HomeMy WebLinkAboutCOD-043-07
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REPORT
CORPORATE SERVICES DEPARTMENT
Date:
July 30, 2007
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
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By-law # ~oo'7-l7 q
COD-043-07
File #
Meeting:
Report #:
Subject:
CL2007-5, SALE OF ADVERTISING REQUIREMENTS RINK BOARD
SIGNS & LED DISPLAY BOARDS
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-043-07 be received;
2. THAT Futuresign Multimedia Displays, Inc., Markham, Ontario with a total submission of
$82,800.00 (excluding GST) being the highest responsible bidder meeting all terms,
conditions and specifications of Tender CL2007-5, be awarded the contract to provide
the marketing, sale of space and the production of Rink Boards at the Garnet B. Rickard
Recreation Complex, Darlington Sports Arena and South Courtice Arena, as required by
the Municipality of Clarington, Community Services Department;
3. THAT the attached By-law marked Schedule "A" authorizing the Mayor and the Clerk to
execute the necessary agreement be approved; and
4. THAT the total funds received be credited to the Community Services Advertising Fees
Revenue Account # 100-42-130-00000-6491
Submitted by:
Reviewed by: <3 ~U
Franklin Wu,
Chief Administrative Officer
arie Marano, H.B.Sc., C.M.O.
Director of Corporate Services
~
Director of Community Services
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COD-043-07
PaQe 2
BACKGROUND AND COMMENT
Tenders were publicly advertised and invited for the marketing, sale of space and the production
of Rink Boards as required by the Community Services Department.
Subsequently, only two submissions were received. A summary of the bids is attached as
Schedule "B" for your information. The tender was broken down into Part A and Part B. Part A
included the sale of advertising for the rink boards and the four ice resurfacers while Part B
included the sale of advertising for the LED boards in the Lobbies of the various arenas.
The tender received by Futuresign Multimedia Displays Inc., results in the highest overall
revenue to the Municipality.
The subject firm has provided satisfactory service for the Municipality throughout the term of the
previous contract. As advertising must be sold in advance of each ice season, it is necessary to
award the contract in order to ensure there is no gap in the revenues received.
For the information of Council attached is a copy of the proposed agreement marked Schedule
"C",
After further review and analysis of the tender submissions by Purchasing and Community
Services, it was mutually agreed that the proposal from Futuresign Multimedia Displays Inc.,
Aurora, Ontario be accepted and that the monies received be credited to the Community
Services Advertising Fees Revenue Account # 100-42-130-00000-6491.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 F (905)623-3330
Schedule "A"
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-lAW 2007-
Being a By-law to authorize a contract between the
Corporation of the Municipality of Clarington and Futuresign
Multimedia Displays Inc, Aurora, Ontario, in respect of the
Marketing, Sale of Space and Production of Rink Board Signs
for the Garnet B. Rickard Complex, Darlington Arena and
South Courtice Arena.
THE CORPORATION OF THE MUNICIPALITY OF ClARINGTON HEREBY ENACTS AS
FOllOWS:
1. THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the
Corporation of the Municipality of Clarington with the Corporation Seal, a contract
between, Futuresign Multimedia Displays Inc, Aurora, Ontario, and said
Corporation; and
2. THAT the contract attached hereto as Schedule "A" form part of this By-law.
By-law read a first and second time this day of
,2007.
By-law read a third time and finally passed this day of
,2007.
Jim Abernethy, Mayor
Patti L. Barrie, Municipal Clerk
Q!J!-!llgton
Schedule "B"
Municipality of Clarington
Tender CL2007-5
SALE OF ADVERTISING REQUIREMENTS
RINK BOARD SIGNS & LED DISPLAY BOARDS
Futuresign Multimedia
Displays, Inc.
Markham, ON
RINK BOARD ANNUAL PAYMENT
September 1, 2007 = $22,800.00
September 1,2008 = $22,800.00
September 1,2009 = $22,800.00
TOTAL = $68,400.00
ICE RESURFACERS ANNUAL PAYMENT
September 1, 2007 = $1,200.00
September 1,2008 = $1,200.00
September 1, 2009 = $1,200.00
TOTAL =
LED LOBBY SIGN ANNUAL
PAYMENT
September 1, 2007 = $3,600.00
September 1,2008 = $3,600.00
September 1, 2009 = $3,600.00
TOTAL = $10,800.00
Boardview Advertising
Inc.
Toronto, ON
RINK BOARD ANNUAL PAYMENT
September 1, 2007 = $20,050.00
September 1,2008 = $20,050.00
September 1, 2009 = $20,050.00
TOTAL = $ 60,150.00
ICE RESURFACERS ANNUAL PAYMENT
September 1, 2007 = $300.00
September 1, 2008 = $300.00
September 1, 2009 = $300.00
TOTAL = $ 900.00
LED LOBBY SIGN ANNUAL
PAYMENT
September 1, 2007 = $3,000.00
September 1, 2008 = $3,000.00
September 1, 2009 = $3,000.00
TOTAL = $9,000.00
PART "An
SCHEDULE "C"
AGREEMENT
THIS AGREEMENT made the
BElWEEN:
4th
day of JULY
2007.
MUNICIPALITY OF CLARINGTON
AND:
FUTURESIGN MULTIMEDIA DISPLAYS INC.
(Hereinafter referred to as the "Company")
WHEREAS the Corporation of the Municipality of Clarington has authorized the
Community Services Department to co-ordinate and supervise the marketing and selling
of advertising panels at the Garnet B. Rickard Complex, Darlington Sports Centre, and
South Courtice Arena.
BY SIGNING THIS AGREEMENT, the parties do hereby agree to be bound by the
Terms and Conditions of CL2007-5 and the following:
1. The Municipality grants the exclusive right to sell and display advertisements on
the rink boards of the ice surfaces located at the Garnet B. Rickard Recreation
Complex, Darlington Sports Centre, and South Courtice Arena.
2. This agreement shall be in effect for the three (3) year period commencing as of
September 1, 2007, subject to the performance of t,he terms of this Agreement.
The Municipality may terminate this Agreement for non-payment of fees or any
breach of the covenants and obligations of its part to be observed and
performed.
3. The Company agrees to pay the Municipality of Clarington in current funds the
following guaranteed minimum payment schedule plus applicable tax, in the form
of certified cheque, bank draft or money order, due on the specified date.
On September 1,2007 and prior to any advertising boards being installed, the
"Comoanv" will pay in advance the first year guarantee in the amount of
$24,000.00 plus G,S.T. subsequent payments due as indicated below:
September 1, 2007
Minimum payment
of $24,000.00
September 1, 2008
Minimum payment
of $24,000.00
September 1, 2009
Minimum payment
of $24,000.00
$ 24,000.00 or the greater of:
payment of $ 300.00 per 3' X 8' board
payment of $ 150.00 per 3' X 4' board
payment of $ 300.00 per ice resurfacer X boards.
$ 24,000.00 or the greater of:
payment of $ 300.00 per 3' X 8' board
payment of $ 150.00 per 3' X 4' board
payment of $ 300.00 per ice resurfacer X boards
$ 24,000.00 or the greater of:
payment of $ 300.00 per 3' X 8' board
payment of $ 150.00 per 3' X 4' board
payment of $ 300.00 per ice resurfacer X boards
SCHEDULE "C"
AGREEMENT
PART "An
4. The Company agrees to supply and warrantee all work and materials for the term of this
Agreement and to carry on behalf of the manufacturer the warranty on the LEXAN pieces.
5. The Company acknowledges and agrees to the following terms and conditions:
(a) To guarantee the quantity of rink board advertisements available for placements
indicated above;
(b) All advertising signs shall remain the property of the Advertiser and may be replaced at
any time. The Municipality shall not be held liable for damage to the signs for any
reason;
(c) The Company shall be responsible for installing and replacing any damaged or defaced
signs and insuring that the signs are maintained in a safe condition and pleasing
appearance for the term of this Agreement, not to include acts of God as set out, but not
limited to, earthquake, snowslide, landslide, subsidence or other earth movement, flood
including waves, tides, tidal waves and the rising of, the breaking out or the overflow of
any body of water, whether natural or man-made, damage arising out of war, invasion,
acts of foreign enemy, hostilities (whether war be declared or not), civil war, rebellion,
revolution, insurrection or military power, or damage imposed by or arising under the
Nuclear Liability Act.
(d) The Company undertakes that the advertising place by it shall be in accordance with the
regulations and standards set by the Canadian Advertising Council and the Corporation
of the Municipality of Clarington;
(e) All advertising signs installed by the Company will be of high moral standard, non-
political and not contrary to public order and taste as determined by the Municipality;
6. The Company hereby covenants to indemnify and save harmless the Municipality from all
actions, causes of action, suits, claims and / or demands whatsoever which may arise directly
or indirectly as a result of placing any advertisement by the Company under the terms of this
Agreement.
7. The Company shall maintain liability insurance with any Insurance Company acceptable to the
Municipality of Clarington to save harmless and indemnify both the Municipality and
Contractors against property damage, personal injury, including death which may arise from
operations within this contract. The Municipality shall be added to the Company's Insurance
Policy as additional coverage. Such insurance shall be not less than three million
($3,000,000.00) Public Liability coverage. A certificate of insurance must be provided to the
Municipality of Clarington. Any damages to any or all properties as a result of the work
performed by the Company will be repaired at the expense of the Company to the satisfaction
of the Director of Community Services or his designate.
8. The Municipality agrees to provide the Company access to the facilities for the convenience of
installing, repairing and / or replacing advertisement signs.
9. This Agreement shall not be assigned without the written consent of the parties hereto, which
consent shall not be unreasonably withheld.
10. The company agrees to display public service and municipality self advertised faces on a "no
change" basis for one available advertising space on a rink board at a location to be specified
by the municipality. The cost of production of advertising copy shall be borne by the Company
for a maximum of three messages (one at each arena). Design and appearance of all public
services messages shall be subject to approval by the company.
SCHEDULE "C"
AGREEMENT
PART "A"
IN WITNESS THEREOF the parties hereto have caused to be executed those presents by their
officers properly authorized in that behalf on the day and year first above written.
COMPANY
AND
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
Mayor Jim Abernethy
Patti L. Barrie, Municipal Clerk
SCHEDULE "C"
AGREEMENT
PART "B"
THIS AGREEMENT made the 4th day of JULY, 2007.
BETWEEN:
MUNICIPALITY OF CLARINGTON
AND:
FUTURESIGN MULTIMEDIA DISPLAYS INC.
(Hereinafter referred to as the "Company")
WHEREAS the Corporation of the Municipality of Clarington has authorized the Community Services
Department to co-ordinate and supervise the marketing and selling of advertising panels at the
Garnet B. Rickard Recreation Complex, South Courtice Arena and Courtice Community Complex.
BY SIGNING THIS AGREEMENT, the parties do hereby agree to be bound by the Terms and
Conditions of Tender CL2007-5 and the following:
1. The Municipality grants the exclusive right to sell and display advertisements on display boards
and LED Display Boards located at the Garnet B. Rickard Recreation Complex, South Courtice
Arena and Courtice Community Complex.
2. This agreement shall be in effect for the three (3) year period commencing as of September 1,
2007, subject to the performance of the terms of this Agreement. The Municipality may
terminate this Agreement for non-payment of fees or any breach of the covenants and
obligations of its part to be observed and performed.
3. The Company agrees to pay the Municipality of Clarington in current funds the following
guaranteed minimum payment schedule plus applicable tax, in the form of certified cheque,
bank draft or money order, due on the specified date.
On September 1, 2007, The "Company" will pay in advance the first year guarantee in the amount of
$ 3,600.00 plus G.S.T. subsequent payments due as indicated below:
September 1, 2007
payment of $1 ,200.00 display board X 3 locations = $ 3,600.00
September 1, 2008
September 1, 2009
payment of $1 ,200.00 display board X 3 locations = $ 3,600.00
payment of $1,200.00 display board X 3 locations = $ 3,600.00
SCHEDULE "C"
AGREEMENT
PART "B"
4. The Company agrees to supply and warrantee all work and materials for the term of this
Agreement and to carry on behalf of the manufacturer the warranty.
5. The Company acknowledges and agrees to the following terms and conditions:
a) To guarantee the quantity of board advertisements available for placements indicated
above;
b) All advertising signs shall remain the property of the Advertiser and may be replaced at any
time. The Municipality shall not be held liable for damage to the signs for any reason;
c) The Company shall be responsible for installing and replacing any damaged or defaced
signs and insuring that the signs are maintained in a safe condition and pleasing
appearance for the term of this Agreement, not to include acts of God as set out, but not
limited to, earthquake, snowslide, landslide, subsidence or other earth movement, flood
including waves, tides, tidal waves and the rising of, the breaking out or the overflow of any
body of water, whether natural or man-made, damage arising out of war, invasion, acts of
foreign enemy, hostilities (whether war be declared or not), civil war, rebellion, revolution,
insurrection or military power, or damage imposed by or arising under the Nuclear Liability
Act.
d) The Company undertakes that the advertising placed by it shall be in accordance with the
regulations and standards set by the Canadian Advertising Council and the Corporation of
the Municipality of Clarington;
e) All advertising signs installed by the Company will be of high moral standard, non-political
and not contrary to public order and taste as determined by the Municipality;
6. The Company hereby covenants to indemnify and save harmless the Municipality from all
actions, causes of action, suits, claims and lor demands whatsoever which may arise directly
or indirectly as a result of placing any advertisement by the Company under the terms of this
Agreement.
7. The Company shall maintain liability insurance with any Insurance Company acceptable to the
Municipality of Clarington to save harmless and indemnify both the Municipality and
Contractors against property damage, personal injury, including death which may arise from
operations within this contract. The Municipality shall be added to the Company's Insurance
Policy as additional coverage. Such insurance shall be not less than three million
($3,000,000.00) Public Liability coverage. A certificate of insurance must be provided to the
Municipality of Clarington. Any damages to any or all properties as a result of the work
performed by the Company will be repaired at the expense of the Company to the satisfaction
of the Director of Community Services or his designate.
8. The Municipality agrees to provide the Company access to the facilities for the convenience of
installing, repairing and I or replacing advertisement signs.
9. This Agreement shall not be assigned without the written consent of the parties hereto, which
consent shall not be unreasonably withheld.
SCHEDULE "C"
AGREEMENT
PART "B"
IN WITNESS THEREOF the parties hereto have caused to be executed those presents
by their officers properly authorized in that behalf on the day and year first above
written.
COMPANY
AND
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
Mayor Jim Abernethy
Patti L. Barrie. Municipal Clerk