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HomeMy WebLinkAboutTR-31-94 THE CORPORATION OF THE TOWN OF NEWCASTLE REPORT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File# F )9, '540(o .OUk Date: MONDAY, MAY 16, 1994 Res. #_(�,P 1) - 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 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; 3 . 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 4 . 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 Sales Presentation/Corporate 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 i 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 rintin portion of this P g P 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 i I 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. Respectfu. ly submitted, Reviewed by, j ,r i g (:Mar a Marano, H.BSc. ,AMCT. , W.H. Stockwel , easurer Chief Administrative Officer MM*LB*ld i I 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.