SPECIAL STUDIES AND ANALYSIS
FEASIBILITY STUDIES (NON-CONSTRUCTIVE)
ECONOMIC STUDIES
PROFESSIONAL, ADMINISTRATIVE AND MANAGEMENT SUPPORT SERVICES
ADDENDUM # 1
REQUEST FOR PROPOSAL P20-35
GREEN EVENT GUIDE - RESEARCH, STAKEHOLDER ENGAGEMENT AND GUIDE DEVELOPMENT
FREDERICTON, NB
June 03, 2020
Please be advised of the following information.
Request for Proposal P20-35 - Consultant's Qualification Statement - Page Ten (10):
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It is expected that the Consultant demonstrate experience in developing CEEPs with municipalities. Experience should include CEEPs developed with costing, implementation timelines and implementation indicators. The Consultant should demonstrate experience in using software to develop an emissions analysis of land-use and future growth scenarios. The Consultant should demonstrate experience conducting stakeholder and public engagements relating to community energy and emissions planning.
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It is expected that the Consultant demonstrate experience in policy and background research, product research, user group/stakeholder research and engagement, report development and writing, experience communicating (written and oral) with diverse audiences, and event hosting and product testing. Subject matter knowledge on waste reduction, particularly at events, is an asset.
QUESTION ONE:
Clarify if this guide is intended to include events at the Fredericton Convention Centre?
ANSWER:
The guide is not intended to include events at the Fredericton Convention Centre, which already promotes green event guidelines based on services offered.
QUESTION TWO:
Is the guide specific to waste management of events excluding other elements of sustainability (i.e., transportation, energy use, etc.)?
ANSWER:
Yes, this guide is specific to waste management at events.
QUESTION THREE:
Request for Proposal P20-35 - Scope of Work - Item Four (4) - Page Eight (8)
Is this scope specific to food safety rules that will affect sustainability?
ANSWER:
This scope is specific to any rules, challenges and/or hurdles event hosts/suppliers may face as they change the way they offer services to decrease waste and plastics. For example, suppliers may want to allow customers to bring reusable dishes for takeout food. Public Health / Food Safety rules around this new practice will need to be identified and communicated to suppliers. Many of these concerns and questions will be uncovered from discussions with stakeholders and reviewing past stakeholder
materials, but we expect the consultant will also be able to flag any outstanding permitting/public health challenges the suppliers may face.
QUESTION FOUR:
For budgeting purposes and based on COVID, is it assumed that meetings, workshops and the 'tradeshow' will all be virtual?
ANSWER:
Based on current information from the province, it is likely that meetings and workshops will be virtual, as our stakeholder list is more than fifty (50) and most engagement activities will be held before the end of 2020 (the province has indicated no large gatherings before the end of the year). Project meetings with City staff can also be virtual. Given these guidelines, the 'tradeshow' will also be at a distance/virtual.
QUESTION FIVE:
Do you currently measure the footprint and emissions of your events?
ANSWER:
No
QUESTION SIX:
Is the consultant expected to provide expected emission measurements / KPIs of suggested strategies?
ANSWER:
An expected emissions measurement is not required. KPIs are expected to help the City report on progress to hosts/suppliers and the general public.
QUESTION SEVEN:
Can you define the 'tradeshow'?
ANSWER:
The 'tradeshow' is an event that will allow event hosts and suppliers to understand the products available on the market that will help them reduce waste during events. It will allow suppliers and hosts to see, test and learn about the products available to be able to decide what solutions will work for their particular business.
Ideally this event will be hosted in person with any local product suppliers in attendance to explain the products they carry and provide sample products. Out of province suppliers will be able to send information and sample products. Event hosts/suppliers will be invited to attend and to answer a short questionnaire at the end of the event. The City of Fredericton acknowledges this approach is unlikely at this point, and a determination on 'tradeshow' format will be made at the beginning of the
contract.
The more likely model, given the current Covid-19 restrictions, is a 'distance tradeshow'. This will require the consultant to contact product suppliers and acquire samples. Samples and product information from various brands and suppliers will be assembled into a package for each event host and vendor and be made available to them. The event hosts/suppliers will have time to review information and test samples, and fill out short reviews/questionnaires. This information will be compiled by the
consultant and a short report will be provided back to participants. The consultant will also host a facilitated discussion with vendor groups so they can discuss the products and their needs.
QUESTION EIGHT:
Can you confirm that any expenses of the tradeshow will be outside of the $35,000 budget?
ANSWER:
The consultant's time in planning, arranging and hosting the tradeshow and any follow-up is included in the $35,000 budget. Any rented space and products and supplies required for the tradeshow are outside the $35,000 budget. The consultant will work closely with City staff to determine materials and needs to host the tradeshow or distance tradeshow.
This addendum becomes part of the proposed package and must be completed and returned before award.
COMPANY NAME:
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The City of Fredericton is seeking a consultant to develop a Green Guide for events. The primary objective of the Green Guide is to address the issue of too much waste being generated at City-hosted events and events being hosted on City-owned land. The guide will provide information and resources to help stakeholders decrease the volume of waste produced at events and reduce or eliminate certain types of waste. The guide will be an incremental step towards creating future by-laws regarding
waste at City events and events on City-owned lands.
The creation of the guide has four major components:
1. Research - To be conducted on best practices in other jurisdictions; policies, procedures and by-laws undertaken in other communities to decrease waste at events; appropriate replacement products and vendor information; practical implementation information for stakeholders
2. Stakeholder engagement - Including reviewing materials from initial stakeholder engagement conducted by the City of Fredericton in November 2019; soliciting feedback on recommendations and research; building consensus; hosting a 'trade-show' type event to introduce stakeholders to alternative packaging and products
3. Plan development - Utilizing research and stakeholder feedback to draft a background report and stakeholder guide. The guide will be practical and easy-to-follow for stakeholders.
4. Initial Public Launch - The consultant will conduct research and provide the City and stakeholders with a report on how to inform and engage the public during the launch of this initiative.
Once complete, the Event Green Guide will be a tool to support event organizers, hosts and vendors in planning events with less waste with information, tips, checklists and resources on topics such as procurement, waste reduction and educating consumers. The guide will provide information on local suppliers and service providers that provide environmentally conscious products for events. It will also detail the services and equipment the City of Fredericton can provide for green events.
BACKGROUND
Fredericton is the capital city of New Brunswick. The City is situated in the southwestern portion of the province, along the Saint John river, which bisects the City. Fredericton is an important educational and cultural hub in the province, with two universities, and several significant cultural, historical and artistic sites and activities. It is known for its award-winning and vibrant events.
The City of Fredericton has been committed to strong environmental and climate change action for over 20 years. The City ran the Green Matters program for nearly a decade, which focused on public-facing environmental education campaigns, and Green Shops, a green certification program for businesses.
The City's environmental file was re-launched and rebranded as City of Fredericton Environmental Leadership in March 2017 with the hiring of an Environmental Coordinator to manage the file. The focus of the file spans energy use reduction, climate change mitigation and adaptation, waste reduction, water conservation, urban forest and greenspace resilience and supporting active transportation.
This initiative is a joint effort involving the Environmental Coordinator and Fredericton Tourism. It is supported in principle by City Council.
This is a tender notice only. In order to submit a bid, you must obtain official tender documents from the New Brunswick Opportunities Network, another authorized tendering service or as indicated in the tender notice.
