EQUEST FOR PROPOSAL (RFP): 2012ATRFP001 - Klahowya... · appendix a. general services contract...

REQUEST FOR PROPOSAL (RFP): 2012ATRFP001

KLAHOWYA VILLAGE INSTALLATION, BRAND ACTIVATION & TRAIN

INSTALLATION

KLAHOWYA VILLAGE AT STANLEY PARK

ISSUE DATE: MARCH 10, 2011

ABORIGINAL TOURISM ASSOCIATION OF BRITISH COLUMBIA

RFP for Klahowya Village Installation

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TABLE OF CONTENTS

Request for Proposals Information to Bidders Quote Pricing Table Terms and Conditions of the RFP APPENDIX A. GENERAL SERVICES CONTRACT (SAMPLE) INCLUDING TERMS & CONDITIONS B. 2011 KLAHOWYA VILLAGE STRATEGY C. SAMPLE WORK PLAN, SCHEDULE AND BUDGET TEMPLATE D. CONTRACTOR’S QUALIFICATION SUMMARY



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THIS COMPLETED FORM MUST BE RECEIVED

BY ABORIGINAL TOURISM ASSOCIATION OF BRITISH COLUMBIA

600 – 100 Park Royal Name / Company Name

West Vancouver, BC V7T 1A2 Address

City Prov

PHONE : (604) 921-1070 Postal

FAX : (604) 921-1072 E-mail

ISSUE DATE: MARCH 10,2011 Phone Fax

CLOSING DATE: NOT LATER THAN 2:00 p.m. Pacific Time ON THE DUE DATE OF March 31, 2011

DELIVERY OF PROPOSALS: Proposals must not be sent by facsimile or e-mail. Proposals are to be submitted to the closing location as follows: Three (3) hard copies of the proposal must be submitted with one unaltered, completed Requests for Proposals cover page by hand or courier to: ABORIGINAL TOURISM ASSOCIATION OF BRITISH COLUMBIA 600 – 100 Park Royal West Vancouver, BC V7T 1A2 Attention: 2012ATRFP001 – Klahowya Village Installation Proposal envelopes should be clearly marked with the name and address of the Proponent, the Request for Proposals number, and the project or program title.

THE UNDERSIGNED AGREES TO BE BOUND BY THE TERMS AND CONDITIONS OF THIS RFP AND TO SUPPLY THE

SERVICE LISTED AT THE PRICES QUOTED IN THE SUBMITTED QUOTATION. IF A SERVICE CONTRACT (GENERAL)

IS ISSUED BY ABORIGINAL TOURISM ASSOCIATION OF BRITISH COLUMBIA TO THE UNDERSIGNED, THE

UNDERSIGNED WILL BE BOUND BY AND WILL COMPLY WITH THE QUOTATION AND THE CONTRACT TERMS AND

CONDITIONS CONTAINED IN THIS RFP. PRICING WILL BE FIRM FOR 90 DAYS, UNLESS OTHERWISE SPECIFIED BY

THE SUPPLIER. AUTHORIZED OFFICIAL (PLEASE PRINT)_________________________________________ SIGNATURE____________________________________DATE_____________________

Aboriginal Tourism Association of British Columbia

REQUEST FOR PROPOSAL (RFP) 2012ATRFP001



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INFORMATION TO BIDDERS

1. SERVICES:

A. Summary:

Aboriginal Tourism Association of British Columbia (AtBC) is a non-profit stakeholder-based organization that is committed to growing and promoting a sustainable, culturally rich Aboriginal tourism industry. The successful Proponent will oversee all aspects of the Klahowya Village using planning, monitoring and controlling processes. The successful Proponent is responsible for coordination and completion of the project on time, and on budget. The successful Proponent will perform a variety of tasks including setting deadlines, assigning responsibilities, and monitoring and summarizing the progress of the project. The successful Proponent may be responsible for more than one project at one time. AtBC Board of Directors has approved the mandate to continue building on the success of the Klahowya Village at the Pan Pacific Hotel during the 2010 Winter Games. The Klahowya Village in Stanley Park is part of this mandate and will increase awareness of AtBC, our Stakeholders and their products. Appendix B attached outlines the 2011 Klahowya Village Strategy. B. Requirements: a) Klahowya Village Installation at Stanley Park This project should include the re-installation of the following elements from last year: 1. Two (2) Entrances - Eagle & Longhouse 2. 40’ Teepee and display 3. Spirit stone pathway 4. Way finding signage 5. Story telling circle

New elements to be added:

1. Three (3) Host Nation Display area – use and story to be determined by the Three Nations 2. Stage Backdrop 3. Design and install Artisan tent entry and exit – longhouse style entry and exit facades 4. Teepee Signage

b) Brand Activation This project should include the re-installation of the following elements from last year:

1. Install of existing story circle graphics 2. Ticket booth brand elements 3. Train station brand elements 4. Train Line up/entranced exit brand elements 5. Stage graphics

New elements to be added

1. Additional new signage

c) Train Installations This project should include the re-installation of the following assets from last year: 1. AtBC hands – 2 sets of gates 2. Twelve (12) experiential banners in key places



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3. Hummingbirds and rocks 4. Eagle bentwood box with eagle enhancement 5. Eagles nest 6. Acrylic Salmon – quantity 24 7. Longhouse face 8. Bear earthwork and mask with bear story enhancement 9. Wolf and Coyote metal cut outs with wolf story enhancements 10. Spirit animal images on wood – quantity 10 11. Whale tunnel – re-design 12. Elder trees 13. Six (6) new spirit catchers

New Elements to be added:

1. Design owl spirit area 2. Story development and writing “Raven Stealing the Sun” 3. Soundtrack based on story 4. Costumes and props

KEY CONTRACT DELIVERABLES: 1. Design, build, install and remove all the aforementioned elements outlined above in Section B: Requirements in the

area of Stanley Park designated for the Klahowya Village from May 16, 2011 to September 11, 2011.

2. Disassemble and remove the Klahowya Village Installation, Brand Activation and Train Installations within 1 week of exhibit end date.

3. The anticipated budget for the overall Klahowya Village Installation should not exceed $134,500.

4. The concept will include authentic elements from First Nations across British Columbia consistent with the overall theme of the Klahowya Village.

KEY ACCOUNTABILITIES:

Planning The successful Proponent is responsible for planning the project in order to accomplish its goals or produce the

products required within constraints such as time, cost and agreed quality of standards. The successful Proponent should inherit a detailed work plan or part of a work plan that has already been set by the

organization or management. The successful Proponent will continuously monitor the progress in terms of the status and the plan and the budget

and report back to the supervisor, and senior management via progress reports bi-monthly. Schedule of tasks, deadlines and milestones for all stakeholders and resources. The successful Proponent must anticipate and catch deviations from a plan or schedule early and keep all

participants and stakeholders informed.

The successful Proponent should identify, log, analyze and manage potential and actual issues and risks, taking

corrective action by tackling day to day issues head on and have a contingency plan for minimizing risks and uncertainties.

Day to Day Management Manages and maintains the Klahowya Village Installation on a day to day basis. Assists with coordination of team for community engagement sessions. Disseminates production information to production team through tasks and sub-tasks assignments based on

requirements.



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Reviews and effectively applies methodology and enforces project standards – intimately understands the requirements of the Klahowya Village Installation and ensures the work proceeds on-spec.

Reviews deliverables prepared by team. Prepares for engagement reviews and quality assurance procedures. Ensures project documents are complete, current and stored appropriately. Communication The successful Proponent must be courteous and polite in written and oral communication, and be able to get ideas

across in a non-confrontational manner in one-to-one, small groups and before large audiences. Facilitates team and client meetings effectively. Must have an understanding of relevant methodologies, processes and standards and ensures that all project team

members understand and follow these also. Holds regular status meetings with project team and organization management. Delivers engaging, informative, well organized presentations. Team Management Tasks The successful Proponent will identify the need for resources and should subsequently take on team management

responsibilities in relation to the resources available to the project. The successful Proponent may work directly with the team members to collaborate, plan activities and negotiate

consensus among individual team members on their appointed tasks. Alternately, the work or parts of the work may be done by third party contractors, managed and coordinated by the

successful Proponent. The successful Proponent should be able to create and use Gantt charts, spreadsheets or other appropriate tools to

manage people and tasks and keep up to date. May need to provide team with direction and vision, including motivating people to perform, listening to people,

providing feedback, recognizing strengths and providing challenges. The successful Proponent will be responsible for bringing the project to a close and create an end of project report

and captures relevant lessons learned. General The successful Proponent may need to generate many types of documents, including requirement specifications,

presentations, contracts, schedules, project reports, communication records, design specifications, meeting agendas and status reports.

The successful Proponent will have to create a structure for project documentation and remain conscientious in using it and ensuring that the rest of the team understands and uses it.

The successful Proponent is responsible for the projects commitment to quality- also referred to specification level and many need to call on specialists to assist in creating or assessing quality standards.

Complies with and enforces standard policies and procedures. REQUIRED COMPETENCIES: The successful Proponent will be a highly motivated, self-directed professional with at least 5 years experience in a project management role in an Aboriginal environment. The successful Proponent must have exceptional coordinating and communication skills as well as the capacity to work in a dynamic setting that requires rigorous attention to detail and the ability to multi-task in meeting strict time lines and funding agency deliverables. The successful Proponent must have the ability to simultaneously and effectively manage the four basic areas of a project: resources, time, money, and scope.

2. TERM:

The initial term of the contract will commence in the month of April 2011. It is anticipated the Klahowya Village Installation shall be completed and installed for public display in Stanley Park from May 16, 2011 to September 11, 2011. The disassembly and removal of Klahowya Village Installation within 1 week of exhibit end date.



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3. BUDGET:

The anticipated term of the Contract is from April 2011- to September 31, 2011 with an estimated value of up to $134,500. AtBC reserves the right to adjust these values based on requirements and approved funding. In no event will the fees payable to the successful Proponent in accordance with this Agreement exceed, in the aggregate, $134,500.

4. REFERENCES: Aboriginal Tourism Association of British Columbia may conduct reference checks of the successful Bidder. Aboriginal Tourism Association of British Columbia will not enter into a Contract with any Bidder whose references, in the opinion of Aboriginal Tourism Association of British Columbia, do not confirm the information provided in the RFP.

5. SUBMISSION INFORMATION:

The bidder must meet the requirements set out in the RFP and Information to Bidders, and in support, bidders shall submit the following information with their quotation:

Sign and return the RFP cover page as written confirmation Executive Summary demonstrating understanding of project Description of Methodology Organizational Qualifications Summary Consultant Team Qualifications Work Plan, Schedule and Budget – Refer to Appendix C Contractor’s Qualification Summary and Fee Structure – include terms of payment – Refer to Appendix D Additional information that the proponent may choose to provide Provide a minimum of three (3) references and their contact information.

All submissions must be couriered to the attention of:

Keith Henry

REF: 2012ATRFP001 Aboriginal Tourism Association of British Columbia

100 Park Royal, Suite 600 West Vancouver, BC V7T 1A2

6. EVALUATION: This section details all of the mandatory, minimum and desirable criteria against which Proposals will be evaluated. Proponents should ensure that they fully respond to all criteria in order to receive full consideration during evaluation. 6.1 Minimum Criteria: Proposals not clearly demonstrating that they meet the following minimum criteria may be excluded from further consideration during the evaluation process. a) One (1) completed Organizational Qualifications Summary b) One (1) completed Consultant Qualifications Summary c) One (1) completed Work Plan and Budget d) One (1) completed Contractor’s Qualification Summary



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6.2 Desirable Criteria Proposals meeting all of the mandatory criteria will be further evaluated against desirable criteria. Proposals meeting all of the mandatory criteria will be further evaluated against desirable criteria.

Weight Minimum Score

Organizational Qualifications 10% n/a Consultant Qualifications 30% n/a Work Plan and Schedule 40% n/a Pricing 20% n/a Total 100% n/a

7. INQUIRIES: All inquiries regarding the services of the anticipated contract or the administrative details of the RFP are to be directed

to: Peter Baker, General Manager – Klahowya Village Email: [email protected]



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TERMS AND CONDITIONS OF THE RFP 1. Late submissions of quotations will not be accepted or considered. It is the responsibility of the potential supplier to

ensure that the quotation arrives prior to the date and time and at the place indicated in this RFP. 2. If a potential supplier discovers that it has made an error in its quotation, the supplier may forward a correction notice to

Aboriginal Tourism Association of British Columbia at this office, but it must be received prior to the closing date and time for the RFP.

3. When quotations have been received and an award made, the successful supplier will be held to its quotation as of the

closing of the RFP irrespective of subsequent representation that mistakes have been made in the quotation originally submitted.

4. Notwithstanding paragraph 3 above, if it appears that an error has been made in a quotation, Aboriginal Tourism

Association of British Columbia may, in its sole discretion, before awarding an order, communicate with the potential supplier to ascertain if it will supply at the quoted price or withdraw the quotation. If the potential supplier is permitted to withdraw its quotation, the potential supplier will not be considered on this RFP.

5. Aboriginal Tourism Association of British Columbia reserves the right to award this order in part or in full, on the basis

of quotations received unless the potential supplier specifies that its quotation is valid only for the complete order. 6. Lowest or any quotation will not necessarily be accepted. 7. Potential suppliers must comply with all applicable laws. 8. Potential suppliers are solely responsible for their own expenses, if any, in preparing an RFP and subsequent negotiation

with Aboriginal Tourism Association of British Columbia, if any. 9. All inquiries related to this RFP are to be directed to Aboriginal Tourism Association of British Columbia, as noted on

the RFP. Information obtained from any other source is not official and may be inaccurate. Inquiries and responses may be distributed to all potential suppliers at Aboriginal Tourism Association of British Columbia’s option.

10. All documents submitted to Aboriginal Tourism Association of British Columbia are subject to the disclosure provisions

of the FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT. 11. Aboriginal Tourism Association of British Columbia will not be obligated in any manner to any potential supplier

whatsoever until a General Service Contract has been issued by Aboriginal Tourism Association of British Columbia respecting a quote.

12. The working language of Aboriginal Tourism Association of British Columbia is English and all quotations must be

submitted in English. 13. This contract includes a 30 day cancellation privilege for Aboriginal Tourism Association of British Columbia use. 14. Throughout this RFP, terminology is used as follows:

"Must", 'Mandatory" or Required": a requirement that must be met in an unaltered form in order for the proposal/quote to receive consideration.

"Should' or "Desirable": a requirement having a significant degree of importance to the objectives of the RFP. Other Requirements: a requirement not considered essential but for which preference may be given.

15. Quote Format Suppliers must conform to the instructions given regarding quote preparation and submission as detailed on the RFP

form in order to be considered for evaluation. 16. Financial Stability The successful supplier may be required to demonstrate financial stability and be registered to conduct business in

British Columbia.



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17. Negotiation Delay If an acquisition agreement cannot be negotiated within thirty (30) days of notification to the designated supplier,

Aboriginal Tourism Association of British Columbia may terminate negotiations with that supplier and negotiate an acquisition agreement with another supplier.

18. Short List The evaluation procedure may be to develop a short list based on the stated criteria. The short listed suppliers may be

asked to prepare a presentation, supply demonstration equipment or provide additional technical literature prior to the final selection.

19. Notification of Change All recipients of this RFP will be notified regarding any changes made to this document for purpose of clarification. 20. Changes to RFP Wording The supplier will not change the wording of the RFP after submission and no words or comments shall be added to the

general conditions or detailed specifications unless requested by Aboriginal Tourism Association of British Columbia for purpose of clarification.

21. Subcontracting Utilizing a subcontractor (who must be clearly identified) to remedy deficiencies in the prime suppliers product or

service is acceptable. This also includes a joint submission by two suppliers having no formal corporate links. However, in this case, one of the suppliers must be prepared to take overall responsibility for successful interconnection of the two products/service lines and this must be defined in the quote.

22. Subcontracting to any firm or individual whose current or past corporate or other interests may, in Aboriginal Tourism

Association of British Columbia's opinion, give rise to a conflict of interest in connection with this project, will not be permitted. This includes, but not limited to, any firm or individual involved in the preparation of this RFP.

23. Acceptance of Quote This RFP should not be construed as a contract to purchase goods or services. Aboriginal Tourism Association of

British Columbia is not bound to accept the lowest price or any quote of those submitted. 24. Subsequent to the submission of quotes, interviews and negotiation may be conducted with some of the suppliers, but

there shall be no obligation to receive further information, whether written or oral, from any supplier nor to disclose the nature of any quotes received.

25. Aboriginal Tourism Association of British Columbia reserves the right to modify the terms of the RFP at any time at its

sole discretion. 26. Neither acceptance of a quote or execution of an agreement shall constitute approval of any activity or development

contemplated in any quote that requires any approval, permit or license pursuant to any federal, provincial, regional district or municipal statute, regulation or by-law.

27. Liability of Errors While Aboriginal Tourism Association of British Columbia has used considerable efforts to ensure an accurate

representation of information in this RFP, all prospective suppliers are urged to conduct their own investigations into the material facts and Aboriginal Tourism Association of British Columbia shall not be held liable or accountable for any error or omission in any part of this RFP.

28. Acceptance of Terms All the terms and conditions of this RFP are assumed to be accepted by the supplier and incorporated in its quote, except

those conditions and provisions which are expressly excluded by the quote. 29. Contractor Administrator A contract administrator will be assigned to oversee the contract awarded to the successful supplier. In addition, the

successful supplier should name a counterpart project manager. The supplier’s project manager will be responsible for providing schedule status reports to the contract administrator or his designate.



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30. Compliance with Laws The contractor shall give all the notices and obtain all the licenses and permits required to perform the work. The

contractor shall comply with all the laws applicable to the work or the performance of the contract. 31. Confidentiality and Security This document, or any portion thereof, may not be used for any purpose other than the submission of quote. 32. The successful supplier must agree to maintain security standards consistent with security policies of Aboriginal Tourism

Association of British Columbia. These include strict control of access to data and maintaining confidentiality of information gained while carrying out their duties.

33. Information pertaining to Aboriginal Tourism Association of British Columbia obtained by the supplier as a result of

participation in this project is confidential and must not be disclosed without written authorization from Aboriginal Tourism Association of British Columbia.

APPENDIX A Sample - General Service Contract

( the “Contract”) Contract Number Enter Contract Number

BETWEEN: Aboriginal Tourism Association of British Columbia (and “we”,“us” or “our” as applicable) at the following address:

AND (the “Contractor” or “you”, “your” or “yourself” as applicable) at the following address:

600– 100 Park Royal South West Vancouver, BC V7T 1A2 Fax Number: (604)921-1072

Fax Number:

Date of Contract: this Contract will be effective upon the first day of the term (described in Schedule “A”), regardless of when it is signed (the “Effective Date”).

THE PARTIES AGREE TO THE TERMS ON THE ATTACHED PAGES OF THIS DOCUMENT AND IN THE SCHEDULES OUTLINED BELOW:

SCHEDULE A – DESCRIPTION OF SERVICES The Contractor will, to the satisfaction of Aboriginal Tourism Association of British Columbia provide the following services: A detailed description of services is outlined in Schedule A where applicable. Term: From and including: To and including:

SCHEDULE B – FEES AND EXPENSES

Aboriginal Tourism Association of British Columbia agrees to pay the Contractor the following amounts: Fees: 0.00 Expenses: 0.00 Maximum Total Contract Amount: 0.00 Billing date(s): Where applicable, payment terms are detailed in Schedule B

SCHEDULE C – APPROVED SUBCONTRACTOR(S) (approved by Tourism BC), INSURANCE AND ADDITIONAL TERMS

SCHEDULE D – PRIVACY PROTECTION

The parties, intending to be legally bound by the provisions of this Contract, have caused this Contract to be executed by their respective duly authorized representatives:

SIGNED AND DELIVERED on the ________________day of _______________, _________ on behalf of

Aboriginal Tourism Association of British Columbia by an authorized representative of Aboriginal Tourism Association of British Columbia

______________________________________ Authorized Representative

SIGNED AND DELIVERED on the _______________ day of ________________, __________ by or on behalf of the Contractor (or

by an authorized signatory of the Contractor if a corporation)

_________________________________________ Contractor or Authorized Signatory

_________________________________________ Print Contractor’s or Corporation’s Name

Witness’ Signature (if Individual rather than Corporation is signatory

above) _________________________________________

IMPORTANT – THE TERMS AND CONDITIONS ON ATTACHED PAGES ARE INCORPORATED INTO,

AND MADE A PART OF, THIS CONTRACT BY REFERENCE





1. Services - You must: a) carry out the services described in "Part A -Services” on the reverse (the "Services") (and further outlined in Schedule A where applicable), or as may be agreed to between the parties from time to time; b) provide the Services during the term described in Part A, regardless of the date of execution and delivery of this Contract; c) supply and pay for all labour, materials, and approvals necessary or advisable to carry out the Services; d) ensure that all persons you employ or retain to perform the Services are competent to perform them and are properly trained, instructed, and supervised; e) comply with our instructions in performing the Services, but not as to the manner in which those instructions are carried out; and f) upon our reasonable request, attend meetings and provide us with reports concerning the Services provided. 2. Basis of Payment - We must: a) pay you, for satisfactory performance of the Services and the Fees set forth in "Part B - Fees and Expenses” on the reverse (and further outlined in Schedule B where applicable), excluding the Goods and Services Tax, but no more than the “Maximum Amount” specified. In no event will our liability to you under this Contract exceed this “Maximum Amount”, including all Fees, Expenses, duties and taxes; b)reimburse you for the Expenses set forth in Part B, if the Expenses are supported, where applicable, by proper receipts and, in our opinion, are properly and reasonably incurred by you in the course of providing Services to us under this Contract; c) reimburse you for travel expenses in accordance with our travel policy attached as Schedule B1; d) pay you for Fees and Expenses within thirty (30) days following delivery of invoices and receipts, if they have been properly incurred by you in accordance with the terms of this Contract; e) forward payment to you at the address set forth in this Contract; and f) withhold from any payment due to you an amount sufficient to indemnify us against any lien claim that could arise in connection with the provision of the Services. You must: a)submit invoices to us, but no sooner than the dates referred to in Part “B” as the “Billing Dates”(and further outlined in Schedule B where applicable); b) include on each invoice: (i)the invoice date; (ii)your name and mailing address; (iii)a unique invoice number;(iv)a list of dates when the Services were provided (“the Invoice Period”); (v)the Fees and Expenses claimed for the Invoice Period, and (vi)a description of the services provided during the Invoice Period; and c)be responsible for all customary source deductions and remittances payable, including, the payment of all income taxes, Canada pension plan premiums, workers’ compensation contributions, and all other taxes, charges and contributions levied or required by competent governmental authorities in Canada in connection with the performance of the Services under this Contract. 3. Condition of Payment of Fees and Expenses - Notwithstanding anything contained elsewhere in this Contract, our obligation to pay money to you on account of Fees and Expenses is subject to the following conditions, each of which must be satisfied prior to or concurrently with the making of any payment of money due under this Contract: a)there is sufficient money available under the Aboriginal Tourism Association of British Columbia Act and the Hotel Tax Act (collectively the “Acts”) to enable us to pay you for satisfactory completion of the Services; and b) no restriction, limitation or directive under the Acts or any other statute or regulation is made to control, limit or preclude our obligation to pay you for satisfactory completion of the Services. 4. Representations and Warranties of the Contractor - You represent and warrant to Aboriginal Tourism Association of British Columbia that the following facts are true as of the Effective Date and will continue to be true throughout the Term: a) you are an independent Contractor and not the legal agent, employee, partner or representative of us; b) you will not legally bind or purport to legally bind us or cause us to incur liability in any manner whatsoever; c) you will not do anything that would result in personnel you hire being considered our legal agents, employees, partners or representatives; d) if you are a corporation, you have authorized your signatory to enter into and execute this Contract on your behalf without affixing your common seal; e) you have all the necessary rights, powers and authorizations to enter into this Contract and to perform your obligations under this Contract; f)you have the necessary knowledge, experience, skills and qualifications to perform the Services as outlined in Part A -Description of Services; and

g) you have not entered into any Contract with any other person that could in any way conflict or interfere with your duties or obligations to us under this Contract. 5. Representations and Warranties of Aboriginal Tourism Association of

British Columbia We represent and warrant to you that:

a) we purchase Services under this Contract for our use and with Crown funds and therefore the Services are not subject to the Goods and Services Tax; and

b) we will make available to you all information in our possession that we consider pertinent to your performance of the Services.

6. Copyright - You hereby assign to us all rights, title and interest, and waive all moral rights, in all material produced by you, or obtained by you from a subcontractor, under the terms and conditions of this Contract (collectively the “Material”), including, but not limited to, accounting records, findings, financial information and projections, business plans, marketing plans, marketing techniques, software, data, specifications, drawings, reports, documents, designs, processes, diagrams and models, whether complete or not. If any Material is produced under this Contract by any person other than you or your employee, you agree to obtain from that person or persons an assignment in your favour of the copyright, and waiver of moral rights, in such Material (the form of which is available from us). Upon our request, you must deliver to us documents satisfactory to us waiving in our favour any moral rights which you or your employees or subcontractors may have in the Material and confirming the vesting of the copyright in us. 7. Books and Records - You must: a)maintain time records and books of account, invoices, receipts and vouchers of all expenses incurred, in form and content satisfactory to us; and b) permit us at all reasonable times to inspect and copy the Material and any additional information or property received by you or any subcontractor in the course of providing the Services and, upon our request, deliver to us any of the Material or any such information or property. 8. Confidential Information - In this Contract, Confidential Information means any information disclosed, either directly or indirectly, in either written form, recorded form or orally, and includes information, knowledge and materials related to the designs, know-how, goodwill, intellectual property rights or property of us. We retain all rights, title and interest in any Confidential Information disclosed to or received by you or a subcontractor. You must use reasonable care to hold the Confidential Information in confidence, protect the Confidential Information, use it only for the purpose of performing the Services under this Contract and not disclose it without our prior written consent, except as required by applicable law, including but not limited to, the Freedom of Information and Protection of Privacy Act. You must ensure that those to whom Confidential Information has been disclosed are made aware of and comply with the confidentiality and nondisclosure obligations of this clause. Information: (i) generally available to the public; (ii) already in your possession without restriction; (iii) which becomes known to you, on a non-confidential basis, from a third party; or (iv) developed independently by yourself will not be considered Confidential Information. Upon the expiration or sooner termination of this Contract, you will return to us within thirty (30) days, or any other reasonable period specified by us, all Confidential Information disclosed to you or a subcontractor during the Term of this Contract. 9. Conflict of Interest - You must not provide any Services to any person or enter into any Contract with any person in circumstances that, in our reasonable opinion, could in any way conflict or interfere with your duties and obligations to us under this Contract. 10. Termination - This Contract will terminate automatically on the expiration of the Term. Additionally, this Contract may be terminated: a) For Reasons Other than Cause (i) by you, for reasons other than cause, by giving 21 days written notice to us, or upon any other period of written notice as may be agreed between the parties. You agree that wherever possible, you will give any additional notice to us as will allow a reasonably sufficient time to make provision for the continuity of service; or (ii) by us, for reasons other than cause, by giving 21 days written notice to you, or upon any other period of written notice as may be agreed between the parties. At our sole discretion, we may terminate this Contract effective immediately upon payment of an amount equal to the amount of Fees described in Schedule “B” that would have been earned during the notice period. b) For Cause - By delivery of written notice of termination from us to you,

effective immediately, upon a breach of this Contract, including a default in any material respect in the performance of your obligations under this Contract, or those of any employee, agent, subcontractor or representative of yourself in connection with your respective obligations under this Contract. We may, in our





sole discretion, specify in that notice that the defaulting party has the option to remedy the default within thirty (30) days of receiving written notice of the default from us, or within any other reasonable period as we may specify in that notice. If the defaulting party fails to remedy the default within the period specified in that notice, the Contract will terminate at the end of the thirty (30) day period or at the end of any other period specified in that notice.

c) Effect of Termination - In the event of termination of the Contract for any reason other than cause, we must pay you for that portion of the Fees and Expenses described in Part “B” which equals the portion of the Services that was completed to our satisfaction prior to the date of termination. The Fees and Expenses paid to you discharge us from all liability to you under this Contract. Neither party is entitled to any notice, payments or benefits additional to those specified in this paragraph. Notwithstanding the foregoing, we may, at any time, pursue any remedy available to us in law or in equity.

11. Indemnity - You must indemnify us and our employees, officers, directors and agents (each an “Indemnified Person”) against all claims, actions, proceedings, damages, losses, costs, expenses and liabilities of any kind incurred that an Indemnified Person may sustain, incur, suffer or be put to, either before or after this Contract ends, which are based upon, arise out of or occur, directly or indirectly, by reason of, any act or omission by you or by any of your agents, employees, officers, directors, or subcontractors in providing the Services, except liability arising out of any independent negligent act by us. 12. Insurance - You must maintain and pay for insurance on the terms, including form, amounts and deductibles outlined in "Part C”, if any, as modified from time to time in accordance with our directions. We may request that evidence of the insurance be made available to us prior to or concurrently with the provision of the Services. 13. Notices - All notices, demands, payments, requests, consents, waivers and other communications required or permitted to be given under this Contract will be in writing to the designated authorized representative of the other party and may be delivered a)personally b)by first class prepaid registered mail c)by receipted commercial courier, or d)by electronically receipted facsimile transmission acknowledged in like manner by the recipient to the address and facsimile number as provided in this Contract or to any other address or facsimile number as either party may, by written notice, designate to the other. Any notice delivered personally or by commercial courier will be deemed to have been given and received at the time of delivery. Any notice mailed by first class prepaid registered mail will be deemed to have been given and received on the third day following the day on which it is sent. 14. Assignment - You must not, without first getting written approval from us: a) assign, either directly or indirectly, this Contract or any right of yours under this Contract; or b) subcontract any obligation under this Contract other than to persons listed in "Part C” (and further outlined in Schedule C where applicable). No subcontractor, whether consented to or not, relieves you from any obligations under this Contract. You must ensure that any subcontractor fully complies with this Contract in the performance of all obligations hereunder.

This Contract will be binding upon and will ensure to the benefit of the parties and their respective lawful successors and permitted assigns. 15. Time is of the Essence - In order to enable the parties to obtain the benefits of completing the Services contemplated by this Contract within the times stated, time is of the essence in performing all of the Contracts’ obligations. 16. Non-Waiver - Any waiver of any breach or default or provision under this Contract will only be effective if the waiver is in writing signed by us, and no waiver will be implied by any other act or conduct or by any indulgence, delay or omission. Any written waiver by us will only apply to the specific matter waived and only in the specific instance in which it is waived. 17. Governing Law - This Contract is interpreted by and is to be construed in

accordance with the laws of the Province of British Columbia and the laws of Canada in force therein.

18. Counterparts - This Contract may be executed in any number of counterparts, each of which will be deemed to be an original, and all of which will constitute together one and the same Contract. The parties may each execute this Contract by

signing any such counterpart. This Contract may be executed by the parties and transmitted by facsimile transmission and if so executed and transmitted this Contract will be for all purposes as effective as if the parties had delivered an executed original Contract. 19. Further Acts and Assurances - Each of the parties will, upon the reasonable request of the other, do all further acts and execute and deliver all further documents and assurances as may be necessary or desirable to give effect to the provisions of this Contract. 20. Entire Agreement/ Amendment - This Contract and all modifications of it contain the entire Contract between the parties about the Services. No prior written or oral statements or representations form any part of this Contract. Except as otherwise provided, all amendments, modifications or changes to this Contract must be in writing and signed by an authorized representative of both parties. 21. Invalidity of Provisions - If a court decides that part of this Contract is unenforceable, that part will be treated as deleted and the remainder of this Contract will remain in effect. 22. Disputes - Where a dispute arises out of or in connection with this Contract, or in respect of any defined legal relationship associated with it, the parties agree to seek an amicable settlement of that dispute in accordance with discussions and negotiations between the authorized representative of each party, acting reasonably. Failing resolution thereof, all disputes arising out of or in connection with this Contract, or in respect of any defined legal relationship associated with it, must be referred to and finally resolved by arbitration under the rules of the British Columbia International Arbitration Centre. 23. Survival of Provisions - Paragraphs 6, 7(b), 8, 9, 11 and 22 will remain in effect, no matter how this Contract is terminated. Notwithstanding the foregoing, all obligations that are of a continuing nature, and all the rights and remedies of us, either at law or in equity, will survive the expiration or sooner termination of this Contract and will continue in force until they are satisfied or by their nature expire. 24. Interpretations - For purposes of this Contract: a) “this Contract” means this Contract as from time to time supplemented or amended by one or more contracts entered into pursuant to the applicable provisions of this Contract; b)the headings are for convenience only and do not form a part of this Contract nor are they intended to interpret, define or limit the scope, extent or intent of this Contract or any portion of this Contract; c)the words “in this Contract”, “of this Contract” and “under this Contract” and other words of similar import refer to this Contract as a whole and not to any particular section, subsection, paragraph or other subdivision; d)the word “including” or “includes”, when following any general statement, term or matter, is not to be construed as limiting the general statement, or matter to the specific items or matters set forth immediately following the word or to similar items or matters, but rather as referring to all other items or matters that could reasonably fall within the broadest possible scope of the general statement, term or matter to the same effect as if it were followed by the phrase “without limiting the foregoing”; e)a reference to a statute includes all regulations made under the statute, all amendments to the statute or regulations in force from time to time, and any statute or regulations that may be passed that have the effect of supplementing or superseding the statute or regulations; f) the schedules to this Contract are an integral part of this Contract as if set out at length in the body of this Contract;

g) words importing the feminine gender include the masculine or neuter gender, words

in the singular include the plural, and vice versa; h) unless otherwise specified in this Contract, all references to money are to Canadian dollars; i) in this Contract, “we”, “us”, and “our” refer to Aboriginal Tourism Association of British Columbia alone and never refer to the combination of the Contractor and Aboriginal Tourism Association of British Columbia. That combination is referred to as “the parties”.

APPENDIX B – 2011 Klahowya Village Strategy

O U R S T O R Y. Y O U R E X P E R I E N C E .

Klahowya Village in Stanley Park

2011 Strategy

Aboriginal Tourism Association of British Columbia Klahowya Village in Stanley Park O U R S T O R Y. Y O U R E X P E R I E N C E .2

Contents

Background_________________________________________ 3

Overview_of_the_2010_Klahowya_Village_Pilot_Project_ __ 4Concept Components and Results ................................................ 4

Programming and Design Elements ............................................... 6

The 2010 AtBC Brand Promise ....................................................... 8

2011_Klahowya_Village_Strategy_______________________ 9Village Changes and Upgrades ...................................................... 9

Klahowya Train Experience .......................................................... 13

Trailblazer Training and Skills Development .................................. 13

Cultural Activities and Performances ........................................... 15

Marketing and Media Relations Initiatives .................................... 16

AtBC Report Card Train Ticket Campaign ................................... 18

Budget_____________________________________________ 19Estimated Project Expenditures ................................................... 19


Background

Aboriginal cultural tourism is recognized as the fasting growing tourism sector worldwide and is outperforming overall tourism growth by as much as 3% per year. This presents a unique opportunity for visitors to Vancouver to experience authentic Aboriginal cultural tourism and for the Aboriginal Tourism Association of British Columbia (AtBC) to capitalize on the business implications of this. There is no other Aboriginal cultural tourism product in the heart of the Vancouver tourism district that is of the magnitude of the Klahowya Village in Stanley Park (Klahowya Village).

Stanley Park is one of the premiere destinations for visitors coming to Vancouver, with over seven million people entering the park throughout July and August. This presents a strategic benefit for the Klahowya Village because its target market is already at its doorstep. Tourism destinations such as Grouse Mountain and the Capilano Suspension Bridge spend millions of dollars in advertising to try and draw people to their location. The Klahowya Village simply needs to divert visitors who are already in the park. The strategic marketing plan for the Klahowya Village is largely focused on converting visitors that are already in Stanley Park into visitors for the Klahowya Village. This will mainly be achieved through direct marketing initiatives coupled with more traditional marketing media.

The Klahowya Village creates a tremendous opportunity for AtBC to showcase an authentic Aboriginal cultural tourism experience in the heart of Vancouver. At the same time, it plans to market its individual Stakeholders to those visitors that will leave Vancouver to visit other parts of the province.


Overview of the 2010 Klahowya Village Pilot Project

The Klahowya Village in Stanley Park (Klahowya Village) was an event strategy which created a cohesive, branded, and viable visitor experience. It merged traditional artisan village elements with contemporary Aboriginal experiences and authentic art, culture, and traditions, and was an interactive, engaging, sensory experience for all visitors—regardless of demographic.

The Klahowya Village is located within the traditional and shared territories of the Musqueam, Squamish and Tsleil-Waututh First Nations. With the support of all three Nations, AtBC was honoured to host the Klahowya Village in partnership with the Vancouver Parks Board.

Utilizing existing pathways and open areas, visitors were able to experience and engage in a variety of entertainment and cultural attractions, either on a guided tour or through individual discovery. The attraction, except the miniature train ride, was free of charge. The Klahowya Village attracted approximately 162,000 visitors during its 74 days of summer operation.

The Klahowya Village and the minature train pride rovided unique media and business opportunities to raise the profile of AtBC and its Stakeholders. The Aboriginal experience was appealing to both domestic and international media and visitors, as it provided unique stories, visuals, and experiences that are not readily available in the downtown core of Vancouver.

The Klahowya Village supported AtBC’s mission to provide training, awareness, product development and marketing to support a sustainable authentic Aboriginal cultural tourism industry in British Columbia while contributing to cultural preservation and economic development. It also supported the organization’s vision of a prosperous and respectful Aboriginal cultural tourism industry sharing authentic products that exceed visitor expectations.

Concept Components and ResultsThe Klahowya Village had set an operational goal to drive 120,000 visitors through the site. However, it surpassed this with a final tally of approximately 162,000 visitors. The pilot project operated from July 1 through September 12, 2010, for a total of 74 days and the daily visitor attendance averaged 2,189 (based on total attendance of 162,000).


The following graph illustrates the daily visitation count to the Klahowya Village:


Programming and Design ElementsThe Klahowya Village programming included a themed miniature train experience, cultural dance performances, Aboriginal cuisine, plus many family activities. Overall, AtBC established a first class tourist destination for those who wanted to experience authentic Aboriginal culture in an exceptionally well positioned location—Stanley Park. The experience has positioned the Klahowya Village for a full launch in 2011, with adjustments to be made based on lessons learned and post-operational research.

The key attractions and elements of the Klahowya Village in 2010 included the following:

Two Longhouse-Style Entrances: From the parking lot, visitors passed through a doorway set in a stylized two-headed eagle. The Lumberman’s Arch entrance was located near where the train tickets were purchased. Both entrances displayed the welcoming hands of AtBC.

40-Foot Tepee: This traditionally-shaped structure featured two wide entrances for visitors to walk through. The inside was used to display Aboriginal stories and as a place for vendors to showcase their products.

Traditional Canoe Carving Area: A 20-foot long canoe was carved in the traditional Coast Salish design.

Lagoon Stage and Amphitheatre Seating Area: The lagoon stage had a longhouse backdrop and a small roof, and was the centrepiece for three daily cultural performances. Due to the popularity of the performances, additional seating was added to what was already in place.

Artisan Village: The Artisan Village had live cultural demonstrations and retail kiosks. The Klahowya Village created a venue where all products were designed, manufactured, and sold by Aboriginal people, guaranteeing that visitors took home an authentic product. There were also other presentation tables scattered around the Klahowya Village on which various artisans could display their wares for sale during the day.

Totem and Sculpture Park: The sculpture park included a 14-foot long kiosk that was used as a carving studio for the raven statue that remains on display in the pond area.

Storytelling Circle: This area was designated for selected storytellers to share Aboriginal stories and legends. Due to popular demand, AtBC programmed daily storytelling and expanded the seating area to include split-cedar benches.

Spirit Stone Pathway: This area was a series of flat stones laid beside an existing path on the site. The stones had totemic figures sandblasted into them, reminiscent of traditional petroglyphs. Signage beside each stone told visitors which


spiritual qualities each figure stood for so they could determine which totem best represented their own characteristics. They could then have one of the on-site artists produce an appropriate memento in wood or precious metal.

Stakeholder Promotion: There were two large-screen monitors set up in the Klahowya Village and AtBC videos and images were displayed in the rotation of information. A large map of BC was displayed to highlight all of AtBC’s market-ready Stakeholders.

Authentic Food and Beverage Offerings: The Feast House offered cuisine that reflected true Aboriginal culture. Visitors chose from a variety of Aboriginal menu selections, such as BBQ salmon, bannock, and Indian tacos.

Special Day and Evening Events: AtBC hosted two receptions that targeted key media and corporate partners. One was a breakfast event with Vancouver AM and the other was an evening dinner and dance fund-raiser for Industry Council of Aboriginal Business. Both were successful.

Klahowya Train Experience: The 13 minute Aboriginal-themed train ride was designed for adults and children of all ages. A custom Aboriginal-inspired audio track was played through the existing sound system on up to three Klahowya trains per day. The train experience featured “spirit catcher” areas with 12 totemic animals: salmon, bear, eagle, frog, hummingbird, sea gull, beaver, whale, wolf, raven, coyote and turtle.

The original projection for train ridership was 60,000 tickets. However, actual ridership was 37,458, which was under projection. Daily average train ridership was 506 (based on total actual ridership). It is important to note that although the train ridership did not meet AtBC’s stated performance indicator of 60,000, the actual train revenues realized during this time period were more than double the same time period from the previous year for the Vancouver Parks Board.

Cultural Entertainment and Activities: The Klahowya Village provided daily scheduled cultural performances and activities at no charge to the visitor. Over $145,000 was spent on Aboriginal entertainers and performers from all over BC. These performances were an essential piece to making the Klahowya Village a success. In addition, AtBC ensured that each of the three Host First Nations had the opportunity to showcase their performers as a means of honouring protocol within the shared territories.


The 2010 AtBC Brand PromiseAtBC used its corporate brand “Our Story. Your Experience.” to provide corporate identification to the Klahowya Village. AtBC branding was used throughout the village and on all marketing materials and collateral. The following AtBC branding and signage was utilized to enhance the visitor experience:

» Four guest service signs, approximately 2½ x 6ft.

» 11 feature attraction interpretive panels (including Elders’ area), approximately 2 x 2ft.

» 12 Spirit Stone Pathway interpretive signs, approximately 1½ x 1½ft.

» 16 wayfinding signs within Klahowya Village, approximately 1 x 6ft.

» Five wayfinding signs within Stanley Park, outside the Village

» Nine AtBC-branded information signs at both entrances, stage, train, and ticket booth

» 12 animal representations at the Story Circle 1 x 1ft.

» Banner wrap stage enhancement, approximately 19 x 2ft.

» Train ticket booth themed with Klahowya/AtBC signage

» Train station fence wrap with Klahowya/AtBC signage 70 x 3ft.

The branding of the Klahowya Village, as an integral part of AtBC, is an important marketing strategy that will be carried forward into 2011 and beyond.


2011 Klahowya Village Strategy

Enjoy the Spirit of Klahowya Village during the Summer of 2011!

Having proven the viability of the concept during the 74 days of summer operation in 2010, AtBC is proposing to formalize the the Klahowya Village in Stanley Park (Klahowya Village) pilot project. With over 162,000 people visiting the site, visitor interest in the Klahowya Village as a cultural tourism product was clearly proven.

The 2011 Corporate and Product Delivery Objectives of the Klahowya Village:

» Provide guests with an extraordinary Aboriginal cultural and interactive experience by honouring traditions, values, and a shared vision of authenticity.

» Ensure the highest level of guest satisfaction by delivering unparalleled cultural tours, performances, artisan kiosks, cuisine, and interactive displays to meet our guests’ needs.

» Celebrate Aboriginal culture, traditions, and teachings.

» Provide viable business opportunities for artisans and craftspeople.

» Create a must-see tourism attraction and Aboriginal visitor experience in downtown Vancouver during the summer tourist season.

» Provide skill development and on-the-job training in tourism for Aboriginal individuals and the Trailblazer program.

» Build partnerships with communities and corporate sponsors.

» Maximize awareness of AtBC and its Stakeholders to national and international media.

» Identify and promote AtBC Stakeholder’s business and sales opportunities.

Village Changes and UpgradesEstimated cost to AtBC: $208,000

In 2010, AtBC spent approximately $275,000 to create an Aboriginal-themed installation in Stanley Park to support cultural performances, demonstrations, and tours. This branded space helped transform Stanley Park and the miniature train into an incredible authentic Aboriginal experience.


All the assets and branding features from last year have been reclaimed and will be installed this year. However, new investment has been strategically assigned for upgrades to the Klahowya Village.

Gate FeesGate fees were not charged in 2010. Visitors had access to all the performances, exhibits, and displays at no charge. Revenue was generated from AtBC’s share of the train ride fee, daily table rentals to artisans, and from a percentage of gross food and beverage sales. Having proven that visitors have a keen interest in a cultural tourism product in close proximity to downtown Vancouver, and in particular Stanley Park, virtually all stakeholders strongly recommend charging a gate fee. In addition to the entrance fee, the Klahowya Village and Vancouver Parks Board will develop a discounted “combo price” that includes both the gate fee and a miniature train ticket.

Also, two cedar ticket booths will be built to replicate traditional structures. One booth will be located at the entrance to the Klahowya Village and the other at the entrance near the train venue. Both will be equipped with cash registers. The objective is to design secure and efficient ticket booths that fit the aboriginal decor elements consistent throughout park.


Entrance to the Klahowya VillageFirst impressions of the site are very important. Professionally designed entrance panels will provide this experience and welcome visitors to what will become the premiere tourism destination venue in Vancouver. These panels will be located immediately behind each entrance, complementing their longhouse-style appearance and creating a “wow” factor for visitors as they walk into the Village.

To honour the three Host First Nations for allowing the Klahowya Village in their traditional territory, each of the Nations will be asked to provide their history in both picture and verbal format to assemble on a storyboard. These three storyboards will be displayed at the entrance to the Klahowya Village to inform visitors about each of the hosts, and the importance of honouring protocol within Aboriginal culture.

Location of the Artisan VillageThrough interviews with former artisans, it was apparent that their on-site location last year was not conducive to driving sales. As such, the artisans will now be located at the entrance to the Klahowya Village in a protective 20 x 30ft. tent. A creative façade will be integrated into the walls, creating the appearance of a longhouse, and a maximum of 10 artisans will display their products at any one time. Every visitor that enters the Klahowya Village will enter the artisan’s longhouse, and they will walk through a second time when leaving the village, providing excellent exposure and sales opportunities.

Based on the experience of 2010, consistency of appearance and design is important for the 2011 artisan displays. As such, vendor tables with bamboo skirting will be purchased to ensure there a professional appearance amongst the vendors.

Performers Staging AreaThe main staging area for all performances in 2010 was the small stage built over the water. However, there were a few challenges encountered with this setup:

» The stage was too small for the performers.

» The seating to view the performances was limited.

» The area was not fully covered to account for inclement weather.

To address these challenges, the main performance centre will now be located in the open picnic area west of the lagoon stage, and will consist of a fully covered stage with grandstand seating for up to 280 people. A backdrop will be developed for the elevated stage to provide a better visual of the performances from the grandstand seating.

The existing staging area, situated very close to the food and beverage kiosk, will be used for announcements of upcoming events and performances. The Klahowya


Village will purchase a mobile sound system with wireless speakers as wireless technology allows for quick and easy transport between each of the planned venues. This proposed setup addresses the operational challenges encountered last year and will allow for greater visitor uptake of the performances.

Food Vendor AreaCollapsible picnic tables will be purchased for the food and beverage kiosk area. The challenge in 2010 was that there was virtually no space for visitors to eat once they had purchased their food. Visitor convenience is considered paramount for delivering a high-end venue, and as such these items are considered an important item for 2011.

Klahowya Village OperationsThe Klahowya Village will open 44 days earlier in 2011, operating from May 16 to September 11; a total of 118 days. May 16 to June 30 is considered low season and will be a scaled down version of the overall concept which will include the Spirit Catcher train and all the visual elements of the Klahowya Village. The shoulder season is designed to support the West Coast Sightseeing tours which commence May 16, as well as school programs that will be encouraged to visit the Klahowya Village as an educational experience.


Klahowya Train ExperienceEstimate Cost to AtBC: $75,500

Miniature Train Combined with Live PerformersThe train provided the majority of the revenue in 2010 with just over 37,000 riders. It did not meet the expected number of 60,000 riders; however, a great deal of post operation analysis was conducted to determine how to address the shortfall. To support this analysis, reconnaissance was undertaken on the Vancouver Parks Board Ghost Train during Halloween, and the Bright Nights Train that operated through the Christmas season. The result of the analysis was that the train clearly targets children.

Recognizing that stories capture the imagination of children, the train concept has been re-themed to be “The Spirit of Klahowya Village” with the train itself called the Spirit Catcher Train. The story is about the Raven who was going to steal the sun, and it will use a voice-over on the train, coupled with live performers forming part of the storyline, to capture the imagination of the children and their parents. The story will also contain important messaging that is at the core of Aboriginal culture: the importance of mutual respect among people and Nations, the importance of preserving our environment, and the concept of the earth being the mother of all.

The Spirit of Klahowya Village theme will be carried over into other aspects of the Klahowya Village, including the food and beverage area where the food kiosk will be named “The Raven’s Hut”. The Klahowya Village merchandise will include necklaces that are in the shape of the animals depicted in “The Spirit of Klahowya Village,” with the the Klahowya Village stamp on the back of each piece. T-shirts will be silkscreened to include “The Spirit of Klahowya Village” title and the animals of the story creatively displayed as a wonderful reminder of the experience.

Although the successes of the Ghost Train and Bright Nights Train result from the atmosphere created by the darkness at the time of year when those trains are operational, the live actors, coupled with the captivating storyline for “The Spirit of Klahowya Village,” will create a different type of atmosphere. The interaction between the ridership and the actors will capture the imaginations of the children, creating a very memorable and exciting experience.

Trailblazer Training and Skills DevelopmentEstimated Cost to AtBC: $227,408

» 6 Team Leads (Train-the-Trainer Graduates)

» 15 Village Hosts and Train Performers (Trailblazer Graduates)


The Klahowya Village will be the main showcase of Aboriginal people and businesses from across British Columbia. AtBC is working to provide tourism training and work experience for 21 individuals. This opportunity will provide training, applied skills development, and enhancement of the Trailblazer Training Program funded under the Blueprint Strategy to support existing AtBC Trailblazer graduates. AtBC is determined to generate 250 new jobs over the next two years and focus our efforts on providing the opportunity for Aboriginal people to fully participate in the rapidly expanding tourism industry.

Each student will be expected to have successfully completed either the AtBC Tourism Trailblazers Cultural Interpretation Training or the Train-the-Trainer Program prior to working at the Klahowya Village. AtBC training programs will help build a professional workforce by providing experience in introductory-level career development in cultural tourism. The training and applied skills will focus on assisting the AtBC Trailblazers to develop and implement strategies for sustainability, and effective practices to improve employment outcomes, opportunities for life-long learning, and career advancement. The strategy is creating exciting new job and leadership opportunities for Aboriginal people within the Aboriginal cultural tourism industry.


Cultural Activities and PerformancesEstimated cost to AtBC: $139,200

Daily Cultural Performances: There will be two 30 minute performance opportunities on the main stage each day, for which AtBC Stakeholders (i.e., the Le La La Dancers) will be responsible. There will be one main stage area with entertainment programming—professional and non-professional—from 1:00pm until closing.

The Klahowya Village will be the public gathering place for high qulaity Aboriginal entertainment. There will also be potential for evening performances. Also, two storytelling performances will be given at noon and 2:00pm throughout the summer period. These will take place at the storytelling area, where the visitors can sit among the beautiful Stanley Park trees and witness one of our knowledgeable storytellers speak of a wonderful legend from their respective nation.

Daily Greeting Ceremony: AtBC is also considering the Klahowya Village as an opportunity for the Daily Greeting Ceremony that is being organized in cooperation with the Musqueam, Squamish and Tsleil-Waututh First Nations. This ceremony will be five to seven minutes long and will represent the traditions of the respective AtBC Stakeholders and the Host Nations.

Create Your Own Aboriginal Art: Craft tables will be available in the 40ft. tepee, with AtBC Trailblazers available to assist visitors in crafting their own cedar bracelet or paddle necklace, or painting their own drums. As the visitor experiences working with cedar, the AtBC Trailblazers are encouraged to share their knowledge of the significance of cedar in the Aboriginal culture, thus creating a memorable keepsake and lasting memory of their visit at the Klahowya Village.


Marketing and Media Relations InitiativesEstimated cost to AtBC: $136,500

The target market is British Columbia, particularly the Greater Vancouver area. We will also capture domestic markets such as Calgary and Edmonton, and international markets that include Seattle and Portland.

The demographic market is children and teens, families, and organized school groups, emphasizing that one of the highlights is an Aboriginal-themed 13 minute train ride. We will also encourage local tour groups to participate.

AtBC branding will be used throughout all creative to continue to build brand recognition within the Aboriginal communities and the tourism industry. Marketing activities to build awareness and have consumers visit the event will include:

» Advertising will be featured in print (newspaper and magazine) and broadcast (radio and television) media outlets.

» The AtBC website will highlight the event and the daily activities. We will also partner with Tourism BC/Ministry of Tourism, Culture, and the Arts, the Canadian Tourism Commission, Travel Trade, and media, to build awareness and profile of the Klahowya Village.

» Social Media such as Twitter and Facebook will be used to build awareness about the Klahowya Village and ongoing events.

» Posters and rack cards will be key collateral pieces with a call to action to visit the Klahowya Village in Stanley Park and the AtBC website. Banners at key locations are being considered, directing people in Stanley Park to the Klahowya Village.

» Collateral will be distributed at Stanley Park, the Tourism Vancouver Visitor Information Centre and the Visitor Information Centre at BC Ferry terminals.

AtBC will partner with Tourism BC/Ministry of Tourism, Trade and Investment and the Canadian Tourism Commission to reach a greater audience to promote the the Klahowya Village. AtBC will also be pitching mini press trips/FAM tour opportunities and directing media to the AtBC website to download images, video, and pre-written stories. This will create opportunities for AtBC Stakeholders throughout the province to receive attention and profile through a highly-functioning, interactive website. The AtBC media campaign will include the following activities:

» Klahowya Village Media Launch will be on Tuesday, June 21, 2011. Details and time to be determined.

» Regular and timely distribution of story ideas to specific media outlets. Topics will include: Aboriginal Cuisine Week, and a reality-tv style dance challenge. Outlets will include: The Vancouver Sun, The Globe and Mail, Global Television, and other local publications and broadcasters.


» Event details, daily programming, story ideas and images/footage will be updated daily. Social media networks include Twitter and Facebook.

» The “Share your Stories” campaign is a call to action to visit the AtBC website and share Aboriginal cultural experience and images to inspire other travellers and visitors to attend an AtBC Aboriginal cultural tourism experience. A postcard that showcases Aboriginal cultural tourism experiences will be distributed to visitors and will direct them to visit the AtBC website. The campaign is province wide and is also a tool for collecting consumer information and tracking Klahowya Village visitor satisfaction.

» AtBC will support press trips and FAM tours to key media and travel trade accounts. The objective for this is to have an Aboriginal cultural tourism experience—whether this includes the Klahowya Village or other Stakeholder products in British Columbia.

» Media Kit distribution will be in both electronic and hard copy format.


AtBC Report Card Train Ticket CampaignEstimated cost to AtBC: $25,000

Similar to the Pacific National Exhibition (PNE) Report Card Fair Ticket Program, AtBC is planning to start a new tradition with the Klahowya Village. Working in partnership with the Vancouver School Board, Klahowya train admission tickets will be given to students with their year-end report cards.

Each student enrolled in kindergarten to grade twelve, at a participating Vancouver school, is eligible to receive one train admission ticket through this program. The AtBC Report Card Train Ticket Campaign will make the Klahowya Village a treasured end of summer tradition for generations of people across BC.


Budget

Estimated Project Expenditures

Klahowya Village .................................................................... $208,000Klahowya Train Experience ....................................................... $75,500Trailblazer Training and Skills Development .............................$227,408Cultural Activities and Performances ........................................$139,200Marketing and Media Relations ............................................... $136,500AtBC Report Card Train Ticket Campaign .................................. $25,000 $811,608

APPENDIX C - Sample Work Plan, Schedule and Budget Template

This is just one of many ways that your work plan, schedule and budget can be organized. You may choose to use your own custom work plan but it must include all the required sections as highlighted below.

Project Start Date: April 1, 2011 Project End Date: September 31, 2011 Exhibit Date May 16 – September 11, 2011

TASK/ACTIVITY DETAILS TIMELINE RESPONSIBILITY BUDGET

1. Meetings with AtBC to finalize goals, objectives and contracts.

Continue to map out each of the activities and tasks you’ll be doing over the course of the project; include relevant details; assign a timeline; and identify who will be involved in that activity or task.

April. 1-7 (Week 1)8 HRS

Jane Jones

Mary Smith

John Smith

$XXXX

2. Installation of Two (2) Entrances – Eagle & Longhouse

April. 8-14 (Week 2)4 HRS

Jane Jones

Mary Smith

$XXXX

Appendix D – Contractor’s Qualification Summary

Respondent’s Legal Name:

Contractor’s Name:

Contractor’s Requested Service Area

Klahowya Village Installation

Contractor’s Primary Office Address:

Contractor’s Contact Information:

Phone Fax e-mail

Description of

Expertise, # of

Employees Awards

Earned:

Description of Expertise/ Art # of employees

Awards

Hourly Fee Rate for Service Area Contractor’s Availability

Assignment Term

Year 1 Year 2 Year 3

$/Hour $/Hour $/Hour 0-30 days: 31-90 days: 91-365 days

Demonstrated Service Area Experience – Assignments/Projects

Skill Areas Client Reference(s)

Provide specific details about a project/assignment you have been engaged on to clearly demonstrate your expertise in your selected Service Area. For example, indicate the time length of the assignment, details about its value and impact of the client organization, your role and accomplishments in the assignment etc.

Indicate the experience/skills employed in the assignment or project from those listed in the RFQ’s applicable Service Area.

Provide: Client Organization (i.e., project or assignment owner) Client Contact Contact’s Title Contact’s telephone number Contact’s e-mail

EQUEST FOR PROPOSAL (RFP): 2012ATRFP001 - Klahowya... · appendix a. general services contract...

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