Financial Services Assesment

Calgary Inc. with Calgary Convention & Visitors Bureau and Calgary Technologies Inc. desire to partner with a firm to conduct a review and provide recommendations in streamlining administrative functions, financial services, and facilities management within the three entities.

Background

In 1998-99 The City carried out a major review of the promotional/economic development agencies that it was funding. The main goal of the review was to find out whether The City's investment in this area was producing the best results.

Issues that were identified during the process:
- Lack of a broad community wide vision.
- Growing need to balance economic prosperity and quality of life
- No overall strategy to ensure Calgary's continued and sustained improvement.
- Narrowly focused economic development activity
- Minimal coordination of efforts between agencies
- Minimal focus on the retention and growth of indigenous businesses.
- Lack of performance measurement
- Limited attempts to forge relationships with the private sector in Calgary.
- No mechanism to identify the variety of issues that will have an affect on the continued well being.

The result of the review was the formation of Calgary Inc. to help address these issues.
Currently, the formal roles of Calgary Inc. include the following elements:
· Providing the overall vision and direction for economic improvement in Calgary.
· Provision of general marketing services including overarching branding and imaging.
· Acting as the point of contact and coordination among agencies.

The Calgary Convention & Visitors Bureau (CCVB) promotes and shares the experience that is Calgary for the benefit of visitors and our community. The CCVB is an industry-driven, destination marketing organization (not a government department) whose primary role is to represent and promote Calgary and area to key travel trade representatives. The CCVB goal to increase visitor-generated revenue is achieved through sales activities in client-populated markets where staff pursues and develops relationships with travel trade buyers. Through this process, Bureau staff is able to reach existing and new markets and create business opportunities. A combination of promotional initiatives by industry partners and Bureau staff attracts convention, corporate meeting, leisure and incentive travelers. CCVB staff also assists visitors year round through vacation and meeting planning publications, convention and accommodation services and information centres.

Project

Since the creation of Calgary Inc. the related promotional authorities have coordinated their employee benefits, reviewed their insurance coverage and have done some work in coordinating their purchasing efforts in addition to streamlining some financial services. At this time we believe an in depth review of administrative functions, financial services, and facilities management within the three entities is required. The outcome of the review will be a recommendation which following option provides the most efficient and economical means to deliver the services:

1. Outsourcing
2. Operating the services under a shared services concept
3. Grouping the services into one of the three entities
4. Status Quo
5. Other

What are the pros and cons of each of the above alternatives as it relates to the operations of these entities?

Currently the entities provide some of the services in-house some are out-sourced and some are grouped into one entity. The following areas, in priority order, have been identified for the review to encompass. Responses are invited on one or all of the following:

Financial Services - Calgary Inc. and Calgary Convention and Visitors Bureau conduct their financial services in-house. Calgary Technologies Inc. provides accounts payable and receivables in house with payroll, financial statement preparation and bank reconciliation being completed by the Calgary Chamber of Commerce.

Administrative Services - These services are currently provided in house by each organization and they include human resource management, purchasing, reception, mail services, technology support services and courier services.

Facilities Management - Calgary Technologies Inc. outsource this function while Calgary Convention and Visitors Bureau is providing this service in-house.

Responses

The responses to this RFP should detail the process that would be undertaken to conduct this review, outlining the project stages and milestones. In addition it would be extremely helpful to understand the time required by each of the entities in support and completion of the project. The cost of the project should be broken into two phases with phase one being the review and recommendations with phase two being the implementation of the recommendations.

Throughout the duration of the project updates will be provided to the designated person at each of the entities by way of meetings and\or correspondence. A final written report is required on the project completion date with a presentation on the recommendations following thereafter.

Timelines

January 9, 2001 RFP's sent out to short list and posted on website (www.calgary-promote.com)
January 23, 2001 Response to RFP due by 4:30 pm to Reta Morgan, Calgary Inc. 800, 615 - Macleod Trail SE Calgary, Alberta T2G 4T8
January 30, 2001 Successful bidder notified
January 31, 2001 Initial project scoping meeting
February 1, 2001 Project begins
February 28, 2001 Project completion and presentation on recommendations
March 1, 2001 Implementation of recommended changes, if any, begins

Contact

Reta Morgan, CMA
Corporate Development Team Leader
Calgary Inc.
800, 615 Macleod Trail SE
Calgary, Alberta
T2G 4T8
Phone: 221-7823
Fax: 221-7828
Email: reta
Website: www.calgary-promote.com