HomeMy WebLinkAboutCS 31-25Report to
Executive Committee
Report Number: CS 31-25
Date: November 3, 2025
From: Laura Gibbs
Director, Community Services
Subject: Advertising in Pickering Arenas
Request for Quotation No. Q2025-31
File: A-1440-001
Recommendation:
1.That Request for Quotation No. Q2025-31 for Advertising at Chestnut Hill Developments
Recreation Complex Arena and Don Beer Arena submitted by Futuresign Multimedia
Displays Inc . in the amount of $78,131.00 (plus HST) be accepted;
2.That the Director, Community Services be authorized to execute the Form of Agreement
with Futuresign Multimedia Displays Inc. pursuant to Request for Quotation No. Q2025-
31, for a three-year term beginning December 1, 2025 and ending November 30, 2028,
with an option to extend for an additional one year term, until November 30, 2029,
pending satisfactory performance in the delivery of services; and,
3.That the appropriate City officials be authorized to take the necessary actions as
indicated in this report.
Executive Summary: The purpose of this report is to obtain Council’s authorization to
award Request for Quotation No. Q2025-31 for Advertising at Pickering Arenas at both
Chestnut Hill Developments Recreation Complex (CHDRC) Arena and Don Beer Arena (DBA).
Section 06.12 of the Purchasing Policy (PUR 101) requires that revenue generating proposals
for services are subject to the approval of Council prior to the Manager awarding the contract.
Request for Quotation No. Q2025–31 was advertised on the City’s bids&tenders portal on
August 15, 2025 and closed September 26, 2025. Two companies submitted responses. The
Evaluation Committee, consisting of staff from Community Services, reviewed and evaluated
the submitted responses based on criteria outlined in the RFQ document including experience
and qualifications, understanding of the deliverables and revenue to the City.
All reference checks have been received and approved. It is the recommendation of the
Evaluation Committee to award the contract to Futuresign Multimedia Displays Inc . as the top-
ranked respondent.
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Strengthen Existing & Building New Partnerships.
CS 31-25 November 3, 2025
Page 2
Financial Implications: The revenue to be generated from Futuresign Multimedia Displays
Inc. will be based on an annual fixed rate covering both the CHDRC Arena and DBA as
outlined below:
Licence Year Annual Fee
Year 1 - (Dec. 1, 2025 – Nov. 30, 2026) $24,900.00
Year 2 - (Dec. 1, 2026 – Nov. 30, 2027) $26,025.00
Year 3 - (Dec. 1, 2027 – Nov. 30, 2028) $27,206.00
Subtotal $78,131.00 (plus HST)
Option Year 1 (Dec. 1, 2028 – Nov. 30, 2029) $28,567.00
Total $106,698.00 (plus HST)
The new contract will result in a decrease in revenue funding of approximately $32,800.00 per
year or $98,400.00 for the contract term . The decrease in revenues is mainly due to the
changing advertising environment such as social media and lower arena traffic.
D iscussion: The purpose of this report is to obtain Council’s authorization to award
Request for Quotation No. Q2025-31 for Advertising at Pickering Arenas at both CHDRC
Arena and DBA.
1. Procurement Process
Request for Quotation No. Q 2025–31 was advertised on the City’s bids&tenders portal on
August 15, 2025 and closed September 26, 2025. Two companies submitted responses. The
Evaluation Committee, consisting of staff from Community Services, reviewed and evaluated
the submitted responses based on criteria outlined in the RFQ document including experience
and qualifications, understanding of the deliverables and revenue to the City.
All reference checks have been received and approved. It is the recommendation of the
Evaluation Committee to award the contract to Futuresign Multimedia Displays Inc . as the top-
ranked respondent.
2.Futuresign Multimedia Displays Inc.
Futuresign Multimedia Displays Inc. was incorporated in October 1995 and aims to provide
local businesses with an opportunity to deliver state-of -the-art branding and community profile
in their market area at an economic rate while providing community facilities with an
incremental revenue stream . Through the dedicated efforts of 15 executives, administrators,
designers, installers and sales associates, Futuresign has established successful ongoing
relationships with various m unicipal partners while also building goodwill for local sponsors.
Futuresign is a long-standing member of Ontario Recreation Facilities Association and a
supplier of digital signage, rink boards, wall signage, ice resurfacer wraps, and various other
media to cities in over 200 facilities in south and central Ontario.
CS 31-25 November 3, 2025
Page 3
3. Advertising in Arenas
The City’s five ice pads include 90 dasher boards and 26 arena wall signs that are available for
advertising. The City of Pickering has been using an outside agency to advertise its arena rink
boards and facility signage for many years. Arena advertising provides many benefits that
includes affordable and cost-effective advertising options f or local businesses, the ability to
reach a captive audience and build a strong local presence, and significant exposure to local
and out of town visitors, all of which support the healthy growth and success of our community.
The Community Services Department recommends approval of the top-ranked proposal
submitted by Futuresign Multimedia Displays Inc . Request for Quotation No. Q2025-31 in the
amount of $78,131.00 (plus HST) or $88,288.00 (HST included).
Attachment: None
Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Kim Bradley, BRSL Laura Gibbs, MBA, MSc.
Special Advisor, Community Initiatives Director, Community Services
Original Signed By Original Signed By
Marilou Murray Cathy Bazinet, CPPB, NIGP-CPP
Manager, Community Services Administration & Manager, Procurement
Strategic Initiatives
Original Signed By
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
LG :kb
CS 31-25 November 3, 2025
Page 4
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer