06 24 2020 Council Agenda
The Township of Oro-Medonte
Council Meeting Agenda
Electronic Meeting
Wednesday, June 24, 2020
9:00 a.m. - Closed Session
10:00 a.m. - Open Session
Effective Tuesday, March 17, 2020 at 8:30 a.m., all Township of Oro-Medonte
facilities will be closed to the public until further notice. This includes the Township
Administration Centre. We will continue to offer services online and over the
telephone.
Input on agenda items are welcome and encouraged.
The Township of Oro-Medonte has amended its Procedural By-law to allow for
electronic participation at Council meetings during a declared emergency. Protocols
have been established to advise how to participate in the public portions of these
meetings. Please visit the following links for additional information:
To Request to Participate in Open Forum or During Development Services Committee
OR to Request a Deputation/Presentation, complete the following form:
o Request for Public Participation Form
Protocols for Public Participation Council and DS Committee
All electronic Council meetings will be streamed live, where possible, on the Township
YouTube Channel. Council Agendas will continue to be published on the Civic Web
Meeting Agendas
Procedural By-law.
The Township of Oro-Medonte is committed to providing and maintaining a working
environment that is based on respect for the dignity and rights of everyone within the
organization and for those individuals visiting our organization.
The Township of Oro-Medonte supports and fosters an environment that is safe,
welcoming and respectful for all residents, visitors, members of Council and staff.
Page
1. Call to Order - Moment of Reflection:
2. Adoption of Agenda:
6 - 20a) Motion to Adopt the Agenda.
\[Addenda\]
Page 1 of 258
Council Meeting Agenda -June 24, 2020
3. Disclosure of Pecuniary Interest:
4. Closed Session Items:
a) Motion to go In Closed Session.
b) Motion to Rise and Report.
c) Robin Dunn, CAO re: Labour relations/employee negotiations (Staffing
Updates; Business Continuity).
d) Robin Dunn, CAO re: Labour relations/employee negotiations (Performance
Management).
e) Andria Leigh, Director, Development Services re: Solicitor-client privilege
(Short Term Rentals (AirBnb)).
5. Minutes of Council and Committees:
21 - 36 a) Minutes of Council meeting held on Wednesday, June 10, 2020.
6. Recognition of Achievements:
None.
7. Public Meetings:
None.
8. Deputations/Presentations:
37 - 60 a) 10:00 a.m. Bob Lehman on behalf of Horseshoe Valley Property Owners
Association (HVPOA) re: Request for Horseshoe Valley Settlement Area
Secondary Plan.
61 - 100 b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; and
David Perks, Transportation Planner, Project Manager, Tatham Engineering
re: Road Network Plan \[to be uploaded\].
9. Identification From the Public of an Agenda Item of Interest:
Provides an opportunity for members of the public to identify an agenda item
which the public member may request be brought forward and considered
earlier in the meeting.
10. Open Forum:
The Open Forum provides an opportunity for the public to provide verbal
comments to Council, in Open Session, on matters scheduled on the current
agenda, and shall be conducted as follows:
Open Forum shall last no longer than 20 minutes;
Each speaker shall be required to identify the agenda item they are
Page 2 of 258
Council Meeting Agenda -June 24, 2020
speaking to and provide their name and address, which may become
part of the public record;
A speaker shall be limited to 2 minutes per agenda item;
No response shall be provided to any question posed during Open
Forum;
No discussion, debate or decisions will occur during Open Forum;
Each speaker is permitted to speak only once per agenda item;
A speaker may provide comment on one agenda item and then shall
step aside to enable another to provide comment on an agenda item;
No speaker shall speak to a second agenda item until other
individuals have had an opportunity to speak once;
Speakers providing comment on the same agenda item, shall be
requested to limit their comments so as to provide additional
information and not repeat the same information provided by a
previous speaker;
Comments made during Open Forum will not form part of the minutes
of the meeting;
The following matters will not be permitted during Open Forum:
o Comments/complaints against Members of Council or
Township staff;
o Matters beyond the jurisdiction of Council or the Township;
o Closed Session agenda items, including current or pending
litigation, or Insurance claims and/or pending claims by or
against the Township;
o Comments with respect to Minutes of Council and Committees;
o Comments that are contrary to the Municipal Freedom of
Information and Protection of Privacy Act;
o Comments with respect to any applications which have
proceeded through a Public Meeting in accordance with the
Planning Act, with the exception of comment related to a
recommendation contained within the Staff Report.
The Chair may conclude Open Forum prior to the 20 minute maximum
time limit, for non-compliance with the Open Forum parameters,
Conduct of Members of the Public, or any other reason.
11. Reports of Municipal Officers for Action:
101 - 103 a) FES2020-2, Donny Adamson, Acting Deputy Chief; Marie Brissette, Special
Projects Coordinator re: Purchase of Tanker.
104 - 111 b) CS2020-13, Jennifer Whitley, Coordinator, Economic
Development/Communications re: Internet Connectivity Task Force.
112 - 116 c) OCS2020-11, Shawn Binns, Director, Operations and Community Services
re: Traffic Safety Task Force.
117 - 122 d) DS2020-51, Todd Weatherell, Intermediate Planner re: Request for
Temporary 2nd Dwelling, 26 Bass Line by Tara & Shawn Ruyter \[Refer to
Page 3 of 258
Council Meeting Agenda -June 24, 2020
Item 17b)\].
123 - 127 e) DS2020-60, Garry McCartney, Chief Building Official re: Supply and delivery
of One (1) Sport Utility Vehicle Development Service Department.
128 - 196 f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assistant,
CAO, Mayor & Council re: Service Level Review, Strategic Plan, and
Planning & Development Approvals Process Review Consulting Services
Award - RFP # CAO 2020-01.
197 - 199 g) Robin Dunn, CAO, correspondence received June 18, 2020 from Association
of Municipalities of Ontario (AMO) re: Municipal Delegation Request Form for
the 2020 Annual Conference, Deadline Tuesday, June 30, 2020.
12. Reports of Municipal Officers for Information Only:
200 - 218 a) CAO2020-9, Vanessa Cooper, Executive Assistant, CAO, Mayor & Council
re: COVID-19 Recovery Plan - Return to Work.
219 - 229 b) FI2020-7, Mark DesLauriers, Chief Financial Officer/Treasurer re: Financial
Executive Summary Report Q4 2019.
230 - 232 c) Memorandum dated June 24, 2020 from Mark DesLauriers, Chief Financial
Officer/Treasurer re: Additional Interest and Penalty Relief COVID-19.
13. Reports of Members of Council:
a) Updates from Council Representatives County of Simcoe and Township
Partners and Agencies.
14. Consent Agenda:
233 a) Announcements of Interest to the Public:
1. Notice of Full Bridge Closures at Oro-Medonte Line 5 and Line 9, Hwy
11 Underpass by Clearwater Structures Inc., March 16 - November
20, 2020.
234 - 235 b) Correspondence dated June 8, 2020 from Phil Whitton, Superintendent,
Bureau Commander, Municipal Policing Bureau re: Change in Security
Check and Revenue Distribution Processes.
Staff Recommendation: Receive for Information Only.
236 - 242 c) Correspondence dated June 12, 2020 from Steve Clark, Minister, Ministry of
Municipal Affairs and Housing re: Bill 189, Coronavirus (COVID-19) Support
and Protection Act, 2020 amendments to the Planning Act and Ontario
Regulation 149/20 Special Rules Relating to Declared Emergency.
Staff Recommendation: Receive for Information Only.
15. Communications/Petitions:
243 a) Correspondence dated May 29, 2020 from Heather Oliver, Teacher on behalf
of the staff of Shanty Bay Public School and resident of Shanty Bay re:
Page 4 of 258
Council Meeting Agenda -June 24, 2020
Request to Re-Name Shanty Bay Ball Diamond to Martin Carl Baseball
Diamond.
16. Notice of Motions:
None.
17. By-Laws:
244 - 245 a) 2020-047: A By-law to Provide for the Giving of Names to Highways within
the Township of Oro-Medonte, County of Simcoe (Lake Simcoe Regional
Airport) Oro Con. 6 Part Lots 17 And 18; Con. 7 Part Lots 17 TO 19 Part of
Road Allowance and RP 51R23533 Part 1; RP 51R27302 Part 1 RP;
51R31185 Part 1 RP 51R21234, Township of Oro-Medonte.
246 - 247 b) 2020-057: A By-law to Authorize the Execution of an Agreement between
the Township of Oro-Medonte and Tara and Shawn Ruyter to allow for Two
Dwellings.
248 - 249 c) 2020-066: A By-law to remove the Holding symbol on lands described as
follows: Lots 1-50, Plan 51M-1184 (Medonte) Township of Oro-Medonte,
County of Simcoe.
250 d) 2020-068: A By-law to Amend By-law No. 2012-181, A By-law to Provide for
Permit Parking on Highways and Other Designated Areas within the
Township of Oro-Medonte.
251 - 257 e) 2020-069: A By-law to authorize a decrease in the speed limit on certain
roads within the Township of Oro-Medonte and to Consolidate and to Repeal
By-laws No. 2016-093, 2017-128.
18. Closed Session Items (Unfinished Items):
19. Confirmation By-Law:
258 a) 2020-070: Being a by-law to confirm the proceedings of the Council meeting
held on Wednesday, June 24, 2020.
20. Adjournment:
a) Motion to Adjourn.
Page 5 of 258
2.a) Motion to Adopt the Agenda.
Page 6 of 258
2.a) Motion to Adopt the Agenda.
Page 7 of 258
2.a) Motion to Adopt the Agenda.
Page 8 of 258
2.a) Motion to Adopt the Agenda.
Page 9 of 258
2.a) Motion to Adopt the Agenda.
Page 10 of 258
2.a) Motion to Adopt the Agenda.
Page 11 of 258
2.a) Motion to Adopt the Agenda.
Page 12 of 258
2.a) Motion to Adopt the Agenda.
Page 13 of 258
2.a) Motion to Adopt the Agenda.
Page 14 of 258
2.a) Motion to Adopt the Agenda.
Page 15 of 258
2.a) Motion to Adopt the Agenda.
Page 16 of 258
2.a) Motion to Adopt the Agenda.
Page 17 of 258
2.a) Motion to Adopt the Agenda.
Page 18 of 258
2.a) Motion to Adopt the Agenda.
Page 19 of 258
2.a) Motion to Adopt the Agenda.
Page 20 of 258
5.a) Minutes of Council meeting held on Wednesday, June 10, 2020.
Page 21 of 258
5.a) Minutes of Council meeting held on Wednesday, June 10, 2020.
Page 22 of 258
5.a) Minutes of Council meeting held on Wednesday, June 10, 2020.
Page 23 of 258
5.a) Minutes of Council meeting held on Wednesday, June 10, 2020.
Page 24 of 258
5.a) Minutes of Council meeting held on Wednesday, June 10, 2020.
Page 25 of 258
5.a) Minutes of Council meeting held on Wednesday, June 10, 2020.
Page 26 of 258
5.a) Minutes of Council meeting held on Wednesday, June 10, 2020.
Page 27 of 258
5.a) Minutes of Council meeting held on Wednesday, June 10, 2020.
Page 28 of 258
5.a) Minutes of Council meeting held on Wednesday, June 10, 2020.
Page 29 of 258
5.a) Minutes of Council meeting held on Wednesday, June 10, 2020.
Page 30 of 258
5.a) Minutes of Council meeting held on Wednesday, June 10, 2020.
Page 31 of 258
5.a) Minutes of Council meeting held on Wednesday, June 10, 2020.
Page 32 of 258
5.a) Minutes of Council meeting held on Wednesday, June 10, 2020.
Page 33 of 258
5.a) Minutes of Council meeting held on Wednesday, June 10, 2020.
Page 34 of 258
5.a) Minutes of Council meeting held on Wednesday, June 10, 2020.
Page 35 of 258
5.a) Minutes of Council meeting held on Wednesday, June 10, 2020.
Page 36 of 258
8.a) 10:00 a.m. Bob Lehman on behalf of Horseshoe Valley Property Owners...
Dpvodjm!Kvof!35-!3131
!ofx!jufn
Ipstftipf!Wbmmfz!Qspqfsuz!Pxofst!Bttpdjbujpo!)IWQPB*
Sfrvftu!gps!Ipstftipf!Wbmmfz!Tfuumfnfou!Bsfb!Tfdpoebsz!Qmbo
Up!ibwf!Dpvodjm!ejsfdu!Upxotijq!tubgg!up!efwfmpq!bo!vq!up!ebuf!Tfdpoebsz!Qmbo!xjui!dpnnvojuz
jowpmwfnfou!up!hvjef!nbkps!hspxui!boe!efwfmpqnfou!jo!Ipstftipf!Tfuumfnfou!Bsfb/
Page 37 of 258
8.a) 10:00 a.m. Bob Lehman on behalf of Horseshoe Valley Property Owners...
Dpvodjm!boe!Qmboojoh!Efqu/!):028!'!7029*
B!Tfdpoebsz!Qmbo!qspnpuft!cftu!qsbdujdft!boe!dpogpsnjuz!xjui!puifs!mpdbm!qmbot-!boe!dpnqbujcjmjuz!boe!dppsejobujpo!xjui!fyjtujoh-
ofx!boe!nvmujqmf!efwfmpqnfout-!jnqpsubou!jo!ijhi!hspxui-!dibohjoh!efnphsbqijd!{poft!mjlf!Ipstftipf/
!Kvof!8-!3131
Cpc!Mfinbo!po!cfibmg!pg!IWQPB
5!Ijhimboe!Es
IWQPB!Dpoubdu!=iwqpbdpoubduAhnbjm/dpn?
Page 38 of 258
8.a) 10:00 a.m. Bob Lehman on behalf of Horseshoe Valley Property Owners...
Page 39 of 258
8.a) 10:00 a.m. Bob Lehman on behalf of Horseshoe Valley Property Owners...
Page 40 of 258
8.a) 10:00 a.m. Bob Lehman on behalf of Horseshoe Valley Property Owners...
Page 41 of 258
8.a) 10:00 a.m. Bob Lehman on behalf of Horseshoe Valley Property Owners...
Page 42 of 258
8.a) 10:00 a.m. Bob Lehman on behalf of Horseshoe Valley Property Owners...
Page 43 of 258
8.a) 10:00 a.m. Bob Lehman on behalf of Horseshoe Valley Property Owners...
Page 44 of 258
8.a) 10:00 a.m. Bob Lehman on behalf of Horseshoe Valley Property Owners...
Page 45 of 258
8.a) 10:00 a.m. Bob Lehman on behalf of Horseshoe Valley Property Owners...
Page 46 of 258
8.a) 10:00 a.m. Bob Lehman on behalf of Horseshoe Valley Property Owners...
Page 47 of 258
8.a) 10:00 a.m. Bob Lehman on behalf of Horseshoe Valley Property Owners...
Page 48 of 258
8.a) 10:00 a.m. Bob Lehman on behalf of Horseshoe Valley Property Owners...
Page 49 of 258
8.a) 10:00 a.m. Bob Lehman on behalf of Horseshoe Valley Property Owners...
Page 50 of 258
8.a) 10:00 a.m. Bob Lehman on behalf of Horseshoe Valley Property Owners...
Page 51 of 258
8.a) 10:00 a.m. Bob Lehman on behalf of Horseshoe Valley Property Owners...
Page 52 of 258
8.a) 10:00 a.m. Bob Lehman on behalf of Horseshoe Valley Property Owners...
Page 53 of 258
8.a) 10:00 a.m. Bob Lehman on behalf of Horseshoe Valley Property Owners...
Page 54 of 258
8.a) 10:00 a.m. Bob Lehman on behalf of Horseshoe Valley Property Owners...
Page 55 of 258
8.a) 10:00 a.m. Bob Lehman on behalf of Horseshoe Valley Property Owners...
Page 56 of 258
8.a) 10:00 a.m. Bob Lehman on behalf of Horseshoe Valley Property Owners...
Page 57 of 258
8.a) 10:00 a.m. Bob Lehman on behalf of Horseshoe Valley Property Owners...
Page 58 of 258
8.a) 10:00 a.m. Bob Lehman on behalf of Horseshoe Valley Property Owners...
Page 59 of 258
8.a) 10:00 a.m. Bob Lehman on behalf of Horseshoe Valley Property Owners...
Page 60 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
MEDONTE
-
2020
24,
Road Network Plan TOWNSHIP OF ORO June
1
Page 61 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
Study OverviewRoad System & OperationsNext StepsQuestions
Agenda A.B.C.D.
2
Page 62 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
A. Study Overview
3
Page 63 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
Review of road policies & standards, and coordination with road classification
Focus on the physical road condition, need for improvements and prioritizationFocus on the overall road system, traffic volumes, operations and classificationsbackground review
Road Needs StudyRoad StandardsRoad System & OperationsProject Initiation
2
Study Components
43
5
4
Page 64 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
Road Needs StudyRoad StandardsRoad System & OperationsProject Initiation
2
Study Deliverables
43
5
5
Page 65 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
B. Road System & Operations
6
Page 66 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
existing traffic volumes & operationsfuture traffic volumes & operationsroad classificationtravel speedsother road users
Assess the Township road system considering:In general, understand how the road system has been developed and is utilized
Overall Purpose
7
Page 67 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
86
87
56
93
54
51
85
80
55
84
44
48
89
5739
52
76
4533
83
34
4940
79
92
22
35
82
23
6728
15
53
4624
66
16
88
96
41
63
29
17
6
78
36
68
42
30
50
62
11
3
25
65
47
95
7
73
75
31
1
94
18
4
26
37
4369
81
877
12
13
72
19
2774
91
5
90
61
9
38
2
32
20
71
64
60
70
14
21
82
58
10
59
Day, PM)
-
hour countshour counts +
--
AM, Mid
July 2019summer conditions9 intersection counts (68 2419 72speedcars, light trucks, heavy trucks & motorcycles
Date of countsTypes of countsVehicle classifications
Existing Traffic Volumes
8
Page 68 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
86
87
56
93
54
51
85
80
55
84
44
48
89
5739
52
76
4533
83
34
4940
79
92
22
35
82
23
6728
15
53
4624
66
16
88
96
41
63
29
17
6
78
36
68
42
30
50
62
11
3
25
65
47
95
7
73
75
31
1
94
18
4
26
37
4369
81
877
12
13
72
19
2774
91
5
90
61
9
38
2
32
20
71
64
60
70
14
21
82
58
10
59
/capacity ratio
Level of Service A or B (A is best, F is worst)delays of < 15 secsconsiders volumecapacity based on road classificationv/c range 1% to 46%average v/c < 10% Level of Service A or B
Intersection operationsRoad section operationsNo operational issues
Existing Traffic Operations
9
Page 69 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
1
6
2
7
3
4
5
Horseshoe Valley LandsKellwat Ltd. & Fred GrantVetta SpaSkyline HV Inc.Horseshoe Timber RidgeElementary School/Community CentreGingras Commercial
–––––––
1 2 3 4 5 6 7
Node
2029 & 2039highways (0 to 2% pa)Cty roads (3 to 8% pa)Craighurst Secondary Plan AreaHorseshoe Valley Development Warminster Area
Horizon yearsAnnual historic growthAnnual population growth (1.7% per annum)Development growth
Future Traffic Volumes
10
Page 70 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
86
87
56
93
54
51
85
80
55
84
44
48
89
5739
52
76
4533
83
34
4940
79
92
22
35
82
23
6728
15
53
4624
66
16
88
96
41
63
29
17
6
78
36
68
42
30
50
62
11
3
25
65
47
95
7
73
75
31
1
94
18
4
26
37
4369
81
877
12
13
72
19
2774
91
5
90
61
9
38
2
32
20
71
64
60
70
14
21
82
58
10
59
Level of Service A or B (A is best, F is worst)delays of < 15 secsLOS C at Line 15N & BLSR delay < 20 secsvolume/capacity ratio v/c range 1% to 35% on local roadsv/c range 1% to 68%
on collectorsLevel of Service A to C
Intersection operationsRoad section operations
Future Traffic Operations
11
Page 71 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
safety
WAY STOP control
-
NO need for ADDITIONAL LANESNO need for ALLNO need for LEFT TURN LANESNO need for RIGHT TURN LANES
For the road sections considered:For the 19 intersections considered:From a Traffic Operations perspective, the Township’s road system can adequately accommodate existing & future traffic
volumes. While no improvements are required, property acquisition at intersections and along road sections will occur through development process in order to establish appropriate
daylight triangles, addressconcerns and establish appropriate ROW widths.
RECOMMENDATION Traffic Operations
12
Page 72 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
Road Classification
13
Page 73 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
W)
-
S)
-
11,12 & 40011, 19, 20, 22, 23 (E93 (N225km local roads (35%)401km collectors (65%)no arterial roads
Provincial highwaysCounty roads (arterials)Township roads
Road Classification
14
Page 74 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
long
traffic
>3000
through
collector
INDUSTRIAL
traffic/trucking
MAJOR COLLECTOR &
medium
land access
interrupted
INDUSTRIAL
1000 to 3000
traffic/trucking
local and collector
MINOR COLLECTOR &
, roads are to be classified as follows:
Medonte Development Engineering Policies,
-
local
short
<1000
land access
interrupted
RESIDENTIAL
URBAN/LOCAL
traffic movement
Township of Oro
Current classifications were reviewed, and revisions recommended to standardize and simplify the classifications and establish a consistent system that appropriately reflects the Township’s
road network needs.Proper classification facilitates the prioritization of road network management with respect to road needs, speed reviews, operational activities, etc.
As per the Process and Design Standards
TownshipRoad Classification Guideline
CRITERIA Source ProvidedMovementLength of TripFlowInterconnections Estimated AADT
15
Page 75 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
local
23 metres
COLLECTOR
up areas: 50 to 60
-
1,000 to 5,000
interrupted flow
rural areas: 60 to 80
built
movement & land access
locals, collectors & arterials
equal balance between traffic
all types, limited truck volumes
ROAD CLASSIFICATION
local
LOCAL
<1,000
20 metres
land access
up areas: 40 to 60
-
interrupted flow
arterials (limited)
locals, collectors &
rural areas: 60 to 80
built
(through traffic discouraged)
trucks; occasional heavy trucks
passenger cars & light to medium
way width
-
of
-
RECOMMENDATION Road Classification Guideline
CHARACTERISTIC Service functionAADTFlow characteristicsTraffic typeSpeed limit (km/h)Vehicle typeNormal connections Right
16
Page 76 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
Qspqptfe
Qspqptfe
.
.
IjhixbzDpvouz!SpbeDuz!Spbe!Dpmmfdups!
Line 6
-
decrease from
roads
Hwy 11 to Cty Rd
–
Cty Rd 19 to 23Cty Rd 22 to 19
--–
increase from 225 to
156km
roads
–
401 to
Line 3 N Line 6 N Line 7 N 22Mount St. Louis Road N to Line 7 Nlocals 441kmcollectors no arterial
Upload 28km to County (arterials)Township
RECOMMENDATION Road Classification
17
Page 77 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
22.7km
50/51 SideroadBass Lake SideroadLine 1 NorthLine 7 NorthLine 9 NorthLine 10 NorthLine 13 NorthScarlett Line
Portions of:Total length:
Haul RouteDesignation
18
Page 78 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
up areas
-
mitigate impacts to the road systemseek the shortest path to the upper tier road systemavoid built
Haul routes should
Haul RouteDesignation
19
Page 79 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
being
Official
the
of
currently
part
are
as
routes
Establish a design standard for Haul routes Designate new routes as neededNew routes should satisfy the Haul Route standardConsider land use policies along Bass Lake S/R (in the heart
of the aggregate resource area) to reduce potential conflicts with future haul routesHaulreviewedPlan review process
RECOMMENDATION Haul Routes
20
Page 80 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
d
sac
-
unassume
de
-
To 0.45km E of Bass LineEnd of RoadEnd of Road0.14 km E of Bickell DrEnd of RoadBay StEnd of RoadEnd of RoadEnd of RoadEnd of RoadEnd of Open Road AllowanceEnd of RoadMackay StreetBards
Beach RdMitchell RoadMitchell RoadEnd of RoadHorseshoe Valley Rd WCulHigh Vista DrEnd of RoadEnd of RoadEnd of RoadEnd of RoadEnd of Road
From Bass LineLine 15 N0.14 km E of Bickell DrBickell DrBickell DrChurch StLine 4 SLine 14 NLine 15 NLakeshore Road ELine 11 NMackay StreetLine 15 NHighway 12Lakeshore Road ELakeshore
Road EHighway 12High Vista DrHigh Vista DrHigh Vista DrGanton RdRang RoadLine 11 S Line 7 NLine 15 N
dedicated to Township but remains
been
.*
Rd. has
Rowanwood
Street Name*
Bards Beach Rd.Barr Ave.Beach Rd.Beach Rd.Beach Rd.Bell Ln.Brambel Rd.Cook Ln.Devitt St.Dicker Ln.Fair Valley Church Rd.Ganton Rd.Ganton Rd.Goss Rd.Grandview Cres.Grandview Cres.Healey
Beach Rd.High Vista Dr.High Vista Dr.High Vista Dr.Mackay St.Pemberton Ln.Pugsley Ln.Rowanwood RdRutledge Rd.
formal arrangementsinformal arrangements
8.3km of private roadsMaintained in whole, or in part, by the Township via
Private RoadDesignations
21
Page 81 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
POLICY OPTION 2 Township maintains private roads at COST to the landowners
POLICY OPTION 4 Township DOES NOT maintain private roads
Establish a policy for the maintenance of private roadsMaintenance = snow removal & grading
RECOMMENDATION Private Roads POLICY OPTION 1 Township maintains private roads at NO COST to the landowners POLICY OPTION 3 Landowners improve private road to Township standard for Township
ASSUMPTION
22
Page 82 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
57
76
79
22
82
24
29
17
62
3
73
18
26
81
72
5
70
58
10
19
at
the
capturing
where
examined
throughout
sections
hour counts
Speed Review
-
speeds
roadformal requests for speed reductions received from residents; andareas of concern identified by Township staff72volume and speed data
TravellocationsTownshipCount locations reflect:Types of counts
Travel
23
Page 83 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
VS
TH
+2+2+8+2
+29+19+24+32+30+49+31
+27+24+17+10+21+14+14+22
85
POSTED
TH
)
69597482
8099818784 8282 97 8890949482
101102
85
PERCENTILE
km/h
TH
SPEED DATA (
57 5161 6868856976 7062638273708678828763
50
PERCENTILE
404050505050506060 80808080808080808080
SPEED
POSTED
ROAD SECTION Line 3 N to Line 4 NBass Lake S/R to Highway 12Cty Rd 93 to Line 1 NLine 7 N to Topaz CourtLine 5 S to Line 7 SMonica Court to Cty Rd 22Lakeshore Rd W to Cty Rd 20Line
14 N to Line 15 NHighway 11 to 15/16 S/RCty Rd 93 to Line 1 SLine 10 N to Line 11 NCty Rd 20 to Highway 11Bidwell Road to Cty Rd 11Peter Street W to Cty Rd 23Highway 11 to 15/16 S/RCty
Rd 22 to Ingram RoadCty Rd 11 to Bass Lake S/R
Line 11 N to Line 12 NMount St. Louis to Moonstone
hour counts + speed
-
19 72
58
Types of counts
Existing Travel Speeds
ROAD Highland DriveLine 15 NBidwell RoadDiamond Valley DriveLakeshore Road WestLine 6 NLine 7 SBass Lake S/RLine 7 N
5/6 S/R15/16 S/RLine 2 SLine 2 NLine 3 NLine 5 NLine 7 NLine 8 NMount St. Louis Road EScarlett Line
24
Page 84 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
80
speed
speed
speed
10km/h
20km/h
30km/h
over posted
over posted
over posted
3 of 19 (16%)
14 of 19 (74%)
10 of 19 (53%)
th
th
th
85
85
85
speed
speed
speed
Percentile
Percentile
Percentile
Speed Review
Of the 19 road sections where speeds were recorded
Travel
25
Page 85 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
5 E’s of Road Safety
standards,
based on TAC
included assessment of the
also
street parking
review
-
Speed Review
road classificationroadside environmentnumber of laneshorizontal and vertical geometrylane widthroadside hazardsother road users (eg. pedestrians, cyclists)road surfacenumber of intersecting
streetsdriveway accesson
Speedexisting speed limits for each road segmentSpeed limit review considering:
Travel
26
Page 86 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
percentile
th
85
considered observed
on majority of drivers:
remised
p
is
concept
10km/h of the
±
Speed Review
percentilepercentile speed may
being reasonable and prudentnot wanting to be involved in an accidentdesire to get to their destination in the shortest possible time
thth
In addition to TAC standards, reviewspeed (speed at with 85% of motorists will travel at or below)8585be considered the MAXIMUM safe speedShould be speed limit
Travel
27
Page 87 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
volumes
section, as
of
traffic
speed
speeds
Speed Review
10
-
travel
Each subject road section was reviewed based on TAC standards and the observed and Existing designvertical/horizontal alignment considered for specific sections identified by staffSpeed
limit recommendations were provided for each road summarized in Staff Report OCS 2020
RECOMMENDATION Travel
28
Page 88 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
is
time
-
one
review
a
be
high priority routes
to
year effort based on
-
with
to include subdivision or
multiavailable budgetstartnotminor local roads, which should otherwise be posted at 50 km/h, regardlesscomprehensiveintendedprogram that creates a benchmark to be referenced in future
speed limit review requests
Comprehensive Speed Limit Review
that
k
application
determination
networ
similar to
limit
consistent
entire
Speed Review
TAC standardstraffic volumestravel speedsexisting design speed as necessary, based on Township staff recommendations
speed
Conduct a comprehensive speed limit review of the entire road networkFramework conducted in Road Network Plan, based on:Ensuresofacross
RECOMMENDATION Travel
29
Page 89 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
General
-
Policy
Speed limits are to be established based on TAC standardsReducing a speed limit below the TAC guideline will be considered if necessary, to protect the presence of vulnerable road users
or mitigate specific road issues
Speed Limit
comprehensive
targeting road
Council
from
limit
results
necessary
a travel speed review
concern
speed
Speed Review
action
& procedure
identify referencestudyconduct speed countconfirm issue/concern and make recommendationnoincrease enforcement/introduce design features to reduce speedraiselower speed limit
Implement policy segments identified by staff and concerns raised by recommendations may include
RECOMMENDATION Travel
30
Page 90 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
speed
nwanted
u
Highway 12 to Bass Lake S/R
project
high travel
address
–
and
to
pilot
provides direct access
North
intended to serve a local
15
Travel speed review identifiedconcerns and high traffic volumes along Line 15 North between Highway 12 & Bass Lake S/RLineto Bass Lake beach area and several residences and side streetsWhilefunction,
development of West Orillia area has resulted in a high volume of through trafficTraffic calmingrecommendedtraffic volumesspeeds
RECOMMENDATION Line 15 North
31
Page 91 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
for
needed:
if
seasonal
assess impact
for snow
–
are
Highway 12 to Bass Lake S/R
Project:
)
–
speeds
undesirable
winter
Pilot
measures
travel
measures
route
during
operations
Calming
temporary planters to narrow
additional
reducemakethrough trafficDragon Teeth pavement markingstemporary speed cushionslanes and/or temporary “chokers”
Intent of traffic calming:TrafficMonitor volumes/speeds before & after implementation AddTemporary(removeclearing
RECOMMENDATION Line 15 North
32
Page 92 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
Dragon’s Teeth
Speed Cushions
Highway 12 to Bass Lake S/R
–
Dragon’s Teeth
RECOMMENDATION Line 15 North
33
Page 93 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
include:
through
to
may
program,
sac or barriers
Highway 12 to Bass Lake S/R
-
pilot
North
–
de
of
-
15
cul
more restrictive and
Line
via
findings
recommendations
continued implementation of seasonal measures (if effective)considerpermanent measuresclosingtrafficrestrictive measures can be piloted using temporary curbs or barriers
PendingfutureRestrictive/permanent measures may include:
RECOMMENDATION Line 15 North
34
Page 94 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
-
-
55km Ganaraska Trail28km Lake County OroMedonte Rail Trail4km total lengthlargely within the “builtup” areas
Trail networkSidewalks
Active Transportation
35
Page 95 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
-
-
26km Canopy Cruising34km Bass Lake Beauty92km Hills of OroMedonteColdwater Course28km Lake County OroMedonte Rail Trail
Cycling network
Active Transportation
36
Page 96 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
S
-
-
W and N
-
trails/sidewalks
Establish policy to protect and preserve the rail trailProvide connecting residents to community facilities in settlement areas E.g. Line 2 S in Shanty Bay, Warminster S/R in Warminster,
Line 4 N in Horseshoe)expand based on Strava cycling data on nondesignated routesprovide better Econnectivity
Trails & sidewalk systemsCycling network
RECOMMENDATION Active Transportation
37
Page 97 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
C. Next Steps
38
Page 98 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
Road System & OperationsRoad Needs Study
Draft reports submitted to Township for reviewSubmit Road Standards report & present findings to CouncilFinalize reports based on input from staff and Council
Next Steps
39
Page 99 of 258
8.b) 10:10 a.m. Michael Cullip, Vice President Head Office Operations; a...
D. Questions
40
Page 100 of 258
11.a) FES2020-2, Donny Adamson, Acting Deputy Chief; Marie Brissette, Sp...
Page 101 of 258
11.a) FES2020-2, Donny Adamson, Acting Deputy Chief; Marie Brissette, Sp...
Page 102 of 258
11.a) FES2020-2, Donny Adamson, Acting Deputy Chief; Marie Brissette, Sp...
Page 103 of 258
11.b) CS2020-13, Jennifer Whitley, Coordinator, Economic Development/Com...
Report
Report No.To:Prepared By:
CS2020-13CouncilJennifer Whitley,
Coordinator, Economic
Development &
Communications
Meeting Date:Subject:Motion #
June 24, 2020Internet Connectivity Task _____________________
Force
Roll #:R.M.S. File #:
Recommendation(s):Requires ActionFor Information Only
X
It is recommended:
1.That Report No. CS2020-13be received and adopted.
2.That the following Members of Councilsit onthe Internet Connectivity Task Force
(ICTF):
a.____________________________________(Chair)
b.____________________________________
3.That staff continue with the community outreach and communication as outlined in
report CS2020-13;
4.And That the Task Force report backto Council on a monthly basis as appropriate.
Background:
The importance of internet connectivity has been recognized by all levels of government
as critical for business transactions, educational requirements, personal needs and
entertainment.Federal and Provincial governments have allocated significant funding
to enable service providers to enhanceopportunities forconnectivity.
TheCanadian Radio-television and Telecommunications Commission(CRTC) has been
mandated federally with the responsibility of “ensuring that Canadians have access to a
world-class communication system that promotes innovation and enriches their lives.”
With respect to internet connectivity, they have “established a universal service
objective that Canadians –in rural and remote areas as well as in urban centres –have
access to voice services and broadband Internet access services on fixed and mobile
wireless networks.
Corporate ServicesJune 24, 2020
Report No. CS2020-13Page 1of 4
Page 104 of 258
11.b) CS2020-13, Jennifer Whitley, Coordinator, Economic Development/Com...
The CRTC set new targets for these services:
-speeds of 50 Mbps download/10 Mbps upload for fixed broadband services
-an unlimited data option for fixed broadband services
-the latest mobile wireless technology available not only to all homes and
businesses, but also along major Canadian roads.”
Given,the lower densities, often larger physical footprints and challenging terrain rural
municipalities face,there are many issues with respect to the provision of internet and
the ability to meet the targets identified above. Like others, Oro-Medonte Township is
one of those rural municipalities that has connectivity issues.
Oro-Medonte Township Councilshave over the past number of years responded to
these issues and tasked staff with continuing to advocate on behalf of its residents and
businesses with service providersencouraging them to apply for funding and improve
connectivity withinthe municipality. Improvements have been made in some areas
within the Township, however, as evidenced by the impact of COVID-19 and the
increasedneeds that come with working and learning from home, the municipality must
also increase its efforts in this regard. At the June 10, 2020Council Meeting, Council
directed staff to strike aTask Forcefocused on internet connectivityto bring added
focusand ideally expertiseto this critical infrastructure issue.
Analysis:
Following the direction of Council, staff have drafted amandate and guidelinesfor the
Internet Connectivity Task Force(ICTF). This mandate and guidelinesreflect similar
activities and processes of working groups within other municipalities. See Appendix A.
As noted in the Guidelines, staff are suggestingthat this Task Force be comprised of 2
Members of Council, one of which sits on the Economic Development Roundtable,to
provide communication linkages back to this working group. One of these 2 Members
of Council willbe tasked with the responsibility of Chairing the Task Force and reporting
back to Council on a monthly basis, whereappropriate. It is staff’s opinion that these
communication channelsare key,as this initiative advances and progresses,
particularly should there be opportunities for funding applicationsor partnershipsetc.
The recruitment of the public members of this ICTFhas been initiated. As noted within
the Guidelines, representation will be sought, ideally, from the 5 Wards within the
Township. Akey deliverable of this group is to provide technical input/advise to staff as
a strategy is developed, it will be critical that public representation come with strong
technical expertise.
The Federal Government has identified that a new funding opportunity will be released
in thesummer of 2020,where municipalitiesmaybeeligible applicants. As is the case
with any funding application, it will important to accurately quantifyand demonstratethe
municipality’s needs (gaps, current coverage, speeds, providers, concernsetc.).
Corporate ServicesJune 24, 2020
Report No. CS2020-13Page 2of 4
Page 105 of 258
11.b) CS2020-13, Jennifer Whitley, Coordinator, Economic Development/Com...
As this information is not readily available, nor current, it is staff’s recommendation that
an outreach to the communitybe initiated immediately. Utilizing information andsurvey
tools used by other municipalities and organizations to enable consistent data
comparisons, staff will launch and communicate the opportunity and methodology to
participate through our communication network (media release –TV, radio,word-of-
mouth/print, on-line publications, e-newsletter, website and social media). It is staff’s
hope that members of Council and other community groups (property –owners
associations etc.) will assist in extending communication.
Financial/Legal Implications/Risk Management:
Any costs associated with administration of the ICTF can be accommodated within
current 2020 budget allocations. Should an opportunity be identified to submit a funding
application,staff will seek direction from Council prior to submission.
Policies/Legislation:
Corporate Strategic Goals:
Balanced Growth
Consultations:
Clerk
Manager, Information Technology
GIS
Internet Services Providers
North Simcoe Community Futures
SWIFT
County of Simcoe Economic Development
Residents & Business Owners
Economic Development Roundtable
Attachments:
Appendix A: Internet Connectivity Mandate & Guidelines
Corporate ServicesJune 24, 2020
Report No. CS2020-13Page 3of 4
Page 106 of 258
11.b) CS2020-13, Jennifer Whitley, Coordinator, Economic Development/Com...
Conclusion:
The need for internet connectivity has become as basic as the need for atelephone and
electricity. Rural municipalities, like the Township of Oro-Medonte are challenged in the
level of connectionand optionsavailable (reliability, speed, access and cost). Council
has recognized that enhanced efforts are neededto move initiatives forward. The
recommendations with respect toestablishing a Task Forcewill assistto position the
Township to advocate for andbe in a position to capitalize on fundingapplications as
they present themselves.
Respectfully submitted:
Jennifer Whitley
Coordinator, Economic Development & Communications June 16, 2020
Approvals: Date:
Donna Hewitt, Director, Corporate Services June 16, 2020
Robin Dunn, CAO June 19, 2020
Corporate ServicesJune 24, 2020
Report No. CS2020-13Page 4of 4
Page 107 of 258
11.b) CS2020-13, Jennifer Whitley, Coordinator, Economic Development/Com...
Township of Oro-Medonte
Internet ConnectivityTask Force
Mandate & Guidelines
Mandate
To identify broadband initiatives and to advance the goals of the Economic
Development Strategyspecific to internet,including; exploring mechanisms and best
practices of how to facilitate high-speed internet expansion in the Township.The
Internet Connectivity Task Force(ICTF) willprovide feedback to staff who will share
information to Council &the Economic Development Roundtable,
Activities
Providefeedback andsuggestionsto staff and the Economic Development Roundtable
on the municipal involvement inBroadband initiatives and any relating infrastructure,
including investment and funding opportunities.Championing high-speed internet
connectivity across the Township, reviewing and refining specific goals, outcomes and
timelines. Research and review infrastructure investment and funding, assist with gap
analysis and strategy development.
Continue to build relationships with existing Broadband providers such as Bell,
Rogers, Vianet, Xplornet, Point to Point and other Internet service providersavailable in
the Townshipto enhance internetconnectivity from an employment perspective and a
residentialperspective in our rural municipality.
Task Force Structure
The ICTFshall be a minimum of 5members. All members are considered volunteer
positions and there are no perdiems provided.
To be effective, all participants must agree to set aside their corporate and personal
interests and be guidedby what is in the best interests of the Township.
Membership to include:
Council Members (2) –
(1 representing the Economic Development Roundtable)Selectedby Council
Mayor\\Designate Ex-Officio
Members of the public(up to 5)Ideally one per ward
Advisory member(s) as required
Support:
Staff -Economic Development/Corporate Services
Staff -Information Technology
Internet Connectivity Task Force Mandate & Guidelines 1 of 4
Page 108 of 258
11.b) CS2020-13, Jennifer Whitley, Coordinator, Economic Development/Com...
Appointments
Membersof the public must apply andwill beselected based on qualifications, for the
term of the Task Force.Membersmust beresidentsof Oro-Medontewith consideration
given to those withrelevant expertise or knowledge in the industry (ie. Internet/computer
technology, broadband, connectivity). An individual, who wishes to be considered must
submit a completed application formto the Coordinator, Economic Development &
Communications.
If a vacancy occurs during the term, the Task Forcemay selectareplacement to
complete the term. The Chair must advise theTask Forceas soon as a vacancy occurs.
The opening will be posted on the Township’s website.
Term of Task Force
The ICTFterm is anticipated to be between 18 and 24 months; subject to further review
after 18 months.
Chair/Vice Chair
The Chair,and the ViceChairwill be members of Council.The ViceChair will perform
the same duties in the absence of the Chair.
Meetings
Shall be scheduled on a regular basis orat the call of the Chairas deemed appropriate.
Meetings of the Task Force will beheld forapproximately one to two hours in length.
Decisions will be reached by consensus.
Task Force Communication
Chair of the Task Force will report back to Council on a monthly basis where
appropriate.
Code of Conduct
All members shall follow the mandate & guidelinesand abide by the Township’s code of
conduct.
Internet Connectivity Task Force Mandate & Guidelines 2 of 4
Page 109 of 258
11.b) CS2020-13, Jennifer Whitley, Coordinator, Economic Development/Com...
REFERENCE:
Oro-Medonte Economic Development Strategy related to Internet Expansion
Objective 2: Explore other mechanisms and best practices of how to facilitate high-
speed internet expansion.
Internet Connectivity Task Force Mandate & Guidelines 3 of 4
Page 110 of 258
11.b) CS2020-13, Jennifer Whitley, Coordinator, Economic Development/Com...
Action Areas:
o Conduct a thorough environmental scan and evaluation of best practices
in infrastructure development, including financing, partnerships, the role of
government, and the role of the private sector.
Identify the most relevant best practices and connect with the
organizations that implemented them to learn about processes and
outcomes.
Select the best practice with the highest chance of success and
report to Council.
o Identify and engage potential partners such as the South Western
Integrated Fibre Technology (SWIFT) initiative to explore expansion of
high-speed internet services.
o Map existing high-speed internet coverage and identify areas of priority for
expansion of services.
o Develop a business case to identify demand for high-speedinternet
services.
o Remain current on funding opportunities related to high-speed internet
infrastructure expansion.
Apply for funding opportunities for infrastructure development
where possible.
Provide support for other high-speed internet development
applications that benefit the Township.
o Commit resources to investment in service expansion.
Internet Connectivity Task Force Mandate & Guidelines 4 of 4
Page 111 of 258
11.c) OCS2020-11, Shawn Binns, Director, Operations and Community Servic...
Page 112 of 258
11.c) OCS2020-11, Shawn Binns, Director, Operations and Community Servic...
Page 113 of 258
11.c) OCS2020-11, Shawn Binns, Director, Operations and Community Servic...
Township of Oro-Medonte
Traffic Safety Task Force
Mandate &Guidelines
Mandate
TheTraffic Safety Task Force(TSTF)provides a community perspective on road safety
issuesand policies, promotes public awareness and educationfor road safety initiatives
and programs, with an aim toenhance community participation and collaborationto
enhance trafficsafety in the Township of Oro-Medonte.
Function
TheTSTFadvises on waysto improve safety on Township roads for drivers, cyclists,
and other road users.
TheTSTFwill raise awareness, advise and stimulate action on traffic management
issues such as parking control, speed limits, cross walks and crossing guards, load
restrictions, community safety zones as well as on general matters of public safety.
Guiding principles
Road Safety is predicated on the 5 E’s (Engineering, Education, Enforcement,
Evaluation and Engagement).
Community and agency cooperation is key to achievingmandate.
The task force will use information and data to focus and measure the success of
its initiatives.
The task force shall seek out best practices.
People can be the problem. They can also be the solution.
Activities
Review traffic counts and traffic information such as speed assessments, traffic
assessments, intersection reviews and others reports and information;
Consider requirements for existing and future use of crossing guards;
Discuss resident concerns regarding speeding, parking,walkways and other
traffic related matters;
Assist in development ofsocial marketing initiatives to engage and educate the
community on traffic safety;
Provide input into the development of active transportation plans;
Provide input into policy regardingtraffic safety and management,as well as long
term plans;
Develop programs and/or initiativesthat address public safety.
Traffic Safety Task Force Mandate and Guidelines 1 of 3
Page 114 of 258
11.c) OCS2020-11, Shawn Binns, Director, Operations and Community Servic...
Task ForceStructure
The TSTF positionsare considered volunteer positions and there is no compensation
for participation.
To beeffective, all participants must agree to set aside their corporate and personal
interests and be guided by what is in the best interests of the Township.
Thetraffic safetytask forceshall be structured to include the following representatives:
Council Members (2)Selectedby Council
Mayor\\Designate Ex-Officio
Members of the public (up to 5) Ideally one per ward
Support
Staff -Director, Operations and Community Services
Staff -Manager, Operations
Ontario Provincial Police Representative as appointed by Detachment Commander
Additional resources
Chief Municipal Law Enforcement Officer As required
Coordinator, Communication As required
Appointments
Members of the public must apply and will be selected based on qualifications, for the
term of the Task Force. Members must be residents of Oro-Medonte with consideration
given to those with relevant expertise or knowledge in the industry (i.e.,engineering,
community development, social marketing or other relevant skills).An individual, who
wishes to be considered must submit a completed application form to the Operations
and Community Services Department.
If a vacancy occurs during the term, the Task Force may select a replacement to
complete the term. The Chair must advise the Task Force as soon as a vacancy occurs.
The opening will be posted on the Township’s website.
Term of Task Force
The TSTF term is anticipated to be a minimum of 24 months subject to periodic review.
Traffic Safety Task Force Mandate and Guidelines 2 of 3
Page 115 of 258
11.c) OCS2020-11, Shawn Binns, Director, Operations and Community Servic...
Chair/Vice Chair
TheChairand the Vice Chair will be members of Council. The Vice Chair will perform
the same duties in the absence of the Chair.
Meetings
Shall be scheduled on a regular basis or at the call of the Chair as deemed appropriate.
Meetings of the Task Force will be held for approximately one to two hours in length.
Quorum will not be required and decisions will be reached by consensus.
Task ForceCommunication
Chair of the Task Forcewill report back to Council on a monthly basis where
appropriate.
Code ofConduct
All members shall follow the mandate and guidelinesand abide by the Township’s code
of conduct.
Traffic Safety Task Force Mandate and Guidelines 3 of 3
Page 116 of 258
11.d) DS2020-51, Todd Weatherell, Intermediate Planner re: Request for T...
Page 117 of 258
11.d) DS2020-51, Todd Weatherell, Intermediate Planner re: Request for T...
Page 118 of 258
11.d) DS2020-51, Todd Weatherell, Intermediate Planner re: Request for T...
Page 119 of 258
11.d) DS2020-51, Todd Weatherell, Intermediate Planner re: Request for T...
Page 120 of 258
11.d) DS2020-51, Todd Weatherell, Intermediate Planner re: Request for T...
Page 121 of 258
11.d) DS2020-51, Todd Weatherell, Intermediate Planner re: Request for T...
Page 122 of 258
11.e) DS2020-60, Garry McCartney, Chief Building Official re: Supply and...
Page 123 of 258
11.e) DS2020-60, Garry McCartney, Chief Building Official re: Supply and...
Page 124 of 258
11.e) DS2020-60, Garry McCartney, Chief Building Official re: Supply and...
Page 125 of 258
11.e) DS2020-60, Garry McCartney, Chief Building Official re: Supply and...
Page 126 of 258
11.e) DS2020-60, Garry McCartney, Chief Building Official re: Supply and...
Page 127 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Page 128 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Page 129 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Page 130 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Page 131 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Page 132 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
The Corporation of the Township Oro-Medonte
Request for Proposal
RFP # CAO 2020-01
Sealed Proposals, clearly marked as to contents, will be received by Corporate
Services, 148 Line 7 South, Oro-Medonte, Ontario, L0L 2E0, no later than 3:00 pm
(15:00) local time, February 28, 2020.
Late proposals will not be accepted.
Requirements for: Service Level Review, Strategic Plan, and Planning &
Development Approvals Process Review
All proposals are subject to the terms and conditions of the Request for Proposal, the
accompanying specifications, and all other contract provisions or data that is
incorporated.
If further information is required, contact:
Corporate Services; Vanessa Cooper
Executive Assistant, Mayor & Council and CAO
(vcooper@oro-medonte.ca)
The Corporation of the Township of Oro-Medonte reserves the right to accept or reject
all or part of any proposal, and to accept the proposal that is in the best interest of the
owner.
Page 1 of 64
Page 133 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
#®³¤³²
Definitions ....................................................................................................................... 7
Part I Project Terms of Reference ............................................................................ 9
1. Introduction ...................................................................................................... 9
2. Background ...................................................................................................... 9
3. Current situation: ............................................................................................ 10
4. Scope of Project ............................................................................................. 11
5. Timeframe of Project ...................................................................................... 14
6. Project Requirements and Deliverables: ........................................................ 15
7. Contents of Proposals .................................................................................... 15
Part II Instructions to Proponents ............................................................................. 17
1. Delivery of Proposals ..................................................................................... 17
2. Electronic Submissions .................................................................................. 17
3. Proposal Schedule ......................................................................................... 17
4. Competition Intended ..................................................................................... 18
5. Inquiries ......................................................................................................... 18
6. Addendum/Addenda ...................................................................................... 18
7. Site Meeting ................................................................................................... 19
8. Mandatory Proposal Requirements ................................................................ 19
9. Checking of Proposals ................................................................................... 19
10. Late Submission............................................................................................. 20
11. Proposal Opening .......................................................................................... 20
12. Amendment of Proposals ............................................................................... 20
13. Right to Accept or Reject Proposal ................................................................ 20
14. Proposal Evaluation ....................................................................................... 21
Page 134 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
15. Evaluation Criteria .......................................................................................... 21
16. Negotiations ................................................................................................... 22
17. Presentation & Interview ................................................................................ 23
18. Award Determination ...................................................................................... 23
19. Execution of Award ........................................................................................ 24
20. Order of Precedence ...................................................................................... 24
21. Alternative Dispute Resolution. ...................................................................... 25
22. Contract Additions & Deletions ...................................................................... 25
23. Proponent Qualifications ................................................................................ 25
24. Proponent's Statement of Understanding....................................................... 26
25. Term of Contract ............................................................................................ 26
26. Irrevocability of Proposals .............................................................................. 26
27. Errors and Omissions ..................................................................................... 26
28. Proponents Expenses .................................................................................... 26
29. Changes to Proposal Wording ....................................................................... 26
30. Price Components.......................................................................................... 27
31. Freedom of Information .................................................................................. 27
32. Bribery/Fraud ................................................................................................. 27
33. Cancellation ................................................................................................... 27
34. Insurance ....................................................................................................... 28
35. Workplace Safety and Insurance Board (WSIB) ............................................ 28
36. Regulation Compliance and Legislation ......................................................... 29
37. Laws of Ontario .............................................................................................. 29
38. Indemnification ............................................................................................... 29
39. Force Majeure ................................................................................................ 30
40. Severability .................................................................................................... 30
Page 135 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
41. Termination of Contract .................................................................................. 30
42. Termination by Notice .................................................................................... 30
43. Termination for Cause .................................................................................... 30
44. Suspension of Work ....................................................................................... 31
45. Suspension in Future ..................................................................................... 31
46. Failure to Comply with Owner Decisions ........................................................ 31
47. Evaluation of Performance ............................................................................. 32
48. Time is of the Essence ................................................................................... 32
49. Safety Standards ............................................................................................ 32
50. Non-Waiver .................................................................................................... 32
51. Non-Assignment ............................................................................................ 33
52. Emergency Telephone Number ..................................................................... 33
53. Personal Property Security Act ...................................................................... 33
54. Confidentiality of Information .......................................................................... 33
55. Conflicts of Interest ........................................................................................ 33
56. Township Not Employer ................................................................................. 35
57. Purchasing and Tendering Procedures By-Law 2004-112, By-Law 2012-216 35
58. Working Language ......................................................................................... 35
59. Intellectual Property ....................................................................................... 35
60. Accessibility ................................................................................................... 35
61. Township of Oro-Medonte Payment Terms .................................................... 36
Part III Form of Proposal ............................................................................................ 38
Schedule I Budget ...................................................................................................... 44
Schedule II - List of References .................................................................................... 45
Part IV Agreement ......................................................................................................... 47
Part V Appendices .......................................... 54
Page 136 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Accessibility for Ontarians with Disabilities (AODA) .................................................... 56
Contract Change Order Sample .................................................................................. 58
Instructions for Use for Change Orders (if applicable)................................................... 59
Proposal Irregularities ................................................................................................. 61
Attachment A ................................................................................................................. 64
Page 137 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
\[Intentionally Left Blank\]
Page 138 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Definitions
The following definitions apply to the interpretation of the Request for Proposal and
Contract Documents;
1. Addenda or Addendum means any additions, deletions, modifications or other
changes to the Contract Document and all corresponding Schedules and
Appendices.
2. Day means any day from Monday through Friday between thehours
of 8:30 am and 4:30 pm, excluding statutory holidays observed by The Township
of Oro-Medonte.
3. r Day means Monday through Sunday inclusive, but excluding any
recognized statutory holiday.
4. g Date means the date and time specified in Instructions to Proponents,
by which all Proposals shall be received and stamped by the Owner.
5. of In has the meaning that if there is an actual or potential Conflict
of Interest in preparing its Proposal, and/or the Proponent(s) foresees an actual or
potential Conflict of Interest in performing the works required under the Contract.
6. means the agreement in writing governing the defined Work, whichhas
been executed by the Owner and the Successful Proponent following acceptance
by the Owner of the Successful s submission and subsequent signed
agreement.
7. t Documents means a form of agreement, together with the Standard
Conditions, Specifications, Schedules and Appendices, if any, which constitute
the entire understanding between the Township and a Proponent submitting a
Proposal regarding the Work.
8. means the elected Council for the Township of Oro-Medonte.
9. Finance Department means the Chief Financial Officer/Treasurer or his/her
designate working within the Finance Department.
10. m of Proposal are the standard forms provided in the Contract Document.
Proponents must complete and submit the forms contained within this section in
order to provide the necessary information for the evaluation of the submission for
the purpose of entering into a Contract with the Owner in the event of award.
11. Mandatory means those requirements described in Instructionsto
Proponents, which shall be fully satisfied in order for any Proposal to be
considered by the Owner as compliant.
Page 139 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
12. y used in this document denotes permissive.
13. wner refers to The Corporation of the Township of Oro-Medonte, as the case
may be, and as identified in the Request for Proposal, and Contract Documents
for the purpose of the award, execution and performance of the Contract.
14. l or issionrefers to the information submitted by a Proponent in
response to this Request for Proposal.
15. means the legal entity submitting a Proposal.
16. t for Proposal means the document issued by the Township
and used to solicit Proposals from Proponents to provide goods, services or
construction to the Township.
17. and used in this document denotes imperative.
18. -Contractoror - means a legal entity approved by the
Owner undertaking the execution of a part of the Work pursuant to an agreement
with the Proponent.
19. l Proponent means the Successful Proponent(s) whose Proposal has
been accepted by the Township and to whom the Contract is awarded.
20. ly means to provide the necessary tools, material, equipment, and product
to satisfy the Request for Proposal requirements.
21. -Medonte
22. means Work/service performed to meet a demand to comply with the
conditions of the Contract, delivery dates, specifications and technical assistance.
Page 140 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Part I Project Terms of Reference
1. Introduction
The Township is a diverse and beautiful community with a central location in Ontario.
With a population of 21,500 full time residents, it covers a land area of 61,000
hectares, stretching from the westerly border with Barrie, the southerly border with
Lake Simcoe, the easterly border with Orillia and Severn Township and the northerly
border shared with Tay and Severn Townships. The Township is comprised of a
number of smaller hamlets, with Craighurst containing some components of a
traditional downtown including shopping and dining. location
provides residents and visitors alike with the riches of rural life and the convenience of
a short drive to Barrie, Orillia and the Greater Toronto Area.
The Township is accessible by:
Provincial Highways 11, 12 and 400 and the County of Simcoe road systems;
The Lake Simcoe Regional Airport operated by the City of Barrie and the County
of Simcoe, which is located in the Township;
The Canadian Pacific Rail line, which passes through the Township as it travels
from Toronto to Vancouver;
The Lake Country Oro-Medonte Rail Trail which links the Cities of Barrie and
Orillia; and
Lake Simcoe.
2. Background
Like the majority of Municipalities in Canada, the Township of Oro-Medonte is
facing a number of pressures and challenges with respect to municipal service
delivery, public infrastructure provision and public demands amidst a rapidly
complex and changing operating environment. Over the past decade the
Township has been working diligently to address the changing needs of the
community and address future challenges associated with moving from a small
rural community to a mid-size municipality. Associated with this has been a
concentrated effort in improving service levels, the refinement of the
sophistication of management structures and developing a culture of citizen
centricity and continuous improvement.
According to Statistics Canada, between 2011 and 2016, there was a 5% increase in
population in Oro-Medonte. The number of private dwellings increased from 7,475 in
2011 to 9,013 in 2016 representing a 21% increase over the five-year period. Of
particular interest are provincial numbers, which forecast an additional 24% growth in
population over the next 10 years.
Under the leadership of a newly elected Council in 2018, there is a need to revisit the
s Strategic Plan and services to ensure the Township is meeting current
needs and is positioned to meet future needs in the 10-year planning horizon. Further,
Page 9 of 64
Page 141 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
with the projected growth and the Provincial direction towards streamlining and
efficiencies to processes, there is a need to review the municipalit planning and
development approvals process.
3. Current situation:
According to Statistics Canada, between 2011 and 2016, there was a 5% increase in
population in Oro-Medonte. The number of private dwellings increased from 7,475 in
2011 to 9,013 in 2016 representing a 21% increase over the five-year period.
The Township of Oro-Medonte
Councillors elected per individual Wards.
The Township of Oro-Medonte is comprised of 6 departments, specifically: Chief
Corporate Services (Clerk, Economic Development, Communications, Special
Projects); Development Services (Planning, Building, Engineering, Municipal Law,
Customer Service); Finance (Information Technology); Fire & Emergency Services;
Operations & Community Services (Transportation, Parks, Facilities, Recreation). A
detailed functional chart is included in background materials and reports.
The Township workplace is unionized and under collective agreement with
CUPE (Canadian Union Public Employees). A renewed agreement was recently
renegotiated for the 2019-2022 period.
Policing services are provided by the Ontario Provincial Police on a non-contract
basis.
The Township has a significant number of assets (facilities, roads, bridges, fleet,
water/wastewater infrastructure) and continues to close the gap on funding to
s
identified for 2020.
The Township will be updating its legacy ERP software in 2020. There is a need
to ensure IT infrastructure and software support service requirements.
The Township has updated its business plans to provide service descriptions but
to date has not yet developed performance metrics for services for both daily
management and governance controls.
The Township is currently updating its Official Plan and Zoning By-law.
The County of Simcoe (Upper Tier) will be undertaking a comprehensive review
of service delivery in consultation with the lower tier municipalities.
The Township will be facing a number of retirements from key positions in the
Page 10 of 64
Page 142 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
next 5 years.
4. Scope of Project
It is envisioned that the scope of the project will consist of three distinct but inter-related
components, specifically a Service Level Review, Strategic Plan and Planning &
Development Approvals Process Review. The successful Proponent will be required to
provide a project plan that ensures cohesiveness of the three elements and proposes a
creative, inclusive consultation plan.
The successful Proponent will provide the following:
Municipal Service Level Review
A comprehensive evaluation of the services and programs currently being
provided by the Township, how those programs and services are being delivered
and the level by which they are being delivered is required. This Service Level
Review is required to create a long-term sustainable framework to ensure the
Township has a solution-based plan to meet the increasing complexities the
municipality faces such as growth pressures, community expectations, limited
financial resources, provincial requirements/downloading.
Review and gain a thorough understanding of the current situation through
reviewing background reports and guiding documents;
Develop and facilitate an internal survey to inform assessment of SWOT;
Lead, and conduct a creative and inclusive consultation process that includes
Council and Senior Management staff and a cross section of Township staff, the
community (residents, businesses, stakeholders);
programs, services, and service delivery models including use of technology;
Evaluate Township service delivery using municipal comparators and best
practices;
The results of the review will provide a tangible resource for benchmarking
and other analysis purposes;
Determine and clearly outline the programs/services that are:
o Mandatory/Legislative - what the municipality must do or needs to
do, vs.
o Priority Programs - what the municipality wants to do, vs.
o Discretionary Programs/Services - what would be nice to do;
Analyze internal and external environment including growth and associated
impact/demand on Township services over a ten-year period including
consideration of location (facility) for municipal service delivery.
Based on best practices and consultation, present realistic
opportunities/recommendations/options to reduce and/or enhance/improve
programs/services and service levels; and realize cost savings/revenue
generation; including risks associated with proposed changes;
Page 11 of 64
Page 143 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Explore, evaluate and present partnership recommendation/options both
with community stakeholders and area/regional municipalities;
Develop key performance indicators for incorporation into Township
Business Plans and management/governance control systems;
Based on the evaluation, research and consultation, propose
recommendations/options for overall organizational structure changes;
The final report will encompass all of the information collected and provide key
recommendations for the development of the
strategy and provide recommendations for next steps. Recommendations will be
prioritized based upon feasibility of implementation, impact to the community and
available Township resources;
The report will also include an engagement and communication strategy for
employees and the community as well as include presentations to the
for review at key project
milestones and the final report;
The report will include but not be limited to:
o service delivery standards and key performance indicators for programs
and services,
o submission of drafts of reports and project findings, as well as proposed
recommendations (including detailed implementation and/or phasing
plans),
o summary of results of the review, according to the project schedule.
o reports will incorporate findings, conclusions, recommendations and work
plans.
o all presentations, materials and final reports will be provided to the
Township in an electronic form acceptable to the municipality;
Planning & Development Approvals Process Review
Examine and conduct a thorough assessment
Development Approvals Process including model for service delivery,
documented processes, and use of technology;
Lead, and conduct a creative and inclusive consultation process and
communication plan that includes the development community (businesses,
developers), Council, Development Services staff, and other Township
departments.
Evaluate the Township service delivery using municipal
comparators and best practices and considerations for future requirements
gleamed from the Service Level Review
Recommend potential changes (or new processes) to the current Planning
and Development Approvals Process intended to increase efficiencies and
effectiveness, including recommendations regarding technology;
Based on best practices and consultation, present recommendations or
options to streamline/enhance and/or improve the Planning and
Development Approval Process, including identifying ways to realize cost
savings or revenue generation;
Page 12 of 64
Page 144 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Identify best practices and key performance measures/indicators to track
improvements/outcomes for annual reporting, benchmarking and other
analysis purposes;
Based on the evaluation, research and consultation, propose
recommendations regarding staff resource optimization/allocation;
The final report will encompass all of the information collected and provide key
recommendations on a revised development approvals process(es) and next
steps. Recommendations will be prioritized based upon feasibility to implement,
impact on the development community, and available Township resources;
The report will include but not be limited to:
o Assessment of current processes/service delivery and prioritized
recommendations for process improvements and service delivery
considerations;
o service delivery standards and key performance indicators for the
development approval processes,
o submission of drafts of reports and project findings, as well as proposed
recommendations (including detailed implementation and/or phasing
plans),
o summary of results of the review, according to the project schedule.
o reports will incorporate findings, conclusions, recommendations and work
plans.
o all presentations, materials and final reports will be provided to the
Township in an electronic form acceptable to the municipality;
The successful Proponent shall appear before Council to present final
report(s).
Municipal Strategic Plan
Engage and educate Council on the merits, benefits and process of corporate
strategic planning as well as organizational planning and control systems and
governance best practice.
Review of background reports and guiding documents pertinent to updating
the corporate strategic plan, identifying trends and patterns that are applicable,
analyzing strengths, weaknesses, opportunities and threats;
Proponents will provide detailed information on options for community and staff
consultation that represent the most effective and efficient method of engaging
stakeholders, and neighbouring communities in the strategic planning process
Consultation program to include the development and administration of
an on-line survey:
-Consultant to create content and questions for online
survey
-Staff to post and publicize survey
-Consultant to review and assess findings of survey
Consultation program is also to include two (2) public sessions to gather
public input. Consultant to attend and facilitate sessions. Staff will
Page 13 of 64
Page 145 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
facilitate advertising and promotion and logistics of sessions.
Management team, one at the onset of Strategic Planning Process and
one following the completion of analysis and consultation program.
Develop a communication strategy for both the internal and external aspects of the
project. The communication strategy shall identify holistic means of communicating
with the public and target groups
management team and Council at key project milestones;
Lead and facilitate, with the assistance of Council and Senior Management, the
strategic planning process that will result in a prioritized, action-oriented
Municipal Strategic Plan, complete with key milestones and timelines, as well
as defined goals, objectives that are realistic, achievable and measurable;
Conduct a status review of the 2014-2018 Corporate Strategic Plan and its
implementation;
Identify key performance indicators and planning and control strategy for
the Township aligned with the goals and objectives of the Corporate
Strategic Plan ex. balanced scorecard.
Prepare the Municipal Strategic Plan based on analysis of service level review,
background reports and guiding documents, internal and external
environmental assessment and consultation program for the
and approval. The Municipal Strategic Plan should include, at a very minimum,
the following:
Executive Summary of the strategic planning process;
List of strategic issues relevant to the Township;
Core values and guiding principles to assist direction and guide
decision making;
goals;
Recommended action plan to achieve strategic vision and goals, short
and long term including annual review and;
Performance measurement tools.
Develop a work/action plan to achieve the mandate of the RFP. Project
Coordination, including regular meetings and status reports to keep the
project on schedule and keep identified stakeholders apprised of the
process.
Once approved, a final report should include a consolidation of the work
completed including reasoning for all decisions and recommendations ready for
public review and presentation.
5. Timeframe of Project
The following is the proposed timing for this project:
(This timetable may be changed by the Township at any time)
Release of RFP Thursday, February 6, 2020
Last day for questions, errors or Thursday, February 13, 2020
omissions from proponents
Page 14 of 64
Page 146 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Deadline for Final Addenda Tuesday, February 18, 2020
RFP Closing Friday, February 28, 2020
Evaluation of Proposals Upon Closing of RFP submission
Proponent Presentations/ Interviews Week of March 9, 2020
Award of Contract Wednesday, March 25, 2020
Project Commencement March 2020
Monthly Project Team Briefings Monthly
Final Presentation to Council Wednesday, September 23, 2020
The Township has requested funding from the Provincial Government through the
Municipal Modernization Program, to assist with the Planning and Development
Approvals Process Review. This program, should funding be received, outlines specific
timelines for completion of the project. Should the Township be successful in receipt of
funding for this component of the overall project the following timelines are required:
Draft Process Review Report presented to Council: May 13, 2020
Final Process Review Report presented to Council: June 17, 2020
Final Process Review Report submitted to Province: June 19, 2020
6. Project Requirements and Deliverables:
The successful Proponent will be required to provide a project plan that ensures
cohesiveness of the three elements and proposes a creative, inclusive consultation plan
including a breakdown of phases, tasks, deliverables and associated timing including
stage gating for reviews.
7. Contents of Proposals
The Request for Proposal response submission shall include at a minimum the following
information and shall be submitted in the same format outlined:
The submission contents included must be submitted in full in two (2) complete 8 ½ x 11
paper hard copies with binding, one (1) clearly , one (1) clearly marked
and one electronic copy in a single, unrestricted PDF format on a CD or USB key:
1. Table of Contents, at the front of the submission
2. Completed Proponent Information Form
3. Company Background and Relevant Experience:
a) Provide an outline of your company background and experience in relation to
this project;
b) Provide information on similar projects, which your company has been
involved with, including references;
Page 15 of 64
Page 147 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
c) Describe the unique strengths that your firm can bring to the project and how
these set your firm apart from others.
4. Personnel Summary:
a) Provide information related to the qualifications and experience of the personnel
who will be assigned to work directly on this project, including resumes,
documentation of accreditation and/or letters of reference.
5. Work Plan and Timelines
a) Provide a detailed work plan of the services to be provided, including all of the
tasks, milestones and timelines. Indicate the personnel responsible for eachtask.
The timeline schedule should have sufficient details to clearly demonstrate a full
understanding of the timelines associated with the completion of the project.
6. Completed Form of Proposal
7. Completed Schedule II List of References
8. Completed Conflict of Interest Form
9. Completed AODA Declaration Form
10. Budget
a) Provide a detailed budget sheet with number of hours, hourly rates and totals
assigned to each individual personnel assigned to this project;
b) Identify any out of pocket expenses & disbursements;
c) Identify any sub-consultant(s) that will be used on the project and appropriately
include their fees in the detailed budget sheet;
d) Completed Schedule I Budget
Page 16 of 64
Page 148 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Part II Instructions to Proponents
1. Delivery of Proposals
The Form of Proposal, together with all supporting documentation, enclosed in an
envelope bearing the name of the Proponent and sealed with the submission label
provided herein affixed to the envelope, shall be received; date and time stamped at
the Township of Oro-Medonte Admiration Office, 148 Line 7 South, Oro-Medonte, ON,
L0L 2E0 no later than 3:00 p.m. (15:00 hours) local time, on the specified closing date.
Proposals time stamped after 3:00 p.m. (15:00 hours) are late and shall be deemed
non-compliant and shall be returned to the Proponent unopened.
Proposals delivered in person, or by a courier service, without the submission label
affixed to the envelope, or Proposals that are not delivered to the designated location
by the Proponent or courier service may be rejected.
Delivery of the Proposals through a courier service shall be the responsibility of the
Proponent and shall result in the Proposal being rejected if:
a) the Proposal is not delivered to the location stated on the envelope;
b) the Proposal envelope is delivered to the Township after the specified closing
date and time.
All Proposals shall be irrevocable and shall remain open for acceptance, at the prices
quoted, for up to ninety (90) calendar days from the closing date and time. In
submitting a Proposal, each Proponent agrees that, notwithstanding anything to the
contrary, the Township may notify the successful Proponent at any time within the
ninety (90) calendar days that its Proposal has been accepted.
losing Time of the
RFP.
2. Electronic Submissions
Electronically transmitted submissions (facsimile, e-mail, etc.) will not be accepted for
this RFP.
3. Proposal Schedule
Release of RFP Thursday, February 6, 2020
Last day for questions, errors or Thursday, February 13, 2020
omissions from proponents
Deadline for Final Addenda Tuesday, February 18, 2020
RFP Closing Friday, February 28, 2020
Evaluation of Proposals Upon Closing of RFP submission
Proponent Presentations/ Interviews Week of March 9, 2020
Award of Contract Wednesday, March 25, 2020
Page 17 of 64
Page 149 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Project Commencement March 2020
Monthly Project Team Briefings Monthly
Final Presentation to Council Wednesday, September 23, 2020
Note: Although every attempt will be made to meet all the dates, the Township
reserves the right to modify any or all dates, and closing time at its sole discretion.
4. Competition Intended
It is the Township intent that this Request for Proposal (RFP) permit competition. It
shall be the Proponents responsibility to advise the Executive Assistant, Mayor &
Council and CAO, in writing if any language, requirement, specification, etc., or any
combination thereof, inadvertently restricts or limits the requirements stated in this
RFP to a single source. Such notification must be received no later than seven(7)
calendar days prior to the date set for RFP closing date and time.
5. Inquiries
All inquiries concerning this Proposal, including specifications, process and resultsare
to be directed in writing (e-mail) through:
Corporate Services; Vanessa Cooper, Executive Assistant, Mayor & Council and
CAO vcooper@oro-medonte.ca
Inquiries shall not be directed to any other Township employee. No clarification
requests will be accepted by telephone.
A transcript of the questions and answers will be made available, via the method
authorized for advertising the RFP, on or before the date as listed in this document.
Questions or clarification will be answered individually in writing in a transcript, but
response(s) to any question that modified the scope of this document will be issuedas
an Addendum and circulated via the method authorized for advertising the RFP.
6. Addendum/Addenda
Addendum/Addenda if required will be issued by the Township and shall hereby form
part and parcel of the Contract Documents. Failure to acknowledge
Addendum/Addenda issued may result in a non-compliant submission. All
Addendum/Addenda should be issued to the Proponents forty-eight (48) hours prior to
the Closing date and time via the method of RFP listing. It is the responsibility ofthe
Proponent to ensure they have received all Addendum/Addenda that have been
issued.
The Township of Oro-Medonte will assume no responsibility for oral instructions
or suggestions.
Page 18 of 64
Page 150 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Prior to submitting their Proposal, Proponents should check the Townships website
(www.oro-medonte.ca) to verify they have received all Addenda.
7. Site Meeting
A site meeting will not be required.
8. Mandatory Proposal Requirements
Failure to adhere to the following Mandatory Proposal Requirements shall result in the
Proposal being declared a non-compliant Proposal:
i. Proposals shall be received in a sealed envelope, as set out in the RFP, by the
Owner prior to the stated Closing date and time;
ii. Proposals shall be submitted complete and in the original Form of Proposal, as
supplied, without any unauthorized alterations, additions, deletions or qualifying
statements made to or provided with the Form of Proposal.
iii. The Form of Proposal shall be riginal with an that is signed
in the spaces provided by a duly authorized official of the Proponent;
iv. The Proponent shall attend all mandatory site meetings, if applicable; and
v. The Proponent shall be previously qualified, under a related pre-qualification
process, if applicable.
If the Proposal is a joint submission of two (2) or more Proponents, a single Proposal is
to be coordinated and submitted by one (1) Proponent, who shall be identified as the
d Proponent and shall take full responsibility for all associated Proponents.
Signatures on behalf of a non-incorporated body or by individuals shall be witnessed.
In the case of an incorporated company, the corporate seal shall be affixed to the Form
of Proposal adjacent to the authorized signature.
9. Checking of Proposals
Proposals opened are checked by Corporate Services to ensure that:
i. the required Bid security is provided and properly executed, if applicable;
ii. all Proposals submitted comply with the Mandatory Proposals Requirements;
iii. all arithmetic extension calculations are correct;
iv. where there is an obvious error in extensions, additions or computations, the
Township shall be entitled to correct such errors based on the unit prices supplied,
Page 19 of 64
Page 151 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
and the corrected total shall be considered as representing the intention of the
Proponent, and shall be used as the basis for comparison of Bids. For greater
certainty, any failure by a Proponent to insert a unit price where required shall be
deemed to be a $ value;
v. all items as specified have been bid on;
vi. all strikeouts, erasures or overwrites are initialed by an authorized person;
vii. no claims or litigation proceedings have been instituted by the Proponent against
the Township, or in turn by the Township against the Proponent; and
viii. all addenda have been acknowledged on the Form of Proposal in the space
provided.
In any of the above circumstances where there are obvious or patent errors such as
misplaced decimals, the Owner shall consider the intent of the Proponent.
10. Late Submission
Proposals received after the closing date and time will not be considered during the
selection process and will be returned unopened to the respective Proponent.
11. Proposal Opening
Proponents are advised there will not be a public opening for this Request for
Proposal. Proposals received, by the date & time of closing, will be opened
administratively by respective members of the Corporation and/or the Evaluation
Team, at a time subsequent to the closing.
12. Amendment of Proposals
Proponents who have submitted a Proposal may amend it up to the Closing Date and
Time by submitting a replacement Proposal. Amended Proposals must be sealed and
submitted in accordance with all other requirements included in this document. The
amended Proposal will clearly be marked and should clearly indicatethat it
replaces any other submitted version. In the case of a discrepancy, the Townshipwill
deem the last Proposal received prior to the Closing Time, to be the valid Proposal.
13. Right to Accept or Reject Proposal
The Corporation of the Township of Oro-Medonte reserves the right to accept any
Proposal, in whole or in part, that it feels most fully meets the selection criteria.
Therefore, the lowest cost Proposal, or any Proposal may not necessarily be accepted
as per The Township of Oro-Medonte Purchasing and Tendering Procedures By-law
2004-112, as amended. Township staff shall evaluate all Proposals received by the
Closing Date and make evaluations and recommendations for acceptance.
Page 20 of 64
Page 152 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
The Tenderer is advised that the scope of works as required by this tender may be
changed at the discretion of the Township as may be necessary due to budgeting
constraints or in the best interest of the Township. Should the Township exercise this
option, the unit prices bid shall prevail with no additional claims to be considered by
the Township.
14. Proposal Evaluation
An Evaluation Committee will evaluate each of the Proposals received in accordance
with the evaluation criteria as set out in the RFP Document. The Committee reserves
the right to enter into further discussions in order to obtain information that will allow
the Committee to reach a decision with a Proponent, and to waive irregularities and
omissions if, in doing so, the best interest of The Township will be served.
15. Evaluation Criteria
It is the responsibility of the proponents to provide sufficient information in the
Proposal to exhibit required abilities. Proponents are cautioned that organization of
their response, as well as thoroughness is critical to the evaluation process. All
required information should be furnished and presented in an organized,
comprehensive and easy to follow manner. Selection of a Proposal will be based on,
but not solely limited to, the following criteria and weighting:
Item Evaluation Criteria Points
1 Quality and Completeness of Proposal 15
2 Company Background and Relevant 20
Experience
3 Budget 20
4 Work Plan, Methodologies, Timelines 30
5 Personnel Summary 5
6 Client References 10
Total Available Points Stage 1
100
Proposals will be assessed on the basis of information provided by the Proponent at
the time of submission and shall take into account subsequent interviews with the
Proponent as may be required.
Proposals may be considered for an interview. Note: Only teams that have completed
work of a similar nature for municipalities, since January, 2015 will be considered.
Page 21 of 64
Page 153 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Proposals will be evaluated on the basis of the following criteria. Each of the criteria
will be scored 1 through 5 with 5, being the best score. The criteria is assigned a
weighting factor that represents the significance relative to other criteria. The scores
for the criteria will be multiplied by the weighting factor assigned and the results will be
totaled out of 100.
Criteria:
Note: Refer to the Form of Proposal for specifics relating to content requirements of
the Proposal.
1. Quality and Completeness of Proposal: 1 2 3 4 5 /15
Priority Factor: 3X
2. Company Background and Relevant Experience: 1 2 3 4 5 /20
Priority Factor: 4X
3. Budget: 1 2 3 4 5 /20
Priority Factor: 4X
4. Work Plan, Methodologies and Timelines: 1 2 3 4 5 /30
Priority Factor: 4X
5. Personnel Summary: 1 2 3 4 5 /5
Priority Factor: 2X
6. Client References: 1 2 3 4 5 /10
Priority Factor: 3X
Total Score ______________________ out of 100
Proposal evaluation results are the property of the Township. The Township intends
not to disclose evaluation results, under any circumstances, either before, during, or
after the RFP process. An award of an Agreement, if any, shall be based on the
evaluation results. By responding to this RFP, Proponents agree to accept the
recommendations of the Evaluation Committee as final and binding.
16. Negotiations
The Township may award the contract on the basis of the proposals received, without
complete detailed information.
The Township reserves the right to enter in to negotiations with any selected
Proponent(s). If the Township and the selected Proponent(s) cannot negotiate a
successful agreement, the Township may terminate the negotiations and begin
Page 22 of 64
Page 154 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
negotiations with the next selected Proponent(s). This process will continue until an
agreement has been executed or all of the Proponent(s) have been rejected. No
Proponent shall have rights against the Township arising from negotiations.
17. Presentation & Interview
The Township reserves the right to interview any or all of the Proponents that submita
Proposal to provide the Evaluation Committee with additional insight into the
ability to meet the requirements as requested in the RFP. If required, the
interviews would be conducted by representatives of the Evaluation Committee at the
Township of Oro-Medonte Administration Centre and shall follow this general format:
a. Introduction Team (5 minutes)
b. Proponent Presentation of the Proposal (15 minutes)
c. Questions from Evaluation Committee (15 minutes)
d. Questions from Proponents (5 minutes)
Proponents will be notified of the final format for interviews/presentations in advance.
18. Award Determination
Consideration for award shall only be undertaken in relation to Proponents who are
determined by the Township to have satisfied all the requirements.
The Evaluation Committee hereby reserves the right, privilege, entitlement and
absolute discretion, and for any reason whatsoever to:
i. Recommend acceptance of a Proposal which is not the lowest Proposal
submission, or recommend rejection of a Proposal that is the lowest Proposal even
if it is the only Proposal received;
ii. Recommend acceptance of the Proposal deemed most favourable to address the
scope of work.
iii. Recommend acceptance or rejection of any and all Proposals, whether in whole or
in part;
iv. Recommend acceptance or rejection of any unbalanced, irregular, or informal
Proposals; or
v. Recommend rejection of any Proponent who is involved in litigation with the
Township.
The Evaluation Committee reserves the right to consider, during the evaluation of
Proposals:
vi. Information provided in the Proposal itself;
Page 23 of 64
Page 155 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
vii. Information provided in response to enquiries of credit, experience and industry
references set out in the Proposal;
viii. Information received in response to enquiries made by the Owner of third parties
apart from those disclosed in the Proposal in relation to the reputation, reliability,
experience and capabilities of the Proponent;
ix. The manner in which the Proponent provides services to others;
x. The experience and qualification of the Proponen
project management;
xi. The compliance of the Proponent with the s requirements and specifications;
or
xii. The Proponent acknowledges that the Owner may rely upon the criteria, which the
Owner deems relevant; even though such criteria may not have been disclosed to
the Proponent. By submitting a Proposal, the Proponent acknowledges the
s rights under this section and absolutely waives any right, or cause of
action against the Owner, by reason of the failure to accept the Proposal
submitted by the Proponent, whether such right or cause of action arises inProject,
negligence, or otherwise.
19. Execution of Award
The Successful Proponent, if any, shall sign the Contract in triplicate (3), within seven
(7) calendar days of written notification of acceptance.
The following completed documents, as listed, shall be submitted prior to or at the time
of signing:
a) Agreement signed and sealed in triplicate;
b) Contract Security, if applicable;
c) current Insurance Certificate;
d) a current copy of the Workplace Safety and Insurance Board Certificateof
Clearance;
e) Payment Information, if applicable;
f) AODA Declaration Form and;
g) Any other documentation requested within this RFP.
20. Order of Precedence
The Successful Proponent understands that the Contract shall consist of the following
documents, ranked in order of priority, from highest to lowest:
a. The duly signed Agreement preceding the Schedules;
b. s Change Orders (including any purchase orders issued for these
Change Orders);
c. the Schedules of the Agreement;
Page 24 of 64
Page 156 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
d. any addenda to the RFP;
e. the RFP Document;
f. any modifications to the Proposal acceptable to the Township, in its sole discretion;
and
g. the Proposal submitted by the Proponent.
The Contract shall constitute the entire agreement between the parties pertaining to
the subject matter of this RFP and shall supersede all prior agreements,
understandings, negotiations and discussions, oral or written, between the parties or
any documentation that may otherwise accompany the Work. Any conflict or
inconsistency between the components of the Contract shall be resolved, to the
extent of any conflict or inconsistency, in accordance with the order of authority
stated above.
The Township reserves the right to include additional terms and conditions during the
process of Contract negotiations. These terms and conditions shall be within the
scope of the original RFP and Contract documents and will be limited to cost,
clarification, definition and administrative and legal requirements.
21. Alternative Dispute Resolution.
(a) If requested in writing by either the Township or the Proponent, the Township and the
Proponent shall attempt to resolve any dispute between them arising out of or in
connection with this Contract by entering into structured non-binding negotiations
with the assistance of a mediator on a without prejudice basis. The mediator shall be
appointed by agreement of the parties. If a dispute cannot be settled within a period
of ninety (90) calendar days with the mediator, the dispute shall be referred to and
finally resolved by arbitration under the rules of the province having jurisdiction or by
an arbitrator appointed by the agreement of the parties.
(b) No person shall be appointed to act as mediator or arbitrator who is in any way
interested, financially or otherwise, in the conduct of the work on the project or in the
business or other affairs of either the Township or the Proponent.
(c) The award of the arbitrator, including an award for costs if applicable, shall be final
and binding upon the parties.
(d) The provisions of the Arbitration Act, 1991, S.O. 1991, Chapter 17, as amended shall
apply.
22. Contract Additions & Deletions
The Township reserves the right to add and/or delete any item(s) from the Contract.
Deletions will not result in any penalty in any form.
23. Proponent Qualifications
Page 25 of 64
Page 157 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Qualified Proponents are those which:
have sufficient facilities and resources to meet the Townships needs;
will provide all of the Townships Key Service Requirements;
demonstrate reasonable flexibility and willingness to work with the Township as a
business partner;
have experience with clients requiring services of a similar scope and complexity
as the Township of Oro-Medonte and provide contact details for these clients.
24. Proponent's Statement of Understanding
It is understood that Proponents have carefully examined all of the Contract Documents
and have carefully examined the Work to be performed under the Contract if awarded.
The Proponent also understands and accepts the said Contract Documents, and for the
prices set forth in the Proposal to be firm for the length of the project.
25. Term of Contract
The term of contract will become effective upon award to the successful Proponent(s)
and shall remain in effect for the entire period of the work.
26. Irrevocability of Proposals
By submission of a clear and detailed written notice, the Proponent may amend or
withdraw its Proposal prior to the closing time. Upon closing time, all Proposals become
irrevocable. By submission of a Proposal, the Proponent agrees that should its Proposal
be deemed successful the Proponent will enter into a Contract with the Township.
27. Errors and Omissions
No oral interpretation shall be effective to modify any provisions of the Contract
Documents. Any modification or clarification shall be by written Addendum. The
Addendum(s) shall form part of the Contract Documents.
28. Proponents Expenses
Proponents are solely responsible for their own expenses in preparing a Proposal and
for subsequent negotiations with the Township, if any. If the Township elects to reject all
Proposals, the Township will not be liable to any Proponent for any claims, whether for
costs or damages incurred by the Proponent in preparing the Proposal, loss of
anticipated profit in connection with any final Contract, or any other matter whatsoever.
29. Changes to Proposal Wording
The Proponent will not change the wording of its Proposal after closing and no words
or comments will be added to the Proposal unless requested by the Township for
purposes of clarification.
Page 26 of 64
Page 158 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
30. Price Components
All prices will be quoted in Canadian Funds.
Prices must be expressed in accordance with the unit of measure specified in the
document.
Prices documented shall be net prices including transportation and delivery charges fully
prepaid by the Proponent to any specified destination within the limits of the Township,
unless a breakdown is requested on the Schedule I Budget.
The Township reserves the right to correct patent computational or other mathematical
errors evident on the face of the bid; however, unit prices will not be adjusted.
31. Freedom of Information
All Proposals submitted to the Owner become the property of the Owner and as such,
are subject to the Municipal Freedom of Information and Protection of Privacy Act
).
All correspondence, documentation and information provided to staff of the Township by
any Proponent in connection with, or arising out of this RFP, and the submission ofany
Proposal will become the property of the Township and as such is subject to MFIPPA,
and may be released, pursuant to the Act. The s name at a minimum shall be
made public upon request.
In-line with MFIPPA, Proponents are advised to identify in their Proposal material, any
scientific, technical, commercial, proprietary or similar confidential information, the
disclosure of which could cause them injury. Any information in the Proponents
submissions that is not specifically identified as confidential will be treated as public
information. All correspondence, documentation and information provided to the
Evaluation Committee may be reproduced for the purposes of evaluating the
Proponents submissions to this RFP.
32. Bribery/Fraud
Should any prospective Proponents or any of their agents give or offer any gratuity or to
attempt to bribe any employee of the Owner, or to commit fraud, the Owner shall be at
liberty to cancel the prospective s Proposal and to rely upon the Bid Security
submitted for compensation, if applicable.
33. Cancellation
i. In the event the Successful Proponent does not comply with the specifications,terms
and conditions, and scope of work, at any time throughout the duration of the
Contract, the Contract shall be cancelled in accordance with the terms contained
herein.
ii. The Owner upon non-performance of Contract terms may cancel the Contract;
Page 27 of 64
Page 159 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
however, in doing so, the Owner does not waive its right to rely upon any obligations
or commitments agreed to by the Proponent as part of their Proposal. The Proponent
remains liable for the difference between the next acceptable Proposal of goods
and/or service Proposal prices.
iii. Where there is a question of non-performance, payment in whole or in part maybe
withheld at the discretion of the Owner. This action shall not prevent the Owner from
taking early payment discounts otherwise applicable.
34. Insurance
The successful Proponent shall maintain and pay for Commercial General Liability
Insurance with an insurer acceptable to the Owner. The coverage shall include premises
and all operations liability to be performed by the Proponent. This insurance coverage
shall be subject to limits of not less than Two Million Dollars ($2,000,000.00) inclusive
per occurrence for bodily injury, death and damage to property including loss of use
thereof for any one occurrence.
i. The CGL policy shall include The Corporation of the Township of Oro-
Medonte as an additional insured in respect to all operations performed by
or on behalf of the Successful Proponent.
ii. The Successful Proponent shall be entirely responsible for the cost of any
deductible, which is maintained in any insurance document.
iii. The Insurance Policy shall not be altered, cancelled or allowed to expire or lapse,
without thirty (30) days prior written notice to the Owner.
In addition, Professional Liability Insurance is required, in an amount of not less than
Two Million Dollars ($2,000,000) inclusive per claim. All required insurance would be
endorsed to provide the Township within 30 days advance written notice of cancellation
or material change. The Service provider will provide the Township with evidence of the
required insurance, in the form of a completed Certificate of Insurance, immediately
following execution and delivery of the Contract.
Where applicable the successful Proponent shall carry standard automobile and non-
owned automobile liability insurance and shall protect themselves against all liability
arising out of the use of owned or leased vehicles, used by the Successful Proponent, its
employees or agents. The limits of the liability for both owned and non-owned vehicles
shall not be less than Two Million Dollars ($2,000.000.00) per occurrence.
35. Workplace Safety and Insurance Board (WSIB)
The successful Proponent shall be required to supply a Certificate from the Workplace
Safety and Insurance Board prior to the start of the Contract and thereafter uponrequest
during the life of the Contract indicating that all of the assessments the successful
Proponent or any sub-consultant is liable to pay under the Worker's Safety Insurance
Board Act or successor legislation have been paid and they are in good standing with
Page 28 of 64
Page 160 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
the Board.
Effective January 1, 2013, Bill 119 legislates that all Consultants, Contractors and Sub-
Contractors, categorized under Class G: Construction, shall have a WSIB account and
clearance coverage prior to commencing any Contract.
Alternatively, if the Successful Proponent is an Independent Operator and is not
categorized under Class G: Construction, the Successful Proponent must submit a
letter from the WSIB, confirming that s/he has Independent Operator Status under the
WSIB Act. If the Successful Proponent does not have Independent Operator Status, the
Successful Proponent shall;
I. Complete an Independent Operator Status Questionnaire upon being awarded the
Contract; and,
II. fund all costs associated with any appeal of a determination by WSIB that the
proponent/contractor is not an Independent Operator; and,
III. provide proof of s Liability Insurance in an amount not less than two
million dollars ($2,000,000) per occurrence (provided either by WSIB or the
successful s insurance provider).
The Successful Proponent acknowledges and agrees that the Township is not hiring an
employee(s) to perform the work associated with this RFP. As such, the Township
reserves the right to terminate all Contracts associated with this RFP if all appeals have
been exhausted and the Successful Proponent is determined by WSIB or court or
tribunal of competent jurisdiction to be an employee.
36. Regulation Compliance and Legislation
The Successful Proponent shall ensure all services and products provided in respect to
this Contract are in accordance with and under authorization of all applicable authorities,
Municipal, Provincial and Federal legislation, including but not limited to:
the Occupational Health and Safety Act and its regulations;
the Workplace Safety & Insurance Act and its regulations;
the Municipal Act and its regulations;
37. Laws of Ontario
Any Contract resulting from this Request for Proposal will be governed by and will be
construed and interpreted in accordance with the laws of the Province of Ontario.
38. Indemnification
The Successful Proponent shall indemnify and save harmless the Owner, its Agents and
employees from and against any and all liability whatsoever for losses, liens, charges,
claims, demands, payments, suits, actions, recoveries and judgments (including legal
Page 29 of 64
Page 161 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
fees and expenses) of every nature and description brought or recovered againsteither
the Owner, its Agents and employees, or the Successful Proponent by reason of a
negligent act, error or omission of the Successful Proponent, its Agents, employee or
licensees in providing the services, including, without limiting the generality of the
forgoing, loss or damage to property, injury or the death of any persons, alleged
copyright, patent or other intellectual property rights infringement or interference,
defective design or damage to the environment.
39. Force Majeure
Neither party shall be responsible for any delay or failure to perform its obligations under
the Contract where such delay or failure is due to fire, flood, explosion, war, embargo,
Governmental action, Act of Public Authority, Act of God, or to any other cause beyond its
control, except labour disruption.
In the event Force Majeure occurs, the party who is delayed or fails to preform shallgive
prompt notice to the other party and shall take all reasonable steps to eliminate the
cause.
Should the Force Majeure event last for longer than 30 calendar days, the Owner may
terminate this Contract by notice to the successful Proponent without further liability,
expense or cost of any kind.
40. Severability
Should any term or portion of this Contract be found to be invalid or unenforceable, the
remainder shall continue to be valid and enforceable.
41. Termination of Contract
The Owner may terminate this contract at any time without penalty upon giving written
notice to the Proponent, if, in the sole opinion of the Owner, the Proponent is unable to
deliver the service as requi performance of the service is
persistently faulty or below the required standard, or, the Proponent becomes insolvent
or commits an act of bankruptcy.
42. Termination by Notice
The Owner may terminate this contract at any time upon notice to the Proponent,
whereupon the Owner shall only be liable for any Proponents fees and expenses for
satisfactorily completed work up to the date of the termination and not thereafter.
43. Termination for Cause
The Owner reserves the right in its sole discretion to terminate this contract, in wholeor in
part, at any time, without penalty, expense or further liability of any kind:
a. At any time, upon notice to the Proponent, for a major breach of the terms ofthis
Contract by the Proponent;
Page 30 of 64
Page 162 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
b. At any time, upon notice to the Proponent, following the failure of the Proponent
to satisfactorily remedy, repair or replace any defector or deficiency in the
s performance of the Contract, after having been given notice to do
so by the Owner;
c. At any time if the Proponent makes an assignment for the benefit of its creditors,
a proposal of compromise with its creditors, a declaration of its voluntary
bankruptcy or insolvency, a placing or its cessation or winding up of its business,
in whole or in part;
d. At any time if a Force Majeure event preventing performance of the Contract by
either party continues for longer than thirty (30) consecutive days; or
e. As otherwise provided in this Contract.
The s rights of termination shall be in addition to any other rights or remedies it
may have in law, in equity or under this Contract.
44. Suspension of Work
The Owner may in its sole discretion at any time upon notice to the Proponent in writing
suspend the performance of the Work, in whole or in part, for a specified or unspecified
time.
Upon receiving notice of the suspension, the Proponent shall immediately suspend all
operations concerning that identified portion of the Work except such Work as is
necessary in the opinion of the Owner to care for, preserve and protect the Work.
During the period of suspension, the Proponent shall only be entitled to be reimbursed
for its reasonable, proper and actual expenses in caring for, preserving and protecting
the Work.
Should the period of suspension of the Work, in whole or in part, last longer than thirty
(30) calendar days or such longer period as the parties may agree upon in writing, either
party to the contract may consider the contract to be terminated by mutual agreement
without further liability.
45. Suspension in Future
In the event the Proponent fails to provide quality service, equipment or personnel, as
determined by the Owner in its Sole discretion, the Proponent may be deemed ineligible
for similar work in future competitions for contracts issued by the Owner.
46. Failure to Comply with Owner Decisions
If the Proponent fails to comply with any decision or direction of the Owner made
pursuant to the Contract, the Owner may, upon notice to the Proponent, employ such
Page 31 of 64
Page 163 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
methods as the Owner deems advisable to do that which the Proponent failed to do, at
the Proponent cost and expense.
The Proponent shall be liable for and shall upon demand pay to the Owner an amount
equal to the aggregate of all costs, expenses and damages including the cost of any
methods the Owner employed by reason of the Propons failure to comply as above.
47. Evaluation of Performance
At project completion, the Township will conduct an evaluation of the Proponents overall
performance with input from the Townships Inspectors or consultants if applicable. This
evaluation will be reviewed with the Proponent and recommendations will be put forward
as to the overall suitability of future Township of Oro-Medonte
work. It must also be noted that while overall performance is being evaluated, the
Township reserves the right to suspend a Proponent for extreme or repeated inadequate
grades on any issues related to health and safety, specifically items public safety and
traffic control, compliance with all WSIB provisions, maintenance of employee safety
standards, compliance Ministry of Labour regulations. The evaluation shall be placed on
file and a copy will be provided to the Proponent. This information may be made
available to persons requesting Owner references for the Contract.
The Proponent hereby authorizes the maintenance and release of this information.
48. Time is of the Essence
The Owner shall have the right to cancel at any time any project or any part of any
project resulting from this RFP in respect to the goods, materials, articles, equipment,
work or services, covered thereby, not delivered or performed by the specified time in
the written document, without incurring any liability whatsoever in respect hereto. e
is of the essence
49. Safety Standards
It is the responsibility of the Successful Proponent to Work in a safe and orderly manner
so as not to constitute any safety hazards.
50. Non-Waiver
No condoning, excusing or overlooking by the Owner of any default, breach or non-
observance by the Successful Proponent at any time or times in respect of any provision
herein contained shall operate as a waiver of the Owner's right hereunder in respect of
any continuing or subsequent default, breach or non-observance or so as to defeat or
affect in any way the rights of the Owner herein in respect of any such continuing or
subsequent default or breach, and no waiver shall be inferred from or implied by
anything done or omitted by the Owner save only an express waiver in writing. Any
Work completed by the Owner required by this agreement to be done by the Successful
Proponent shall not relieve the Successful Proponent of his/her obligations to do that
Work.
Page 32 of 64
Page 164 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
51. Non-Assignment
The Successful Proponent may not assign this Contract nor any Work to be performed
under this Contract or any part hereof without the prior written consent of the Owner.
Such written consent however shall not under any circumstances relieve the Successful
Proponent of his/her liabilities and obligations under this Contract and shall be within the
sole and unfettered discretion of the Owner.
52. Emergency Telephone Number
Prior to commencing, the Work, the Successful Proponent shall provide the Owner with
the name(s) and telephone number(s) of his/her representative(s) who can be contacted
on a 24-hour basis in case of an emergency during the term of the Contract.
53. Personal Property Security Act
The Successful Proponent warrants that the goods/inventory/equipment being supplied
to the Owner, are free and clear of all liens, charges, encumbrances, mortgages,
hypothecations, copyright, patents or any third-party statutory claims.
54. Confidentiality of Information
Proponents receiving this RFP may not use, disclose, or duplicate it for any purpose
other than to prepare a response. Proponents shall keep the Township data confidential
and shall not disclose its content to any other party, other than to those internal
employees or agents responsible for preparing a submission, without the prior written
approval of the Township. Receipt of this RFP does not entitle the Proponent to
associate its services with the Township in any way, nor represents in any way that the
Township has employed or endorsed the s services. Any such association or
endorsement being contemplated by the Proponent must receive the prior written
approval of the Township.
The Township will not disclose or share a Proponent's response to this RFP with other
Proponents or other organizations.
The submission of a Proposal indicates acceptance by the Proponent of all of the
conditions contained in this Request for Proposal unless clearly and specifically notedin
the Proposal submitted and confirmed in the formal Contract between the Township and
the Successful Proponent. Deviations from the Request for Proposal must be clearly
identified in the written submission. Proposals are subject to a formal Contract being
negotiated, prepared and executed. The Township reserves the right to negotiate the
terms and conditions of the Contract.
55. Conflicts of Interest
Proponents(s) shall disclose, in their submission, all perceived, potential, and actual
Conflicts of Interest. For the purposes of this RFP, Conflict of Interest includes:
Page 33 of 64
Page 165 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
any situation or circumstances where, in relation to this RFP and/or the Contract,
the Proponent(s) other commitments, relationships or financial interests could or
could be perceived to exercise an improper influence over the objective, unbiased
and impartial exercise of independent judgment by any personnel of the Evaluation
Committee or the Township;
any situation or circumstances where any person(s) employed by the Township in
any capacity;
has a direct or indirect financial interest in the award of the Contract to any
Proposal(s);
is currently employed by, or is a sub-contractor or a consultant to a
Proponent(s);
is negotiating or has an arrangement concerning future employment or
contracting with any Proponent(s);
has an ownership interest in, or is an officer or director of, any
Proponent(s).
If a Proponent(s) discovers, at any time, any perceived, potential, or actual Conflictsof
Interest, the Proponent(s) shall promptly disclose the Conflict of Interest by sending a
written statement clearly identifying the conflict to the
Strategic Initiatives).
Failure of any Proponent(s) to comply with this section may result in the disqualification
of the Proponent(s) and the rejection of its submission.
Without limiting the generality of the Townships rights, the Township may, in its sole
discretion:
exclude any Proponents(s) and its submission on the grounds of Conflict of
Interest;
waive any and all perceived, potential or actual Conflicts of Interest upon such
terms and conditions as the Township, in its sole discretion, requires tosatisfy
itself that the Conflict of Interest has been appropriately managed, mitigated
and minimized.
In the event any Proponent(s) is found to be in a potential Conflict of Interest during the
term of the Contract, the Proponent shall disclose the said conflict immediately. The
Township reserves the right to request any Proponent(s) cure the conflict to the
Townships complete satisfaction. Failure to cure the conflict shall result in
disentitlement to any compensation under this Contract.
Page 34 of 64
Page 166 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
56. Township Not Employer
The Proponent agrees that The Corporation of the Township of Oro-Medonte is not to be
understood as the employer to any Successful Proponent nor to such Successful
s personnel or staff for any work, services, or supply of any products or
materials that may be awarded as a result of this RFP. It is understood that the
Successful Proponent will act as an independent contractor.
57. Purchasing and Tendering Procedures By-Law 2004-112, By-Law 2012-216
It is the responsibility of all Proponents to become familiar with and comply with The
Township of Oro-Medonte Purchasing and Tendering Procedures By-law. The
TownshipPurchasing and Tendering Procedures By-law can be found on Township
website: www.oro-medonte.ca
58. Working Language
The working language of the Township of Oro-Medonte is English and all responsesto
this Request for Proposal must be English.
59. Intellectual Property
All information and data, in any form, together with all designs or materials capable of
intellectual property protection, prepared, developed or created by the Proponent,its
employees or agents during the performance of and/or pursuant to this work shall
automatically become the property of the Township. Proponents and their employees
and agents each agree to sign whatever documentation may be necessary to give full
force and effect to this paragraph.
60. Accessibility
In accordance with Ontario Regulation 429/07, Accessibility Standards for Customer
Service Section 6, every provider of goods and services shall ensure that every person
who deals with members of the public or participates in the developing of the service
provider policies, practices and procedures governing the provision of goods and
services to members of the public, shall be trained on the following:
1. How to interact and communicate with persons with various types of disability
2. How to interact with persons with disabilities who use assistive devices or require
the assistance of a guide animal, or a support person
3. How to use assistive device equipment that is available on the premises that may
help in the provision of accessible goods or services
4. What to do if a person with a particular type of disability is having difficulty
accessing the provider's goods or services
Page 35 of 64
Page 167 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
5. Information on the policies, practices and procedures governing the provisionof
goods and services to people with disabilities.
Contracted employees, third party employees, agents and others that provide services to
the public on behalf of the Township of Oro-Medonte must meet the requirements of
Ontario Regulation 429/07 with regard to training under the Accessibility for Ontarians
with Disabilities Act (AODA).
A document describing your training policy or procedure, a sample copy of training and
details of training dates and attendees may be required to be submitted to the Township
prior to the commencement of any work.
61. Township of Oro-Medonte Payment Terms
The Township payment terms are 30 days from receipt of Invoice.
Harmonized Sales Tax (HST) is an extra and shall be identified separately in the
Contract Documents and on all invoices.
Contract Payments
1. Progress Payments
Monthly statements are to be prepared based on the progress in completion of
each component.
2. Progress Reports
Monthly progress reports shall be submitted by the Consultant in a format
acceptable to the Township and include, but are not limited to the following
information:
i. Work progress in the form of a Gantt Chart showing the baseline
schedule and the percentage completion to date of each task/activity and
the overall percentage progress of the Contract;
ii. Areas where progress are on or ahead of schedule and areas where
progress are behind schedule;
iii. Measures taken/proposed to be taken, where necessary, to bring the
work progress back on schedule;
iv. Any claims for extension of time due to unforeseen circumstances or
extra payment due to changes in contractual obligations during the
previous payment period; and
Page 36 of 64
Page 168 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
v. Payments may be deferred, at the option, until the progress
reports are submitted to the Township (payment is Net 30 days)
Page 37 of 64
Page 169 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Part III Form of Proposal
Form of Proposal
Township of Oro-Medonte
148 Line 7 South, Oro-Medonte, ON L0L 2E0
RFP#: CAO 2020-01
Service Level Review, Strategic Plan,
and Planning & Development Approvals
Process Review
Documents to Be Enclosed with This Form of Proposal
Complete Contents of Proposal
Proponents Information Form Signed & Sealed
Schedule II - List of References
Conflict of Interest Form
AODA Declaration
Budget
Upon Award
W.S.I.B Certificate (upon award)
Certificate of Insurance (upon award)
Other information to be included
Page 38 of 64
Page 170 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Proponents Information Form
Proponents must complete this form and include with their Submission.
Please ensure all information is legible.
1. Company Name
2.
Proponents Main Contact
Individual
3.
Address (include postal address)
4. Office Phone #
5. Toll Free #
6.
Cellular #
7. Pager #
8. Fax #
9.
e-mail address
10. Website
11. HST Account #
12.
Will you accept payment by
YES: !NO: !
Visa?
Acknowledgement of Receipt of Addenda
This will acknowledge receipt of the following addenda and, that the pricing
quoted includes the provision set out in such addenda
Addendum # Date Received
#
#
Check here if no Addendum received.
Page 39 of 64
Page 171 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Conflict of Interest
Prior to completing this portion of the Form of Proposal, Proponents(s) should refer
to the definition of Conflict of Interest set out in the RFP.
Check the box that applies:
The Proponent(s) declares that there is not an actual or potential Conflictof
Interest relating to the preparation of its Proposal and/or the Proponent(s) donot
foresee an actual or potential Conflict of Interest in performing the services required
under the Contract.
The Proponent(s) declares that there is an actual or potential Conflict of
Interest relating to the preparation of its Proposal, and/or the Proponent(s) foresees
an actual or potential Conflict of Interest in performing the services required under the
Contract.
If the Proponent(s) declares an actual or potential Conflict of Interest by marking the
box above, the Proponent(s) must set out below details of the actual or potential
Conflict of Interest:
The Proponent(s) agrees that, upon request, the Proponent(s) shall provide the
Township with additional information on the Conflict of Interest.
Page 40 of 64
Page 172 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
To The Corporation of the Township of Oro-Medonte, hereafter called the
"Owner":
I/We the
undersigned declare:
1. That I/We represent that no person, firm or organization, other than the
Proponent, has any interest in this Proposal or in the proposed Contract for which
said Proposal is made.
2. That I/We declare that there is no perceived, potential, and/or actual Conflicts of
Interest relating to the preparation of this Proposal and/or I/We do not foresee an
actual or potential Conflict of Interest in performing the services required under
the Contract, unless otherwise declared.
3. That this Proposal is made without any connections, knowledge, comparison of
figures or arrangements with any other company, firm or person making a
Proposal for the same Work and is in all respects fair and without collusion or
fraud.
4. I/We represent that no member of the Council, and no officer or employee of the
Owner, is, or has become interested, directly or indirectly, as a contracting party,
partner, stockholder, surety or otherwise howsoever in or on the performance of
the said Proposal, or in the supplies, Work or business in connection with the said
Proposal, or in any portion of the profits thereof, or of any supplies to be used
therein, or in any monies to be derived there from.
5. That the several matters stated in the said Proposal are in all respects true
accurate and complete.
6. That I/We do hereby propose and offer to enter into an agreement to supply and
deliver all materials mentioned and described or implied therein including in
every case freight, duty, currency exchange, H.S.T. in effect on the date of the
acceptance of Proposal, and all other charges on the provisions therein set forth
and to accept in full payment therefore, in accordance with the prices and terms
set forth in the Proposal herein.
7. That additions or alterations to or deductions from the said Proposal, if any, shall
be made in accordance with the prices stated in Provisional Items of the
Schedule of Unit prices in strict conformity with the requirements of the Proposal
and all unused monies in Provisional Items shall be deducted from the finalcost
of the Work and any quantities exceeding those shown shall be added.
8. That this Proposal is irrevocable and open to acceptance until the formal Proposal
is executed by the awarded Proponent for the said Work or Ninety (90) Calendar
Days, and prices for as long as stated elsewhere in the document, whichever
Page 41 of 64
Page 173 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
event first occurs and that the Owner may at any time within that period without
notice, accept this Proposal whether any other Proposal has been previously
accepted or not.
9. That if the Proposal is accepted, I/We agree that the Contract shall constitutethe
entire agreement between the parties and shall supersede all prior agreements,
understandings, negotiations and discussions, oral or written, between the
Proponent and the Owner or any documentation that may otherwise accompany
the Work. Any conflict or inconsistency between the components of the Contract
shall be resolved, to the extent of any conflict or inconsistency, in accordance
with the order of authority stated in Order of Precedence in this RFP.
10.That if the Proposal is accepted, I/We agree to furnish all documentation, security
and certifications as required by the Proposal and to execute the agreement in
triplicate within seven (7) calendar days after notification of award. If I/We fail
to do so, the Owner may accept the next highest ranked or any Proposal or to
advertise for new Proposals, or to carry out completion of the works in any other
way they deem best and I/We also agree to pay to the Owner the difference
between this Proposal and any greater sum which the Owner may expend or
incur by reason of such default or failure or by reason of such action as aforesaid
on their part, including the cost of any advertisement for new Proposals, and
shall indemnify and save harmless the Owner and their officers from all loss,
damage, cost, charges and expense which they may suffer or be put to by
reason of any such default or failure on my/our part.
11.That I/We agree to save the Owner, its agents, or employees, harmless from
liability of any kind for the use of any composition, secret process, invention,
article or appliance furnished or used in the performance of the Proposal of
which the Proponent is not the patentee, assignee, or licensee.
12. I/We hereby accept and agree that the Total Proposed Price (including HST)as
stated in the Form of Proposal will form an integral part of this contract.
13. The Proponent hereby accepts and agrees that the Addenda referred to in this
document form an integral part of this contract.
Page 42 of 64
Page 174 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
The undersigned affirms that he/she is duly authorized to execute this Proposal.
Proponent's Signature and Seal:
(I have authority to bind the
company) Position:
Witness: (If not
under seal)
Position:
(If Corporate Seal is not available, documentation shall be witnessed)
Dated at the
(City/Township)
This day of 2020.
Page 43 of 64
Page 175 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Schedule I Budget
Service Level Review, Strategic Plan, and Planning & Development Approvals
Process Review
The Total Proposed Pricing shall be all inclusive, including but not limited to, mileage,
disbursements, and travel time. Please include the breakdown of costs for fabrication
and installation per sign.
Description Price
Municipal Core Service Review
$
$
Municipal Strategic Plan
$
Planning and Development Approvals Process Review
Subtotal $
HST $
Total Proposed Pricing $
The Total Proposed Price (excluding HST):
Dollars
($ ),
in lawful money of Canada.
Inserted price in words take precedence over numeric
Page 44 of 64
Page 176 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Schedule II - List of References
The Proponent shall provide below three (3) separate references other than the
Township, having purchased a similar size and design of goods and/or services as
specified herein for a previous 5 (five) year period from the issuance of this
document.
Project Name:
Company for whom the work was completed:
On the project did your firm act as:
Prime Consultant Sub Consultant
Value of your portion of the project? Date of Completion of this project?
Contact Name at the s facility: s Email Address:
Telephone Number with Area Code: Fax Number with Area Code:
Project Name:
Company for whom the work was completed:
n the project did your firm act as:
Prime Consultant Sub Consultant
Value of your portion of the project? Date of Completion of this project?
Contact Name at the s facility: s Email Address:
Telephone Number with Area Code: Fax Number with Area Code:
Project Name:
Company for whom the work was completed:
On the project did your firm act as:
Prime Consultant Sub Consultant
Value of your portion of the project? Date of Completion of this project?
Contact Name at the s facility: s Email Address:
Telephone Number with Area Code: Fax Number with Area Code:
Page 45 of 64
Page 177 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Reference Release Form
I (authorized signatory for the Proponent)
authorize the Township to contact the person and/or organization listed on the List of
References, for the purpose of obtaining information relating to the Proponent and
Project.
The Township reserves the right to call references if in its sole discretion finds a need
to do so. The Township reserves the right to check other references other than listed
herein.
If the Township is unable to obtain a satisfactory reference or if the reference does
not respond to the reference call or if the reference chooses not to comment, the
reference will be deemed unsatisfactory.
Page 46 of 64
Page 178 of 258
PartIVAgreement
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Part IV Agreement
Draft Amended Upon Award
Terms and Conditions of Professional Services Agreement (Short
Form)
This Agreement made this day of 2020.
Between
The Corporation of the Township of Oro-Medonte hereinafter called the
And
hereinafter called the
Whereas the Owner has awarded to the Proponent the Proposal for;
RFP # CAO 2020-01
Service Level Review, Strategic Plan, and Planning & Development Approvals
Process Review
According to the terms and conditions herein referred to, the Proponent having put
in a Proposal therefore, a copy of which is hereto annexed, which Proposal was
accepted by the on the;
day of 2020.
Scope of Work
1. The Corporation of the Township of Oro-Medonte Township) hereby retainsthe
Consultant/Contractor to provide the Services as specified below and in the
Townships Request for Proposal document ) under the general guidance
and direction of the Township:
The Proponent shall provide the Township with details for the Service Level
Review, Strategic Plan, and Planning & Development Approvals Process Review
as detailed in Part I-Project Terms of Reference Sections 4 through 6 of RFP #
CAO 2020-01.
2. The Proponent agrees to supply, at its sole cost and expense, all staff, equipment
and technical assistance necessary to perform the Services as stipulated herein.
Contract Documents and Order of Precedence
1. The Professional Services Agreement () shall consist of the RFP,
the Proponens Proposal and these Terms and Conditions. In the event of
conflicts or inconsistencies between these documents, the terms of these Terms
and Conditions shall prevail over the RFP and the Proposal, and the terms of
Page 47 of 64
Page 179 of 258
PartIVAgreement
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
the RFP shall prevail over the Proposal.
Fees and Disbursements
1. The Township shall pay to the Proponent as full payment and compensation for
the Services an amount not to exceed the upset limit of the Total Proposed
Pricing by the Township, including all disbursements but excluding the
harmonized sales tax. No payment in excess of this amount shall be made
without the Townships prior written authorization.
2. During the term of the Agreement, the prices quoted by the Proponent are not
subject to change without the prior written consent of the Township and the
Proponent shall not be entitled to any increases in the upset limit or to the prices for
any of the individual items.
3. Provided that the Consultant is not in default of its obligations under the
Agreement, and provided that the Township does not dispute the invoice submitted
by the Consultant, the Township shall pay each invoice submitted within thirty (30)
days of receipt. The Consultant shall not be entitled to any interest upon any
payments made by the Township beyond the 30-day period.
Workplace Safety and Insurance Board (WSIB)
1. The Consultant must be in good standing with the Workplace Safety and Insurance
Board and shall furnish the Township with satisfactory evidence, in the formofa
valid WSIB Clearance Certificate, prior to commencement of the Services under the
Agreement, upon presentation of a final invoice and at any other time during the
Agreement at the Townships request.
2. The Consultant shall maintain its WSIB Insurance or pay such assessments as will
protect the Consultant and the Township from claims under Workplace Safety and
Insurance Act, and, from any other claims for damage from personal injury,
including death, which may arise from the Consul
Agreement.
3. In the event that the Consultant is not required by law to be registered with WSIB,
confirmation of s liability insurance in the amount of $2 million
($2,000,000.00) is required. Such coverage shall be confirmed by a Certificate of
Insurance.
Compliance with Laws
1. The Consultant acknowledges that it is aware of the provisions of the Occupational
Health and Safety Act (Ontario), the Environmental Protection Act, the Human
Rights Code, the Pay Equity Act (Ontario), and any other applicable Federal,
Provincial, and/or Municipal statutes, regulations, policies and guidelines
thereunder and agrees to comply with, and cause to be complied with, the
provisions thereof as such statutes, regulations, policies and guidelines may be
amended or replaced from time to time.
2. The Consultant shall do, shall cause to be done, shall refrain from doing, and/or
Page 48 of 64
Page 180 of 258
PartIVAgreement
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
shall prohibit from being done, any act or thing as directed by the Townshipif,at
any time, the Township considers that any situation or condition is unsafe,
damaging to the environment or contrary to the provisions of any applicable
statutes, regulations, policies or guidelines.
Records and Audit
1. The Township shall have the right to audit all books and records (in whatever
form they may be kept, whether written, electronic or other) relating or pertaining
to the Agreement (including any and all documents and other materials, in
whatever form they may be kept, which support or underlie those books and
records), kept by or under the control of the Consultant, including, but not limited
to those kept by the Consultant, its employees, agents, assigns, successors and
subcontractors. The Consultant shall maintain such books and records, together
with such supporting or underlying documents and materials, for the durationof
this contract or agreement and for at least two years following the completion of
the Agreement, including any and all renewals thereof. The books and records,
together with the supporting or underlying documents and materials shall be
made available, upon request, to the Township, through its employees, agents,
representatives, contractors or other designees, during normal business hours at
the Consultant's office or place of business. In the event that no such locationis
available, then the books and records, together with the supporting or underlying
documents and records, shall be made available for audit at a time and location
in the Township of Oro-Medonte, Ontario, which is convenient for the Township.
Use of Work
1. Notwithstanding any other provisions of the Agreement, the Township shall have
the right to take possession of, and use, any completed or partially completed
portions of the work.
2. The Township shall retain exclusive ownership in all components and
deliverables created solely under this Agreement and shall own any copyright
and patent directly related to and developed solely pursuant to this Agreement.
Quality Control and Quality Assurance
1. The Consultant warrants that it shall perform the Services with the requisite
degree of skill and competence to satisfy the Townships requirements as
stipulated in the Agreement.
2. The Township reserves the right to monitor the performance of the Consultant
and to issue directives to the Consultant to remedy any condition which the
Township considers to be detrimental to provision of the Services, which the
Consultant shall be required to carry out within the timeframe stipulated by the
Township.
3. At any time during the course of the Agreement, the Township may direct the
Consultant to immediately remove a staff member and replace them with
another staff member acceptable to the Township.
Page 49 of 64
Page 181 of 258
PartIVAgreement
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Changes and Alterations and Additional Services
1. The Consultant shall not change or deviate from the scope of Services without
the prior written consent of the Township. In the event that the Consultant
undertakes a change or deviation in the scope of Services without the prior
written consent of the Township, it shall not be entitled to any additional
payments.
Assignments and Subcontracts
1. It is understood and agreed that the Consultant will be an independent contractor
and that the employees or agents of the Consultant will perform all services
offered. Subcontracting agreements made by the Consultant will not release the
Consultant from any obligation to the Township with respect to the performance
of its obligations under the Agreement.
2. The Township must grant prior written approval for any assignments and all sub-
contracts which may be granted on such terms, as the Township deems
advisable. The Townshipt to any assignment or subcontract shall not
release the Consultant from its duties and obligations under the Agreement.
Damages and Set Off
1. If the Township should suffer damage because of any wrongful act or neglectof
the Consultant or of anyone for whom the Consultant is responsible in law, then
the Township shall be reimbursed by the Consultant for such damage.
2. Services which have not been performed to the Townships satisfaction in
accordance with the Agreement, whether the result of poor workmanship or
through carelessness or other acts or omissions of the Consultant or any of its
subcontractors, shall be promptly rectified in accordance with the Agreementat
the Conss expense.
3. In the event that any portion of the Services is not performed in accordancewith
the Agreement or is not satisfactory to the Township, the Township may retain,
as a holdback, an amount equal to the Township estimated cost to perform the
Services in a satisfactory manner, until the Services have been completed to the
satisfaction of the Township.
4. In addition to the rights set forth above, the Township shall have the right
to set-off against the monies due or which may become due to the
Consultant under the Agreement, any amounts owing by the Consultant to
the Township.
Suspension or Termination
1. The Township may, at any time by notice in writing to the Consultant, suspend or
terminate the Services, or any portion thereof. Upon receipt of such notice, the
Consultant shall perform no further Services and shall not be entitled to any
payment for additional work beyond that date, nor for lost profits or any
consequential damages as a result of the termination.
Page 50 of 64
Page 182 of 258
PartIVAgreement
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
2. In addition to the above, if the Consultant should become bankrupt or insolvent,
or if a receiver is appointed because of its insolvency, or if the Consultant
transfers, assigns or otherwise disposes of its interest in the Agreement or any
part thereof without the prior written authority of the Township, the Agreement
shall terminate as of the date of the any such event and the Township shall pay
for the Services rendered and disbursements incurred by the Consultant to the
date of termination.
3. Upon termination of the Agreement, all documentation relating to the Project shall
be delivered to the Township including all work product, drawings, paper and
electronic files, and the Consultant shall not be entitled to payment until it has
provided the Township with all such documentation.
4. All duties and obligations of the Consultant with respect to Services provided
up to and including the date of termination shall survive termination of the
Agreement.
Indemnification
1. The Consultant shall indemnify and save harmless the Township, its
directors, officers, council members, partners, agents and employees from
and against all claims, demands, actions, losses, expenses, suits,
proceedings, costs or damages of every nature and kind whatsoever which
the Township, its directors, officers, council members, partners, agents and
employees may suffer as a result of the acts, error or omissions of the
Consultant, its employees, officers, subcontractors or agents in the
performance of the Agreement, including, but not limited to any suits or
proceedings (including by any government agency) arising as a result of any
violation or alleged violation of any statutes or regulations, policies and
guidelines thereunder, and any legal costs associated therewith.
Insurance
1. Without restricting the generality of the section on Indemnification, the
Consultant shall obtain, maintain, pay for and provide evidence of the
following insurance coverage, taken out with insurance companies
licensed to transact business in the Province of Ontario and not otherwise
excluded by the TownshipDirector, Finance/Treasurer/Deputy CAO:
a) Commercial General Liability Insurance
Commercial General Liability ) Insurance shall include as an
additional insured, the Township of Oro-Medonte, with limits of not less than
two million dollars ($2,000,000.00) inclusive per occurrence for bodily and
personal injury, death and damage to property including loss of use hereof.
b) Automobile Liability Insurance
Automobile Liability Insurance in respect to owned and non-owned vehicles
shall have limits of not less than two million dollars ($2,000,000.00) inclusive
per occurrence and shall protect against all liability arising out of the use of
Page 51 of 64
Page 183 of 258
PartIVAgreement
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
owned or leased vehicles, used by the Consultant, its employees or agents.
c) Professional Liability Insurance
Professional Liability Insurance shall have limits of not less than two
million ($2,000,000.00) inclusive per claim, covering services or activities
that are professional in nature and thereby excluded under the CGL
policy.
The form of all insurance to be provided herein, shall in all respects be satisfactory
to the Townships Director, Finance/Treasurer/Deputy CAO and shall be
maintained continuously from either the commencement of the services or the
signing of the Agreement, whichever is sooner. The policies shall be endorsed to
provide the Township with not less than thirty (30) days written notice in advance
of cancellation, change or amendment restricting coverage.
Confidential Data
1. The Consultant shall not divulge any specific information as confidential,
communicated to or acquired by it, or disclosed by the Township in the
course of carrying out the Services provided for herein. No such information
shall be used by the Consultant on any other project without the approval in
writing of the Township.
Claims and Disputes
1. Should the Consultant wish to claim additional compensation arising out of a
change to the scope of Services or for any other reason, it shall provide the
Township with written notice of this claim within five (5) business days of
becoming aware of the claim, failing which, it shall not be entitled to any
compensation for such claim. In the event of any claims or disputes between the
parties, the Consultant will continue to perform the Services without interruption,
if so directed by the Township, pending the resolution of the claim/dispute.
General Requirements
1. Time shall be of the essence of the Agreement.
2. Any notice given pursuant to the Agreement may be delivered by facsimile
transmission, electronic mail or mailed by prepaid registered mail to the
addresses designated by the respective parties. If delivered, the notice is
effective on the date of delivery, and if mailed, the notice is effective on the fifth
(5th) business day following the day of mailing.
3. The Agreement shall ensure to the benefit of, and be binding upon, the
Township, the Consultant, their heirs, executors, administrators, successors and
permitted assigns.
4. The Agreement constitutes the complete and exclusive statement of the
agreement between the parties, which supersedes all proposals, agreements,
arrangement or understandings, oral or written, and all other communications
between the parties, relating to the subject matter of the Agreement, exceptas
Page 52 of 64
Page 184 of 258
PartIVAgreement
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
referenced in, and made part of, the Agreement.
5. The Agreement may be modified only by a written amendment signed
authorized representatives of both parties.
6. The Agreement shall be governed by, and construed in accordance with, the
laws of the Province of Ontario.
In witness where of the parties hereto have hereunto set their hand and seals on the
above date.
Proponent
Signed, Sealed and
Delivered in the ) By:
presence of (if practical); )
) Position:
) (I have authority to bind the Company)
)
) Witness:
) (If not under Seal)
)
) Owner
)
) Per:
Witness ) H.S. Hughes, Mayor
)
)
) Per:
) Janette Teeter, Deputy Clerk
Page 53 of 64
Page 185 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Part VAppendices
Part V Appendices
Proponent Payment Information
Accessibility for Ontarians with Disabilities (AODA)
Contract Change Orders
Letter of Credit
Notice of o Propos
Submission Label
Page 54 of 64
Page 186 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Part VAppendices
Payment
Information
Vendor Name:
Please Note: The Township currently uses a Direct Deposit form for payment. If
you are the successful Proponent, we will provide you with link at that time.
Alternately, to ensure the accuracy of our account information, you must attach a void
cheque and complete the following financial information:
Name of Financial Institution:
Address of Financial Institution:
Account Information:
Bank Code Transit Number Account Number
Remittance Information
Contact person:
E-mail address: _________________________________________
Name: Title/Position:
Phone: ( ) Fax: ( )
Signature: Date:
Page 55 of 64
Page 187 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Accessibility for Ontarians with Disabilities (AODA)
The Accessibility for Ontarians with Disabilities Act, 2005 and Regulations underthis
Act were enacted to improve accessibility for persons with disabilities. This legislation
applies to public sector organizations such as the Corporation of the Township of
Oro-Medonte as well as to private companies and organizations that provide goods
and services on behalf of the Township.
The Township of Oro-Medonte is committed to ensuring legislative compliance and
providing persons with disabilities consistent opportunity and access to Township
goods, services, and facilities. Accordingly, the Township has adopted policies,
procedures, and practices that address integration, independence, dignity, and equal
opportunity.
The Accessibility Standards for Customer Service Regulation (O. Reg. 429/07) was
developed to ensure that all customers can access goods and services and thattheir
individual disability needs are met while accessing an organizat goods and
services. This Regulation requires that obligated organizations ensure that every
person who deals with members of the public or other third parties on their behalf,
whether as an employee, agent, volunteer, or otherwise, receives training. The
Regulation outlines the required training components. All public sector and private
organizations were required to comply with this Regulation by January 1, 2012.
The Integrated Accessibility Standards Regulation (O. Reg. 191/11) includes
requirements for information and communication, employment, transportation and
the design of public spaces in the built environment, as well as general accessibility
requirements. Public sector organizations and private businesses must comply with
this Regulation. Commencing in 2014, organizations must ensure that training is
provided on the requirements of this Regulation and the Ontario Human Rights Code
as it pertains to persons with disabilities to all employees, volunteers and those who
provide goods, services or facilities on behalf of the organization.
The Township of Oro-Medonte and all agents and contractors must comply with
the OADA and its Regulations. Failure to comply with the Act may result in
administrative penalties pursuant to Parts IV and V of the Act.
The Township may request that agents and contractors provide records of training
and confirmation of compliance with the Act and its Regulations. Links are provided
below to assist with compliance. Your co-operation and support are essential to
increasing accessibility for persons with disabilities.
Page 56 of 64
Page 188 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
AODA Declaration Form
I, the undersigned, in submitting the Accessibility Compliance Form (thereinafter
to the Township of Oro-Medonte do hereby make the following statements
that I certify to be true and complete in every respect. I certify, on behalf of
(Corporate Name of Proponent, thereinafter
) That
1. I have read and understand the contents of this form;
2. I understand that if this form is found not to be true and complete in every
respect, the Corporation of the Township of Oro-Medonte has the authority to
discontinue the services of the Proponent;
3. I am authorized by the Proponent to sign this form and to submit the form on
behalf of the Proponent;
4. I acknowledge that as a vendor of the Corporation of the Township of Oro-
Medonte that I/we are required to comply with the Accessibility for Ontarians
with Disabilities Act, 2005 and all Regulations under this Act, as amended
from time to time;
5. I declare that I/we have reviewed, understand and will meet all accessibility
Acts and Regulations, as amended from time to time;
6. I declare that I/we will undertake to ensure that all employees, agents, sub-
contractors, and volunteers hired by the Proponent in completion of our work
will also comply with accessibility legislation.
Proponent's Signature:
(I have authority to bind the company)
Position:
Dated this day of 2020.
Page 57 of 64
Page 189 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Contract Change Order Sample
CONTRACT CHANGE ORDER NO.
DESCRIPTION: ____________________ PURCHASE ORDER No.: _________________
REQUESTED BY: ___________________ DEPARTMENT: _________________________
The following description of work(s) and/or material(s), associated cost(s) have been approved and agreed upon by
both signing parties;
The authorized changes, as stated, are subject to all provisions of the contact:
1. Revised Contract Price $
2. HST $
3. $
With a completion and/or delivery date of _________________ / ___________________ weeks.
Made this ___________________ day of _______________________________20__________.
Original Contract Price: $
THE ABOVE MENTIONED CONTRACT IS HEREBY AMENDED BY SUM OF:
With a completion and/ or delivery date:
The Corporation of the Township of Oro-Medonte Consultant/Supplier
PER:_____________________________ PER:
POSITION: _______________________ POSITION:
Page 58 of 64
Page 190 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Instructions for Use for Change Orders (if applicable)
1. This form is to be used for all changes in the work that involve changes in price
including any such changes covered by Certificates of Equality.
2. All additional or extra work and changes in the work must be authorized by
the Owner. Cases may arise when instructions on changes must be givento
the Contractor right away to avoid damage or expensive delay. If the change is
of a minor nature, the Resident Engineer or Inspector may proceed but should
inform the Owner's Project Manager without delay. If the proposed changeis
more costly or if there is doubt about its desirability, it should be cleared withthe
Project Manager by telephone. Whenever possible, the price should be agreed
upon prior to the commencement of the work.
3. A change in the amount of a unit price item in the Schedule of Items and Prices
as a result of the measured quantity differing from the estimated quantity does
not require the issuance of a change order specifically for that item. The
change in amount will be covered by the last (Final Measurement) changeorder
issued for the contract, as explained in para. 11 below.
4. Extra work carried out on the direction of the Owner requires the issuance of a
change order. The change order must identify the work and shall give the
quantities, prices and amounts involved.
5. When work is to be performed on a cost-plus or unit-price basis and the exact
cost will not be known until the work has been completed, the change order
should be headed "COST-PLUS" or "UNIT PRICES", as the case may be,and
the estimated cost should be shown. The estimated cost is NOT to be included
under "Total Additions" or "Total Deductions", nor is the "Balance of Contingency
Allowance" or the Contract Price to be changed. When the work coveredby
the change order has been completed, a further change order is to be prepared
giving the final cost. It will be given a new number and this number will be
followed by the original number suffixed by "a"; e.g., if the change order giving
the estimated cost is No. 7 and if when work has been completed 11 change
orders have been issued, the change order showing the completed cost willbe
numbered 12.7a.
6. Change orders should be set out clearly. If the reason for the issuance of a
change order is not clear from the change order itself, one copy of an explanation
should be sent to the Owner with the change order. Change orders must state the
quantities or estimated quantities involved and must state how the price or
prices were arrived at. Quotations obtained from the Contractor or sub-
contractors should give adequate breakdowns, and mark-up percentages must
be in accordance with the Contract (see Section of the General Conditions
Page 59 of 64
Page 191 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
headed "Valuation of Variations.").
7. Only related changes are to be included in the same change order. Unrelated
items should be covered by separate change orders.
8. Change orders should be submitted promptly to the Owner for approval during
the period of construction and should not be accumulated in batches or have their
submission delayed to the end of the job.
9. The Consulting Engineer should give careful consideration to the matter of
whether an extension of the Time for Completion should be given on account of
a change order. His recommendation should be given to the Engineer when
forwarding the change order to approval. If it is difficult or impossible to decide
at the date of issuance of the change order what would be a reasonable
extension to give, this should be stated and the matter should be discussed with
the Engineer at a suitable date.
10. Additional or extra work will be paid for out of the Contingency Allowance without
immediately changing the Contract Price. Only when the Contingency
allowance has been used up or when the Final Measurement change order is
prepared will the Contract Price be changed.
11. On contracts that include unit price items, the last change order issued
should be headed "Order No.? (FINAL MEASUREMENT)." The descriptionwill
be "adjust quantities and amounts of all unit price items in the Schedule of Items
and Prices in accordance with the final measurement". The amount of the
change order will be the net addition or deduction due to the final
measurement, and the Contract Price will be shown in the bottom right-hand
corner of the form as "Final" instead of "revised to date".
12. Attached to each copy of the change order should be a copy of the detailed final
measurement set out item by item as in the Schedule of Items and Prices showing
the estimated quantities, unit prices, amounts, final quantities, final amounts,
adjustments in quantities and amounts and the net total of all other change orders
approved. This is to be typed on the Owner's "FINAL MEASUREMENT" forms.
13. The Owner will require the original and one copy of the change order. Sufficient
additional copies should be submitted to fulfil the requirements of the Consulting
Engineer and the Contractor. All copies shall be signed by the Contractor and
the Consulting Engineer before being submitted to the Agency. When the
change order has been approved, all but the original and one copy will be
returned to the Consulting Engineer for distribution.
Page 60 of 64
Page 192 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Proposal Irregularities
Item Irregularity Response
1 Late Proposals Automatic rejection, not read publicly and
returned unopened to Proponent
2 Unsealed Envelopes (Tender or Automatic rejection
Other)
3 Amount on deposit cheque incorrect Automatic rejection
4 All required sections of Proposal Automatic rejection unless, in the
documents not completed consensual opinion The Finance
Department, Director in charge ofRFP
solicitation, Clerk or Treasurer, the
incomplete nature is trivial or insignificant
and does not affect the total price.
5 Proposals not completed in Ink, Automatic rejection
typewritten or automated printers
6 Incomplete, illegible or obscure bids Automatic rejection
or Proposals which contain
additions not called for
7
Erasures, alterations, or strike-out May be rejected, unless such changes
errors or irregularities of any kind
such two (2) business days shall be given
to rectify
8 Failure to attend mandatory site visit Automatic rejection
9 Automatic rejection
Proposals received on documents
other than those provided in RFP or
requested
10 Pricing or signature pages missing Automatic rejection
11 Part Proposals (all items not bid) Acceptable unless complete Proposal has
been specified in the request.
12 Documents in which all necessary Automatic rejection
Addenda, which have financial
implication, have not been
acknowledged
13 Two (2) business days to acknowledge
Documents in which all necessary
Addenda, which have informational
content, have not been
acknowledged
14 Automatic rejection
Proposals received on documents
other than those provided in the
Form of Proposal by the
Township of Oro-Medonte
Page 61 of 64
Page 193 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
15 Acceptable if officially received on time
Proposals received without proper
label used
16 Failure to insert the PrAutomatic rejection
business name in the spaces
provided in the Form of Proposal
17 Automatic rejection
Failure to include signature of the
person authorized to bind the
Proponent in the space provided in
the Form of Proposal
18 Automatic rejection
Conditions placed by the Tenderer
on the Total Contract Price
19
Qualified Proposals (Proposals Automatic rejection unless, in the
qualified or restricted by the consensual opinion of The Finance
attached statement) Department, Director in charge of Proposal
solicitation, Clerk or Treasurer or
designates, the qualification or restriction is
trivial or not significant and doesnot affect
the total price.
20
RFP clearly states that an award Proposals may be rejected except when the
may be made for individual items. RFP clearly states that an award may be
made for individual items (contractssuch as
equipment rental or some material contracts
which are in effect several individual
contracts combined).
21 Two (2) business days to rectify
Corporate seal or signature missing;
s authority to bind the
Corporation or signature missing
22 Corporate seal and signature Automatic rejection
missing; authority to signature
missing
23
Proposals Containing Minor Two (2) business days to correct and initial
Obvious Clerical Errors errors
24 Proposals Containing Minor Two (2) business days to correct and initial
Mathematical Errors errors. The Township of Oro-Medonte
reserves the right to waive initialing and
accept Proposal.
25
Un-initialed changes to the request Two (2) business days to correct and initial
documents which are minor (i.e.; the errors. The Township of Oro-Medonte
Proponent's address is amended by reserves the right to waive initialing and
overwriting but not initialed) accept Proposal
26 Alternate items bid in whole or in Available for further consideration unless
part specified otherwise in request
Page 62 of 64
Page 194 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
27
Unit prices in the schedule of prices 1. Two (2) business days to
have been changed but not initialed correct initial errors. The
Township of Oro-Medonte
reserves the right to waive
28
Other mathematical errors which Two (2) business days to initial corrections.
are not consistent with the unit Unit prices will govern.
prices
29 Automatic rejection
Pages requiring completion of
information by vendor are missing
Note: The above list of irregularities should not be considered all-inclusive. The
requisitioning department will review minor irregularities not listed and shall have
authority to waive other irregularities or grant two (2) business days to initial such
irregularities, which they jointly consider to be minor.
Page 63 of 64
Page 195 of 258
11.f) CAO2020-10, Robin Dunn, CAO; and Vanessa Cooper, Executive Assista...
Attachment A
Background Documents and Resources (available on Township website or upon
request)
Organization Chart
5 Year Capital Plan/Budget and Business Plan
Strategic Plan (2014-2018)
Annual Report Cards (2017, 2018, 2019)
Development Charges Background Study 2019
Asset Management Plan
Economic Development Strategy
Fire Master Plan
Strategic Facility Plan (2010)
IT Master Plan
Operations Service Review (2016)
Environmental Services Review and Review (2017)
Municipal Service Corporation Business Case (approved 2018)
Roads Network Plan
Bridge Assessment (2019)
Internal (staff) survey (2014)
External (community) survey (2018)
Administration Service Review (2017)
BMA Municipal Study (2017)
Official Plan
Comprehensive Zoning By-law 97-95
Comprehensive Stormwater Management Master Plan Rev. August 2015
Horseshoe Craighurst Corridor Water, Wastewater and Transportation Master Plan Dec
2019
Development Engineering Policies, Process, and Design Standards
Page 64 of 64
Page 196 of 258
11.g) Robin Dunn, CAO, correspondence received June 18, 2020 from Associ...
Page 197 of 258
11.g) Robin Dunn, CAO, correspondence received June 18, 2020 from Associ...
Steve Clark, Minister of Municipal Affairs and Housing
Page 198 of 258
11.g) Robin Dunn, CAO, correspondence received June 18, 2020 from Associ...
Page 199 of 258
12.a) CAO2020-9, Vanessa Cooper, Executive Assistant, CAO, Mayor & Counc...
Page 200 of 258
12.a) CAO2020-9, Vanessa Cooper, Executive Assistant, CAO, Mayor & Counc...
Continue to implement work-from-home strategies and flexible work hours in your
workplace where possible. Having staff work from home reduces the potential for
transmission in the workplace and allows for more space for staff that are required to be
in the office.” Charles Gardner, MD, CCFP, MHSc, FRCPC, Medical Officer of Health,
SMDHU - June 10, 2020.
Page 201 of 258
12.a) CAO2020-9, Vanessa Cooper, Executive Assistant, CAO, Mayor & Counc...
Page 202 of 258
12.a) CAO2020-9, Vanessa Cooper, Executive Assistant, CAO, Mayor & Counc...
Page 203 of 258
12.a) CAO2020-9, Vanessa Cooper, Executive Assistant, CAO, Mayor & Counc...
$07*%bj 3DBNUDQX 1K@M
Page 204 of 258
12.a) CAO2020-9, Vanessa Cooper, Executive Assistant, CAO, Mayor & Counc...
Page 205 of 258
12.a) CAO2020-9, Vanessa Cooper, Executive Assistant, CAO, Mayor & Counc...
Page 206 of 258
12.a) CAO2020-9, Vanessa Cooper, Executive Assistant, CAO, Mayor & Counc...
Page 207 of 258
12.a) CAO2020-9, Vanessa Cooper, Executive Assistant, CAO, Mayor & Counc...
Page 208 of 258
12.a) CAO2020-9, Vanessa Cooper, Executive Assistant, CAO, Mayor & Counc...
Page 209 of 258
12.a) CAO2020-9, Vanessa Cooper, Executive Assistant, CAO, Mayor & Counc...
Page 210 of 258
12.a) CAO2020-9, Vanessa Cooper, Executive Assistant, CAO, Mayor & Counc...
Page 211 of 258
12.a) CAO2020-9, Vanessa Cooper, Executive Assistant, CAO, Mayor & Counc...
Page 212 of 258
12.a) CAO2020-9, Vanessa Cooper, Executive Assistant, CAO, Mayor & Counc...
Page 213 of 258
12.a) CAO2020-9, Vanessa Cooper, Executive Assistant, CAO, Mayor & Counc...
Page 214 of 258
12.a) CAO2020-9, Vanessa Cooper, Executive Assistant, CAO, Mayor & Counc...
Page 215 of 258
12.a) CAO2020-9, Vanessa Cooper, Executive Assistant, CAO, Mayor & Counc...
Page 216 of 258
12.a) CAO2020-9, Vanessa Cooper, Executive Assistant, CAO, Mayor & Counc...
Page 217 of 258
12.a) CAO2020-9, Vanessa Cooper, Executive Assistant, CAO, Mayor & Counc...
Page 218 of 258
12.b) FI2020-7, Mark DesLauriers, Chief Financial Officer/Treasurer re: ...
Page 219 of 258
12.b) FI2020-7, Mark DesLauriers, Chief Financial Officer/Treasurer re: ...
Page 220 of 258
12.b) FI2020-7, Mark DesLauriers, Chief Financial Officer/Treasurer re: ...
o
o
o
o
Page 221 of 258
12.b) FI2020-7, Mark DesLauriers, Chief Financial Officer/Treasurer re: ...
Page 222 of 258
12.b) FI2020-7, Mark DesLauriers, Chief Financial Officer/Treasurer re: ...
Page 223 of 258
12.b) FI2020-7, Mark DesLauriers, Chief Financial Officer/Treasurer re: ...
Page 224 of 258
12.b) FI2020-7, Mark DesLauriers, Chief Financial Officer/Treasurer re: ...
Page 225 of 258
12.b) FI2020-7, Mark DesLauriers, Chief Financial Officer/Treasurer re: ...
Page 226 of 258
12.b) FI2020-7, Mark DesLauriers, Chief Financial Officer/Treasurer re: ...
Page 227 of 258
12.b) FI2020-7, Mark DesLauriers, Chief Financial Officer/Treasurer re: ...
Page 228 of 258
12.b) FI2020-7, Mark DesLauriers, Chief Financial Officer/Treasurer re: ...
Page 229 of 258
12.c) Memorandum dated June 24, 2020 from Mark DesLauriers, Chief Financ...
Page 230 of 258
12.c) Memorandum dated June 24, 2020 from Mark DesLauriers, Chief Financ...
Page 231 of 258
12.c) Memorandum dated June 24, 2020 from Mark DesLauriers, Chief Financ...
Page 232 of 258
14.a) Announcements of Interest to the Public: Notice of Full Bridge Clo...
MTO Contract 2019-2012 Hwy 11, Oro Line 5 Underpass, Oro Line 9 Underpass, Grouse
Creek Culvert, Non-Structural Culverts
RE: Notice of Full Bridge Closures at Oro-Medonte Line 5 and Line 9, Hwy 11
Underpass
Clearwater Structures Inc. is writing to advise residents of the upcoming full road closures of
Oro-Medonte Line 5 at the Hwy 11 bridge, as well as Oro-Medonte Line 9 at the Hwy 11 bridge
for bridge construction.
Oro-Medonte Line 5 bridge over Hwy 11 will be closed at Line 5 South and Line 5 North, access
to dwellings and businesses will be granted to local traffic only. Crossing of the bridge will be
prohibited due to construction operations. The closure will begin March 16, 2020 and be in
effect until November 20, 2020. Overpass bridges at Oro Line 3, 7 and 11 are fully open and can
be used as alternates.
Oro-Medonte Line 9 bridge over Hwy 11 will be closed at Line 9 South and Line 9 North, access
to dwellings and businesses will be granted to local traffic only. Crossing of the bridge will be
prohibited due to construction operations. The closure will begin March 16, 2020 and be in
effect until November 20, 2020. Overpass bridges at Oro Line 3, 7 and 11 are fully open and can
be used as alternates.
Head Office 397 Frankcom Street, Ajax, Ontario, L1S 1R4
Tel: 905-686-5203 Fax: 905-686-4763
Page 233 of 258
14.b) Correspondence dated June 8, 2020 from Phil Whitton, Superintenden...
Municipal Policing Bureau
OntarioPolice
Bureau des services policiers des municipalités
Provincialprovinciale
Policede l’Ontario
777 Memorial Ave. 777, ave Memorial
Orillia ON L3V 7V3 Orillia (ON) L3V 7V3
Tel: (705) 329-6200Fax: (705) 330-4191
File Reference:600
June 8, 2020
Dear Mayor / Worship,
Re:Change in security check and revenue distribution processes
The Ontario Provincial Police (OPP)is doing our part to help reduce the risk of spreading
COVID-19 by restricting access to detachments across the province. We have already taken
the step of limiting the processing of routinesecurity checks (criminal record
checks/vulnerable sector checks) by detachment staff.We are committed to processing
security checksdeemed to be necessary, or for emergency circumstances,andmitigating
any potentialCOVID-19 relatedhealthrisks, as much as possible.
In late April 2020, the OPP adopted a newprocedure for processing emergent security
checksthat reduces the risk to applicants and improveson the efficiency of the process by:
Movingthe security check application form to an online submission, reducing
applicants’ detachment visits to one visit in most circumstances;a visit to pick up the
completed security check.
Centralizingthe vettingof applicationsfor emergent needsand oversight of the
process.
Providingapplicants access to apaperlesspaymentmethodto a provincial Point of
Sale terminal over the phone, further reducing the risk of potential exposure to a
COVID-19 transmission vector.
Under the new process, applicants will make their payment over the telephone to
detachments that currently have provincial Point of Sale (POS) machines.The funds will be
deposited directly to the Consolidated Revenue Fund (CRF) of the provincial governmentin
accordance with the Financial Administration Act, RSO 1990(FAA).Security check revenue
is tracked to ensure these funds are allocated to the municipality where applicants reside.
Revenue will now be credited back to municipal policing accountsquarterly throughout the
year. The credit will be provided to municipalities approximately two months after the end of
the quarter(May, August, November, and February).The credit process for 2020 is
impacted by the in-year implementation of thenew process and details on the timing of the
credit will be provided to municipalities in future correspondence.
All revenue collected by OPP detachments for security checks, finger prints and reports
provided to the public for a fee will follow this process to ensure compliance with the FAA.
Page 234 of 258
14.b) Correspondence dated June 8, 2020 from Phil Whitton, Superintenden...
Should you have any further questions regarding this process please email
OPP.MPB.Financial.Services.Unit@opp.ca. Members of the public can find the most up-to-
date information on obtaining a record check by visiting www.OPP.ca.
Yours truly,
Phil Whitton
Superintendent
Bureau Commander
Municipal Policing Bureau
c. CAO / Treasurer / Clerk
Page 235 of 258
14.c) Correspondence dated June 12, 2020 from Steve Clark, Minister, Min...
Ministry of Ministère des
Municipal Affairs Affaires municipales
and Housing et du Logement
Office of the Minister Bureau du ministre
the
777 Bay Street, 17 Floor 777, rue Bay, 17 étage
Toronto ON M7A 2J3 Toronto ON M7A 2J3
Tel.: 416 585-7000 Tél.: 416 585-7000
234-2020-2382
June 12, 2020
Dear Heads of Council / Clerks and CAOs:
Nothing is more important than protecting the health and well-being of Ontarians. Since
first learning of COVID-19, Ontario has taken decisive action to stop the spread of this
deadly virus, and we thank you for your support in our efforts.
that all municipalities have had to make adjustments to adapt to new priorities and
shifting ways of doing business.
When municipalities requested our help, we listened and acted quickly to legislate
changes to the Planning Act and make the necessary regulation to suspend decision-
making timelines. These changes balanced the need to suspend the timelines that
would allow a municipality to refocus time and resources on the COVID-19 outbreak,
while allowing councils to continue to make decisions on planning matters as municipal
capacity evolved.
As we move forward with our gradual approach that will allow Ontario to emerge from
the COVID-19 outbreak, we know that getting shovels in the ground is key to moving
forward on the path to economic recovery together. Many municipalities may be well on
their way to a more normalized planning review process, and we want to ensure that the
land use planning system
time. As a result, we intend to end the temporary suspension of the Planning Act
nd
timelines as of June 22, 2020.
We understand that the safety of your constituents must remain a priority, and that there
are certain provincial restrictions in place regarding public gatherings. Therefore, we
encourage you to continue to use electronic and virtual channels, as appropriate, to
engage and provide the public with an opportunity to make representations on planning
matters,
Page 236 of 258
14.c) Correspondence dated June 12, 2020 from Steve Clark, Minister, Min...
-2-
It is vital for our economic recovery from this outbreak that we work together to help
move the planning approvals process forward. We need to continue the important job of
creating housing and keeping infrastructure projects moving while also ensuring we
maintain public health. Development has always played a key role in supporting growth
in our communities, and it will play an especially important role on our road to economic
recovery from COVID-19.
Let me assure you that our government is working to support you, our municipal
partners, and will continue to work collaboratively to keep all Ontarians safe.
Sincerely,
Steve Clark
Minister
c. Association of Municipalities of Ontario
Page 237 of 258
14.c) Correspondence dated June 12, 2020 from Steve Clark, Minister, Min...
Planning Act
Emergency Management and Civil Protection Act
Environmental Bill of Rights, 1993
Page 238 of 258
14.c) Correspondence dated June 12, 2020 from Steve Clark, Minister, Min...
Planning Act
Emergency Management and Civil Protection Act
Bill 189, Coronavirus (COVID-19) Support and Protection Act, 2020Planning Act
Planning Act
Planning Act
Planning Act
Emergency Management and Civil Protection Act
Planning ActCity of Toronto Act, 2006
Page 239 of 258
14.c) Correspondence dated June 12, 2020 from Steve Clark, Minister, Min...
Planning Act
City of Toronto Act, 2006
Planning Act
o
o
o
o
o
o
o
o
o
o
Page 240 of 258
14.c) Correspondence dated June 12, 2020 from Steve Clark, Minister, Min...
Planning Act
Page 241 of 258
14.c) Correspondence dated June 12, 2020 from Steve Clark, Minister, Min...
Page 242 of 258
15.a) Correspondence dated May 29, 2020 from Heather Oliver, Teacher on ...
Martin Carl Baseball Diamond
Page 243 of 258
17.a) 2020-047: A By-law to Provide for the Giving of Names to Highways ...
Page 244 of 258
17.a) 2020-047: A By-law to Provide for the Giving of Names to Highways ...
Page 245 of 258
17.b) 2020-057: A By-law to Authorize the Execution of an Agreement betw...
Municipal Act, 2001,S.O. 2001
Page 246 of 258
17.b) 2020-057: A By-law to Authorize the Execution of an Agreement betw...
Page 247 of 258
17.c) 2020-066: A By-law to remove the Holding symbol on lands described...
Page 248 of 258
17.c) 2020-066: A By-law to remove the Holding symbol on lands described...
Page 249 of 258
17.d) 2020-068: A By-law to Amend By-law No. 2012-181, A By-law to Provi...
Page 250 of 258
17.e) 2020-069: A By-law to authorize a decrease in the speed limit on c...
Page 251 of 258
17.e) 2020-069: A By-law to authorize a decrease in the speed limit on c...
Page 252 of 258
17.e) 2020-069: A By-law to authorize a decrease in the speed limit on c...
Page 253 of 258
17.e) 2020-069: A By-law to authorize a decrease in the speed limit on c...
Page 254 of 258
17.e) 2020-069: A By-law to authorize a decrease in the speed limit on c...
Page 255 of 258
17.e) 2020-069: A By-law to authorize a decrease in the speed limit on c...
Page 256 of 258
17.e) 2020-069: A By-law to authorize a decrease in the speed limit on c...
Page 257 of 258
19.a) 2020-070: Being a by-law to confirm the proceedings of the Council...
Municipal Act, 2001, S.O. 2001, C. 25, as amended
Page 258 of 258