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Report To: General Government Committee
Date of Meeting: April 11, 2022 Report Number: FSD-018-22
Submitted By: Trevor Pinn, Director of Financial Services/Treasurer
Reviewed By: Mary-Anne Dempster, CAO Resolution#:
File Number: RFP2021-9 By-law Number:
Report Subject: Sponsorship, Advertising and Naming Rights Sales
Recommendations:
1.That Report FSD-018-22 and any related communication items, be received;
2.That Montgomery Partners Professional Corporation be awarded the contract for
Sponsorship, Advertising and Naming Rights Sales for municipal programs, events
and assets for an initial three-year term beginning May 15, 2022 and expiring May
14, 2025 and that the terms of the agreement is in a form acceptable to the
Municipal Solicitor;
3.That subject to Council approving recommendation 2, the Purchasing Manager in
consultation with the Director of Community Services be given the authority to
extend the agreement for up to two additional one-year terms; and
4.That all interested parties listed in Report FSD-018-22 and any delegations be
advised of Council’s decision.
Municipality of Clarington Page 2
Report FSD-018-22
Report Overview
Request Council’s approval to award a contract to Montgomery Partners Professional
Corporation for Sponsorship, Advertising and Naming Rights Sales for municipal programs,
events and assets.
1. Background
1.1 RFP specifications for the Sponsorship, Advertising and Naming Rights Sales were
prepared by the Community Services Department and provided to the Purchasing
Services Division. The RFP provided for an experienced company for the sales of
advertising, sponsorships and naming rights for municipal programs, events and assets.
1.2 The Municipality has in the past supplied, advertising, sponsorship, and naming rights
opportunities. These opportunities include advertising at facilities which includes rink
boards, digital signs, arena boards, score boards, etc., sponsorship of municipal events
and programs such as day camps, older adults’ special events and the Love of Art Gala,
etc.
1.3 RFP2021-9 was issued by the Purchasing Services Division and advertised
electronically on the Municipality’s website. Notification of the availability of the
document was also posted on the Ontario Public Buyer’s Association’s website.
1.4 Five plan takers downloaded the RFP document.
2. Analysis
2.1 The RFP closed on January 13, 2022.
2.2 Two proposals were received in response to the RFP.
2.3 Of the three companies who downloaded the RFP document but chose not to submit a
proposal:
One company felt they were unable to bid competitively; and
Two companies did not respond to our request for information.
2.4 Both proposals received complied with the mandatory submission requirements and
were distributed to the evaluation committee for their review and scoring.
2.5 The technical proposals were first evaluated and scored independently by the members
of the evaluation committee in accordance with the established criteria as outlined in the
RFP. The evaluation committee was comprised of two staff members from the
Municipality of Clarington Page 3
Report FSD-018-22
Community Services Department and one staff member from the Public Works
Department.
2.6 The evaluation committee met to review and agree upon an overall score for each
proposal. Some of the areas on which the submissions were evaluated were as follows:
The Proponent’s understanding of the Municipality’s requirements ;
Highlights of services provided performing similar work on projects of comparable
nature, size and scope, in a municipality of similar population size; and
A methodology describing the Proponent’s project management approach, work
plan, goals, objectives and methods of communications to be utilized to meet the
requested deadlines.
2.7 Upon completion of the evaluation both submissions met the establish ed threshold of
80% for Phase 1 and moved to Phase 2.
2.8 It was deemed, by the evaluation committee, that a presentation from the short -listed
Proponents would not be required and the pricing envelopes were opened.
2.9 Montgomery Partners Professional Corporation has not worked with the Municipality
previously, references were checked and came back satisfactory.
3. Financial
3.1 This is a revenue generating agreement, through the sale of advertising space and
naming rights for both indoor and outdoor spaces, along with the sale of sponsorships
for a variety of events and programs held throughout the Municipality.
3.2 Revenues received from this agreement will be credited to the appropriate revenue
accounts for the relevant departments during the term of this agreement.
4. Concurrence
This report has been reviewed by the Director of Community Services who concur s with
the recommendations.
5. Conclusion
It is respectfully recommended that Montgomery Partners Professional Corporation be
awarded the contract for the provision of sponsorship, advertising and naming rights
sales as per the terms and conditions of RFP2021-9.
Municipality of Clarington Page 4
Report FSD-018-22
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 x 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 – Summary of Bid Results
List of Interested Parties available from Department.
Municipality of Clarington Page 5
Report FSD-018-22
Attachment 1 to Report FSD-018-22 - Bid Summary
Municipality of Clarington
RFP2021-9 – Sponsorship, Advertising and Naming Rights Sales.
Bid Summary
Bidder
Montgomery Partners Professional
Corporation
Performance Sponsorship Group