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Proponents Meeting
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.
Title:
Date:
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Table of Contents
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A. Definitions & Administrative this Request for Proposal. This includes, but is
not limited to, involvement by a Proponent in the
Requirements preparation of this Request for Proposal. If a
Proponent is in doubt as to whether there might be
1. Definitions a conflict of interest, the Proponent should consult
with the RBCM Contact Person listed on page 1
Throughout this Request for Proposal, the following prior to submitting a proposal.
definitions apply:
• Proposals from not-for-profit agencies will be
• “Contract” means the written agreement resulting evaluated against the same criteria as those
from this Request for Proposal executed by the received from any other Proponents.
RBCM and the Contractor;
6. Evaluation
• “Contractor” means the successful Proponent to
this Request for Proposal who enters into a written Evaluation of proposals will be by a committee formed by
Contract with the Corporation; the RBCM and may include employees and contractors of
• “Corporation” means Royal BC Museum the Corporation. The Province’s intent is to enter into a
Corporation; Contract with the Proponent who has the highest overall
ranking.
• “must”, or “mandatory” means a requirement that
must be met in order for a proposal to receive 7. Negotiation Delay
consideration;
If a written Contract cannot be negotiated within thirty days
• “Proponent” means an individual or a company of notification of the successful Proponent, the Corporation
that submits, or intends to submit, a proposal in may, at its sole discretion at any time thereafter, terminate
response to this Request for Proposal; negotiations with that Proponent and either negotiate a
• “Province” means the Province of British Columbia Contract with the next qualified Proponent or choose to
and includes the Corporation; and terminate the Request for Proposal process and not enter
into a Contract with any of the Proponents.
• “should” or “desirable” means a requirement
having a significant degree of importance to the 8. Debriefing
objectives of the Request for Proposal.
At the conclusion of the Request for Proposal process, all
2. Terms and Conditions
Proponents will be notified. Unsuccessful Proponents may
request a debriefing meeting with the Province.
The following terms and conditions will apply to this
Request for Proposal. Submission of a proposal in
9. Alternative Solutions
response to this Request for Proposal indicates acceptance
of all the terms that follow and that are included in any
If alternative solutions are offered, please submit the
addenda issued by the Corporation. Provisions in
information in the same format, as a separate proposal.
proposals that contradict any of the terms of this Request
for Proposal will be as if not written and do not exist.
3. Addenda
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proposals, the Corporation will not be liable to any • Sub-contracting to any firm or individual whose current
Proponent for any claims, whether for costs or damages or past corporate or other interests may, in the
incurred by the Proponent in preparing the proposal, loss of Corporation’s opinion, give rise to a conflict of interest
anticipated profit in connection with any final Contract, or in connection with the project or program described in
any other matter whatsoever. this Request for Proposal will not be permitted. This
includes, but is not limited to, any firm or individual
12. Limitation of Damages involved in the preparation of this Request for
Proposal. If a Proponent is in doubt as to whether a
Further to the preceding paragraph, the Proponent, by proposed subcontractor gives rise to a conflict of
submitting a proposal, agrees that it will not claim damages, interest, the Proponent should consult with the Contact
for whatever reason, relating to the Contract or in respect of Person listed on page 1 prior to submitting a proposal.
the competitive process, in excess of an amount equivalent
to the reasonable costs incurred by the Proponent in • Where applicable, the names of approved sub-
preparing its proposal and the Proponent, by submitting a contractors listed in the proposal will be included in the
proposal, waives any claim for loss of profits if no Contract Contract. No additional subcontractors will be added
is made with the Proponent. or other changes made, to this list in the Contract
without the written consent of the Province.
13. Proposal Validity 18. Acceptance of Proposals
Proposals will be open for acceptance for at least 90 days • This Request for Proposal should not be
after the closing date. construed as an agreement to purchase goods or
services. The Corporation is not bound to enter
14. Firm Pricing into a Contract with the Proponent who submits
the lowest priced proposal or with any Proponent.
Prices will be firm for the entire Contract period unless this Proposals will be assessed in light of the
Request for Proposal specifically states otherwise. evaluation criteria. The Province will be under no
obligation to receive further information, whether
15. Currency and Taxes written or oral, from any Proponent.
Prices quoted are to be: • Neither acceptance of a proposal nor execution of
a Contract will constitute approval of any activity or
• in Canadian dollars;
development contemplated in any proposal that
• inclusive of duty, where applicable; FOB requires any approval, permit or license pursuant
destination, delivery charges included where to any federal, provincial, regional district or
applicable; and municipal statute, regulation or by-law.
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exhaustive. Nothing in this Request for Proposal is the Freedom of Information and Protection of Privacy Act
intended to relieve Proponents from forming their own and this Request for Proposal.
opinions and conclusions with respect to the matters
addressed in this Request for Proposal. 24. Use of Request for Proposal
22. Modification of Terms Any portion of this document, or any information supplied
by the Corporation in relation to this Request for Proposal
The Corporation reserves the right to modify the terms of may not be used or disclosed, for any purpose other than
this Request for Proposal at any time in it sole discretion. for the submission of proposals.
This includes the right to cancel this Request for Proposal
at any time prior to entering into a Contract with the 25. Reciprocity
successful Proponent.
The Corporation may consider and evaluate any proposals
23. Ownership of Proposals from other jurisdictions on the same basis that the
All proposals submitted to the RBCM become the property government purchasing authorities in those jurisdictions
of the Corporation. They will be received and held in
confidence by the Corporation, subject to the provisions of
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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.
C. Background
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.
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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
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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?
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:
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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.
• 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.
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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
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.
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.
Proposal Format
Section 2: Approach
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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.
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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:
Section 6: Other
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F. Evaluations
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Proponents should ensure that they fully respond to all criteria in order to
receive full consideration during evaluation.
G. Timelines
H. Interview Process
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.
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
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