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←Bid Award Panel · 2020-01-29 · 2020.BA64.3

The filed record

Award of Request for Proposal No. 9118-19-7166 /Doc2004539933 to Publicis Canada Inc. for Advertising Agency Services

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The decision

2020-01-29 · Bid Award Panel · adopted

As filed

The Bid Award Panel adopted the following: 1. Bid Award Panel grant authority to award the contract in accordance with the Contract Details set out in the report (January 17, 2020) from the Chief Purchasing Officer: Call Number: Request for Proposal No. 9118-19-7166 / Doc2004539933 Description: Request for Proposal No. 9118-19-7166 for a strategic, issues-oriented, full-service advertising and marketing agency for a one-year period starting January 1, 2020 with the option to extend the contract for a further four (4) one-year periods.

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Recommended Bidder or Proponent: Publicis Canada Inc. Contract Award Value: From the date of award to December 31, 2020 $1,357,965 net of all applicable taxes and charges $1,534,500 including HST and all applicable charges $1,381,865 net of HST recoveries The contract is expected to start on the date of award and end on December 31, 2020. Option Year 1 (January 1 - December 31, 2021) $1,457,743 net of all applicable taxes and charges $1,647,250 including HST and all applicable charges $1,483,399 net of HST recoveries Option Year 2 (January 1 - December 31, 2022) $1,499,779 net of all applicable taxes and charges $1,694,750 including HST and all applicable charges $1,526,175 net of HST recoveries Option Year 3 (January 1 - December 31, 2023) $1,549,557 net of all applicable taxes and charges $1,751,000 including HST and all applicable charges $1,576,829 net of HST recoveries Option Year 4 (January 1 - December 31, 2024) $1,641,593 net of all applicable taxes and charges $1,855,000 including HST and all applicable charges $1,670,486 net of HST recoveries Total Potential Contract Award Value $7,506,637 net of all applicable taxes and charges $8,482,500 including HST and all applicable charges $7,638,754 net of HST recoveries The total potential contract award identified in this report including all option years is $8,482,500 including all applicable taxes and charges. The total potential cost to the City including all option years is $7,638,754 net of HST recoveries.

On the agenda

As the city filed it

Call Issued: September 30, 2019 Call Closed: October 25, 2019 Number of Addenda Issued: One (1) Number of Bids: Fifteen (15) Table 2: Summary of Proposals Received for Request for Proposal No. 9118-19-7166 (Doc2004539933) Proponent Name Agency59 Ltd** Barrett and Welsh Inc** BT/A Advertising Inc.** Cossette Communication Inc. DDB Canada** Edelman Canada Jan Kelley** Major Tom** Odysseus Destination Management AB* Publicis Canada Inc.

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Quiller & Blake Advertising Ltd** Sid Lee* The Hive Inc** True North Inc.** UpHouse Inc** * Proponent was found non-compliant with mandatory requirements. ** Proponent did not meet the minimum technical threshold score of 70 percent (58.8 points) and did not proceed to the final stages. Range of Total Scores: 119.6 to 137.93 out of 150.

Staff recommended

The Chief Purchasing Officer recommends that the Bid Award Panel grant authority to award the following contract: Call Number: Request for Proposal No. 9118-19-7166 / Doc2004539933 Description: Request for Proposal No. 9118-19-7166 for a strategic, issues-oriented, full-service advertising and marketing agency for a one-year period starting January 1, 2020 with the option to extend the contract for a further four (4) one-year periods.

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Recommended Bidder or Proponent: Publicis Canada Inc. Contract Award Value: From the date of award to December 31, 2020 $1,357,965 net of all applicable taxes and charges $1,534,500 including HST and all applicable charges $1,381,865 net of HST recoveries The contract is expected to start on the date of award and end on December 31, 2020. Option Year 1 (January 1 - December 31, 2021) $1,457,743 net of all applicable taxes and charges $1,647,250 including HST and all applicable charges $1,483,399 net of HST recoveries Option Year 2 (January 1 - December 31, 2022) $1,499,779 net of all applicable taxes and charges $1,694,750 including HST and all applicable charges $1,526,175 net of HST recoveries Option Year 3 (January 1 - December 31, 2023) $1,549,557 net of all applicable taxes and charges $1,751,000 including HST and all applicable charges $1,576,829 net of HST recoveries Option Year 4 (January 1 - December 31, 2024) $1,641,593 net of all applicable taxes and charges $1,855,000 including HST and all applicable charges $1,670,486 net of HST recoveries Total Potential Contract Award Value $7,506,637 net of all applicable taxes and charges $8,482,500 including HST and all applicable charges $7,638,754 net of HST recoveries The total potential contract award identified in this report including all option years is $8,482,500 including all applicable taxes and charges. The total potential cost to the City including all option years is $7,638,754 net of HST recoveries.

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