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* Marks of the Toronto Organizing Committee for the 2015 Pan American and Parapan American Games.

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Presentation on theme: "* Marks of the Toronto Organizing Committee for the 2015 Pan American and Parapan American Games."— Presentation transcript:

1 * Marks of the Toronto Organizing Committee for the 2015 Pan American and Parapan American Games.

2 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games David All

3 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games 3 The “People’s Games” Intimate Authentic Accessible/affordable Financially responsible TORONTO 2015 will ignite the spirit through a celebration of sport and culture

4 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games A World-Class Event Largest multi-sport Games ever hosted in Canada 41 participating Pan American countries Pan Am Games from July 10–26, 2015 Parapan Am Games from August 7–14, 2015

5 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games 5 By the Numbers 10,000 athletes, coaches and officials 40+ venues 51 sports Up to 20,000 volunteers Budget of $1.4 billion

6 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games 6 Sport Legacy 10 new builds 15 renovations Economic Legacy 26,000 jobs TORONTO 2015 Legacies Social Legacy 20,000 volunteers

7 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Supplier Conference Objectives 1.Communicate overlay and procurement process and timelines. 2.Set expectations (size and scope). 3.Understand market interest. 4.Opportunity for market to meet TO2015. Note: Presentation will be available in PDF format on our toronto2015.org website under the Get Involved - Business Opportunities section.toronto2015.org Procurement Process

8 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Games Overlay Overlay will design and deliver temporary infrastructure for all competition/training venues and non-competition facilities (35 competition venues, Villages, IBC/MPC, 60+ projects overall). Overlay will include the adaptation of new and existing venues and the development of complete temporary venues. Overlay commodities will include seating, tents, trailers, washrooms, rigging and lighting, scaffolding, power, HVAC systems etc. Development of cost effective and creative overlay solutions within our budget and time constraints a priority. Games Overlay

9 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Major Capital Projects Games Overlay 1.CIBC Pan Am/Parapan Am Aquatics Centre and Field House (swimming, diving, synchronized swimming, fencing) 2.CIBC Pan Am/Parapan Am Athletics Stadium (athletics -track and field) 3.CISCO Milton Pan Am/Parapan Am Velodrome (cycling -track) 4.Markham Pan Am/Parapan Am Centre (table tennis, badminton) 5.CIBC Hamilton Pan Am Soccer Stadium (football) 6.Pan Am/Parapan Am Fields (field hockey) Funding partnership between federal government and municipalities. Project management by Infrastructure Ontario. Integration of Games requirements and provisions for overlay during design briefing/specifications process.

10 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Minor Capital Projects/Renovations Games Overlay 1.Caledon Pan Am Equestrian Park (equestrian) 2.Pan Am Cross-Country Centre (equestrian) 3.Welland Pan Am Flat Water Centre (canoe-kayak slalom) 4.Centennial Park Pan Am BMX Centre (cycling - bmx) 5.Ajax Pan Am Ballpark (baseball, softball) 6.Pan Am Shooting Centre (shooting) Funding partnership between federal goverment and municipalities. Project management by TO2015 Infrastructure, with provisioning for overlay. Substantial overlay scope for the majority of minor capital projects.

11 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Non-Capital Overlay Projects Games Overlay Five existing arenas for 13 indoor sports (gymnastics, volleyball, boxing, weightlifting, judo, wrestling, taekwondo, karate, boccia, wheelchair basketball, goalball, powerlifting, wheelchair rugby). Two existing stadia for rugby sevens and archery. Exhibition Centre for Main Media Centre and 5 indoor sports (squash, racquetball, handball, roller sports, basketball) Complete temporary venues for beach volleyball, triathlon, sailing and road cycling. 10+ stand-alone sport training venues. Non-competition facilities (UDAC, Transport Depots etc.).

12 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games CIBC Pan Am/Parapan Am Athletes Village 12 Partnership between provincial government and private developer to deliver a legacy residential community in downtown Toronto. Largest single overlay project for the Toronto 2015 Games. Overlay will include main dining, Polyclinic, international zone, logistics facilities, transportation mall and parking etc. High level of integration and provisioning for the Games built into capital works.

13 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Games Overlay Planning Process Three versions of Games overlay plans: Version 1: block planning (May 2013). Version 1.1: detailed block planning (October 2013). Version 2: Games overlay detailed planning (early 2014). Version 3: Games overlay final design (October 2014). Procurement of major overlay commodities will be based on Version 2 planning. Games Overlay

14 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Games Overlay Schedule Games Overlay

15 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Current Overlay Planning Status Games Overlay team established with leadership in all key areas and across all geographic zones. Completion of detailed block planning for all venues and major non competition facilities. Venue use agreement and exclusive access dates agreed for all competition venues. Exclusive occupation of Village in February Exclusive occupation of major capitals in early May Exclusive occupation of some venues in June Budget and procurement schedule established and approved. Games Overlay

16 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Pan Am Park Zone Pan Am Park will be the heart of the Games with 16 days of competition across a range of high-profile, exciting sports. Six competition venues, 15 sports and disciplines, 10 minutes from the Athletes’ Village. Headquarters for the local and international press and broadcasters. Festival/Live Site. Sponsor activation and cultural sites. Games Overlay

17 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Games Overlay

18 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Games Overlay

19 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Five competition venues, six sports and disciplines. Athletes’ Village. Opening and Closing Ceremonies, festival site. Games Family and media hotels. Games headquarters/MOC. Downtown Zone Games Overlay

20 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games 20 International Zone and Welcome Centre Main Dining Hall Polyclinic

21 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games 21

22 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games East Zone Seven competition venues, nine sports and disciplines. Major capital builds (CIBC Pan Am/Parapan Am Aquatics Centre and Field House and Markham Pan Am/Parapan Am Centre). Games Overlay Seven competition venues, ten sports and disciplines. Major capital builds (CIBC Hamilton Pan Am Soccer Stadium and CISCO Milton Pan Am/Parapan Am Velodrome). Seven competition venues, seven sports and disciplines. Major capital builds (CIBC Pan Am/Parapan Am Athletics Stadium and Caledon Pan Am Equestrian Park). North Zone

23 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Investment: $1.4B Infrastructure Ontario Municipalities TO2015 $700M capital TO2015 $700M operating Procurement opportunities = $300+M Budget Breakdown Procurement

24 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Procurement Categories Furniture, fixtures & equipment Seating, tents, fencing Electrical, mechanical Trailers, toilets, storage Overlay (Building support) Catering Uniforms Community events Air travel, hotel accommodations Hospitality & Travel Production Food and beverage Entertainment Print, photography Services Time scoring results Systems & software Telecom, network Cabling, audio-video Technology Sport delivery (equipment) Host broadcast Medical equipment Sport presentation Games operations Office supplies Office equipment Postage/courier Office services Admin Procurement

25 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Procurement Process - Overview Spend Threshold Procurement Process Supplier Identification Up to $10,000 Obtain quotations Supplier database* $10,000 to $100,000 > $100,000 * Businesses have registered on TO2015’s website Invitational competitive Min. 3 suppliers Competitive open Posted on MERX Supplier database* MERX supplier listing Market research Posted on TO2015 website MERX Posted on TO2015 website Procurement

26 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games 1.Supplier diversity - SMEs (small-medium sized enterprises) 51% owned and controlled by: Aboriginal Peoples Women Visible minorities Individuals with disabilities LGBT community 2.Partnerships – Encourage partnerships between small diverse businesses and large enterprise (legacy benefits). 3.Sourcing focus – Local (GGH), provincial, national, international. Procurement Strategy Other International Pan American Countries Canada Ontario Toronto and GGH Procurement

27 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Procurement Process – Selection Criteria Our selection criteria will include the following: Total cost of ownership. Availability of goods and services. Quality. Innovative solution. Capabilities and experience. Sponsorship value. Financial strength. Diversity. Procurement

28 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Get Involved TO2015 Website (toronto2015.org ) Current listing of MERX tenders. Register your business. Sponsorship opportunities. Volunteer opportunities. MERX Website (merx.com ) Private tenders Open TO2015 RFPs Procurement

29 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games 29 Financial Services CIBC is dedicated to serving the financial needs of businesses both large and small. Recognizing that the success of the TORONTO 2015 Games is dependent in part on its supply chain, both TO2015 and CIBC wish to make available the financial services required for these businesses to succeed. If you wish to explore the various services offered by CIBC, we have with us today a CIBC representative who would be pleased to speak to you after the session: TO2015 is proud to have CIBC as its Lead Partner for the TORONTO 2015 Pan American and Parapan American Games. Pooja Sund, Financial Advisor, Business, Toronto ext. 347

30 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Sponsorship Overview Four levels of sponsorship: 1 Lead Partner Up to 7 Premier Partners 25+ Official Suppliers 20+ Proud Supporters Sponsorship

31 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games TORONTO 2015 Sponsor Family Sponsorship

32 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Sponsorship and Multi-Sport Games Long history of sponsorship in multi-sport Games environment. Companies play a critical role in delivering products and services required to host complex events. The Organizing Committee relies on companies’ expertise in their field. Sponsors help bring the Games to life in the marketplace. Sponsorship

33 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games A unique opportunity for your business Our Partners top priorities have included: Brand development and enhancement in Canada and the Americas. Business-to-business networking. Government relations – both in Canada and internationally. Employee engagement and recognition. Making an authentic contribution to the largest multi-sports event Canada has ever hosted. Unique hospitality opportunities. Showcasing their products and services to a global audience. Demonstrating commitment to innovation. Supporting an event that will inspire young Canadians to be active and dream big. Sponsorship

34 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games What does a sponsorship with the Games look like? Companies can contribute to the Games by providing a cash investment or by providing value in kind. Companies will receive a comprehensive rights and benefits package in return for their investment. Value in kind is described as products or services that provide direct budget relief to TO2015. Only sponsors have the right to associate or promote their relationship with the TORONTO 2015 Games. Sponsorship

35 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games How do I become a sponsor of the Games? Vendors can express their interest in providing a sponsorship through the RFP process. For companies interested in a sponsorship opportunity, the sponsorship team will present a thorough rights and benefits presentation prior to the RFP. Contact your procurement representative for more information. Sponsorship

36 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Overlay Commodities TO2015’s Overlay department is responsible for the temporary construction of its venues for Games-time use: 1.Mobile portable buildings 2.Tents 3.Temporary power and HVAC services 4.Rigging 5.Scaffolding 6.Portable toilets 7.Temporary seating 8.Temporary fencing 9.Broadcast lighting 10.Ground cover/floor protection 11.Temporary water solutions and water connections 12.Exhibition equipment 13.Kitchen equipment services For vendors who registered for today’s event that are not part of these categories, many of the generic elements of today’s presentation will hold across areas that you are in. Procurement Process

37 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Procurement Process

38 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Tender/Procurement Process RFP(Q) posted MERX Site visits (Not all procurements BUT mandatory for some) Question and answers Standard form of agreement RFP(Q) submission and evaluation Stage 1 Mandatory Stage 2 Rated criteria and interview Stage 3 Pricing Note: Vendors may want to consider options for bidding. Contract Award Signed, executed contract within 10 business days. 1) Partnerships/consortiums where it makes sense. 2) Sponsorship component to submission. Procurement Process

39 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Tender/Procurement Evaluation Qualification Standards Procurement Process

40 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Tender/Procurement Process Qualifications and experience of proposed team Proposed methodology and understanding of objectives Contract value Procurement Process

41 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Standard form of contract will be included in the RFP for each commodity. Changes to base contract: Due to time scales and budgets, TO2015 will not have the appetite to begin negotiating the generic terms of the contract. Union labour: Will be required at some venues and will be indicated in the relevant RFPs. Suppliers need to consider this when bidding. Optional works: Additional venues. Venue swaps. Change management process: Strict management processes for both pre-Games and Games time. Contract Management

42 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Service level agreements: Will form part of the contract and will cover both maintenance and repair. Creative solutions for regular maintenance post-hand over. Repair/replace response times to be included. Handover/handback inspections: Mandatory for most commodities. Performed collaboratively between TO2015 and supplier. Health and safety standards: Added scrutiny due to high profile nature of event. Tight timelines, long hours, multiple vendors require added diligence. Code requirements: Building, fire, accessibility codes currently under review and detailed requirements will be outlined in each RFP. Contract Management

43 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games As part of the contract deliverables, contractors will be expected to create and manage the following post contract signature: Master supplier schedule: Basic schedule also expected in RFP responses. Status updates: Weekly, biweekly updates to begin within first four weeks. Issues reporting: Template to be provided by TO2015. Risk, mitigation, contingency planning. Transportation plan: Logistics and warehousing to be included. Product catalogue: All items in Rate Card to be included. Manufacturing/procurement plan. Health and safety plan. Resourcing plan: Very busy season in Toronto so strategy must be developed early. Contract Management

44 Pan/Parapan Am Toronto 2015 Pan Am/Parapan Am Games Contract Management TaskContract ManagerProject Manager PlanningXX DesignX Invoicing/paymentsX Site managementX Issues managementXX Escalation resolutionX Contract Management


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