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 1 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 2 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.” 3 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 4 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