Marketing Services - Japan

Destination Canada is soliciting proposals through a Negotiated Request for Proposal to procure comprehensive marketing services for its market in Japan, covering marketing and digital services, media relations and public relations, event management, strategic brand partnership management, and translation services in English, Japanese, and French. The solicitation, identified as DC-2026-JW-02, was posted on April 2, 2026, with a strict submission deadline of May 4, 2026, at 14:00 Pacific Time. Proposals must be submitted via email as a single package of PDF files totaling no more than 20 MB, with pricing submitted separately; larger submissions must be divided into numbered, under-20-MB files. The contract is anticipated to have a base term of up to three years, with an option to extend annually for two additional years, and performance must occur remotely from Japan, requiring the contractor to maintain a physical office in the country. All personnel must be fluent in English and Japanese, and changes to key staff require two weeks’ prior notification and approval. Evaluation of proposals is based on a weighted trade-off methodology that prioritizes technical merit over price. The Desirable Criteria Questionnaire (Section E) accounts for 50% of the total score, with sub-factors ranging from 3% to 15% and a minimum threshold of 15% overall required to proceed. Presentations (25%) and pricing (25%) are evaluated only for the top three shortlisted offerors, with the lowest price receiving full marks and others scored proportionally. The government retains full discretion to accept or reject any proposal, and award is not guaranteed even if all requirements are met. Mandatory appendices include Proponent Information, Material Circumstances Disclosure, Declaration of Sub-Contractors, and General Contract Terms, and any conflict of interest, use of subcontractors, or affiliation with DC personnel must be fully disclosed. Intellectual property created under the contract becomes the exclusive property of Destination Canada, confidentiality obligations are stringent, and public promotion of candidacy is prohibited. The contract is governed by British Columbia and Canadian federal law, with disputes resolved through binding arbitration in Vancouver under BCICAC rules. Termination for convenience is permitted with 30 days’ notice, and payment is rendered Net 30 upon acceptance of deliverables, though no funding ceiling, accounting codes, or payment office details are specified.