Request for Proposal #2018-UCPR-RPR-001. Operational Review of the Prescott and Russell Residence

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1 Request for Proposal #2018-UCPR-RPR-001 Closing Date: Friday, February 16, 2018 Closing Time: Closing Location: 3:00 p.m., Local Time United Counties of Prescott and Russell Clerk s Office 59 Court Street L Orignal ON K0B 1K0 United Counties of Prescott and Russell Website Address:

2 Table of Contents Table Of Contents... 2 Statement Of Requirement... 3 Schedule Of Events Table... 3 Proposal Package Submission Checklist... 4 Proposal Package... 4 Definitions... 5 Section 1 Proposal Information & Instructions... 7 Section 2 - Proposal Terms & Conditions Section 3 Proposal Package & Evaluation Section 4 Selected Proponent Terms & Conditions Of Contract Section 5 Terms Of Reference Section 6 Acknowledgement Form Of Proposal Notice Of Decline To Respond To The RFP Form Statement by Bidder Form 1 32 RFP #2018-UCPR-RPR of 32

3 Statement of Requirement The United Counties of Prescott and Russell is requesting Proposals for conducting an operational review of its 146-bed Long-Term Care Home, the Prescott and Russell Residence. This Request for Proposal provides the detail on what is required to submit a Proposal, how the County will evaluate the proposed solution, the terms of reference (Section 5) and qualifications to provide the professional service for an Operational Review. Proposal Package Submission Checklist The following chart is a checklist of information and documents to include with the Proposal Package. Proposal Package Checklist The original signed Acknowledgement Form (section 6) with one original proposal. Mark as Original Within the Proposal Package, enclose in a separate sealed envelope with the Financial Consideration for the proposed solution. Include the total sum with a breakdown showing total consulting fees and how they were calculated, disbursements, and unit pricing for disbursements. Mark this envelope with the company name and Operational Review of the Prescott and Russell Residence. Proponent qualifications and references, team members Detailed project plan consistent with the terms of reference Five copies of the proposal for evaluation purposes. (do not copy the Financial Consideration submit 1 original in the sealed envelope) Signed Statement by Bidder Form 1 RFP #2018-UCPR-RPR of 32

4 Definitions 1. Authorized Agent is a representative of the Proponent s firm who has the authority, or appears to have the authority, to enter into a Contract on behalf of the Proponent. 2. Award is the acceptance of a Proposal in accordance with this Request for Proposal, as evidenced by the County s written notification to the selected Proponent. 3. Budget refers to any of several documents approved by the Council from time to time, which detail the amounts of money to be spent within a fiscal period by the County on various operating expenses or capital projects. Budgets may be approved annually, or with terms of multiple years, or during any year for one or more specific projects or programs. 4. County means the Corporation of the United Counties of Prescott and Russell. 5. Consultant means person who, by virtue of professional expertise of service is contracted by the County to undertake a specific task or assignment. Examples include a planner completing a specific study; an architect or engineer drawing plans for a particular building or project; a lawyer representing the County for a particular legal matter; an appraiser providing an opinion of value on an asset; etc. 6. Contract means legal agreement to be entered into by the Selected Proponent and County. 7. Goods and/or Services means those goods and/or services set out in Section 4 and 5 of this Request for Proposal. 8. Council means the elected representative of the people of the United Counties of Prescott and Russell with respect to municipal administration. 9. Insurance Certificate a certified document issued by an insurance company licensed to operate by the Government of Canada or the Province of Ontario certifying that the Proponent is insured in accordance with the County s requirements. 10. Mandatory Performance Specification means requirements that the selected Proponent is obligated to perform under the contract. 11. May used in this RFP document shall be permissive and discretionary but recommended. 12. Request for Proposal (RFP) is a solicitation from the County to potential Firms to submit a Proposal. 13. Shall used in this RFP document is a mandatory requirement that if not met, will result in a Proponent s disqualification. RFP #2018-UCPR-RPR of 32

5 Definitions 14. Should used in the RFP document is a permissive and discretionary request but is recommended. 15. Project refers to the complete requirements for the Work, service, goods and labour supplied by the Consultant pursuant to the Contract and includes all professional service, expertise, labour, materials, equipment and any other items, which are required to execute the Contract. 16. Proposal is a written offer, in a specified form, received from a Proponent in response to a Request for Proposal to provide goods and services based on the approved format of the County containing terms and conditions. 17. Proposal Package is the submitted package that includes the Proposal and any documents requested for evaluation. 18. Proponent Person who submits a Proposal. 19. Selected Proponent The person that submitted the Proposal recommended by the evaluation committee and selected by Council to award a Contract for this Project. 20. Will used in this RFP document is a mandatory requirement. RFP #2018-UCPR-RPR of 32

6 Section 1 Proposal Information & Instructions This section of the RFP describes the process to submit a Proposal. Please read this section and all Proposal sections and documents carefully. 1.1 Communication Regarding the Request for Proposal All communication concerning this RFP shall be in writing and directed to: Stéphane P. Parisien, Chief Administrative Officer spparisien@prescott-russell.on.ca Tel: / ext No person other than the above named person or an authorized representative is authorized to speak for the County with respect to this RFP. A Proponent who seeks to obtain information, clarification or interpretation from another County official or employee is advised that such material is used at the Proponent s own risk, and the County shall not be bound by any such representations. Answers to questions and clarifications may be released in the form of an addendum should the County determine the information is relevant to all Proponents. Any questions shall be sent to the CAO, in writing, by Friday, February 2, at 4:30 p.m. The CAO will not answer questions received after this date and time. No verbal arrangement or agreement, relating to the goods, materials, supplies, equipment, services and construction specified or called for under this document will be considered binding and every notice, advice or other communications pertaining to it, shall be in writing. 1.2 Electronic Communications All enquiries received via facsimile or electronic mail waive all rights of confidentiality of the enquiry in the method of transmission and the Proponent shall assume all risks of such methods of communication. RFP #2018-UCPR-RPR of 32

7 Section 1 Proposal Information & Instructions 1.3 Addenda to the Request for Proposal The Proponent is advised that any changes to the RFP shall only be done by formal written addendum issued by the Chief Administrative Officer. The County hereby reserves the right in their sole discretion to amend this RFP any time prior to the closing date and time. The County reserves the right in its sole discretion to amend the RFP at any time within the irrevocable period after the RFP closes by the issuance of a post closing time Request for Proposal addendum. Proponents are requested to confirm receipt of each addendum. Refer to the Proposal Form for requirements (found at the end of this document). It is each Proponent s ultimate responsibility to ensure all addenda have been received prior to submission of their Proposal or, in any event, prior to the close of the RFP, as a Proposal cannot be amended or withdrawn following the closing of the RFP, for any reason. A registered Proponent can contact the Chief Administrative Officer to confirm if an addendum has been issued for this specific RFP. To request the addendum be sent to the Proponent, send an to spparisien@prescott-russell.on.ca or phone ext Indicate how the addendum is to be sent at that time. The County s Proposals can also be viewed online at If the word addendum is in blue, an addendum has been issued on the Proposal. 1.4 Cost of Responding to the RFP All costs directly or indirectly incurred by the Proponent in responding to this Request for Proposal shall be at the sole cost of the Proponent. 1.5 Submission of Proposal A sealed Proposal Package shall be submitted at or before the closing date and time: Friday, February 16, 2018, at 3:00:00 p.m., local time. Clearly address the Proposal Package as follows: The United Counties of Prescott and Russell 59 Court Street, PO Box 304 L Orignal ON K0B 1K0 Attention: Chief Administrative Officer Re: RFP #2018-UCPR-RPR-001 Operational Review of Prescott and Russell Residence Provide the Company Name and the return address information on the outside of the Proposal Package. Facsimile and electronically mailed Proposals will not be accepted, acknowledged and will not be returned. Note: Courier service to this area is not Same Day or Guaranteed for a specific time of day. RFP #2018-UCPR-RPR of 32

8 Section 1 Proposal Information & Instructions The Proponent is solely responsible for ensuring their Proposal is received on time and by the County Clerk s Office. The Clerk s Office time stamped receipt will be issued recording the date and time the Proposal is delivered to the Proposal closing location. A Proposal delivered after the closing date and time shall not be accepted or considered and shall be returned to the Proponent unopened. A Proposal delivered in error to the Prescott and Russell Residence shall not be accepted or considered and shall be returned to the Proponent unopened. The Proposal shall be irrevocable for any reason for a period of not less than One Hundred and Twenty (120) days following the closing date. 1.6 Proposal Package The sealed Proposal Package shall contain one (1) original signed Form of Proposal. The Proposal Package shall include the Acknowledgement Form of Proposal signed by the Authorized Agent, and any forms provided in the RFP document to be completed by the Proponent. It is requested that the original signed Form of Proposal sheet be marked as original and be easy to find in the Proposal Package. Reference the Proposal Package Submission Checklist when preparing the package on page 4. The Proposal Package will have the Financial Consideration in a separate and sealed envelope marked with the company name and 2018-UCPR-RPR-001 Operational Review of the Prescott and Russell Residence. Five (5) additional copies of the complete Proposal are requested be included with the Proposal Package for evaluation purposes. Do not supply five copies of the Financial Consideration. This is to be submitted in a sealed envelope and attached to the original Proposal. 1.7 Suspension of Service of the Clerk s Office (Office Closed) at the time of the Proposal Closing In the event that an emergency, labour disruption or inclement weather forces the suspension of services of the Clerk s Office, by closing of the office, the Request for Proposal shall become due on the next business day at 3:00:00 p.m., local time after the original closing date and time. A Proposal received prior to suspension of services (closing of the office) may be withdrawn and replaced by a new Proposal Package submission and due before the amended closing date and time. Call ext for information in the event of a suspension of service for any additional information. RFP #2018-UCPR-RPR of 32

9 Section 1 Proposal Information & Instructions 1.8 Proposal Package Opening Proposals shall be opened and the name of the Proponent(s) read and recorded. The Financial Consideration will not be read at the opening. The names of those individuals in attendance and the firms they represent, and the time and date of the opening will be recorded. Proposals are opened at or about 3:00 p.m. on the day of the closing, in the Warden s Office, 59 Court Street, in L Orignal, Ontario. After the opening meeting, all Proposals opened at the opening are carefully reviewed for compliance by the Chief Administrative Officer and other staff as required, and evaluated by consensus by an evaluation committee prior to making any recommendation to Council for a selection for an award. 1.9 Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) The County is required by law to adhere to the requirements of the Municipal Freedom of Information and Protection of Privacy Act, as amended. Any Proponent who requires that portions of the information in its Proposal be kept confidential shall explicitly advise the County of that fact by stamping or boldly marking such portions of the information as C o n f i d e n t i a l. Release of any information not marked as confidential will be in compliance with the County s policies and procedures and the MFIPPA. Proponents should bear in mind that if the County receives a request from a third party to disclose Proposals, it shall deal with such requests in accordance with the MFIPPA, which could result in disclosure of information identified by a Proponent as confidential if none of the exemptions under the MFIPPA prohibit such disclosure. Therefore, Proponents are advised to be specific about what portions of their Proposals are and are not confidential in the MFIPPA context. Recommendations for the award of a contract and a summary of the RFP process and results are reported to Council, and the reports are public information Proposal Package Submissions Information Release to Other Proponents The number of Proposals received and the names of the Proponents are confidential and shall not be divulged prior to the public Proposal opening Request to Withdraw a Proposal Package Submission A request for withdrawal of a Proposal shall be allowed if the request is made before the closing date and time for the Proposal to which it applies. Requests shall be directed to the Chief Administrative Officer by letter or in person, by an Authorized Agent of the company, with a signed withdrawal request confirming the details. Telephone requests will not be considered. The withdrawal of a Proposal does not disqualify a Proponent from submitting another Proposal on the same Contract. RFP #2018-UCPR-RPR of 32

10 Section 1 Proposal Information & Instructions 1.12 Proposal Returned Unopened A Proposal Package received after the closing time shall be noted and returned unopened to the Proponent, as soon as possible. If a late Proposal is received without a return address on the envelope it shall be opened, the address obtained, and then returned. The covering letter will advise why the envelope could not be returned unopened Submission of More Than One Proposal Package a) If two Proposals for the same RFP are received from a Proponent in the same envelope, the Proposals shall be contained in separate envelopes within the exterior envelope and shall be marked as Proposal A and Proposal B. b) If two Proposals for the same RFP are received in different envelopes from the same Proponent, the envelope with the latest date and time received shall be considered the intended Proposal Cancellation of Proposal The County reserves the right to cancel the RFP at any point in the process without liability Joint Venture Proposal Package If a joint venture is responding to the RFP, the Proposal Package shall be submitted by a lead Proponent and the others named as a subcontractor Adjustment to a Proposal Package Adjustments by telephone, and facsimile (Fax), or letter to a Proposal Package already submitted will not be considered. A Proponent desiring to make adjustments to a Proposal shall withdraw the Proposal and/or supersede it with a later Proposal submission prior to the specified Proposal closing date and time Erasures, Overwriting or Strike-outs The Authorized Agent signing on behalf of the organization, shall initial erasures, overwriting or strike-outs on all parts of the original submission. RFP #2018-UCPR-RPR of 32

11 Section 2 - Proposal Terms & Conditions Each Proponent, by submitting a Proposal, represents that the Proponent has carefully read, understands and accepts the terms and conditions and terms of reference of the RFP in full. All request for proposals are issued with the County s Purchasing Policy. The Purchasing policy in its entirety can be viewed on the County s website at: Scope of Project and Requirements It is understood and agreed that each Proponent, by careful examination, satisfies him/herself as to the scope and terms of reference of the services; nature of the service and the project, the expertise, quality and detail of the task(s), and all other matters, which can in any way affect the professional service. Each Proponent is directed to carefully examine the Proposal documents and to make special inquiry of any details the Proponent is uncertain of and to make further personal investigation, as the Proponent may deem proper to determine the correctness of the information so obtained. While the County has made every effort to ensure the accuracy of the information provided in this RFP and otherwise to the Proponent, the Proponent shall not make any claim against the County for damages or extra work caused or occasioned by the Proponent relying upon such records, reports, or information whether as a whole or in part, furnished by the County, private company or individual. 2.2 Omissions, Discrepancies, Clarifications and Addenda Considerable effort has been made to ensure an accurate representation of information in this Proposal document. The information is not guaranteed or warranted to be accurate by the County, nor is it necessarily comprehensive or exhaustive. Nothing in the RFP is intended to relieve the Proponent from forming their own opinions and conclusions with respect to the matters addressed in the RFP. Should a Proponent find omissions from, or discrepancies in, any of the RFP documents, or should he/she be in doubt as to the meaning of any part of those documents, it will be the Proponent s responsibility to immediately notify the County in writing. (Reference Section 1.1 for contact information) If the County considers that a correction, explanation or interpretation is necessary or desirable, the County may issue a written addendum to all who have registered their interest in the RFP. 2.3 Terms of Award a) The County reserves the right to award any portion of the Proposal, and to negotiate detailed aspects of the proposal with the selected Proponent prior to execution of a contract; b) Proposals are irrevocable for One Hundred and Twenty (120) days from the date Proposal is opened; RFP #2018-UCPR-RPR of 32

12 Section 2 Proposal Terms & Conditions c) The award of this contract is subject to approval by the Council of the United Counties of Prescott and Russell and the availability of funding. 2.4 Allocation of Risk The County shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Proponent by reason of non-acceptance by the County of any Proposal submission or by reason of any delay in its acceptance. 2.5 Future Opportunities for Proponents The County reserves the right to remove no to accept future proposals from a Company that fails to enter into an agreement if Selected, or for unsatisfactory performance of a service contract, for an indeterminate period of time, in accordance with the Purchasing Policy. 2.6 Conflict Of Interest The Proponent is required to submit a conflict of interest declaration of any potential conflict of interest or perceived conflict of interest with their Proposal Package. This may be submitted in the form of a letter. Failure by a Proponent to declare any potential conflict of interest or to obtain a waiver of any such conflict shall be grounds for the County to disqualify a Proposal or terminate any Contract formed or Purchase Order without liability and for cause. The Proponent shall be aware of the County s Conflict of Interest Policy. 2.7 Lobbying In order to ensure fairness to all Proponents, the County shall endeavour to prevent unfair advantage created by lobbying. Therefore, the County reserves the right to disqualify, at any time and at its sole discretion, any Proponent engaging in lobbying in connection with a competitive process between a date that is no later than the date of issue of the document and the date of signing of a contract between the County and the successful Proponent(s). The County may disqualify a Proponent at any time in the procurement process, including after the selection process has been completed. Lobbying may include any activity that the County, in its sole discretion, determines has or may give an unfair advantage to one Proponent relative to other Proponents. Without limiting the foregoing, lobbying may include: a) Verbal or written approaches to any County staff other than those identified as contacts in the procurement document. b) Verbal or written approaches to any County Council member. c) Verbal or written approaches to the Member of Parliament, Members of Provincial Parliament or any related government ministries. d) Verbal or written approaches to any staff of the Premier s Office, Cabinet Office or any other member of Cabinet or equivalent federal counterpart. e) Verbal or written approaches to any expert or other advisor assisting the Evaluation and Selection Committee. RFP #2018-UCPR-RPR of 32

13 Section 2 Proposal Terms & Conditions f) Verbal or written approaches to any member of the Proposal Evaluator, or an Evaluation and Selection Committee. g) Direct or indirect requests by the Proponent to any person, organization or group to provide a written or verbal expression of support not required by this competitive process to any member of the Evaluation and Selection Team, Committee or Council. h) Verbal or written communication with media organizations. 2.8 Legal Proceeding With The County No Proposal will be accepted from any company which has a claim or has instituted a legal proceeding against the County or against whom the County has a claim or instituted a legal proceeding with respect to any previous contract, without prior approval by Council. 2.9 Gratuities The Proponent acknowledges that no officer, councilor, or employee of the County has benefited or will benefit financially or materially from an award. A selected Proposal will be disqualified or a contract or Purchase Order will be terminated by the County if it is determined that gratuities of any kind were either offered to, or received by, any County officer, councilor or employee. RFP #2018-UCPR-RPR of 32

14 Section 3 Proposal Package & Evaluation 3.1 Proposal Summary The Proponent will provide a brief summary of their understanding of the objectives of this RFP and describe how the Proponent will address those objectives, should they be the selected proponent. 3.2 Qualifications The Proponent will have the requisite experience, resources, qualifications, and the capacity to successfully meet the outcomes of the solution offered over the long term. The Proponent is therefore requested to provide detailed information that clearly demonstrates their qualifications, experience and resources available to deliver an exceptional solution. The Proponent shall identify its team members and their qualifications. A Proponent will be prepared, if requested, to present evidence of experience, ability, capacity, service facilities and financial resources and managerial controls necessary to meet satisfactorily the requirements set forth or implied in the Proposal. A demonstration or reference of a current operational review project may be of interest to the Evaluation Committee. 3.3 References / Experience Proponents are required to provide as part of their proposal the names, contact numbers of at least five references, including most recent to verify the Proponent s ability to complete a similar operational review. 3.4 Subcontractors The Proponent shall provide details within their proposal of any portions of the project/ work that would be subcontracted and the name of the companies. Note: The County reserves the right to request detailed information from the Proponent during any point in the evaluation or during the agreement (if any). The County staff may be required to report to Council the progress of the contract or the methodology for the hiring of subcontractors from time to time. The Supplier may be requested to comply with recommendations made for sourcing subcontractors. 3.5 Methodology The Proponent is required to provide a detailed methodology that describes key elements of their proposed approach to meeting the objectives and deliverables as described in the RFP. 3.6 Project Schedule The Proponent is required to provide as part of their proposal a specific timetable and operational review plan schedule including proposed timelines for completion of specific tasks and progress reporting. RFP #2018-UCPR-RPR of 32

15 Section 3 Proposal Package & Evaluation 3.7 Financial Considerations The Proponent shall provide a total, all-inclusive cost in Canadian funds, tax shown separate, of its professional fees, and shall show the hourly rates for the members of its team. The Proponent shall provide an estimate of disbursement costs and the rates used to calculate such. The County will not request additional information around the financial consideration and incomplete Proposals will affect the evaluation and may disqualify a Proponent. All costs to the County shall be described and calculated into the lump sum to complete the Project. Financial Consideration will be provided in a sealed envelope within the Proposal Submission Package. The envelope will be marked with the company name and Financial Consideration for RFP#2018-UCPR-RPR-001 Operational Review of the Prescott and Russell Residence. 3.8 Acknowledgement All proponents shall complete the Acknowledgement document contained in Section 6 of this RFP and submit it as part of their proposal package. The original of this form should be marked as original and not enclosed with the envelope marked Financial Consideration. It will be enclosed with the original proposal and the requested copies. Proposals submitted without the original signed acknowledgement will be disqualified at the opening. 3.9 Evaluation Proposals will be evaluated by a committee and the recommendation for selection of a Proponent will be by consensus of the committee. By submitting a Proposal, each Proponent agrees to be bound by the terms and conditions of the RFP and any amendments thereto Evaluation of Proposal Package The Proposal will be subject to a comprehensive analysis and evaluation, based upon the best overall value to the County. The Proposal Package will be checked for compliance with the mandatory requirements in this RFP document. Based on the assessment of compliance with mandatory requirements, the County may disqualify Proposals and Proponents it determines in its sole discretion are non-compliant. Proposals determined to be compliant will be evaluated by the Evaluation Committee using the rating criteria in the table below (see the following page). For the Financial Consideration, points will be awarded based on Standard Deviation where the low cost responsive proposal receives full points, and other proposals lose points to the extent that they exceed the low cost responsive proposal. Financial points will also only be awarded to Consultants who have achieved a minimum score of 70% (56 out of 80) on the evaluation criteria. Proposals that do not meet the minimum score required will be deemed non-compliant and will be given no further consideration. The Financial Proposal envelope will only be opened after the scores of the evaluation criteria are finalized. RFP #2017-UCPR-RPR of 32

16 Section 3 Proposal Package & Evaluation Criteria Category Weighted Points Financial Consideration 20 Proponent and team member qualifications in 15 operational reviews, and references Demonstrated thorough understanding of the long-term care home sector in Ontario Understanding of and commitment to achieving RFP purpose and requirements Completeness, comprehensiveness and clarity of the Proposal Proposed methodology and value added approach to the review project Ability of the Proponent to complete the 5 project (e.g., Proponent viability) Total Weighted Points Proponents scoring above a certain ranking for their submission may, at the sole discretion of the Selection Committee, be invited to make a confidential, in camera presentation to the evaluation committee. The committee may wish to see a demonstration of how a recent operational review was conducted. Any costs for this or any interview will be the responsibility of the Proponent. The Proponent must be available for an interview, if required by the committee, within a reasonable time period. No other Proponent is entitled to be present or to receive any information regarding the presentation of any proponent. Representatives of the Proponent(s) invited to make a presentation or attend and interview shall be fully versed on the contents of the RFP and the Proponent s proposal and shall have the full authority to bind the proponent to any matters discussed at the presentation or interview Additional Work or Services Additional work or services not included in the original bid request but which are identified and deemed necessary or desirable by the County either prior to, during, or after the performance of the services shall be performed by the service provider subject to the following criteria: a) The County will provide a written description of the additional work, items or services and where required, detailed plans; b) The service provider will provide a written estimate of the cost to perform which estimate will include (as applicable): i. The cost of the work or services as per the applicable general conditions; or ii. The cost of the work at the same unit cost as set out in the tender; or iii. The cost of the work on a cost-plus basis to be agreed upon. c) The service provider will set out in writing any impact the additional work or services will have on the project schedule, if any. RFP #2017-UCPR-RPR of 32

17 Section 3 Proposal Package & Evaluation The County shall not be liable for the cost of any additional work performed by the service provider unless such work or services have been authorized in writing by the County Local Preference The following two legislative documents prohibit municipalities from adopting a Local Preference Policy: a) the Discriminatory Business Practices Act (R.S.O. 1990, Chapter D12), as amended; and b) Chapter 5 of the Agreement on Internal Trade. The primary objective of the purchasing process is to acquire goods/services at the lowest possible cost, consistent with the demands of suitability, quality, service, and delivery capabilities Discretionary Power As per the County s Procurement Policy ADM-019, section 7, the County exercises the following discretionary power in any procurement process, including this RFP: 7.1 The Bidder acknowledges that the County shall have the right to reject any, or all, Bid for any reason, or to accept any Bid which the County in its sole unfettered discretion deems most profitable. The lowest Bid, or any Bid, will not necessarily be accepted and the County shall have the unfettered right to: (i) Accept a noncompliant Bid; (ii) Accept a Bid which is not the lowest Bid; (iii) Reject a Bid that is the lowest Bid even if it is the only Bid received; (iv) Request clarification or further information regarding any item in a Bid; (v) Consider any alternate goods, services, terms or conditions that may be offered, whether such offer is contained in a Bid or otherwise; (vi) Breakdown a Request for Tender/Proposal or any agreement negotiated in connection with same, into multiple parts and accept proposals (or portions thereof) from more than one Bidder; (vii) Enter negotiations, at any time before or after a proposal submission deadline with anyone, in relation to the subject matter hereof; (viii) If applicable, reject any Bidder s recommendation of any subcontractor or any other third party associated with a Bid and jointly, along with such Bidder, determine alternate acceptable third parties; (ix) Extend or otherwise vary the proposal submission deadline, or any other timeline set out within the Request for Tender/Proposal; (x) Revise or modify the Request for Tender/Proposal; (xi) Withdraw or cancel the Request for Tender/Proposal in whole or in part, whether having received any response thereto or not; and (xii) Waive any of the stated requirements set out in a Request for Tender/Proposal or request noncompliant proponents to rectify any noncompliance within such time as the County may require. 7.2 During the evaluation of Bids, the County reserves the right to consider: (i) information provided in the Bid document itself; (ii) information provided in response to credit and industry reference enquiries set out in the Bid; (iii) information received in response to enquiries made by the County of third parties, apart from those disclosed in the Bid in relation to the reputation, RFP #2017-UCPR-RPR of 32

18 Section 3 Proposal Package & Evaluation reliability, experience and capabilities of the Bidder; (iv) the manner in which the Bidder provides services to others; (v) the experience and qualification of the Bidder s senior management, and project management; (vi) the compliance of the Bidder with the County s requirements and specifications; and (vii) innovative approaches proposed by the Bidder in the Bid. 7.3 The Bidder acknowledges that the County may rely upon the criteria which the County deems relevant, even though such criteria may not have been disclosed to the Bidder. By submitting a Bid, the Bidder acknowledges the County s rights under this Section and absolutely waives any right, or cause of action against the County and its consultants, by reason of the County s failure to accept the Bid submitted by the Bidder, whether such right or cause of action arises in contract, negligence, or otherwise Selection for an Award Upon receiving Council approval to award the Proposal, the County shall contact the selected Proponent by mail, courier or by to the contact person named at the address given in his/her Proposal Package. When so requested by the County, the Selected Proponent shall execute a formal contract with the County for the complete performance specified therein. The Proposal, RFP and any addendum issued will form part of the Contract. Acceptance of the Proposal will be when the contract has been signed by both parties and when a purchase order number is issued or both. A Contract and/or the Purchase Order shall reference this RFP to describe the terms, conditions, performance requirements and terms of reference that the Contract or Purchase Order is authorizing Complete Proposal Package The Proponent is advised to ensure that their offer is a complete Proposal. All information submitted and made available will support the RFP scope, terms of reference and requirements. Any waiver or clarification will not be considered as an opportunity for a Proponent to correct errors or change the offer in their Proposal. The package will contain and original proposal clearly marked as original. Within the package, the Financial Consideration will be enclosed in a sealed envelope marked with the company name and RFP # 2018-UCPR-RPR-001 Operational Review of the Prescott and Russell Residence. The Statement by Bidder (Form 1, included at the end of this RFP package) must be completed in full and signed by an individual representing the bidder and a witness, if a non-corporation, or an authorized representative of the company or a director or officer of the company, and Corporate sealed, if the Bidder is a corporation. Five (5) additional copies of the complete Proposal (not the Financial Consideration) are requested be included with the Proposal Package for evaluation purposes. Clearly mark the Original so that the Acknowledgment Form can be verified at the time of opening. RFP #2017-UCPR-RPR of 32

19 Section 4 Selected Proponent Terms & Conditions of Contract The Selected Proponent will enter into a Contract that the RFP and Proposal and any negotiated details will form part of the Contract. The following are standard terms and conditions of the Consultant and County Contract. These terms and conditions do not supersede the terms of the final contract with the Selected Proponent being (Consultant): 1. The Consultant represents that it has the expertise, experience, facilities, skilled personnel, management and knowledge necessary or required to deliver the services in a competent and professional manner. The Consultant understands that the County is relying upon this representation in this Contract. 2. The Consultant shall: perform all work in a good and professional manner to the full satisfaction of the County; obtain and maintain full and adequate insurance covering performance of the Operational Review; obtain and maintain Worker s Safety Insurance Board coverage and provide both WSIB number and proof of satisfactory standing to the County at the time of the award and during the project; comply with all applicable by-laws, polices, procedures, guidelines and rules of the County; and supervise their staff, consultants, agents and sub-consultants to ensure they conform to the requirements of the service, specifications and the terms and conditions of the Contract. Indemnify the County for any liability to the Workers' Safety and Insurance Board of Ontario arising from the Contract. 3. Service performed by a Consultant is an independent contractor and neither an agency, partnership, nor employer-employee relationship is intended or created by this Contract. 4. The Consultant will maintain proper records and prepare and submit upon request, comprehensive reports respecting the services provided pursuant to the Contract. 5. The Consultant authorizes the County, its employees, representatives and agents to enter at all reasonable times, any premises used by the Consultant in connection with the provision of services pursuant to the Contract, in order to: (a) (b) Observe and evaluate the services provided under the Contract; and Inspect all records, documents and invoices relating to the services provided pursuant to the Contract. 6. The County may terminate the Contract upon thirty (30) days notice in writing, and without any further liability, in the event the County, in its sole discretion, determines that the Service Provider has: Neglected, failed or refused to proceed promptly with the Services contemplated to be provided by the Service Provider pursuant to the Contract; RFP #2018-UCPR-RPR of 32

20 Section 4 Selected Proponent Terms & Condition of Contract Contravened any of the Service Provider's obligations hereunder; provided however, that the County shall set out particulars of the default of the Service Provider in any such notice of termination and in the event that the Service Provider corrects or remedies the default to the satisfaction of the County within the thirty day notice period, the notice of termination shall be null and void. 7. The Consultant shall be responsible for and shall give adequate attention to the faithful prosecution and completion of all matters pursuant to this Contract. In addition to the protection provided, the Consultant shall promptly indemnify and save harmless the County, its officers, agents, and employees against all claims, demands, actions, suits, losses, expenses, costs or damages of every nature and kind whatsoever which they may incur or suffer as a result of the negligence, breach, fault, intentional act, omission, default or carelessness of the Consultant or its officers, agents, or employees in the performance of this Contract. 8. The Consultant shall provide the professional services in strict compliance with all laws, regulations, codes and standards of Canada and the Province of Ontario, at the sole cost of the Consultant. 9. This Contract is to be construed and governed by the laws of the Province of Ontario and federal laws of Canada applicable therein. 10. The Consultant on behalf of itself, its directors, officers, employees and agents acknowledges that for the purposes of the Contract, the provisions of the Municipal Freedom of Information and Protection of Privacy Act bind it. 11. Time is of the essence and the Consultant shall deliver the professional services and report contemplated by the Contract in strict accordance with the delivery date, content and the requirements as specified on this Request for Proposal and Selected Proposal and any attached terms of reference. 12. Where a delivery date is stated, delivery by such date is regarded as of the essence of the contract. Failure on the part of the Consultant to complete by the stated delivery date for reasons other than those beyond their control, will entitle the County to any one or combination of the following remedies: (a) Cancel the Contract without incurring or being liable for any costs, fees, charges or surcharges of any kind whatsoever. (b) Reassign the Contract and charge the original Consultant with all incremental costs involved. (c) Reschedule the project and deduct any cost incurred by the County for the unapproved delay in delivery. 13. Unless otherwise stated, the County shall pay to the Consultant all amounts in Canadian funds net thirty (30) days from invoice receipt or satisfactory delivery of professional services, whichever is later, unless otherwise noted on the Contract. Term discounts will be calculated from the same date. RFP #2018-UCPR-RPR of 32

21 Section 4 Selected Proponent Terms & Condition of Contract 14. Insurance: The following insurance requirements are mandatory for all work undertaken on behalf of the United Counties of Prescott and Russell. The successful contractor shall provide the Counties with an insurance certificate as follows: 1) Commercial General Liability Insurance issued on an occurrence basis for an amount of not less than $5 million per occurrence / maximum of $5 million (annual aggregate for any negligent acts or omissions relating to the obligations under the Bid Request). Such insurance shall include, but is not limited to bodily injury and property damage including loss of use; personal injury; contractual liability; premises, property & operations; nonowned automobile; broad form property damage; owners & contractors protective; occurrence property damage; products broad form completed operations; employees as Additional Insured(s); contingent employers liability; tenants legal liability; Non Owned Automobile; cross liability and severability of interest clause. If applicable, the commercial general liability insurance policy shall not contain any exclusions of liability for damage, etc. to properties, buildings or land arising from: a) Removal or weakening of support of any property, building or land whether such support is natural or otherwise; b) Use of explosives for blasting; c) Vibration form pile driving, or caisson work, if minimum coverage for any such loss or damage is $5,000,000. The United Counties of Prescott and Russell shall be added as an additional Insured subject to a waiver of subrogation. This insurance shall be non-contributing with and apply as primary and not as excess of any insurance available. 2) Automobile Liability Insurance with respect to owned or leased vehicles used directly or indirectly in the performance of the Services covering liability for bodily injury, death and damage to property with a limit of not less than $2 million inclusive for each and every loss. 3) Professional Liability (Errors and Omissions) Insurance coverage shall be obtained to a limit of not less than $2 million. If such insurance is written on a claim made basis, the policy shall contain a 24 month extended reporting period or shall be maintained for a period of two years subsequent to conclusion of services provided under this Agreement. The United Counties of Prescott and Russell shall be added as an additional Insured. This insurance shall be non-contributing with and apply as primary and not as excess of any insurance available. If applicable, Environmental Impairment Liability with a limit of not less than $2,000,000 per Incident / Annual Aggregate. Coverage shall include Third Party Bodily Injury and Property Damage including on-site and off-site clean-up. If such insurance is issued on a claims made basis, the policy shall contain a 24 month extended reporting period or shall be maintained for a period of two years subsequent to conclusion of services provided under this Agreement. The United Counties of Prescott and Russell shall be added as an additional Insured. This insurance shall be non-contributing with and apply as primary and not as excess of any insurance available. RFP #2018-UCPR-RPR of 32

22 Section 4 Selected Proponent Terms & Condition of Contract 4) The Consultant shall carry Employee Dishonesty in an amount up to $50,000. and include a third party / service extension. 5) The consultant shall be responsible for the physical damage to their property used in providing service as outlined in the agreement and the County shall bear no cost towards such property 6) Any applicable Deductible to any insurance coverage shall be the sole responsibility of the Named Insured and the additional Insured shall bear no cost towards such deductible. 7) In addition to General Insurance, the consultant shall provide evidence of WSIB or its equivalent. 8) The successful Bidder must provide, at his or its cost, a certificate of insurance verifying the above noted coverage prior to the effective date of the contract, to the satisfaction of the County and in force for the entire contract period. 9) An endorsement to the effect that the policy or policies will not be altered, cancelled, or allowed to lapse without giving the Corporation a written notice of thirty days. 10) The Counties reserve the right to assess exposures and add additional insurance requirements where deemed necessary. 11) The consultant agrees to defend, indemnify and save harmless the United Counties of Prescott-Russell, their elected officials, officers, and employees from and against any and all claims, actions, losses, expenses, fines, costs (including legal costs), interest or damages of every nature and kind whatsoever, including but not limited to bodily injury or to damage to or destruction of tangible property including loss of revenue arising out of or allegedly attributable to the negligence, acts, errors, omissions, whether willful or otherwise by the consultant, their officers, employees, agents, or others who consultant is legally responsible, in respect to this Agreement. This indemnity shall be in addition to and not in lieu of any insurance to be provided to the County and consultant in accordance with this Agreement, and shall survive this Agreement. 15. New Legislated Requirement for Municipal Vendors All Consultants shall be compliant with the Accessible Customer Service Standard, Ontario Regulation 429/07 made under the Accessibility for Ontarians with Disabilities Act (AODA), 2005 in order to provide goods and services to the County. Proof of the Consultant s training will be kept by the County. RFP #2018-UCPR-RPR of 32

23 Section 5 Terms of Reference Background The United Counties of Prescott and Russell owns and operates the Prescott and Russell Residence, a 146-bed Long-Term Care Home under Part VIII of the Long-Term Care Homes Act, On October 25, 2017, Council passed the following resolution: Moved by Guy Desjardins Seconded by Conrad Lamadeleine After discussion, on motion duly made, IT WAS RESOLVED that Council mandate the Chief Administrative Officer: 1) to prepare and issue a Request for Proposal (RFP) for the hiring of a consultant to undertake an operational study aiming at reducing the operational costs of the Prescott and Russell Residence; 2) to communicate with the Counties of the EOWC to obtain the operational costs per longterm care bed to compare the costs. Carried From time to time in consideration of financial matters pertaining to the Prescott and Russell Residence (primarily capital and operating budgets), some Council Members have expressed the view that the Prescott and Russell Residence is not operating as efficiently as it could be, in particular relative to private sector Long-Term Care Homes (LTCHs). Anecdotally, there have also been concerns raised concerning the culture as it relates to the relationship between staff and management, and between staff and residents. Council resolution (above) expresses the collective desire of Council to be assured that, going forward, sufficient value will be obtained for the operating funds (from all sources) used in the day-to-day operations of the Prescott and Russell Residence, and that services of high quality are provided to residents and their families in a positive and effective manner for all stakeholders. RFP #2018-UCPR-RPR of 32

24 Section 5 Terms of Reference Purposes Proponents are invited to submit proposals to conduct an operational review of the Prescott and Russell Residence, the purposes of the review being: 1. to identify strengths and areas for improvement in the operation of the Prescott and Russell Residence and the corporate departments, divisions and services critical to its success; 2. to make recommendations as to how improvements in service quality can be achieved; 3. to make recommendations as to how efficiencies can be achieved to make service delivery costs sustainable over the long term 1, where efficiency means the minimum resource inputs to achieve a given quantity and quality of output 2 ; 4. to identify, analyze and make recommendations concerning alternative means of fulfilling the operational requirements for the Prescott and Russell Residence. 3 Scope In general terms, the scope of the operational review is the day-to-day operations, services and activities supported by operating revenues from the Province, Residents, and municipal taxpayers. While the capital budget is not within the scope of the review, nor the redevelopment of the Prescott and Russell Residence within the context of the Province s Long-Term Care Renewal Strategy, the Business Plan for the redevelopment and the capital budget are available to set a context for future plans associated with the Residence as they may relate to any findings in the Operational Review. All Prescott and Russell Residence departments shall be within the scope of the review, meaning Administration/Management, Nursing, Life Enrichment, Dietary Services, Building Services, Laundry, and Building Maintenance. The Administrator s Office shall also be within the scope of the review to the extent that the Director s office provides services, support and direction to the Prescott and Russell Residence. The following County corporate departments, divisions and services essential to the success of the Prescott and Russell Residence shall be within the scope of the review to the extent that they provide support services to the Residence: Department of Finance Human Resources 1 Ontario Ministry of Municipal Affairs and Housing. A Guide to Service Delivery Review for Municipal Managers. August p Office of the Auditor General of Canada. Value for Money Audit Manual. January p Adapted from Ontario Ministry of Municipal Affairs and Housing. A Guide to Service Delivery Review for Municipal Managers. August p. 1. RFP #2018-UCPR-RPR of 32

25 Section 5 Terms of Reference Principles Guiding the Operational Review The following principles shall guide the review: 1. The review shall be conducted by an entity that is at arm s length and objective. To clarify, the review shall not be conducted by an entity that has a business interest, either directly or indirectly, in the operation of LTCHs that operate within Ontario. Further, the review team shall not include anyone who is related to or has or has had personal business dealings with any member of the County s senior management team, the management team of the Prescott and Russell Residence, or any Council Members. 2. The review shall have regard for and consider the context of the Long-Term Care Homes Act, 2007, including, but not limited to: a. the Preamble to the Act; b. the fundamental principle in Section 1, that a LTCH is primarily the home of its residents and is to be operated so that it is a place where they may live with dignity and in security, safety and comfort and have their physical, psychological, social, spiritual and cultural needs adequately met ; and c. the Residents Bill of Rights in Section 3 of the Act. 3. The review shall also consider and be guided by current major change initiatives in Long- Term Care (LTC) being led by the Province and Local Health Integration Networks. Recommendations from the review must support and facilitate the work required of the County and the Prescott and Russell Residence management teams in implementing Provincial directions under these various initiatives. Recommendations shall be based on observations and evidence derived from: application of the indicators referenced later in these terms of reference; consultations with key stakeholders, including the Family Council, the Auxiliary, individual residents and family members, County employees at the Prescott and Russell Residence and in the corporate service departments, Council Members and community partners (e.g., Champlain LHIN, Hawkesbury General Hospital, Champlain Community Care Access Centre, the County s Emergency Services Department); and a review of policies and practices of the Prescott and Russell Residence and the County s corporate departments, divisions and services. 4. Judgments as to strengths and areas for improvement shall, where possible, be based on evidence that is comparative in nature, meaning that performance indicators for the Prescott and Russell Residence shall be compared to: those of other LTCHs in each of the municipal sector 4, for- profit sector and not-for-profit sector; and where they exist, LTC benchmarks and/or averages that have been identified by the Province, the Ontario Health Quality Council and the Canadian Institute of Health Information, either prior to or during the conduct of the review. RFP #2018-UCPR-RPR of 32

26 Section 5 Terms of Reference Principles Guiding the Operational Review (continued) 5. While still meeting the first principle concerning objectivity, the Consultant s review team shall maintain good relations with, communicate and seek input from relevant stakeholders as described in the fourth principle via the CAO. Any recommendations shall be reviewed with the Steering Committee to ensure accuracy and impacts which shall then be incorporated into the Consultant s Final review report. 6. Recommendations shall be made on matters that are, in the view of the Consultant based on consultation with the Steering Committee, of considerable amount, effect or importance Except for these principles and any other specific restrictions described in these terms of reference, there shall be no restrictions or limitations on any recommendations that may be considered and made by the Consultant with respect to the operations and services of the Prescott and Russell Residence and the County corporate departments, divisions and services in respect of their services to the Prescott and Russell Residence. 8. Collectively, members of the Consultant s review team shall have comprehensive knowledge of the LTC business in Ontario and the Province s change initiatives currently or soon to be underway, and must have significant experience in conducting similar review assignments. 9. At the beginning of the review assignment, the County and the Consultant shall establish a protocol for determining what information is and will remain confidential. The protocol shall be based on the standards established in legislation (Municipal Freedom of Information and Protection of Privacy Act, Personal Health Information Protection Act, Long-Term Care Homes Act, etc.). 10. The Consultant shall deliver its report to the County s Chief Administrative Officer by the agreed upon deadline. 4 All LTCHs owned and operated by municipalities within the geographic area of the Eastern Ontario Wardens Caucus ( as well as the City of Ottawa and City of Kingston. 5 Office of the Auditor General of Canada. Value for Money Audit Manual. January p. 79. Further, the principles in these terms of reference embodying objectivity, knowledge of the review team, basing observations and recommendations on evidence and consultation, use of criteria (i.e., benchmarks), and relations and communications with management are adapted from this publication. RFP #2018-UCPR-RPR of 32

27 Section 5 Terms of Reference Review Methodology The County shall provide all County financial and statistical information and other information requested by the Consultant that are not available from other sources. The County shall provide such consents as are necessary to enable the Consultant to obtain the Prescott and Russell Residence s information from the Province, the Champlain Local Health Integration Network (LHIN), and the Canadian Institute of Health Information. The Consultant shall be responsible for obtaining financial and statistical information and indicators from other LTCH organizations for the purpose of this review. The Consultant shall identify in its report those indicators for which information cannot be gathered and provide explanations as to why this is the case. Stakeholder consultation is a critical component of the review. The following shall be asked their views on the strengths and areas for improvement in the operation of the Prescott and Russell Residence: Residents, Family Members, Family Council, Members of County Council, front-line staff at the Prescott and Russell Residence, the management team of the Prescott and Russell Residence (including the Administrator), the Directors of Finance and Human Resources, the Chief Administrative Officer, the County s Emergency Services Department, and community partner organizations (Hawkesbury General Hospital, Champlain Community Care Access Centre, and Champlain LHIN). As a minimum, the input from Residents shall be obtained by interviewing residents using the interview tool and methodology that has been developed for the Province s Resident Quality Inspection program. Alternatively, the Consultant may use the results of the Province s RQI resident interviews carried out during the first RQI inspection carried out at the Prescott and Russell Residence, subject to appropriate consents being obtained. Further approaches may be submitted as part of the Proposal, providing they increase the opportunity for consultation beyond those identified herein. Input from other stakeholders, as described under Principle No. 4, shall be by means proposed by the Consultant and accepted by the County. Operational Review Report The Consultant s report shall contain the following components at minimum: the purposes, scope, nature and limitations of the review; the indicators and benchmarks used and their specific purposes; qualitative information used and its specific purposes; the methods used to obtain information, both qualitative and quantitative; observations made; recommendations for improving efficiency and service quality; management and Steering Committee comments on any aspects of the review, including but not limited to the quality of the information gathered and analyzed, observations and recommendations; and identification and estimation of financial implications of recommendations. RFP #2018-UCPR-RPR of 32

28 Section 5 Terms of Reference Operational Review Indicators Proponents shall identify in their proposals a set of performance measures and indicators that will be used to: 1. compare the Prescott and Russell Residence performance to other LTCHs; and 2. enable longitudinal trending of the Prescott and Russell Residence performance even in instances where comparative information for other LTCHs cannot be obtained. Following execution of a contract, in consultation with the Steering Committee, the measures and indicators may be modified by the Consultant before the review commences and at any time during the review. Proponents shall propose measures and indicators in the following categories: 1. occupancy; 2. quality indicators, including at a minimum indicators, benchmarks and/or averages that have been developed by the Province, the Ontario Health Quality Council and the Canadian Institute of Health Information, either prior to or during the conduct of the review; 3. revenues by category; 4. by department and overall for the Prescott and Russell Residence, for the most recent complete fiscal year, measures and ratios describing the costs of labour inputs and productivity, including but not limited to the impacts of overtime, sick leave, work-related injuries, modified work, vacation, pension plan, and other employee benefits; 5. by type of expense, department and overall for the Prescott and Russell Residence, other financial measures and ratios pertaining to non-personnel costs, focusing on higher cost types of expenses; 6. an estimate, by department, division and service, of the cost of corporate services provided to the Prescott and Russell Residence; 7. descriptors of workforce dynamics, including a demographic profile of the workforce and a longitudinal analysis of staff turnover; and 8. corporate service department performance. Proponents shall describe limitations that prevent creation of a broader range of indicators for both internal longitudinal trending, and external comparisons to other LTCHs, particularly in the areas of labour inputs, other costs and corporate service performance. Proponents shall equally propose how to either take into account or exclude from their costs analyses, particularly their comparisons to other LTCHs, such considerations as: year-end accounts payable and receivable; accruals for employee benefits, pension, sick leave and vacation; building and equipment depreciation; debt servicing; and capital expenditures. RFP #2018-UCPR-RPR of 32

29 Section 6 Acknowledgement Form of Proposal (Return all of Section 6 with the Proposal Package submission) Complete the following information and submit this section in the Proposal Package. Name of Company, Consultant or Individual (The Respondent) Mailing Address Telephone Fax Number Web Site Address Contact Name and Title Regarding RFP Contact Address Phone Number Cell Number Fax Number I/We the undersigned, Hereby Declare and Acknowledge, on behalf of the company named above; I / We have examined the documentation and information contained in RFP#2018-UCPR-RPR-001 and agree to the terms and conditions within; I / We declare that no person, firm, corporation or other organization other than disclosed herein has any interest in this Request for Proposal or any contract which may result; That this Request for Proposal is made by the undersigned without collusion or fraud with any other entity; That all statements in this Proposal are true and accurate in all respects; That full disclosure has been made of any conflict of interest or potential conflict of interest; That Addenda No. to inclusive have been reviewed by me / us and form part and parcel of the Request for Proposal and any contract which may result; I/we have the authority to bind the Corporation. Sign In this Section if Sole Proprietor Executed by me and bearing date this day of, 2018 Authorized Agent Signature Name and Title RFP #2018-UCPR-RPR of 32

30 Acknowledgement Form of Proposal O/A (operating as) or DBA (doing business as): _ Registered Business Number (BIN): _ OR Sign Here If Corporation Executed by me/us and bearing date this day of _, _ I/we have the authority to bind the Corporation Print Name and Position Held I/we have the authority to bind the Corporation Print Name and Position Held _ Note: If the Proposal is submitted by or on behalf of a Corporation, it shall be signed in the name of such corporation by the duly Authorized Agent. Mark the ORIGINAL signed Proposal in the Proposal package RFP #2018-UCPR-RPR of 32

31 Notice of Decline to respond to the RFP Form There is no obligation to submit a Proposal, however, should you choose not to submit, complete this form by circling the number(s) indicating your reason for decline, or explain briefly. It is not necessary to return any other portion of the RFP document if you are not submitting a Proposal. Please return the completed form by to spparisien@prescott-russell.on.ca. 1) Our schedule would not permit us to perform the requested requirement. 2) Insufficient time to respond to the request. 3) We are not interested in this project. 4) Unable to submit a comprehensive solution for the RFP. 6) Project is too large for our firm. 7) Project is too small for our firm. 8) Cannot meet completion requirements. 9) Other reasons or additional comments Company Name (Print) Signature Date Name and Title RFP #2018-UCPR-RPR of 32