HomeMy WebLinkAboutCOD-044-05
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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date:
September 6, 2005
COD-044-05 File #_
P-e5 J1. G/fF3 f I-!Js
By-law #
Report #:
Subject:
Request for Proposal RFP2005-10 - Marketing Services for the Brian
McFarlane Museum
Recommendations:
It is respectfully recommended that the General Purpose and Administrative Committee recommend to
Council the following:
1. THAT Report COD-044-05 be received;
2. THAT the proposal received from Marketing Dynamic Solutions, Alton, Ontario being the most
responsive bidder meeting all terms, conditions and specifications of Request for Proposal
RFP2005-10 be awarded the contract for the provision of the Marketing Services for the Brian
McFariane Museum at an estimated cost of $97,000.00 plus GST; and
3. THAT the expenditure for the Marketing Services be funded from the Impact Escrow Reserve
Fund included in the funding previously approved for Clarington's Brian McFarlane Hockey
Museum Account 110-42-421-84242-7401..
~ri arano H.B.Sc., C.M.
D' r of Co orate Servi
~
4-.r Joseph Caruana
1'_ Director of Comm ity Services
........~ eX (j1-~ ksidflV'-
l1\. Nancy Taylor, B.B.A., CA,
Director of Finance
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Reviewed
Submitted by:
COD-044-05 Page
2
BACKGROUND AND COMMENT
A request for proposal was publicly advertised and issued with bid documents being
issued to eighteen firms. The following is a tabulation of bids submitted:
Bidder Total Bid Amount*
Marketing Dynamic Solutions $97,000.00
Alton, ON
Garth Armstrong Design Group $57,340.00
Whitby, ON
Marketing Guy $35,000.00
Peterborough, ON
Hawson Bridge & Smith $63,000.00
Mississauga, ON
* Plus GST
Representatives from the Community Services Department and Purchasing reviewed
and scored each proposal based on the following criteria:
Previous Experience
?
Experience of Key Personnel
?
Price
?
Working knowledge in Clarington and Durham Region
?
Ability to Complete the Project on Schedule
?
Completeness of Proposal
?
Creativity
?
As per the request for proposal document, the consultant selection would be made on
the basis of the written proposal, a potential interview and reference checks.
Upon completion of the document review by the selection committee, two firms,
Marketing Dynamics and Garth Armstrong Design Group were selected for an interview.
On completion of the interviews and presentations by both firms the scores were
compiled and both firms scored high with the difference being negligible. The
COD-044-05 Page
3
references for each firm were also checked and the scores were added to ratings for the
proposal and the interview component to arrive at an overall score.
Staff was impressed with the coverage of the proposed services, proponents’
experience and enthusiasm for the project. Team members were in attendance at the
interview and their roles were discussed. Reference checks for the Marketing Dynamic
Group were excellent. The Marketing Dynamics group offered project references with
values in the $500,000 to $600,000 range while Garth Armstrong Design offered
references in the $25,000 to $30,000 range. Although the budget for this project is in
the $150,000 with consulting fees estimated at $97,000.00 the scope of work is
extensive. Therefore, the larger team with the large project experience is preferred.
That as per Report CSD-007-05, Council authorize an expenditure of approximately
$150,000.00 for Marketing Services including: consulting, creative design and
production costs for a marketing program as outlined in the Deloitte & Touche’s
Business and Marketing Plan.
The Director of Finance has reviewed the funding requirements and concurs with the
recommendation. Queries with respect to the department needs, specifications, etc.
can be directed to the Director of Community Services.
It is therefore recommended that the proposal received from Marketing Dynamics,
Alton, Ontario to provide the Marketing Services for the Brain McFarlane Museum, be
accepted.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169