Call for RFI

Request for Information Documentation Download 

 

REQUEST FOR INFORMATION

 

The BIA is seeking information on well-qualified agencies and firms capable of providing strategic, integrated and effective advertising, communications and messaging solutions, foster engagement and participation in our programs, and build brand awareness with our membership and the wider community.

 

 

Issued on:

Closing date and time:

March 28, 2014

 April 10, 2014 4:00 PM

 

 

Contact:

 

Al Ruggero, Project Manager

 

al@emeryvillagebia.ca

 

416-744-7242

 


1.    
Definitions

The BIA” means Business Improvement Area as established under Chapter 19 of the City of Toronto Municipal Code and as represented by the Board of Management, staff and authorized representatives of the Emery Village Business Improvement Area (BIA),

 “Agreement” means any written contract between Emery Village BIA, and a successful Proponent or any purchase order issued by the BIA to the Vendor with respect to the Services contemplated by this RFI, shall be deemed to include the terms and conditions for the provision of the services as set out in this RFI.

GENERAL OVERVIEW

 2.     Invitation

The Emery Village Business Improvement Area is seeking information from qualified agencies and firms capable of planning, information gathering, and designing coherent advertising/communications/ branding and marketing services for the BIA. The Successful Proponent will work with the Board of Management, Marketing Committee and BIA staff, to identify effective means and implement solutions that help us achieve our communications objectives, and bring coherence with our program entities.

 3.     Context and Background

The Emery Village Business Improvement Area was formed in 2003 and is Canada’s largest Business Improvement Area with over 2,500 commercial, industrial and retail establishments employing approximately 25,000 people. It is also one of the City of Toronto’s largest designated Employment Zones. The BIA’s key mission is to initiate and oversee community improvements such as beautifying the streetscape, creating a sense of place with inviting and safe pedestrian environments, instilling civic pride in the neighbourhood, and celebrating the rich cultural history. Further information about the BIA is available at: http://www.emeryvillagebia.ca

Emery Village BIA’s activities include the following:

Revitalization and Beautification: community improvements employing an overarching design theme to create an “upscale, modern community” while at the same time commemorate and reflect the rich settlement history of the earlier village.

Security services: both passive and active reporting and monitoring of business and commercial areas after hours.

Community Events:

Emery Village Wine Fest,

Movie in the Park Nights,

Children’s Skate program,

Charitable Golf Tournament,

Seminars for business owners,

Advocacy help for businesses

Value programs

Emery Village Rewards cards.

4.     RFI Response Requirements

Respondents to this RFI are requested to reply by April 10, with answers to the following questions:

1. Why is your agency a good fit for this project?

2. Describe in detail your approach and process for brand development and marketing strategy.

3. Detail the staff and relevant experience you have to successfully complete this project.

4. Please supply references and samples of your work.

5. Who are the lead team members that will be involved in this work and their background working with similar organizations (NGOs, professional and business associations, citizen engagement networks etc.)

 5.     Key Timelines

 March 28th, 2014  - RFI release date

 Thursday, April 10th, 4:00 PM – Deadline for RFI Submission

 Email submission will be accepted as proof of meeting deadline requirement, provided that    written submission is received at our office no later than April 14, 2014, 11:00AM

6.     Selection

Selection Committee to interview finalist (3- 5 respondents)

It is assumed that the Successful Proponent will provide services to upcoming projects not otherwise assigned, and shall enter into a contract for a period as negotiated following the date of acceptance.

 7.     Selection Criteria

The selection committee shall use the following criteria to evaluate proponent submission. Should it choose, they will invite select proponents to a further interview and ask the proponents questions related to their submission, experience and qualifications.

a)    Responsiveness to work scope and program needs (30%)

b)    Proponent Profile: recognition of previous work experience, key contacts and expertise in similar projects (40%)

c)    Cost Breakdown and effectiveness of the proposal as measured by previous work (15%)

d)    Creativity and Innovation (15%)

8.     Proposal

The proponent must agree to the City of Toronto’s Declaration of a Non-Discrimination Policy (form 6). (Please indicate if any previous work with the City of Toronto and whether Form 6 completed and filed with the city.)

All communications regarding this project shall be directed to Al Ruggero, Project Manager, via email,al@emeryvillagebia.ca or telephone, 416-744-7242.

 

                  Al Ruggero, Project Manager

                  Emery Village Business Improvement Area

                  1885 Wilson Avenue, Suite 209

                  Toronto, ON

                  M9M 1A2

 

Payments for all work performed shall be subject to Harmonized Sales Tax, as applicable, only.  The Proponent’s GST/HST Registration Number shall be inserted in the space provided on the signature page of the Submission Form.   Where a change in Canadian Federal or Provincial taxes occurs after the closing date for this RFP the BIA will increase or decrease Contract payments to account for the exact amount of tax change involved.

The Vendor shall maintain insurance or pay assessments as will protect the Vendor and the BIA from claims under Workplace Compensation Acts. And, from any other claims for damage from personal injury, including death, and from claims for property damage which may arise from the Vendor’s operations under this contract.

In the event that the Vendor is exempt from WSIB or has opted out, confirmation of Employer’s Liability in the amount of $2,000,000.00 is required.  Such coverage can be confirmed on the BIA’s Certificate of Insurance form, as an extension under the Commercial General Liability.

Cross Liability & Severability of Interest Clauses, Products & Completed Operations coverage (12 months), Owner’s & Vendor’s Protective, deletion of the ‘XCU’ exclusion where the exposure exists, and Standard Non-Owned Automobile endorsement a minimum of $2 million, including standard contractual liability coverage.

The BIA shall accept in place of the above mentioned insurance coverage, a combination of primary CGL insurance and Excess Liability or Umbrella Liability insurance for which provide the minimum coverage’s, aggregate and limits as noted above.

 

SUBMISSION FORM

 

THIS FORM MUST BE COMPLETED, PROPERLY SIGNED & RECEIVED ON OR BEFORE THE DATE & TIME SPECIFIED, OR YOUR SUBMISSION WILL BE CONSIDERED INVALID. ANY REWRITES TO OR DELETIONS FROM TO THIS CONTRACT WILL DISQUALIFY YOUR PROPOSAL.

 

FAXED OR ELECTRONIC SUBMISSIONS WILL NOT BE ACCEPTED IN RESONSE TO THIS RFP, PROVIDED THAT THEY ARE RECEIVED ON OR BEFORE THE DESIGNATED CLOSING TIME TO THE LOCATION NOTED IN THIS DOCUMENT.  MISDIRECTED PROPOSALS, PROPOSALS RECEIVED AFTER THE CLOSING DATE AND/OR TIME WILL NOT BE ACCEPTED AND WILL BE RETURNED UNOPENDED.

 

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LEGAL FIRM NAME

 

_________________________________________________________________________________________________________________________________________

ADDRESS

 

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                                                                                                           Postal Code _________________________________________________________________________________________________________________________________________

Authorized Signature (Name of Chief Executive Officer/President            Date

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Print Name                                                                                              Title

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Telephone No.                                                                                         Facsimile No.                          

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E-Mail                                                                                                     GST/HST Registration Number

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