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Request for Proposal No. 2021-15 Consultant To Request for Proposal No. 2021-15 Consultant to Provide Insurance Assessment for the Frontenac Municipalities of County of Frontenac, North, Central, South and Frontenac Islands Request for Proposal No. 2021-14 Consultant to Provide Insurance Assessment for the Frontenac Municipalities of County of Frontenac, North, Central, South and Frontenac Islands Close: Thursday June 17, 2021 at 2:00 PM Page 1 of 18 Request for Proposal – Table of Contents Part Page No. 1. Introduction 3-4 2. Definitions 4-5 3. Schedule of Events 4 4. Scope - “Consultant to Provide Insurance Assessment for Frontenac Municipalities of County of Frontenac, North, Central, South and Frontenac Islands” 5-6 5. Proposal Submission Process, Date, Location for Receiving Proposals 6-7 6. Documents to be Included in Proposal 7 7. Submissions of Proposals 7-8 8. Acceptance or Rejection of RFP Submissions 9 9. Contract 10 10. Confidentiality 10 11. Errors and Omissions 10-11 12. Legislative and Licensing Requirements 11 13. Incurred Costs 11-12 14. Terms of Payment 12 Form 1 – Price Submission 13 Form 2 – Acknowledgement and Estoppel 14 Form 3 – References 15 Schedule “A” – Specifications 16-18 Request for Proposal No. 2021-14 Consultant to Provide Insurance Assessment for the Frontenac Municipalities of County of Frontenac, North, Central, South and Frontenac Islands Close: Thursday June 17, 2021 at 2:00 PM Page 2 of 18 1. Introduction The County of Frontenac and its constituent municipalities (hereinafter “the Frontenac municipalities”) require the services of a consultant to prepare a risk assessment and Request for Proposal for insurance for the County of Frontenac and the Townships of North Frontenac, Central Frontenac, South Frontenac and Frontenac Islands. It is anticipated that prospective bidders for the consulting services provide a single Request for Proposal to cover the five municipalities. The County of Frontenac (“County”) is a rural upper tier municipality, which includes the Township of North Frontenac, Central Frontenac, South Frontenac, and Frontenac Islands. It is located in Eastern Ontario extending from the Frontenac Islands south of the City of Kingston to north of Highway 7, has a total population of approximately 26,655 and an area of 3,200 square kilometres. The County is responsible for the delivery of land ambulance services for the County and the City of Kingston. The County runs Fairmount Home, a long-term care facility and manages the operations of the Howe Islander ferry service in addition to municipal services such as land use planning and sustainability planning. The Township of South Frontenac offers a spectacular landscape with over 75 lakes, a growing community of 19,000 year-round residents and an increasing number of seasonal residents and visitors. It is located directly adjacent to the northern border of the City of Kingston with a population of 18,100. The Township is committed to providing a broad range of amenities and services to its residents & visitors alike including the maintenance of local roads and bridges, solid waste management, fire protection and prevention, building inspection, bylaw enforcement, land use planning, recreation programs and park maintenance. The Township of Central Frontenac is located in Eastern Ontario in the heart of the Land O’ Lakes Region and Frontenac County. It is the traditional territory of the Algonquin First Nations. Spread across 1025 square kilometers of unspoiled granite terrain, its rolling hills, winding roads, rippling waters and rugged terrain characterize this rural area and foster a traditional Canadian environment and lifestyle. Approximately midway between Toronto and Montreal, north of Kingston and Napanee with access to major transportation corridors such as Highway 7, Road 38 and the Highway 401 corridor, residents and businesses have access to markets, goods and services in cities such as Toronto, Kingston and Ottawa. The Corporation of the Township of North Frontenac (Township) is situated in the heart of Eastern Ontario’s cottage country. This lower tier Township was amalgamated January 1, 1998, and is composed of three former Townships containing multiple small hamlets and village areas. This unique community has an existing population of 8,900 people - 1,900 permanent residents and 7,000 seasonal residents. The Township is located north of Highway 7, 1.5 hours north of Kingston and 2 hours southwest of Ottawa. Request for Proposal No. 2021-14 Consultant to Provide Insurance Assessment for the Frontenac Municipalities of County of Frontenac, North, Central, South and Frontenac Islands Close: Thursday June 17, 2021 at 2:00 PM Page 3 of 18 Township of Frontenac Islands was formed in 1998 by the amalgamation of two of Ontario's oldest rural municipalities: Both islands have a mixture of agricultural and rural lifestyles with a growing proportion of residents working off the islands in Kingston or elsewhere in Frontenac County. The islands are situated at the beginning of the St. Lawrence River, provide a unique location to live and work. Access to the mainland is by boat: both islands are serviced by ferries year-round with the addition of a privately owned seasonal ferry to the USA from Wolfe Island from May to November. It is hoped that one insurance provider can meet the requirements of all five municipalities. However, depending on the submissions from the insurance companies, we cannot expect one municipality to accept a large increase, so there would be the opportunity to opt out of a joint contract. The attached specifications are a guide and any differences to those specifications must be indicated on the form or in the proposal description. Failure to meet all specifications as set out in Schedule "A" will not invalidate a proposal, however, preference will be granted to proposals that are best able to achieve the specifications and timeline as stated. The requirements for responses to this Request for Proposal (RFP) are as described in this document. The Frontenac Municipalities reserves the right to not accept any proposal and to re-issue this RFP at the sole discretion of the Frontenac Municipalities. 2. Definitions As used herein, as well as in all attached forms and schedules, the following definitions shall apply unless otherwise indicated: (a) “Contact Person(s)” means that person or those persons identified under Item 7(c) of the RFP; (b) “Official Closing Time” means 2:00 PM Local Time, on date specified in Section 3 “Schedule of Events (c) “Proponent” means any individual, contractor, firm, practitioner, company or corporation submitting Proposals in response to the RFP; (d) “Proposal” means the offer of a Proponent to furnish commodities or services or equipment in response to the RFP and includes all Forms, Statements and Plans to be furnished in accordance with the Documents to be Included in Proposal (Item 6) below; (e) “RFP” means this document and any other document or documents attached hereto (including all forms and schedules) pertaining to, or comprising, an invitation to bid for the furnishing of the commodities and/or services outlined herein and includes any and all addenda that may be subsequently issued by the Frontenac Municipalities in respect of such invitation to bid; Request for Proposal No. 2021-14 Consultant to Provide Insurance Assessment for the Frontenac Municipalities of County of Frontenac, North, Central, South and Frontenac Islands Close: Thursday June 17, 2021 at 2:00 PM Page 4 of 18 (f) "Specifications" means the list of specifications attached as Schedule "A" hereto; (g) “Frontenac Municipalities” means the County of Frontenac and the Townships of North Frontenac, Central Frontenac, South Frontenac and Frontenac Islands. 3. Schedule of Events The Request for Proposal process will be governed according to the following schedule. Although every attempt will be made to meet all dates, the Frontenac Municipalities reserves the right to modify any or all dates at its sole discretion. Release of Request for Proposal - Thursday, May 27, 2021 Deadline for Questions - Monday, June 7, 2021 Deadline for Submission - Thursday, June 17, 2021 at 2:00 PM local time RFP Opening - Thursday, June 17, 2021 at 2:00 PM local time Location: 6648 Road 506, Plevna, ON Interviews/Presentations (if required) Tuesday, June 22, 2021 Notification of Award - On or before Friday, June 25, 2021 (May change, subject to budget compliance) Completion Date - No later than November 5 2021 (or Delivery Date that is reasonable and mutually agreed upon as specified / included in the Proposal Submission) 4. Scope-“Consultant to Provide Insurance Assessment” The Frontenac Municipalities invites Proposals from qualified/certified Proponents interested in “Consultant to Provide Insurance Assessment” as listed in the Schedule “A” specifications. The Treasurer of the Township of North Frontenac on behalf of the Frontenac Municipalities shall receive and award the purchase based on the Frontenac Municipalities recommendations and subject to proposal compliance and budget constraints. The proposed purchase will be managed by the Township of North Frontenac Treasurer or Designate. The mandate of Township of North Frontenac Treasurer or Designate will be to ensure that the interests of all the parties are addressed through the Request for Proposal process. Request for Proposal No. 2021-14 Consultant to Provide Insurance Assessment for the Frontenac Municipalities of County of Frontenac, North, Central, South and Frontenac Islands Close: Thursday June 17, 2021 at 2:00 PM Page 5 of 18 Project Management: Management of the Request for Proposal including development of timelines and ensuring on time delivery of product will be the responsibility of the Proponent retained to complete the Request for Proposal with input and direction from the Township of North Frontenac Treasurer or Designate as the Frontenac’s municipal representative. The Request for Proposal timelines and delivery date will be a requirement to be included in the Request for Proposal issued by the qualified Proponent for completion of this work.
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