Terms of Reference – Land Asset Identification and Analysis Background
Tourism Industry Association (TIA) Yukon responds to the needs of our members and provides value for them. Current members and potential investors and operators often approach the association for intelligence and guidance on what land areas and assets are available for development. There are many different maps and mapping processes in the Yukon already. Similar to the mining industry’s Yukon Advanced Exploration Projects 2007 map, the Yukon’s tourism industry needs to review and develop an inventory that can display areas considered to be significant for tourism business development, investment and growth. The MOU between Mining and Tourism sectors has identified that by working together and being aware of the lands assets that exist, synergies may be identified that benefit both industries and Yukoners. This same approach will be taken with other sectors and organizations including First Nations. Land asset identification can be used for land use planning, environmental assessment processes or applications, and the stimulation of business development. Similar work has been done in British Columbia for tourism – see http://ilmbwww.gov.bc.ca/cis/initiatives/tourism/index.html.
Objective
The primary objective of this project is to review existing data and develop a concise inventory of Yukon’s key existing and potential tourism assets, opportunities and iconic attributes – natural or cultural. The proponent will work closely with the Department of Tourism and Culture to integrate their intelligence and take advantage of assets they have already developed. Department of Energy Mines and Resources, Lands Branch will work with the proponent to determine what Lands related spatial data is available. As the keeper of the Yukon Government spatial data repository Geomatics Yukon, Department of Highways and Public Works will play a roll in assisting the proponent to access available data. Resulting from the assessment of available data, a work plan would detail future land identification (potential) and the various partners that could be involved in producing them.
Scope, Tasks and Deliverables
A key component will be the development of criteria and matrix to determine the identification of a Tourism Land Asset. The criteria and matrix will then be a legacy that can be reviewed and applied in future areas. It is the expectation at the end of this project, that approximately five or six key areas in the territory will be reviewed and identified for their tourism asset potential.
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Priority will be given to identifying the Land Asset and its key attributes to support development or investment by First Nations, Yukon businesses, government, or others. Again the success of this initiative is not only for tourism in identifying future potential tourism icons, but also in support of communities and local planning processes and other significant Yukon economic sectors so they can see a market perspective on where the icons exist and what kind of tourism business could be supported there.
Tasks: 1) Research, identify and develop a tourism criteria matrix using research and insights gained during the development of he TIA Yukon business plan, current iconic data from the Department of Tourism and Culture, Yukon government corporate data and best practices in other jurisdictions. Deliverable: Tourism criteria matrix which will be used to build a GIS analysis model (provided in both hard copy and print ready digital formats). 2) Build a GIS analysis model based on criteria determined in Task 1 Deliverable: GIS Analysis model (provided in appropriate file format) 3) Run GIS analysis using existing Yukon data of entire Yukon in order to ultimately identify five or six key areas in Yukon that have most tourism development potential based on defined criteria Deliverable: Conduct GIS Analysis on all of Yukon. 4) Report on findings of applied GIS analysis with GIS digital version of data results sets (shape files). Deliverable: Written report which details tourism criteria in relation to key areas – land assets (both hard copy and print ready digital format (PDF)) and GIS digital version of data results sets (shape files) 5) Production and printing of maps of the Deliverable: Hard copy and print ready digital files (PDF). five or six areas identified.
The Working Group will: • Meet and communicate with contractor as required • Provide logistical support for meetings between the contractor and the Working Group • Review proposed data collection methods for approval • Connect contractor with Department of Tourism, Geomatics Yukon and Energy, Mines and Resources, Lands Branch personnel and resources • Liaise with contractor and other stakeholders as required • Review draft reports in a timely manner The Contractor will: • Meet and communicate with the Working Group as required • Submit proposed data collection methods to the Working Group for approval • Conduct research and interviews ensuring consistency and accuracy • Work with stakeholders – Department of Tourism and Culture, Geomatics Yukon and Lands Branch - to access existing information, maps, data sets, etc. • Provide comprehensive reports as outlined below: a. A progress report will be due on February 18, 2009 and will include:
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1. A status report on how research, criteria development and GIS analysis modelling are progressing. 2. A discussion of process being used to work with stakeholders – Department of Tourism and Culture and Energy, Mines and Resources. b. A final report will be due on March 30th, 2009 which: 1. Identifies criteria matrix used to build GIS analysis model; 2. Includes analysis from the GIS model used, of the five or six desirable areas in Yukon with the most tourism development potential based on criteria identified in matrix; 3. Includes GIS digital version of data results set (shape files) or personal geodatabase that will be plotted by the Department of Tourism and Culture for future map production. 4. Includes hard copy and print ready (PDF), files of all maps produced of the five or six key areas identified; and 5. Includes a recommendation of how shape files and maps should be stored; 6. Includes ownership of all files to conduct future analysis in other areas (Criteria Matrix, GIS Analysis Model, Final Reports, GIS digital version of data results sets (shape files), and plotted maps). Critical Dates RFP available: Tender closes: Award tender: Committee/Contractor Meeting: Progress report due: Final reports/maps due: December 17, 2008 January 7, 2009 January 12, 2009 January 14, 2009 February 18, 2009 March 30, 2009
Proposal Evaluation 1. Method of Evaluation
The Evaluation Committee will evaluate and recommend the selection of a research/GIS firm(s) based on proposal submission, references, presentations and price. The committee is comprised of individuals with research, marketing, business and technical expertise. The highest-ranking proponent will be recommended to the President and Working Group of the TIA Yukon Board of Directors. Partnering firms will be considered equally. Proposals will be evaluated on the following: 30% Personnel and Qualifications 30% Methodology 10% Schedule 10% Northern Content 10% Price 10% References NOTE: 3rd party knowledge can/may be used as a reference. NOTE: Estimated Budget is $30,000
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NOTE: TIA Yukon will retain ownership of all work/files/reports/maps created in conjunction with this project so that in future - Criteria, Model and Report can be applied to other areas as requested/required.
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Proposal Evaluation
The objective of the evaluation process is to select a reliable and experienced firm(s) capable of providing the services identified above. In their proposals, proponents shall provide information in response to the mandatory criteria and otherwise demonstrate that they have the necessary qualifications to undertake this contract. In their proposal, proponents shall clearly show how their qualifications will be utilized to benefit the TIA Yukon Land Asset and Identification Analysis project. 3. Overview of the Evaluation Process
The proposal packages will be opened by the Evaluation Committee. The Evaluation Committee will evaluate all proposals using the following steps: a. Determine whether the proposal meets the Mandatory Criteria (outlined below) and eliminate those that don’t meet this requirement. b. Evaluate proposals using a points-system based on: • Personnel and Qualifications • Methodology • Schedule • Northern Content • Price c. Determine highest ranked proposals d. Determine top three proposals based on the evaluation, conduct reference checks, and assign points according the results of the reference checks to determine the top proposal. 4. Mandatory Criteria
Proponents must provide clear and concise information in response to all the mandatory requirements. Responses must provide sufficient information for the Evaluation Committee to determine if the proposal meets all of the mandatory requirements. The mandatory requirements include: 1 Personnel and Qualifications:
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a. Describe the team structure, reporting structure and the role each team member will play in developing and implementing the research, building criteria matrix and conducting GIS analysis modelling. b. Describe the procedures the company will follow to evaluate the quality and effectiveness of work pertaining to the development of methodology and implementation c. Complete one profile for each team member and attach an updated resume detailing relevant training and experience (Criteria in Tourism development; GIS Analysis/Modelling; Database Analytics). d. Outline the nature of any projects that are comparable to this project and provide two samples of completed work make same changes as other one 2 Methodology: a. Describe how the team would engage in research to identify, and build a tourism asset criteria matrix, and how the team will use said criteria to conduct GIS analysis modelling. b. Provide an overview of the proposed methodology demonstrating the team’s understanding of the purpose and objectives of the project c. Describe the step by step approach the team will follow to achieve the objectives and create the deliverables described above d. Describe potential challenges and strategies to overcome the challenges expected with this project 3 Schedule: a. Provide a schedule that meets the project requirements in a logical manner delivering a quality service b. Demonstrate how you will proceed and how much time each stage or task is expected to take c. Indicate the project team member(s) assigned to each stage or task 4 Northern Content: a. Describe how the team’s knowledge of the Yukon and the Yukon Tourism Industry’s existing and potential land assets will assist in the completion of this contract b. Define the number of team members that are residents of the Yukon 5 Price: a. Provide the total cost (in Canadian dollars) of the project including the role of each team member, their daily rate and the estimated total number of working days for each member b. Provide a detailed budget (in Canadian dollars) for each stage or task of the project as outlined in the schedule c. Provide a proposed payment schedule 6 References:
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a. Provide client names and contact information for three references for relevant past projects b. 3rd party knowledge can/may be used as a reference 5. Contact Information Should you have any further questions regarding this Terms of Reference please contact: Sandy Hachey Executive Director TIA Yukon #3-1109 First Ave. Whitehorse, YT Y1A 5G4 Ph: 867-668-3331 Fax: 867-667-7379 Email: sandy.hachey@northwestel.net -OrDee Enright Vice Chair TIA Yukon #3-1109 First Ave. Whitehorse, YT Y1A 5G4 Ph: 867-456-7483 Email: dee@outsidethecube.com
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