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HomeMy WebLinkAboutCOD-005-09REPORT CORPORATE SERVICES DEPARTMENT Meeting: GENERAL Date: January 19~ 2009 Report #: COD-005-0~ AND ADMINISTRATION COMMITTEE ~i~.Sa~~~on~~Pfl File # By-law #. Subject: VIDEO SHOWCASE PROGRAM It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the (lowing: 1. THAT Report COD-~05-09 be received; 2. THAT the requiremgnts of the Purchasing By-law be waived; 3. THAT the Municipality enter into a two (2) year agreement with CGI Communications, Inc.; Rochester, Ne York, for the provision of a no cost Community Video Showcase program coupled with opportunities for local business to showcase and promote themselves; 4. THAT the attached t~y-law Schedules "A" authorizing the Mayor and the Clerk to execute the two (2) year agreement be approved; 5. That the Director of corporate Services be authorized to sign any related operating agreements that ma' be required during the term of the master agreement that may be necessary to facilital~e the provision of the services; and 6. That the Purchasing'i Manager be authorized to negotiate an additional two (2) year agreements with Cdl Communications in the event a competitive service is not available on expiry of the 200-10 agreement or subsequent extensions; and 7. That the Director of corporate Services be authorized to approve and sign the agreements toe the services beyond the current and subsequent terms provided competitive s is ,are not available. \ l/Jl ~ Submitted by: Reviewed hy: ara o, H.B.Sc., C.M.O., Franklin Wu, Director of ~orporate Services Chief Administrative Officer MM\JDB\km CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, REPORT NO.: COD-005-09 1.1. 1.2. PAGE2 BACKGROUND AID COMMENT In 2008 the Manager pf Communications and Marketing was contacted by a representative of CGII, Communications Inc. of Rochester, New York, with a services proposal that would provide an opportunity for the municipality to showcase our community through oWr website at no cost and also provide local businesses an opportunity to promote their services and/or products by posting a link on the Municipality's websitq on a fee for services basis. If accepted, the two (~) year agreement will cover the following services: 1.2.1. CGI Communisations will visit the municipality and produce, at no cost to the Municipality, a'~i Welcome video as well as up to nine (g) highlight videos on topics such as relocation, economic development, business and industry, education, health care, cylture and diversity, sports and recreation, history in government and tourism. ~`o quote the material, the CGI "program will be customized to showcase the best of what Clarington has to offer to residents, visitors, and your business comrjnunity". There will be no cost to the municipality for this service. In addition to vieyving the video clips available through the website, with a simple click on the appropriate command a video clip can be sent to anyone in the world with access tol,the web. By clicking on the interface the recipient will be able to view the video'I in its entirety. 1.2.2. In the addition~to the municipal component CGI will also provide local businesses with the opportunity to utilize the CGI technology to showcase their businesses and products end services on the municipal website. CGI will handle all promotion to alarington businesses and produce logos, video clips as applicable. There is a fee for this service and CGI provides three different levels at costs that will fit small to urge businesses. Beyond the free services noted above, the municipality des not share in the revenues derived from the sale of advertising to local business. 1.2.3. A copy of the Summary of Community Video Showcase Program listing sample sites for viewirjg is attached as Schedule "B". REPORT NO.: COD-0O5-09 ', PAGE 3 1.3. Wdh respect to the promotional material prepared for local businesses and placed on our website, it is understood that said material must be in accordance with best practice and community standards and the Municipality will have final approval to ensure material is acceptable. ', 1.4. There are a number of U.S. cities taking advantage of this opportunity and Schedule B lists two as examplesi In Canada, Chatham -Kent is utilizing this service and Whitby has signed on with C¢I and currently has a letterfrom the Mayor on their website advising of the upcorrjing promotional feature and opportunity. 2. ANALYSIS / 2.1. The program offered Icy CGI is an excellent opportunity to showcase the highlights of Clarington as a place'~to reside and conduct business. The size of the audience is limited only by the nurfnber of people with access to the web with very little effort or cost to the municipality. A,though there will be no monetary charge to the municipality for the community videos we will expend some staff time during the development of the program and there wi~l be staff time needed to review the business promotional material before it is placed on the website and to coordinate the introduction of the material to the website. For clar~c~ with this trial and, thi minimum number of 2.2. Staff is year trial basis to de service that may be Purchasing By-law I with CGI instead of available. Should c this information will satisfactory and we term. n, there is no revenue generation for the municipality associated is no commitment needed on the part of the municipality for a business promotions. that the municipality take advantage of this opportunity on a two rmine the benefits and the worth of the program. As this is a fered by other marketing firms we are requesting that the waived in this instance to permit us to enter into a trial agreement dertaking a market search to determine if a competitive service is ipeting f'inns come to our attention during the two year agreement mainly be kept on record in the event the service proves sh to continue with a similar arrangement beyond the two year 2.3. In the event that the grogram is a success and the municipality wishes to continue this service beyond the expiry of this trial agreement and there are no known competitors for I REPORT NO.: COD-005-09 I, PAGE 4 it is further recomme{~ded that the Purchasing Manager be authorized to negotiate a new agreement for an additional two year term. 3. CONCLUSION 3.1. On reviewing the mafrerial and considering the opportunity to promote the municipality and its services the services and the technology offered by CGI is an excellent fit on the website and will provide benefits to the municipality, its residents and local businesses. The addition of the loyal business promotion opportunity is a bonus for the local business community khat can be provided at no cost to the municipality. CGI will undertake all of the v~deo productions and the promotions to local businesses with the exception that the municipality will post a notice of the proposed service on the website as the Town of WhRbY has done. Attachments: '~ Schedule "A" - By-Law Schedule "B" -Summary of ~ommunity Video Showcase Program Schedule "A" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2009- Being a By-law to authorize an agreement between the Corporation of the Municipality of Clarington and CGI Communications, Inc., Rochester, New York, to enter into agreement for the provision of a Community Video Showcase 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 and seal with the Corporation Seal, a contract between, CGI Communications, Inc., Rochester, New York, 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 , 2009. By-law read a third time and finally passed this day of , 2009. Jim Abernethy, Mayor Patti L. Barrie, Municipal Clerk Schedule "B" Summary of Community Video Showcase Program CGI Communications, Inc. has entered into a partnership with the US Conference of Mayors to launch the technology that CGI has developed for Streaming Video applications on the Internet. As a result of this partnership, the Municipality of Clarington has been presented with the opportunity to receive a fully produced, NO COST Community Video Showcase program to be placed on your City's website. Our Streaming Video Tour Book is an invaluable tool for the Municipality of Clarington to enhance its website by adding a video welcome message, and to showcase your community in a powerful, new and innovative way. We will come to your location with our film crew to videotape the necessary footage to fully produce the Welcome video PLUS 9 additional community highlight videos on topics such as relocation, business and industry, education, etc. The program will be customized to showcase the best of what Clarington has to offer to residents, visitors, and your business community. Also with the click of a button you will be able to send your whole video interface to anyone in the world with an email address. The video's will not come in as an attachment or a download, they will automatically buffer and play for the end user. Whether it be a recruiter, site locator, future resident, or visitor you will now have a powerful and cutting edge way to answer all questions about your community) To view example's of our Video Tour Book, please click here: http://www. cityofeasley.com/ http://www. citvofbradenton.com/ In addition to the videos we will produce for and about your community, we will also provide your local business community with the opportunity to utilize our technology by having their own video produced for them if they so choose thus providing them with a cutting edge way to showcase and promote themselves! It is solely CGI's responsibility to offer your local businesses an opportunity for participation. The Municipality bears no liability whatsoever. The addition of this Video Tour Book will truly make your City's website the focal point on the Internet for information about Clarington. Whether you are actively promoting tourism, recruiting businesses for economic development, or simply looking for ways to provide the public with additional information about your community, this is a progressive opportunity to assist you with achieving your marketing objectives. With no fnancial investment from Municipality funds, we've eliminated the need for lengthy budget meetings and approval processes, therefore allowing us to begin production immediately! Thank you for taking the time to review our proposed program for the Municipality of Clarington. We look forward to working with you! ~~. rltz~ ~~ Nicole Rongo Marketing Manager 800.398.3029 x 203 nicoler@cgicommunications.com