ADMINISTRATIVE REPORT

Date: October 31, 2002
Author/Local: Trish French/604-8763-7041

RTS No. 3068

CC File No. 8013

Council: November 7, 2002

TO:	Vancouver City Council
FROM:	Director of City Plans
SUBJECT:	Kingsway and Knight Neighbourhood Centre Delivery Program: Approval of Communications Consultant Selection

RECOMMENDATION

THAT Bridge Communications be contracted to undertake communications consulting for the Kingsway and Knight Neighbourhood Centre Delivery Program at a cost not to exceed $50,000.

GENERAL MANAGER'S COMMENTS

The General Manager of Community Services RECOMMENDS approval of the foregoing.

COUNCIL POLICY
On February 21, 1989 Council approved a policy that requires that the selection of consultants for projects of $30,000 or more in value be approved by Council.

PURPOSE

This report recommends Council approval of a consultant to undertake communications and events tasks related to the Neighbourhood Centre Delivery Program in Kingsway and Knight, over approximately the next 2 years.

BACKGROUND

On July 9, 2002 City Council approved the terms of reference and budget for the Neighbourhood Centre Delivery Program to begin in the Knight and Kingsway area. This is a major planning program to implement the adopted Community Vision Directions on improving the shopping area and introducing new housing types.

A budget of $50,000 was approved for communications consulting associated with the Program, including the writing, design layout and production coordination for 5 newsletters; design of public displays, flyers etc; and organization and execution of several major public events. (Refer to consultancy terms of reference in Appendix A).

DISCUSSION

A request for proposals (RFP) was advertised in the Vancouver Sun on September 7, 2002. Eleven consultant proposal packages were requested, and six proposals were received. Three consultants were short listed for interviews based on related experience, services offered and cost:

- Bridge Communications
- Doyle Public Relations
- Stone Circle Associates

Bridge Communications (Marlie Oden and Bonnie Allan, with their subconsultant graphic designer Ivana Cappelletto) offers the complete range of services needed, at reasonable rates. Their experience consulting on the Community Vision Program has proven their capability, and also means there will be virtually no "learning curve" as they work with the Neighbourhood Centres team. Neither of the other two teams had an ongoing working relationship with a graphic designer; and both also had less experience in the writing, editing, and events components of the terms of reference.

CONCLUSION

In conclusion, staff recommend Bridge Communications for this consulting work. Upon Council approval, staff will finalize a contract.

* * * * *

Appendix A

KINGSWAY AND KNIGHT -
NEIGHBOURHOOD CENTRE DELIVERY PROGRAM

COMMUNICATIONS CONSULTANT - TERMS OF REFERENCE

PURPOSE

The purpose of the consultancy is to implement the communications and events components for the Kingsway and Knight Neighbourhood Centre Delivery Program, in collaboration with planning staff.

DURATION

The consultancy runs from October 2002 to July 2004, approximately.

SCOPE AND ROLE

The consultant will adapt products, tools and processes developed in the Community Vision program to the Neighbourhood Centre Delivery Program (NCDP). The consultant(s) will work closely with the staff team, and will be responsible for the following tasks.

1. Communications

-adapt the Visions "look" to the NCDP program
-write, edit and produce approximately 5 newsletters for each community including overseeing graphics, translation, layout and distribution. One of these newsletters will include a survey regarding a Housing Area Plan. (Draft newsletter content provided by staff.)
-write/edit ads and flyers (Draft ad/flyer content provided by staff)
-design display panels for "Kick-Off" and other events, as required
-arrange for translation services as required
-write and submit press releases to the community and ethnic papers; and
-other communications tasks as required

2. Events Production

-assist in conceptualizing the "Kick-off" event
-produce "Kick-off" event; including design of displays, hiring of any consultants or labour needed, etc.
-assist staff with logistics of producing "Housing Charrette", and any other workshops, as necessary
-other events as required

REPORTING AND WORKING RELATIONSHIPS

Consultant(s) will report to Trish French, Senior Planner, but will work closely with the NCDP staff team. Coordination and liaison with the Community Visions program and its consultants, as well as the City's corporate communications office will also be necessary. The consultant(s) will work out of their own office, but will be expected to attend meetings at City Hall as required.

FEES AND EXPENSES

The consultant(s) will bill for their time on an hourly basis. The maximum fee for this contract is $50,000 including all taxes and disbursements to the consultant. (It should be noted that production costs such as printing, distribution, mailings, display materials, translations services, rentals, etc., will be covered by the City separately from the consultant fee.)

T. French
August 29, 2002
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