Partnership Policy

 

 

Policy

1.      The Town of Markham accepts the principle that external organizations may partner with Town of Markham programs, events, facilities or activities where such partnership is mutually beneficial to both parties.

 

  1. The Town of Markham will not solicit, or accept, sponsorship from Tobacco companies or other companies whose reputation could prove detrimental to the Town’s image.  In addition, where the intent is to solicit partnership from organizations whose products or public image may be deemed to be “sensitive”, (i.e. liquor, personal care or health products, companies reported to have questionable business practices…) the Town must evaluate all such proposals on an individual basis based on the content of the proposal.

 

  1. Notification of partnerships opportunities will be advertised through a Request for Expression of Interest to launch the policy and in the spring of each calendar year thereafter to the general public and the business community.  In some cases competitive bidding processes may be required.  Evaluation criteria will include the value of the product, service and cash provided to the Town; the quality and timeliness of the proposal; the cost to the Town to service the agreement; compatibility of the product and services with Town policy, standards and Corporate Goals; the market place reputation of the partner.  In the event that opportunities for partnerships are greater than the response generated by the Request for Interest, Town of Markham staff will be proactive in approaching and discussing opportunities with potential partners.

 

 

 

Policy Principles

 

Partnerships will be built on the following principles.

 

  1. All forms of corporate partnership must support the goals, objectives, and bylaws of the Town of Markham (including conflict of interest, code of conduct and liability).
  2. Recognition provided to partners (advertising, signs, announcements…) shall complement, but not take precedence over Town image, logo or profile.
  3. For each opportunity presented, specifics must be detailed and evaluated regarding the maximum recognition provided and the Town of Markham’s contribution relative to value.  This will be reviewed before entering partnership agreements and be part of the process for extending/ renewing agreements.

 

  1. Exclusions to the above include:
    1. Single source proposals, when a partnership offers an innovative or experimental opportunity over a defined time period.  The use of a single source would be discussed and reviewed with the appropriate Commissioner and Chief Administrative Officer.  Any single source proposal with a value over $25,000 would require Council approval.

 

  1. Partnership discussions will not occur with an organization, when that organization is involved in a competitive bidding process with the Town.  Partnership discussions will be suspended when a potential partner is submitting written quotes, Request for Proposals and/ or bidding on a tender process.  Discussion can resume after these processes are closed and a contract has been awarded.

 

  1. Corporations who have existing partnership agreements with the Town of Markham are welcome to participate in competitive bid processes but will not be given preferential treatment.

 

 

Process Management

1.                  All Partnership agreements must clearly identify the dates of the agreement, the length of the agreement, what the partner is contributing, the value of that contribution and the forms of recognition the Town will make available in return.   Authorized representatives of each organization must sign and date the agreement.

2.                  In recognizing this new initiative, all partnerships (including sponsorships at the Cultural venues) will be reviewed on the following basis;

    • Partnership Activity Templates can be used to filter all agreements with a value of $10,000 and less.  Staff will identify, document and approve an inventory of these agreements. 
    • Partnership Activity Templates will be completed for all agreements with a value greater than $10,001 up to $25,000.  All partnership arrangements in this range are subject to review and approval by the appropriate Commissioner and Chief Administrative Officer;
    • Partnership Activity Templates will be completed for all agreements with a value greater than $25,000.  All partnership arrangements in this range will be subject to review and approval by Council and executed by the Clerk and Mayor;
    • All arrangements identified as sensitive in nature, regardless of value, shall be brought to Council for consideration.

3.                  The Manager of Community Partnerships will provide semi annual reports to the Community Services and Environment Committee on the value of partnership activities and progress.

 

Responsibilities

The Manager of Community Partnerships is responsible for:

  • Developing and Managing the processes for identifying, tracking, sharing and reporting all partnership arrangements (including the Partnership Networking Committee)
  • Providing leadership and guidance to all Town departments regarding the interpretation of these guidelines
  • Developing and recommending sound partnership strategies
  • Developing and sustaining sound partnership arrangements
  • Developing and maintaining sales, presentation and print material related to partnerships
  • Facilitating the review and revisions to the guidelines as necessary