Background

Each year the Chamber invests time and resources into creating quality trade shows for our community, and we are proud to host not only the longest-running, but the largest home, garden and leisure trade shows in Medicine Hat. With thousands of consumers visiting the shows over the course of three days these trade shows give an incredible opportunity for businesses to gain exposure, demonstrate and sell products, and showcase services. 

The Southeast Alberta Chamber of Commerce is inviting quotes from interested parties who are qualified to provide security services at our trade shows with the terms of this proposal.

 It is the intention of the Chamber to award a contract to someone who is a member in good standing with the Southeast Alberta Chamber of Commerce.

Security Service Requirements

The Southeast Alberta Chamber of Commerce requires the following overnight security service for our trade show from March 5-7th 2027 AND March 3-5th 2028

• 2027 Home & Leisure Tradeshow
  • 8.30pm Thursday, March 4 - 9.00am Friday, March 5
  • 9.00pm Friday, March 5 - 9.00am Saturday, March 6
  • 6.00pm Saturday, March 6 - 10.00am Sunday, March 7

• 2028 Home & Leisure Tradeshow
  • 8.30pm Thursday, March 2 - 9.00am Friday, March 3
  • 9.00pm Friday, March 3 - 9.00am Saturday, March 4
  • 6.00pm Saturday, March 4 - 10.00am Sunday, March 5

The Chamber of Commerce also requires an update and incident report of any security issues noted during shifts. 

Security personnel are required to check in with Trade Show Manager upon arrival, and prior to end of each shift. 

Other Proposal Requirements

• Please provide a per show or flat rate annual fee for the above services.
• Please provide any proposal for in-kind or contra service arrangements.
• Please provide a minimum of three references.

Bid Acceptance, Rejection or Selection of Quotation

The Chamber expressly reserves the right to reject any or all proposals, to waive any informalities or irregularities in the proposals, and to accept that proposal which is in the best interest of the Chamber.

The following criteria will be considered in the selection of the successful proposal:

1.  Member in good standing with the Southeast Alberta Chamber of Commerce
2. Evidence in proposal that the candidate understands the scope of the services to be performed.
3.  Experience of the firm.
4.  Quality of portfolio.
5.  Costs quoted to perform the specified services, including in-kind opportunities.

Duration

The contract will be for a period of two (2) years effective 1st September 2026 to 31st August 2028 and prices bid must be held firm for the duration of the contract.

Incurred Proposal Costs

The Chamber is not liable for any cost incurred by the bidder prior to the issuance of an agreement or contract.

Unacceptable Work

If the bidder fails to comply with any of the terms of this proposal or subsequent agreement, the Chamber may terminate the contract.

Deadline

Response Date for Proposals: Friday, March 27, 2026 at 4:00 pm

In order to be considered for selection, proposals for services must be received in a sealed envelope clearly marked "Trade Show Security Services Request for Proposal" at the Chamber of Commerce office, 413 6th Avenue SE, Medicine Hat or emailed to accounts@southeastalbertachamber.ca no later than 4:00 PM on Friday, March 27, 2026.

Questions and Information
Questions and communications regarding this Request for Proposal may be submitted in writing by email up to seventy-two (72) hours prior to the closing time and date to: accounts@southeastalbertachamber.ca.
No other representative of the Chamber is to be contacted regarding this Request for Proposal. The Chamber accepts no responsibility for, and the Bidder agrees not to rely upon, any verbal or written statements or representations from any other person, whether or not employed by the Chamber.