Issued By: Canadian Science Policy Centre (CSPC)
Issue Date: November 27, 2024
Proposal Submission Deadline: December 10, 2024

About the Canadian Science Policy Conference

Canadian Science Policy Centre is a non-profit, non-partisan, and non-advocate organization, established in 2009. The Centre’s mission is to act as an inclusive hub for connectivity, convening community members for key discussions, building capacity for the next generation, and catalyzing research supporting effective science and innovation policy. The Centre’s vision is a strong, inclusive, and effective science and innovation policy community that contributes to the well-being of Canadians.

CSPC is seeking proposals from qualified vendors or organizations to provide AI-generated summaries for panel discussions of its annual conference. These summaries will serve as concise, accurate overviews of each panel’s key takeaways and discussions, ensuring attendees and the public can benefit from the insights shared at the conference.

A look at CSPC 2023

  • 900-1200 participants
  • 300+ speakers
  • 50+ concurrent panel sessions
  • 8 plenary sessions
  • 10-15 pre-conference virtual sessions (90 min each) in zoom during the 2-3 weeks prior to the conference.
  • Expected 20-30 partner organizations exhibits
  • A Gala dinner with 600 expected attendance which includes an award ceremony to celebrate Canadian science and innovation policy achievements

Scope of Work

The selected vendor will be responsible for the following tasks:

  1. AI-Generated Summaries:
    • Use advanced AI tools to generate concise summaries from audio and video recordings of all panels and sessions of the CSPC 2024 conference (agenda is here) 
    • Ensure the summaries accurately capture the discussions (examples from last year can be found on our 2023 proceedings page HERE for panels and HERE for symposiums)
    • Sections to include:
      1. Summary of Conversations
      2. Take Away Messages/ Current Status of the Challenges
      3. Recommendations (or Next Steps)
    • key points, discussions, and conclusions while maintaining clarity and accessibility.
  2. Quality Assurance:
    • Review and refine AI outputs to ensure accuracy, completeness, and contextual relevance.

Deliverables

  • Comprehensive summaries for all panels delivered within 2-3 weeks of the start of the project

Proposal Requirements

Proposals should include the following information:

  1. Company Overview:
    • Background, qualifications, and relevant experience in AI solutions and event coverage.
  2. Approach and Methodology:
    • Detailed description of the proposed AI tools and processes to be used for generating summaries.
    • Quality assurance measures to ensure accuracy and relevance.
  3. Timeline:
    • Proposed schedule for delivering post-event summaries.
  4. Budget:
    • Detailed cost breakdown, including any software licenses, personnel costs, and additional expenses.
  5. References:
    • Examples of previous projects or case studies demonstrate expertise in similar work. Experience with science and innovation-related projects is a significant asset.

Evaluation Criteria

Proposals will be evaluated based on the following criteria:

  • Alignment with CSPC’s needs and goals.
  • Expertise and experience in AI-driven summarization.
  • Quality and clarity of the proposed methodology.
  • Cost-effectiveness and value for money.
  • References and past performance.

Submission Guidelines

  • Proposal Submission Deadline: December 10, 2024.
  • Please provide an electronic copy of the proposal via the submission form below.

Contact Information

For questions or additional information, please contact:

Trudy Dong
Executive Assistant
Canadian Science Policy Centre
trudy.dong@sciencepolicy.ca
778-747-0433

We will contact only proposals that have been short-listed. 

    Files must be less than 2 MB.
    Allowed file types: pdf doc docx.

    Terms and Conditions:

    Confidential Information of CSPC: All information provided by or obtained from CSPC in any form in connection with this request for RFP either before or after the issuance of this RFP:

    (a) is the sole property of CSPC and must be treated as confidential;

    (b) is not to be used for any purpose other than replying to this RFP and the

    performance of any subsequent contract;

    (c) must not be disclosed without prior written authorization from CSPC; and (d) shall be returned by you to CSPC immediately upon the request of CSPC.

    Proposal and Pre-Award Costs: No payment shall be made for costs incurred in the  preparation and submission of a proposal in response to this RFP. No payments will be made  for costs incurred for clarification(s) that may be required by CSPC.

    Reserved Rights of CSPC: CSPC reserves the right to: 

    1. a) request written clarification or the submission of supplementary written information in relation to the clarification request from you and incorporate your response to that request for clarification into your proposal;
    2. b) assess yours and other proposals on the basis of:
    3. Experience in providing AI Summaries
    4. a financial analysis determining the actual cost of the proposal;
    5. information provided by references;
    6. information provided by you pursuant to CSPC exercising its clarification rights under this RFP process; or
    7. other relevant information that arises during this RFP process;
    8. c) waive formalities and accept proposals which substantially comply with the requirements of this RFP;
    9. d) verify with you, other proponents, or with a third party any information set out in a proposal; e) check references other than those provided by you;
    10. f) disqualify any proponent whose proposal contains misrepresentations or any other inaccurate or misleading information;
    11. g) disqualify any proponent or the proposal of any proponent who has engaged in conduct prohibited by this RFP;
    12. h) make changes, including substantial changes, to this RFP provided that those changes be communicated to you prior to accepting your proposal;
    13. i) select any proponent other than the proponent whose proposal reflects the lowest cost to CSPC or the highest score;
    14. j) cancel this RFP process at any stage;
    15. k) cancel this RFP process at any stage and issue a new RFP for the same or similar deliverables;
    16. l) accept any proposal in whole or in part; or
    17. m) reject any or all proposals;

    These reserved rights are in addition to any other express rights or any other rights which may  be implied in the circumstances and CSPC shall not be liable for any expenses, costs, losses or  any direct or indirect damages incurred or suffered by any proponent or any third party resulting  from CSPC exercising any of its express or implied rights under this RFP.

    By submitting a proposal, you authorize the collection by CSPC of the information described  herein as contemplated above.