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01 27 2021 Council Agenda The Township of Oro-Medonte Council Meeting Agenda Electronic Meeting Wednesday, January 27, 2021 9:00 a.m. - Closed Session Open Session Immediately Following Closed Session Effective Tuesday, March 17, 2020 at 8:30 a.m., all Township of Oro-Medonte facilities including the Administration Centre were closed to the public. 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, complete the form and review the Protocols for Public Participation at the following links: 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 in advance of the meeting d 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: The Township of Oro-Medonte acknowledges that we are situated on the traditional land of the Anishnaabek (A- nish- in- aa- beh) people, and ancestral territory of the Huron-Wendat. The Anishnaabek include the Odawa Page 1 of 213 Council Meeting Agenda -January 27, 2021 \[Oh-DAH-wah\], Ojibwe \[O-jib-we\] and Pottawatomi \[boh-tah-WAH-toh-mee\] nations, collectively known as the Three Fires Confederacy. It continues today as the home for diverse Indigenous Peoples including the historic Métis Community in Penetanguishene. The Anishnaabek people continue to have an enduring relationship with this land, specifically the Chippewas of Rama First Nation, the Chippewa Tri- Council and the Williams Treaties First Nations. The Huron-Wendat Nation also continues to pay respect and protect their ancestors and heritage on this land. We honour the Indigenous history and culture that has thrived for millennia in this territory and the Treaties that bind us together as partners in the spirit of a shared sustainable and prosperous future. We are all Treaty People. Our commitment begins with acknowledging the Truth so that we can move forward together towards Reconciliation. 2. Adoption of Agenda: a) Motion to Adopt the Agenda. 3. Disclosure of Pecuniary Interest: 4. Closed Session Items: a) Motion to go In Closed Session. b) Motion to Rise and Report. c) Andria Leigh, Director, Development Services re: Personal information about an identifiable individual (Heritage Committee Applications). d) Robin Dunn, CAO; Donna Hewitt, Director, Corporate Services re: Litigation affecting the Municipality (Legal Update). e) Robin Dunn, CAO re: Solicitor-Client Privilege (Cannabis). 5. Minutes of Council and Committees: 6 - 21a) Minutes of Council meeting held on Wednesday, January 13, 2021. 22 - 25 b) Minutes of Special Council meeting held on Friday, January 15, 2021. 26 - 29 c) Minutes of Special Council meeting held on Monday, January 18, 2021. 6. Recognition of Achievements: None. 7. Public Meetings: None. 8. Deputations/Presentations: 30 - 47 a) 11:00 a.m. John Naas, Partner, Blackline Consulting re: Service Level Page 2 of 213 Council Meeting Agenda -January 27, 2021 Review. 9. 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. Please refer to Procedural By-Law No. 2017-165 for additional information. 10. Reports of Municipal Officers for Action: 48 - 117 a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Composition Award - RFP # CS 2020-05. 118 - 134 b) FI2021-1, Shannon Johnson, Manager, Finance/Deputy Treasurer re: Tile Drainage Debenture Package \[Refer to Item 17a)\]. 135 - 137 c) FI2021-2, Shannon Johnson, Manager, Finance/Deputy Treasurer re: FCM Municipal Asset Management Program Grant Application. 11. Reports of Municipal Officers for Information Only: 138 a) Robin Dunn, CAO re: Update on COVID-19 Actions. 139 - 148 b) DS2021-4, Curtis Shelswell, Manager, Municipal Law Enforcement/Chief Municipal Law Enforcement Officer re: Municipal Law Enforcement Occurrence Report, October-December, 2020. 149 - 154 c) DS2021-5, Garry McCartney, Chief Building Official re: Building Division Activity Stats Update 2020. 155 - 181 d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corporate Projects Status Update October, November, December 2020. 12. Reports of Members of Council: a) Updates from Council Representatives County of Simcoe and Township Partners and Agencies. representatives at the Tow Agencies. 13. Announcements: 14. Consent Agenda: 182 - 183 a) Announcements of Interest to the Public: 1. Oro-Medonte Snowman Contest, Open January 15, 2021 to February Page 3 of 213 Council Meeting Agenda -January 27, 2021 28, 2021. 184 - 185 b) Correspondence dated January 18, 2021 from Jenna Stevenato, Social Enterprise & Project Advisor, Redwood Park Communities re: Request to Proclaim February 2, 2021 "Toque Tuesday". Staff Recommendation: Receive, Proclaim, Post on Township's Website, Advise under Mayor's Signature. 186 - 187 c) Correspondence dated January 12, 2021 from Whitney Walsh, Vice President, Crime Stoppers of Simcoe Dufferin Muskoka re: Request to Proclaim January, 2021 "Crime Stoppers Month". Staff Recommendation: Receive, Proclaim, Post on Township's Website, Advise under Mayor's Signature. 188 d) Correspondence dated January 12, 2021 from Michèle Newton, President/Acting Chair, Making Change re: Request to Proclaim, February, 2021 "Black History Month". Staff Recommendation: Receive, Proclaim, Post on Township's Website, Advise under Mayor's Signature. 189 e) Correspondence dated January 14, 2021 from Shawna Bailey, Executive Director, Epilepsy Simcoe County re: Request to March 26, 2021 "Purple Day for Epilepsy Awareness". Staff Recommendation: Receive, Proclaim, Post on Township's Website, Advise under Mayor's Signature. 190 - 193 f) Correspondence dated December 22, 2020 from Caroline Mulroney, Minister of Transportation re: Township of Oro- and safety audit at the Highway 12 and Warminster Sideroad intersection. Staff Recommendation: Receive and refer to staff for a response. 194 g) Correspondence dated January 9, 2021 from Oro Medonte Community Coalition Corp re: Petition to Member of Parliament Diane Finley, Cannabis Growth in Canada. Staff Recommendation: Receive for Information Only. 195 h) Correspondence dated January 18, 2021 from Sylvia Stark, Chairperson, Oro-Medonte Chamber of Commerce, Membership Committee, AGM-Gala Committee re: 2021 Update. Staff Recommendation: Receive for Information Only. 196 - 197 i) Correspondence dated January 19, 2021 from Scott Miller, Forest Industry Development Advisor, Ministry of Natural Resources and Forestry, (MNRF) re: Invitation to Participate: Solid Wood Bioheat Webinar Series. Staff Recommendation: Receive for Information Only. 198 j) Correspondence dated January 22, 2021 from Jeff Yurek, Minister, Ministry of the Environment, Conservation and Parks (MECP) re: Virtual Town Hall, February 11, 2021, Lake Simcoe Protection Plan. Staff Recommendation: Receive for Information Only. Page 4 of 213 Council Meeting Agenda -January 27, 2021 15. Communications/Petitions: None. 16. Notice of Motions: None. 17. By-Laws: 199 a) 2021-009: Rating By-Law, Tile Drainage Act, R.S.O. 1990, c. T.8, s.8, The Corporation of the Township of Oro-Medonte, A by-law imposing special annual drainage rates upon land in respect of which money is borrowed under the Tile Drainage Act. 200 - 201 b) 2021-012: A By-law to Constitute and Appoint a Development Services Committee and to Repeal By-law 2018-107. 202 - 212 c) 2021-013: A By-Law to Approve the Submission of an Application to Ontario -Term Financing of Certain Capital Works of The Corporation of the Township of Oro-Medonte ntering into of a Rate Offer Letter Agreement Pursuant to which the Municipality will Issue Debentures to OILC. 18. Closed Session Items (Unfinished Items): 19. Confirmation By-Law: 213 a) 2021-016: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, January 27, 2021. 20. Adjournment: a) Motion to Adjourn. Page 5 of 213 5.a) Minutes of Council meeting held on Wednesday, January 13, 2021. Page 6 of 213 5.a) Minutes of Council meeting held on Wednesday, January 13, 2021. Page 7 of 213 5.a) Minutes of Council meeting held on Wednesday, January 13, 2021. Page 8 of 213 5.a) Minutes of Council meeting held on Wednesday, January 13, 2021. Page 9 of 213 5.a) Minutes of Council meeting held on Wednesday, January 13, 2021. Page 10 of 213 5.a) Minutes of Council meeting held on Wednesday, January 13, 2021. Page 11 of 213 5.a) Minutes of Council meeting held on Wednesday, January 13, 2021. Page 12 of 213 5.a) Minutes of Council meeting held on Wednesday, January 13, 2021. Page 13 of 213 5.a) Minutes of Council meeting held on Wednesday, January 13, 2021. Page 14 of 213 5.a) Minutes of Council meeting held on Wednesday, January 13, 2021. Page 15 of 213 5.a) Minutes of Council meeting held on Wednesday, January 13, 2021. Page 16 of 213 5.a) Minutes of Council meeting held on Wednesday, January 13, 2021. Highway Traffic Act Off-Road Vehicle Act Highway Traffic ActOff-Road Vehicle Act Page 17 of 213 5.a) Minutes of Council meeting held on Wednesday, January 13, 2021. Page 18 of 213 5.a) Minutes of Council meeting held on Wednesday, January 13, 2021. Page 19 of 213 5.a) Minutes of Council meeting held on Wednesday, January 13, 2021. Page 20 of 213 5.a) Minutes of Council meeting held on Wednesday, January 13, 2021. Page 21 of 213 5.b) Minutes of Special Council meeting held on Friday, January 15, 2021... Page 22 of 213 5.b) Minutes of Special Council meeting held on Friday, January 15, 2021... Page 23 of 213 5.b) Minutes of Special Council meeting held on Friday, January 15, 2021... Page 24 of 213 5.b) Minutes of Special Council meeting held on Friday, January 15, 2021... Page 25 of 213 5.c) Minutes of Special Council meeting held on Monday, January 18, 2021... Page 26 of 213 5.c) Minutes of Special Council meeting held on Monday, January 18, 2021... Page 27 of 213 5.c) Minutes of Special Council meeting held on Monday, January 18, 2021... Page 28 of 213 5.c) Minutes of Special Council meeting held on Monday, January 18, 2021... Page 29 of 213 8.a) 11:00 a.m. John Naas, Partner, Blackline Consulting re: Service Lev... Page 30 of 213 8.a) 11:00 a.m. John Naas, Partner, Blackline Consulting re: Service Lev... Page 31 of 213 8.a) 11:00 a.m. John Naas, Partner, Blackline Consulting re: Service Lev... Page 32 of 213 8.a) 11:00 a.m. John Naas, Partner, Blackline Consulting re: Service Lev... Page 33 of 213 8.a) 11:00 a.m. John Naas, Partner, Blackline Consulting re: Service Lev... Page 34 of 213 8.a) 11:00 a.m. John Naas, Partner, Blackline Consulting re: Service Lev... Page 35 of 213 8.a) 11:00 a.m. John Naas, Partner, Blackline Consulting re: Service Lev... Page 36 of 213 8.a) 11:00 a.m. John Naas, Partner, Blackline Consulting re: Service Lev... Page 37 of 213 8.a) 11:00 a.m. John Naas, Partner, Blackline Consulting re: Service Lev... Page 38 of 213 8.a) 11:00 a.m. John Naas, Partner, Blackline Consulting re: Service Lev... Page 39 of 213 8.a) 11:00 a.m. John Naas, Partner, Blackline Consulting re: Service Lev... Page 40 of 213 8.a) 11:00 a.m. John Naas, Partner, Blackline Consulting re: Service Lev... Page 41 of 213 8.a) 11:00 a.m. John Naas, Partner, Blackline Consulting re: Service Lev... Page 42 of 213 8.a) 11:00 a.m. John Naas, Partner, Blackline Consulting re: Service Lev... Page 43 of 213 8.a) 11:00 a.m. John Naas, Partner, Blackline Consulting re: Service Lev... Page 44 of 213 8.a) 11:00 a.m. John Naas, Partner, Blackline Consulting re: Service Lev... Page 45 of 213 8.a) 11:00 a.m. John Naas, Partner, Blackline Consulting re: Service Lev... Page 46 of 213 8.a) 11:00 a.m. John Naas, Partner, Blackline Consulting re: Service Lev... Page 47 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... Page 48 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... Page 49 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... Page 50 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... Page 51 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... The Corporation of the Township Oro-Medonte Request for Proposal RFP # CS 2020-05 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, Wednesday, January 6, 2021. Late proposals will not be accepted. Requirements for: Ward Boundary and Council Composition 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; Yvonne Aubichon Clerk (yaubichon@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 66 Page 52 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... #®³¤³² Definitions ....................................................................................................................... 7 Part I Project Terms of Reference .......................................................................... 11 1. Introduction .................................................................................................... 11 2. Background .................................................................................................... 11 3. Current situation: ............................................................................................ 11 4. Scope of Project ............................................................................................. 12 5. Timeframe of Project ...................................................................................... 13 6. Project Requirements and Deliverables ......................................................... 14 a. Requirements ................................................................................................. 14 b. Deliverables ................................................................................................... 14 c. Public Engagement/Consultation ................................................................... 15 7. Content 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 ................................................................................... 20 10. Late Submission............................................................................................. 20 11. Proposal Opening .......................................................................................... 20 Page 53 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 12. Amendment of Proposals ............................................................................... 21 13. Right to Accept or Reject Proposal ................................................................ 21 14. Proposal Evaluation ....................................................................................... 21 15. Evaluation Criteria .......................................................................................... 21 16. Negotiations ................................................................................................... 23 17. Presentation & Interview ................................................................................ 23 18. Award Determination ...................................................................................... 23 19. Execution of Award ........................................................................................ 24 20. Order of Precedence ...................................................................................... 25 21. Alternative Dispute Resolution. ...................................................................... 25 22. Contract Additions & Deletions ...................................................................... 26 23. Proponent Qualifications ................................................................................ 26 24. Proponent's Statement of Understanding....................................................... 26 25. Term of Contract ............................................................................................ 26 26. Irrevocability of Proposals .............................................................................. 27 27. Errors and Omissions ..................................................................................... 27 28. Proponents Expenses .................................................................................... 27 29. Changes to Proposal Wording ....................................................................... 27 30. Price Components.......................................................................................... 27 31. Freedom of Information .................................................................................. 27 32. Bribery/Fraud ................................................................................................. 28 33. Cancellation ................................................................................................... 28 34. Insurance ....................................................................................................... 28 35. Workplace Safety and Insurance Board (WSIB) ............................................ 29 36. Regulation Compliance and Legislation ......................................................... 30 37. Laws of Ontario .............................................................................................. 30 Page 54 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 38. Indemnification ............................................................................................... 30 39. Force Majeure ................................................................................................ 31 40. Severability .................................................................................................... 31 41. Termination of Contract .................................................................................. 31 42. Termination by Notice .................................................................................... 31 43. Termination for Cause .................................................................................... 31 44. Suspension of Work ....................................................................................... 32 45. Suspension in Future ..................................................................................... 32 46. Failure to Comply with Owner Decisions ........................................................ 32 47. Evaluation of Performance ............................................................................. 33 48. Time is of the Essence ................................................................................... 33 49. Safety Standards ............................................................................................ 33 50. Non-Waiver .................................................................................................... 34 51. Non-Assignment ............................................................................................ 34 52. Emergency Telephone Number ..................................................................... 34 53. Personal Property Security Act ...................................................................... 34 54. Confidentiality of Information .......................................................................... 35 55. Conflicts of Interest ........................................................................................ 35 56. Township Not Employer ................................................................................. 36 57. Purchasing and Tendering Procedures By-Law 2004-112, By-Law 2012-216 36 58. Working Language ......................................................................................... 37 59. Intellectual Property ....................................................................................... 37 60. Accessibility ................................................................................................... 37 61. Township of Oro-Medonte Payment Terms .................................................... 38 Part III Form of Proposal ............................................................................................ 40 Schedule I Budget ...................................................................................................... 47 Page 55 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... Schedule II - List of References .................................................................................... 48 Part IV Agreement ......................................................................................................... 50 Part V Appendices .......................................... 57 Accessibility for Ontarians with Disabilities (AODA) .................................................... 59 Contract Change Order Sample .................................................................................. 61 Instructions for Use for Change Orders (if applicable)................................................... 62 Proposal Irregularities ................................................................................................. 64 Page 56 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... \[Intentionally Left Blank\] Page 57 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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. ency, body or department, whether federal, provincial or municipal, having claiming jurisdiction over the departments. 3. 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. 4. r Day means Monday through Sunday inclusive, but excluding any recognized statutory holiday. 5. g Date means the date and time specified in Instructions to Proponents, by which all Proposals shall be received and stamped by the Owner. 6. 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. 7. Consultant prior to its performance under the Contract or created by the Consultant during the Term of the Contract independently of the performance of its obligations under the Contract. 8. 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. 9. 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. 10. means the elected Council for the Township of Oro-Medonte. 11. Page 58 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... course of performing under the Contract or agreed to be provided to the Owner under the Contract by the Consultant or its directors, officers, employees, agents, partners, affiliates, volunteers or subcontractors, as further defined, but not limited by, Schedule 1, including but not limited to any goods or services or any and all Intellectual Property and any and all concepts, techniques, ideas, information, documentation and other materials, however recorded, developed or provided; 12. means the Chief Financial Officer/Treasurer or his/her designate working within the Finance Department. 13. 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. 14. officers, agents, employees and volunteers. 15. include, but are not limited to (a) the provision of any and all labour, supplies, equipment and other goods or services that are necessary and can reasonably be understood or inferred to be included within the scope of the Contract or customarily furnished by Persons providing Deliverables of the type provided hereunder in similar situations in Canada and; (b) adherence to commonly accepted norms of ethical business practices, which shall include the Consultant establishing, and ensuring adherence to, precautions to prevent its employees or agents from providing or offering gifts or hospitality of greater than nominal value to any person acting on behalf of or employed by the Owner; 16. of any type in any form protected or protectable under the laws of Canada, any foreign country or any political subdivision or any country, including, without limitation, any intellectual, industrial or proprietary rights protected or protectable by legislation, by common law or at equity. 17. 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. 18. y used in this document denotes permissive. 19. means the Municipal Freedom of Information and Protection of Privacy Act, Revised Statutes of Ontario 1990, Chapter M.56, as amended; 20. the Consultant in the course of performance of its obligations under the Contract. Page 59 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 21. 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. 22. means all information of the Owner that is of a confidential nature, including all confidential information in the custody or control of the Owner, regardless of whether it is identified as confidential or not, and whether recorded or not, and however fixed, stored, expressed or embodied, which comes into the knowledge, possession or control of the Consultant in connection with the Contract. For greater certainty, Owner Confidential Information shall: (a) include: (i) all new information derived at any time from any such information whether created by the Owner, the Consultant or any third- party; (ii) all information (including Personal Information) that the Owner is obliged, or has the discretion, not to disclose under provincial or federal legislation or otherwise at law; but (b) not include information that: (i) is or becomes generally available to the public without fault or breach on the part of the Consultant of any duty of confidentiality owed by the Consultant to the Owner or to any third-party; (ii) the Consultant can demonstrate to have been rightfully obtained by the Consultant, without any obligation of confidence, from a third- party who had the right to transfer or disclose it to the Consultant free of any obligation of confidence; (iii) the Consultant can demonstrate to have been rightfully known to or in the possession of the Consultant at the time of disclosure, free of any obligation of confidence when disclosed; or (iv) is independently developed by the Consultant; but the exclusions in this subparagraph shall in no way limit the meaning of Personal Information or the obligations attaching thereto under the Contract or at law; 23. individual or that may identify an individual. 24. 25. l or issionrefers to the information submitted by a Proponent in response to this Request for Proposal. 26. means the legal entity submitting a Proposal. 27. applicable Deliverables, inclusive of all applicable duties and taxes except HST, which should be itemized separately, as set out in the Schedule of Deliverables, Rates and Specific Provisions. 28. means any recorded information, including and Personal Information, in any form: (a) provided by the Owner to the Consultant or provided by the consultant to the Owner for the purpose of the Contract; or (b) created by the Consultant in the performance of the Contract. Page 60 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 29. t for Proposal or means the document issued by the Township and used to solicit Proposals from Proponents to provide goods, services or construction to the Township. 30. means all applicable requirements, laws, statutes, codes, acts, ordinances, orders, decrees, injunctions, by-laws, rules, regulations, official plans, permits, licenses, authorizations, directions, and agreements with all Authorities that now or at any time hereafter may be applicable to wither the Contract of the Deliverables or any part of them. 31. and used in this document denotes imperative. 32. -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. 33. l Proponent means the Successful Proponent(s) whose Proposal has been accepted by the Township and to whom the Contract is awarded. 34. ly means to provide the necessary tools, material, equipment, and product to satisfy the Request for Proposal requirements. 35. frame as set out in the Schedule of Deliverables, Rates and Specific Provisions. 36. Oro-Medonte 37. party other than the Owner or the Consultant. 38. means Work/service performed to meet a demand to comply with the conditions of the Contract, delivery dates, specifications and technical assistance. Page 61 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 approximately 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 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. On November 25, 2020 Council directed staff to proceed with an RFP for a consultant to conduct a comprehensive Ward Boundary/Council Composition review. 3. Current situation: The Township of Oro-Medonte has not undertaken a Ward Boundary or Council Composition Review since its amalgamation in 1994. The amalgamation established the current composition of Council, being the Mayor and Deputy Mayor representing the population at large and 5 Councillors elected per individual ward. The current ward boundaries are set out in the Ward Boundary Map (Attachment A). Page 11 of 66 Page 62 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... The Township has seen considerable development and population growth since the amalgamation and establishments of wards in 1994. While Ward 2 is experiencing an increase in growth, the Township continues to see growth with strong variances between Ward 1 and the other four Wards 2, 3, 4 and 5. This variance is well outside the industry standard of +/- 25% ward average. Due to recent discussions held at the Province and County of Simcoe regarding the efficiencies of representation and the review of governance structures, this ward boundary review should also contemplate the composition of the Township of Oro- Medonte Council. The County of Simcoe (Upper Tier) will be undertaking a comprehensive review of service delivery in consultation with the lower tier municipalities. The Township is currently updating its Official Plan and Zoning By-law. 4. Scope of Project Proponents will be required to: Use the experience gained through other municipal ward boundary reviews and the outcome of OMB/LPAT hearings and Court decisions in those cases where a review has been appealed. Provide options for changes to Council composition and options for how Council representatives are elected, if deemed appropriate. Provide options for re-alignment of the existing wards and/or for a change in the number of wards, if deemed appropriate, through the application of the following principles: Representation by Population - Considering representation by population for every Councillor generally representing an equal number of constituents within their respective wards. Given the geography and varying population densities, and characteristics of the Municipality, a degree of variation is acceptable. Municipal Growth Trends and Projections - Accommodating for and balancing future increases or decreases in population growth/decline to maintain a general equilibrium in the representation by population. Geographic and Topographic Boundaries - Utilizing geographical and topographical features to provide boundaries for wards. Consider areas that form a natural boundary within the Township. Page 12 of 66 Page 63 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... Communities of Interest Consider traditional neighbourhoods and settlement patterns, and community groupings in specific geographic locations. Where possible, ward boundaries should not fragment a community. Equal Representation and Voter Parity - Consider an overriding principle of effective representation as described by the Supreme Court of Canada in its decision on the Carter case. Develop a ward structure that will accommodate growth and population shifts for a minimum of three (3) Municipal elections (2022, 2026, and 2030) and beyond, if feasible. Conduct all research, consultations (public and otherwise, as deemed appropriate), and present a final report and recommendations to Township Council. 5. Timeframe of Project The Ward Boundary and Council Composition Review project shall be completed within a maximum of four-months beginning from the date of execution of the contract. If feasible, a shorter time frame for completion of the project is preferred by the Township. The successful proponent shall provide a detailed project work plan and schedule showing the tasks and activities to be undertaken in order to meet the project requirements within the four-month timeframe, including approximate timing of key internal, public/stakeholder engagement meetings and formal Council meetings. An initial meeting with Township staff will be required once the contract is awarded to refine the work program and/or the successful proponent to obtain any available background material. The schedule shall be updated regularly whenever required to show project a bi-weekly basis at a minimum. Any reasonable steps that will advance the completion of the project will be considered. The timeframe for completion of the Deliverables is set out below and subject to change at the sole discretion of the Township: Page 13 of 66 Page 64 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... Release of RFP Friday, December 11, 2020 Last day of questions, errors or Omissions from proponents Friday, December 18, 2020 Deadline for Final Addenda Tuesday, December 22, 2020 RFP Closing Wednesday, January 6, 2021 Evaluation of Proposals Upon closing of RFP submission Proponent Presentations/Interviews January, 7 & 8, 2021 Award of Contract by Council Wednesday, January 13, 2021 Project Commencement January 20, 2021 Bi-weekly Project Team Briefings January 20, 2021 Stakeholder/public engagement & Preparation of Draft Review Report February/March, 2021 Finalization of Draft Report & Submission April 1, 2021 Review & Final Report & Submission to Council for approval May 12, 2021 By-law to Council for approval May 26, 2021 6. Project Requirements and Deliverables a. Requirements The following are minimum project requirements. The final sequence and details of tasks will be determined in consultation with the successful consultant. If the proponent considered additional tasks and deliverables as being appropriate, please submit as part of the project proposal. to conduct research, review and analysis as required to complete the project; to collaborate with staff on public engagement and communications activities; to provide written content to support public engagement and communications; to develop meeting agendas, workshop workbooks, presentation slides and meeting summary reports and other materials as appropriate; to attend and facilitate meetings as required and scheduled, including protocols and alternative delivery methods as required by COVID safety measures; to provide all materials required for meetings to the Township for final review at least 5 business days in advance of the meeting; to make presentations at virtual public meetings of Council; and to deliver draft and final reports for review in a timely fashion. b. Deliverables The successful proponent will deliver to the Township the following deliverables: Page 14 of 66 Page 65 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 1. A final digital version of the Ward Boundary and Council Composition Review Report in accessible format. 2. All digital photos, maps, renderings, drawings or other images used in the development of the Ward Boundary and Council Composition Review Report. 3. Undertaking a ward boundary review that will withstand legal scrutiny and possible appeals to the LPAT. The consultant would be an expert witness, if necessary, in the event of one or more appeals to the LPAT. c. Public Engagement/Consultation The successful proponent must ensure that interaction with key stakeholders through a public engagement process is conducted in compliance with the current COVID-19 pandemic restrictions (i.e. virtual Town Halls, online surveys, etc.): to describe/explain the purpose and process, to determine community issues and expectations, to obtain feedback on a draft(s) of the document(s) and to obtain considerations for the formulation of the final Ward Boundary and Council Composition. The successful proponent shall detail the approach to public engagement and communications in terms of stakeholder consultation, public outreach, methods of engagement, obtaining input and conveying information. The successful proponent shall attend (virtually if required) and make presentations at all applicable project meetings, public information/consultation meetings, open houses and Township Council meetings. 7. Content 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 within the last 5 years, that your Page 15 of 66 Page 66 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... company has been involved with, including references; 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) Identify separately costs associated with Township representation at OMB/LPAT in the event of an appeal. e) Completed Schedule I Budget Page 16 of 66 Page 67 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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. Panasonic Network Telephone System at the 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 Friday, December 11, 2020 Last day of questions, errors or Omissions from proponents Friday, December 18, 2020 Deadline for Final Addenda Tuesday, December 22, 2020 RFP Closing Wednesday, January 6, 2021 Page 17 of 66 Page 68 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... Evaluation of Proposals Upon closing of RFP submission Proponent Presentations/Interviews January, 7 & 8, 2021 Award of Contract by Council Wednesday, January 13, 2021 Project Commencement January 20, 2021 Bi-weekly Project Team Briefings January 20, 2021 Stakeholder/public engagement & Preparation of Draft Review Report February/March, 2021 Finalization of Draft Report & Submission April 1, 2021 Review & Final Report & Submission to Council for approval May 12, 2021 By-law to Council for approval May 26, 2021 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 Clerk, 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; Yvonne Aubichon, Clerk yaubichon@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 Page 18 of 66 Page 69 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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. 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. The Form of Proposal shall be riginal with an that is signed in the spaces provided by a duly authorized official of the Proponent; iii. The Proponent shall attend all mandatory electronic or on site meetings, if applicable; and iv. 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. Page 19 of 66 Page 70 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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, 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. Page 20 of 66 Page 71 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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. The Proponent is advised that the scope of works as required by this request for proposal 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 Experience 20 Page 21 of 66 Page 72 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 3 Budget Pricing 20 4 Work Plan, Methodologies, Timeliness 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. 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: 6X 5. Personnel Summary: 1 2 3 4 5 /5 Priority Factor: 1X 6. Client References: 1 2 3 4 5 /10 Priority Factor: 2X Total Score ______________________ out of 100 Page 22 of 66 Page 73 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 discussion. Each p 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 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 Pr ability to meet the requirements as requested in the RFP. If required, the interviews would be conducted by representatives of the Evaluation Committee via electronic platform and shall follow this general format: a. Introduction Project 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 Page 23 of 66 Page 74 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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; 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 Page 24 of 66 Page 75 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... (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 Certificate of 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; 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 Page 25 of 66 Page 76 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 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 Page 26 of 66 Page 77 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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. 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 Page 27 of 66 Page 78 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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; 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 Page 28 of 66 Page 79 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 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 Page 29 of 66 Page 80 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 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 Page 30 of 66 Page 81 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 31 of 66 Page 82 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 Page 32 of 66 Page 83 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 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. COVID-19 The selected proponent will be required to comply with any legislative amendments, controls, regulations, requirements or orders that were or get issued by the Governments of Canada or the Province of Ontario (including, without limitation, any orders or recommendations issued by public health authorities) in response to the global pandemic of the virus leading to COVID-19 including any resurgence or mutation Page 33 of 66 Page 84 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... thereof. In submitting its quotation, each proponent shall be deemed to have considered any legislative amendments, controls, regulations, requirements or orders that were issued, prior to the close of this RFP, by the Governments of Canada or the Province of Ontario in response to the global pandemic of the virus leading to COVID-19, including any impacts such legislative amendments, controls, regulations, requirements or orders Agreement are deemed to include any costs associated with the foregoing. f the Deliverables is delayed as a result of COVID- in the Agreement. 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. 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. Page 34 of 66 Page 85 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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: 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); Page 35 of 66 Page 86 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 Office (Corporate Services Division). 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. 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 Page 36 of 66 Page 87 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 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). Page 37 of 66 Page 88 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 v. Payments may be deferred, at the option, until the progress reports are submitted to the Township (payment is Net 30 days) Page 38 of 66 Page 89 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... Page 39 of 66 Page 90 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... Part III Form of Proposal Form of Proposal Township of Oro-Medonte 148 Line 7 South, Oro-Medonte, ON L0L 2E0 RFP#: CS RFP 2020-05) Ward Boundary and Council Composition 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 40 of 66 Page 91 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... Page 41 of 66 Page 92 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 42 of 66 Page 93 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 43 of 66 Page 94 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 44 of 66 Page 95 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 45 of 66 Page 96 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 46 of 66 Page 97 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... Schedule I Budget Ward Boundary and Council Composition Review The Total Proposed Pricing shall be all inclusive, including but not limited to, mileage, disbursements, and travel time. Please include costs on a separate line below for representation at OMB/LPAT in the event of an appeal. Description Price Ward Boundary and Council Composition Review $ $ Costs of representation at OMB/LPAT in the event of an appeal $ 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 47 of 66 Page 98 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 48 of 66 Page 99 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... ReferenceReleaseForm 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 49 of 66 Page 100 of 213 PartIVAgreement 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... Part IV Agreement Draft Amended Upon Award Terms and Conditions of Professional Services Agreement (Short Form) This Agreement made this day of 2021. 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 # CS RFP 2020-05 Ward Boundary and Council Composition 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 2021. 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 Ward Boundary and Council Composition Process Review as detailed in Part I-Project Terms of Reference Sections 4 through 6 of RFP # CS RFP 2020-05. 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 the RFP shall prevail over the Proposal. Fees and Disbursements Page 50 of 66 Page 101 of 213 PartIVAgreement 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 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, Page 51 of 66 Page 102 of 213 PartIVAgreement 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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. Changes and Alterations and Additional Services Page 52 of 66 Page 103 of 213 PartIVAgreement 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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. 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 Page 53 of 66 Page 104 of 213 PartIVAgreement 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 owned or leased vehicles, used by the Consultant, its employees or agents. c) Professional Liability Insurance Page 54 of 66 Page 105 of 213 PartIVAgreement 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 referenced in, and made part of, the Agreement. 5. The Agreement may be modified only by a written amendment signed Page 55 of 66 Page 106 of 213 PartIVAgreement 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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: ) Yvonne Aubichon, Clerk Page 56 of 66 Page 107 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 57 of 66 Page 108 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 58 of 66 Page 109 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 59 of 66 Page 110 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 60 of 66 Page 111 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 61 of 66 Page 112 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 62 of 66 Page 113 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 63 of 66 Page 114 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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 64 of 66 Page 115 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 15 Proposals received without proper Acceptable if officially received on time 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 65 of 66 Page 116 of 213 10.a) CS2021-1, Yvonne Aubichon, Clerk re: Ward Boundary and Council Com... 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. Background Documents and Resources (available on Township website or upon request) Attachment A Ward Boundary Map below: Page 66 of 66 Page 117 of 213 10.b) FI2021-1, Shannon Johnson, Manager, Finance/Deputy Treasurer re: T... Page 118 of 213 10.b) FI2021-1, Shannon Johnson, Manager, Finance/Deputy Treasurer re: T... o o o o o Page 119 of 213 10.b) FI2021-1, Shannon Johnson, Manager, Finance/Deputy Treasurer re: T... Page 120 of 213 10.b) FI2021-1, Shannon Johnson, Manager, Finance/Deputy Treasurer re: T... Page 121 of 213 10.b) FI2021-1, Shannon Johnson, Manager, Finance/Deputy Treasurer re: T... Page 122 of 213 10.b) FI2021-1, Shannon Johnson, Manager, Finance/Deputy Treasurer re: T... Page 123 of 213 10.b) FI2021-1, Shannon Johnson, Manager, Finance/Deputy Treasurer re: T... Page 124 of 213 10.b) FI2021-1, Shannon Johnson, Manager, Finance/Deputy Treasurer re: T... Page 126 of 213 10.b) FI2021-1, Shannon Johnson, Manager, Finance/Deputy Treasurer re: T... Page 127 of 213 10.b) FI2021-1, Shannon Johnson, Manager, Finance/Deputy Treasurer re: T... Page 128 of 213 10.b) FI2021-1, Shannon Johnson, Manager, Finance/Deputy Treasurer re: T... Page 129 of 213 10.b) FI2021-1, Shannon Johnson, Manager, Finance/Deputy Treasurer re: T... Page 130 of 213 10.b) FI2021-1, Shannon Johnson, Manager, Finance/Deputy Treasurer re: T... Page 131 of 213 10.b) FI2021-1, Shannon Johnson, Manager, Finance/Deputy Treasurer re: T... Page 132 of 213 10.b) FI2021-1, Shannon Johnson, Manager, Finance/Deputy Treasurer re: T... Page 133 of 213 10.b) FI2021-1, Shannon Johnson, Manager, Finance/Deputy Treasurer re: T... Page 134 of 213 10.c) FI2021-2, Shannon Johnson, Manager, Finance/Deputy Treasurer re: F... Page 135 of 213 10.c) FI2021-2, Shannon Johnson, Manager, Finance/Deputy Treasurer re: F... Page 136 of 213 10.c) FI2021-2, Shannon Johnson, Manager, Finance/Deputy Treasurer re: F... Page 137 of 213 11.a) Robin Dunn, CAO re: Update on COVID-19 Actions. Verbal Matters Procedural By-Law No. 2015-203) Name: Robin Dunn, CAO 11a) re: Update on COVID-19 Actions. Item Number/Name: Meeting Date: January 27, 2021 Motion No.: C210127-11 Type of Meeting: x Council Special Council Development Services Committee Accessibility Advisory Committee Heritage Committee Human Resources Committee Open Session: Potential Vaccination Sites in Simcoe Muskoka: determine the feasibility of utilizing facilities located within communities in Simcoe Muskoka as potential mass vaccination sites emergency), Andria Leigh, Alternate CEMC (declared emergency), and Shawn Binns, Director Operations & Community Services, the Oro-Medonte Community Arena has been identified as a potential immunization site Township staff following our COVID-19 Safe Work Procedures DHU the Oro-Medonte Community Arena may be used for a potential vaccination site by the end of the week (January 29, 2021) 1/29/21 Page 138 of 213 11.b) DS2021-4, Curtis Shelswell, Manager, Municipal Law Enforcement/Chi... Page 139 of 213 11.b) DS2021-4, Curtis Shelswell, Manager, Municipal Law Enforcement/Chi... Page 140 of 213 11.b) DS2021-4, Curtis Shelswell, Manager, Municipal Law Enforcement/Chi... Page 141 of 213 11.b) DS2021-4, Curtis Shelswell, Manager, Municipal Law Enforcement/Chi... Page 142 of 213 11.b) DS2021-4, Curtis Shelswell, Manager, Municipal Law Enforcement/Chi... Page 143 of 213 11.b) DS2021-4, Curtis Shelswell, Manager, Municipal Law Enforcement/Chi... TABLE 1 Page 144 of 213 11.b) DS2021-4, Curtis Shelswell, Manager, Municipal Law Enforcement/Chi... TABLE 2 TABLE 3 Page 145 of 213 11.b) DS2021-4, Curtis Shelswell, Manager, Municipal Law Enforcement/Chi... TABLE 4 TABLE 5 Page 146 of 213 11.b) DS2021-4, Curtis Shelswell, Manager, Municipal Law Enforcement/Chi... o o o o o o o o o Page 147 of 213 11.b) DS2021-4, Curtis Shelswell, Manager, Municipal Law Enforcement/Chi... Page 148 of 213 11.c) DS2021-5, Garry McCartney, Chief Building Official re: Building Di... Page 149 of 213 11.c) DS2021-5, Garry McCartney, Chief Building Official re: Building Di... Page 150 of 213 11.c) DS2021-5, Garry McCartney, Chief Building Official re: Building Di... Page 151 of 213 11.c) DS2021-5, Garry McCartney, Chief Building Official re: Building Di... Totals Page 152 of 213 11.c) DS2021-5, Garry McCartney, Chief Building Official re: Building Di... Totals Page 153 of 213 11.c) DS2021-5, Garry McCartney, Chief Building Official re: Building Di... Page 154 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 155 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 156 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 157 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 158 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 159 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 160 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 161 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 162 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 163 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 164 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 165 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 166 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 167 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 168 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 169 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 170 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 171 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 172 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 173 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 174 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 175 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 176 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 177 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 178 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 179 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 180 of 213 11.d) CS2021-2, Marie Brissette, Special Projects Coordinator re: Corpor... Page 181 of 213 14.a) Announcements of Interest to the Public: Oro-Medonte Snowman Conte... Oro-Medonte Snowman Contest With the beauty and quiet of winter upon us, comes opportunity to get outside and have fun in the snow, right in our own front, back, or side yards. Understanding challenges associated with not being able to participate in usual activities due to COVID-19, from January 15th to February 28th, 2021, the Township of Oro-Medonte is encouraging the Oro-Medonte community to play in the snow, take in some fresh, crisp, air, and add a little fun to homes and neighbourhoods by participating in a friendly community voting and prize-based snowman building competition. Contest Details: 1. Build a snowman with your household members in your yard. *Please note the contest is open to residents of Oro-Medonte only. 2. Oro-Medonte business owners - consider promoting your business by building a snowman at your business location. 3. Take a picture and share your snowman on social media using (#oromedontesnowman) indicating your contest category of choice in your post. Facebook Event 4. Snowman submissions must be suitable for all audiences; the Township of Oro- Medonte will remove any submissions deemed to be inappropriate at its sole discretion. 5. Snowman picture submissions are considered to be public, and will be viewed by the general public. 6. Submission of snowman pictures provides permission to the Township to use images for marketing purposes at its sole discretion. Page 182 of 213 14.a) Announcements of Interest to the Public: Oro-Medonte Snowman Conte... Contest Categories: 1.Traditional “Frosty” 2. Creative – think colours, shape, size, design and style 3.Business –local businesses, please submit under this category How to Vote: 1. Category winners will be based on the highest number of Facebook likes per individual snowman submission at the closing of the competition. The closing date is weather dependent and targeted for February 28,2021. 2. Remember to like and follow your submission and share with your friends and family Prizing: 1st, 2nd, 3rd prize winners from each category will be given a gift certificate for an Oro- Medonte business of their choice 1st prize - $100.00 gift certificate 2nd prize - $50.00 gift certificate 3rd prize - $25.00 gift certificate Closing of the contest is weather dependent so be sure to build your snowman and take pictures and post while there is still snow on the ground, and the weather is cold. Please remember to follow all COVID-19 safety measures, have fun, and play safe while creating your snowman. Page 183 of 213 14.b) Correspondence dated January 18, 2021 from Jenna Stevenato, Social... Hope Through Housing Page 184 of 213 14.b) Correspondence dated January 18, 2021 from Jenna Stevenato, Social... Page 185 of 213 14.c) Correspondence dated January 12, 2021 from Whitney Walsh, Vice Pre... ! January 12, 2021 Nbzps!Ibssz!Ivhift! Upxotijq!pg!Psp.Nfepouf! 259!Mjof!8!Tpvui!Psp.Nfepouf-!Poubsjp!! M1M3F1! RE: January Crime Stoppers Flag Raising Dear Mayor Hughes, Crime Stoppers of Simcoe-Dufferin-Muskoka would like to make a request to have our Crime Stoppers flag raised during Crime Stoppers month in January 2021. We would appreciate your consideration in flying the Crime Stoppers flag during the month of January and would be honoured if you would attend and raise the flag with our local board and committee members. Please provide us with a date in January that would be most convenient for the Township of Oro-Medonte and yourself to raise our flag so that we may notify the media accordingly. As Crime Stoppers is a civilian, non-profit charitable organization that brings together in a cooperative relationship the police services of a community, the media and members of the community in the fight against crime. Since Crime Stoppers is not a police program, it is important for our organization to provide as many awareness events possible to provide this information to the public and we would greatly appreciate your assistance. Thank you in advance for your consideration in attending this event. Kind regards, Whitney Walsh, Vice President Crime Stoppers of Simcoe Dufferin Muskoka ! Page 186 of 213 14.c) Correspondence dated January 12, 2021 from Whitney Walsh, Vice Pre... ! January 12, 2021 Nbzps!Ibssz!Ivhift! Upxotijq!pg!Psp.Nfepouf! 259!Mjof!8!Tpvui!Psp.Nfepouf-!Poubsjp!! M1M3F1! RE: Dear Mayor Hughes, We need your assistance in our continuing effort to promote Crime Stoppers in your community and it would be greatly appreciated if you would recognize CRIME STOPPERS by presenting a motion to declare or proclaim CRIME STOPPERS, of Simcoe-Dufferin-Muskoka was established on January, 12, 1987 and became incorporated as a non-profit charitable organization on February 11, 1987. The program is operated by a volunteer Board of Directors, who oversees all phases of the program; CRIME STOPPERS is not a Police program nor funded by the provincial or federal government or from police agencies. The program is operated solely with monies generously donated from the private sector, businesses or raised through fundraising efforts of the volunteer Board of Directors and committee volunteers; CRIME STOPPERS is a program that benefits everyone in the community and in 2005 Crime Stoppers International was recognized by the United Nations as a global force in the fight against crime and terrorism; CRIME STOPPERS mandate is to assist the Police in solving crimes thereby making our communities and schools safer. Through the media, the public is encouraged to call a province wide toll free number 1-800-222- 8477 with any information about a crime that has occurred or is about to occur. If the information provided solves or prevents a crime, the anonymous caller is eligible for a cash reward. Anonymous calls to CRIME STOPPERS of Simcoe-Dufferin-Muskoka have assisted the Police and other investigative agencies in making 4,890 arrests, recovering stolen property valued at almost $13 million and seizing over $73 million in illegal drugs. For this information, Crime Stoppers has approved $404,622 in cash rewards and received over 64,600 tips. Thank you for your support, Whitney Walsh- Vice President Crime Stoppers of Simcoe Dufferin Muskoka ! Page 187 of 213 14.d) Correspondence dated January 12, 2021 from Michèle Newton, Preside... Page 188 of 213 14.e) Correspondence dated January 14, 2021 from Shawna Bailey, Executiv... Good afternoon; We are requesting that a Proclamation be made for March 26, 2021 as Purple Day for Epilepsy Awareness. Proclamation Request for March 26, 2021 as Purple Day for Epilepsy Awareness Whereas;On June 28, 2012, the Purple Day Act (Bill C-278) received a Royal Assent in Canada; and Whereas; Epilepsy is a common neurological disease that is not well understood, and affects approximately 1 in every 100 persons in Simcoe County; and Whereas; Epilepsy is a chronic neurological disease which affects each person differently, with the effects ranging from mild and relatively minor to extremely serious (which includes death); and, Whereas; Epilepsy Simcoe County was established in 1978 to assist individuals, families, caregivers, and professionals in our area with education, support, and advocacy in relation to epilepsy awareness. Therefore; I _____________________ do hereby proclaim March 26, 2021 as “Purple Day for Epilepsy Awareness” in ______________________. Stay Informed This e-mail message, and any attachments, may contain information that is confidential and/or privileged. They are intended for the exclusive use of the addressee. Any other person is strictly prohibited from disclosure, distribution or reproduction. If you receive this e-mail in error, please immediately inform the sender by return e-mail and delete this e-mail message along with all the attachments and destroy all copies. Page 189 of 213 14.f) Correspondence dated December 22, 2020 from Caroline Mulroney, Min... Ministry of Ministère des Transportation Transports Office of the Minister Bureau de la ministre the 777 Bay Street, 5Floor777, rue Bay, 5étage Toronto ON M7A 1Z8 Toronto ON M7A 1Z8 416 327-9200 416 327-9200 www.ontario.ca/transportation www.ontario.ca/transports December 22, 2020 107-2020-4497 His Worship Harry Hughes Mayor Township of Oro-Medonte harry.hughes@oro-medonte.ca Dear Mayor Hughes: Thank you for your letter regarding the Township of Oro-traffic signals and safety audit at the Highway 12 and Warminster Sideroad intersection. I appreciate your concerns and welcome the opportunity to respond. Please be assured that the ministry has been proactively monitoring the operation and safety of the Warminster Sideroad intersection. Over the last few years, staff have been monitoring the need for traffic signals on Highway 12 within Warminster. Traffic counts conducted in 2019 indicate that a full set of traffic signals at the intersection is not warranted at this time. The ministry understands the t road safety within the growing community of Warminster. I understand that on November 10, the Honourable Jill Dunlop, MPP, Simcoe North, had a Zoom call with you and Oro-Medonte councillors and constituents regarding the pedestrian crossover (PXO) at the Warminster Sideroad intersection and discussed opportunities for upgrading the PXO to an intersection pedestrian signal (IPS). A pedestrian signal appears to motorists on the highway as a regular set of traffic signals with signal heads that turn red, amber and green. As this is a traffic signal, I believe this will address community concerns associated with the current PXO in terms of the level of safety for pedestrians crossing the highway. The conversion of the PXO to an IPS is considered a municipal initiative, with all costs for the design and construction borne by the municipality. The IPS would need to be designed and constructed to ministry standards. Regarding your request for a safety audit, ministry staff have conducted a review of safety and speeds associated with the Warminster Sideroad intersection and are currently finalizing their report. The report will be completed by the end of December and will be shared with the township at that time. Ministry staff will also provide information about how to proceed with the IPS at the same time. .../2 Page 190 of 213 14.f) Correspondence dated December 22, 2020 from Caroline Mulroney, Min... -2- Thank you again for reaching out to me with your concerns. Sincerely, Caroline Mulroney Minister of Transportation c. The Honourable Jill Dunlop, MPP, Simcoe North The Honourable Doug Downey, MPP, Barrie-Springwater-Oro-Medonte Bruce Stanton, MP, Simcoe North Doug Shipley, MP, Barrie-Springwater-Oro-Medonte Page 191 of 213 14.f) Correspondence dated December 22, 2020 from Caroline Mulroney, Min... Page 192 of 213 14.f) Correspondence dated December 22, 2020 from Caroline Mulroney, Min... Page 193 of 213 14.g) Correspondence dated January 9, 2021 from Oro Medonte Community Co... Page 194 of 213 14.h) Correspondence dated January 18, 2021 from Sylvia Stark, Chairpers... Page 195 of 213 14.i) Correspondence dated January 19, 2021 from Scott Miller, Forest In... A Solid Wood Bioheat Guide for Rural and Remote Communities in Ontario Page 196 of 213 14.i) Correspondence dated January 19, 2021 from Scott Miller, Forest In... Page 197 of 213 14.j) Correspondence dated January 22, 2021 from Jeff Yurek, Minister, M... Page 198 of 213 Planning Act Planning Act the Planning Act Planning Act. Planning Act Planning Act Planning Act 17.c) 2021-013: A By-Law to Approve the Submission of an Application to ... Page 202 of 213 17.c) 2021-013: A By-Law to Approve the Submission of an Application to ... Municipal Act2001 Page 203 of 213 17.c) 2021-013: A By-Law to Approve the Submission of an Application to ... Page 204 of 213 17.c) 2021-013: A By-Law to Approve the Submission of an Application to ... Ontario Infrastructure and Lands Corporation Act, 2011 Page 205 of 213 17.c) 2021-013: A By-Law to Approve the Submission of an Application to ... Page 206 of 213 17.c) 2021-013: A By-Law to Approve the Submission of an Application to ... Page 207 of 213 17.c) 2021-013: A By-Law to Approve the Submission of an Application to ... Page 208 of 213 17.c) 2021-013: A By-Law to Approve the Submission of an Application to ... Page 209 of 213 17.c) 2021-013: A By-Law to Approve the Submission of an Application to ... Page 210 of 213 17.c) 2021-013: A By-Law to Approve the Submission of an Application to ... Page 211 of 213 17.c) 2021-013: A By-Law to Approve the Submission of an Application to ... Page 212 of 213 19.a) 2021-016: Being a by-law to confirm the proceedings of the Council... Municipal Act, 2001, S.O. 2001, C. 25, as amended Page 213 of 213