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HomeMy WebLinkAboutTR-77-96 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Meeting: File# Date: September 23, 1996 Res. # �- LL By-Law# 1 _ -_1.9 Report#: TR_77_AK File #: Subject: QUOTATION Q96-2, RINK BOARD SIGNS Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report TR-77-96 be received; 2. THAT the contract awarded to Graphic Lettering Services, Bowmanville, Ontario, for the marketing, sale of space and production of Rink Boards be cancelled; 3. THAT the three (3) year proposal from Brooklin Bulletin Publishing Company Limited, Brooklin, Ontario, to provide the marketing, sale of space and the production of Rink Boards, as required by the Department of Community Services be accepted; 4. THAT the attached By-Law (Schedule "A"), authorizing the Mayor and Clerk to execute the appropriate agreement be approved; and 5. THAT the funds received be credited to the Community Services Advertising Fees Revenue, Account #6400-00036-0000. l� BACKGROUND AND COMMENT: At a Council meeting held on Monday, June 24, 1996 the contract for the marketing, sale of space and production of rink boards, was awarded to Graphic Lettering Services, Bowmanville, Ontario, with a total annual revenue bid of approximately $22,000.00, plus applicable taxes, for the Municipality of Clarington requirements as per Report TR-48-96 (Schedule "C" attached). Subsequently, an order was placed with this firm for the Community Services requirements. However, on September 3, 1996, Graphic Lettering Services informed the Municipality they were unable to pursue the advertising program as per the contract. I i 1 Pa PieR RP�PE�D EYGE 801 i G6PRIt D«!REGY-D­ER TR-77-96 Page - 2 - Consequently, the second bidder, Brooklin Bulletin Publishing Company Limited, Brooklin, Ontario, has agreed to honour the price as bid on Contract Q96-2 in the amount of approximately $8,640.00 per year plus applicable taxes. The subject firm has worked satisfactorily for the Municipality of Clarington in prior years. For the information of Council, attached is a copy of the proposed agreement marked Schedule "B" After further review and analysis of the proposals by Purchasing and Community Services, it was mutually agreed that the proposal from Brooklin Bulletin Publishing Company Limited, Brooklin, Ontario, be accepted and the monies received be credited to the Community Services Advertising Fees Revenue Account #6400-00036-0000. Respect f y submitted, Reviewed by, 4 e A. Marano, H.BSc., A.M.C.T., W.H. Stockwell, Tress r. Chief Administrative Officer. Jose h Caruana, Dire, tqr of Community Services. tom' MM/LAB/SS/hjl Attachments i I i 802 SCHEDULE "A" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NUMBER 96- i Being a By-law to authorize a contract between Brooklin Bulletin Publishing Company Limited, j Brooklin, Ontario, in respect of the Marketing, Sale of Space and Production of Rink Board Signs for the Garnet B. Rickard Recreation Complex and the Darlington Sports Centre. 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 Brooklin Bulletin Publishing Company Limited and said Corporation. By-law read a first and second time this day of September, 1996. By-law read a third time and finally passed this day of September, 1996. Mayor Clerk f I i i 803 i SCHEDULE "C" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File# Date: MONDAY, JUNE 17, 1996 Res. # Report#: TR-48-96 File#: By-Law# Subject: QUOTATION Q96-2, RINK BOARD SIGNS Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1 . THAT Report TR-48-96 be received; 2 . THAT the Three (3) year proposal from Graphic Lettering Services, Bowmanville, Ontario, to provide the marketing, sale of space and the production of Rink Boards, as required by the Department of Community Services be accepted; 3 . THAT the attached By-law (Schedule "A" ) , authorizing the Mayor and Clerk to execute the appropriate agreement be approved; and 4 . THAT the funds received be credited to the Community Services Advertising Fees Revenue Account #6400-00036-0000 . BACKGROUND AND COMMENT: The Quotation was publicly advertised for the marketing, sale of space and the production of Rink Boards as required by the i Community Services Department . Subsequently, proposals were submitted and received as per Schedule "B" attached. I As indicated by the figures in Schedule "B" , the proposal received from Graphic Lettering Services results in the highest overall revenue to the Municipality. It is estimated that based on the total revenue per board, that the total annual revenue will be i approximately $22, 000 . 00 . j P:PEa o®wE.P�Ea 8,0 4 p- ns svaw�oori nECVC�ovncEa REPORT NO. : TR-48-96 PAGE 2 QUOTATION Q96-2 The subject firm has worked satisfactorily for the Municipality of Clarington in prior years . For the information of Council, attached is a copy of the proposed Agreement marked Schedule "C" . After further review and analysis of the proposals by Purchasing and Community Services, it was mutually agreed that the proposal from Graphic Lettering Services, Bowmanville, Ontario, be accepted and that the monies received be credited to the Community Services Advertising Fees Revenue Account #6400-00036-0000 . Respectfully submitted, Reviewed by, I Marie Marano, H.BSc . ,AMCT. , W.H. Stockwell, Treasurer Chief Administrative Officer Joseph P. Caruana, Director of Community Services MM*LB*ld 805 SCHEDULE "A" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NUMBER 96- Being a By-law to authorize a contract between Graphic Lettering Services, Bowmanville, Ontario, in respect of the Marketing, Sale of Space and Production of Rink Board Signs for the Garnet B. Rickard Recreation Complex and the Darlington Sports Centre. 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 Graphic Lettering Service and said Corporation. By-law read a first and second time this day of June, 1996. By-law read a third time and finally passed this day of June, 1996. Mayor Clerk 806 SCHEDULE"B" BID SUMMARY Q96-2 RINK BOARD SIGNS PER BOARD PER YEAR BIDDER Total Cost Fee for Revenue to to Advertiser Service Municipality Graphic Lettering Services S1,600.00 $650.00 $950.00 Bowmanville, Ontario Brooklin Bulletin Publishing Co. G.B.R.C., 12 signs rental 51,200.00 $720.00 $480.00 Brooklin, Ontario art S 298.00 D.S.C., 8 signs rental S 900.00 $540.00 $360.00 art S394.00 Boardview Advertising Inc. 1st Year 51,100.00 $ 20.00 $300.00 Toronto, Ontario 2nd Year S1,000.00 $650.00 $350.00 3rd Year S 900.00 $550.00 $350.00 G.S.T. not included 807 SCHEDULE "C" AGREEMENT THIS AGREEMENT made the day of 1996 BETWEEN: MUNICIPALITY OF CLARINGTON (Hereinafter referred to as the "Municipality") AND: GRAPHIC LETTERING SERVICES (Hereinafter referred to as the "Company") WHEREAS the Corporation of the Municipality of Clarington has authorized the Community Services Department to co-ordinate and supervise the marketing and selling of advertising panels at the Garnet B. Rickard Recreation Complex and Darlington Sports Centre. BY SIGNING THIS AGREEMENT, the parties do hereby agree to be bound by the following: 1. The Municipality grants the exclusive right to sell and display advertisements on the rinkboards of the ice surfaces located at the Garnet B. Rickard Recreation Complex and the Darlington Sports Centre. 2. This agreement shall be in effect for the three (3) year period commencing as of the date of the signing, subject to the performance of the terms of this Agreement. The Municipality may terminate this Agreement for non-payment of fees or any breach of the covenants and obligations of its part to be observed and performed. 3. The Company agrees to remit to the Municipality the total of nine hundred and fifty dollars ($ 950.00) per rinkboard advertisement sold. This fee covers the costs associated with the selling, creation, installation and maintenance of the rinkboard advertisement during the term of this Agreement. 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. i I 808 I I - 2 - 5. The Company acknowledges and agrees to the following terms and conditions: (a) There shall be a minimum of twenty-four (24) rinkboard advertisements available for placement; (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/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 $1,000,000.00 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 th,,, 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. 809 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NUMBER 96- Being a By-law to authorize a contract between Brooklin Bulletin Publishing Company Limited, Brooklin, Ontario, in respect of the Marketing, Sale of Space and Production of Rink Board Signs for the Garnet B. Rickard Recreation Complex and the Darlington Sports Centre. 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 Brooklin Bulletin Publishing Company Limited and said Corporation. By-law read a first and second time this day of September, 1996. By-law read a third time and finally passed this day of September, 1996. Mayor Clerk I i i 811 SCHEDULE "B" AGREEMENT THIS AGREEMENT made the day of 1996 BETWEEN; MUNICIPALITY OF CLARINGTON (Hereinafter referred to as the "Municipality") AND; BROOKLIN BULLETIN PUBLISHING COMPANY LIMITED (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 and Darlington Sports Centre, BY SIGNING THIS AGREEMENT, the parties do hereby agree to be bound by the following; 1. The Municipality grants the exclusive right to sell and display advertisements on the rinkboards of the ice surfaces located at the Garnet B. Rickard Recreation Complex and the Darlington Sports Centre, 2. This agreement shall be in effect for the three (3) year period commencing as of the date of the signing, 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 remit an annual rental fee to the Municipality in the total of four hundred and eighty dollars($480,00)per rinkboard advertisement sold for Garnet B, Rickard Recreation Centre and Three hundred and Sixty Dollars ($360,00) per rinkboard advertisement sold for Darlington Sports Complex, The Company shall bear all costs associated with the selling, creation, installation and maintenance of the rinkboard advertisement during the term of this Agreement. 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. 812 i Page Two 5. The Company acknowledges and agrees to the following terms and conditions; (a) There shall be a minimum of twenty (20) rinkboard advertisements available for placement; (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/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 $1,000,000.00 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. IN WITNESS THEREOF the parties hereto have caused to be executed those presents by their officers properly authorized in I I i 813 I