8. REQUEST FOR PROPOSAL - 2016 FCM ANNUAL CONFERENCE AND MUNICIPAL EXPO
DEMANDE DE PROPOSITION – CONGRÈ ANNUEL ET EXPO MUNICIPALE 2016 DE LA FCM
That Council:
1. Approve that the City of Ottawa participate in the Request for Proposal process in partnership with Ottawa Tourism and the Ottawa Convention Centre to host the 2016 FCM Annual Conference and Municipal Expo.
2. Approve that the City commit up to $ 100,000 (2010 dollars) to fulfilling the responsibilities laid out in the RFP, mirroring its current commitment to the annual conference; specifically that the City:
· Organize study tours, including registration and transportation;
· Organize a companions’ program including transportation;
· Host the Mayor’s Welcome Reception and Farewell Delegates Breakfast, Board of Directors cocktail, daily continental breakfasts, and one Gala Dinner event;
· Provide local transportation where required;
· Establish a local organizing committee two years in advance of the conference;
· Designate an employee of the host city as a co-ordinator 12 to 18 months in advance of the conference; and,
· Provide staff and volunteers for various duties during the conference.
3. Direct staff report back to Corporate Services and Economic Development Committee on any significant funding needs over and above the current City of Ottawa contribution to the FCM Annual Conference, and that staff seek out sponsorship in order to cover costs where possible if Ottawa is selected as host.
Que le Conseil :
1. Autorise la Ville à participer au processus de demande de proposition en partenariat avec Tourisme Ottawa et le Centre des congrès d’Ottawa afin que le Congrès annuel et Expo municipale 2016 de la FCM ait lieu ici;
2. Autorise la Ville à verser jusqu’à 100 000 $ (en dollars de 2010) de façon à respecter les responsabilités énoncées dans la DP, qui traduisent son engagement actuel en ce qui a trait au congrès annuel, dont les suivantes :
· Organise des visites pédagogiques, y compris le processus d’inscription et le transport;
· Organise un programme d’accompagnateurs, y compris le transport;
· Organise la réception de bienvenue du maire, le déjeuner d’adieu des délégués, le cocktail du conseil d’administration, les déjeuners continentaux quotidiens et un dîner de gala;
· Assure le transport local au besoin;
· Forme un comité organisateur local deux ans avant la tenue de l’événement;
· Nomme un employé de la Ville au poste de coordonnateur 12 ou 18 mois avant la tenue du congrès;
· Confie diverses tâches aux membres du personnel et aux bénévoles pendant la durée du congrès.
3. Demande au personnel de présenter au Comité des services organisationnels et du développement économique un rapport sur tout financement nécessaire, autre que celui accordé par la Ville, pour la tenue du Congrès annuel de la FCM, et de trouver, si possible, des commanditaires pour couvrir certains frais si Ottawa était choisie pour accueillir l’événement.
Documentation
1. Corporate Services and Economic Development Committee’s report dated 3 February 2010 (ACS2010-CMR-CSE-0006).
2. Extract of Draft Minute, 2 February 2010.
3 February 2010 / le 3 février 2010
Submitted by/Soumis par : Corporate Services and Economic Development Committee / Comité des services organisationnels et du développement économique
(613) 580-2474, Marianne.Wilkinson@ottawa.ca
SUBJECT: |
REQUEST FOR PROPOSAL - 2016 FCM ANNUAL CONFERENCE AND MUNICIPAL EXPO |
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OBJET : |
DEMANDE DE PROPOSITION – CONGRÈ ANNUEL ET EXPO MUNICIPALE 2016 DE LA FCM |
That the Corporate Services and Economic Development Committee recommend Council:
1. Approve that the City of Ottawa participate in the Request for Proposal process in partnership with Ottawa Tourism and the Ottawa Convention Centre to host the 2016 FCM Annual Conference and Municipal Expo.
2. Approve that the City commit up to $ 100,000 (2010 dollars) to fulfilling the responsibilities laid out in the RFP, mirroring its current commitment to the annual conference; specifically that the City:
· Organize study tours, including registration and transportation;
· Organize a companions’ program including transportation;
· Host the Mayor’s Welcome Reception and Farewell Delegates Breakfast, Board of Directors cocktail, daily continental breakfasts, and one Gala Dinner event;
· Provide local transportation where required;
· Establish a local organizing committee two years in advance of the conference;
· Designate an employee of the host city as a co-ordinator 12 to 18 months in advance of the conference; and,
· Provide staff and volunteers for various duties during the conference.
3. Direct staff report back to Corporate Services and Economic Development Committee on any significant funding needs over and above the current City of Ottawa contribution to the FCM Annual Conference, and that staff seek out sponsorship in order to cover costs where possible if Ottawa is selected as host.
Que le Comité des services organisationnels et du développement économique recommande ce qui suit au Conseil :
1. D’autoriser la Ville à participer au processus de demande de proposition en partenariat avec Tourisme Ottawa et le Centre des congrès d’Ottawa afin que le Congrès annuel et Expo municipale 2016 de la FCM ait lieu ici;
2. D’autoriser la Ville à verser jusqu’à 100 000 $ (en dollars de 2010) de façon à respecter les responsabilités énoncées dans la DP, qui traduisent son engagement actuel en ce qui a trait au congrès annuel, dont les suivantes :
· Organiser des visites pédagogiques, y compris le processus d’inscription et le transport;
· Organiser un programme d’accompagnateurs, y compris le transport;
· Organiser la réception de bienvenue du maire, le déjeuner d’adieu des délégués, le cocktail du conseil d’administration, les déjeuners continentaux quotidiens et un dîner de gala;
· Assurer le transport local au besoin;
· Former un comité organisateur local deux ans avant la tenue de l’événement;
· Nommer un employé de la Ville au poste de coordonnateur 12 ou 18 mois avant la tenue du congrès;
· Confier diverses tâches aux membres du personnel et aux bénévoles pendant la durée du congrès.
3. De demander au personnel de présenter au Comité des services organisationnels et du développement économique un rapport sur tout financement nécessaire, autre que celui accordé par la Ville, pour la tenue du Congrès annuel de la FCM, et de trouver, si possible, des commanditaires pour couvrir certains frais si Ottawa était choisie pour accueillir l’événement.
On 2 February 2010, the Corporate Services and Economic Development Committee waived the rules to consider the following motion by Councillor Wilkinson:
WHEREAS the City of Ottawa has successfully hosted numerous national and international conferences to the benefit of the local economy;
WHEREAS local hotel and conference facilities will be in a position to host the 2016 FCM Annual Conference and Municipal Expo;
AND WHEREAS the RFP response deadline of February 12th does not allow for a staff report to Committee and Council for consideration;
BE IT RESOLVED that the City of Ottawa participate in the Request for Proposal process in partnership with Ottawa Tourism and the Ottawa Convention Centre to host the 2016 FCM Annual Conference and Municipal Expo.
Be if further resolved, that the City commit up to $ 100,000 (2010 dollars) to fulfilling the responsibilities laid out in the RFP, mirroring its current commitment to the annual conference; specifically that the City:
· Organize study tours, including registration and transportation;
· Organizing a companions’ program including transportation;
· Host the Mayor’s Welcome Reception and Farewell Delegates Breakfast, Board of Directors cocktail, daily continental breakfasts, and one Gala Dinner event;
· Provide local transportation where required;
· Establish a local organizing committee two years in advance of the conference;
· Designate an employee of the host city as a co-ordinator 12 to 18 months in advance of the conference; and,
· Provide staff and volunteers for various duties during the conference.
BE IT FURTHER RESOLVED that staff report back to Corporate Services and Economic Development Committee on any significant funding needs over and above the current City of Ottawa contribution to the FCM Annual Conference, and that staff seek out sponsorship in order to cover costs where possible if Ottawa is selected as host.
The Federation of Canadian Municipalities (FCM) has issued an RFP seeking to identify host cities for its 2016 Annual Conference and Trade Show. The annual conference is the largest annual gathering of senior municipal elected and non-elected officials from across Canada, welcoming approximately 2,500 delegates for a four-day event, traditionally held in the first week of June.
The Annual Conference and Municipal Expo is a major event for most members and is often their only face-to-face contact with FCM. This event brings together elected officials, senior municipal managers and private sector representatives in an interactive environment with the primary objective of highlighting FCM policies and programs and offering educational opportunities to members through seminars and plenary sessions. The Municipal Expo offers members the opportunity to network with leading edge product and service providers and see the latest in innovations aimed at the municipal market place.
Hosting the annual conference and trade show is expected to result in the infusion of an estimated $4.5 - $6 million into the host city’s economy, according to a recent impact study conducted by FCM.
Host City Responsibilities
FCM has the overall responsibility for organizing and implementing the conference and trade show, however the host city is responsible for the following activities, which will require significant human and financial resources:
· Organizing study tours, including registration and transportation
· Organizing a companions’ program including transportation
· Hosting the Mayor’s Welcome Reception and Farewell Delegates Breakfast, Board of Directors cocktail, daily continental breakfasts, and one Gala Dinner event
· Provision of local transportation where required
· Establishing a local organizing committee two years in advance of the conference
· Designating an employee of the host city as a co-ordinator 12 to 18 months in advance of the conference; and
· Providing staff and volunteers for various duties during the conference
In discussions with Ottawa Tourism and the Ottawa Convention Centre, the tourism industry is very supportive of the City bidding for the conference, and is confident that through in-kind contributions from industry partners and funding support from Ottawa Tourism’s Convention Fund, that the City would only be required to contribute up to maximum of $100,000 to fulfill the requirements laid out in the RFP.
N/A
There are no legal/risk management impediments to implementing any of the recommendations in the report.
With Council approval of this report, funds will be identified in the 2016 operating budget and will be subject to Council adoption of said budget.
City Clerk to notify the Ottawa Tourism and the Ottawa Convention Centre of City Council's decision.
2016 FEDERATION OF CANADIAN MUNICIPALITIES (FCM) ANNUAL CONFERENCE AND MUNICIPAL EXPO
DEMANDE DE PROPOSITION – CONGRÈ ANNUEL ET EXPO MUNICIPALE 2016 DE LA FCM
ACS2010-CMR-CSE-0006 CITY WIDE/À L'ÉCHELLE DE LA VILLE
Moved by M. Wilkinson
That the Corporate Services and Economic Development Committee approve the addition of the above-noted item for consideration by the Committee at today’s meeting, pursuant to Section 84(3) of the Procedure By-Law.
CARRIED
Councillor Wilkinson introduced her motion and reminded Committee that the FCM Conference had not been held in Ottawa for many years. She explained that the costs listed in the motion are usually handled by sponsorships, and given the event is six years away, there would be sufficient time to arrange for sponsorships. Councillor Wilkinson believed that such a conference could bring in over 2,000 people with a large trade show that would benefit the City and community.
Chair Jellett noted that the Committee had waived the rules due to the deadline for submission.
Councillor McRae remarked that this type of event is good for the City, but expressed concern with approving a blank cheque, given that there is no money attached to the events outlined in the motion. She asked staff about approaching corporate sponsors for help in offsetting the costs to host these events. The Councillor also voiced her concerns with designating an employee for 18 months, considering that the branch is already short-staffed.
Ms. Schepers admitted that at first glance, staff felt it would be too costly to host such a large event. Subsequently, staff were able to secure a commitment from Ottawa Tourism and the Ottawa Convention Centre (OCC) as partners for this event, with costs estimated at $100,000 above staff estimates. She felt this cost was reasonable and said that staff strongly recommend and support this initiative.
Responding to a question from Councillor McRae, Ms. Johanne Levesque, Director of Community Sustainability, agreed there is room for corporate sponsorship to play a role, as Ottawa Tourism and the OCC are agreeable in partnering with the City to ensure that this event takes place. Ms. Levesque stated that the original cost to host this event had been estimated to be $450,000, but had diminished to $100,000.
Councillor Wilkinson agreed to a friendly amendment to the wording of the Motion to include an amount as suggested by Councillor McRae. Councillor McRae also suggested that Economic Development staff seek guidance and advice from the Protocol Office with regard to corporate sponsorships.
Councillor Deans expressed the view that this was a great opportunity for the City of Ottawa to host the FCM conference. The Councillor voiced her concern with regards to putting an upset limit of $100,000 in current dollar value, not knowing what the inflation and interest rates will be by 2016. She asked that staff revise the motion to ensure that the City does not inadvertently disqualify itself for the chance to host the conference in 2016.
Ms. Levesque highlighted that the Economic Development branch would likely not be the lead on developing the bid; rather, they would be a partner. The Committee allowed staff to reword the motion to reflect the above comments.
Moved by M. Wilkinson,
WHEREAS the City of Ottawa has successfully hosted numerous national and international conferences to the benefit of the local economy;
WHEREAS local hotel and conference facilities will be in a position to host the 2016 FCM Annual Conference and Municipal Expo;
AND WHEREAS the RFP response deadline of February 12th does not allow for a staff report to Committee and Council for consideration;
BE IT RESOLVED that the City of Ottawa participate in the Request for Proposal process in partnership with Ottawa Tourism and the Ottawa Convention Centre to host the 2016 FCM Annual Conference and Municipal Expo.
BE IF FURTHER RESOLVED, that the City commit up to $ 100,000 (2010 dollars) to fulfilling the responsibilities laid out in the RFP, mirroring its current commitment to the annual conference; specifically that the City:
· Organize study tours, including registration and transportation;
· Organizing a companions’ program including transportation;
· Host the Mayor’s Welcome Reception and Farewell Delegates Breakfast, Board of Directors cocktail, daily continental breakfasts, and one Gala Dinner event;
· Provide local transportation where required;
· Establish a local organizing committee two years in advance of the conference;
· Designate an employee of the host city as a co-ordinator 12 to 18 months in advance of the conference; and,
· Provide staff and volunteers for various duties during the conference.
BE IT FURTHER RESOLVED that staff report back to Corporate Services and Economic Development Committee on any significant funding needs over and above the current City of Ottawa contribution to the FCM Annual Conference, and that staff seek out sponsorship in order to cover costs where possible if Ottawa is selected as host.
CARRIED
DIRECTION TO STAFF:
Staff to work with the Protocol Office in terms of receiving advice on hosting the above-noted conference and working with corporate sponsors.