The Corporation of the Municipality of Centre Hastings Municipality of Centre Hastings 7 Furnace Street, P.O

The Corporation of the Municipality of Centre Hastings Municipality of Centre Hastings 7 Furnace Street, P.O. Box 900 Madoc, ON K0K 2K0

Request for Proposal State of the Infrastructure and Asset Management Plan for Roads

Proposal Number PW-2020-05 Closing: 11:00AM December 3, 2020

Issued: November 9, 2020 The Corporation of the Municipality of Centre Hastings

Request for Proposal State of the Infrastructure and Asset Management Plan for Roads

1. Introduction:

The Municipality of Centre Hastings is a single tier “Municipality” located in Hastings County. In 1998 the Urban (Madoc Village) and the Rural (Huntingdon Township) amalgamated to form the Municipality of Centre Hastings. It is a diverse blend of rural, urban and recreation setting with a population of 4,774 residents spread out over 222 square kilometres.

The Municipality maintains a public roads system comprised of approximately 195 centreline kilometres of roadway and twenty-four (24) bridge structures. Of this, approximately 55 centreline kilometres are hardtop (HCB) surface, 86 centreline kilometres are hardtop (LCB) surface, and the remainder are gravel.

The Municipality of Centre Hastings is inviting proposals from qualified consulting firms (the Consultant) to conduct a State of the Infrastructure and Asset Management Plan for Roads.

The work will include a condition assessment of all Municipality roads and development of a ten-year capital upgrade/replacement program.

The work shall recommend the optimum surface type for various road class/function and propose a road surface management strategy for loosetop, surface treated, asphalt surfaces, and should also provide budget recommendations.

2. Communications:

Questions related to this proposal, specifications or the intent of the proposed work and requirements are to be directed, by email to:

Kevin Hart, C.E.T., CRS-S Manager of Public Works Municipality of Centre Hastings 7 Furnace Street, P.O. Box 900 Madoc, ON K0K 2K0 Telephone: (613) 473-4030 Email: [email protected]

The deadline for all communications is 3:00PM November 25, 2020. All email communications must reference “RFP PW-2020-05”. PW-2020-05 2 Request for Proposal Road Needs Study Minor clarifications may be provided to individual respondents.

During the submission process no officer, agent or employee of the Municipality of Centre Hastings is authorized to alter verbally any portion of these documents.

Where the Municipality deems that an explanation or interpretation is necessary or desirable, an addendum may be issued, by email, on the Municipality’s website for downloading by all bidders. It is the bidder’s sole responsibility to check for addendums issued and download same. Acknowledgement of addendums on the Form of Proposal is a mandatory requirement. Failure to acknowledge addendums will result in your Proposal being deemed non-compliant and not eligible for award.

Potential Proponents must provide the Municipality with company information, including street address, fax number and email address, to be advised of addenda when issued or further information.

3. Schedule:

RFP Issued November 9, 2020 Deadline for Communications November 25, 2020 Publish Addendum (if any) November 26, 2020 Closing Date for Submissions December 3, 2020 Staff Report to Council December 16, 2020 Notice of Award December 17, 2020

4. Submissions:

Please submit the complete proposal package including the attached forms, in a sealed envelope quoting the above project number “PW-2020- 05, State of the Infrastructure and Asset Management Plan for Roads” and closing date on the envelope and forward before the closing date and time to:

Typhany Choinard, CAO/Clerk Municipality of Centre Hastings 7 Furnace Street, P.O. Box 900 Madoc, ON K0K 2K0

Proposal package shall include the Form of Proposal & Detail Work Plan and Upset Cost Estimate. The Upset cost shall be broken down according to tasks of the work plan, and shall be staff hourly rates, all fees, and disbursements required for completing the work plan assignments. Price shall not include contingencies or HST as applicable. The envelope shall contain four (4) copies of the Proposal, with one (1) copy being an original document with original signatures(s).

PW-2020-05 3 Request for Proposal Road Needs Study A Proposal shall be accepted only when submitted in an envelope sealed and clearly addressed to “Municipality of Centre Hastings, 7 Furnace Street, Madoc, Ontario, K0K 2K0", Attention Typhany Choinard, CAO/Clerk and marked Request for Proposal – State of the Infrastructure and Asset Management Plan for Roads – RFP # PW- 2020-05 and include the name and address of the Proponent.

Respondents responding to the Request for Proposal do so at their own risk. No cost for the Request for Proposal or receiving of the Proposal will be incurred by the Municipality.

Faxed or emailed Tenders will not be accepted.

5. Irrevocable:

Proposals are irrevocable for ninety (90) calendar days from date of closing. All proposals shall be and remain irrevocable unless withdrawn prior to the designated closing time.

6. Respondents to Investigate:

Respondents must satisfy themselves by personal examination of the location of the proposed work and by such other means as they may prefer, as to the actual conditions and requirements of the work.

Respondents are encouraged to visit the area during the proposal period. Respondents are not to claim at any time after the submission of the Proposal that there was any misunderstanding of the terms and conditions of the proposed work.

7. Respondent’s Indemnification:

The successful respondent shall indemnify and save harmless the Municipality of Centre Hastings from and against all losses and all claims, demands, suits, actions, recoveries and judgements of every nature and description made, brought or recovered against the Municipality of Centre Hastings by reason of any act or omission of the successful respondent, their agents or employees, in the execution of their work.

The successful respondent shall be responsible for any and all damages or claims for damages or injuries or accidents done or caused by them, their agents, subcontractors or employees resulting from the prosecution of the works, or any of their operations, or caused by reason of the existence of location or condition of the works, or of any materials, plant or machinery used thereon or therein, or neglect or omission on their part, or on the part of any of their agents, subcontractors or their employees to do or perform any or all of the several acts or things required to be done by them and by these conditions and such damages and claims for damage.

PW-2020-05 4 Request for Proposal Road Needs Study 8. Workplace Safety and Insurance Board:

The successful respondent shall supply a Certificate from the Workplace Safety and Insurance Board (WSIB) prior to the start of any contract for work indicating that all of the assessments the successful respondent or designate is liable to pay under the Workplace Safety and Insurance Act or successor legislation have been paid and they are in good standing with the Board.

9. Insurance Requirements:

The successful respondent will be required to provide the following insurance prior to commencement of the work.

During the Term of this Agreement, and any renewal or extension thereof, the successful respondent will, at its expense (including the cost of deductibles) maintain in effect, with an insurer licensed in Ontario;

9.1 Comprehensive General Liability: A policy of general liability with coverage of no less than Five Million Dollars ($5,000,000). The policy of insurance shall name the Municipality of Centre Hastings as an additional insured with respect to its interest in the operations of the successful respondent.

9.2 Professional Liability: A policy of professional liability insurance or other errors and omissions insurance covering claims and expenses for liability for loss or damage arising from negligence in the provision of the Services with coverage of no less than Two Million Dollars ($2,000,000).

9.3 Automobile Insurance: A policy of motor vehicle liability insurance of standard wording, covering motor vehicles owned, leased or operated by or on behalf of the successful respondent, in connection with the Services provided or to be provided under this Agreement, with coverage of not less than Two Million Dollars ($2,000,000).

It is understood and agreed that the coverage provided by these policies will not be changed or amended in any way, nor cancelled by the successful respondent until sixty days after written notice of such change or cancellations has been personally delivered to the Municipality.

The successful respondent shall provide the Municipality, within seven (7) days of award, a certificate from its insurer which shows that the policy or policies placed and maintained by it complies with the requirements of this Agreement.

The successful respondent shall be responsible to pay all deductible amounts.

PW-2020-05 5 Request for Proposal Road Needs Study 10. Evaluation:

The following selection criteria outline the area of importance that will be considered in the project award. Proposal submissions should satisfy all criteria points wherever possible. Respondents will be evaluated based on the following weighted evaluation factors:

Quality Factors Firm's Qualifications and Experience on Similar Assignments 30 % Project Team’s Experience 20% Project Understanding and Approach 15% Work Plan / Assessment Methodology 15 % Project Schedule 10% Fee Factor 10% Total 100%

11. Right of Rejection:

The Municipality reserves the right to reject any and all submissions. The right is reserved to accept the whole or any part of the proposal.

Should the Municipality receive only one (1) qualified and duly executed bid submission, the right is reserved to recall/cancel the competition.

Should qualified bid submissions exceed the Municipality budget provision for this project the Municipality reserves the right to reject or recall the proposal.

12. Intellectual and Proprietary Rights:

Upon award, all trade secrets, copyright patents and other intellectual and proprietary rights are and remain the property of the Municipality. Also, all artwork and print production devices will become the property of the Municipality.

13. Municipal Freedom of Information and Protection of Privacy Act (MFIPPA):

Please note that the Municipal Freedom of Information and Protection of Privacy Act, as it relates to municipalities and local boards, came into force on January 1, 1991. It sets out certain rules regarding the disclosure to third parties of information held by municipalities and local boards.

PW-2020-05 6 Request for Proposal Road Needs Study 14. Termination of Contract

The Municipality reserves the right to immediately terminate a contract with the successful Respondent for sufficient cause, including but not limited to non-performance, late deliveries, inferior quality, and fee issues. Either party may terminate a contract by providing the other party with 30 calendar days’ written notice including the reason for termination.

15. Public Opening:

The Request for Proposals will be opened at a public opening to be held at the Municipality office on Thursday, December 3, 2020, 11:00 AM, following the closing of the call.

Please note that the opening will acknowledge receipt of submitted proposals only.

16. Award:

Award of the assignment is subject to approval by Council.

17. Request for Proposal Submission:

Two copies of the proposal are required. The proposal should be submitted in a straight forward format with no more than 25 pages. As a minimum, the following elements are to be included in the 20 pages:

• Understanding of the project requirements and deliverables; • Proposed project methodology/approach; • Proposed scope of work activities to address the project needs, including staff and hours allotted for each task; • A detailed schedule including the proposed completion date; • A list and brief description of three similar projects completed within the last three years where the key personnel have been involved. Information shall include date of projects, client reference names and telephone numbers. Key personnel shall include the project manager/team leader and primary staff; • Project team personnel including key personnel, sub- Respondents or other specialists to be assigned to the project, their qualifications, experience, expertise and involvement on the project; • A list of rates for all personnel to be used on the project; • A comprehensive fee proposal; • A clear indication of how much Municipality staff time is required.

PW-2020-05 7 Request for Proposal Road Needs Study 18. Scope of Work:

The study including report format, data collection, and road ratings shall be generally in accordance with the Ministry of Transportation (MTO) Inventory Manual for Municipal Roads (1991). Note: The manual requires gravel roads be reviewed during spring breakup Item 87. Respondents will be evaluated on the proposed study methodology with objective, impartial, accurate and standardized methods being rated higher.

All roads within the Municipality limits shall be inventoried with the exception of: • Private Roads; • Provincial Highway (Highway 62, and Highway 7)

The below table provides an estimated quantity of road to be included in this study:

Road System Kilometres by Surface Type

Surface Type Length (km)

Gravel, stone or other loose top 55.0

Low-class bituminous (LCB) 86.1

High-class bituminous (HBC) 54.8

Total 195.9

The scope of the assignment includes the following:

18.1 Background Studies: The following background studies shall be reviewed and referenced where possible to ensure alignment of this study with various documents; • Municipal Structure Inventory and Inspection, 2020 • Asset Management Plan, 2015

The Asset Management Plan (2015) recommended the implementation of a regular condition assessment program for the road network as an essential next step to defining actual field requirements. A condition assessment program will aid in prioritizing overall needs for rehabilitation and replacement and will assist with optimizing the long and short-term budgets. It is the Municipality’s intent to action these recommendations through the completion of this study.

PW-2020-05 8 Request for Proposal Road Needs Study 18.2 Field Review: Carry out field review of the road inventory for condition assessment and data collection, including structural adequacy, drainage, driving surface width, road platform width, road section length, surface type, and surface condition in accordance with the Ministry of Transportation (MTO) Inventory Manual for Municipal Roads. Gravel roads shall be reviewed during the spring breakup to ensure that a more accurate assessment of their condition can be determined.

18.3 Deficiency Identification: Identify deficiencies and estimate the cost of the proposed improvements to eliminate those deficiencies. The study shall also provide an indication of apparent deficiencies in drainage, horizontal and vertical alignment elements as per the Ministry of Transportation’s Manual “Geometric Design Standards for Ontario Highways”.

18.4 Condition and Priority Rating: A Road Priority Rating shall be determined based on the Ministry of Transportation’s road system rating scheme. Careful consideration should be given to the asset management strategy, especially where funding is limited. Higher priority should be given to those programs that extend the life cycle of the asset by providing the correct treatment at the optimum time. The primary goal of any asset management strategy should be, as an absolute minimum, to maintain overall system adequacy. The funding level for programming should be set at a sufficient level so as to ensure that overall system adequacy does not decrease over time. Provide the Municipality with this condition rating system in a format suitable for continued use by Municipality staff.

18.5 Review Road Sections: Confirm the limits and nature of road sections and update the Municipality data as appropriate, including road classifications with respect to the Maintenance Standards. The Hastings County GIS road numbering system shall be utilized for this study. Sample maps are provided in the RFP package.

18.6 Benchmark Construction Costs: Benchmark Construction Costs shall be provided in table form and used to estimate recommended activities. The unit costs shall be compiled from relevant construction projects in the area with sufficient sample size to be considered typical. Basic construction factors shall be established and appropriately applied to estimates including but not limited to;

o engineering factor (to account for engineering costs associated with design and construction supervision); o contingency factor (to allow for unforeseen costs); and PW-2020-05 9 Request for Proposal Road Needs Study o terrain and soil type factor (factor for difficult terrain or presence of rock).

18.7 Surface Management / Lifecycle Cost: Develop a surface management program and lifecycle costing for each surface type. The life cycle cost shall be applied to each segment in the inventory.

18.8 Cross-section and Surface Type: Recommend the preferred cross-section and surface type for various rural road classes.

18.9 Ten Year Program: Develop a ten-year capital upgrade / re-construction program with an annual cost of approximately $1,000,000. The report should include discussion provided on whether this level of funding provides a sustainable road program in accordance with Ontario Regulation 588/17 and whether it should be decreased or increased to sustain or improve the system. The program should be based on the parameters listed in O.Reg 588/17 – the lowest cost life cycle activities to sustain the condition of the road system.

For each identified road improvement need, a corresponding improvement strategy shall be identified. In areas where spot road or drainage improvement needs are identified, a corresponding spot improvement strategy shall also be considered. Strategies currently used by the Municipality include:

• (SST) single surface treatment • (DST) double surface treatment • (R1) basic resurfacing (50mm) to address minor structural deficiencies; • (R2) basic resurfacing (100mm) to address minor structural deficiencies; • (RM) major resurfacing (100mm) with base repairs up to 50%; • (PR1) pulverize and resurface (50mm); • (PR2) pulverize and resurface (100mm); • (BS) base and surface improvements to address structural or surface type needs (rural and semi-urban roads); • (RW) resurfacing and widening to address surface width deficiencies; • (REC) full reconstruction to address major structural deficiencies (with open ditch or with full storm sewers); • (RNS) road reconstruction with nominal storm sewers; • (RSS) road reconstruction with storm sewer installation; • (SRR) storm sewer installation and road reinstatement; • (SD) spot drainage • (SI) spot road intersection • (SR) spot road PW-2020-05 10 Request for Proposal Road Needs Study • (NC) new road construction

18.10 Traffic Counts: The Municipality will supply the 2020/2021 ADT representing the majority of the roads within the municipality. The data includes Volume Report, Axle Classification Report and Speed Study Report.

18.11 Documents: The Respondent will document the findings of the study in a single report that will include appropriate appendices with background data. Three (3) copies of the final draft will be provided to the Municipality for review. Six (6) copies and one (1) USB stick of the final report will be produced for the Municipality (including mapping but may exclude large data printouts). All mapping will be provided to the Municipality in GIS format, acceptable to the Municipality and suitable for editing by the Municipality. All data base information will be provided to the Municipality in Excel and suitable for editing by the Municipality.

19. Fees:

The proposal submitted is to include a total of the anticipated fees that will be billed to the Municipality. This shall include all disbursements including, but not limited to, sub-consultants, accommodation and travel. This fee will be considered an upset limit not to be exceeded for billing purposes.

Invoices will be payable by the Municipality forty-five (45) days after they are received. While the Municipality's terms of payment are net forty-five (45) days, cash discounts will not be considered by the Municipality when determining low bidder(s).

Payments made hereunder, including final payment, shall not relieve the successful respondent from its obligations or liabilities under the contract.

Acceptance by the successful respondent of the final payment shall constitute a waiver of claims by the successful respondent against the Municipality, except those previously made in writing in accordance with the contract and still unsettled.

PW-2020-05 11 Request for Proposal Road Needs Study REQUEST FOR PROPOSAL - STATE OF THE INFRASTRUCTURE AND ASSET MANAGEMENT PLAN FOR ROADS RFP PW-2020-05

Form of Proposal

Note: Failure to provide the complete Form of Proposal, submitted as an original document, complete with original authorized signature(s), at time of Proposal closing, will result in the Proposal submission being disqualified and not considered for award. BIDDER’S INFORMATION

1. Company Name Bidder’s Contact 2. Individual Address (inc Postal 3. Code)

4. Office Phone #

5. Toll Free #

6. Cellular #

7. Pager #

8. Fax #

9. E-mail address

10. Website

11. HST Account #

ACKNOWLEDGEMENT OF RECEIPT OF ADDENDUMS This will acknowledge receipt of the following addendums and, that the pricing quoted includes the provision set out in such addendums.

The following addendums were received for a total of (eg. 1, 2, 3, 4 or 1-4 for a total of 4 Addendums).

□ Check here if NO addendum received

Bidder/Vendor: Date

Signature:

PW-2020-05 12 Request for Proposal Road Needs Study REQUEST FOR PROPOSAL - STATE OF THE INFRASTRUCTURE AND ASSET MANAGEMENT PLAN FOR ROADS RFP PW-2020-05

References

Please provide three (3) references of the respondents municipal clients. The references must be, at minimum, equal in size, complexity and service requirements to this Proposal. References will be contacted at the discretion of the Municipality. The Municipality reserves the right to investigate other than listed references.

Reference 1

Company Name

Company Address

Contact Name

Contact Email & Telephone Number

Date & Duration Work Performed

Type of Work Performed

Annual Value of Work Reference 2

Company Name

Company Address

Contact Name

Contact Email & Telephone Number

Date & Duration Work Performed

Type of Work Performed

Annual Value of Work Reference 3

Company Name

Company Address

Contact Name

Contact Email & Telephone Number

Date & Duration Work Performed

Type of Work Performed

Annual Value of Work

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Produced by the County of Hastings with data supplied under License by Members of the OGDE and MPAC. This product is for informational purposes only and may not have been prepared for, or be suitable for legal, engineering, or surveying purposes. The County of Hastings disclaims all responsibility for errors, omissions or inaccuracies in this publication. Copyright © 2018 Queen's Printer. No unauthorized reproduction. A B C D VILLAGE OF MADOC MAP 23 JOUR BLVD BON %¥ D R 1:11,000 R E 0 125 250 500 P O 19 O 1 a C 1

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E A R AVE N N T E

S C S S

D A I T D B T

R T

S M A

E S

N N N

S I S BORNE ST O COL I T

N W

I S

D L

L L

E FU A O R 4 H N C 4

A B R C

E N I L ST L O

A C V RICHARDSON LN M A D O C T W P. E ñ M A D O C ACREMAN RD TALC MINE RD T W P. SEYMOUR ST W SEYMOUR ST E SEYMOUR ST W CENTRE HASTINGS OLD MARMORA RD

S (HUNTINGDON TWP.)

U D MA UD ST

N L

N I

O 5 P 5

A ' 22 D ³ %¥ A B C D VILLAGE OF MADOC

Street Name Grid Reference Street Name Grid Reference AYLSWORTH ST C2 LIVINGSTONE AVE W B3 - B4 ACREMAN RD D4 MAC NAB ST C4 BALDWIN ST B4 - C3 MADAWASKA ST B2 BONJOUR BLVD A1 - B1 MARMORA ST B3 BURNSIDE ST A4 MAUD ST B5 CHAMPLAIN ST B3 MCKENZIE ST C4 - D3 CHURCH ST C3 NELSON ST C2 - C3 COLBORNE ST B4 PARK ST D3 CONCESSION RD D2 - D4 PRINCE ALBERT ST E B2 - C2 DAVIDSON DR C2 - C3 PRINCE ALBERT ST W B2 DINGMAN ST C3 - C4 QUEEN VICTORIA ST E B2 DUNCAN ST C2 - C3 QUEEN VICTORIA ST W B2 DUFFERIN ST B2 RICHARDSON LN C4 DURHAM ST N B2 - B3 ROLLINS ST B3 - B4 DURHAM ST S B3 - B5 RUSSEL ST B1 - B3 ELGIN ST B3 - D3 SEYMOUR ST E B4 FRANCIS ST B3 - B4 SEYMOUR ST W A4 - B4 FREDERICK AVE D3 ST LAWRENCE ST E B3 - D3 FURNACE ST B4 ST LAWRENCE ST W A3 - B3 GLADSTONE ST E B2 - C2 ST PETERS ST N B3 GLADSTONE ST W B2 ST PETERS ST S B3 GREAM ST C3 VICTORIA ST C3 HIGHWAY 7 A1 - D2 WELLINGTON CT C2 - C3 HIGHWAY 62 B1 & B5 WELLINGTON ST C1 - C3 HILL AVE A3 - A4 WELLINGTON ST S C3 HORACE AVE C3 WHYTOCK AVE B2 - B3 LIVINGSTONE AVE E B4 - C4 WISHART ST B3