Request for Proposal

Royal BC Museum Corporation (RBCM)

Request for Proposal (RFP) Number: RBCM-RFP1003

STRATEGIC MARKETING AGENCY

Issue date: February 3rd,2010

RBCM Contact Person Closing time and location

All enquiries related to this Request for Proposal are to be
directed, in writing, to the following person who will respond if
time permits. Information obtained from any other source is Proposals must be sent by e-mail and include a scanned cover
not official and should not be relied upon. Enquiries and any page detailing the name and address of the Proponent, the
responses will be recorded and may be distributed to all Request for Proposal number, and the project or program title.
Proponents at the RBCM’s option.
If proposals are over 5MB in size or contain a media component,
Theresa Mackay please contact Theresa Mackay to obtain instructions for access to
our FTP site for uploading.
Director, Marketing & Communications
Fax: 250-953-436
E-mail: tmackay@royalbcmuseum.bc.ca
The proposal must be received before 2:00 Pacific Time
on February 23rd, 2010

Proponents Meeting

‰ A Mandatory Proponent’s meeting will not be held.

Proponent Section A person authorized to sign on behalf of the Proponent, and to bind the Proponent to
statements made in response to this Request for Proposal, must complete and sign this Proponent
Section, leaving the rest otherwise unaltered, and return one original with the first copy of the proposal.

The enclosed proposal is submitted in response to the above-referenced Request for Proposal, including
any addenda. Through submission of this proposal we agree to all of the terms and conditions of the
Request for Proposal and agree that any inconsistent provisions in our proposal will be as if not written
and do not exist. We have carefully read and examined the Request for Proposal, including the
Administrative Section, and have conducted such other investigations as were prudent and reasonable in
preparing the proposal. We agree to be bound by statements and representations made in our proposal.

Legal Name of Proponent, and Doing Business As

Signature: Name If Applicable:

Printed Name: Address:

Title:

Date:

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Table of Contents

A. Definition & Administrative Requirements Page 3

B. Purpose Page 6
C. Background Page 6
D. Assignment Overview Page 7
E. Proposal Submissions & Format Requirements Page 11
F. Evaluations Page 15
G. Timelines Page 16
H. Interview Process Page 16
I. Consideration Page 17
J. Confidentiality Page 17
K. Enquiries Page 17

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A. Definitions & Administrative
Requirements
1. Definitions
Throughout this Request for Proposal, the following
definitions apply:
• “Contract” means the written agreement resulting
from this Request for Proposal executed by the
RBCM and the Contractor;
• “Contractor” means the successful Proponent to
this Request for Proposal who enters into a written
Contract with the Corporation;
• “Corporation” means Royal BC Museum
Corporation;
• “must”, or “mandatory” means a requirement that
must be met in order for a proposal to receive
consideration;
• “Proponent” means an individual or a company
that submits, or intends to submit, a proposal in
response to this Request for Proposal;
• “Province” means the Province of British Columbia
and includes the Corporation; and
• “should” or “desirable” means a requirement
having a significant degree of importance to the
objectives of the Request for Proposal.
2. Terms and Conditions
The following terms and conditions will apply to this
Request for Proposal. Submission of a proposal in
response to this Request for Proposal indicates acceptance
of all the terms that follow and that are included in any
addenda issued by the Corporation. Provisions in
proposals that contradict any of the terms of this Request
for Proposal will be as if not written and do not exist.
3. Addenda
Proponents are advised that any subsequent information
regarding this Request for Proposal will be posted on the
BC Bid® Website.
4. Late Proposals
Late proposals will not be accepted and will be returned to
the Proponent.
5. Eligibility
• Proposals will not be evaluated if the Proponent’s
current or past corporate or other interests may, in
the Corporation’s opinion, give rise to a conflict of
interest in connection with the project described in
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this Request for Proposal. This includes, but is
not limited to, involvement by a Proponent in the
preparation of this Request for Proposal. If a
Proponent is in doubt as to whether there might be
a conflict of interest, the Proponent should consult
with the RBCM Contact Person listed on page 1
prior to submitting a proposal.
• Proposals from not-for-profit agencies will be
evaluated against the same criteria as those
received from any other Proponents.
6. Evaluation
Evaluation of proposals will be by a committee formed by
the RBCM and may include employees and contractors of
the Corporation. The Province’s intent is to enter into a
Contract with the Proponent who has the highest overall
ranking.
7. Negotiation Delay
If a written Contract cannot be negotiated within thirty days
of notification of the successful Proponent, the Corporation
may, at its sole discretion at any time thereafter, terminate
negotiations with that Proponent and either negotiate a
Contract with the next qualified Proponent or choose to
terminate the Request for Proposal process and not enter
into a Contract with any of the Proponents.
8. Debriefing
At the conclusion of the Request for Proposal process, all
Proponents will be notified. Unsuccessful Proponents may
request a debriefing meeting with the Province.
9. Alternative Solutions
If alternative solutions are offered, please submit the
information in the same format, as a separate proposal.
10. Changes to Proposals
By submission of a clear and detailed written notice, the
Proponent may amend or withdraw its proposal prior to the
closing date and time. Upon closing time, all proposals
become irrevocable. The Proponent will not change the
wording of its proposal after closing and no words or
comments will be added to the proposal unless requested
by the Corporation for purposes of clarification.
11. Proponents’ Expenses
Proponents are solely responsible for their own expenses in
preparing a proposal and for subsequent negotiations with
the Corporation, if any. If the Corporation elects to reject all
proposals, the Corporation will not be liable to any
Proponent for any claims, whether for costs or damages
incurred by the Proponent in preparing the proposal, loss of
anticipated profit in connection with any final Contract, or
any other matter whatsoever.
12. Limitation of Damages
Further to the preceding paragraph, the Proponent, by
submitting a proposal, agrees that it will not claim damages,
for whatever reason, relating to the Contract or in respect of
the competitive process, in excess of an amount equivalent
to the reasonable costs incurred by the Proponent in
preparing its proposal and the Proponent, by submitting a
proposal, waives any claim for loss of profits if no Contract
is made with the Proponent.
13. Proposal Validity
Proposals will be open for acceptance for at least 90 days
after the closing date.
14. Firm Pricing
Prices will be firm for the entire Contract period unless this
Request for Proposal specifically states otherwise.
15. Currency and Taxes
Prices quoted are to be:
• in Canadian dollars;
• inclusive of duty, where applicable; FOB
destination, delivery charges included where
applicable; and
• exclusive of Goods and Services Tax and
Provincial Sales Tax.
16. Completeness of Proposal
By submission of a proposal the Proponent warrants that, if
this Request for Proposal is to design, create or provide a
system or manage a program, all components required to
run the system or manage the program have been
identified in the proposal or will be provided by the
Contractor at no charge.
17. Sub-Contracting
• Using a sub-contractor (who should be clearly
identified in the proposal) is acceptable. This
includes a joint submission by two Proponents
having no formal corporate links. However, in this
case, one of these Proponents must be prepared
to take overall responsibility for successful
performance of the Contract and this should be
clearly defined in the proposal.
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• Sub-contracting to any firm or individual whose current
or past corporate or other interests may, in the
Corporation’s opinion, give rise to a conflict of interest
in connection with the project or program described in
this Request for Proposal will not be permitted. This
includes, but is not limited to, any firm or individual
involved in the preparation of this Request for
Proposal. If a Proponent is in doubt as to whether a
proposed subcontractor gives rise to a conflict of
interest, the Proponent should consult with the Contact
Person listed on page 1 prior to submitting a proposal.
• Where applicable, the names of approved sub-
contractors listed in the proposal will be included in the
Contract. No additional subcontractors will be added
or other changes made, to this list in the Contract
without the written consent of the Province.
18. Acceptance of Proposals
• This Request for Proposal should not be
construed as an agreement to purchase goods or
services. The Corporation is not bound to enter
into a Contract with the Proponent who submits
the lowest priced proposal or with any Proponent.
Proposals will be assessed in light of the
evaluation criteria. The Province will be under no
obligation to receive further information, whether
written or oral, from any Proponent.
• Neither acceptance of a proposal nor execution of
a Contract will constitute approval of any activity or
development contemplated in any proposal that
requires any approval, permit or license pursuant
to any federal, provincial, regional district or
municipal statute, regulation or by-law.
19. Definition of Contract
Notice in writing to a Proponent that it has been identified
as the successful Proponent and the subsequent full
execution of a written Contract will constitute a Contract for
the goods or services, and no Proponent will acquire any
legal or equitable rights or privileges relative to the goods or
services until the occurrence of both such events.
20. Contract
By submission of a proposal, the Proponent agrees that
should its proposal be successful the Proponent will enter
into a Contract with the Province on the terms set out in
Appendix A.
21. Liability for Errors
While the Corporation has used considerable efforts to
ensure information in this Request for Proposal is accurate,
the information contained in this Request for Proposal is
supplied solely as a guideline for Proponents. The
information is not guaranteed or warranted to be accurate
by the Corporation, nor is it necessarily comprehensive or
exhaustive. Nothing in this Request for Proposal is
intended to relieve Proponents from forming their own
opinions and conclusions with respect to the matters
addressed in this Request for Proposal.
22. Modification of Terms
The Corporation reserves the right to modify the terms of
this Request for Proposal at any time in it sole discretion.
This includes the right to cancel this Request for Proposal
at any time prior to entering into a Contract with the
successful Proponent.
23. Ownership of Proposals
All proposals submitted to the RBCM become the property
of the Corporation. They will be received and held in
confidence by the Corporation, subject to the provisions of
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the Freedom of Information and Protection of Privacy Act
and this Request for Proposal.
24. Use of Request for Proposal
Any portion of this document, or any information supplied
by the Corporation in relation to this Request for Proposal
may not be used or disclosed, for any purpose other than
for the submission of proposals.
25. Reciprocity
The Corporation may consider and evaluate any proposals
from other jurisdictions on the same basis that the
government purchasing authorities in those jurisdictions
B. Purpose

The Royal British Columbia Museum Corporation (the “RBCM”) is seeking a full-
service advertising agency of record or a consortium of partner agencies to work
with the Marketing & Communications Department for a twenty six (22) month
period from May 1st, 2010 to May 31st, 2012, with the option of renewing for an
additional twenty two (22) month period from June 1st, 2012 to March 31st, 2014,
subject to performance, contract review and acceptable rate negotiations.

The successful agency will provide coordinated and strategic marketing,

communications, advertising, creative, promotions and digital services during the
contract and may be asked to work on such projects as brand development,
feature exhibitions, corporate communications, product launches and advertising
campaigns.

If a single, full-service agency is applying, the agency must demonstrate strong

brand knowledge, experience and capabilities. If a consortium, the agencies
must demonstrate the same, as well as a plan for a coordinated approach to
managing the RBCM brand.

C. Background

The Royal BC Museum, a Crown Corporation, established under the Museum

Act and funded in part by the Province of British Columbia, is the only
organization in the world dedicated specifically to the preservation of, and
education about, the human and natural history of British Columbia. Its mandate
is to fulfil the Government’s fiduciary responsibility for public trusteeship of the
Provincial historical and archival collections. The exhibits and the collections are
to be preserved for existing and future generations of British Columbians.

Since 1886 the RBCM has had a constant role in preserving and telling the
stories of our province and our galleries have been emulated all over the world.
The RBCM is situated on a 2.13 hectare cultural precinct in Victoria, BC, that
includes the Royal BC Museum, BC Archives, Helmcken House, Mungo Martin
House, St Ann’s Schoolhouse, Thunderbird Park, a comprehensive native plant
garden and the Netherlands Centennial Carillon. On-site partners include Friends
of the Royal BC Museum Foundation, Friends of the BC Archives, the Museum
Shop (operated by the Foundation), the Museum Café (operated by Willie’s
Bakery) and the National Geographic Imax Theatre and Shop (operated by
Destination Cinema Inc). Nearly 1 million people from all over the world visit us
on-site and online every year and 7000 people use the historical resources of our
provincial archives.

More information about the Royal BC Museum is available on our website:

www.royalbcmuseum.bc.ca

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Copies of the current Service Plan, Annual Report and Shareholder’s Letter are
available at:
http://www.royalbcmuseum.bc.ca/Reports_Policy/default.aspx

A copy of the brochure “Sharing a Bold New Vision for the Royal BC Museum” is
also available upon request from the contact person listed on page one of this
document.

D. Assignment Overview

Among the key marketing and communications challenges facing the

RBCM is growing the existing brand, positioning the RBCM in a way that
is relevant to stakeholder groups and effectively targeting families and
seniors (both tourists and locals), while developing and contributing to
long term financial sustainability.

Long term marketing and communication goals include:

• Increasing the awareness of the societal role the RBCM plays as
the provincial museum and archives, resulting in increased support
throughout the province;
• Increasing the awareness and use of our collections, archives,
exhibitions, other offerings (e.g. publications, public programs) and
research done by our experts, the result of which is increased
interest in the provincial collections and engagement with the
RBCM on-site, off-site and online.
• Positioning the RBCM as a leader in the museum and archives
community;
• Positively contributing to revenue targets through increased on-site
attendance to the permanent galleries, temporary feature
exhibitions, temporary traveling exhibitions and other revenue
generating projects in the face of declining attendance and the
changing wants and needs of our target audience.
• Future exponential growth of our new membership program
• Identifying and launching new revenue-generating opportunities.
• Developing the brand and growing the brand equity.

In addition to assisting the Marketing & Communications Department in

addressing and reaching the above goals, the successful agency may,
under the direction of Marketing & Communications, also assist in
providing similar services to other internal departments such as
Development and Exhibitions & Visitor Experience.

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Specifically for the Development department, it is expected that the
successful agency will also give back to the RBCM by providing pro bono
services for our annual fundraiser, Artifact or Artifiction?

The Marketing & Communications department at the RBCM consists of

seven (7) staff members: one (1) Director, two (2) staff in communications
(corporate communications, media relations, public relations) and one (1)
each in publishing, marketing & sales (tourism trade and memberships),
marketing (brand, promotions, programs, partnerships, exhibitions) and
graphic design (brand, exhibitions, on-site). The successful agency will be
responsible for working with all Marketing & Communications staff as well
as other internal RBCM departments and the RBCM Executive (see
http://royalbcmuseum.bc.ca/About_RBCM/exec.aspx) in the planning and
execution of a variety of marketing and communications projects.

Specifically, the successful agency will be able to demonstrate the

following areas of expertise:

• Marketing and communications expertise, with preference given to

those with experience in the museum and archives, arts, heritage
and/or cultural sector or similar organizations with a significant
tourism/attraction based business component;
• Strong understanding of the tourism sector;
• Experience in promoting organizations to specific target markets,
especially families and seniors, through well-conceived and
implemented marketing and communications strategies;
• Ability to manage projects from research and needs analysis
through to development and implementation of proposed strategy
and evaluation of results;
• Experience managing brands with multiple products and growing
brand equity;
• If a consortium of agencies, the successful group will demonstrate
an integrated, coordinated and streamlined approach to the work,
including overall brand management, account services and
administration (including invoicing and methodology for evaluation
of and action to maintain client satisfaction).

Scope of Work
The type, amount and scope of service will fluctuate during the contract.
However, over the course of the contract the successful agency must be
able to provide the following services if and when requested by RBCM:

• Strategic Planning and Account Management

o General marketing and strategic counsel.
o Desk research, competitive information.

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 o Marketing plans, objectives, strategies.
o Communications plans, objectives, strategies.
o Brand plans, objectives, strategies.
o Target market analysis, customer insights, segmentation.
o Identification of new business opportunities, including new
products.
o Coordination and subsequent analysis of market research
studies including target market research, concept testing,
creative pre-and post-testing and advertising tracking
studies.

• Creative
o Working with advice and counsel from the RBCM graphic
designer.
o In English, French and other languages as needed and as
based on visitor statistics.
o For all advertising media including TV, radio, print, OOH and
online/new media.
o Consumer, image and brand positioning.
o Business-to Business (tourism trade).
o Retail, promotional.
o Co-operative advertising.
o Multicultural
o POS
o Copywriting
o Collateral (trade and consumer).
o Videos (corporate, social media)
o Web design, online newsletters in html and other online
elements as needed
o Digital animation
o Look and feel for separate products, ensuring connection to
RBCM brand.
o Look and feel of exhibitions including logo and title
development, guidelines, colour palette, etc. as it relates to
marketing and advertising needs.
o Catalogues for exhibitions
o Way finding signage

• Media
o Mainly local and provincial in Canada with potential for
national; Washington State (typically Seattle, Port Angeles)
o Research, strategy, planning, buying, execution, post buy
analysis for all advertising media including TV, radio, print,
OHH and online/new media.
o Budget control, checking tearsheets, confirming for payment,
coordinating makegoods.

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 o Securing media sponsorship and partnerships and ensuring
fulfillment.

• Production & Traffic

o Estimating and docket control
o Purchasing and/or supervising photography, art, mechanics,
stock photos, video editing, coordinating rights fees (initial
and scheduling renewals)
o As some requirements are unique (e.g. outside building
banners), considering RBCM counsel on materials,
suppliers, etc.
o Casting and coordinating talent, including payments and
residuals.
o Monitoring and executing on ad rotation schedules.

• Financial
o Checking invoices to contract
o Paying media, invoicing RBCM
o Providing materials for audits when requested
o Providing monthly budget control reports

• Sales Promotion
o Strategies, tactics and plans.
o Promotion concepts and ideas.
o Direct mail, including copywriting, managing cells, liaising
with mail house, checking lives, coordinating data cleaning.
o Sales aids, collateral
o Premium incentives, resourcing and fulfillment.
o Contesting and legal clearance
o Sales merchandisers for items such as gift cards.

• Corporate Communications, Public Relations

o Communication audits
o Annual communication pieces such as Annual Report –
complete coordination of project, including writing, graphic
design, production, printing.
o Strategies for targeted publicity
o Executive management
o Crisis management
o Special events and community relations
o Communications writing, including newsletters, advertorials,
employee communications, government communications.
o Corporate social responsibility strategies
o Social media strategies and opportunity identification.

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 • Web site www.royalbcmuseum.bc.ca
o Web site plans, objectives, strategies, architecture
o Strategic integration plans for online advertising, social
media and web site.
o Web copywriting
o Systems/software integration
o eCommerce and/or transactional system development
o Usability testing
o Site statistics gathering and analysis
o Email marketing strategies and execution
o Intranet development

The estimated value of the contract is expected to be up to $100,000

annually but could be more or less and will vary from year to year
depending on the annual allocation to the Marketing & Communications
budget, funding acquired throughout the year from various sources and
allocation for one-time projects such as feature exhibitions.

For this RFP, costs by functional areas (per hour or other proposed) and
background qualifications for all personnel that would be involved in this
contract will be required. Once the contract is awarded, all work will
require estimated and/or quotes by project.

The RBCM will retain all rights to materials produced including the
concepts, graphic design, copy and photography, including moral and
intellectual property rights and it is expected that these will be transferred
to us when required upon request at no additional cost. There may also be
a need, depending on the project, for material to be developed to a certain
point and then transferred to RBCM for execution.

E. Proposal Submission and Format Requirements

Mandatory Requirements

Proponents must:
• Ensure that the proposal is received at the closing location by the
specified closing date and time in the delivery method described, as
detailed on page one of this RFP.
• Ensure the proposal is in English.
• Contact the RBCM Contact person listed on page 1, if media and/or
large files are to be included as access to our FTP site can be
arranged for uploading files.

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 • Submit an unaltered, completed and signed RFP cover page,
including proponent section with the proposal as well as three (3)
references meeting the requirements listed in this RFP.

Proposals not clearly demonstrating that they meet the following

mandatory criteria will be excluded from further consideration during the
evaluation process.

Proposal Format

The proposal must be submitted in the following format:

Section 1: Executive Summary

Short summary (one page) of key features of the proposal – highlights

may include:

¾ Your agency’s strategic approach(es) to the marketing and

communication needs of the RBCM
¾ A statement about why you are interested in working with the
RBCM.
¾ How you envision your agency working with the in-house marketing
and communications resources at RBCM to mutual benefit.
¾ Your experience working with a crown agency, and your ability to
service an account with tight timelines, multiple projects and
changing priorities.
¾ What makes you stand apart from other agencies?

Section 2: Approach

This section must include:

¾ Your agency’s strategic approach(es) to the marketing and

communication needs for the RBCM
¾ A statement about why you are interested in working with the
RBCM (mandatory in Section 2 but optional in Executive
Summary).
¾ How you envision your agency working with the in-house marketing
and communications resources at RBCM to mutual benefit
(mandatory in Section 2 but optional in Executive Summary).
¾ Description of the process and methods the agency uses to
develop effective marketing and communications strategies and
provide examples of how this has worked for a minimum of two
other clients.

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 ¾ Description of the creative philosophy of your agency and provide
examples of creative work (including copywriting) that you feel best
demonstrates your abilities as it relates to this RFP.

Section 3: Agency Profile

Your profile should include (in point form wherever possible):

¾ Agency contact information, background, history, positioning,

point(s) of difference.
¾ A statement that your agency has an office in BC and the size and
function(s)/services of the BC office.
¾ Listing of BC office staff by department or function including names
and titles of the agency’s management team in BC.
¾ Background of the key staff who would be handling the RBCM
account including names, titles, brief biographies of form principals,
management and creative team, highlighting the specific
experience of the individuals.
¾ Your national and international offices and affiliated offices,
including the number of employees, general structure in your
offices and annual revenue range
¾ Detailed ownership of your company
¾ Current client list including the nature of the relationship (i.e. full
AOR or one-off projects such as graphic design, promotion,
advertising, etc.), year acquired and senior person on account.
¾ An indication of how the RBCM contract compares in size with
other contracts handled by your agency.
¾ A list of clients lost over the past 24 months and reason for each
loss.
¾ Strategic alliances with other agencies or advertising/creative
services providers or contractors (if applicable) and how this can
address any gaps in the ability to provide all services required by
this RFP.
¾ Three (3) current clients as references. References should be
located in BC and should have agency requirements similar to
RBCM. Please include contact names and telephone numbers for
each reference. The agency is responsible for ensuring
authorization has been given by these clients to be named as a
reference.
¾ The mechanisms in place to ensure ongoing satisfaction with your
services.
¾ A description of your agency’s capabilities as it relates to the Scope
of Work outlined in Section D.

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Section 4: Case Study

A brief case study (no more than three (3) pages) that clearly illustrates
the agency’s approach to addressing the marketing and communications
challenges of the RBCM. It may include:

¾ An overview of the marketing and communications challenges at

the RBCM from your perspective.
¾ An overview of the marketing and communications strategies the
agency believes may address the challenges.
¾ A description of similar case histories dealing with similar issues
with other clients that the agency has worked with.
¾ A description of how the agency is ideally suited to handle the
challenges and opportunities including a description of the results
the RBCM might expect.

Section 5: Cost Estimates

This section should outline and answer the following:

¾ Please explain whether you prefer commission, fees, or

combination (or another method) or remuneration. Describe the fee
structure(s) that you would recommend for this account.
¾ What are the applicable costs for services as outline in Scope of
Work found in Section D?
¾ What services would be billed as extras and what are their costs?
Indicate if the agency generally charges extra for layouts,
storyboards, merchandising materials, roughs, etc.
¾ What is your policy on travel expenses when incurred on behalf of
client activities?
¾ Describe your accounting systems and method of billing and
tracking expenditures.
¾ Please provide details of any costs not provided in any other
section.

Section 6: Other

This section should include:

¾ An identification of existing clients in the museum and archives,

arts, heritage and/or cultural sector or similar organizations to the
RBCM with a significant tourism/attraction based business
component that may be considered a conflict. Approach to conflict
management should be addresses in this section.
¾ Any other information or offering which the agency may believe to
be an incentive to the consideration of this proposal.

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F. Evaluations

Written responses to this RFP will be evaluated on capabilities, skills and

experience using the following guidelines:

Company profile, reputation, personnel qualifications 15 points

and experience
Are there client conflicts and/or ownership concerns? NS
(no score assigned but can abort application)
Expertise – can the agency provide the services 15 points
needed to fulfill the assignment? Does the agency have
the skills that will meet the ongoing needs and that will
meet the needs of the RBCM as they change? If
consortium of agencies, is approach to addressing
gap(s) and integration of agencies appropriate for the
business needs?
Strategy – Is there evidence in Section 4 of strategic 20 points
thinking, unique customer insights and an innovative
approach to the needs and situation of the RBCM?
Business Building – Has the agency demonstrated an 20 points
ability to achieve results (successes, case studies) and
are these relevant to the RBCM?
Creativity – has the agency demonstrated a track 10 points
record in creative (results, research, and awards)?
Proposed cost estimates (cost structure, fees, etc. as 15 points
provided in Section 5)
References 5 points
TOTAL 100 points

The evaluation of proposed fees will be based on information provided in

Section 5. Proposals with lower fees and estimates against equivalent
services will receive higher marks. However, other areas of strength such
as quality of work, efficiencies of account services and demonstrated
ability to deliver under tight timelines will be considered first. Therefore
agencies will not be short-listed based on price alone.

Preference will be given to agencies with an office in BC. Proposals will be

evaluated by an RBCM selection committee.

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 Proponents should ensure that they fully respond to all criteria in order to
receive full consideration during evaluation.

G. Timelines

The following is an estimated timeline for this RFP process:

Posting of RFP February 3rd, 2010

Question period closes February 10th, 2010 @ 2:00pm
Q&A’s posted February 16th, 2010
Closing of RFP February 23rd, 2010 @ 2:00pm
Submission reviews March 8th – 12th, 2010
First interview March 15th – 19th, 2010
Agency visits March 22nd – 26th, 2010
Final Interviews April 6th – 9th, 2010
Final decision April 12th – 16th, 2010

Contract discussion and negotiations with the successful proponent are

expected to commence immediately with implementation scheduled for
May 1st, 2010.

H. Interview Process

At the interview, short-listed agencies will have the opportunity to make a

capabilities presentation and provide and overview of their submitted
proposal. Agencies will also be able to provide further examples of
creative work and may wish to provide relevant examples(s) of
comprehensive marketing strategies developed for other clients. The
interview process may take up to two (2) hours and it is expected that key
agency staff who will work on the RBCM account will be in attendance.

It should be noted that speculative creative work does not form part of this
RFP and, in fairness to all proponents, will not form part of the evaluation
if presented.

Following the interview process, on-site visits to the agencies’ place of

business may take place with members of the selection committee.

An additional, final two (2) hour work session will then take place between
the agency and the selection committee. After this session, a final decision
will be made.

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I. Consideration

The lowest price proposal will not necessarily be accepted nor is the
RBCM under any obligation to enter into a contract with any proponent.
Any proposals not meeting the mandatory requirements outline in the RFP
and its appendices will be rejected.

J. Confidentiality

All proposals submitted will be held in strict confidence and shall not be
revealed directly or indirectly to any other party, in accordance with the
Freedom of Information and Protection of Privacy Act.

K. Enquiries

Any questions or enquiries must be submitted in writing via email or fax,

by 2:00pm on February 10th, 2010, to the person whose information is
provided on page one (1) of this document. Written answers will be posted
on BC Bid by the end of day on February 16th, 2010. In fairness to all
proponents, questions submitted after this deadline will not be responded
to.

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