Calgary Digital Media Strategy Reference Number: 1704-01 Issued: April 5, 2017 Responses Due: April 19, 2017 Calgary Economic Development Ltd. 731 1 st Street SE Calgary, AB T2G 2G9 Phone: (403) 221-7831 or 1-888-222-5855 April 5, 2017 RFP 1704-01 Calgary Digital Media Strategy Page 1 of 10
1. Table of Contents 2. INTRODUCTION... 3 3. TIMELINES... 3 4. DEFINITIONS... 3 5. STANDARD FORM CONTRACT... 4 6. VENDORS QUESTIONS... 4 7. CONFLICT OF INTEREST... 4 8. VENDOR EXPENSES... 4 9. PRICING... 4 10. BACKGROUND... 5 11. PURPOSE OF THE PROJECT... 5 12. OBJECTIVE OF THE PROJECT... 5 13. DELIVERABLES... 6 14. FEES AND PAYMENT TERMS... 7 15. CONTRACTING MANAGER... 7 16. PROPOSAL EVALUATION CRITERIA... 7 16.1. Selection Methods... 7 16.1.1. Vendor Response Guidelines... 7 16.1.2. Team Competence & Resources... 7 16.1.3. Methodology... 7 16.1.4. Fees and Expenses... 8 17. SUBMISSION INFORMATION... 8 18. CED RESERVATION OF RIGHTS AND VENDOR S LICENSE GRANT... 8 19. NO FURTHER CONTRACT OR LIABILITY ARISING FROM RFP PROCESS...10 April 5, 2017 RFP 1704-01 Calgary Digital Media Strategy Page 2 of 10
2. Introduction Calgary Economic Development Ltd (CED) invites qualified firms to submit a proposal for the above titled (RFP). A proposal, in electronic form, together with one hardcopy must be submitted as outlined in clause 17. The hardcopy proposal must be submitted in a sealed package labeled RFP 1704-01 with the Vendor's name on the outside of the envelope. Late proposals will not be accepted. 3. Timelines* RFP Release 4/5/2017 Deadline for Questions 4/12/2017 Proposal Submission Date 4/19/2017 Meetings with Short-Listed Vendors (if required) 4/21/2017 Bid Notification Date 4/24/2017 Project kick-off 4/24/2017 Phase 1 deliverables (to be determined) 5/22/2017 Phase 2 deliverables (to be determined) 6/19/2017 Project Completion Date (draft) 6/26/2017 Project Completion Date (final) 7/3/2017 *Ideal timeline, subject to negotiation 4. Definitions "CED" means Calgary Economic Development Ltd. " (RFP)" means this document including attached appendices. "Contracting Manager" means the person identified in clause 15 of this RFP. "Vendor" means an organization responding to this RFP. "Proposal" means a Vendor's response to this RFP and includes all of the Vendor's attachments and presentation materials. Selection Committee means the committee that will be reviewing RFP proposals and overseeing work on this project. The committee is made up of representatives from CED. "Services" means the duties, tasks, and responsibilities as described in this RFP. April 5, 2017 RFP 1704-01 Calgary Digital Media Strategy Page 3 of 10
5. Standard Form Contract By submitting a Proposal a Vendor acknowledges it agrees that the terms and conditions of this RFP are incorporated by reference into its Proposal. If a Vendor's Proposal is accepted the Vendor will be expected to execute CED's standard contractor agreement. Vendors who are unwilling to abide by these standard terms and conditions should not submit a Proposal. 6. Vendors Questions All questions regarding this RFP must be directed in writing to the Contracting Manager. Enquiries and responses may be recorded and may be distributed to all Vendors. The Vendor must immediately notify the Contracting Manager in writing of any ambiguity, divergence, error, omission, oversight, or contradiction in this RFP discovered by the Vendor and request whatever clarification is required to prepare the Vendor's Proposal. In order for CED to deal effectively with Vendor questions or concerns about any terms, conditions or requirements of this RFP, including the standard terms and conditions, such questions or concerns must be communicated in writing to the Contracting Manager in accordance with the Timeline indicated in item (3) above. Questions received after this time will be answered if, in the opinion of CED, time permits. 7. Conflict of Interest Vendors must fully disclose, in writing, to the Contracting Manager on or before the closing date of this RFP, the circumstances of any possible conflict of interest or what could be perceived as a possible conflict of interest between the Vendor and CED and/or the Selection Committee. CED may reject any Proposal where, in the opinion of CED, the Vendor is or could be perceived to be in a conflict of interest. 8. Vendor Expenses The Vendor is responsible for all costs of preparing and presenting its Proposal. 9. Pricing All Proposals will be issued in Canadian dollars. April 5, 2017 RFP 1704-01 Calgary Digital Media Strategy Page 4 of 10
10. Background Calgary Economic Development (CED) is a leading economic and business development agency that markets the competitive advantages and pro-business climate of Calgary (and region) to Canada and the world. CED plays an integral role in promoting and facilitating sustainable economic growth and prosperity in collaboration with business, community and government. The organization's efforts are focused on the following four areas: Trade and investment attraction Business retention and expansion Research, marketing and communications Workforce innovation Building on our Energy, an update to the 10-year Economic Strategy developed by CED, establishes clear goals for the economic development in the Calgary region, including growing the creative industries and the corresponding digital media industry. This initiative will build on Alberta s strengths as one Canada s leading regions for media productions while facilitating purposeful economic diversification and fostering a culture of innovation in the city of Calgary. One of the key subsectors for Alberta s creative industries which supports the growth of the digital media, Film and Television production, has experienced steady growth over the past 5 years, especially for the Calgary/Southern Alberta region which accounts for over 80% of all film and TV production spend in the province. This growth has led to the recently built Calgary Film Centre, which was developed to mitigate the lack of permanent, purpose-built facilities in the region. Although, the Film and TV industry is growing in Alberta due to the favorable USD/CAD exchange rate, its growth is lagging far behind other jurisdictions in Canada. Calgary Economic Development believes there is a large opportunity in accelerating growth in the digital media industry in the Calgary region. The results from this study will assist Calgary Economic Development in that work. 11. Purpose of the Project Calgary Economic Development intends to conduct a study to enable the support of business development, trade and investment activities which will ultimately contribute to the Calgary s Digital Media sector and the overall Calgary economy. Emphasis will be placed first on understanding the size and scope of the Digital Media sector in the Calgary region, as well at a more macro level, Alberta. Secondly, the study will outline a clear framework of where Calgary should be in the future to be designated as hub for the sector in North America. Finally, the study will develop a strategy to which will clearly outline what steps Calgary needs to take to go from where we are today to where we want to be. These steps include developing action items for attracting investment from existing and new market entrants and seeking sources of capital for the Calgary market, which will strengthen the sector, while also adding quality employment to the region. 12. Objective of the Project This study will provide Calgary Economic Development with an understanding gaps in Calgary s digital media sector and the opportunities to support local business development and attract investment which will fill that gap and lead to Calgary s designation as one of the key digital media hubs in North America. April 5, 2017 RFP 1704-01 Calgary Digital Media Strategy Page 5 of 10
13. Deliverables The final report may include, but is not limited to including the following types of items. Current environment of the Digital Media industry for Calgary and Alberta Defining the industry sector - Identification and description of Calgary and Alberta s Digital Media overall sector and subsectors including: the number and size of companies, description of goods and services sold by key companies in sector; volume and value of these goods and services, GDP, level employment, median incomes, historical growth rates, growth and assessment of start-ups. Innovation and R&D taking place in Calgary and throughout Alberta within the Digital media sector and level of funding for these activities Summary of programs, stakeholders from the public, private and non-profit sectors at a local, provincial and federal level available which support the growth of this sector Understanding of historical policies and programs that have led to the current environment Current provincial policies and regulations which encourage and/or discourage growth and investment Existing labour force skill sets in the Calgary region (including from industries which may have transferable skills) and inventory of training and education programs Strategy to accelerate growth of Digital Media industry in Calgary region Research the future of film, television and digital media and technology industries and discuss how the market is evolving Research and analyze the global marketplace to 1. Identify strategies that have worked in other jurisdictions to develop this industry and 2. Benchmark Calgary s and Alberta s performance and value proposition against. Identification of potential investment targets (25 companies and 3 5 geographies) Identification of digital media technology events to attend or attract to Calgary, which have potential for leading to investment attraction Slide deck which will be used to pitch leads on why they should be investing in Calgary s digital media sector. SWOT assessment for overall sector and each of the key subsectors Establish a Vision and develop a strategy that leverages Calgary s strengths and assets to achieve that vision. Other suggested deliverables by selected vendor, The consultant is expected to provide an approach of staged deliverables that would allow Calgary Economic Development to begin executing on our business development and lead generation initiatives as soon as possible. Please provide options for the project team to contribute to reduce project costs and be prepared to consider which aspects of the proposal might be optional. In addition, material for this study should be delivered to Calgary Economic Development in such a way that it could be used immediately for business attraction activities and does not require much manipulation or edits by Calgary Economic Development staff. April 5, 2017 RFP 1704-01 Calgary Digital Media Strategy Page 6 of 10
14. Fees and Payment Terms Proposals should include a breakdown of the Vendor s fees and disbursements in completing services for each phase of the study. 15. Contracting Manager For the purposes of the provisions of information surrounding this contract or the administration of the contract, the contracting manager is: Calgary Economic Development Ltd. Attention: David Ducasses 731 1st Street SE Calgary, Alberta T2G 2G9 Canada Telephone: (403) 221-7891 Fax: (403) 221-7928 Email: dducasses@calgaryeconomicdevelopment.com 16. Proposal Evaluation Criteria 16.1. Selection Methods When an alternative is proposed regarding any specific requirement, it will be evaluated to ensure that the desired results will be achieved. Vendors should be aware that certain mandatory requirements have been set out in the terms of reference (scope, methodology, and deliverables) and submission information. Proposals that fail to provide these requirements may not be evaluated. 16.1.1. Vendor Response Guidelines The following information should be provided in each proposal and may be utilized in evaluating each proposal submitted. 16.1.2. Team Competence & Resources Describe the capability (technical expertise) of the resources proposed to meet the requirements described in the terms of reference. The proposal shall include a summary of the firm and/or proposed project team knowledge, skills and past experience, with a description indicating how, and in what ways, the proposed resources satisfies the needs and objectives identified in the RFP. Include related experience of the firm, including the past three similar jobs that have been completed, with the company name, contact person and phone number that may be contacted for a reference. 16.1.3. Methodology Clearly articulate the process and qualitative and quantitative methodology to be used, proposed work plan schedule, and timeline for deliverables in order to achieve the objectives and deliverables of the RFP. The methodology should also include consultations and timely reporting to the Contracting Manager. April 5, 2017 RFP 1704-01 Calgary Digital Media Strategy Page 7 of 10
16.1.4. Fees and Expenses Proposals should include a breakdown of the Vendor s fees and disbursements in completing the Services. Please note, the following with breakdown of costs Per diem rates Travel, if required; Administration overhead; Software costs, data information or research; Prices must be stated in actual dollars and cents expressed in Canadian funds; and CED will pay the goods and services tax (GST); however, do not include GST in your proposed pricing. 17. Submission Information Proposals must be received in electronic forms by 16:00 MDT, April 19, 2017 (hardcopy must be received by 16:00 MDT, April 19, 2017) at: Calgary Economic Development Ltd 731 1 st Street SE Calgary, Alberta T2G 2G9 Canada Attention: David Ducasses, Research Manager, Research & Economic Strategy dducasses@calgaryeconomicdevelopment.com After the closing, CED may post the identity and addresses of the Vendors. CED may not consider any proposal that: Is received after the exact time and date noted above. Does not indicate the request for proposals title, closing date, Vendors name, on the outside of the envelope containing the hardcopy proposal in response to the RFP; or Is delivered to any address other than that provided above. Proposals must be transmitted by e-mail as noted above. Transmitted proposals will be accepted under the following conditions: o The proposal is received before the submission deadline at the e-mail address provided above; o The Vendor must deliver, during CED business hours, an original hardcopy proposal to the address stated herein immediately following the transmission of the e-mail and according to the submission deadline as stated above. 18. CED Reservation of Rights and Vendor s License Grant CED reserves the right: To not consider, or to reject, any or all proposals in whole or in part for any reason whatsoever in its sole and absolute discretion; To accept any proposal in whole or in part, even if it does not comply with the terms of this RFP; To short list Vendors, and require a presentation by the Vendors short-listed and/or the provision of additional information by such short-listed Vendors; April 5, 2017 RFP 1704-01 Calgary Digital Media Strategy Page 8 of 10
To, at any time, add, delete or modify this RFP and to have the Vendors advise CED of the effect of such changes on their proposal and/or have the Vendors resubmit their proposals in light of same; To negotiate at any time with any one or more of the Vendors to the exclusion of the other Vendors; and To not proceed, for any reason, with this RFP or the project contemplated in this RFP. By submitting its Proposal for consideration, the Vendor will thereby be agreeing to all of the following: Without the further consent of the Vendor or providing any notice, CED may disclose any and all of the content of Vendor's Proposal to any or all of the other Vendors or any third party, including any or all of the creative content contained in Vendor's Proposal; The Vendor grants and agrees to grant to CED a non-exclusive, perpetual, fully-paid up, irrevocable license to implement, use, reproduce, modify, display, distribute, transmit, prepare derivative works of and to otherwise fully exploit, without limitation, any and all of the content of Vendor's Proposal including without limitation, all of the creative content, ideas, concepts and approached as well as all copyright therein; Such license shall extend to any other Vendor or any other third party that CED may engage to use and implement such content; CED shall have no obligation to provide any credit or otherwise attribute to the Vendor or anyone else any such content as may be implemented and/or used by CED; The Vendor represents and warrants to CED that such content is the original work of the Vendor and its use by CED as contemplated in this Section 19 will not infringe on any rights of any third party; and All of the rights and licenses granted herein and the exercise of all such rights and licenses by CED and the other Vendors and such other third parties, as described herein, are granted and may be exercised: (i) without any obligation to account to the Vendor or to otherwise pay any consideration to the Vendor; and (ii) without having to have accepted or shortlisted Vendor's Proposal. April 5, 2017 RFP 1704-01 Calgary Digital Media Strategy Page 9 of 10
19. No Further Contract or Liability Arising from RFP Process By submitting a Proposal, the Vendor agrees and acknowledges that: Nothing in this RFP nor the submission of the Proposal nor the review and consideration of the Proposal by CED nor will any communication between the parties in relation to the RFP or the Proposal operate to obligate any party to enter into any further business relationship with the other party and, in particular, if CED decides to engage the Vendor in connection with the subject matter of the RFP then such engagement may only occur pursuant to a written agreement that has been signed by both parties and, absent such written agreement, CED will have no further liability or obligation to the Vendor in connection with the subject matter of the RFP; The Vendor is participating in this RFP process at its sole risk and expense, and CED will not be liable to the Vendor for any costs, expenses or liabilities incurred by the Vendor in any way arising in connection with the Vendor's participation; CED has made no representations other than those expressly stated in this RFP; CED has the right to cancel this request for proposals at any time and to reissue it for any reason whatsoever or decide not to reissue it for any reason, without incurring any liability and no Vendor will have any claim against CED as a consequence; and The Proposal and any accompanying documentation submitted by the Vendor will become the property of CED and will not be returned. April 5, 2017 RFP 1704-01 Calgary Digital Media Strategy Page 10 of 10