Table of Contents

1. Executive Summary……………………………………………………………….3
2. Introduction………………………………………………………………………. 4
3. Statement of Work………………………………………………………………...4
4. Requirement Analysis……………………………………………………………..9
5. Supplier Identification and Selection……………………………………………...12
6. Monitoring and Control…………..……………………………………………….15
7. Closure and measurement of Progress…………………………………………….23
8. Project Budget………………………….………………………………………….24
9. Cashflow Report…………………………………………………………………...28
10. Conclusion…………………………………………………………………………30

1
 1. Executive Summary

The Toronto Sun's participation in the upcoming Caribana parade helps to connect
with the community. Larrisa Presso (Director of Promotion) assigned a project manager
Samantha Morrison to coordinate the parade day activities. The main aim is to create a stand-out
float that fits in with the lively spirit of the Caribana festival. Morrison is approaching the project
by conducting thorough research on past Caribana parades and working closely with the Festival
Management Committee (FMC). Additionally, she has coordinated with the other internal
departments like Design, advertising, and Human resources Departments. She planned a detailed
work breakdown structure (WBS) outlining tasks, timelines, and associated costs.

The key components of the project include float design, contractor hiring, volunteer
management, entertainment selection, and the coordination of the parade day activities. Morrison
faces limited budget and time constraints, requiring strategic decision-making and efficient
resource allocation. The project finances are clearly outlined, with a detailed budget covering
cash and noncash expenses. Income comes from sponsorship and contra advertisements, while
costs include internal resources, external purchases, and payment for contracts.

BUDGET OVERVIEW: The budget for the Toronto Sun Caribana project is detailed in WBS.
The total budget including both cash and non-cash components is estimated at $ 22,624. This
comprises sponsorship revenue, cash expenses for external purchases and contracts, and non-
cash expenses such as volunteer hours and contra advertisement.

FINANCIAL SUMMARY: The net budget revenue(profit) is calculated at $ 9,481, indicating a

positive financial outcome for the Toronto Sun's participation in the Caribana festival. This profit
is derived from careful management of resources, sponsorship, and strategic planning.

2
RECOMMENDATIONS:

 Efficient resource management- It is essential to manage internal resources effectively,

including volunteer hours and team efforts. Ensuring efficient use of these resources will
positively impact the project’s outcomes.
 Timely decision-making- Morrison should aim to keep each project phase on track to
meet the deadline for the parade day.
 Maximizing limited budgets- With a constrained budget, it is essential to explore cost-
effective options for materials, services, and entertainment. Negotiating with the existing
advertising partners and seeking sponsorship can help optimize the budget effectively.

2. Introduction

The Toronto Sun’s venture into the Scotiabank Caribana Festival stands as a
pivotal moment, marking a vibrant collaboration with one of Canada’s most celebrated cultural
events. Under the adept leadership of Samantha Morrison, the senior promotions coordinator,
this Caribana Parade Project unfolds as an exhilarating opportunity for the renowned daily
newspaper to not only participate in the festival’s vibrant tapestry but also strategically elevate
its brand’s visibility and engagement. Against the historical backdrop of the festival’s roots
dating back to 1967 and its evolution into a global phenomenon celebrating Caribbean music,
cuisine, and arts, the Toronto Sun’s role as a major media sponsor in this grand parade holds
significant weight. Morrison’s wealth of experience in events coordination, marketing, and
public relations, complemented by her academic background in broadcasting, positions her as a
dynamic force leading the charge. As we delve into the project’s intricacies encompassing
procurement, budgeting, volunteer management, and entertainment coordination, it is evident
that Morrison’s strategic vision is poised to transform the Toronto Sun’s participation into a
resounding success, where meticulous planning converges with cultural celebration, and where
the vibrancy of the Toronto Sun meets the dynamic energy of the Scotiabank Caribana Festival.

3
 3. Statement of work

Please find below the details in Table 1

Table 1

Category Scope Specification Estimating Timeline

Budget

Samantha  Coordination with  Create detailed Samantha's The

Morrison various project hourly rate is commencem
(project departments, documentation approximatel ent of the
manager) managing mainly project y 20/hr. Samantha
resources. plans, and project is
 Open progress reports. scheduled for
communication  Ensure all June 5 and
with stakeholders relevant ends on
and the sponsors. stakeholders are August 2.
informed of
project
milestones and
updates.

Larrisa  Overseeing key  The volunteer's Larrisa's All

Presso(Direc aspects of the T-shirt should be hourly rate is components
tor of project and of high quality. $30/hr are to be
Promotion) ensuring  Driver selection completed by
alignment with and float August 1 at 5
Toronto Sun arrangement, pm, except
promotional must adhere to for the final
objectives. the specified phase of the
budget float.
Festival  They are crucial  Aligns with the FMC Involvement
managemen in facilitating cultural and coordinator from project
t committee effective thematic hours at $18 initiation
(Coordinato communication, elements of the per hour until the
r of acquiring Caribana conclusion.

4
Caribana essential festival.
festival) information, and  Active and
ensuring smooth smooth
coordination coordination
between the with the project
Toronto Sun and manager.
Caribana festival.
Design  Need to create a  Design should be Design The initiation
Department float design and t- unique, and department of float
shirt design draft creative and team's hours design is set
and submit it for should align with at $15 per for June 16
approval. the overall theme hour. and
of the festival. completion is
expected by
 Volunteer t-shirt July 4.
design should be
innovative and The
easy commencem
identification for ent of t-shirt
the participant. design is
scheduled to
begin on
June 17 and
is expected
to be
completed on
July 24.

5
Advertising  Identification and  Vendor selection The It is
Department collaboration with should be based advertising expected to
the vendors, on reliability, department start on June
ensuring their quality, and cost- team's hours 17 (Tuesday)
contribution effectiveness. at $15 per
meets high  Collaborate with hour.
standards and other
aligns with the departments to
festival objective. ensure that
vendors are
chosen to meet
the specific
needs of the
project.

Human  Accurate  It must include The Initiate

Resource documentation all necessary estimated contact with
Department and adherence to legal language budget for the HR
legal regulations and information the HR department
for volunteers to protect both department is for the
taking part in the volunteers and about 20/hr waiver form
parade activities Toronto Sun. starting on
organized by  The waiver form July 7, and
Toronto Sun. should be easily the form is
understandable, expected to
and volunteers be received
should be by July 25.
encouraged to
seek clarification
if needed.

Legal  Review and  The waiver form For the Legal Review the
Department analyze the must address all Department waiver form
waiver form. applicable laws approximatel on July 9
 Legal compliance and regulations. y expected to
 Timely approval  Feedback should 20/hr end on 23
be provided in a July.
clear and concise
manner.

6
Marketing  Develop creative  It must reflect For Initiate the
Department concepts for creativity, and Advertising request for
advertising cultural Banners$200 the banners
banners. relevance and . on July 14,
 Design layout and align overall and it is
material selection theme of the expected to
by considering Caribana be completed
the weather, festival. by July 25.
durability, and  Design should
visual appeal. attract attention
from the
audience.
Contractor  They need to  Follow approved For Selection
collaborate with dimensions to fit purchasing criteria for
the client for a the event space. raw materials the
design review and  Material should and for contractor
then provide a be weather- assembling start on June
detailed list of resistant and approximatel 16 and the
materials and durable. y $5100. final float
their  Ensure all safety should
specification. measures. expected on
 Decoration and August 2.
finishing then
onsite setup.
Volunteers  Responsibilities  Need to follow Volunteer Initiate the
include assisting the instructions hours @ $ process of
in float design provided by the 15/hr. sending
and decoration. project manager emails to
 Monitoring the and design team. volunteers
parade and active  Effective begins on
participation in communication June 16 and
the parade float. skill is needed the selection
for coordinating process.
and managing
the parade.
Drivers  Responsible for  Drivers must Drivers with Selecting
the safe possess valid the truck are drivers
transportation of licenses and approximatel should starts
float including experience with y $337. on June 20.
loading and large vehicles.
unloading of  Familiar with
Parade float. parade route and
clear
understanding of
float
transportation

7
 plan.
Custom  Printing of t-  Provide high- For t-shirt Forward t-
Press shirts with proper quality material design, shirt order on
quality and timely with durability production June 11
transportation and comfort. and shipping
 Collaborate with  Ensure the is about
the Project printing process $880.
manager to is
finalize the color environmentally
and design. friendly.

Entertainer  Attract the  Deliver high The Contacting

attention of the energy and estimated potential
audience on interactive budget for entertainer
parade day. performance. the on July 4 and
 Ensure timely  Ensure all entertainer is expected to
arrival, setup, and equipment and about$300. be end on 21
arranging of instruments are July.
performance in good working
equipment. condition.
 Timely
communication
with the
coordinator.

4. Requirement Analysis

As per the statement of work for the parade, we will be making Request for quotation (RFQ)
for inviting the suppliers for the Tshirt Production, Float Transportation, Float Construction
contractor and Entertainment etc. stating the requirements.

T-Shirt Production
Table 2

Request For Quote (RFQ)

Evans Danniel Custom Press Date: 17/07/2008
Address: 101 Trillium Drive UIN No: ABC/12/008
Kitchener, ON
N2E 1W8

8
 [email protected]

Quote For: Payment terms: 30% at the time of

The Toronto Sun contract, rest upon delivery
Address: 365 Bloor Street E,
6th Floor, Toronto, Ontario,
Canada
M4W3L4
[email protected]

Unit price Total

SI.No Description Qty
(CAD) (CAD)
1 T-Shirts 45 17.77 800
2 Shipment 50 50
Modifications or amendments to the approved design subsequent to the final approval may
incur supplementary charges. Custom Press will promptly inform of any extra costs linked to
these adjustments.

SIGNATURE: DATE:

Float Transportation (Flatbed truck and driver)

Table 3

Request For Quote (RFQ)

John Thomas, JD Smith
AZ Flatbed Driver
180 Basaltic Rd Date: 20/06/2008
Concord, ON UIN No: ABC/10/008
[email protected]

Quote For: Payment terms: 100 CAD before 5 days

The Toronto Sun of parade for truck booking and
Address: 365 Bloor Street E, remaining after the parade.
6th Floor, Toronto, Ontario,
Canada
M4W3L4
[email protected]

Unit price
SI.No Description Qty Total (CAD)
(CAD)
1 Flatbed truck 1 210 210

9
 2 Driver 1 5*26 / hr 130
The driver is obligated to furnish a well-maintained and appropriate vehicle capable of
safely transporting the parade float. The vehicle must comply with all pertinent safety and
regulatory standards.

SIGNATURE: DATE:

Float construction Contractor

Table 4

Request For Quote (RFQ)

Antony Mark
275 Milliken Blvd. Unit
Scarborough, ON Date: 16/06/2008
M1V4T6 UIN No: ABC/11/008
[email protected]

Quote For: Payment terms: 1000 CAD after the

The Toronto Sun contract signing, 1000 CAD after the
Address: 365 Bloor Street E, phase 1 and the amount 2 days after the
6th Floor, Toronto, Ontario, parade.
Canada
M4W3L4
[email protected]

Unit price
SI.No Description Qty Total (CAD)
(CAD)
1 PHASE 1 600
RAW MATERIAL
PURCHASE ( WOOD )
2 CUTTING AND 4500
ASSEMBLY
3 PHASE 2 FINAL 500
ASSEMBLY
The contractor is required to follow the project timetable established by Samantha Morrison.
Any modifications to the schedule must be communicated and mutually approved by both
parties.
SIGNATURE: DATE:

10
Entertainer
Table 5

Request For Quote (RFQ)

Power Rangers
East York Civic Centre
850 Coxwell Avenue Date: 20/06/2008
Toronto ON UIN No: ABC/13/008
[email protected]

Quote For: Payment terms: 50% at the time of

The Toronto Sun contract signing and the rest after the
Address: 365 Bloor Street E, parade
6th Floor, Toronto, Ontario,
Canada
M4W3L4
[email protected]

Unit price
SI.No Description Qty Total (CAD)
(CAD)
1 Parade entertainment 300
The entertainer has to communicate any changes to the schedule to the senior promotions
coordinator 3 days prior to the program date, otherwise has to take the liability to pay the
compensation.
SIGNATURE: DATE:

5. Supplier Identification and Selection

For the Tshirt production, Float contractor, Truck driver and Entertainment suppliers must be
identified. As the requirements for each are already known, a list of approved vendors and

11
suppliers was gathered. Request for Quotation (RFQ) was sent to the potential vendors /suppliers
and based on their responses a Multi Criteria Decision analysis was done to evaluate the multiple
vendors/ suppliers and the best one suited was selected.

Please find below the MCDA for Tshirt Production and Shipping Vendor :(refer Table 6)

Table 6

Tshirt Production and Shipping Vendor selection

Qualitysport Custom Press Gabeclothing

Sl.
Criteria Weight
no
Weigh Weigh Weighte
Score Score Score
ted ted d
1 Quality 30% 4 1.2 5 1.5 3 0.9
2 Cost of Production 25% 3 0.75 5 1.25 4 1
3 Timely Delivery 20% 5 1 4 0.8 3 0.6
Shipping Cost and
4 15% 4 0.6 5 0.75 4 0.6
Speed
Supplier
5 10% 3 0.3 4 0.4 5 0.5
Reputation
Total 100% 19 3.85 23 4.7 19 3.6

The Custom Press was selected for the Tshirt production and shipping vendor as it matched most
of the criteria required.
Please find below the MCDA for the Truck Driver (refer to Table 7)
Table 7

Flatbed Truck Driver selection

Max Goodwin Alex Smith John Thomas
Sl.n Weigh
Criteria Scor Weighte Scor Weighte Scor Weighte
o t
e d e d e d
Experience in
1 25% 4 1 5 1.25 3 0.75
Driving
2 Availability 20% 5 1 4 0.8 5 1
Knowledge of the
3 15% 3 0.45 4 0.6 5 0.75
Route
Communication
4 20% 4 0.8 3 0.6 4 0.8
Skills
5 Cost of Service 20% 3 0.6 4 0.8 5 1

12
 Total 100% 19 3.85 20 4.05 22 4.3

Based on the MCDA, John Thomas was selected for providing the driving service for the event.
Please find below the MCDA for the float Contractor:( refer to Table 8)
Table 8

Contractor selection
Chance W David Smith Antony Mark
Sl.n Weig
Criteria Sco Weight Sco Weight Sco Weight
o ht
re ed re ed re ed
Experience in Float
1 25% 4 1 3 0.75 5 1.25
Construction
2 Cost of Services 20% 3 0.6 5 1 4 0.8
3 Timeline for Completion 15% 5 0.75 4 0.6 5 0.75
References and Past
4 20% 4 0.8 5 1 4 0.8
Performance
Availability of Required
5 20% 3 0.6 3 0.6 5 1
Materials
Total 100% 19 3.75 20 3.95 23 4.6

Antony Mark was a good match with list criteria; hence they were selected for Float construction
Please find below MCDA for Entertainment: (refer to Table 9)
Table 9

Entertainment selection
Bells and
Power Rangers Vibrant Duo
Sl.n Weig Whistles
Criteria
o ht Scor Weight Scor Weight Scor Weighte
e ed e ed e d
1 Cultural Relevance 30% 5 1.5 3 0.9 2 0.6
2 Cost of Services 25% 3 0.75 5 1.25 2 0.5
3 Performance Quality 20% 5 1 3 0.6 3 0.6
Availability on Parade
4 15% 4 0.6 3 0.45 5 0.75
Day
5 Audience Engagement 10% 4 0.4 2 0.2 5 0.5
Total 100% 21 4.25 16 3.4 17 2.95

13
Power Rangers seemed to match most of the criteria listed for entertainment and hence was
selected.

6. Monitoring and Control

Please find below the Contracts for the Tshirt production, Float contractor, Truck driver
and Entertainment suppliers.

CONTRACT AGREEMENT
Custom Contract Agreement
This Contract is established on the Date between 17th June 2008 to 24th July 2008.
The Toronto Sun, hereinafter identified as the “Client,”
Address: 365 Bloor Street E, 6th Floor,
Toronto, Ontario, Canada
[email protected]
M4W3L4
Evans Danniel Custom Press,
Address: 101 Trillium Drive
Kitchener, ON
N2E 1W8
[email protected]
1. Scope of Work: Custom Press commits to delivering and producing services for
45 T-shirts designated for Toronto Sun’s parade float initiative. The scope of
work encompasses crafting a design in accordance with the specifications
outlined by Toronto Sun.

2. Approval Custom Press will furnish an initial draft to Toronto Sun within 8 – 11
business days from the agreement’s execution. Toronto Sun is entitled to review
and request modifications. Final approval must be confirmed within 2 days
following the receipt of the initial draft.

3. Production: After obtaining approval, Custom Press will initiate the manufacturing
process for the T-shirts. The deadline for fulfilling the entire order is set for no
later than 24th July 2008.

14
 4. Payment: Custom Press and Toronto Sun mutually agree on a total payment of
$850 for the production of 45.

5. Modifications and Adjustments: Should there be any alterations or revisions to

the approved, extra charges may be applicable. Custom Press will promptly
inform the Toronto Sun of supplementary costs linked to these changes.

6. Delivery: Custom Press is responsible for delivering the finalized t-shirts to

Toronto Sun. In the event of any anticipated delay, Custom Press must notify the
Toronto Sun in writing.

Modifications or amendments to the approved subsequent to the final approval may

incur supplementary charges. Custom Press will promptly inform of any extra costs
linked to these adjustments.
7. Ownership and Utilization Rights: Upon complete payment, Toronto Sun acquires
full ownership. Custom Press retains the privilege to feature the in its portfolio
and promotional materials.
8. Confidentiality: Both parties commit to maintaining the confidentiality of any
proprietary or confidential information exchanged throughout the duration of this
project.
9. Termination: Either party has the right to terminate this agreement through
written notice in the event of a significant breach. In such circumstances, Custom
Press is entitled to compensation for the work completed up to the termination
date.

IN WITNESS WHEREOF, the undersigned parties have executed this T-Shirt

and Production Contract Agreement as of the Effective Date.

Toronto Sun:
[Samantha Morrison and Project Manager]
17th June 2008

Custom Press:
[Evans Danniel and Custom Press]
17th June 2008

15
 It is crucial to seek advice from legal professionals to ensure that your contract
complies with all legal requirements and addresses your specific needs.

16
 CONTRACT AGREEMENT
Float Transportation Agreement
This Contract is established on the Date between 20th June to 2nd August 2008.
The Toronto Sun, hereinafter identified as the “Client,”
Address: 365 Bloor Street E, 6th Floor,
Toronto, Ontario, Canada
[email protected]
M4W3L4
John Thomas, hereinafter identified as the “Driver,”
Address: JD Smith
AZ Flatbed Driver
180 Basaltic Rd
Concord, ON
[email protected]
1. Scope of Work: The Driver commits to transporting Toronto Sun’s parade float,
along with all related materials, from [Pick-Up Location] to [Parade Route
Location] on 2nd August.
2. Vehicle Specifications: The driver is obligated to furnish a well-maintained and
appropriate vehicle capable of safely transporting the parade float. The vehicle
must comply with all pertinent safety and regulatory standards.
3. Schedule: The Driver is required to be present at the pick-up location on 2nd
August 2008 at 9 am. The delivery of the float to the parade route location must
be completed by 5 pm.
4. Compensation: In acknowledgment of the provided services, Toronto Sun
undertakes to compensate the Driver with a Total sum of $340.
5. Insurance: The Driver is required to maintain insurance coverage for the vehicle,
inclusive of liability coverage, and furnish proof of insurance to Toronto Sun upon
request.
6. Responsibilities: The Driver holds the responsibility for securely transporting the
float, adhering to all applicable laws. Any damage or loss resulting from the
Driver’s negligence during transportation shall be the Driver’s accountability.
7. Inspection: Toronto Sun retains the right to examine the vehicle before the onset
of transportation to ensure compliance with essential safety and regulatory
standards.

17
8. Termination: Either party holds the right to terminate this agreement through
written notice in the occurrence of a substantial breach. In the event of
termination, the Driver will receive compensation for services provided up to the
termination date.
9. Confidentiality: Both parties commit to maintaining the confidentiality of any
proprietary or confidential information exchanged throughout the course of this
project.

IN WITNESS WHEREOF, the undersigned parties have executed this Float

Transportation Agreement as of the Effective Date

Toronto Sun:
[Smantha Morrison, Project Manager]
20th June 2008

Truck Driver:
[John Thomas and Truck Driver]
20th June 2008

It is crucial to seek guidance from legal professionals to verify that your contract
complies with all legal requirements and addresses your specific needs.
Furthermore, the particulars, including payment amount, schedule, and other
terms, should be customized to align with the specific agreement between
Toronto Sun and the truck driver.

18
 CONTRACT AGREEMENT
Float Contractor Agreement
This agreement is entered into as of the date of June 16 2008 to 2nd August 2008
Toronto Sun hereinafter referred to as the “client”,
Address: 365 Bloor Street E, 6th Floor,
Toronto, Ontario, Canada
[email protected]
M4W3L4
Antony Mark hereinafter referred to as the “contractor”
Address:275 Milliken Blvd. Unit
Scarborough, ON
M1V4T6
[email protected]
1. Scope of Work: The Contractor agrees to deliver assistance for the parade float
as directed by Samantha Morrison. Service mainly includes creation and
collaboration with Toronto Sun’s Team.
2. The contractor is responsible for providing the following:
 The perfect outline of the vision for the Toronto Sun Float.
 Specification offering detailed guidance.
 Any additional deliverables that have been mutually agreed upon by both
parties.
3. Timeline: The contractor is required to follow the project timetable established by
Samantha Morrison. Any modifications to the schedule must be communicated
and mutually approved by both parties.
4. Payment Terms: In acknowledgment of the service provided, Toronto Sun
commits to remunerating the contractor the agreed-upon total sum of $5600.
5. Ownership of Artistic Creation: Following the complete payment, Toronto Sun
assumes all rights, title, and interest in the design crafted by the contractor.
However, the contractor reserves the right to feature the work in their
professional portfolio.
6. Confidentiality Agreement: The contractor commits to maintaining confidentiality
of any proprietary or classified information obtained from Toronto Sun throughout
the duration of the project.

19
7. Revision Policy: The contractor is obligated to incorporate a reasonable number
of revisions in accordance with feedback from Samantha Morrison and Toronto
Sun. Any extra revision may be subject to an additional fee.
8. Termination Clause: Either party has the right to terminate this agreement with
written notice in the event of a substantial breach. In the event of termination, the
contractor shall receive compensation for services provided up to the termination
date.
9. Independent Contractor Status: The Contractor recognizes their status as an
independent contractor and not an employee of Toronto Sun. The Contractor is
accountable for their own taxes and benefits.

IN WITNESS WHEREOF, the parties hereto have executed this float contractor
agreement as of the Effective Date.

Toronto Sun:
[Smantha Morrison, Project Manager]
16th June 2008

Contractor:
[Antony Mark and Contractor]
16th June 2008

It is essential to seek advice from legal experts to ensure that your contract
complies with all legal standards and addresses your particular requirements.
Furthermore, the specific details, including payment amount, schedule, and other
terms, should be customized to fit the unique agreement between Toronto Sun
and the contractor.

20
 CONTRACT AGREEMENT

Entertainer Contract Agreement

This Entertainer Contract Agreement is entered into as of the date of 20 th June to 2nd
August 2008, between The Power Rangers.
Toronto Sun hereinafter referred to as the “client”,
Address: 365 Bloor Street E, 6th Floor,
Toronto, Ontario, Canada
[email protected]
Power Rangers, hereinafter referred to as the “Entertainer Team”
East York Civic Centre
850 Coxwell Avenue
Toronto ON
[email protected]
1. Scope of Work:
1.1 The Entertainer commits to delivering performance service for the Caribana
event hosted by Toronto Sun, slated for 2nd August.
1.2 The range of services encompasses music, and dance, spanning the
duration of 2 hours, in accordance with the prescribed guidelines and theme
of the Caribana event.
2. Compensation:
2.1 In consideration for the services rendered, Toronto Sun agrees to
compensate the Entertainer with the total amount of $300.
2.2 Any additional expenses incurred by the Entertainer, pre-approved by
Toronto Sun, shall be reimbursed by Toronto Sun upon submission of valid
receipts.
3. Requirements for Performance:
3.1 The Entertainer is responsible for supplying all essential equipment and
resources for the performance, ensuring adherence to safety and regulatory
standards.
3.2 Prior arrangements, including rehearsals, soundchecks, and any other
necessary preparations for the seamless execution of the performance, shall be
organized and scheduled in advance.

21
4. Promotion and Marketing: Toronto Sun retains the authority to utilize the
Entertainer’s name and performance footage for promotional and marketing
purposes related to the Caribana event.
5. Termination: Either party holds the right to terminate this Agreement through
written notice in the occurrence of a substantial breach. In the event of
termination, the Entertainer shall receive compensation for services provided up
to the termination date.
6. Confidentiality: Both parties commit to maintaining the confidentiality of any
proprietary or confidential information exchanged throughout the duration of this
agreement.

IN WITNESS WHEREOF, the undersigned parties have signed and executed

this Entertainer Contract Agreement as of the Effective Date.

Toronto Sun:
[Smantha Morrison, Project Manager]
18th July 2008

Entertainer:
[Power Rangers and Entertainer Team]
18th July 2008

22
Closure and Measurement of Progress

23
 7. Project Budget
Please find below the table for Project budget (refer table 10)
Table 10
WBS Cash Non-cash
ID ITEM ($) ($) Comments
1 Project Management
Internal Resource: Project
manager's hours at $20 per
1.1 Research 40 0 hour.
1.2 Meetings
Internal Resource: Project
manager's hours at $20 per
hour, Director's hours at $30
1.2.1 Director of Promotion 250 0 per hour
Internal Resource: Project
manager's hours at $20 per
Festival Management hour.FMC coordinator hours at
1.2.2 Committee 38 0 $18 per hour
Internal Resource: Project
manager's hours at $20 per
hour.Design department team's
1.2.3 Design department 280 0 hours at $15 per hour
Internal Resource: Project
manager's hours at $20 per
VP of Advertisement hour, VP's hours at $40 per
1.2.4 Department 240 0 hour
2 Float
2.1 Float Design
Internal Resource: Project
Review Previous manager's hours at $20 per
2.1.1 Float Ideas 40 0 hour.
Internal resource - Design
department team's hours at $15
2.1.2 Draft Design 360 0 per hour
Internal Resource: Project
manager's hours at $20 per
hour.Design department team's
2.1.3 Finalize Design 160 0 hours at $15 per hour
Internal resource - No external
2.1.4 Approval of Design 0 0 costs assumed
Contractor Hiring
2.2 Process
2.2.1 Define Selection 80 0 Internal Resource: Project
Criteria manager's hours at $20 per

24
WBS Cash Non-cash
ID ITEM ($) ($) Comments
hour.
Internal resource -Advertising
List of Approved department team's hours at $15
2.2.2 Vendors 60 0 per hour
Selection of Internal Resource: Project
Contractor, flatbed manager's hours at $20 per
2.2.3 truck and Driver 140 0 hour.
Rent a Flatbed Truck External purchase - Truck
2.2.4 and Driver 337 0 rental
2.3 Float Construction
2.3.1 Phase 1
Purchase Raw External purchase -
2.3.1.1 Materials 600 0 Construction materials
Cut and Assemble External contract - Contractor
2.3.1.2 Float Sections 4500 0 fees
2.3.2 Phase 2
Final Stage External contract -
2.3.2.1 Construction 500 0 Construction labor
Non cash - Decorative elements
2.3.2.2 Float Decoration 0 800 from contra advertisement
3 Volunteers
Invite and Select Internal resource - volunteer
3.1 Volunteers 0 675 hours @ $15 non-cash
3.2 Volunteer T-shirts
Internal resource - Design
department team's hours at $15
3.2.1 T-shirt Design 120 0 per hour
External purchase - T-shirt
3.2.2 T-shirt Production 800 0 production
External purchase - Shipping
3.2.3 Shipping 50 0 costs
3.3 Volunteer Kits
Internal Resource: Project
Approved Advertising manager's hours at $20 per
3.3.1 Partners 480 0 hour.
Internal Resource: Project
Kit Design and manager's hours at $20 per
3.3.2 Assembly 80 0 hour.
External purchase - Mailing
fees, Internal Resource: HR and
Volunteer Waiver Legal team member hrs at $20
3.4 Forms 628 0 per hour.
4 Entertainment

25
 WBS Cash Non-cash
ID ITEM ($) ($) Comments
Internal Resource: Project
manager's hours at $20 per
4.1 Selection 480 0 hour.
Internal Resource: Project
manager's hours at $20 per
Approval with hour, Director's hours at $30
4.2 Director 100 0 per hour
External contract -
4.3 Contract Signing 300 0 Entertainment fees
5 Advertisement
Obtain Contra Non-cash - Contra
5.1 Advertisement 0 10624 advertisement
Advertisement External purchase - Banner
5.2 Banners 200 0 printing
6 Parade Day Tasks
Internal Resource: Project
manager's hours at $20 per
6.1 Check with FMC 15 0 hour.
Internal Resource: Project
manager's hours at $20 per
6.2 Float Sign-In 20 0 hour.
Monitoring and
6.3 Control
Internal Resource: Project
Volunteer manager's hours at $20 per
6.3.1 Management 40 0 hour.
Internal Resource: Project
Entertainment manager's hours at $20 per
6.3.2 Coordination 40 0 hour.
Internal Resource: Project
Float Decoration and manager's hours at $20 per
6.3.3 Set-up 40 0 hour.
Giveaway External purchase - Giveaway
6.3.4 Distribution 50 0 items

Total Revenue and Expenses(refer table 11)

Table 11
Total Cash Revenue: Sponsorship($6000)+ Budget($6000)
Total Non-Cash Revenue: Contra advertisements($10624)
Total Revenue (Cash + Non-Cash): Total Cash Revenue + Total Non-Cash Revenue
= $12000+$10624=$22624

26
 Total Cash Expenses: Internal resource costs ( $11868)
Total Non-Cash Expenses: Volunteer hours at $15/hour ($675) + Donations in kind (non-cash)
($600)
Total Expenses (Cash + Non-Cash): Total Cash Expenses + Total Non-Cash Expenses
=$11868+$1275=$13143

Net Budget Revenue (Profit): Total Revenue - Total Expenses =$22624-$13143=$9481

Notes & Assumptions:

Internal Resource Cost:

a. Volunteer hours are valued at $15 per hour.

b. Project manager hours are valued at $20 per hour.
c. Director's hours at $30 per hour
d. FMC coordinator hours at $18 per hour
e. Design department team's hours at $15 per hour
f. Advertising department team's hours at $15 per hour
g. HR and Legal team member hrs at $20 per hour.

External Purchase:

a. Materials for construction are externally sourced

External Contract:

a. The Float Contractor is hired externally for construction.

Cash and Non-cash Expenses:

a. Volunteer hours are considered a non-cash expense.

b. Float Construction material are considered as non -cash as sourced through
Contra advertisement
c. Cash expenses include external purchases and payments for external contracts.

Revenue:

a. Sponsorship revenue is considered cash.

27
 b. Donations of goods and/or services are considered non-cash.

Profit Calculation:

a. Net budget revenue is calculated as the difference between total revenue and total
expenses.

Unit Cost:

a. Unit costs for external purchases and contracts are estimated based on market
prices.

Sources & Justifications:

1. Sponsorship Revenue:
a. Assumption: Sponsorship agreements provide cash revenue.
2. Donations of Goods/Services:
a. Assumption: Donations are valued at market prices.
3. Internal resource Hours:
a. Assumption: Internal resource hours are valued based on a standard rates
4. External Contracts and Purchases:
a. Assumption: External services and materials are estimated based on market rates
and quotes.
5. Sources
a. https://www.banners.com/parade-banners
b. https://store.canadapost-postescanada.ca/store-boutique/en/1116PPE/p/postage-
paid-envelopes
c. https://www.utah.gov/pmn/files/715079.pdf
d. https://astroparade.com/articles/build-a-float/
e. https://www.homedepot.com/p/rental/load-n-go-truck-rental/316822131
f. https://www.projectmanager.com/training/create-and-manage-project-budget
g. https://neighbourhoodartsnetwork.org/tac/media/News-and-Opportunities/
RDAC_Suggested_Minimum_Fee_Schedule_for_Musicians.pdf

8. Cashflow Report

Table 12

CASHFLOW STATEMENT WEEK 1 TO 13

28
WEE CASH CASH RUNNING WEEKLY
K ACTIVITY/EXPENSES INFLOWS OUTFLOWS BALANCE ($)
1 Research 0 -40 -40
2 Diector of Promotion (Part 1) 0 -250 -290
2 FMC Meetings (Part 1) 0 -38 -328
2 Design Department (Part 1) 0 -280 -608
VP of Advertisement Department
2 meetings 0 -240 -848
3 Review Previous float ideas 0 -40 -888
3 Draft design 0 -360 -1248
3 Define Selection criteria 0 -80 -1328
3 List of approved vendors 0 -60 -1388
Contractor and truck selection
3 (Part 1) 0 -337 -1725
4 Purchase raw materials 0 -600 -2325
Cut and assemble float sections
4 (Part 1) 0 -4500 -6825
5 Final stage construction (Part 1) 0 -500 -7325
5 Invite and select volunteers 0 0 -7325
5 T-shirt design 0 -120 -7445
6 T-shirt production 0 -800 -8245
6 T-shirt shipping 0 -50 -8295
6 Approved Advertising partners 0 -480 -8775
7 Kit design assembly 0 -80 -8855
7 Volunteer waiver forms 0 -210 -9065
8 Entertainment selection 0 -480 -9545
Approval with Director for
8 entertainment 0 -100 -9645
8 Entertainment contract signing 0 -300 -9945
9 Advertisement banners 0 -200 -10,145
9 Check with FMC for Parade Day 0 -15 -10,160
9 Float sign-In 0 -20 -10,180
10 Volunteer management (Part 1) 0 -40 -10,220
Entertainment Coordination (Part
10 1) 0 -40 -10,260
10 Float decoration and setup (Part 1) 0 -40 -10,300
10 Giveaway distribution (Part 1) 0 -50 -10,350
11 Volunteer management (Part 1) 0 -40 -10,390
Entertainment Coordination (Part
11 2) 0 -40 -10,430
11 Float decoration and setup (Part 2) 0 -40 -10,470
11 Giveaway Dsitribution (Part 2) 0 -50 -10,520
12 Volunteer management (Part 3) 0 -40 -10,560
Entertainment coordination (Part
12 3) 0 -40 -10,600

29
 WEE CASH CASH RUNNING WEEKLY
K ACTIVITY/EXPENSES INFLOWS OUTFLOWS BALANCE ($)
12 Float decoration and setup (Part 3) 0 -40 -10,640
12 Giveaway distribution (Part 3) 0 -50 -10,690
Parade Day: Volunteer
13 Management 0 -40 -10,730
Parade Day: Entertainment
13 Coordination 0 -40 -10,770
Parade Day: Float Decoration and
13 Setup 0 -40 -10,810
13 Parade Day: Giveaway Distribution 0 -50 -10,860

9. Conclusion

The procurement strategy for Toronto Sun Caribana is well thought out,
beginning with a precise description of the float construction objectives in the Statement of Work
(SOW) and incorporating stakeholders in order to produce comprehensive project specifications.
Analysing needs, conducting in-depth market research, creating a thorough Request for
Quotation (RFQ), choosing vendors according to predetermined standards, settling on terms, and
formally signing contracts are all part of the procurement process. A Work Breakdown Structure
(WBS) is used to organize the project budget, classifying costs and differentiating between cash
and non-cash items. Every budget item has a comment section that details the costs associated
with contracts, external purchases, and internal resources. The cash flow, which is connected to
the schedule and work breakdown structure (WBS), separates one-time from recurring costs and
offers a weekly running balance that makes net cash flow easy to understand. A thorough
procedure from needs analysis to contract termination is outlined in the procurement plan. With
both cash and non-cash components, the budget and cash flow show a clear financial picture.
This methodical approach guarantees successful project delivery, efficient cost control, and
transparency. For a comprehensive grasp, refer to the Excel spreadsheet that is attached for
additional information on the target profit analysis, cash flow, and budget.

30
 10. Appendix

a) Work Breakdown Structure (WBS)

TORONTO SUN CARIBANA FLOAT

1. Project Management

1.1 Research

1.2 Meetings

1.2.1 Director of Promotion

1.2.2 Festival Management Committee (FMC)

1.2.3 Design department

1.2.4 VP of Advertisement Department

2. Float

2.1 Float Design

2.1.1 Review Previous Float Ideas

2.1.2 Draft Design

2.1.3 Finalize Design

2.1.4 Approval of Design

2.2 Contractor Hiring Process

2.2.1 Define Selection Criteria

2.2.2 List of Approved Vendors

2.2.3 Selection of Contractor

2.2.4 Rent a Flatbed Truck and Driver

2.3 Float Construction

31
 2.3.1 Phase 1

2.3.1.1 Purchase Raw Materials

2.3.1.2 Cut and Assemble Float Sections

2.3.2 Phase 2

2.3.2.1 Final Stage Construction

2.3.2.2 Float Decoration

3. Volunteers

3.1 Invite and Select Volunteers

3.2 Volunteer T-shirts

3.2.1 T-shirt Design

3.2.2 T-shirt Production

3.2.3 Shipping

3.3 Volunteer Kits

3.3.1 Approved Advertising Partners

3.3.2 Kit Design and Assembly

3.4 Volunteer Waiver Forms

3.4.1 HR Preparation

3.4.2 Legal Review

3.4.3 Distribution and Collection

4. Entertainment

4.1 Selection

4.2 Approval with Director

32
 4.3 Contract Signing

5. Advertisement

5.1 Obtain Contra Advertisement

5.2 Advertisement Banners

6. Parade Day Tasks

6.1 Check with FMC

6.2 Float Sign-In

6.3 Monitoring and Control

6.3.1 Volunteer Management

6.3.2 Entertainment Coordination

6.3.3 Float Decoration and Set-up

6.3.4 Giveaway Distribution

b) Schedule

WB DURATIO START END

S TASK NAME N DATE DATE
1 Project Initiation 9 days
1.1 Identify scope and objective 2 day 2008-06-05 2008-06-06
1.2 Identify key stakeholder 1 day 2008-06-05 2008-06-05
1.3 Meeting with larissa 1 day 2008-06-06 2008-06-06
1.4 Meeting withFMC 5 day 2008-06-09 2008-06-13
2 Float Planning 7 days
2.1 Research previous float 5 days 2008-06-09 2008-06-13
2.2 Meeting with design department 1 day 2008-06-16 2008-06-16
2.3 Meeting with VP of advertising 1day 2008-07-04 2008-07-04

33
WB DURATIO START END
S TASK NAME N DATE DATE
Department
3 Float Design and contractor hiring 8 days
3.1 Draft and finalize the float 5 day 2008-06-30 2008-07-04
3.2 Selection criteria for contractor 1 day 2008-06-19 2008-06-19
3.3 Obtain lists of approval of vendors 1 day 2008-06-17 2008-06-17
3.4 Select a contractor and rent a flat bed 1 day 2008-06-20 2008-06-20
4 Float construction 3 days
4.1 Purchase raw material 1 day 2008-07-14 2008-07-14
4.2 Cut and assemble float section 1 day 2008-07-15 2008-07-15
4.3 Finalize construction and decoration 1 day 2008-08-02 2008-08-02
5 Volunteers Management 40 day
5.1 Invite and select volunteers 3 week 2008-06-16 2008-07-06
5.2 Design and produce t-shirt 13 day 2008-07-11 2008-07-23
5.3 Distribute kit 1 day 2008-07-08 2008-07-08
5.4 Arrange waivers form 19 day 2008-07-07 2008-07-25
6 Entertainment and advertisement 20 days
6.1 Select entertainer 8 day 2008-06-26 2008-07-03
6.2 Sign contract 1 day 2008-07-21 2008-07-21
6.3 Obtain banners 12 day 2008-07-14 2008-07-25
7 parade day preparation 2 days
7.1 Coordinate with FMC and finalize float 1 day 2008-08-02 2008-08-02
7.2 Monitor and control all aspect of project 1 day 2008-08-02 2008-08-02

34