Privacy Act (Nova Scotia) (FOIPOP) and the Personal Information International Disclosure Protection Act (Nova Scotia) (PIIDPA).