REQUEST FOR PROPOSALS: Safety and Security Leader - Team Canada 2022

RFP Issue Date:   January 4, 2021
RFP Closing Date:  January 20, 2021

Contact:
Scott Stevenson
c/o House of Sport - RA Centre / Maison du Sport
2451 promenade Riverside Drive, Ottawa (Ontario) K1H 7X7 
613-293-5021 (cell)
scott@commonwealthsport.ca

Introduction

The 2022 Commonwealth Games occur July 28 to August 8, 2022, in Birmingham, England.  Commonwealth Sport Canada (CSC) is looking forward to the Games with great anticipation, sending a team of almost 400 of Canada’s best athletes and coaches to compete for Canada.  While our goal is to provide an opportunity and performance environment that will allow our athletes and coaches to excel, we must ensure to the best of our abilities that our team members are safe and able to focus on their competitive goals. CSC is seeking a Safety and Security Leader who will build and lead safety and security planning and support to Team Canada 2022 Mission Leadership. Interested and qualified individuals are encouraged to submit a proposal in accordance with the terms and conditions of this Request for Proposal (RFP).

Background

The Commonwealth Games
The Commonwealth Games has grown significantly since the first Commonwealth Games were held in Hamilton, Canada in 1930. 4,500 athletes representing 72 nations & territories participate in the Commonwealth Games.  While this quadrennial Games features many of the world`s best athletes, it is also the pinnacle of competition for a number of non-Olympic sports amongst the 19 sport program, including 8 para-sports.

Team Canada 2022
Every four years Commonwealth Sport Canada sends a team of Canada’s best athletes to compete and bring home medals for Canada. For some athletes, the Commonwealth Games are the pinnacle of their athletic careers. For others, the Commonwealth Games is a steppingstone to further athletic endeavors. For all athletes, the Commonwealth Games is the experience of a lifetime few Canadians are privileged to share. The 2022 Commonwealth Games in Birmingham, England will be no different.

Commonwealth Sport Canada
CSC was incorporated in 1979. CSC is the exclusive franchise holder for the Commonwealth sport movement in Canada, as recognized by the CGF. CSC is a private, non-profit, charity governed by an elected Board of Directors. CSC leverages the transformative powers of sport to build communities in Canada and throughout the Commonwealth by sending Canada’s team to Commonwealth Games, hosting Commonwealth Games and using sport as a social development tool.

More information about Commonwealth Games Canada Team Canada program can be found at: www.commonwealthsport.ca

Purpose

The purpose of this RFP is to provide a fair and transparent proposal evaluation and selection process, including providing interested individuals with the information and evaluation criteria against which they are evaluated.

Safety and Security Leader Qualities

CSC is seeking a professional who possesses the following qualities:
-  Bilingual (preferred)
-  Experience in delivering successful safety and security leadership and guidance to Canadian     teams in an international multisport games environment,
-  Demonstrated ability to effectively:

  • Plan and execute in all capacities of the role,Build and lead a team, should extra  staff be deemed necessary,  
  • Exercise sound judgment,
  • Perform with poise and confidence in challenging and possible crisis situations, 
  • Other essential skills include relationship building, interpersonal communications,  resilience, diplomacy, problem solving, managing in a dynamic environment, handling stress and frustration, stamina and energy, positivity, creativity, finding the right channels to get things done.

-  Knowledge of the Commonwealth Games and existing relationships with key CSC internal and external stakeholders.

Safety and Security Leader Role & Duties

The Team Canada 2022 Safety and Security Leader leads Safety and Security preparedness and response planning and execution within the Team Canada Mission Management Team, stewarding Team Canada safety and security objectives through the development and execution of the Team Canada 2022 Safety and Security Plan, including:

Pre-Games:

  •  Lead the development of the Team Canada 2022 Safety & Security Plan,
  •  Liaise with Team Canada partners and establish effective relationships to support safety and security deliverables. Partners may include, but are not limited to the following: Birmingham 2022 Host Security functional area and partners, Canadian High Commission, Security leadership of other participating nations, etc.,
  • Participate in site visit and host organized security conferences, as appropriate,
  • Define and build Safety Security team, as required, and integrate within overall Team Canada Mission staff,
  • Educate Team Canada leadership and participating national sport organizations with the objective that all are optimally prepared to participate in the Games from the perspective of safety and security,
  • Assist Team Canada leadership with the development of its Issues Management Team.

 

During the Event:

  • Execute Safety and Security plan as developed, and address contingencies as required,
  • Maintain effective relations with host and local Birmingham security partner, participating in related briefings, as appropriate,
  • Liaise and consult with Canadian High Commission security officials,
  • Ensure Team Canada leadership is briefed appropriately and in a timely manner,
  • Conduct at Games security briefings with all Team members as part of the FH orientation process,
  •  Monitor the overall safety/security conditions at the Games (local community and games specific venues),
  • Support and provide guidance as required to Team Canada Issues Management Team.

 

Post-Event:

  • Prepare Final Report and participate in post-games debrief. 

 

The Safety and Security Leader can work from anywhere in Canada. However, if located outside of Ottawa it is expected that occasional travel will be required to Ottawa (expenses paid) for key planning meetings.

Proposal Requirements

Interested candidates are required to submit a proposal document to CSC, including the following:

  • Detailed description of related experience (leading safety/security teams & projects, creating strategies, executing projects, etc.) directly related the qualities, role and duties of the Safety and Security Leader.
  • Detailed description how you meet the qualities (including management and leadership skill sets), role and duties of the Safety and Security Leader
  • Detailed outline of your vision for Team Canada 2022 Safety and Security,
  • Provide names and contact information of 3 references, including at least 1 direct subordinate and 1 direct supervisor,
  • Proposed day rate fee (inclusive of all taxes) and estimated project budget.

 

To minimize costs and support environmentally friendly practices, proposal document(s) are submitted electronically, on or before the closing date/time. Page numbering within the proposal document must be maintained.

Proposal Submission and Timeline

Please send the proposal to: scott@commonwealthsport.ca Proposals are submitted no later than 5:00pm ET on January  20, 2021.  For clarity the received date/time stamp at scott@commonwealthsport.ca email account is used as the submission date/time.

Late proposals will not be accepted, opened or read, under any circumstances.

Proposal Evaluation & Selection Process

The purpose of this RFP is to provide a fair, equitable, and transparent evaluation process so CSC can select the Team Canada Safety and Security Leader who best meets all stated qualities, roles and duties.

Prior to submitting a proposal, be aware of the following parameters:

  • If an individual intends to respond with other sub-partners, only one proposal is to be provided with one individual acting as the single point of contact with CSC. This individual is responsible for the commitments of their partners,
  • The proposal must clearly state any need for sub-partners, the work they will perform, their names, addresses, telephone numbers, email addresses and expertise. CSC will not refuse a proposal based upon the use of sub-partners. However, CSC retains the right to refuse the sub-partners selected,
  • All documents and materials submitted with the proposal, become the property of CSC, unless explicitly requested, in writing, by the individual,
  • Once CSC is in receipt of a proposal, no changes or modifications may be made without prior approval from CSC.  Furthermore, the statements made in the proposal are binding,
  • CSC does not bind itself to accept either the lowest cost tender or any tender submitted, and
  • The individual must disclose any potential conflicts of interests in the provision of services. A conflict of interest is defined as “a set of circumstances that creates a risk that professional judgment or actions regarding a primary interest will be unduly influenced by a secondary interest”. Primary interest refers to the principal goals of the profession or activity, such as the protection of clients or, the integrity of research. Secondary interest includes not only financial gain but also such motives as the desire for professional advancement and the wish to do favors for others. The secondary interests are not treated as wrong in themselves but become objectionable when they are believed to have greater weight than the primary interests. The conflict in a conflict of interest exists whether a particular individual is influenced by the secondary interest. It exists if the circumstances are reasonably believed (based on experience and objective evidence) to create a risk that decisions may be unduly influenced by secondary interests.

Proposal Evaluation

All submitted proposals are evaluated based on the following criteria:

Suitability:

  • Information provided in the Proposal  meets the needs set forth in the RFP,
  • Proposal is presented in a clear, logical manner and is well written, and
  • The extent of innovation and practical implementation of the Safety and Security Plan related to creative solutions for coverage and cost-effective processes. 

Competencies – Possess relevant qualities and experience  required to successfully plan and execute the project.

Fee – The fee falls within the budget range internally established for this project.

Proposals are reviewed by the CSC Executive Director – Team Canada 2022 and 2022 Games Chef de Mission. Short-listed individuals undergo a formal interview process and asked to provide three (3) references. CSC selects a preferred individual. The preferred individual, and sub-partners, is subject to a criminal background check and Abuse, Bullying & Harassment Workplace Training. CSC and the preferred individual negotiate terms, and if terms are agreed, CSC and the preferred individual enter into an agreement.

Once an Agreement is signed the name of the Team Canada 2022 Safety and Security Leader is communicated to everyone submitting a proposal.

General Rules

Confidentiality
All information in this RFP and Proposals is strictly confidential and not be disclosed to a third party. CSC and the individual agree all details of the proposal, including both financial information and proposal concepts, are confidential during this process.  CSC and the individual will do whatever is reasonably necessary to preserve such confidentiality.

Proposal Costs
Any costs associated with preparing and presenting proposals in response to this RFP and for providing any additional information required by CSC to facilitate the evaluation process are the sole responsibility of the individual and are not reimbursed by CSC.

Communication
Any question(s) are to be in writing to Scott Stevenson at scott@commonwealthsport.ca , who will forward a written reply/ies to all parties who have expressed interest.

Gifts
No gifts, gratuities or tokens of appreciation of any kind are offered to CSC or any of its representatives.

Indemnification / Liability
The individual, if chosen, undertakes to indemnify CSC against claims and litigation (including legal fees) related to/arising from the activities of the individual. CSC is not liable for any costs or expenses incurred by the individual, or their partners, in the preparation of a proposal.

Notices
CSC may cancel or withdraw this RFP at their sole discretion at any time. The individual may revoke its proposal at any time by delivering written notice of revocation to scott@commonwealthsport.ca. CSC will return confirmation of revocation notice to the individual.

Dispute Resolution
All terms and conditions of this RFP are governed by Ontario law. Any disputes arising from or related to this RFP will be submitted for resolution exclusively to the ADRSportRED Program (the Alternative Dispute Resolution Program for amateur sport) or its successor.  By submitting a proposal the individual accepts the ADRSportRED’s jurisdiction over disputes arising from this RFP process.

Thank you for your interest in the Team Canada 2022 Safety and Security Leader contract position. If you require any further information or clarification on the information presented in this RFP, please contact Scott Stevenson at scott@commonwealthsport.ca