Name of Person and Title with Signing Authority for Firm

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1 REQUEST FOR PROPOSAL TO CONDUCT A DEVELOPMENT CHARGES BACKGROUND STUDY TO ESTABLISH A DEVELOPMENT CHARGES BY-LAW FOR THE MUNICIPALITY OF KINCARDINE Name of Firm Address Postal Code Telephone Number Fax Number Website Address Address Name of Person and Title with Signing Authority for Firm Name of Contact Person CLOSING DATE AND TIME: January 13, :00 p.m. PROPOSALS RECEIVED BY: Donna MacDougall, Clerk Municipality of Kincardine 1475 Concession 5 R.R. 5 Kincardine, ON N2Z 2X6

2 TERMS OF REFERENCE 1. BACKGROUND The Corporation of the Municipality of Kincardine is a lower tier municipality within the County of Bruce, in the Province of Ontario. The Municipality of Kincardine was created in 1999 with the amalgamation of the Town of Kincardine, Township of Kincardine and the Township of Bruce. The Municipality is located approximately 230 kilometres northwest of Toronto on the Shores of Lake Huron and has a population of approximately 12,000 and 5,500 households. The population is concentrated in two main areas: former Town of Kincardine with approximately 6,100 residents and along the Lakeshore (within approximately 1500 metres of Lake Huron) with approximately 1,200 residents. The remainder are found in the villages/hamlets of Tiverton, Armow, Bervie, and Underwood and scattered throughout the agricultural area. The Municipality operates generally under the authority of the Ontario Municipal Act; as well as, other legislation as appropriate. As a lower tier municipality, the Municipality is responsible for: General Administration Fire Protection Police Protection Municipal Services (including building, by-law & drainage) Public Works Parks & Recreation Waste Management Water and Sewer Treatment, Distribution and Collection Each of the former municipalities had Development Charges By-laws in place prior to amalgamation that had been enacted under previous Development Charges legislation. The first Development Charges Background Study was completed for the Municipality of Kincardine in The current Development Charges By-law expires on July 13, For planning background studies refer to both the Municipal website at and the County web site at 2. SCOPE OF WORK The Council of The Corporation of the Municipality of Kincardine wishes to appoint a consultant to complete a development charges background study that will meet all requirements of the Development Charges Act, 1997, and related Amendments and Regulations to recommend a development charges by-law and conduct all required public meetings prior to adoption of the by-law. The objective is to have the development charges by-law in place for July, The development charges background study shall include but is not limited to the following categories: Categories of Services: General Government Fire 2 Page

3 TERMS OF REFERENCE Police Parks and Recreation Public Works (buildings, fleet and related) Roads (including sidewalks, street lighting, and related) Waste Management (garbage collection and disposal) Water Treatment and Distribution Services Sewer Treatment and Collection Services 3. TERM OF CONTRACT The proposed Contract shall be effective from approximately February 2016 to completion. 4. PRICING All prices bid must be in Canadian Funds and include Harmonized Sales Tax where applicable. 5. ELGIBILITY Before preparing a response, your Firm must ensure that it meets the following eligibility criteria: a) Have significant experience in providing similar public policy advice and reviews to other Ontario municipalities of comparable size; b) Have substantial resources and support services available; c) Have experienced, well qualified staff; d) Demonstrate comprehensive knowledge of land use planning and municipal finance. 6. PROPOSAL CONTENT This proposal is not intended to limit your Firm s proposal but rather to provide a framework for the Municipality to evaluate each proposal and determine which submission most closely addresses the Municipalities needs. Your Firm is encouraged to provide any additional information or innovative approach not specifically outlined in the context of this proposal. As already indicated, the Schedule of Prices and any other information related to pricing shall be included with the proposal. The proposal is to include methods of how you would attempt to resolve objections in the event of an appeal to the Ontario Municipal Board. Acceptable proposals must include and be structured in the following format; 3 Page

4 TERMS OF REFERENCE Section A- Company Acceptance The proposal shall contain: A.1. A statement signed and dated by an authorized signing officer, agreeing to be bound by the proposal terms, conditions and descriptions of services to be provided as stated herein, upon acceptance of the proposal by the Municipality. A.2 A detailed management plan for this project. A.3 A summary of experience with Development Charges By-Laws. A.4 A minimum of three references from clients of a similar urban/rural mix completed in the last two years. Section B - Professional Services Proposed The proposal shall contain: B.1 A written understanding of the requirements of the Municipality, outlining a description of the proposed Development Charges By-Law. B.2 The location of the office responsible for the contract, the names of the partner(s), manager(s) and senior staff who will be assigned to the contract if the firm is successful. Continuity of staff will be given high priority and this must be so indicated. Section C- Pricing Overview The proposal shall include the following: C.1 A summary of the method of costing used. A summary of the major work components and the prices/estimates assigned each stage including an estimate of the number of hours that will be required for the Development Charges Background Study and Development Charges By-Law, broken down by level of staff assigned to each of the tasks. The Scope of the engagement may only be broadened with express written authority of the Municipality. The set fee should include all aspects of the Request for Proposal. Any report or item over and above the terms, conditions and specifications as outlined shall be detailed complete with pricing per addition. 4 Page

5 TERMS OF REFERENCE Section D Time Schedule The proposal shall include the following: D1. A detailed work plan including timelines for completing key tasks for Development Charge Background Study and Development Charge By-laws and Rate Schedule; Any working meetings, one meeting with key Municipal staff at the beginning of the study to discuss the work plan, information requirements/sources, and the level of staff participation. Presentation to Senior Staff regarding the key/critical findings, to identify comments and concerns from a staff standpoint Presentation to Council as Committee of the Whole as part of a formal public meeting, regarding the key/critical findings, to identify comments and concerns from a special interest, political and general public standpoint. Present to Council by-law and rate schedule for final approval 7. PROPOSAL OPENING Five copies of the Proposal must be provided and presented in a sealed envelope marked Proposal - Development Charges Background Study and returned to Donna MacDougall, Clerk at the Municipality of Kincardine, 1475 Concession 5, R.R #5 Kincardine, Ontario N2Z 2X6 on or before January 8, :00 p.m. local time. Responses must be timestamped at the above location to be considered. Late submissions, or submissions that do not provide pricing, will not be accepted. The use of the mail or courier for delivery of a proposal will be at the risk of the Firm and delivery will not be regarded as such unless the proposal package comes into the possession of the Clerk before said closing time. 8. PROPOSAL EVALUATION Proposals will be evaluated on the basis of information provided by the Firm at the time of submission as well as the previous experience of the Firm in this marketplace. Proposals will be reviewed by an evaluation team comprised of elected officials and appropriate staff members of the Municipality. Evaluation criteria and weighting for each: a) Detailed Work Plan; Proponents are to provide a proposed 50 detailed work schedule, including the timing of each phase, outlining the approach/methodology to be used. 5 Page

6 TERMS OF REFERENCE b) Cost; Exact costs, including any anticipated disbursements, 20 for each phase of the study c) Experience; Proponents must have a proven track record 30 of preparing and defending Development Charge Background Studies, Development charge By-laws and Rate schedules. 9. FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT Any personal information collected by or on behalf of the Municipality of Kincardine under this Request for Proposal RFP is subject to the Municipal Freedom of Information and Protection of Privacy Act. The information provided to the Municipality of Kincardine may be used to confirm certain information provided in the Request for Proposal for this project. The person submitting this RFP consents to such collection and use of the information. The person submitting this RFP acknowledges that the information contained in the RFP may become public and consents to the release of that information. Any questions regarding the collection, use, or disclosure of the information should be directed to the Clerk at the Municipality of Kincardine. 10. ACCESSIBILITY STANDARDS FOR CUSTOMER SERVICE The Proponent must comply with The Municipality of Kincardine Accessibility for Customer Service Policy GG.3.8 (Documents are provided for information and will only be required from the successful Bidder) 11. INTEGRATED ACCESSIBILITY STANDARDS The Proponent must comply with The Municipality of Kincardine Integrated Accessibility Standards Policy GG.3.9 (Documents are provided for information and will only be required from the successful Bidder) 12. HEALTH AND SAFETY In accordance with Policy GG.2.17 Purchasing and Procurement the following information is required to be obtained prior to the final awarding of the contract to the successful bidder: 1. Clearance Certificate or Letter of Independent Contractor Status issued by the Workplace Safety Insurance Board (WSIB) directly to the Municipality; 6 Page

7 TERMS OF REFERENCE 2. Certificate of Insurance naming the Municipality as an additional insured and evidencing Liability Insurance in an amount of not less than $2,000,000 (Two Million) as well as showing all other types and limits of insurance issued by their broker/insurer directly to the Municipality (to be obtained upon each expiry); 3. Signed copy of the Municipality of Kincardine Occupational Health & Safety Compliance form. In accordance with the above policy, the following information is required to be obtained before work can commence/continue. Failure to provide this information will result in stoppage of work. 1. Clearance Certificate issued by the Workplace Safety Insurance Board directly to the municipality at intervals of sixty (60) days from first issuance; 2. Certificate of Liability Insurance as above for the current policy and for each renewal period. (Documents are provided for information and will only be required from the successful Bidder) 13. GENERAL CONDITIONS The Municipality reserves the right to discuss any and all proposals and to request additional information from the Proponent. The failure to provide such additional information may be considered a basis for rejecting proposals, and to accept or reject any or all proposals. Addenda s will be posted to the Municipal website It is the sole responsibility of the proponent to review and respond to addenda issued following the issuance of this request for proposal in their submission. All submissions become property of the Municipality and will not be returned. All submissions will be held in confidence by the Municipality unless otherwise required by law. Proponents should be aware the Municipality is a public body defined by and subject to the Freedom of Information and Protection of Privacy Act of Ontario. The lowest cost proposal will not necessarily be accepted. The contract will be awarded based on an evaluation to determine which proposal best meets the needs of the Municipality. 7 Page

8 TERMS OF REFERENCE 14. CRITICAL DATES Activities Date Request for proposal issued December 11, 2015 Responses due January 13, 2016 Staff Recommendation to Council January 20, 2016 Notification of Award January 28, 2016 Delivery Commences February 1, Page

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26 POLICY GG.2.17 APPENDIX E MUNICIPALITY OF KINCARDINE NOTICE TO ALL CONTRACTORS CORPORATE STATEMENT OCCUPATIONAL HEALTH AND SAFETY The Corporation of the Municipality of Kincardine is committed to ensuring that a high standard of health and safety is provided and maintained for all employees, visitors, guests, contractors, agents and others on our premises. ALL CONTRACTORS/SUPPLIERS SHALL: 1. Demonstrate establishment and maintenance of health and safety program with objectives and standards consistent with applicable legislation. This information will be documented in a meeting where at least one representative of the municipality and contractor are in attendance. 2. Submit a copy of past accident records and Workers Compensation Board Number. 3. Include health and safety provisions in their management systems to reach and maintain consistently a high level of health and safety. 4. Ensure that workers in their employ are aware of hazardous substances that may be in use at their place of work and wear appropriate personal protective equipment as may be required. 5. Upon request at any time from award to completion of contract, submit proof of fulfilment of above responsibilities. This proof may but is not limited to a copy of the organization s own Health & Safety Policy, copies of training sessions, copies of logs documenting training/discussions. 6. Must comply with Workplace Safety Insurance Board (WSIB) premiums. 7. The Contractor/Supplier shall sign-off on the corporate occupational health & safety form stating his agreement to comply. Your co-operation and assistance in this matter is appreciated and vital to the Health and Safety of all. 35

27 POLICY GG.2.17 APPENDIX F MUNICIPALITY OF KINCARDINE NOTICE TO BIDDERS In accordance with Policy GG.2.17 Purchasing and Procurement the following information is required to be obtained prior to the final awarding of the contract to the successful bidder: 1. Clearance Certificate or Letter of Independent Contractor Status issued by the Workplace Safety Insurance Board (WSIB) directly to the Municipality 2. Certificate of Insurance naming the Municipality as an additional insured and evidencing Liability Insurance in an amount of not less than $2,000,000 ($2 Million) as well as showing all other types and limits of insurance issued by their broker/insurer directly to the Municipality (to be obtained upon each expiry 3. Signed copy of the Municipality of Kincardine Occupational Health & Safety Compliance form. In accordance with the above policy, the following information is required to be obtained before work can commence/continue. Failure to provide this information will result in stoppage of work. 4. Clearance Certificate issued by the Workplace Safety Insurance Board (WSIB) directly to the municipality at intervals of 60 days from first issuance. 5. Certificate of Liability Insurance as above for the current policy and for each renewal period 36

28 POLICY GG.2.17 APPENDIX G MUNICIPALITY OF KINCARDINE OCCUPATIONAL HEALTH AND SAFETY COMPLIANCE FORM I have read Appendix F of Policy #GG.2.17 Purchasing and Procurement Notice to All Contractors, Corporate Statement of Occupational Health and Safety and agree to comply with it. Contractor s Name Date 37