Frontenac Municipalities REQUEST FOR PROPOSAL RFP# 2020-T01 REGIONAL SERVICE DELIVERY REVIEW Issued on: January 17, 2020 1. Background Information This Request for Proposal is a joint project by the Frontenac Municipalities. The Frontenac Municipalities are made up of the County of Frontenac, a rural upper tier municipality, along with four lower tier municipalities which includes the Townships of North Frontenac, Central Frontenac, South Frontenac, and Frontenac Islands. The County is located in Eastern Ontario extending from the Frontenac Islands south of the City of Kingston to north of Highway 7, representing an area of 3,200 square kilometres. Its permanent population is approximately 26,677 along with significant seasonal population. With its proximity to urban centers, along with its many lakes and outdoor amenities, the Frontenac Municipalities are faced with increasing demands on the types of services provided along with the levels of service provided to its residents and visitors. Some of the main services provided within the Frontenacs are: • Transportation including local roads and bridges • Fire protection • Emergency Management • Building inspection and permits • By-law enforcement • Animal Control • Parks and recreational services • Environmental services including solid waste collection/disposal and waste diversion • Planning • Taxation • Water treatment and distribution in the village of Sydenham • Cemetery • Economic Development • Septic permits Further information is also provided under Appendix A 2. Intent of the Proposal This Request for Proposals is a call for consulting services for the Frontenac Municipalities to undertake a regional service delivery review. The intent of the review is to help modernize service delivery, reduce future costs and make the best use of limited resources including staffing. An outside firm is being sought to provide an objective review in order to receive recommendations for service delivery optimizations and alternate opportunities to realign services. The successful consultant must propose an approach to carrying out the work that best achieves the objectives and deliverables of the project. RFP: Regional Service Delivery Review January 17, 2020 Page 2 of 11 3. Proposal Structure and Content Requirements 3.1 Proposal Submission Structure The proposal document should be structured in sections that refer to the headings addressed in the Proposal Content Requirements of this section and should be numbered and tabbed accordingly. 3.2 Proposal Content Requirements 3.2.1 Company Profile Proponents are to provide company information such as, but not limited to the following: a) Provide a general company profile including the ownership and affiliations of the firm and number of years the firm has been in business b) Address and contact information for the proposed entity; and c) Size of company and office locations 3.2.2 Qualifications and Experience Provide a brief resume of the project manager and support staff that would be directly involved in the project. Evaluation of the project manager and support staff will include an assessment of the firm’s overall ability to provide adequate resources to the project. Proponents shall include a description of at least three (3) previous engagements with other similar sized government entities to the Frontenac Municipalities that outline projects of similar scope, cost and magnitude that have been successfully completed in the past two (2) years. This shall include client names, contact and contact phone numbers. 3.2.3 Project Understanding and Approach Describe the firm’s approach to carrying out the work described within this RFP and how the firm will meet all deliverables outlined. The work under this RFP will focus on the Frontenac Municipalities listed under section 1 but shall also consider other regional neighbors for opportunities due to proximity, geography, or availability of most effective services, as well as partner agencies to whom services may currently be contracted out. The consideration of regional neighbors and partner agencies should be based on geography and known parameters rather than requiring a full review of services or interviews from these parties. The Regional Service Delivery review must address the following components: i) The project will look at services within the five municipalities and complete a review within each municipality to find efficiencies, cost effectiveness and sharing of services without compromising customer/tax payer services. The review should consider services within all municipal departments including areas which may currently be decentralized in some municipalities such as procurement and grant RFP: Regional Service Delivery Review January 17, 2020 Page 3 of 11 writing. This will require meetings with each member municipality separately at their respective municipality. ii) All key municipal contacts from each municipality will be consulted to provide a thorough understanding of the services being provided as well as provide an understanding of areas with higher risks or where opportunities may exist. iii) Municipal services will be reviewed with respect to being shared through agreement, uploaded or downloaded via upper and lower tiers, extended or eliminated. iv) Best practices should be reviewed and recommended for implementation through the participating municipalities. v) The review will include, but is not limited to, similar initiatives already undertaken by the participating municipalities such as shared IT and GIS services, shared procurement, Land Use Planning Agreement and a regional roads network. All existing shared services should also be considered within the scope of the project to validate their value and efficiency. vi) The review should consider collaboration between any of the Frontenac Municipalities and does not need to be all inclusive to provide a recommendation. vii) The project is intended to identify creative and innovative solutions to regional service delivery and to provide recommendations and preliminary or other efficiency cost savings estimates that are realistic and practical to implement. viii) Each recommendation for action would include a detailed implementation guideline including findings on existing strengths, challenges, and gaps in the approach for implementing the recommendation as well as estimated costs. ix) The review is the first phase of the process. A second phase would be for the implementation of recommendations once a final report is received and reviewed and selected recommendations have been approved to move forward. The second phase is not included within the scope of this project and would be tendered separately, if required. x) The following services would be excluded from the review: Police, Social Services, Library, Long Term Care Services, Paramedic Services, Crown Land Stewardship Program and Public Health. xi) The review should look at services from various perspectives including operating and capital requirements and funding opportunities. Deliverables: The review will provide a final report summarizing the short and long-term recommendations to the Frontenac Municipalities including: i) the purpose of the report ii) the methodology including who was involved, data sources and the approach used for the research iii) background information relevant to the work undertaken iv) Findings on existing strengths, challenges and gaps in the approach for implementing the recommendations v) Recommendations and estimated costs for action by the Frontenac Municipalities with detailed implementation guidelines for each recommendation An interim presentation of preliminary findings and a presentation of the draft final report will be required to the Frontenac Municipalities as a group. As well, the final presentation RFP: Regional Service Delivery Review January 17, 2020 Page 4 of 11 of the report and strategy recommendations will require a presentation to the Frontenac Municipalities as a group, as well as to joint County Council. 3.2.4 Schedule of Work Proponents shall indicate when work would commence (pending notification of award by February 21, 2020, should you be the successful proponent) and upon execution of contract, the review shall be completed by no later than June 15, 2020 (Provincial Grant deadline shall be complied with). Meeting dates, other key events and major project deliverables should be clearly identified on the project schedule. Once a final report is made available, sufficient time should be provided for each municipality to bring the report forward to its individual councils. 3.2.5 Budget The Proponent’s submission shall include: • Overall project cost exclusive of HST. • A detailed cost and time breakdown of each major activity identified in the proposal. • A time and cost breakdown for each team member. • Identifying any disbursements and the associated costs. • A fee schedule and hourly rates for all project team members. Proponents shall indicate a breakdown of costs as provided for on the Appendix B: Schedule of Fees, inclusive of all costs associated with providing services. 3.2.6 Validity Proposals shall be irrevocable and open for acceptance by the Frontenac Municipalities at any time within sixty (60) days from the closing date. 3.2.7 Other Considerations Please include any other items, not covered in the previous sections, which will identify why your firm should be selected. Information should be included in the proposal regarding any value-added services that would benefit the Frontenac Municipalities