HomeMy WebLinkAboutFIN-08-056 - E08-023 - Consultant Services - Special Events Department Stategic Plan
Report To:
Mayor Carl Zehr and Members of Council
Date of Meeting:
2008-05-05
Prepared By:
Larry Gordon
Date of Report
2008-04-28
Report No:
FIN 08-056
Subject:
E08-023 Consultant Services - Special Events Department Strategic
Plan
RECOMMENDA TION
That Expression of Interest E08-023, Consultant Services - Special Events Department Strategic
Plan, be awarded to St. Clements Group Incorporated, Toronto, Ontario at their estimated fee of
$33,348., including G.S.T., based on a satisfactory contract being negotiated and an upset fee
being established.
BACKGROUND
The Special Events Unit manages a growing portfolio of successful events in the downtown,
while at the same time providing support to corporate activity and providing expertise and
assistance to community groups that develop their own events. The unit has also taken on
responsibility for events formerly managed by the Kitchener Downtown Business Association,
effectively centralizing responsibility for the delivery of events into one portfolio. In addition,
the Special Event Unit is also responsible for the rental operation of several key City facilities,
Victoria Park Pavilion, Victoria Park, Kitchener City Hall and Civic Square. Staff is responsible
for the budget development, marketing, rentals, scheduling and staffing of these facilities
Based on the continued community growth, corporate demand and recognition of the role that
events play from both an economic and socio-economic perspective, it is critical to take the
festival and event industry in our community to the next level. There has been corporate
acknowledgement of the need and desire to develop and adopt a strategy that nurtures and
represents the community.
REPORT
In accordance with Chapter 170 of the Municipal Code pertaInIng to the Selection of
Professional Services/Consultants, a Consultant's Review Committee was established consisting
of C. Tasker, Performance Management & Internal Auditor, K. Baulk, Director of Enterprise, D.
Chapman, Supervisor Special Events, S. Wright, Manager Downtown Community Development,
and L. Gordon, Director of Purchasing.
Fourteen potential bidders were notified of the Expression of Interest, as well as being advertised
in the Record, on the City of Kitchener Home Page and on the internet through the Ontario
Public Buyers Electronic Tendering Information System relative to this project. Documents
were downloaded by eleven (11) interested parties. By the closing date of Friday March 7th,
2008, five (5) responses had been received. The Review Committee met on Friday March 14th,
2008 to review the submissions. A shortlist of four (4) Consultants was selected for further
interviews.
The Review Committee met on Friday April 11 th, 2008 to interview the shortlisted candidates.
The Committee elected to award the project to St. Clements Group Incorporated, Toronto.
A listing of the responding parties follows for your reference.
Cameron Hawkins & Associates Inc. Toronto ON
F.J. Galloway & Associates London ON
Consulting Matrix Toronto ON
St. Clements Group Incorporated Toronto ON
Mind Shape Creative Brand Marketing Mississauga ON
FINANCIAL IMPLICATIONS
Funding will be provided from index 638117 - Special Events Strategic Plan
REVENUES
Capital out of Current
$40,000.
EXPENSES
Meeting Expenses
Advertising and Publicity
Staff Training & Seminars
E08-023
Less G.S.T. Rebate
$ 736.
$ 787.
$ 1,240.
$33,348.
($ 1~588.)
$31,760.
$31~760.
$34,523.
TOTAL
SUPRLUS
$ 5,477.
* Any surplus funds will be returned to Capital Surplus (345058).
Larry Gordon
Director of Purchasing
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