request for proposals (rfp) - Atlantic Alliance Aerospace Defence

BackgroundThe Atlantic Alliance of Aerospace and Defence Associations (AAADA or AtlanticAlliance) is an alliance of the Aerospace and Defence Industry Associations of AtlanticCanada - New Brunswick Aerospace and Defence Association (NBADA), Aerospace andDefence Industries Association of Nova Scotia (ADIANS), Aerospace and DefenceIndustry Association of Newfoundland and Labrador (ADIANL) and the AerospaceAssociation of Prince Edward Island (APEI). The collective regional organizationrepresents the interests of the estimated 200 plus aerospace and defence companies inAtlantic Canada with many of the educational institutions and research institutions askey components. Employing over 10,000 skilled workers and boasting sales of over $1billion annually, the pan-Atlantic aerospace and defence sector is a proven andsignificant contributor to our economy. The Alliance represents a broad range ofindustry capability from repair and overhaul to software development and systemsintegration. The AAADA strives to build on its leadership role in being an effectiveregional facilitator of strategic industry management and growth in Atlantic Canada.The Atlantic Alliance strives to support its provincially-based partner Associations andstakeholders in the region in pursuit of the following founding objectives;To coordinate the associations’ activities at a regional level and to providean effective regional voice on behalf of the region’s aerospace & defencesector;To optimize Industrial Regional Benefits (IRBs) for Atlantic companiesthrough strategic management and coordination efforts;To promote the region and the capabilities of its member companies andinstitutions to prime contractors and federal departments/agencies; To facilitate initiatives to develop skills, new technologies andcompetitiveness in the region; andTo facilitate collaboration and pursuance of partnerships/opportunitiesamongst companies in the region.3

Project OverviewIn cooperation with regional sector stakeholders, and on behalf of the Atlantic Alliance,the Aerospace and Defence Industries Association of Nova Scotia will lead an AtlanticCanada International Business Development Initiative to the Defence & SecurityEquipment International (DSEi), September 13-16, 2011, in London United Kingdom.The pan-Atlantic activity to the UK will consist of company representatives andgovernment officials from all of the Atlantic Provinces. This would be the first pan-Atlantic mission to DSEi. Representatives of ACOA and Atlantic industry haveparticipated at past shows and recognize that participation in DSEi presents numerousopportunities for the Atlantic Canada in the aerospace and defence sector.The DSEi exhibition which is held every two years at London’s Excel centre, located inLondon Docklands, is the world’s largest fully integrated international defenceexhibition featuring land, sea and air products and technologies. It draws thousands ofvisitors, both trade and military and is an important event in the international militaryand national security equipment sales calendarIn 2009 Defence Systems & Equipment International (DSEi) attracted an audience of25,170 attendees and featured 464 exhibiting companies displaying security-relatedtechnologies, more than 460 exhibitors showing products from the military aerospacesector and 1,200 companies exhibited equipment and technologies applicable to themarine environment. DSEi 2009 also attracted strong attendance from overseasgovernments with 71 individual military delegations representing 48 countries, plus aUnited Nations delegation.Through this Business Development Initiative, the AAADA will provide direct exposurefor 10-15 companies from across Atlantic Canada to this major global industry event.Sustained participation by the AAADA and its stakeholders in key global trade events isdemonstrative of the commitment to advance the Atlantic Canada Aerospace andDefence sector and essential for the proactive promotion of our region and sectorcapabilities.In addition to exploring export opportunities for Atlantic Canadian companies it is alsoenvisaged that the mission would also have a technical, commercialisation and researchand development component. The intent would be to identify potential joint venturesand/or potential research and development collaborations with Atlantic Companies(and institutions) with foreign companies and institutions.While the outreach component of the project will occur in London, UK, the majority ofthe project planning and organization activities will be occurring throughout the Atlanticprovinces as a joint effort amongst regional stakeholders (associations, industrycompanies and government representatives). To ensure a high level of support is4

extended to project participants, the event will be coordinated with the Atlantic CanadaOpportunities Agency, Department of Foreign Affairs and International Trade, AAADAand provincial stakeholders.At present there is a CADSI hosted pavilion which hosts delegations from Ontario,Quebec and other independent Canadian exhibitors. The Canadian High Commission inLondon also has had a presence at DSEi. Atlantic industry, through this project, wouldcollaborate with other Canadian stakeholders, when applicable; to maximize valueadded activities for Atlantic delegates.The Business Development Initiative will include the following elements:An AAADA PavilionThe 66 square-metre space allocation (Stand N4-470) equipped with all necessaryamenities (promotional display areas for mission delegates, a private meeting room,storage area, etc.) and serve as a base for other participating Atlantic Canadiandelegates. It is proposed that there would be two (bookable) meeting rooms forAtlantic delegates to have pre and on-site one-on-one meetings.Market familiarisation briefingsThe AAADA will organize a Pan-Atlantic briefing session with partners in Spring 2011 tobrief local companies on the international business development opportunities availablethrough participation at DSEi, as an on-going part of sectoral development and advocacyfor the region.Business matchmaking opportunitiesThe AAADA will work with partners to develop a robust program of one-on-onemeetings between Atlantic delegates and Tier 2, 3, and 4 suppliers, defence contractorsand other potential partners. Components will include access to DSEI’s on-line tool forbooking appointments with official delegations attending DSEi, the efforts ofgovernment partners (ACOA/DFAIT) to arrange meeting with international primecontractors pursuing key Canadian defence acquisition programs, and engaging an inmarketconsultant to assist with local supplier development meetings.Innovation ShowcaseOne element of the DSEi program is an “Innovation Showcase”. The InnovationShowcase provides an opportunity for any exhibiting company to present new products,demonstrate new technology and brief DSEi visitors on the latest industrydevelopments. Under this initiative, Atlantic Canadian companies will be encouraged toparticipate in this aspect of the DSEi program as a means of presenting Atlantic Canada’sleading edge, innovation capabilities.5

Project Scope – Marketing CoordinatorThe Aerospace and Defence Industries Association (ADIANS) is soliciting the services ofan experienced company or individual to facilitate and manage the marketing aspects ofthe DSEI project. The Marketing Coordinator, shall be responsible for (but not limitedto) the following functions:Participation in meetings of the AAADA Organizing Committee and provision ofdetailed reports on the status of project activities;Working and liaising with the project proponent, ADIANS and other provincialassociation personnel;Managing the online one-on-one booking system for Atlantic Canadiandelegates;Coordination of delegation in-country travel (subway, train and/or othertransportation services as may be required);Acting as a point of contact and liaison with delegation with respect to questionsconcerning logistics, marketing and in-country business development activities;Securing accommodations for the delegation, managing reservations and relatedcontractual agreements with the hotel(s);Assembling the appropriate resources and promotional materials required bythe delegation;Staffing and replenishing the AAADA booth as needed;Coordinating delegation exhibitor passes;Managing all incoming/outgoing shipments;Liaising with Clarion Defence and Security Limited regarding booth set up andrelated requirements (electrical, furniture, amenities, etc.)Coordinating all aspects of the Atlantic Reception and marketing activities;Provision of individualized travel plans and schedule documents for thedelegation (pre-departure);7

Coordination and facilitation of a pre-show orientation session for the delegation(including the development and distribution of delegate information packages,travel passes, etc.)Other mission activities may be required by the Organizing Committee and delegationand will be determined as the project is developed.Project TimelinesThe anticipated start date for this project is April 27 th , 2011 or upon signing of thecontractual agreement between ADIANS and the successful bidder. The MarketingCoordinator will commence work immediately upon signing of the contract. The projectwill conclude on November 30, 2011, or earlier (upon successful completion ofcontractual obligations).Selection CriteriaThe successful contractor will be determined based upon the following:the level of experience in marketing coordination activities associated withinternational Business Development initiatives;the level of experience in working with a diverse range of stakeholders withdiffering needs and including companies, industry associations and industryassociations;evidence of knowledge and experience in making logistical arrangements intothe UK and Europe;experience in staffing industry booths at international events;understanding of the scope and objectives of the proposal requirements;proposed work plan, approach, schedule and deliverablesreferences andcost proposal**Determination of best value may not result in the lower cost being accepted. ADIANSreserves the right to refuse all or any of the submissions.8

Quote & Payment ScheduleBidders are requested to provide an all-inclusive quote (to include professional fees,travel, incidentals, office/administrative charges) based on the scope of work to becompleted as per the Project Scope Functions previously outlined. Applicable taxesshould also be clearly identified in the quote.Payment will be made upon the contractor submitting invoices with supportingdocumentation in a form satisfactory to ADIANS based upon the following paymentschedule: 25% upon contract signing; 50% pre-event departure; and 25% post-event, upon satisfactory completion of contractual obligations.Proposal & Submission RequirementsProposals must be clearly marked RFP – Marketing Coordinator for Pan-AtlanticMission to Defence & Security Equipment International (DSEi) Exhibition 2011.One (1) electronic version and two (2) hard copy versions of the proposal mustbe delivered to the following on or before 4:00 pm (AST) Thursday, April 21 st ,2011:Catherine MacDonaldAerospace and Defence Industries Association of Nova ScotiaTD Centre1791 Barrington Street, Suite 300Halifax, N.S. B3J 3K9Email: Catherine.MacDonald@adians.caProposals should include company prospectus, services offered and backgroundand experience of qualified personnel relating to marketing coordinationactivities.Names of former clients and associates for whom similar or relevant work hasbeen performed should be presented as references, as well as a description ofthe work completed.9

InquiriesInquiries regarding this RFP should be made to:Catherine MacDonaldManaging DirectorAerospace & Defence Industries Association of N.S. (ADIANS)Tel: (902) 425.0070 or Cell: (902)483.5664Email: Catherine.MacDonald@adians.ca10