<html><head><meta http-equiv="Content-Type" content="text/html charset=utf-8"></head><body style="word-wrap: break-word; -webkit-nbsp-mode: space; -webkit-line-break: after-white-space;" class="">This is starting to feel like a PCO selection process instead of a FOSS4G selection process to me.<div class=""><br class=""></div><div class="">Let’s have some faith in the LOCs here as well to make the right decisions along the way. Not everything can be known in advance. I remember many years where the name of the PCO was not even known in advance.</div><div class=""><br class=""></div><div class="">Otherwise OSGeo should simply put in the RFP document they don’t want LocationTech as the PCO, and save all these good people their energy and time.</div><div class=""><br class=""></div><div class="">Best regards,</div><div class="">Bart<div class=""><br class=""><div><blockquote type="cite" class=""><div class="">On 08 Nov 2015, at 00:35, Steven Feldman <<a href="mailto:shfeldman@gmail.com" class="">shfeldman@gmail.com</a>> wrote:</div><br class="Apple-interchange-newline"><div class=""><meta http-equiv="Content-Type" content="text/html charset=utf-8" class=""><div style="word-wrap: break-word; -webkit-nbsp-mode: space; -webkit-line-break: after-white-space;" class="">Dave<div class=""><br class=""></div><div class="">You say “for the sake of clarity and transparency ...” I may be a lone voice here but I don’t fee that there is clarity or transparency about the relationship between the Ottawa and Philadelphia bids and Location Tech. Several questions and concerns have been expressed regarding branding, finances, influence, the coincidences of identical sections of text in both bids etc. From my personal perspective I do not have ‘clarity’</div><div class=""><br class=""></div><div class=""><br class=""><div class="">
<span class="Apple-style-span" style="border-collapse: separate; font-family: Helvetica; font-style: normal; font-variant: normal; font-weight: normal; letter-spacing: normal; line-height: normal; orphans: 2; text-align: -webkit-auto; text-indent: 0px; text-transform: none; white-space: normal; widows: 2; word-spacing: 0px; border-spacing: 0px; -webkit-text-decorations-in-effect: none; -webkit-text-stroke-width: 0px;">______<br class="">Steven<br class=""><br class=""></span>
</div>
<br class=""><div class=""><blockquote type="cite" class=""><div class="">On 7 Nov 2015, at 22:30, Dave McIlhagga <<a href="mailto:dmcilhagga@mapsherpa.com" class="">dmcilhagga@mapsherpa.com</a>> wrote:</div><br class="Apple-interchange-newline"><div class=""><meta http-equiv="Content-Type" content="text/html charset=utf-8" class=""><div style="word-wrap: break-word; -webkit-nbsp-mode: space; -webkit-line-break: after-white-space;" class=""><div class="">After reading Michael’s summary - I realized that there are quite different perspectives on taking on the responsibility of hosting FOSS4G for OSGeo, so for the sake of clarity and transparency felt compelled to provide the perspective of the Ottawa LOC on taking this on.</div><div class=""><br class=""></div><div class="">When some of our keen and active members of the Ottawa OSGeo Local Chapter approached me about participating in this event, a lot of great memories of hosting the precursor we did in 2004 came back to me, but so did the memories of the mountains of work, unexpected twists and turns, and complete underestimation we had of the job at hand. Over the years I’ve had conversations with many of the hosts of this event, who even with the assistance of an experienced PCO, and with all the energy and best intentions in the world, have been overwhelmed by the amount of work required, particularly due to some of the unique needs that come with putting on an open source geospatial event.</div><div class=""><br class=""></div><div class="">With this in mind, I joined our LOC, with an eye to advising and supporting from my experience with this event. When the group asked if I would be willing to Chair — I said I would, but the condition of that was that we had to have a very strong PCO to work with, as I was well aware of what the alternative would look like in terms of impacts on our team, and our ability to pull off a world class professional event.</div><div class=""><br class=""></div><div class="">At this point I approached LocationTech to see if they would be interested in acting as our PCO in our bid to OSGeo to host FOSS4G for the foundation. I had several reasons for this which I will explain below - but before this, want to share the next step of our process in selecting a PCO. In order to ensure due diligence, we invited another prominent PCO from Ottawa to offer their services so that we could compare options. The end point of this was a three way discussion among the Ottawa PCO, LocationTech and the Ottawa LOC. It was an interesting experiment in collaborative discussion on this - and the result was the other PCO we were speaking with suggested it really made most sense for us to work with LocationTech on our bid. That provided for me the reassurance that this was the right way for us to approach this.</div><div class=""><br class=""></div><div class=""><br class=""></div><div class="">For us, the advantages of this approach come down to the following:</div><div class=""><br class=""></div><div class="">1. Eclipse has long experience and infrastructure specifically designed for hosting international open source events and all the uniqueness that implies. No need to re-invent the wheel for Technical Workshop sign-ups, incorporating BOFs, Sprints, and the many other elements of this event.</div><div class=""><br class=""></div><div class="">2. I remember how much time Sponsorship recruitment took — something typically grossly underestimated. With LocationTech involved we get a group that already has a strong institutional membership base, and key relationships to the organizations that are likely to be sponsors for this event. That’s both a tremendous amount of work that doesn’t have to depend on volunteer time, with a far greater chance of success in securing sponsorships that financially de-risk this event.</div><div class=""><br class=""></div><div class=""><div class="">3. With LocationTech involved, I feel we have a much greater chance of securing higher attendance due to the direct marketing access that comes with this to the LocationTech and Eclipse community.</div></div><div class=""><br class=""></div><div class="">4. LocationTech has a unique motivation to make this a great event — which is advancing the open source geospatial technology movement, something that is core to their raison-d’etre, and as such, I know they would put their heart and soul into this in a way we could not expect from any other PCO. </div><div class=""><br class=""></div><div class=""><br class=""></div><div class="">Finally, I just want to re-iterate in case there is any confusion here, that we as an LOC have put this bid forward from the get-go with a goal of putting on a great OSGeo event. This is the LOCs bid to host this event, and not Eclipse. It is the LOC that will be the driver of what this whole event will look like, and the LOC will be working with OSGeo to ensure this is a great world class event reflective of OSGeo’s needs. Our choice of a PCO is because it makes the most sense to us logistically to pull this off.</div><div class=""><br class=""></div><div class="">There were good questions about branding, and I think we’ve made it clear — this is the OSGeo Global FOSS4G event, that’s what we want it to be as the LOC and what we’re committed to putting on. LocationTech will have presence of course as we indicated, in a similar manner to their past participation at FOSS4G.</div><div class=""><br class=""></div><div class="">I’ve been involved in this personally for a long time, as one of the original founders of OSGeo and our Local Chapter, former Board Member and Treasurer, and continuing member of this conference committee. By being the chair of this event, I’m putting my reputation on the line here to put on a great show for the Foundation, it’s projects, and it’s members. I hope that can be sufficient to put any concerns about our PCO to rest.</div><div class=""><br class=""></div><div class=""><br class=""></div><div class="">Best of luck to the committee with your deliberations. You have some very good proposals and keen LOCs to choose from. No matter what, I’m sure OSGeo is going to get a great event in 2017 - we look forward to your decision.</div><div class=""><br class=""></div><div class="">Thanks,</div><div class=""><br class=""></div><div class="">Dave</div><div class=""><br class=""></div><div class=""><br class=""></div><div class=""><br class=""></div><div class=""><br class=""></div><div class=""><br class=""></div><br class=""><div class=""><blockquote type="cite" class=""><div class="">On Nov 6, 2015, at 5:16 PM, Michael Terner <<a href="mailto:mgt@appgeo.com" class="">mgt@appgeo.com</a>> wrote:</div><br class="Apple-interchange-newline"><div class=""><div dir="ltr" class=""><div class="gmail_default"><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:12.8px">Steven:</div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:12.8px">Thanks for revising spreadsheet based on the input you've received. Just to address the points that Robert and David have raised vis a vis our workshop pricing and the PCO and associated costs.</div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:12.8px"><br class=""></div><div class="gmail_default" style=""><font face="tahoma, sans-serif" class=""><span style="font-size:12.8px" class="">1. YES, our workshop costs are $100/day. We believe it is important to give attendees the option of having the right number of workshops that fits their schedule (i.e., Monday </span><i style="font-size:12.8px" class="">and </i><span style="font-size:12.8px" class="">Tuesday; Tuesday only). That is why our workshop pricing is itemized. That said, it is a good idea to have a bundled and discounted workshop price along with the main conference and we will strongly consider that if we are chosen.</span></font></div><div class="gmail_default" style=""><font face="tahoma, sans-serif" class=""><span style="font-size:12.8px" class=""><br class=""></span><font style="font-size:12.8px" class="">2. YES, we did not include an original, itemized line item for our PCO and our PCO was embedded in the $149K "Production" line item. Based on a question, we presented the $60K PCO price separately. Our $60K PCO price is <i class="">all inclusive </i>and like Philadelphia includes marketing support and other labor activities. We did our research and this pricing is comfortably consistent with successful previous global North American events. </font><span id="docs-internal-guid-a3832ee6-ded2-cb02-8de8-a0da94e0b690" style="font-size:12.8px" class=""><span style="font-size:12.6667px;vertical-align:baseline;white-space:pre-wrap" class="">And, as shown throughout the proposal process, our full BLOC is prepared to be energetically involved in producing the conference.</span></span></font></div><div class="gmail_default" style=""><font face="tahoma, sans-serif" class=""><span style="font-size:12.6667px;white-space:pre-wrap" class=""><br class=""></span></font><span style="font-family:tahoma,sans-serif;font-size:12.8px" class="">Boston's PCO approach is different than both Philadelphia's and Ottawa's. We were approached by Location Tech, heard their pitch, and selected a PCO partner that did not require branding and who we felt would best reflect the BLOC's vision for the conference. We consciously gave up the underwriting that Location Tech generously offered and instead chose the formula that has worked for previous FOSS4G global conferences with OSGeo and the LOC directly partnering and sharing risks and rewards. And very importantly, we wanted some of the rewards (i.e., the 20%, or $20k of profits, whichever is smaller) to be reinvested in further building the Boston community through a new OSGeo Chapter.</span><br class=""></div><div class="gmail_default" style=""><span style="font-family:tahoma,sans-serif;font-size:12.8px" class=""><br class=""></span></div></div><div class="gmail_default"><div class="gmail_default" style=""><span style="font-family:tahoma,sans-serif;font-size:12.8px" class="">3. While the spreadsheet is incredibly helpful and I presume will be very valuable to the selection committee there is agreement across all three teams that it does not reflect a pure apples-to-apples comparison. Some significant things differ including:</span><br class=""><ul class=""><li class=""><span style="font-family:tahoma,sans-serif;font-size:12.8px" class="">The anticipated attendance in each city</span><br class=""></li><li class=""><span style="font-family:tahoma,sans-serif;font-size:12.8px" class="">The PCO approach and underwriting</span><br class=""></li><li class=""><span style="font-family:tahoma,sans-serif;font-size:12.8px" class="">The allocation approach for profits</span><br class=""></li></ul></div><span style="font-family:tahoma,sans-serif;font-size:12.8px" class="">This is fine and appropriate as the proposals do reflect a variety of legitimate approaches. It just means the numbers in the spreadsheet need to be reviewed with an eye to some of the fundamental choices the committee faces, not just the numbers in the grid.</span><br class=""><blockquote style="font-family:arial,sans-serif;font-size:12.8px;margin:0px 0px 0px 40px;border:none;padding:0px" class=""><div class="gmail_default"><font face="tahoma, sans-serif" class=""><br class=""></font></div></blockquote><font face="tahoma, sans-serif" style="font-family:tahoma,sans-serif;font-size:12.8px" class="">Thanks again for pulling the material together and giving us an opportunity to better explain our proposals. And best of luck in your deliberations and voting.</font><div style="font-family:arial,sans-serif;font-size:12.8px" class=""><font face="tahoma, sans-serif" class=""><br class=""></font></div><div style="font-family:arial,sans-serif;font-size:12.8px" class=""><font face="tahoma, sans-serif" class="">MT & the BLOC</font></div></div></div><div class="gmail_extra"><br class=""><div class="gmail_quote">On Fri, Nov 6, 2015 at 2:04 PM, Dave McIlhagga <span dir="ltr" class=""><<a href="mailto:dmcilhagga@mapsherpa.com" target="_blank" class="">dmcilhagga@mapsherpa.com</a>></span> wrote:<br class=""><blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex"><div style="word-wrap:break-word" class=""><div class="">Steven,</div><div class=""><br class=""></div><div class="">Some additions from Ottawa:</div><div class=""><br class=""></div><div class="">Room Rates - Because we are not tied into a particular hotel, and the event is right downtown - attendees would have flexibility on where to stay. Ottawa rates at the high end for that time of year would be about $175 per night, with many reasonable options available in the $100-$150 range.</div><div class=""><br class=""></div><div class="">I’d echo the apples-to-apples comparison issue regarding line items for PCO / Production costs — they are bundled for Philadelphia and Ottawa, de-coupled for Boston.</div><div class=""><br class=""></div><div class="">Workshops - same as Philadelphia</div><div class=""><br class=""></div><div class=""><span style="background-color:rgb(255,255,255)" class="">Maximum capacity is 2,000+</span><br style="background-color:rgb(255,255,255)" class=""><span style="background-color:rgb(255,255,255)" class="">Concurrent tracks = 10</span><br style="background-color:rgb(255,255,255)" class=""><span style="background-color:rgb(255,255,255)" class="">Wifi = free</span><br style="background-color:rgb(255,255,255)" class=""><span style="background-color:rgb(255,255,255)" class="">Venue conditions - none</span><br style="background-color:rgb(255,255,255)" class=""><br class=""><br style="background-color:rgb(255,255,255)" class="">Thanks,</div><div class=""><br class=""></div><div class="">Dave</div><div class=""><div class="h5"><div class=""><br class=""></div><div class=""><br class=""></div><div class=""><br class=""></div><br class=""><div class=""><blockquote type="cite" class=""><div class="">On Nov 6, 2015, at 1:01 PM, Robert Cheetham <<a href="mailto:cheetham@azavea.com" target="_blank" class="">cheetham@azavea.com</a>> wrote:</div><br class=""><div class=""><div dir="ltr" class="">Steve,<div class=""><br class=""></div><div class="">Thanks for pulling together a summary table. A few suggestions and some additional info for Philadelphia:</div><div class=""><br class=""></div><div class=""> * Maximum capacity: 2000+</div><div class=""> * Concurrent tracks supported: 10</div><div class=""> * free wifi: yes</div><div class=""><br class=""></div><div class="">Some additional suggestions:</div><div class=""><br class=""></div><div class=""> * Add a row for hotel rates - affordability was a significant concern in the pre-proposal questions. Philadelphia's rate is $209</div><div class=""><br class=""></div><div class=""> * "Workshops" should be "Workshops Only" and "Workshops Only EB" as the actual workshop price will likely be only $100/half day ($200 total) for anyone that attends the full conference. It's not clear from the Boston proposal, but I think $100 workshop fee is a per half day number added to the regular conference price, which suggests it should be listed as $200 added to the conference fee in the "Conf + Workshop" and "Conf + Workshop EB" lines, rather than $100 in the "Workshop Only" line, but perhaps Michael Terner can clarify.</div><div class=""><br class=""></div><div class=""> * In order to support an apples-to-apples comparison, the "PCO" line should probably be re-labeled "Production" or "Operations" with a line each for PCO fee and "Other Production Costs". The Eclipse Foundation included marketing efforts and other labor activities in the PCO fee, and it's not clear to me how best to compare this fee between the three bids, but the the Philadelphia and Ottawa proposals broke out the PCO fee from other operations and production costs while the Boston bid included the PCO in a $149k production costs.</div><div class=""><br class=""></div><div class="">Regards,</div><div class=""><br class=""></div><div class="">Robert</div><div class="gmail_extra"><br clear="all" class=""><div class=""><div class=""><div dir="ltr" class=""><div class=""><div dir="ltr" class=""><span class=""></span><span class=""></span><br class="">------------------<br class=""><div class=""><div class=""><br class=""></div></div></div></div></div></div></div>
<br class=""><div class="gmail_quote">On Fri, Nov 6, 2015 at 10:37 AM, Steven Feldman <span dir="ltr" class=""><<a href="mailto:shfeldman@gmail.com" target="_blank" class="">shfeldman@gmail.com</a>></span> wrote:<br class=""><blockquote class="gmail_quote" style="margin:0px 0px 0px 0.8ex;border-left-width:1px;border-left-color:rgb(204,204,204);border-left-style:solid;padding-left:1ex"><div style="word-wrap:break-word" class="">Michael<div class=""><br class=""></div><div class="">Thanks for the clarifications and suggestions. I have updated the comparison.</div><div class=""><br class=""></div><div class="">Any other changes?<br class=""><div class="">
<span style="border-collapse:separate;font-family:Helvetica;font-style:normal;font-variant:normal;font-weight:normal;letter-spacing:normal;line-height:normal;text-align:-webkit-auto;text-indent:0px;text-transform:none;white-space:normal;word-spacing:0px" class="">______<span class=""><font color="#888888" class=""><br class="">Steven<br class=""><br class=""></font></span></span>
</div><div class=""><div class="">
<br class=""><div class=""><blockquote type="cite" class=""><div class="">On 6 Nov 2015, at 03:53, Michael Terner <<a href="mailto:mgt@appgeo.com" target="_blank" class="">mgt@appgeo.com</a>> wrote:</div><br class=""><div class=""><div dir="ltr" class=""><div style="font-family:tahoma,sans-serif" class="">Steven:</div><div style="font-family:tahoma,sans-serif" class="">Thanks for generating and distributing the summary. It is very helpful to see everything lined up in one place. As per your request I would like to offer the following clarification/observations to some of your data:</div><div class=""><ul class=""><li class=""><font face="tahoma, sans-serif" class=""><b class="">Code Sprint:</b> As per our proposal and subsequent Q&A response, we have identified the code sprint as a "co-located" event that we would potentially hold during the workshop days (8/14-8/15). We would like to have a co-located code sprint and will work energetically with community organizers of the event to find the right time and place.</font></li><li class=""><font face="tahoma, sans-serif" class=""><b class="">Venue Max Capacity:</b> Our venue could potentially exceed 1,200, if needed. It would take some additional planning but we are considering attracting 1200 people an excellent goal, and it would be a "good problem" and feasible to be stretched a bit beyond that.</font></li><li class=""><font face="tahoma, sans-serif" class=""><b class="">Venue Condition: </b>As per earlier Q&A, the 810 room block is what has been offered. Specific conditions and any potential penalties are subject to negotiation if we are awarded the conference. The current proposal we have from the hotel does <u class="">not</u> mention any penalties, only that this is the maximum block of rooms that is being held for the conference.</font></li><li class=""><font face="tahoma, sans-serif" class=""><b class="">Distribution to OSGeo:</b> Yes, Boston has committed <i class="">at least </i>80% of net revenues to OSGeo (with the balance being used to establish/endow a Boston Chapter of OSGeo). We also capped the amount of that endowment to $20,000 so if we were to net our estimated profit of $145,000, OSGeo would receive $125,000, or 86.2%. We would respectfully suggest that your table also include the "net distribution" to OSGeo, not just the % as that may be misleading. Per the Philadelphia proposal's 1000 attendee number, even providing 90%, the total net return to OSGeo is $75,000, compared to Boston's $125,000 at the same attendance level. Even at an attendance of 850, Boston would still provide $73,900 to OSGeo. At 700 people, Boston would provide $31,860 to OSGeo, while Philadelphia estimates they would break even - i.e., no return to OSGeo - at 785 attendees (per the Q&A). Boston's net numbers also compare favorably to Ottawa's when looked at not only by %, but by the net, estimated contribution to OSGeo, although Ottawa anticipates holding a smaller conference in terms of attendees. In short, the budgetary comparison in the table is not "apples-to-apples" and we encourage the selection committee to closely review the nuanced differences in the "distribution to OSGeo" approaches and estimated outcomes.</font></li></ul><div class=""><font face="tahoma, sans-serif" class="">Thanks again for preparing this very helpful summary table and encouraging our comments/fact checking.</font></div><div class=""><font face="tahoma, sans-serif" class=""><br class=""></font></div><div class=""><font face="tahoma, sans-serif" class="">MT</font></div></div><div class=""><font face="tahoma, sans-serif" class=""><br class=""></font></div><div style="font-family:tahoma,sans-serif" class=""><br class=""></div><div class="gmail_extra"><br class=""><div class="gmail_quote">On Thu, Nov 5, 2015 at 7:12 PM, Steven Feldman <span dir="ltr" class=""><<a href="mailto:shfeldman@gmail.com" target="_blank" class="">shfeldman@gmail.com</a>></span> wrote:<br class=""><blockquote class="gmail_quote" style="margin:0px 0px 0px 0.8ex;border-left-width:1px;border-left-color:rgb(204,204,204);border-left-style:solid;padding-left:1ex"><div style="word-wrap:break-word" class="">I thought it might be helpful to prepare a short summary of the bids (primarily financial).<div class=""><br class=""></div><div class="">Bidders let me know if I have misinterpreted or have errors</div><div class=""><br class=""></div><div class="">Cheers<br class=""><div class="">
<span style="border-collapse:separate;font-family:Helvetica;font-style:normal;font-variant:normal;font-weight:normal;letter-spacing:normal;line-height:normal;text-align:-webkit-auto;text-indent:0px;text-transform:none;white-space:normal;word-spacing:0px" class="">______<span class=""><font color="#888888" class=""><br class="">Steven<br class=""><br class=""></font></span></span>
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