Request for Proposal

REQUEST FOR PROPOSAL

Consulting Services for the

LOCAL EFFICIENCY GROUP (LEG) (Townships of Greater Madawaska, Horton, Admaston/Bromley, McNab Braeside and Whitewater Region and Towns of Renfrew and Arnprior)

Service Delivery Review

RFP # 01-2020

Submission Due: Prepared by:

2:00 p.m. on January 31, 2020 Local Efficiency Group Township of Greater Madawaska 19 Parnell Street Calabogie, Ontario K0J 1H0

TABLE OF CONTENTS

1.0 BACKGROUND AND OBJECTIVES ...... 3 1.1 Requirement...... 3 1.2 Invitation ...... 3 1.3 Period of Proposed Contract ...... 3 1.4 Project Authority ...... 3 1.5 Project Schedule ...... 3 2.0 PROPOSAL REQUIREMENTS ...... 4 2.1 Proposal Schedule ...... 4 2.2 Inquiries ...... 4 2.3 Order of Precedence ...... 4 2.4 Proposal Content ...... 5 2.5 Proposal Review ...... 7 2.6 Financial Proposal ...... 7 2.7 Proposal Evaluation ...... 7 2.8 Basis of Selection ...... 8 3.0 LIMITATIONS AND WARRANTY ...... 10 3.1 Proposal Validity ...... 10 3.2 Right to Award ...... 10 3.3 Statement of Confidentiality ...... 10 3.4 Access to Documents ...... 10 3.5 Peer Review ...... 10 4.0 PROPOSAL SUBMISSION ...... 11

APPENDICES:

A TERMS OF REFERENCE B FINANCIAL PROPOSAL

1.0 BACKGROUND AND OBJECTIVES 1.1 Requirement

The Local Efficiency Group (the “LEG”) is seeking proposals from Consulting Firms (the “Consultant”) to provide a service delivery review, modernization opportunities and review of administrative processes and resources to reduce costs of all participating municipalities within the LEG which include the Townships of Greater Madawaska, Horton, Admaston/Bromley, McNab/Braeside and Whitewater Region and the Towns of Renfrew and Arnprior as described in the “Terms of Reference” attached as Appendix “A”, collectively and individually.

1.2 Invitation

This proposal call is by invitation or if a firm requests to be an invitee.

The following firms, in no particular order, are being invited to submit a proposal.

• Fournier Consulting Services • Gallagher • Robinson Organizational Consulting • Municipal Government Wayfinders • McSweeney & Associates • Strategy Corp • WCS Consulting • SP Maloney Corp

Listed Firms that are considering partnership with other listed firms are to inform the LEG in writing prior to RFP submission date. The LEG reserves the right to add consultants to the list of invited consultants.

1.3 Period of Proposed Contract

If an acceptable proposal is chosen then the project would commence immediately upon award by Councils (estimated to be February 14, 2020) and the number of weeks allotted for the project as expressed in the proposal schedule will be applied from the award date.

1.4 Project Authority

The services provided will be subject to review and acceptance by the LEG’s Project Team identified as: Councils of the participating members.

1.5 Project Schedule

The project schedule is set out in the Terms of Reference included as Appendix “A.”

2.0 PROPOSAL REQUIREMENTS

2.1 Proposal Schedule

Proposals are due no later than 2:00 p.m. local time on January 31, 2020.

2.2 Inquiries

All inquiries regarding this Request for Proposal (RFP) are to be directed to the Technical Contact for the Project Authority at:

Allison Holtzhauer CAO of the Township of Greater Madawaska Member of LEG 19 Parnell Street Calabogie, ON, K0J 1H0

Phone: 613-752-2222 Fax: 613-752-2617 [email protected]

Inquiries must be received in writing (e-mail or fax) no later than 4:00 p.m. on January 22, 2020. All answers to questions will be provided to all participating consultants by way of written communication, no later than 4:00 p.m. on January 24, 2020 without naming the source of the inquiry.

2.3 Order of Precedence

The documents listed below form part of the Request for Proposal (RFP) and will be incorporated into any resulting contract agreements. If there is a discrepancy between the wording of one document and the wording of any other document, which appears on the list, the wording of the document, which appears first on this list, shall take precedence in defining the project requirements:

Request for Proposal Appendix A – Terms of Reference Appendix B – Financial Proposal Consultant’s Proposal

2.4 Proposal Content

The Consultant’s proposal must clearly demonstrate:

1. Understanding of Scope of Work and Project Objectives:

• A demonstration of the Consultant’s ability and experience in performing similar projects. • A demonstration of the Consultant’s understanding of the assignment, including overall scope and objectives. • A list of any foreseeable limitations that may affect completion of the project. • Demonstrate respect for the schedule and how it will be managed.

2. Experience and Qualifications of Consultant (Team):

The firm’s experience and qualifications. Please provide: • A company profile outlining qualifications of the firm for a project of this type and complexity.

Please note that the Project Authority reserves the right to contact any of the Consultant’s references provided in response to the above-mentioned project.

• A list of all sub-consultants/subcontractors, if any, who will be utilized by the Consultant on this project along with their company profile and qualifications.

3. Experience and Qualifications of Key Personnel:

Experience and qualifications of key personnel. Please provide:

• A list of the key personnel who will be involved with all aspects of this project. • Please include a description of their related experience, qualifications and their role in this project. Roles should be identified in sufficient detail to allow a complete understanding as to how, and by whom, the work will be carried out. • An alternate must be identified for each position outlined in the bullet above. • Proposals will be reviewed assessing the strengths of team members.

Any change in the personnel listed above, at any time throughout the project, must be put forth to the LEG and formally accepted by the LEG in writing.

4. Quality of Approach and Methodology:

A project approach, methodology, and creativity will demonstrate the Consultant’s ability to complete all aspects of the assignment in order to achieve the project goals and objectives. This should include task descriptions, task sequencing and anticipated timing. This methodology must clearly indicate the Consultant’s proposed scope of work as well as the LEG’s role and information required to be provided by the LEG. 5

5. Work Plan, Schedule and Level of Effort:

The phases of the project are outlined in the Terms of Reference and generally include:

• Project kickoff and collection of background information. • Assessment of current service delivery and administrative processes. • Preparation of proposed improvements and modernization opportunities. • Assessment of cost impact of proposed options. • Preparation of possible implementation process. • Preparation of draft report. • Presentation of draft to LEG. • Incorporate comments into final report. • Deliver and present final report.

Include a clear presentation of the proposed work program. Provide a “Level of Effort” chart outlining planned tasks, staff hours, hourly rates and totals for each team member.

The consultant shall prepare a schedule and submit with the proposal. The work plan shall identify specific meetings that will be held in one of the participating municipalities with all members of the LEG and/or their respective Councils.

6. Overall Presentation of the Proposal:

• The Consultant will be restricted to ten (10) pages excluding appendices. The Consultant shall consider the importance of keeping the information clear, concise and brief. Close adherence of the proposal sections with the ranking system and layout of the RFP will enable the LEG to evaluate all proposals efficiently. • It is recommended that your submission be bound, letter sized pages (8 ½” x 11”), single-sided, with a minimum 10-point font. Spreadsheets may be submitted on 11" x 17" ledger sized pages. • Two (2) copies of the proposal and one (1) digital copy are to be submitted.

7. Oral Presentation:

• As part of the review process, selected Consultants may be requested to present its proposal in one of the participating municipalities to the project team at no cost to the LEG. This may be a one-hour (1 hr) session consisting of approximately a thirty-minute (30 min) presentation and a thirty-minute (30 min) question and answer period. The presentation team is to be kept to a maximum of two (2) people with mandatory attendance by the consultant project lead.

The presentation will be used to:

• Determine the Consultant’s understanding of the project and ability to communicate their knowledge and experience of the project. • Clarify any areas of concern in the proposal.

8. Financial Proposal:

The Consultant shall submit a financial proposal as follows:

• A financial component comprised of a completed form from Appendix B complete with spreadsheet breakdown of Level of Effort and Fees. • The Consultant’s proposed insurance coverage including, but not limited to, Comprehensive General Liability, Automobile and Professional Liability (Errors and Omissions). The minimum for each shall be two million ($2,000,000). Upon execution of the agreement, the successful Consultant shall provide proof of such coverage and shall maintain it for the duration of the project at their cost.

2.5 Proposal Review

Proposals will be reviewed in detail and scored by the Project Authority on a consensus basis.

During the proposal review, the review team reserves the right to clarify any issues during the entire evaluation process.

2.6 Financial Proposal

Financial Proposals are to be submitted as part of the proposal. The Consultant is to provide a total upset limit price, inclusive of all Consulting fees, disbursements and taxes, to complete this assignment in accordance with the requirements detailed herein and in the Consultant's proposal. The project costs are to be related to the Level of Effort.

2.7 Proposal Evaluation

The contents of the proposal should address the evaluation criteria outlined below and will be scored in relation to the points that are stipulated.

1) Understanding of Scope of Work and Project Objectives (15 marks)

2) Experience and Qualifications of Consultant (Team) (10 marks)

3) Experience and Qualifications of Key Personnel (20 marks)

4) Quality of Approach and Methodology and Creativity (20 marks) 7

5) Workplan, Schedule and Level of effort (10 marks)

6) Overall presentation of the proposal (5 marks)

7) Financial proposal (20 marks) ------Total = (100 marks)

2.8 Basis of Selection

The LEG intends to recommend the appointment of the Consultant on the basis of "best overall value."

By submitting a proposal, the bidder declares that:

1. (a) No persons, other than the Bidder, have any interest in this RFP or in the Contract proposed to be entered into. (b) This Submission is made without any connection, knowledge, comparison of figures, or arrangement with any other person or persons making a Submission for the same work and is in all respects fair and without collusion or fraud. (c) The several matters stated in the said Submission are in all respects true. (d) The Bidder has carefully examined the locality and site of the proposed works, as well as all the RFP Documents, and hereby accepts the same as part and parcel of this Submission, and does as hereby tender and offer to enter into a Contract to do all the work, provide the labour and to provide, furnish, deliver, place and erect all materials mentioned and described or implied therein, including in every case freight, duty, exchange, and all other charges on the terms and conditions, and under the provisions therein set forth, and to accept in full payment therefore in accordance with the schedule of prices hereto annexed, and the Bidder also agrees that this offer is to remain open for acceptance until the formal Contract is executed by the successful Bidder for said work, and that the LEG may at any time without notice accept this Submission whether any other Submission has been previously accepted or not. (e) The prices offered in this schedule take into account in all respects the cost of execution of the work under all weather conditions. (f) The work is to commence a maximum of 5 days after notice of Award has been issued. (g) In making this Submission for the work and in entering into the Contract, if awarded to this Bidder, the Bidder has investigated for himself/herself the character of the work to be done and all local conditions that might affect this Submission and his acceptance of the work. 8

(h) The Bidder also declares that in making this Submission, he/she did not and does not rely upon verbal information furnished by the LEG or Engineer.

2. (a) The Bidder acknowledges that the LEG shall have the right to reject any, or all, Proposals for any reason, or to accept any Proposal which the LEG in its sole unfettered discretion deems most advantageous to itself. (b) The Bidder does hereby acknowledge that no damages or liability flow from the inability for a contract to be reached and does hereby release and hold completely harmless the LEG for any costs or damages incurred by the Bidder in preparing a Proposal or discussing/negotiating with the LEG. By submitting a proposal, the Bidder acknowledges the LEG’s rights under this section and absolutely waives any right, or cause of action against the LEG and its consultants, by reason of the LEG’s failure to accept the proposal submitted by the Bidder, whether such right or cause of action arises in contract, negligence, or otherwise. (c) The lowest, or any, proposal will not necessarily be accepted and the LEG shall have the unfettered right to: (i) accept a non-compliant Proposal; (ii) accept a Proposal with an overall lower score; and (iii) reject a proposal that is received even if it is the only RFP received. (d) The LEG reserves the right to consider, during the evaluation of Proposals: (i) information provided in the Proposal document itself; (ii) information provided in response to enquiries of credit and industry references set out in the Proposal; (iii) information received in response to enquiries made by the LEG of third parties apart from those disclosed in the Proposal in relation to the reputation, reliability, experience and capabilities of the Bidder; (iv) the manner in which the Bidder provides services to others; (v) the experience and qualification of the Bidder’s senior management, and project management; (vi) the compliance of the Bidder with the LEG’s requirements and RFP; (vii) innovative approaches proposed by the Bidder in the Tender; and (viii) whether the Bidder has been involved in litigation with the LEG during the last sixty (60) months before the date of this RFP. (e) The Bidder acknowledges that the LEG may rely upon the criteria which the LEG deems relevant, even though such criteria may not have been disclosed to the Bidder.

3.0 LIMITATIONS AND WARRANTY

3.1 Proposal Validity

Proposals shall remain valid and open for acceptance by the LEG for a period of sixty (60) calendar days, following the due date for receipt of proposals. If there is a delay in award the project schedule will be bumped by the number of weeks of delay.

3.2 Right to Award

The LEG reserves the right to award this Request for Proposal (RFP) to any, or none, of those firms who submit a proposal. Regardless of the decision to award, or not to award, this RFP, the prospective Consultants are responsible for all costs incurred in the preparation of its proposal.

Also refer to section 2.8.

3.3 Statement of Confidentiality

Consultants may submit proposals containing a “Statement of Confidentiality”. However, this statement must indicate that the proposal can be reviewed by any staff of the LEG, Council members and staff of participating municipalities, representatives or contractors employed by the LEG including an independent third party consultant contracted by the LEG solely for the purpose of reviewing the proposal. It is understood that the report will be made available to the public at Council. Any deviation may cause the proposal to be deemed ineligible.

3.4 Access to Documents

The Consultant shall grant the Municipality and all Provincial and Federal Ministries a non-exclusive and unlimited licence to use, in whole or in part, any materials or documents produced under the proposed agreement or any part thereof in the original or, notwithstanding any moral rights, modified form. The rights to all patents or copyrights developed as a result of this project remain with the LEG, without exception.

3.5 Peer Review

The LEG reserves the right to hire, at its own cost, an independent Consultant to peer review the work at any stage of the project. The Consultant must assist in whatever manner necessary to complete the review. The Consultant will be compensated for its time and materials associated with the peer review, as an extra to this assignment, but at the rates stipulated in the level of effort.

4.0 PROPOSAL SUBMISSION The Consultants are to submit their proposals to the Township of Greater Madawaska no later than 2:00 p.m. on January 31, 2020. Any submissions received after this time will be ineligible and remain unopened.

Seven (7) copies of the bound proposal and an electronic version (PDF) must be submitted in a sealed envelope, and clearly marked “LEG Service Delivery Review”, “RFP # 01-2020”, to:

Township of Greater Madawaska 19 Parnell Street Calabogie, ON K0J 1H0

Attention: Allison Holtzhauer, CAO

Proposals will only be received by mail, courier or hand delivery. No proposals will be accepted by e-mail.

APPENDIX A:

Terms of Reference

- A1 -

TERMS OF REFERENCE – LEG Service Delivery Review

LEG is comprised of two (2) Towns and five (5) Townships with a population of approximately 40,000 (2016 Census) in the south eastern part of Renfrew County. The County of Renfrew is the Upper Tier and the Towns of Renfrew and Arnprior, Townships of Greater Madawaska, Horton, Admaston/Bromley, McNab/Braeside and Whitewater Region are Lower Tier municipalities.

The objectives of this project are characterized as follows: • An individual and collective Service Delivery Review, modernization opportunities and review of administrative processes and resources to reduce costs for all participating municipalities.

Provincial Government Direction

The Provincial government has recently sent messaging to municipalities along with funds to encourage municipalities to:

• Take steps to become more efficient.

• Modernize and transform service delivery.

• Reduce expenditure growth in the longer term.

• Invest funds provided into service delivery reviews, development of shared services agreements, and capital investments.

They state that municipalities are best positioned to determine where and how this money is best spent and encouraged municipalities to work with ministry staff as we begin to think about the best way to proceed.

The final report may be submitted to the province as they are interested to hear about LEG’s modernization success stories.

The Consultant shall develop a work plan that reviews and makes recommendations on the following elements:

• Reviewing existing operating procedures and processes to assess potential areas of improvement, individually and collectively. • Evaluating efficiency and effectiveness of services delivered by the participating municipalities. • Reviewing existing organizational structure focusing on essential staffing and maximizing efficiency of service delivery. • Conducting a SWOT (Strength, Weakness, Opportunities, Threats) analysis of the participating municipalities current structure and services. • Consulting with members of LEG, Council, CAO, Department Heads and staff. • Consulting with contractors and other stakeholders as deemed appropriate.

- A2 -

• Comparing the participating municipalities organizational structures, operating procedures, processes, services/programs and allocated resources for similar “Administration, Finance, Public Works, Recreation, Fire, Planning and Building Departments” within each community. The comparison should include other municipalities within Ontario and LEG, with emphasis placed on identifying those municipalities regarded as employing best practices. • Identifying range of potential options for municipal and Department structure and services, including but not limited to: status quo; status quo with supplementary options; recommendation of practical, achievable and realistic revisions and/or adjustments. • Ensuring that options provided clearly identify: Costs of options, Savings potentials/reinvestment opportunities, Service changes to ratepayers, areas for shared services.

ASSIGNMENT

The assignment shall be divided into the following stages which shall form part of the work plan:

The Consultant shall develop a work plan that addresses the items listed in the RFP and Terms of Reference. If the above request is missing a critical stage then the consultant shall identify the missing stage and assign a costing in for this stage as “additional services required but not outlined above” in Appendix B. The Consultant shall also identify work which is “optional” and identify the cost of this work. Optional work will be awarded at the time of award or at times agreed upon with the Consultant.

SCHEDULE

The following schedule is to be used as a guide in the preparation of the proposal.

• Issue the Request for Proposal January 10, 2020 • Request for Proposal Due January 31, 2020 • Award by LEG Mid February 2020 • Draft Report May 31, 2020 • Final Report June 15, 2020

- A3 -

APPENDIX B:

Financial Proposal

- B1 -

Financial Proposal – Part A, Administrative Structure

The Consultant offers to provide the services detailed herein under “Project Information” and “Terms of Reference”, and as further detailed in the Consultant’s proposal, to the acceptance of the LEG for the following Total Upset Limit Price: Financial Proposal – Part A, Administrative Structure

Task Fees Disbursements Total

A. Consulting Fees:

Project kickoff and collection of background information Assessment of Service Delivery Review, modernization opportunities and review of administrative processes and resources to reduce costs of all participating municipalities within the LEG Preparation of Draft Report

Presentation to LEG

Final Report Preparation and Delivery Additional services required but not outlined above

SUBTOTAL =

B. HST (as applicable):

TOTAL UPSET LIMIT PRICE PART A =

- B2 -

C. Addenda Received and Incorporated ____ of ______

SIGNED this ______day of ______

______Signature and seal: Name and Title, I have the authority to bind the Corporation.

______Phone number Email address

______Company Name

______Company Address

- B3 -