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THE CORPORATION OF THE TOWN OF NEWCASTLE
REPORT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File# _a
Date: MONDAY, JULY 18, 1994 Res. # - qcE
Report#: TR-59-94 File#: By-Law#
Subject: RFQ94-2, CORPORATE IMAGE VIDEO
ECONOMIC DEVELOPMENT OFFICE
Recommendations:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1. THAT Report TR-59-94 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 Omni Media, St. Catharines, Ontario, with a total bid
price of $18,407 .00 (plus applicable taxes) for "Part A" and
$312 .50 (plus applicable taxes) for "Part B" be awarded the
contract to supply the creation of a "Corporate Image Video"
(Part A) and to provide 50 copies of the completed video (Part
B) ; and
4 . THAT the total funds required in the amount of $18,719 .50
(plus applicable taxes) be drawn from the Economic Development
1994 current budget account #7710-00000-0209 .
BACKGROUND AND COMMENT
A request for proposal was issued with 6 (six) prospective bidders
being invited to submit a proposal.
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.
'All
REPORT NO. : TR-59-94 PAGE 2
RFQ94-2, CORPORATE IMAGE VIDEO
ECONOMIC DEVELOPMENT OFFICE
Subsequently, bids were received and tabulated as per schedule "A"
attached.
Each proposal was reviewed by the Economic Development Officer and
the Purchasing and Supply Agent. In addition, interviews were held
with all of the bidders. These interviews provided the 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.
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Staff's comments with respect to the proposals and the
justification for the selection of the subject firm are outlined on
the attached schedule
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 Omni Media, St.
Catharines, Ontario, be recommended for the contract to create a
"Corporate Image Video" (Part A) and to provide 50 copies of the
completed video (Part B) .
The required funds will be drawn from the Economic Development
approved 1994 Current Budget Account #7710-00000-0209 from which
there are adequate funds available.
Respectfully submitted, Reviewed by,
I
ar Marano, H.BSc . ,AMCT. , W.H. Stockwel
asurer Chief Administrative Officer
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Attach.
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SCHEDULE "A"
RFQ94-21 CORPORATE IMAGE VIDEO
ECONOMIC DEVELOPMENT OFFICE
BIDDER TOTAL BID DUPLICATIONS
AMOUNT
TVI Video $11,500. 00 50 - $7 .00 ea
Bowmanville, Ontario 100 - $5.00 ea
Soft Science Assoc . Ltd. $12,500. 00 - option #1 50 - $12 . 00 ea
Gores Landing, Ontario $21,500. 00 - option #2 100 - $11. 00 ea
R.S. Video Productions $13,900.00 50 - $6 . 00 ea
Newcastle, Ontario 100 - $5 .50 ea i
Outlook Communications Inc. $15,700.00 50 - $5.50 ea
Orono, Ontario 100 - $4 .50 ea
Omni Media $18,407 .00 50 - $6 .25 ea
St. Catharines, Ontario 100 - $5 .40 ea
Applied Strategies $30,200.00 50 - 100 copies
Kendal, Ontario $6 . 50 ea
NOTE: ALL PRICES ARE TAXES EXTRA
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SCHEDULE "B"
BID EVALUATION SUMMARY
T.V.I. RS SOFT OUTLOOK OMNI APPLIED
VIDEO VIDEO SCIENCE COMMUNIC. MEDIA STRATEGIES
Confidence in Team 5 6 3 2 1 4
Project Approach 4 5 3 2 1 6
Film Format/Technical 4 6 2 3 1 5
Similar Project 4 6 2 3 1 5
Experience
Video Quality 4 6 2 3 1 5
Marketing 4 6 2 3 1 5
Materials/Presentation
1 LEGEND•
1 - Most Qualified
6 - Least Qualified
Confidence in Team: Similar Project Experience
*ability to motivate public *Economic Development Videos
*professionalism
*enthusiasm
Past Video Quality
Project Approach *graphics
*schedule detail *scripting
*concept alternatives •lighting/backgrounds
Film Format & Technical Company Marketing Materials & Presentation
*resolution *polish
•availability *errors
*equipment experience *clarity