Search pei request-for-information-rfi-facilitation-and-virtual-webinar-support-services|department-of-public-safety-and-emergenc
Request for Information (RFI) – Facilitation and Virtual Webinar Support Services
Closes in 7 hours 26 Aug 2026 00:00 UTC
IT fit 70 Virtual webinar support is IT-adjacent and small shops can bid.
AI workability
Effort & value
99 h AI · 136 h human · 235 h total
Deliverable mix
agent · assisted · human
Dates
19 Aug
19 Aug
26 Aug
26 Aug
No Go
Bid call: NO_GO Mandatory ProServices SA Stream 9.15 qualification is not met; facilitation of sensitive topics requires human expertise; AI workability is only about 42%, below majority; small shop lacks standing arrangement and relevant references. Teaming with a qualified supplier could change this, but as-is this is a no-go.
| Deliverable | Mode | AI share | Hours | Notes |
|---|---|---|---|---|
|
Facilitation and event support services
Provision of facilitation and support for three webinars on sensitive topics, including live delivery and participant engagement. |
human only | 0% | 60 | Requires a live bilingual facilitator with subject-matter sensitivity; AI cannot replace human empathy, judgment, or real-time adaptation. |
|
Professional note-taking services
Documentation of presentations, discussions, Q&A, conclusions, and recommendations for each webinar in English. |
ai assisted | 70% | 30 | AI transcription and summarization can draft notes; human reviewer verifies accuracy and captures nuance. |
|
Final reports
Three final reports, one per webinar, synthesizing key findings, discussions, and recommendations. |
ai assisted | 80% | 45 | AI can draft structured reports from notes and transcripts; human editor ensures completeness, tone, and quality. |
|
Audio-visual (A/V) technical support
A/V support throughout webinars and rehearsal sessions, including platform troubleshooting. |
ai assisted | 20% | 30 | AI can monitor platform health and automate alerts, but live troubleshooting and rehearsal support require a human technician. |
|
Virtual platform setup and management
Setup and management of a platform for 200+ participants with multilingual and simultaneous interpretation features. |
ai assisted | 50% | 20 | AI can configure events and generate checklists; human admin handles vendor coordination and go-live decisions. |
|
Registration management services
Coordination of participant registration and delivery of a final participant list. |
ai assisted | 80% | 15 | AI can automate registration workflows and compile lists; human reviews exceptions and privacy matters. |
|
Exit survey development, administration, and reporting
Development, administration, and reporting of an exit survey for each webinar. |
ai assisted | 80% | 15 | AI can draft, deploy, and analyze surveys; human approves design and interprets open-ended feedback. |
|
Project coordination and stakeholder communication
Coordination with the buyer, participants, and internal team; scheduling and communication. |
human only | 10% | 20 | Client relationship and accountability require human ownership; AI can assist with scheduling only. |
Risks
-
high
Mandatory ProServices SA Stream 9.15 qualification not held
Mitigation: Do not bid unless teaming with a qualified supplier or obtaining the supply arrangement; otherwise no-go. -
high
Sensitive topics require experienced human facilitator
Mitigation: Engage a qualified bilingual facilitator with OCSE/gender-based violence background; AI cannot substitute. -
medium
Live webinar technical complexity (simultaneous interpretation, 200 participants)
Mitigation: Use a proven platform, run rehearsals, and assign dedicated human A/V support. -
medium
Short RFI response window (7 days)
Mitigation: Confirm qualification status immediately and prepare response quickly. -
medium
AI-generated notes and reports may miss nuance
Mitigation: Apply human review and editing to all AI-generated outputs.
Human roles needed
- Bilingual facilitator · 44% — Live facilitation of sensitive webinars requires human empathy, subject-matter expertise, and real-time adaptation.
- A/V technician · 18% — Live technical support and rehearsals require hands-on troubleshooting.
- Project coordinator · 13% — Client relationship, scheduling, and communication require human accountability.
- Virtual platform administrator · 7% — Platform vendor coordination and go-live decisions need human judgment.
- Note-taking reviewer · 7% — Verify AI transcripts and summaries for accuracy and context.
- Report editor/approver · 7% — Final reports need human editorial oversight and sign-off.
- Registration coordinator · 2% — Handle exceptions, privacy, and participant inquiries.
- Survey analyst/approver · 2% — Approve survey design and interpret open-ended responses.
Why not more AI
- Cannot provide live bilingual facilitation or handle sensitive discussions with empathy and cultural awareness.
- Cannot satisfy mandatory ProServices Supply Arrangement qualification.
- Cannot perform live A/V troubleshooting that requires physical or vendor interaction.
- AI transcription and summarization may miss nuance, sarcasm, or non-verbal cues; human review is required.
- Simultaneous interpretation quality and platform reliability still need human oversight.
Suggested delivery stack
- Zoom Webinar or MS Teams Live Events with simultaneous interpretation add-on for 200+ participants.
- Otter.ai or Fireflies.ai for AI transcription and note-taking; human review.
- Claude or GPT-4 for drafting final reports and survey questions; human editing.
- Zapier/Make with Google Sheets or a CRM for registration automation and participant lists.
- SurveyMonkey or MS Forms for exit survey with automated reporting.
Requirements & compliance (11)
| Ref | Requirement | Kind | Compliance |
|---|---|---|---|
| R1 | Suppliers must be qualified under the ProServices Supply Arrangement, Stream 9.15 – Facilitation Consultant. Shop does not hold ProServices SA Stream 9.15; this mandatory qualification cannot be met by AI. |
mandatory | gap |
| R2 | A bilingual facilitator must be provided, preferably with professional work experience and/or knowledge in online child sexual exploitation (OCSE) and/or gender-based violence. No evidence of a bilingual facilitator with OCSE/gender-based violence experience; human expertise is required. |
mandatory | gap |
| R3 | Professional note-taking services must be provided for each webinar, in English only. AI-assisted note-taking with human review can satisfy English-only documentation. |
mandatory | met |
| R4 | Three final reports must be provided, one for each webinar. AI drafting plus human editing can produce final reports. |
mandatory | met |
| R5 | Audio-visual (A/V) technical support personnel must assist throughout the webinars and participate in rehearsal sessions. Human A/V technician can be provided; AI monitoring is supplementary. |
mandatory | met |
| R6 | Virtual platform must accommodate a minimum of 200 participants. Zoom, Webex, or MS Teams can accommodate 200+ participants. |
mandatory | met |
| R7 | Virtual platform must support events delivered in English, French, and bilingual formats. Major platforms support English/French/bilingual events. |
mandatory | met |
| R8 | Virtual platform must provide simultaneous interpretation functionality. Platform simultaneous interpretation functionality is available in standard webinar tools. |
mandatory | met |
| R9 | Virtual platform must include chat and/or Q&A features, polling capabilities, a downloadable resource section, and an exit survey prompt. These are standard features in major webinar platforms. |
mandatory | met |
| R10 | Registration management services must include coordination of participant registration and provision of a final participant list. Registration can be automated with human oversight. |
mandatory | met |
| R11 | Exit survey must be developed, administered, and reported. Survey development and reporting can be AI-assisted with human approval. |
mandatory | met |
Evaluation criteria & key dates
- Not provided · N/A — RFI contains no evaluation criteria or scoring weights.
- 2026-08-19 — Publication
- 2026-08-26 — Closing Date
Assumptions & gaps
Assumptions
- RFI is informational; no contract value or evaluation criteria provided.
- Three webinars of approximately 2 to 2.5 hours each; effort estimates are rough.
- AI workability is technical capability, not compliance with mandatory qualifications.
- No security clearance is required (not stated in the notice).
- Virtual delivery reduces onsite presence; National Capital Region location may still require some local presence.
Gaps in source documents
- No evaluation criteria or scoring weights in RFI.
- No estimated contract value or budget.
- No confirmation of ProServices SA Stream 9.15 qualification status for the shop.
- No details on whether simultaneous interpretation requires human interpreters or just platform functionality.
- No participant list or registration volume beyond the 200 minimum.
- No information on accessibility requirements or recording/translation needs.
- Source documents are thin; effort confidence is low.
Deep read covered 1 captured document.
Draft proposal
Generate a first-draft bid response from the AI-workability dossier — approach per workstream, compliance responses, team model, pricing structure, and an honest gap list. Human review required before submission.
- Buyer
- Department of Public Safety and Emergency Preparedness (PS)
- Type
- provincial
- Location
- Canada Ontario, CAN
- Notice type
- —
- Published
- 19 Aug 2026
- Closes
- 26 Aug 2026 00:00 UTC
- GSIN
- —
- UNSPSC
- —
Extracted document text
notice-page.txt
202701605 - Request for Information (RFI) – Facilitation and Virtual Webinar Support Services 202701605 - Request for Information (RFI) – Facilitation and Virtual Webinar Support Services This solicitation is OPEN Select a tab Notice Notice Mail Basic Information Reference Number cb-185-8921113 Issuing Organization Department of Public Safety and Emergency Preparedness (PS) Solicitation Type RFI - Request for Information (Informal) Solicitation Number 202701605 Title Request for Information (RFI) – Facilitation and Virtual Webinar Support Services Source ID PWGSC Agreement Type None Details Location National Capital Region Canada Dates Publication 2026/08/19 12:00:00 AM EDT Closing Date 2026/08/26 05:00:00 PM EDT Contact Information Betty Wong ps.contractunit-unitedecontrats.sp@ps-sp.gc.ca Description Public Safety Canada is seeking to determine whether there are suppliers qualified under the ProServices Supply Arrangement, Stream 9.15 – Facilitation Consultant, that are capable of meeting the requirements described below. The resulting contract will include the provision of facilitation and support services for three webinars to be delivered during the current fiscal year. Each webinar is expected to be approximately two (2) to two and a half (2.5) hours in duration. The contractor will be required to provide facilitation and event support services, including a virtual platform, registration management, technical support, simultaneous interpretation, and the preparation of reports and/or follow-up documentation. The following professional services must be included: A bilingual facilitator, preferably with professional work experience and/or knowledge in the fields of online child sexual exploitation (OCSE) and/or gender-based violence, due to the sensitive nature of the topics to be discussed; Professional note-taking services for each webinar, including, but not limited to, documentation of presentations, key findings, discussions, comments, questions and answers, conclusions, and recommendations (English only); and Three final reports, one for each webinar. The following technical services and virtual platform features must be included: Audio-visual (A/V) technical support personnel to assist throughout the webinars and participate in rehearsal sessions (dry runs); A virtual platform (e.g., Zoom, Webex, MS Teams, or equivalent) that: Accommodates a minimum of 200 participants; Supports events delivered in English, French, and bilingual formats; Provides simultaneous interpretation functionality; Includes chat and/or Q&A features, as well as polling capabilities to support participant engagement; Includes a downloadable resource section to allow participants to access and download event materials (e.g., presentations); and Prompts participants to complete a survey when exiting the event; Registration management services, including coordination of participant registration and provision of a final participant list; and Development, administration, and reporting of an exit survey. See more Disclaimer Government of Canada (GC) tender notices and awards, solicitation documents and tender attachments are available free of charge and without registration on canadabuys.canada.ca/en/tender-opportunities , the authoritative location for GC tenders. You may have received this tender notice or award through a third-party distributor. The Government of Canada is not responsible for any tender notices and/or related documents and attachments not accessed directly through canadabuys.canada.ca/en/tender-opportunities. This Government of Canada tender notice or tender award carries an Open Government Licence - Canada that governs its use. Related solicitation documents and/or tender attachments are copyright protected. Please refer to the section about Commercial Reproduction in the canadabuys.canada.ca/en Terms and Conditions for more information. Contains information licensed under the Open Government license - Canada. Contains data reprod
Documents
- text_saved