RFP-Consulting Services-Parks and Rec Master Plan

THE CORPORATION OF THE
TOWN OF SOUTH BRUCE PENINSULA

REQUEST FOR PROPOSAL

CONSULTING SERVICES

PARKS AND RECREATION STRATEGIC MASTER PLAN

CLOSING DATE: Friday, March 23, 2007

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TABLE OF CONTENTS

PART 1 ­ GENERAL CONDITIONS

1.1 Introduction..................................................................... 3
1.2 Intent............................................................................. 3
1.3 Definition of Terms............................................................ 4
1.4 Schedule of Events............................................................ 4
1.5 Questions and Responses...................................................... 5
1.6 Submission of Proposals....................................................... 5
1.7 Pricing............................................................................ 6
1.8 Fee Schedule..................................................................... 6
1.9 Negotiations..................................................................... 6
1.10 Contract........................................................................... 7
1.11 Supplemental Terms and Conditions........................................ 7
1.12 Location of Work............................................................... 7
1.13 Confidentiality.................................................................. 7
1.14 Compliance with By-laws and Laws........................................ 8
1.15 Submission Preparation Costs................................................ 8
1.16 Publicity......................................................................... 8

PART 2 ­ SPECIFIC CONDITIONS

2.1 Purpose.......................................................................... 8
2.2 Goals and Objectives.......................................................... 9
2.3 Scope of the Study............................................................. 11
2.4 Study Details.................................................................... 12
2.5 Timing of the Study............................................................ 15
2.6 Project Management............................................................ 15

PART 3 ­ PROPOSAL REQUIREMENTS

3.1 Respondents Submission Information....................................... 16
3.2 Communication and Authorizing Officer................................... 17
3.3 Evaluation of Submissions.................................................... 17
3.4 Evaluation Criteria............................................................. 17
3.5 Errors and Omissions.......................................................... 19
3.6 Award and Rejection Rights.................................................. 19
3.7 Award Conditions.............................................................. 19
3.8 Materials Supplied by Town.................................................. 19
3.9 Insurance Requirements....................................................... 19
3.10 Not Liable....................................................................... 20
3.11 Litigation........................................................................ 20
3.12 Notification of Outcome...................................................... 20
3.13 Respondent's Covenant....................................................... 21

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PART 1 ­ GENERAL CONDITIONS

1.1 Introduction

The Town of South Bruce Peninsula in Bruce County is a municipality of
approximately 8,050 permanent residents located on the shores of Lake Huron.
Incorporated in 1999, the Town of South Bruce Peninsula includes the former
municipalities of Albemarle, Amabel, Hepworth and Wiarton.

The Town has many outdoor recreational opportunities including the Bruce Trail.
In addition, our recreation facilities include: one outdoor swimming pool, one
community arena with ice surface and hall, one large capacity community centre,
three small community halls, two lit ball diamonds, three unlit ball diamonds, two
outdoor tennis courts, one campground, one community facility housing a County
run library, County planning offices and a meeting room. Our park facilities
include many playground structures and two municipally owned boat launch
facilities. The Town also has use of baseball fields, playgrounds, a community
room and gymnasium owned by the local school board.

There are a number of private and non-profit institutions that offer recreation
opportunities for residents. This includes golf courses, biking and hiking trails,
equestrian trail rides, snowmobile trails, cross country skiing trails and ATV
trails. In addition, there are opportunities being offered by the local Board of
Education.

There have also been fundamental changes in the planning and delivery of
municipal services. As the community has grown in numbers, so have demands
of staff. In addition, the number of community concerns have increased,
including youth and seniors issues. Buildings are aging and in some cases, the
Town is having difficulty in keeping up with the demands of the community. As
demands on levels of service increases, so do the expectations for community
development.

We urge you to carefully read all documentation contained in this package, and
require you to respond to all sections.

1.2 Intent

The Town of South Bruce Peninsula is inviting proposals for consulting services
to develop a Parks and Recreation Strategic Master Plan for the provision of
parks, recreation and leisure services, and facilities. It is the intent of any
information given in this document to identify in general terms the type of service
and the proposal contents required by the municipality.

This document is intended to assist respondents in preparing their submission to
satisfy the stated requirements.

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1.3 Definition of Terms

"Closing Date" ­ the date and time after which the submission will not be
accepted, regardless of the postal cancel date.

"Conflict of Interest" ­ an unfair advantage over other respondents during the
procurement process, thereby rendering the process non-competitive and unfair;
activities, relationships or contracts that would render a respondent unable or
potentially unable to perform the duties and obligations required of a consultant
under the terms of the RFP; or activities, relationships or contracts that impair or
potentially impair the preferred respondent's judgment in performing the services.

"MFIPPA" ­ the Municipal Freedom of Information and Protection of Privacy
Act.

"Town of South Bruce Peninsula" ­ defined as the Corporation of the Town of
South Bruce Peninsula, within the County of Bruce.

"Preferred Respondent" ­ the respondent whose submission most closely meets
the requirements as determined by the Town of South Bruce Peninsula in its
absolute discretion.

"RFP" ­ request for proposal.

"Respondent" ­ the company or individual(s) who has issued a submission.

"Submission" ­ the respondent's written reply to this RFP.

"Time of Day" ­ unless suffixed with am or pm, time stated in the RFP are based
on a 12 hour clock, local time.

1.4 Schedule of Events

RFP issue date.................................................... February, 2007
Proposal submission deadline.................................. March 23, 2007
Interviews for selected consultants............................ April, 2007
Award of contract................................................ May, 2007
Final Report to Council......................................... December, 2007

If deemed necessary to conduct interviews with selected respondents, they will be
scheduled for a convenient date to all parties involved.

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1.5 Questions and Responses

The Town of South Bruce Peninsula contact, for the purpose of this project shall
be:

Malcolm McIntosh, CAO 519-534-1400 ext 122 fax 519-534-4976
e-mail: cao@bmts.com

Responses to questions raised by potential respondents will be promptly
communicated via facsimile in the form of an addendum and all respondents will
receive a copy of the response.

Should revisions become necessary to any part of the RFP, the revisions will be
provided to all potential respondents. The respondents must acknowledge receipt
of such revisions promptly and in writing via facsimile. If revisions are necessary
after the closing date, respondents will then have an opportunity to make relevant
modifications to the submission.

The Town of South Bruce Peninsula assumes no responsibility or liability arising
from information obtained in a manner other than as prescribed in this RFP.

1.6 Submission of Proposals

Respondents are responsible for the proper delivery of their submission. Requests
for extensions of time will not be granted. Any submissions or modifications and
additions to the submissions received after the closing date and time will not be
considered and will be returned to the respondent. No facsimile or electrically
submitted responses to the RFP will be accepted.

The respondents will make the following documents available to the Town:
· Twelve bound copies of the draft project report
· Twenty bound copies and one unbound camera ready copy of the final
project report
· One electronic copy of all reports in Microsoft Word, on a CD Rom
· All materials used or produced by the respondent in the undertaking of this
project

Malcolm McIntosh, CAO
Town of South Bruce Peninsula
315 George Street, PO Box 310
Wiarton ON N0H 2T0

NO LATER THAN 1:00 PM LOCAL TIME
Friday, March 23, 2007

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Respondents must also ensure that all submissions clearly indicate "Proposal ­
Parks and Recreation Master Plan" on external packaging. In addition, when
making inquiries, be sure to quote the "RFP" reference.

1.7 Pricing/Budget

The budget to be provided by the respondents shall be set for this project.

All quotations must be in Canadian dollars. All applicable taxes must be shown
separately.

1.8 Fee Schedule

· Total upset fee to be all inclusive for the completion of the project as
identified, to include but not limited to all sub-consultants and their
disbursements
· Total estimated disbursements to be included in total upset fee
· Disbursements include but not limited to travel, communications,
shipping, reproduction of documents required for review and approval
· GST to be shown extra
· Proponents must indicate detailed hourly rates for additional services for
all team members

1.9 Negotiations

The Town may initiate negotiations with the preferred respondent prior to issuing
an award. This option rests solely with the Town.

The Town reserves the right to add terms and conditions during negotiations.
These terms and conditions will be within the scope of the RFP and will not affect
the proposal evaluations. Upward price negotiation will not be permitted.

The Town may terminate negotiations if the preferred respondent:

· Fails to provide information required to begin negotiations in a timely
manner
· Fails to negotiate in good faith
· Indicates it cannot perform the services within the available budget
· Cannot come to terms with the Town after a good faith effort

If negotiations are terminated, the Town may then recommend award to or
negotiate with another respondent or conduct a subsequent RFP process.

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1.10 Contract

Selection of the preferred respondent does not oblige the Town of South Bruce
Peninsula to negotiate or execute an agreement with that respondent.

The preferred respondent must be prepared to enter an agreement based on the
contents of its submission and the RFP. The Town of South Bruce Peninsula
reserves the right to negotiate details of any contract and to make the necessary
changes or substitution within the general scope of the contract.

1.11 Supplemental Terms and Conditions

Supplemental terms and conditions may be accepted at the Town's discretion,
provided the respondent identifies said provisions explicitly in its proposal.
Provisions that conflict with those contained in the RFP or diminish the Town's
rights under any resulting agreement will be considered null and void. The Town
is not responsible for identifying conflicting supplemental terms and conditions.

1.12 Location of Work

The preferred respondent will perform most of the services at its offices with on-
site and public meetings as required. Provision of the services will also likely
involve site investigations. When performing these services and investigations,
the preferred respondent shall:

· Ensure the safety of both the public and staff involved in the activity
· Obtain prior approval to gain access to any property
· Be responsible for all related activities
· Adhere to constraints imposed by the Town's contact for this RFP
· Comply with all appropriate legislation and Town by-laws related to
occupational health and safety

1.13 Confidentiality

All requirements and information obtained by a respondent in connection with the
RFP are the property of the Town of South Bruce Peninsula and it's departments,
agencies, boards, and commissions and must be treated as confidential and not
used for any purpose other than for replying to this RFP and for the fulfillment of
any contract.

All documentation which a respondent delivers to the Town of South Bruce
Peninsula or its designated agent for the purpose of this RFP, is retained by the
Town of South Bruce Peninsula and is subject to the terms of the MFIPPA.

If a respondent believes any part of its submission reveals any trade secret of the
respondent, any intellectual property right of the respondent, scientific, technical,

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commercial, financial or labour relations information, or any other similar secret
right of information belonging to the respondent, and if the respondent wishes the
Town of South Bruce Peninsula to attempt to preserve the confidentiality of the
trade secret, intellectual property rights or information, then these matters must be
clearly designated as confidential.

The respondents are informed that certain information respecting the privacy of
individuals and proprietary information regarding the security of municipal
operations cannot and will not be released to anyone other than the respondent
that has been engaged.

All requests for access to the submitted RFP's will be subject to a formal review
pursuant to Section 10(1) of the MFIPPA and representation will be sought prior
to disclosure of any third party information.

1.14 Compliance With Purchasing By-Laws and Laws

The respondent shall comply with all applicable laws relating to the RFP, the
submission and any contract resulting there from. Specifically, the RFP is issued,
received, evaluated, accepted, and processed in accordance with the Town's
purchasing by-law and related procedures. By submitting a proposal, the
respondent agrees to be bound by the terms and conditions of the by-law and any
amendments thereto. Copies of the by-law can be provided upon request.

1.15 Submission Preparation Costs

The Town of South Bruce Peninsula will not be responsible for any costs incurred
by a respondent in preparing, submitting, presenting, or arranging site visits nor
for any other costs which are incurred relating to the submission.

1.16 Publicity

The respondent and its affiliates shall not release for publication, any information
in connection with the RFP or contract without prior written permission from the
Town of South Bruce Peninsula.

PART 2 ­ SPECIFIC CONDITIONS

2.1 Purpose

In response to increasing community demands and in an effort to position the
Town so that it can address demands, the Town is undertaking a process to
complete a Strategic Master Plan for the provision of parks and recreation
services. This study will combine a strategic planning approach where core
directional statements are identified to guide decision making with a "Master
Plan".

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The Town of South Bruce Peninsula Public Works department is seeking
proposals from qualified multi-disciplinary consultants to meet several objectives.
The major goal for the consultant is to develop, design and produce a fiscally
responsible Strategic Master Plan for the delivery of parks and recreation services.

The Master Plan will define user "needs" and identify what the Town should
consider providing; including the level of service standards for leisure facilities,
where facilities should be located, when they will be required, their costs, and
how they should be funded to ensure the ability to finance is addressed.

In addition, the Master Plan will also reflect the current and future recreational
and park needs of the Town. It should be recognized by the consultant that the
Plan will not be static and needs to have methods for monitoring and review
adjustments incorporated into it.

The Town of South Bruce Peninsula is an active and flourishing community
where parks, recreation and leisure services and facilities are a vital component of
the Town's commitment to health, active lifestyles and quality living. To this
end, parks, recreation and leisure services and facilities have enhanced the
economic, social and environmental wellbeing of the Town.

The Town, with one arena, one community centre, four community halls, one
outdoor pool, two outdoor tennis courts, numerous active/passive parks and open
spaces, and a Blue Flag designated beach, is not only committed to its role as a
direct service provider, but also endeavors to facilitate and support community
partners in delivery of their programs and services.

The Town of South Bruce Peninsula, like other communities across Ontario, has
experienced considerable change in the past number of years. This has resulted in
a fundamental need to address the planning and delivery of parks, recreation and
leisure services in the Town. This "need" has been accelerated due to increasing
consumer demands for new and better programs, services and facilities.

2.2 Master Plan Review and Update ­ Goals and Objectives

The purpose of this study is to recommend a specific plan of action of the
planning and delivery of recreation and parks services in the Town of South
Bruce Peninsula for two periods of time: immediate action (1-5 years), and a long
term plan (5-10 years).

Key issues to be addressed and project requirements of the respondent include:

· Review of existing documents for analysis and evaluation of report
recommendations that require completion and further consideration

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· Review and analyze current department service levels relative to existing
financial and human resource allocations and make recommendations for
building upon existing resources and addressing gaps in service provision
· Determine parks and recreation facility trends that will fundamentally
affect leisure services for a ten year period. In consultation with
community stakeholders in sports and recreation and conduct a needs
assessment to develop a plan of action to meet the needs of the community
and to list these in priority of need
· Review and analyze all documents relative to planning and population
growth in the Town of South Bruce Peninsula for the next ten years.
Based upon this assessment, development recommendations and an
implementation schedule for department activity in the following areas:
RECREATION SERVICES DELIVERY SYSTEM
RECREATION PROGRAMS
RECREATION FACILITIES
PARKS, OPEN SPACE AND TRAIL SYSTEMS
· Prepare a financial plan for both capital and operating costs associated
with the forecasted initiatives by prioritizing the expenditures based on
existing financial and human resources as they currently exist, and
allowances made for changing demographics including increases in
population. It is important that the priority listing of expenditures which
reflects the priority level of service the community expects.

Service Priority Determination

Requests are received for a variety of recreation services, including but not
limited to programs, facilities and parks. A critical assessment of the types of
municipal services and facilities that ate required in order to address public need
as well as related policy guidelines to prioritize these requests is necessary.

The Town has a number of aging leisure and recreational facilities which,
although previously popular, have been experiencing a decline in participation.
Service levels for providing these facilities, given present and anticipated trends
including service capacity, need to be determined.

Today more than ever, market research and consumer preference are shaping
facility design and program delivery. As a result, it is critical to have a complete
understanding of the customers needs in order to better anticipate and satisfy
community leisure demands as they relate to both programs and facility
development and redevelopment.

The emerging focus of a multi-use approach to facility and service delivery
requires a fundamental and comprehensive re-examination of leisure service
delivery, facilities, community partners such as libraries and schools, other
compatible municipal uses, fiscal components, and the role of community
development.

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Funding Opportunities

Changes in the funding capacity of the Provincial and Federal governments
impact our ability to fund new facilities and this may also impact a number of
nonprofit leisure service delivery agencies in the community.

2.3 Scope of the Study

It is expected that the consultant will:
· Develop a Parks and Recreation Strategic Master Plan. The purpose of the
plan is to guide the Public Works department in the next three, five, and
ten year periods in the area of recreation and leisure services, facility
development and management, and administration of the parks and
recreation function.
· To undertake a comprehensive public consultation process to solicit input
into future leisure service requirements in the community
· Review existing studies and information previously undertaken
· Consult with key stakeholders to develop specific leisure service
requirements
· Develop a strategy for the provision of all classifications of recreational
land use and open space to meet current and future needs, including the
specific issue of urban waterfront areas
· Identify indicators emerging which will impact future program planning
and service development based on demographics and trends
· Investigate potential alternate service delivery options in specific
geographic, age specific, or activity specific areas
· Analyze and evaluate current levels of service to identify core levels of
service and to benchmark those services for future delivery, identifying
any impact that would change in the delivery and levels of service
provided, including the allocation of Town resources to community groups
and boards
· Develop a framework to determine the feasibility for the provision of new
facilities when community need warrants or special requests are received
· Meet with respective committees, elected officials and other staff to gather
additional information as required
· Develop and conduct public consultation with various community
representatives to solicit input and evaluation of Strategic Plan initiatives
without raising unrealistic expectations
· Prepare draft copy of the Strategic Plan for presentation and review by the
Project Management Steering Committee and the municipal Council
· Present approved draft copy to Committee of the Whole
· Present final document to Council

The consultant will ensure that all approaches are comprehensive and will liaise
with Town departments and Council as required to complete the project. The

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consultant will work with the Project Management Steering Committee to
determine function and format of the new Strategic Master Plan document.

2.4 Study Details

The preferred respondent will address the following components in order to
complete the objectives as stated above:

Introduction
· Intent of goals and objectives
· Study methods including the public participation process and indicate
number of proposed public meetings anticipated to secure public input

Identification and Review of Background Information
· Facilities inventory including public (municipal, school board,
Conservation Authority, Provincial Parks) and private (clubs, golf courses,
fitness clubs) both indoor and outdoor. Staff to provide support under
direction of consultant
· Current level of service standards
· Policies and guidelines
· Capital and operating budgets and funding sources
· Reference documents

Community Profile
· Use Bruce county and Town of South Bruce Peninsula population
projections and recent demographic statistics to analyze trends both on a
Town wide and neighbourhood ­ planning area basis.

Environmental Scan
· The current scope of parks, recreation and leisure services and facilities in
the Town

Strategic Guiding Principles
· Identification, with key stakeholders, of core directional statements for the
development of policy guidelines

Public Consultation
· Consultation with key stakeholders to determine needs, preferences,
perceived gaps in service, emerging issues including but not limited to
community organizations, users of facilities and programs, staff and
Council
· Consultation with the public at large to determine leisure market needs
and preferences, perception of current leisure services and facilities, and
perceived gaps in service

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· Consultation with the County of Bruce Planning Department to determine
future trends and preferred geographic locations for development based on
water and sanitary sewer limitations and current development standards

Recreation and Leisure Service Delivery
· Identify Provincial, regionally and local trends and their applicability to
the provision of leisure services in the Town over the next three, five and
ten years
· Assess each major program area including but not limited to community
programs, aquatics, community sports, seniors, special needs, children,
youth, and adult programming and determine strengths, weaknesses and
service deficiencies as related to demographics and trends
· Assess and identify the role for community associations, nonprofit and
commercial service providers to determine the best mix of services to
meet public need, both on a neighbourhood and Town wide basis
· Assess and identify the role of the Town is the support and delivery of
culture and heritage services and determine the most effective service
linkages to other divisions, departments and boards within the Town
· Review current delivery system of culture and heritage programs and
services and determine feasibility of formalizing these programs and
service into the Town organizational structure and discussion on
duplication within the Town
· Assess and identify the role of the Town in supporting community
development
· Establish levels of service standards based on analysis of the information
above
· Assess level of our service compared to similar sized municipalities

Recreation and Leisure Facilities
· Establish new or validate existing standards and categories for the number
and type of facilities per capita by including new and emerging trends,
multi-use facility considerations, demographic and identified and
countrified service needs such as community centres and libraries
· Identify current deficiencies based upon level of service standards
· Establish benchmark standards related to scope of facility by various
categories
· Identify cost effective facility conversion options related to underutilized
facilities and identified service needs
· Establish new or validate existing criteria including geographic criteria for
the acquisition of land for development of future facilities identified in the
Strategic Master Plan

Parks and Open Space
· Establish criteria and operational model for the delivery of park services
on active playing fields

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· Establish level of service standards for parks, open spaces, parkettes,
urban landscaping and waterfront properties based upon a parks and open
space hierarchy, demographics, and location criteria
· Identify current deficiencies based upon level of service standards
· Develop required policies and standards for the provision of parks and
open spaces based upon the recommendations of the Strategic Master Plan
· Develop policies and standards for the integration of open space,
environmentally significant areas and woodlands into the Strategic Master
Plan including opportunities for recreational use
· Establish criteria, including geographic criteria, for acquisition of land for
parks, open space and waterfront properties to meet active and passive
recreational needs through the development process
· Develop criteria for utilization and acquisition of ecologically significant
areas, woodlands and other components of the natural heritage system for
integration with the current parks and open space system for integration
with the current parks and open space system with other agencies such as
Conservation Authorities, land trusts, County forests, and the Ministry of
Natural Resources
· Review Planning Act opportunities for acquiring parkland and establish a
hierarchy of parks and open spaces

Financial Components
· Review Town policies in setting park and recreation reserve funds and any
other funds as required
· Outline a long term financing strategy for new facility construction and or
facility revitalization
· Review current service delivery compared with costs to administer, and
comment on whether this funding allocation falls within the average of
similar sized municipalities that offer similar service delivery
· Establish financing that will be required to deal with the service standards
for parks, open spaces, parkettes, urban landscaping, and waterfront
properties

Implementations
· Develop a multi-year, phases strategy for the provision of parks and
recreation services and facilities based upon the findings of the Strategic
Master Plan including financial considerations and prioritized cost
implementation
· Develop policies, procedures and guidelines for the implementation,
general progress, and updating of the Strategic Master Plan
· Review County Official Plan and Town Official Plan to ensure both of the
Official Plans and the Strategic Master Plan are consistent with each other

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Final Product

A final report is required in electronic form, PDF Word format, and hard copy
(25) format addressing all aspects of the study details including recommendations
as outlined in Section 2.7 Study Details.

The report should encompass a ten year period with progress levels outlined in
three, five and ten year intervals. The report shall be complete with Table of
Contents, indexing, mapping where applicable, charts and or graphs where
appropriate, capital budget forecasting, detailed facility and resource inventory,
and all necessary appendices.

The final report should also speak to a public communications strategy and a
process for monitoring, evaluating, and updating the Strategic Master Plan
including a project specific web site which can be assessed by the community for
updates and progress on the Strategic Master Plan.

The preferred respondent will also be required to present the report and its
findings and recommendation to the public and Town Council.

The goal for the consultant is to develop, design and produce a fiscally
responsible Strategic Master Plan document for the provision of leisure services
and facilities in the Town. The plan will also define user needs and identify what
the Town should be providing including level of service standards for leisure
services and facilities, where facilities should be located, when they will be
required, their costs, and how they should be funded to ensure the ability to
finance the level of service addressed.

2.5 Timing of the Study

It is expected that the study will commence in 2007 and will be complete no later
than end of December, 2007.

2.6 Project Management

Project Management Steering Committee (PMSC)
· Direct link to consultant, approval of any study directional changes and
approval to study recommendations
· Approval of final recommendations and presentation to Council
· Approval of key milestones to be determined

PMSC Members
· Chief Administrative Officer
· Manager of Public Works
· Council representative for parks and recreation
· Committee of volunteers

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Resource Teams

Teams to be established to address specific areas as defined by the process
including but not limited to:
· Town Council
· Public Works staff
· User groups, stakeholders, affiliated organizations
· Citizen groups and the community at large
· Tourism
· Coordination with other agencies such as Conservation Authorities,
Ministry of Natural Resources, land trusts

PART 3 ­ PROPOSAL REQUIREMENTS

3.1 Respondent's Submission Information

All respondents must include the following in their proposals:
· The background of the firm or consortium indicating similar projects
completed elsewhere and curriculum vitae of the personnel assigned to the
projects
· If a consortium of firms is to be used, information is to be provided on the
number and nature of past projects involving the same consortium and the
lead consulting firm responsible for coordinating and liaison
· Identify all study team members by area of responsibility and role in the
study
· Identification of the project manager who will act as the designated liaison
· A detailed description of the consultants approach to meet the scope of the
work including a work plan and time chart for carrying out the phases of
the study and including a critical path delineating what staff resources will
be required, when they will be required, and what information is to be
provided
· A detailed cost estimate for each phase which includes the number of days
required to complete each of the tasks by each member of the study team.
The proposal will include a table showing the per diem rates for all study
team members. The overall study costs for both professional fees and
expenses shall be an upset limit
· The consultant is requested to provide at least three references including
contact name and phone number
· A list of past work undertaken should identify any conflict of interest with
respect to the consultant and work with developers currently operating in
the Town of South Bruce Peninsula
· The consultant should identify the study team member(s) who would be
responsible to provide expert testimony before the Ontario Municipal
Board if a Board hearing is required. The applicable per diem rate of this
person should also be provided

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· The respondent must submit the Respondents Covenant Form as provided,
fully completed including authorizing signature(s) and witness

3.2 Communication and Authorizing Officer

The respondent must identify an individual who will be responsible for all
communications with the Town of South Bruce Peninsula or its designated
agent(s), respecting the submission.

The respondent must also indicate the individual(s) that are authorized to
negotiate, sign, and enter into a purchase order or contract on behalf of the
respondent with respect to the submission.

3.3 Evaluation of Submissions

To facilitate evaluation, respondents are required to prepare their submissions in
accordance with the requirements of the RFP both in terms of form, content, and
reference numbers in the format set out in Part 3 (3.1) ­ Respondents Submission
Format.

The Town of South Bruce Peninsula or its designated agent(s) will not use any
single criterion in evaluating the RFP. Among the criteria however, will be
technical qualifications and financial options. Neither the lowest priced, nor any
submission shall necessarily be accepted.

The Town of South Bruce Peninsula reserves the right to request formal
presentation from the respondent or to meet the respondent to obtain clarification
of the proposal.

The respondent whose submission in the absolute discretion of the Town of South
Bruce Peninsula best meets the requirements of the RFP will be designated as the
preferred respondent. No obligation arises until a signed agreement to engage in
consulting services, based on the accepted submission, is executed.

All qualifying submissions become the property of the Town of South Bruce
Peninsula on the closing date and will not be returned. Only late submissions as
per Section 1.6 ­ Submission of Proposals will be returned unopened.

3.4 Evaluation Criteria

The evaluation and ranking will be based on the respondent's response to the
requested information in all parts of this RFP. The criteria are weighted in
accordance with their anticipated importance and relevance to the Town's
operations and business objectives. In order to rate the degree of criteria
compliance, many factors will be taken into account including but not limited to
work plan and time chart, references, financial terms, and conditions.

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The criteria conformance per submission will be rated based on values from 1 to 4
as follows:

1. Poor
2. Fair
3. Good
4. Excellent

Multiplying the rating value by the criteria weight and adding the individual
results as shown under Stage 1 below, will calculate a total score. In Stage 2, the
Manager of Public Works will recommend award of a contract to the respondent,
if any, who best satisfies the objectives of the Town of South Bruce Peninsula
subject to the necessary corporate approval as per Stage 3 below.

Stage 1 ­ Review and Assessment of Submissions

Rating

Evaluation Criteria Weight Value

· RPF Requirements
- the degree of compliance with all technical or submission
requirements noted in this RFP as outlined in Part 3 (25 points
rated 1 to 4)
· Work Plan and Time Chart
- the degree to which the respondents services as outlined in the
submitted work plan are with the Town's objectives as outlined in
this RFP (25 points rated 1 to 4)
- the degree to which the respondents time chart meets the
requirements of the Town (25 points rated 1 to 4)
· Financial Criteria
- the degree to which the financial terms and conditions being
proposed are satisfactory to the Town of South Bruce Peninsula
(25 points rated 1 to 4)
Total Points ­ minimum 100, maximum 400

As stated, an interview may be required with select respondents. If this occurs,
the respondents selected for interview will be contracted and scheduled a
presentation time.

Stage 2 ­ Select Preferred Respondent

Stage 3 ­ Award of Contract by Town of South Bruce Peninsula

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3.5 Errors and Omissions

The respondent has the responsibility to notify the Town of South Bruce
Peninsula or its designated agent(s) for the purposes of this RFP in writing of any
ambiguity, divergence, error, omission, oversight, or contradiction contained in
the RFP as it is discovered and to request any instructions, decisions or discretion
which may be required in preparing the submission prior to the closing of the
RFP.

3.6 Award and Rejection Rights

The Town of South Bruce Peninsula reserves the right to:
· Reject any or all submissions. Any submissions not containing sufficient
information in the view of the Town or its designated agent to permit a
through analysis may be rejected
· Issue an award in whole or in part of this RFP
· Verify the validity of the information supplies and to reject any
submission where the contents appear to be incorrect or inaccurate in the
estimation of the Town or its designated agent(s)
· Refrain from making an award if it is in its best interest
· Cancel the award if the preferred respondent is determined to have a
conflict of interest

Submissions not conforming to the requirements of the RFP may not be
considered. The Town of South Bruce Peninsula reserves the right at any time to
waive any of the requirements of the RFP. Responses which are unsupported by
the information requested in the RFP document or not complying therewith, may
not be considered. Revisions received orally, by telephone, telegraph, facsimile
or other means after the specified closing time and date will not be accepted or
considered.

3.7 Award Conditions

The award of this contract is subject to Council approval and budgetary
limitations.

The award of this contract is subject to satisfactory reference checks on previous
projects.

3.8 Material Supplies by the Town

Reference material may be supplied as required.

3.9 Insurance Requirements

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The preferred respondent must submit a completed "Certificate of Insurance
Form" before the Town will execute the agreement. Insurance coverage must be
satisfactory to the Town as prescribed in the standard form of agreement. Failure
to provide and maintain such coverage is a material breach and grounds for
withdrawal of the award or termination of the agreement.

3.10 Not Liable

The Town will not be liable for any costs, expenses, loss or damage incurred,
sustained, or suffered by any respondent prior to or subsequent to or by reason of
the acceptance or non acceptance by the Town of any proposal or cancellation of
the RFP. This includes any costs associated with the preparation, submittal,
presentation, and or evaluation of a proposal or for negotiations related to the
award or the agreement, whether the respondent is successful or unsuccessful.

3.11 Litigation

It is the policy of the Town of South Bruce Peninsula that contracts for the supply
of labour and materials, work, or services will not be awarded to any bidder who
is a party to litigation with the Town, or directly or indirectly including by
common ownership or control or otherwise is related to a party to litigation with
the Town, or intends to use a subcontractor in respect of this contract who is a
party to litigation with the Town, or who directly or indirectly including by
common ownership or control or otherwise is related to a party to litigation with
the Town.

For the purposes of this section, the phrase, "party to litigation with the Town"
includes cases in which the bidder or prospective bidder or any of the parties
named above have advised the Town in writing of their intention to commence
litigation or have commenced or have advised the Town of their intention to
commence an arbitral proceeding against the Town.

Bids from any bidder in any of the above circumstances shall be rejected as
informal, irregular, and noncompliant.

3.12 Notification of Outcome

The successful respondent will be notified by telephone with subsequent written
confirmation sent to the address identified in the submission. All other
respondents who made a submission within the allowed time will be notified in
writing of the outcome of this RFP.

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3.13 Respondents Covenant

Submitted by: ______________________________________________________

(Company Name)

Address: _________________________________________________________

Telephone: _____________________ Fax: ____________________________

The undersigned bidder hereby offers to the Corporation of the Town of South
Bruce Peninsula, 315 George Street, PO Box 310, Wiarton, Ontario N0H 2T0,
their services for the purposes of this RFP.

The respondent covenants and agrees that this RFP is valid for acceptance for a
period of 90 (ninety) days from the last date and time fixed for receipt of the RFP
submission and that the Town of South Bruce Peninsula may at any time within
the said period accept this RFP whether notice of acceptance of another RFP has
been given out or not.

Pursuant to and in compliance with the RFP, the undersigned having become
thoroughly familiar with the specifications, terms and conditions contained
herein, hereby offers to fully complete the work by 2007 at the price specified in
their submission.

Signed by:
(Authorized signing officer)

________________________ _________________________
Signature Print Name

Witness:

________________________ _________________________
Signature Print Name

Dated at ____________________ this ___________day of _________________,
2007.

Town of South Bruce Peninsula, RFP
Closing: Friday, March 24, 2007.

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