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Solicitation No. - N° de l'invitation 136722 TABLE OF CONTENTS PART 1 - GENERAL INFORMATION

1. Security Requirement 2. Statement of Work

PART 2 - BIDDER INSTRUCTIONS

1. Standard Instructions, Clauses and Conditions 2. Submission of Bids 3. Enquiries - Bid Solicitation 4. Site visit and information Session 5. Applicable Laws

PART 3 - BID PREPARATION INSTRUCTIONS

1. Bid Preparation Instructions PART 4 - EVALUATION PROCEDURES AND BASIS OF SELECTION

1. Evaluation Procedures 2. Basis of Selection

PART 5- CERTIFICATION 1. Certifications Precedent to Contract Award PART 6- RESULTING CONTRACT CLAUSES 1. Security Requirement

2. Requirement 3. Standard Clauses and Conditions 4. Term of Contract 5. Authorities 6. Payment 7. Invoicing Instructions 8. Certifications 9. Applicable Laws 10. Priority of Documents

LIST OF ANNEXES AND APPENDICES:

Annex “A” Statement of Work - Part 1 Projected Needs - Part 2

Solicitation No. - N° de l'invitation 136722 PART 1 GENERAL INFORMATION 1. SECURITY REQUIREMENT

All the employees of the Bidder required for the Summit must be accredited. To that end they must complete the accreditation form and submit to a security check, in accordance with the accreditation policy of the Summits Management Office. The accreditation formalities must be completed one month before the event. The Bidder must designate a person responsible for the accreditation procedure.

2. STATEMENT OF WORK The Contractor shall perform the Work in accordance with the Statement of Work detailed

in the Annex “A”. 2.1 Project Summary

The Government of Canada will host the 2010 G8 Summit in Muskoka and the G20 Summit in Toronto, which will take place in Ontario from June 25 to 27, 2010. The events will attract widespread international media and public attention. The Summits Management Office (SMO) is responsible for pictorial documentation of Summit-related events for records purposes (archives) and distribution to various clienteles (delegations, media, partners, etc.). To fulfil the photographic needs (photo-taking, pre-selection, processing, printing and backup), of the Summits Management Office, in particular the Protocol Division and the Communications Division. This specifically includes planning event coverage, photo-taking, pre-selection, processing, printing, backup and delivery. Preference will be given to a “turn-key” full-service photographic services formula that includes the hiring of photographers, event coverage coordination and editing.

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Solicitation No. - N° de l'invitation 136722 PART 2 BIDDER INSTRUCTIONS 1. STANDARD INSTRUCTIONS, CLAUSES AND CONDITIONS

All instructions, clauses and conditions identified in the bid solicitation by number, date and title are set out in the Standard Acquisition Clauses and Conditions Manual issued by Public Works and Government Services Canada (PWGSC). The Manual is available on the PWGSC Website: http://sacc.pwgsc.gc.ca/sacc/index-e.jsp. Bidders who submit a bid agree to be bound by the instructions, clauses and conditions of the bid solicitation and accept the clauses and conditions of the resulting contract. The 2003 (2010/01/11) Standard Instructions - Goods or Services - Competitive Requirements, are incorporated by reference into and form part of the bid solicitation.

2. SUBMISSION OF BIDS

Bids must be submitted only to Department of Foreign Affairs at the Bid Receiving Unit by the date, time and place as follows:

Bids must be submitted by 2 pm Ottawa time Wednesday April 28, 2010 at : Department of Foreign Affairs Bid Receiving Unit Toronto-Dominion Centre 77 King St. W P.O Box 125, Suite 3200 Toronto, ON M5K 1H1 RFP NUMBER - 136722

3. ENQUIRIES - BID SOLICITATION

All enquiries must be submitted in writing to the Contracting Authority no later than April 22, 2010. Enquiries received after that time may not be answered. Bidders should reference as accurately as possible the numbered item of the bid solicitation to which the enquiry relates. Care should be taken by bidders to explain each question in sufficient detail in order to enable Canada to provide an accurate answer. Technical enquiries that are of a proprietary nature must be clearly marked "proprietary" at each relevant item. Items identified as "proprietary " will be treated as such except where Canada determines that the enquiry is not of a proprietary nature. Canada may edit the questions or may request that the Bidder do so, so that the proprietary nature of the question is eliminated, and the enquiry can be answered with copies to all bidders. Enquiries not submitted in a form that can be distributed to all bidders may not be answered by Canada.

Solicitation No. - N° de l'invitation 136722 4. APPLICABLE LAWS

Any resulting contract must be interpreted and governed, and the relations between the parties determined, by the laws in force in the province of Ontario. Bidders may, at their discretion, substitute the applicable laws of a Canadian province or territory of their choice without affecting the validity of their bid, by deleting the name of the Canadian province or territory specified and inserting the name of the Canadian province or territory of their choice. If no change is made, it acknowledges that the applicable laws specified are acceptable to the bidders.

Solicitation No. - N° de l'invitation 136722 PART 3 BID PREPARATION INSTRUCTIONS 1. BID PREPARATION INSTRUCTIONS

Canada requests that bidders provide their bid in separately bound sections as follows: Section I: Technical Bid (5 hard copies and 1 soft copy on CD, DVD or USB

key) Section II: Financial Bid (5 hard copies and 1 soft copy on CD, DVD or USB

key) Section III: Certifications (1 hard copy) Prices must appear in the financial bid only. No prices must be indicated in any other section of the bid. Canada requests that bidders follow the format instructions described below in the preparation of their bid: a. use 8.5 x 11 inch (216 mm x 279 mm) paper; b. use a numbering system that corresponds to the bid solicitation; c. no plastic covers or binders, if possible. Please be considerate of the environment. Section I: Technical Bid In their technical bid, bidders should explain and demonstrate how they propose to meet the requirements and how they will carry out the Work. Section II: Financial Bid Bidders must submit their financial bid in accordance with the maximum funding of $115,000.00. The total amount of Goods and Services Tax (GST) or Harmonized Sales Tax (HST) is to be shown separately, if applicable. Section III: Certifications Bidders must submit the certifications required under Part 5.

Solicitation No. - N° de l'invitation 136722 PART 4 EVALUATION PROCEDURES AND BASIS OF SELECTION 1. EVALUATION PROCEDURES

a. Bids will be assessed in accordance with the entire requirement of the bid solicitation including the technical and financial evaluation criteria;

b. An evaluation team composed of representatives of Canada will evaluate the bids.

1.1 TECHNICAL EVALUATION All bids MUST be completed in full and provide all of the information requested in the Request for Proposal to enable full and complete evaluation.

1.1.1 Mandatory Requirement No further consideration will be given to bidders who do not meet all the mandatory

criteria. The Mandatory requirements are:

Bidders are invited to make use of the following checklist to ensure that they meet the mandatory criteria.

M.1 Experience of the firm and proposed staff (This requirement is subject to

rated criteria R.2 and R.4).

The bidder must have similar experience with official events, including VVIPs (Very Very Important Persons) in the context of large-scale multilateral international meetings. For each member of the photographers’ management team and staff, the proposal must provide a summary (maximum of three pages) of relevant experience pertaining to similar projects in the area of photographic coverage and technical support services. Key staff must include, at a minimum, the individuals proposed as project leader and editor-in-chief.

M.2 COMPANY IDENTIFICATION

The bidder must give the company name and address and specify the names of the project’s signing authorities.

M.3 FINANCIAL PROPOSAL (This requirement is subject to rated criterion R.5).

The bidder must submit a financial proposal with a firm price not exceeding $115,000 (goods and services tax or harmonized sales tax, if applicable, not included). The maximum amount includes travel costs.

M.4 PRODUCTION/TECHNICAL EQUIPMENT (This requirement is subject to rated

criterion R.3).

The bidder must describe the technical equipment it will provide and set up. This description must provide details on compatibility and technical configuration parameters.

M.5 LANGUAGES OF WORK The bidder must demonstrate that it can provide the deliverables set out in the work description in both official languages, French and English.

Solicitation No. - N° de l'invitation 136722 RATED TECHNICAL CRITERIA The proposals will be evaluated and scored on the basis of specific assessment criteria described in detail in this section. For proposals to be deemed acceptable, bidders must obtain a minimum of 80% of the points on each rated criterion from R1 to R4. A 100-point scale will be used for the assessment. Proposals that do not achieve the 80% minimum for one of the criteria will not be considered. The following criteria will be evaluated: R.1 Content and method (20 points; pass mark: 16 points) The bidder must provide a written overview of the approach it intends to use for performing the work as set out in the “Statement of Work” section, including a detailed schedule of the project in its entirety, as well as the proposed method for each of the planned activities and the quality control mechanism. Enough detail must be given to provide a complete understanding of how the work will be performed. The following components will be scored: R.1.1 Description of actions for fulfilling the statement of work, clarity and exhaustiveness (15 points);

Scoring 0 No indication 3 Vague, lacks depth 7 Lacks details, incomplete 12 Good, clearly described 15 Excellent, concise and complete R.1.2 Suitability of schedule (5 points)

Scoring 0 No indication 2 Vague, incomplete, unrealistic or unsuitable, lacks details 4 Good, meets requirements 5 Excellent, concise and complete R.2 Proposed staff (35 points; pass mark: 28 points) In accordance with mandatory criterion M1 pertaining to members of the proposed team, the proposal will be assessed based on the following criteria: R.2.1 Suitability of project team organization (provide an org chart and description of each

member’s role and responsibilities) 10 points; Scoring

0 No indication 3 Difficult to measure the relevant experience, missing information about

each member’s roles and responsibilities 5 Details missing regarding roles and responsibilities, but some of the

management team’s and key staff’s relevant experience can be measured. 8 Good. The management team’s and key staff’s relevant experience can be

measured. 10 Excellent, precise and complete. The org chart shows roles and

responsibilities. Easy to measure relevant experience.

R.2.2 The management team’s skills regarding the project, including its management

Solicitation No. - N° de l'invitation 136722

experience and credit as host photographer, particularly for the project leader and the editor-in-chief (13 points);

Scoring

0 No indication 7 Lack of details; difficult to measure relevant experience, bears no relation

to the project 9 Demonstrates relevant experience in photography project management 11 Demonstrates relevant experience in photography project management,

including experience as host photographer. Bears some relation to the project

13 Demonstrates relevant experience in photography project management, including host photographer. Very similar to the project.

R.2.3 The staff’s project-related qualifications, including experience and credit for similar events as host photographer (12 points).

Scoring 0 No indication 5 Lack of details; difficult to measure relevant experience, bears no

relation to the project 10 Demonstrates staff’s relevant experience as a photographer. 12 Demonstrates staff’s relevant experience including experience as a

host photographer. R.3 Production equipment (15 points; pass mark: 12 points) The bidder must describe his ability to use this equipment as effectively and economically as possible. The score will be based on how well the proposed equipment meets all the requirements.

Scoring

0 No indication 5 Vague answer, lacks details 8 List of equipment is provided. However, the equipment just barely meets

all the minimum requirements 12 The proposed equipment meets all requirements 15 The proposed equipment clearly meets all requirements. Excellent,

precise and complete R.4 Company’s experience and qualifications (20 points; pass mark: 16 points) To demonstrate its experience, the bidder must provide examples of previous projects that are similar in scope and complexity to the project described in this request for proposals, and that cover all of the aspects described in the “Scope of Work” section. For each of these projects, the bidder must provide the following information:

� A brief description of the project, highlighting the services rendered and their relation to the scope of the work described in this request for proposals;

� When the work was carried out;


� Value of the contract; � The name and telephone number of the client the work was done for.

Scoring

0 No indication 6 A project is provided but lacks a description of the services rendered and

how the services are relevant to this project 10 More than one project is provided, but lacks a description of the services

rendered and how these services are relevant to this project. 16 Good, complete and meets the requirements for a similar project 20 Good, complete and meets the requirements for more than one similar

project R.5 Proposed cost – (10 points; no minimum) A maximum of 10 points is allocated for this proposal criterion. There is no minimum score for this section. The bidder must present a detailed breakdown, as indicated in this request. The breakdown will be compared to the proposed schedule, production methods and approach to ensure consistency and validity. (1) Exhaustiveness and the ability to understand the items in the cost breakdown of the proposal, exhaustiveness of the cash flow and accuracy of progress payments.

Scoring 3 Not very complete, difficult to understand 8 All the information is included, but is poorly presented 10 The information is very well presented. Categories and their breakdown

can be understood, very complete, including payment schedule. Concise and complete.

Solicitation No. - N° de l'invitation 136722 FINANCIAL EVALUATION The price of the bid will be evaluated in Canadian dollars, the Goods and Services Tax or the Harmonized Sales Tax excluded, FOB destination, Canadian customs duties and excise taxes included. Tax excluded, FOB destination, Canadian customs duties and excise taxes included. 1.2.1 Maximum Funding The maximum funding available for the Contract resulting from the bid solicitation is

$115,000.00 (Goods and Services Tax or Harmonized Sales Tax extra, as appropriate). Bids valued in excess of this amount will be considered non-responsive. This disclosure does not commit Canada to pay the maximum funding available.

BASIS OF SELECTION

1. To be declared responsive, a bid must:

a. comply with all the requirements of the bid solicitation; b. meet all mandatory technical evaluation criteria; and c. obtain the required minimum of 80 percent of the points for each rated criteria R1

to R4 inclusively for the technical evaluation criteria which are subject to point rating. The rating is performed on a scale of 100 points.

2. Bids not meeting (a) or (b) or (c) will be declared non responsive. The responsive

bid with the highest number of points will be recommended for award of a contract, provided that the total evaluated price does not exceed the budget available for this requirement

3. All proposals will become the property of the Crown. They will not be returned. .

Solicitation No. - N° de l'invitation 136722 PART 5 CERTIFICATIONS Bidders must provide the required certifications to be awarded a contract. Canada will declare a bid non- responsive if the required certifications are not completed and submitted as requested. Compliance with the certifications bidders provide to Canada is subject to verification by Canada during the bid evaluation period (before award of a contract) and after award of a contract. The Contracting Authority will have the right to ask for additional information to verify the bidders' compliance with the certifications before award of a contract. The bid will be declared non-responsive if any certification made by the Bidder is untrue, whether made knowingly or unknowingly. Failure to comply with the certifications or to comply with the request of the Contracting Authority for additional information will also render the bid non-responsive. 1. CERTIFICATIONS PRECEDENT TO CONTRACT AWARD

The certifications listed below should be completed and submitted with the bid, but may be submitted afterwards. If any of these required certifications is not completed and submitted as requested, the Contracting Authority will so inform the Bidder and provide the Bidder with a time frame within which to meet the requirement. Failure to comply with the request of the Contracting Authority and meet the requirement within that time period will render the bid non-responsive.

1.1 FEDERAL CONTRACTORS PROGRAM FOR EMPLOYMENT EQUITY

1. The Federal Contractors Program for Employment Equity (FCP-EE) requires that

some suppliers bidding for federal government contracts, valued at $200,000 or more (including all applicable taxes), make a formal commitment to implement employment equity. This is a condition precedent to contract award. If the Bidder is subject to the FCP-EE, evidence of its commitment must be provided before the award of the Contract.

Suppliers who have been declared ineligible contractors by Human Resources and Social Development Canada (HRSDC) are no longer eligible to receive government contracts over the threshold for solicitation of bids as set out in the Government Contract Regulations. Suppliers may be declared ineligible contractors either as a result of a finding of non-compliance by HRSDC, or following their voluntary withdrawal from the FCP-EE for a reason other than the reduction of their workforce to less than 100 employees. Any bid from ineligible contractors will be declared non- responsive.

2 If the Bidder does not fall within the exceptions enumerated in 3.(a) or (b) below, or

does not have a valid certificate number confirming its adherence to the FCP-EE, the Bidder must fax (819-953-8768) a copy of the signed form LAB 1168, Certificate of Commitment to Implement Employment Equity (http://www1.servicecanada.gc.ca/cgi-bin/search/eforms/index.cgi?app=profile&form=lab1168&dept=sc&lang=e), to the Labour Branch of HRSDC.

3. The Bidders certifies its status with the FCP-EE, as follows: The Bidder (a) ( ) is not subject to the FCP-EE, having a workforce of less than 100 permanent full or part-time employees in Canada,


(b) ( ) is not subject to the FCP-EE, being a regulated employer under the Employment Equity Act, S.C. 1995, c. 44; (c) ( ) is subject to the requirements of FCP-EE, having a workforce of 100 or more permanent full or part-time employees in Canada, but has not previously obtained a certificate number from HRSDC, (having not bid on requirements of $200,000 or more), in which case a duly signed certificate of commitment is attached; (d) ( ) is subject to FCP-EE, and has a valid certificate number as follows: _______ (e.g. has not been declared ineligible offeror by HRSDC). Further information on the FCP-EE is available on the following HRSDC Website: http://www.hrsdc.gc.ca/en/labor/equality/fcp/index.shtml. ________________________________ _______________________ SIGNATURE DATE


1.2 FORMER PUBLIC SERVANT CERTIFICATION

Contracts with former public servants (FPS) in receipt of a pension or of a lump sum payment must bear the closest public scrutiny and reflect fairness in spending public funds. In order to comply with Treasury Board policies and directives on contracts with FPS, bidders must provide the information required below. Definitions For the purposes of this clause, "former public servant" means a former member of a department as defined in the Financial Administration Act, R.S., 1985, c. F-11, a former member of the Canadian Armed Forces or a former member of the Royal Canadian Mounted Police and includes: a. an individual; b. an individual who has incorporated; c. a partnership made up of former public servants; or d. sole proprietorship or entity where the affected individual has a controlling or major

interest in the entity. "lump sum payment period" means the period measured in weeks of salary, for which payment has been made to facilitate the transition to retirement or to other employment as a result of the implementation of various programs to reduce the Public Service. "pension" means a pension payable pursuant to the Public Service Superannuation Act, R.S., 1985, c. P-36, as indexed pursuant to the Supplementary Retirement Benefits Act, R.S., 1985, c. S-24. Former Public Servant in Receipt of a Pension Is the Bidder a FPS in receipt of a pension as defined above? YES ( ) NO ( ) If so, the Bidder must provide the following information: a. name of former public servant; b. date of termination of employment or retirement from the Public Service. Work Force Reduction Program Is the Bidder a FPS who received a lump sum payment pursuant to the terms of a work force reduction program? YES ( ) NO ( ) If so, the Bidder must provide the following information:


a. name of former public servant; b. conditions of the lump sum payment incentive; c. date of termination of employment; d. amount of lump sum payment; e. rate of pay on which lump sum payment is based; f. period of lump sum payment including start date, end date and number of weeks; g. number and amount (professional fees) of other contracts subject to the restrictions

of a work force reduction program. For all contracts awarded during the lump sum payment period, the total amount of fee that may be paid to a FPS who received a lump sum payment is $5,000, including the Goods and Services Tax or Harmonized Sales Tax. By submitting a bid, the Bidder certifies that the information submitted by the Bidder in response to the above requirements is accurate and complete. ________________________________ _______________________ SIGNATURE DATE

1.3 CANADIAN CONTENT CERTIFICATION 1.3.1. SACC Manual clause A3050T (2008/05/12) Canadian Content

Definition. 1.3.2. This procurement is limited to Canadian services. The Bidder certifies that:

( ) the service offered is a Canadian service as defined in paragraph 5 of clause A3050T. ________________________________ _______________________ SIGNATURE DATE

Solicitation No. - N° de l'invitation 136722 1.4 STATUS AND AVAILABILITY OF RESOURCES

The Bidder certifies that, should it be awarded a contract as a result of the bid solicitation, every individual proposed in its bid will be available to perform the Work as required by Canada's representatives and at the time specified in the bid solicitation or agreed to with Canada's representatives. If for reasons beyond its control, the Bidder is unable to provide the services of an individual named in its bid, the Bidder may propose a substitute with similar qualifications and experience. The Bidder must advise the Contracting Authority of the reason for the substitution and provide the name, qualifications and experience of the proposed replacement. For the purposes of this clause, only the following reasons will be considered as beyond the control of the Bidder: death, sickness, retirement, resignation, dismissal for cause or termination of an agreement for default. If the Bidder has proposed any individual who is not an employee of the Bidder, the Bidder certifies that it has the permission from that individual to propose his/her services in relation to the Work to be performed and to submit his/her résumé to Canada. The Bidder must, upon request from the Contracting Authority, provide a written confirmation, signed by the individual, of the permission given to the Bidder and of his/her availability. Failure to comply with the request may result in the bid being declared non-responsive. ________________________________ _______________________ SIGNATURE DATE

1.5 EDUCATION AND EXPERIENCE

The Bidder certifies that all the information provided in the résumés and supporting material submitted with its bid, particularly the information pertaining to education, achievements, experience and work history, has been verified by the Bidder to be true and accurate. Furthermore, the Bidder warrants that every individual proposed by the Bidder for the requirement is capable of performing the Work described in the resulting contract. ________________________________ _______________________ SIGNATURE DATE

Solicitation No. - N° de l'invitation 136722 PART 6 RESULTING CONTRACT CLAUSES 1. SECURITY REQUIREMENT

All the employees of the Bidder required for the Summit must be accredited. To that end they must complete the accreditation form and submit to a security check, in accordance with the accreditation policy of the Summits Management Office. The accreditation formalities must be completed one month before the event. The Bidder must designate a person responsible for the accreditation procedure.

2. REQUIREMENT

The Contractor must perform the Work described in the Statement of Work detailed in the Annex “A”.

3. STANDARD CLAUSES AND CONDITIONS

All clauses and conditions identified in the Contract by number, date and title are set out in the Standard Acquisition Clauses and Conditions Manual issued by Public Works and Government Services Canada (PWGSC). The Manual is available on the PWGSC Website: http://sacc.pwgsc.gc.ca/sacc/index-e.jsp.

3.1 General Conditions 2010B (2010/01/11) General Conditions - Professional Services (Medium Complexity) apply to and form part of the Contract. 3.2 Suplemental Conditions 4002 (2008/12/12) Software Development or Modification Services 4007 (2008/12/12) Canada to Own Intellectual Property Rights in Foreground Information

4. TERM OF CONTRACT

4.1 Period of Contract The period of the Contract shall be from date of award until August 31, 2010.

5. AUTHORITIES

5.1 Contracting Authority The Contracting Authority for the Contract is: Department of Foreign Affairs Summit Management Office 29 de Varennes Gatineau, Québec J8X 4C6 Attn.: Amy Muldoon Tel.: (819) 994-9391 Fax: (819) 953-8869 E-mail Address: [email protected] The Contracting Authority is responsible for the management of the Contract, and any changes to the Contract must be authorized in writing by the Contracting Authority. The Contractor must not


perform work in excess of or outside the scope of the Contract based on verbal or written requests or instructions from anybody other than the Contracting Authority. 5.2 Project Authority The Project Authority for the Contract is:

The name and contact information is to be provided in the resulting contract. The Project Authority is the representative of the department or agency for whom the Work is being carried out under the Contract and is responsible for all matters concerning the technical content of the Work under the Contract. Technical matters may be discussed with the Project Authority, however the Project Authority has no authority to authorize changes to the scope of the Work. Changes to the scope of the Work can only be made through a contract amendment issued by the Contracting Authority. 5.3 Contractor Contacts The Contractor Contacts for the Contract is: The name and contact information is to be provided in the resulting contract.

6. PAYMENT 6.1 Basis of Payment

The Contractor will be paid in accordance with the Basis of Payment, determined at the time of solicitation, for Work performed pursuant to a contract and subject to acceptance by the Project Authority.

6.2 Basis of Payment - Firm Price In consideration of the Contractor satisfactorily completing all of its obligations under the contract, the Contractor shall be paid a firm price of $ TBD (Goods and Services Tax or Harmonized Sales Tax extra, excluded). Canada will not pay the Contractor for any design changes, modifications or interpretations of the Work unless they have been approved, in writing, by the Contracting Authority before their incorporation into the Work.

Milestone Payments: After submission of an invoice and written approval from the Project Authority at the following stages: TBD

7. INVOICING INSTRUCTIONS The Contractor must submit invoices in accordance with the section entitled "Invoice Submission" of the general conditions. Claims cannot be submitted until all work identified in the claim is completed. The original and one (1) copy of each invoice together with attachments, shall be forwarded to the Project Authority and one (1) copy of each invoice with attachments shall be forwarded to: Jacqueline Laviolette - DSMF 125 Sussex Dr Ottawa, ON K1A 0G2

Solicitation No. - N° de l'invitation 136722 8. CERTIFICATIONS

Compliance with the certifications provided by the Contractor in its bid is a condition of the Contract and subject to verification by Canada during the entire contract period. If the Contractor does not comply with any certification or it is determined that any certification made by the Contractor in its bid is untrue, whether made knowingly or unknowingly, Canada has the right, pursuant to the default provision of the Contract, to terminate the Contract for default.

9. APPLICABLE LAWS

The Contract must be interpreted and governed, and the relations between the parties determined, by the laws in force in the province of Ontario.

10. PRIORITY OF DOCUMENTS

If there is a discrepancy between the wording of any documents that appear on the list, the wording of the document that first appears on the list has priority over the wording of any document that subsequently appears on the list.

a. the Articles of Agreement; b. 2003 (2010/01/11) Standard Instructions - Goods or Services; c. 2010B (2010/01/11) General Conditions - Services (Medium Complexity); d. 4002(2008/12/12) Software Development or Modification Services; e. 4007(2008/12/12) Canada to Own Intellectual Property Rights in Foreground

Information; f. Annex “A”, Statement of Work; g. the Contractor's bid dated _TBD_.


ANNEX “A” PART ONE STATEMENT OF WORK

1 Title: Services of professional photographers 1.2 Background

The Government of Canada will host the 2010 G8 Summit in Muskoka and the G20 Summit in Toronto, which will take place in Ontario from June 25 to 27, 2010. The events will attract widespread international media and public attention. The Summits Management Office (SMO) is responsible for pictorial documentation of Summit-related events for records purposes (archives) and distribution to various clienteles (delegations, media, partners, etc.).

1.3 Objective, purpose

To fulfil the photographic needs (photo-taking, pre-selection, processing, printing and backup), of the Summits Management Office, in particular the Protocol Division and the Communications Division. This specifically includes planning event coverage, photo-taking, pre-selection, processing, printing, backup and delivery. Preference will be given to a “turn-key” full-service photographic services formula that includes the hiring of photographers, event coverage coordination and editing.

1.4 Methodology

Needs specific to the Communications Division

The Communications Division must provide press photographs to the media covering the event. The use of host press photographers will also facilitate management of media pools.

Press requirements, particularly copy room deadlines, are such that photographs must be accessible very quickly following the event covered.

The photographers selected must have solid experience in press photography in high-level international political settings, specifically, events involving heads of state, heads of government, ministers and heads of diplomatic missions. They must demonstrate tact and discretion, as well as efficiency in an environment in which frequent changes are the norm. Service will be provided on site and via the Internet so that all press organizations can obtain copyright-free photographs. Photographs will be cropped and retouched as required prior to being identified and classified.

To this end, a database accessible via the Summit’s or Summits’ website will be created. This database will be flexible, easy to use and will allow searches by keywords. The photographers themselves will build this database by directly uploading the photographs as soon as coverage of an event has ended.

Needs specific to the Protocol Division

The Protocol Division must provide photographs, including the official photograph, to the host state, the states participating in the summits, V.I.P.s, etc.

The photographers selected must therefore have solid experience in ceremonial photography with an international, high-level clientele, specifically, heads of


state, heads of government, ministers and heads of diplomatic missions. They must demonstrate tact and discretion while also being effective in an environment in which frequent changes are the norm.

In addition to sending photographs to the Summits Management Office in the form of electronic files, photographers will be required to produce high-quality prints of selected photographs intended for heads of state, heads of delegations, and others.

In addition to these skills, the photographer selected for the official photograph of the Summit must have experience in studio and group photography. He/she must provide the specialized equipment necessary for taking photographs, specifically photographic and lighting equipment as well as assistants, as required. He/she must guarantee that all his/her equipment is functioning properly, having plans for replacement equipment or the presence of a technician, for example. The Summits Management Office will provide risers, background and presentation items. The Summits Management Office will also be responsible for positioning the heads of delegation in the order of precedence in effect.

1.5 Project stages and deadlines

Services will be required primarily from Wednesday June 23, 2010, to June 27, 2010, inclusive, see Annexe XX for proposed assignments. Additional assignments may also be given, on an as-needed basis, in the preceding weeks. In addition, pre-selection, retouching, printing and backup services will be required in the weeks following the Summits, also on an as-needed basis. All work is to be completed no later than August 31, 2010.

1.6 Control measures

Photographers must be send photographs to the Summits Management Office in electronic format on the day they are taken.

1.7 Constraints • Replies to the invitation to tender for services must clearly indicate which service

or services they pertain to: ceremonial photographer, press photographer, or photographer for the official Summit photograph.

• The photographers selected must have at least five years’ experience in each of

the pertinent services. This experience must be documented for each pertinent service by means of a resumé, a reference and two photographic prints.

• The photographers must be available on the dates indicated and able to work

from early morning till late at night.

• All the activities recorded in the Summit programs, including arrivals, must be covered. This will involve travel to the various sites where these activities are held, specifically, Pearson International Airport, the Metro Toronto Convention Centre, the Direct Energy Centre in Toronto and the Deerhurst Resort in Huntsville, Ontario. In addition, other activities such as the spouses’ program, bilateral meetings, parallel events and photographs of the setting will also be covered.


• The photographers will use the latest generation of digital cameras. They must guarantee that all of their equipment is functioning properly, planning for replacement equipment, for example.

• The photographs, in digital format, must be accessible to authorized users no

later than two hours following the event covered. The photographs selected by the Protocol Division for printing must be delivered to the Summits Management Office within 24 hours, where applicable.

• All photographs produced will be the property of Her Majesty with permission

given to authorized users.

• Business attire will be required while providing services.

• The bid must include the following items:

-- The event coverage planning stage; -- An assignment schedule for the photographers; -- The taking of digital photographs; -- All the necessary equipment, including rental costs for such equipment and

guarantees that the equipment is functioning properly; -- Pre-selection of proofs; -- Retouching and colour balancing of proofs prior to sending; -- Production of contact sheets, if needed; -- Databases for making the photographs accessible by authorized users; -- Burning photographs onto CD-ROM or DVD-ROM, supply of CD-ROMs and

DVD-ROMs included; -- Printing, upon request, of photographs in various formats and quantities, with

a supply of high-quality photographic paper included; - Delivery costs; -- Copyright-free; -- The necessary work space, electricity and data or internet connection, which

will be provided by the Summits Management Office. The financial proposal must include the following: -- Database costs; -- Costs related to the work of the photographers, photo editors, and project

management; -- Costs for travel to the sites and parking; -- Costs for accommodations and meals.

Fee rates by the hour, half-day (4 hours) and full day (8 hours) must be indicated in the bid.

1.8 Security

The photographers selected must be accredited by the Summits Management Office in order to access the Summit event sites. In addition, they will be required to work in close proximity with heads of state, government and delegation. They will therefore require a Royal Canadian Mounted Police security check.

1.9 Deliverables (including language and format)

• Pre-selected, retouched photographs must be delivered daily in RAW or JPEG, magazine format, with minimum resolution of 300dpi for an 8½ x 11 format. The files must be backed up and sent on CD-ROM or DVD-ROM.


• Two databases enabling authorized users to download press photographs that have been identified in both of Canada’s official languages. One database will include media photographs, while the other will be intended for the Summits Management Office’s Protocol Division and its authorized users. These databases are to be flexible and user-friendly and must allow keyword searches. Management of these databases will include management of the passwords necessary for accessing the databases.

• The photographs selected by the Summits Management Office for printing must be delivered within 24 hours on high-quality photographic paper in various formats, which will be specified in the orders.

Note: No identification of the photographer is to appear on the photographs (electronic file or prints)


ANNEX A – PART TWO

PROJECTED REQUIREMENT

Date Location Photographers Family Photo

Editor in chief

Second photo editor

Spouse Progr.

Airport 11h00 - 19h00 Wednesday June 23 Tor. Media

11h00 - 19h00

08h00 - 22h00 Airport 10h00 - 19h00

Deerhurst 13h00 - 21h00

Toronto Media 09h00 - 20h00 08h00 - 21h00 08h00 - 21h00

Deerhurst Protocol 16h00 - 20h00

Toronto Protocol 16h00 - 20h00

Thursday June 24

Toronto Protocol* 09h00 - 22h00 08h00 - 22h00 Airport 10h00 - 19h00 07h00 - 21h00

Deerhurst Media 07h00 - 20h00

10h00 - 14h00

07h00 - 21h00 07h00 - 21h00 Toronto Media

07h00 - 22h00 07h00 - 22h00 07h00 - 22h00


Toronto Protocol 07h00 - 22h00 08h00 - 12h00

Friday June 25

Toronto Protocol* 07h00 - 22h00 07h00 - 22h00 17h00 - 21h00

07h00 - 17h00 Airport 07h00 - 16h00 07h00 - 17h00 Deerhurst Media 07h00 - 17h00 07h00 - 21h00 07h00 - 21h00 Toronto Media

07h00 - 21h00 10h00 - 14h00

07h00 - 22h00 07h00 - 22h00



Saturday June 26

Toronto Protocol* 07h00 - 22h00 07h00 - 22h00 17h00 - 21h00

07h00 - 17h00 07h00 - 17h00

Sunday June 27 Toronto Media

07h00 - 17h00 07h00 - 07h00 - 22h00


22h00


Toronto Protocol* 07h00 - 17h00 07h00 - 22h00 Monday June 28 Toronto Protocol*

09h00 - 17h00

Tuesday June 29 Toronto Protocol*

09h00 - 17h00

Toronto Protocol* Special Project