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Home My WebLink AboutTR-1-95 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Meeting: File ff Date: MONDAY, JANUARY 9, 1995 Res. # L'pr)-- Report TR-1-95 File#: By-Law# Subject: RFQ94-1, ECONOMIC DEVELOPMENT PROMOTIONAL BROCHURES Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1 . THAT Report TR-1-95 be received; 2 . THAT the additional funds required in the amount of $7, 561 . 60 be drawn from the Economic Development 1994 Current Budget Printing and Reproduction Account #7710-00000-0205; and 3 . THAT the remaining two publications (Community Profile and Start Up Guide) be cancelled from the purchase orders and be re-budgeted for in 1995 . BACKGROUND AND COMMENT Subsequent to Report TR-31-94 and Council Resolution GPA#326-94 (see Schedule "All attached ) purchase orders were issued to both Marskell Group and Newcastle Graphics . As the project for the development and printing of the required brochures proceeded it became evident that changes to the original specifications with respect to the creative, films, and quality of paper were required in order to produce a quality product that would serve the needs of the Municipality. The changes made to the printing specifications were successful as has been proven by the awards recently received by the Municipality (to be made public January 26, 1995) . P"ER IYCLE PA IEH IS PE-ED U4 R-CLED PAPER REPORT NO. : TR-1-95 PAGE 2 RFQ94-1 The total funds allocated for this project as identified in Report TR-31-94 were $29, 897 . 80 . The above costs includes the development and printing of the following publications : Economic Development Brochure Business and Industrial Directory Display Booth Graphics Magazine and Newsprint Advertisements Newsletter Included in the original purchase orders, but not yet completed are : Community Profile Business Start Up Guidebook Included in the total anticipated cost on the original purchase orders was the creative and printing of the Community Profile and the Start Up Guide at $9, 689 . 90 . As a result of the required changes, the total funds expended to date excluding the remaining two publications are $37,459 .40 . It is therefore recommended that the remaining two publications, that being the Community Profile and the Business Start Up Guidebook, be cancelled from the purchase orders and that they be provided for in the 1995 Economic Development current budget . It is also recommended that the additional funds expended to date in the amount of $7, 561 . 60 be drawn from the Economic Development 1994 current budget account #7710-00000-0205, Printing and Reproduction. This allocation will leave this particular account over budget by approximately $4, 100 . 00, however there are sufficient unexpended funds within the overall Economic Development Budget to accommodate the expenditure . � E� t REPORT NO. : TR-1-95 PAGE 3 RFQ94-1 It should be noted that the quality of the newsletter was such that advertising opportunities were realized and revenues in the amount of $3, 998 . 00 were generated and have been allocated to Revenue Account ##6400-00091-0000 . This amount will essentially offset the over expenditure incurred of $4, 100 . 00 . In addition, during the 1994 Budget deliberations, significant discussion took place regarding the budget allocation for printed material and consequently, the authority was given to the Chief Administrative Officer to adjust accordingly within the overall approved budget . The . Treasurer has reviewed the funding requirements and concurs with the recommendation. Queries with respect to department needs, specifications, etc. , should be referred to the Chief Administrative Officer. Respectfully submitted, Reviewed by, rie Marano, H.BSc . ,AMCT. , W.H. Stockwell Treasurer Chief Administrative /officer MM*LB*ld I SCHEDULE "A" THE CORPORATION OF THE TOWN OF NEWCASTLE REPORT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File # Date: MONDAY, MAY 16, 1994 Res. # Report #: TR-31=94 File #: By-Law Subject: RFQ 94-1 ECONOMIC DEVELOPMENT PROMOTIONAL BROCHURES Recommendations: It is respectfully recommended that the General 'Purpose and Administration Committee recommend to Council the following: 1 . THAT Report TR-31-94 be received; 2 . THAT the procedures set out in the Purchasing By-law No. 82- 96 , Section 5, Paragraph 06 , be waived for this particular transaction; 3 . THAT Marskell Group, Etobicoke, Ontario, with a total bid price of $17,550 .00 be awarded the contract to supply the design, layout, photography, film, colour separations, proofs, and . preparation of the economic development promotional brochures outlined in the body of this report; 4 . THAT Newcastle Graphics, Bowmanville, Ontario, with a total bid price of $12,347 . 80 be awarded the contract to supply the printing requirements for the supply of the economic development promotional brochures; and 5 . THAT the total funds required in the amount of $29,897 . 80 be drawn from the Economic Development 1994 current budget account #7710-00000-0205, FORTHWITH. BACKGROUND AND COMMENT` A request for proposal was issued with thirteen prospective bidders being invited to submit a proposal. For the information of Council, the Economic Development requirements identified in the request for proposal are as follows: Economic Development Brochure Community Profile Business and Industrial Directory Display Booth Graphics Standard Magazine and Newsprint Advertisements Newsletter / Business Start-up Guidebook / 9 4 Sales Presentation�Ct��fate Image Video REPORT NO. : TR-31-94 PAGE 2 RFQ94-1 The nature of this project is such that it would not be in the best interest of the Municipality to issue formal tender specifications. The experience, ability and creativity of the bidders are major considerations in the award of the contract, therefore it was felt that it was more appropriate -to request pricing by means of a request for proposal rather than a tender. Subsequently, bids were received and tabulated as per schedule "A" attached. - Each proposal was reviewed by the Chief Administrative Officer, the Economic Development Officer, and the Purchasing and Supply Agent. In. addition interviews were held with the three overall low bidders, being Newcastle Graphics, The Photographic Group, and Marskell Group. These interviews provided the three firms with an opportunity to provide examples of some of the work they have done in the past, to explain their proposal in detail, and to outline some of their ideas as to how they would approach this project. Although the submission by each bidder included all of the creative preparation as well as the printing, the Marskell Group have advised that .they do not do the actual printing themselves, but in fact would sub-contract it out to an outside printer. In view of this, it is the opinion of staff that it would be in the best interest of the Municipality to award the printing portion of the contract to a printer that we are familiar with and that has provided us with satisfactory service in the past. It is therefore also recommended that Newcastle Graphics, Bowmanville, Ontario be awarded the actual printing portion of this project. Both the � Marskell Group and Newcastle Graphics have agreed to this type of arrangement. In addition Marskell Group have agreed to act as our agent and to co-ordinate all of the printing requirements with Newcastle Graphics . , I 705 . r . REPORT NO. : TR-31-94 PAGE 3 RFQ94-1 After further review and analysis of the results of both the written proposals as well as the information provided in the interview process, it was mutually agreed that the Marskell Group, Etobicoke, Ontario, be recommended for the contract to provide the Design, layout, photography, film, colour separations , proofs, and preparation and that Newcastle Graphics, Bowmanville, Ontario be recommended for the printing portion of the contract for the Economic Development Brochure, the Community Profile, the Business and Industrial Directory, the Standard Magazine and Newsprint Advertisements, the Newsletter, and the Business Start-up Guidebook. Due to the immediate need of these brochures, a FORTHWITH approval is requested. For the information of Council, the Display Booth Graphics , the Sales Presentation/Corporate Image Video and the Audio Tape Production will be reviewed and addressed at a later date. The required funds will be drawn from the Economic Development approved 1994 Current Budget Account #7710-00000-0205 from which there are adequate funds available. Respectfully submitted, Reviewed by, Marie Marano, H.BSc . ,AMCT. , W.H. Stockwell, Treasurer Chief Administrative Officer MM*LB*ld / U6 i SCHEDULE "A" BID SUMMARY RFQ94-1 BIDDER TOTAL BID COMMENTS AMOUNT Truchan & Truchan Design $5,050. 00 Printing not included, Courtice, Ontario bid on Economic Development Brochure Only The Photographic Group $25,105 . 00 Whitby, Ontario Marskell Group $29,550 . 00 Printing done by Etobicoke, Ontario outside source. If printing not included $17 ,550 . 00 Newcastle Graphics $32,797 . 80 Bowmanville, Ontario R.L. Communications Inc. $46,456 . 00 Pickering, Ontario Kenneth Caplan & Assoc . $85,092 . 50 Markham, Ontario Multiple Images Design $104,323 . 00 Group NOTE: The Bid Price does not include Display Booth Graphics , Sales Presentation/Corporate Image Video and Audio Tape Production. i i 107 L THE CORPORATION OF THE TOWN OF NEWCASTLE io- Memorandum To: Lou Ann Birkett, Purchasing and Supply Agent From: Marie Knight, Deputy Clerk Date: May 31, 1994 Subject: RFQ 94-1 ECONOMIC DEVELOPMENT PROMOTIONAL BROCHURES, OUR FILE: F.18.5406.QU At a meeting held on May 30, 1994, the Council of the Muncipality of Clarington approved Recommendation #GPA-326-94: "THAT Report TR-31-94 be received; THAT the procedures set out in the Purchasing By-law No. 82-96, Section 5, Paragraph 06, be waived for this particular transaction; THAT Marskell Group, Etobicoke, Ontario, with a total bid price of $17,550 .00 be awarded the contract to supply the design, layout, photography film, colour separations, proofs, and preparation of the economic development promotional brochures outlined in the body of Report TR-31-94; THAT Newcastle Graphics, Bowmanville, Ontario, with a total bid price of $12,347 . 80 be awarded the contract to supply the printing requirements for the supply of the economic development promotional brochures; and THAT the total funds required in the amount of $29,897 . 80 be drawn from the Economic Development 1994 current budget account #7710-00000-0205, FORTHWITH. " Marie P. C.T , CMM Deputy Clerk t' _ MPK/hju'(if, F cc : M. Marano, Treasurer c ,..'! r^;.,; %,_ �"_;'t��:'°•�?;'�il<< T. Letts, Economic Development Officer,