IMPORTANT INFORMATION TO PROPONENTS
DOWNLOADING THIS DOCUMENT
Proponents downloading this Request for Proposal document from the Municipality of South Huron
website must register with the Municipality to be added to the list. Interested Proponents are required
to complete the information below and return this form via fax to 519‐235-3304 or email to
[email protected] Proponents who do not register will not receive any additional information or
addendums relating to this Request for Proposal.
Registration Form
Company Name:
Address:
Contact Name:
Phone Number:
Fax Number:
Email:
RFP No.:
Fax to: 519‐235.3304 or
Email to: [email protected]
MUNICIPALITY OF SOUTH HURON
REQUEST FOR PROPOSAL
PREPARATION OF A STRATEGIC PLAN
DUE: JUNE 12, 2015 BY 1:00 P.M.
Deliver Proposals to:
Town Hall
322 Main St S
P.O. Box 759
EXETER ON N0M 1S6
www.southhuron.ca
Muncipality Of South Huron
Request For Proposal
Preparation Of A Strategic Plan
SECTION 1.0 – INTRODUCTION AND BACKGROUND
INTRODUCTION AND BACKGROUND
The Municipality of South Huron was formed on January 1, 2001 with the amalgamation of the Townships of
Stephen and Usborne and the Town of Exeter. South Huron is located in Huron County approximately 60 km
north of the City of London. Our mixed urban and rural community is home to approximately 10,000 people.
The former Township of Stephen was founded in 1842 with the sparkling waters of a great lake known as Lake
Huron to the west and a large expanse of land to the east. The former Township of Usborne was founded in
1842, when early settlers established their homes and farms in a rich, fertile area of land, known as Huron Tract.
The Village of Exeter was founded in 1873 in the middle to both of these Townships. It was the centre for retail
and industry for the area and later became the Town of Exeter in 1951.
The Muncipality is governed by a Council composed of a Mayor and Deputy Mayor, two (2) Councilors from the
Stephen Ward, two (2) Councilors from the Exeter Ward, and one Councilor from the Usborne Ward for a total of
seven (7) members. Services offered by the Muncipality include the following:
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Transportation Services (roads and bridges)
Water and Wastewater services to Exeter Area and the Majority of the Stephen Area including:
o Exeter Sewage Lagoons
o Grand Bend Sewage Treatment Facility
o Multiple Sewage Pumping Stations
o Exeter Water Tower
o Huron Park Water Tower
o Exeter Water Reservoir
o Multiple Water Booster Stations
Solid Waste collection and disposal (landfill)
Recreational Services including:
o Two (2) outdoor pools (one jointly owned)
o Two (2) Arena Ice Surfaces
o Four (4) Community Centers (two jointly owned)
o One (1) Wading pool
o One (1) Skate Board Park
o Multiple Passive Parks
One (1) active cemetery
Administrative Service (marriage licenses, commissioning etc.)
The municipal election held in October, 2014 produced a Council comprised of three (3) returning members and
four (4) new members. During budget deliberations Council determined that an effective way to move the
Municipality forward was to develop a Strategic Plan that would map the future of South Huron for not only this
term of Council, but for the years beyond as well.
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Muncipality Of South Huron
Request For Proposal
Preparation Of A Strategic Plan
BACKGROUND INFORMATION
The following background information is available for review to help understand some of the long term planning
work that has been done in the Muncipality of South Huron:
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Exeter Community Improvement Plan
In-house Strategic Plan 2008-2012
Community Services Master Plan- 2009
South Huron Official Plan
Development Charges Background Study - 2015
In the summer of 2013, Council adopted a Mission, Vision, and Value Statement. This document is attached as
Appendix A to this RFP. The successful candidate will be required to confirm the Mission, Vision, Value
Statement with the current Council at some point during the strategic planning process.
SECTION 2.0 - SCOPE OF CONSULTING SERVICES
GENERAL
The Muncipality requires a consultant to undertake the necessary work to capture the views and vision of the
various stakeholder groups and prepare a Strategic Plan to assist and guide Council in there decision making
process for the years ahead.
The consultant will act as the advisor and facilitator of this project. It will be responsibility of the consultant to
provide advice and recommendations on process, and ensure that time frames are being met. The consultant will
be responsible for the preparation and facilitation of the strategic priorities workshops, and the preparation of all
the interim and final reports.
The Final Strategic Plan should contain confirmation of the Mission, Vision, and Value Statement along with a
prioritized list of strategic initiatives and projects. Where applicable, timelines should be attached to these
initiatives and strategies, as well as who would be responsible for their implementation.
In order to prepare the Strategic Plan it is expected the consultant will undertake an all-inclusive and
comprehensive consultation process. As part of the deliverables, it is anticipated that the consultant will prepare a
“communication/consultation strategy” that will be presented to Council for approval prior to starting the project,
which will form the basis of the consultation process for the entire project.
In addition to the general public, it is anticipated that there will be some direct consultations with identified
stakeholder groups or representatives. The communication strategy shall identify the best means of
communicating with the general public and the community stakeholder groups.
STAKEHOLDER GROUPS
The Muncipality of South Huron is made up of a number of stakeholder groups that Council feels is vital to the
completion of a strategic plan. The successful proposal will demonstrate how the various stakeholder groups will
be engaged through the process and how their views and visions will be heard. Some of the key stakeholder
groups include:
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Muncipality Of South Huron
Request For Proposal
Preparation Of A Strategic Plan
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South Huron Council
South Huron Senior Management Team
South Huron Staff
Exeter Business Improvement Association
South Huron Chamber of Commerce
ADDITIONAL RESOURCES
In addition to the resources the Consultant brings to the project, the successful firm will have access to the
following in-kind municipal resources:
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South Huron Website
South Huron Social Media outlets (Facebook, Twitter)
Various meeting rooms and Community Centres
Use of local pre-paid radio spots
Copying services (up to 11x17)
Use of the above resources will be subject to co-ordination through the CAO.
SCHEDULE
The intent of the Muncipality is to complete the Final Strategic Plan in the 2015 Calendar year. Your submission
should include a detailed schedule indicating when the work will be completed and all key millstones along the
way. It is expected that prior to finalizing the plan, Council will be presented with a Draft plan for review and
comment. A copy of the Draft Plan should be available by October 31, 2015 for review.
DELIVERABLES
The following items are expected to be delivered to Council upon completion of the Final Strategic Plan:
a) Ten (1) bound copies of the Final Strategic Plan
b) One (1) electronic copy of the above plan in Microsoft Word
c) A copy, either electronic or hardcopy, of all background information including surveys, comment sheets,
etc. that may have been generated during the preparation of the plan.
Upon completion of the study, the Municipality of South Huron will be the sole owner of all information
provided to the Municipality. The information provided to the Municipality may be copied by the Municipality
without exception. The successful firm will receive credit for all original material.
Should the firm wish to maintain intellectual property rights over any portion or aspect of the final submission,
this must be clearly identified in the proposal submission.
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Muncipality Of South Huron
Request For Proposal
Preparation Of A Strategic Plan
SECTION 3.0 - Request for Proposal Requirements
PROPOSAL DUE
Six (6) copies of the Proposal shall be submitted to the Muncipality of South Huron during regular office hours up
to 1:00 p.m. on Friday, June 12, 2015.
Proposals shall be delivered in a sealed envelope clearly marked with the applicants name and address as well
as the following:
Attention: Steve McAuley
Chief Administrative Officer
Muncipality of South Huron
322 Main Street S., Box 759
Exeter, ON, N0M 1S6
RE: Request for Proposal – Preparation of a Strategic Plan
For convenience, a submission label is included at the end of this proposal.
Proposals received after the deadline noted above will not be opened and will be returned to the Sender.
FEES
The Consultant is to provide a total upset limit price, including all costs for sub-consultants and
disbursements, including HST, to complete this assignment in accordance with the services detailed herein
in the Consultant’s proposal.
The breakdown of fees shall be presented in a table format identifying the level of effort that each team
member has allocated to each of the tasks in the proposed work plan, as well as disbursements for each
task, if applicable.
Costs for materials for display and distribution at meetings, workshops, open houses, etc. are to be included
as a disbursement. Costs of newspaper advertisements and rooms for public meetings will be the
responsibility of the Municipality.
All reasonable and proper expenses incurred by the Consultant shall be reimbursed without any allowance
thereon for overhead and/or profit. The following costs shall not be reimbursed:
• Communication expenses including facsimile, local phone and cellular charges;
• Standard PC or computer aided design and drafting equipment (excludes specialized equipment or
software as identified in Consultant’s proposal); and
• Travel and living expenses unless identified in the proposal or approved in advance.
The Consultant shall provide the per diem cost for any additional public engagements as a separate line
item, should they be required.
NO payment shall be made for the preparation of the proposal.
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Muncipality Of South Huron
Request For Proposal
Preparation Of A Strategic Plan
SCHEDULE AND WORK PLAN
A specific timetable and work plan for the various phases of the project and a deadline for the submission of
any reports. The proposed work schedule shall be based upon elapsed time in weeks including the tentative
completion date for each phase. The consultant should address the completion of the entire exercise within
the 2015 calendar year, with a Final Draft of the plan to Council by October 31, 2015.
SUMMARY OF RELEVANT EXPERIENCE
A listing of three recent and relevant planning projects undertaken by the consultant is required. For each
project include:
• name of the project;
• name of the client organization (listed organizations will be used as references);
• brief (one or two sentences) description of the project.
QUESTIONS / DISCREPANCIES
Consultants who find any discrepancies or omissions in this Request for Proposal, or who have any doubt as to
the intent or meaning of anything contained therein, shall direct written questions to the following:
 Steve McAuley, Chief Administrative Officer
Muncipality of South Huron
322 Main Street S., Box 759
Exeter, ON, N0M 1S6
Phone: 519-235-0310 Ext. 228
Email: [email protected]
Proponents shall submit inquiries via e-mail to the contact above. All questions must be submitted no later
than 12:00 p.m. (noon) on June 10, 2015. After this time no further inquiries, concerns or questions may be
submitted. The Municipality reserves the right to distribute all questions received, with the Municipality’s
response, to all Proponents through an addendum.
Directing questions or inquiries to anyone other than the individual noted above may result in
your submission being disqualified.
For purposes of this request, no Proponent may consider any oral representations or statements by an officer,
employee, or agent of the Municipality of South Huron to be an official expression on the Municipality of South
Huron’s behalf, unless such representations or statements are made in a written communication by the Chief
Administrative Officer
PROPOSAL SCHEDULE
The schedule for this Proposal is as follows:
• Issue Date:
May 22, 2015
• Question Deadline: June 10,2015 12:00p.m .
• Closing Date:
June 12, 2015 – 1:00 p.m.
• Evaluation:
June 13 – July 1, 2015
• Council Approval: July 6, 2015
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Muncipality Of South Huron
Request For Proposal
Preparation Of A Strategic Plan
EVALUATION AND SELECTION CRITERIA
Proposals received by the specified date and time that meet the submission requirements, will be reviewed
and evaluated according to the following criteria. An evaluation team will review all Proposals received
and score the Proposals using a consensus approach in relation to the criteria that are identified below.
ITEM
1.
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3
4
5
EVALUATION CRITERIA
Experience and Qualifications of Proponent
Overall Study Approach and Methodology
Financial Proposal
Public Engagement methodology
Timeline and Schedule
Total
EVALUATION
POINTS
25
35
5
15
20
100 POINTS
The Evaluation process may include a formal interview with one or more of the Proponents to allow Municipal
staff to verify the capability and resources of the Proponent. Invitations to present shall be limited to only those
Proponents under consideration.
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It should be emphasized that the fees and associated expenses are only one of the factors being
considered in determining the most suitable Consultant.
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Selection will be on the basis of those Proposals which provide the best overall value to the Municipality
of South Huron.
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In submitting a Proposal, the Proponent acknowledges the Municipality’s right to accept other than the
lowest priced Proposal and expressly waives all rights for damages or redress as may exist in common law
stemming from the Municipality’s decision to accept a Proposal which is not the lowest price Proposal, if it
is deemed to be in the Municipality’s best interest to do so.
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All Proposal submissions will be reviewed and evaluated.
necessary.
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The evaluation team may subsequently conduct interviews with Proponents if necessary. Proponents will
be advised the date, time and location of interviews if required.
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Additional information may be requested if
Muncipality Of South Huron
Request For Proposal
Preparation Of A Strategic Plan
SECTION 4.0 – GENERAL CONDITIONS
DEFINITIONS
Wherever the words "Owner" or "Municipality" are used in these documents, it shall be understood that it means
The Municipality of South Huron.
Whenever the word “Proponent” OR “Consultant” is used it shall mean the individual, firm, company or
corporation who i s s u b m i t t i n g a p r o p o s a l o r has been selected to undertaken to contract.
Wherever the words “Successful Proponent”, “Successful Consultant” or “Consultant” are used it shall mean
the individual, firm, company, corporation whom a contract is awarded against this offer.
Whenever the singular or masculine is used in this document, it should be considered as if the plural or
feminine has been used where the context so requires.
RIGHTS RESERVED BY THE MUNICIPALITY
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The Municipality reserves the right to accept any response to this Request for Proposal which it deems
to be in its own interest or to reject all Proposals. Proposals that are incomplete, conditional or
obscure or which contain additions not called for, erasures or alterations or irregularities of any
kind may be rejected as informal.
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Proposals must be signed by the person authorized to sign on behalf of the Proponent and bind the
Proponent to statements made in the response to this Request for Proposal.
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The terms and conditions of this Request for Proposal offer shall remain firm and open for acceptance
by the Municipality of South Huron for a period of sixty (60) days.
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The Proponent must agree to abide by all the clauses and conditions laid out in the Terms and
Conditions of the Request for Proposal.
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The Municipality reserves the right to cancel the Proposal call and not accept any Proposal at all
and/or re- issue the Proposal in its original or revised form.
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The Municipality reserves the right to cancel this Request for Proposal call and not accept any
Proposals at all if so deemed necessary
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The Municipality reserves the right to reject any Proposals that fail to comply with the Proposal
Submission Requirements. Adherence to the submission requirements is required to ensure an effective
evaluation of all Proposals.
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The Municipality reserves the right to request Proponents to address specific requirements not
adequately addressed in their initial submission.
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The lowest or any Proposal will not necessarily be accepted.
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Muncipality Of South Huron
Request For Proposal
Preparation Of A Strategic Plan
WITHDRAWAL
Proposals may be withdrawn at any time prior to the closing date and time at the Proponents discretion.
Withdrawal notification must be in written form, signed and must be submitted to the Purchasing Agent. No
facsimile, telephone calls or emails will be accepted. After the official closing date and time, all Proposals
received shall be irrevocable.
HEALTH AND SAFETY
The successful Proponent is required to conform with the Occupational Health and Safety Act relating to the
performance of the contract. The successful Proponent will be required to supply to the Municipality a valid
Clearance Certificate issued by the WSIB, or if applicable, a letter from WSIB verifying Independent Operator’s
Status. A new clearance certificate is required every sixty (60) days.
INDEMNIFICATION
The successful Proponent shall indemnify and save harmless the Corporation and their employees from all
actions, suits, claims and demands whatsoever which may arise directly or indirectly by reason of a
requirement of this contract, save and except for damage caused by the negligence of the Corporation or their
employees.
ASSIGNMENTS
The successful Proponent shall not assign, transfer or sublet this contract or any part thereof without the
written consent of the Municipality. This contract and everything therein contained shall be binding upon the
parties hereto, their respective successors and assigns.
VERBAL ARRANGEMENT
In all cases of misunderstandings and disputes, verbal arrangements will not be considered. Proponents must
produce written authority in support of their contentions, and shall advance no claim in the absence of such
written authority, or use, or attempt to use, any conversation with any parties against the Corporation, or in
prosecuting any claim against the Corporation.
INTERPRETATION
Should a dispute arise regarding the meaning or intent of the contract documents, the decision of the Owner
shall be final.
AGREEMENT / CONTRACT
Should the Proponent’s Proposal be acceptable to the Owner then the Proponent shall enter into agreement
with the Owner. The form of agreement shall be the sample agreement attached as part of this Request for
Proposal. This RFP document and the Proponents proposal response shall form the Agreement.
INVOICING AND PAYMENT
The successful Proponent will be required to submit invoices detailing billable work performed monthly. Upon
the completion of portions of the project, the successful Proponent shall be entitled to payment as outlined in
the Agreement.
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Muncipality Of South Huron
Request For Proposal
Preparation Of A Strategic Plan
FAILURE TO PERFORM
If the successful Proponent fails to provide the services within the time specified, the Municipality reserves the
right to cancel the contract and obtain services from alternate sources. Any extra costs as a result of this action
are to be borne by the successful Proponent who defaulted in providing the services.
DISQUALIFICATION OF PROPONENT
A Proponent offering to sell products/services to the Municipality of South Huron certifies that it has not
communicated directly or indirectly their proposal to any competitor or any other person engaged in such line of
business. Any or all Proposals may be rejected if Municipality of South Huron believes that collusion exists
among the Proponents. Proposals in which the fees are obviously unbalanced may be rejected.
FREEDOM OF INFORMATION
All information obtained by the Proponent in connection with this Request for Proposal is the property of the
Municipality of South Huron. The information shall be treated as confidential and not be used for any
purpose other than for replying to this proposal call. Proponents who declare confidentiality of their Proposal
are advised that the Municipality is required to adhere to the requirements of the Municipal Freedom of
Information and Protection of Privacy Act. Proponents shall disclose any potential conflict of interest.
TERMINATION
Either the Owner or the successful Proponent may terminate the contract for breach of contract by either party
on sixty (60) days notice in writing to the other party. The Municipality may terminate the contract if the
successful Proponent does not fulfill any part of the terms and conditions or requirements of this proposal.
In case the successful Proponent defaults or delays in executing the work satisfactorily, the Owner may give
notice to the successful Proponent in writing that the successful Proponent has made such default. Should the
successful Proponent fail to remedy satisfactorily such defaults without delay, or should the successful
Proponent become insolvent or abandon the work or otherwise fail to observe the provisions of the contract
then and in any part of such cases, the Owner may immediately take the work or portions thereof out of the
successful Proponent's hands and employ person or persons such as the Owner may see fit to complete the
work so taken over.
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Muncipality Of South Huron
Request For Proposal
Preparation Of A Strategic Plan
APPENDIX A
MUNICIPALITY OF SOUTH HURON
MISSION, VISION, AND VALUE STATEMENT
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Request For Proposal
Preparation Of A Strategic Plan
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For convenience, please affix this address label to the envelope(s) containing your submission.
Return Address Label
FROM:
Contact:
DELIVER PROPOSALS TO:
The Municipality of South Huron
Attn: Steve McAuley, CAO
322 Main Street S
P.O. Box 759
Exeter, ON N0M 1S6
SEALED PROPOSAL
Treasury Staff Use ONLY
Date & Time Received:
Description:
Closing Date:
Request for Proposal – Preparation of a Strategic Plan
June 12, 2015 – 1:00 p.m.
Late Proposals will NOT be accepted!
Staff Initial: