210824 Town Hall AGDThe Corporation of the Town of Tillsonburg
Town Hall Steering Committee Meeting
August 24, 2021
12:00 p.m.
Electronic Meeting
AGENDA
1.Call to Order
2.Adoption of Agenda
Proposed Resolution #1
Moved by:
Seconded by:
THAT the agenda as prepared for the Town Hall Steering Committee meeting of
August 24, 2021, be adopted.
3.Disclosures of Pecuniary Interest and the General Nature Thereof
4.Adoption of Previous Minutes
Proposed Resolution #2
Moved by:
Seconded by:
THAT the Minutes as prepared for the Town Hall Steering Committee meeting of
April 14, 2021, be adopted.
5.General Business & Reports
5.1 Review FABRIK draft report – Haley/Elishia
5.2 Municipal Modernization Funding Intake 2- Kyle Pratt
5.3 Space/IT Needs Study – RFP - Cephas
6.Round Table
7.Next Meeting
8.Adjournment
Proposed Resolution #4
Moved by:
Seconded by:
THAT the August 24, 2021 Town Hall Steering Committee meeting be adjourned at
_____ p.m.
The Corporation of the Town of Tillsonburg
Town Hall Steering Committee Meeting
April 14, 2021
11:30 a.m.
Electronic Meeting
MINUTES
Present: Councillor Esseltine, Councillor Luciani, John Veldman, Andrew Gilvesy, Rick
Strouth, Mayor Stephen Molnar, Jesse Goossens
Staff: Laura Pickersgill, Executive Assistant; Kyle Pratt, CAO; Chris Baird, Director of
Recreation, Culture & Parks; Geno Vanhaelewyn, Chief Building Official; Cephas
Panschow, Development Commissioner
Regrets: Sheena Pawliwec, Director of Finance
Guest: Carlos Reyes, Director of Operations & Development
1.Call to Order
The meeting was called to order at 11:35 a.m.
2.Adoption of Agenda
Resolution #1
Moved by: Councillor Esseltine
Seconded by: Councillor Luciani
THAT the agenda as prepared for the Town Hall Steering Committee meeting of
April 14, 2021, be adopted.
Carried
3.Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
4.Adoption of Previous Minutes
Resolution #2
Moved by: Rick Strouth
Seconded by: Councillor Esseltine
THAT the Minutes as prepared for the Town Hall Steering Committee meeting of
March 18, 2021, be adopted.
Carried
5.Closed Session
Resolution #3
Moved by: Andrew Gilvesy
Seconded by: Rick Strouth
THAT the Town Hall Steering Committee moves into closed session to discuss: a
trade secret or scientific, technical, commercial, financial or labour relations
information, supplied in confidence to the municipality or local board, which, if
disclosed, could reasonably be expected to prejudice significantly the competitive
position or interfere significantly with the contractual or other negotiations of a
person, group of persons, or organization.
Carried
6. General Business & Reports
6.1 Space Needs Study- Operations- Carlos Reyes
Carlos provided an overview of the space needs study results from the consultant. It
was noted that this would be a four phase project. Phase one is the addition of the
salt facility, phase two is the fleet addition, phase three would be the adm in and
roads renovation and phase four 4 would be the hydro, parks and water renovation.
The consultant indicated that by including the proposed additions there would still be
plenty of room to accommodate these staff members and parking needs. The
project would result at an addition of approximately 40,000 square feet of new
construction at a cost of $300 per square foot which results in approximate project
estimate of $10-$12 million.
Carlos noted that the General Manager of Hydro operations was involved in this
process and is agreeable to this proposed layout. It was noted that there is only one
bay and storage area for THI in this concept which has been noted as sufficient by
the General Manager.
Staff would like to have a report to Council in one t o two months time to allow
Council to provide direction on how to proceed. The salt facility and fleet addition
phases have already been pre-approved by Council. There should not be any
concerns regarding zoning under the Planning Act that would prevent this concept
from moving forward.
6.2 Employee Survey Results- Kyle Pratt
Kyle provided an overview of the employee survey results and noted that there have
been some additional changes made since the release of these results with
individuals categorized under the wrong section (administrative vs. operational)
Kyle noted that COVID-19 has had a huge impact and has allowed many staff to
work remotely.
Kyle mentioned that the City of Brantford has announced they are not going forward
with a Town Hall but rather are going to follow a remote work first model with hub
still available for residents to access services in-person. It was noted that the private
sector has been following the remote work model for much longer and the public
sector is just now following suit.
Cephas outlined that based on the survey results and those who indicated they
could work from home that it would roughly reduce the footprint required in office
space by one-third. It was noted that this will result in significant cost savings.
It was suggested that staff keep an eye on manufacturing buildings that come up for
sale that could be used to meet the Town’s operational staff needs rather than
expanding the existing building at 20 Spruce Street.
Staff will move forward with sending these results to the space needs study
consultant to have the existing study updated.
It was cautioned that staff be aware of potential legislation changing in the future
regarding hybrid work models and 40 hours work weeks as well as considering
future growth of the Town and future staffing requirements.
It was suggested that the question about employee productivity be directed to
managers rather than having the staff answer as that may alter the results by staff
answering the question based on their ‘best behaviour’ answer. Kyle noted that
already in this past year while working remotely managers are keeping track of
employees with reduced productivity and have been bringing them back into the
office to work instead.
Mayor Molnar left the meeting at 12:49 p.m.
Staff with have the space needs consultant update the scope of work based on the
survey results. This scope will be circulated by email to this Committee and then
staff will proceed with having the consultant officially update the space needs study
based on these results.
7. Round Table
8. Next Meeting
To be determined
9. Adjournment
Resolution #4
Moved by: Jesse Goossens
Seconded by: Councillor Luciani
THAT the April 14, 2021 Town Hall Steering Committee meeting be adjourned at
1:05 p.m.
Carried
MINIMUM Estimated Cost: * MAXIMUM Estimated Cost: *
$100,000 $150,000
Updated/Refined Space Needs Study $60,000-$80,000
Information Technology (IT) Review $20,000-$30,000
Solid Waste Management Study $20,000-$40,000
Brief Description of Third-Party Review Project
The Town is applying for funding for an updated/refined space needs study, information technology
review, and a solid waste management review/study.
With the Town of Tillsonburg looking to consolidate its administration/operations to provide more
modern, efficient and effective services, the information technology review complements this process as
the Town continues to digitally modernize its services in this process.
Summary of the objectives of your proposed third-party review project
An updated/revised space needs study will provide the Town with the information required to evaluate
how to improve administrative and operational efficiencies in a consolidated facility(ies). Furthermore,
the goal of consolidated administration and/or operations facility will provide efficient and effective
delivery of services to the public and equally improve safety, and modernization of processes. Either, in
conjunction with the space needs study or a separate study, an IT analysis would be undertaken to
review how IT applications and licenses can be integrated to provide the most efficient, effective and
cost friendly options.
The objective of having a solid waste management review done would be to find savings and efficiencies
and provide specific and actionable recommendations to both Oxford County Council and Town Council
for an updated solid waste management system.
The expected outcomes from an updated/revised space needs study is to provide a needs analysis of
both administrative and operational space. Given the lessons learned from COVID-19 and the proper use
of technology, there are several possibilities to combine our administrative and operations facilities, at
reduced costs, and in more efficient, effective and modernized capacities. What is more, the
municipality's Town Hall Steering Committee will use this information to provide a recommendation to
Town Council on the best solution to move forward with a new and/or updated Town Hall with
appropriate space and information technology for employees and customers. The IT study will allow the
Town to leverage virtual Town hall services, to serve residents more flexibly, efficiently, effectively and
accessibly.
Municipal Modernization Funding - Intake 2 - Space Needs/IT
Summary of expected outcomes of your proposed third-party review project
In summary, the Town will use this information to modernize customer service and service delivery. Cost
savings are expected.
Given the lessons learned from COVID-19 and the proper use of technology, there are several
possibilities to combine our administrative and operations facilities, at reduced costs, and in more
efficient, effective and modernized capacities. What is more, the municipality's Town Hall Steering
Committee will use this information to provide a recommendation to Town Council on the best solution
to move forward with a new and/or updated Town Hall with appropriate space and information
technology for employees and customers. The IT study will allow the Town to leverage virtual Town hall
services, to serve residents more flexibly, efficiently, effectively and accessibly. In summary, the Town
will use this information to modernize customer service and service delivery. Cost savings are expected.
The expected outcome of the solid waste management study would be to incorporate improvements to
the large article collection program and to eliminate/improve the curbside leaf collection program.
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REQUEST FOR PROPOSALS
RFP2021-008
Town Hall Space Needs Design and Information Technology
Modernization Strategy
ONLINE SUBMISSIONS ONLY WILL BE RECEIVED BY THE TOWN’S
BIDDING WEBSITE NO LATER THAN 2:00 P.M. LOCAL TIME ON
SEPTEMBER 27, 2021
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TABLE OF CONTENTS:
SCHEDULE A. TABLE OF CONTENTS…………………………………………….2
SCHEDULE B. INSTRUCTIONS TO BIDDERS…………………………………....3
SCHEDULE C. TERMS OF REFERENCE…………………………………………… 11
SCHEDULE D. PROPOSAL EVALUATION CRITERIA………………………….14
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SCHEDULE “B” – INSTRUCTIONS TO SUPPLIERS
1.0 Bid Documents
1.1 The following documents form the basis of this bid process (the “Bid Documents”):
a) RFP2021-008 Bid Documents
b) Addenda issued during bidding period;
1.2 Check Bid Documents for completeness upon receipt. Inform the Town immediately:
a) Should any documents be missing or incomplete; or,
b) Upon finding any discrepancies or omissions.
1.3 Complete set of Bid Documents are available at Town of Tillsonburg online bidding
system at https://tillsonburg.bidsandtenders.ca
1.4 The Bid Documents are made available only for the purpose of submitting bids for the project.
Availability and/or use of the Bid Documents do not confer a license or grant for any other
purpose.
2.0 Amendments to Bid Documents
2.1 Questions in relation to this RFP shall be directed in writing via email to Hussain
Lakhani, Purchasing Coordinator at hlakhani@tillsonburg.ca.
Deadline for all questions regarding this RFP is September 20, 2021.
The Town of Tillsonburg reserves the right to neither accept nor consider any questions
received after 2:00 p.m., local time on this date. The Town of Tillsonburg will review all
questions received and prepare a response that is sent as an addendum to all
Respondents.
2.2 A bid shall be disqualified where contact is made with any person at the Town other than
the individuals outlined above.
2.3 The Town shall not be responsible for instructions, clarifications or amendments
communicated orally. Instructions, clarifications or amendments which affect the Bid
Documents may only be made by addendum.
2.4 If bidders find discrepancies, omissions, errors, departures from building by-laws, codes or
good practice, or points considered to be ambiguous or conflicting, they shall bring them to
the attention of the Town as per Section 2.1 in writing, and not less than seven (7) business
days before the bid closing date, so that the Town may, if the Town deems it necessary,
issue instructions, clarifications, or amendments by addendum to all bidders prior to the bid
closing date. The Town will endeavor to issue such addenda at least seventy-two (72) hours
prior to bid closing.
3.0 Addendum/Addenda
3.1 Addendum/Addenda, if required, issued by the Economic Development & Marketing
Coordinator shall form part of the Bid Call Document. Proponents shall acknowledge receipt of
any addenda when submitting their Bid through the Bidding System. Bidders shall check a box
for each addendum/addenda and any applicable attachments that has been issued before a
Bidder can submit their Bid submission online.
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3.2 Addendum/Addenda will typically be issued through the Bidding System, Seventy-Two
(72) Hours prior to Closing Time and Date.
3.3 In the event an addendum is issued within Seventy-Two (72) Hours prior to Closing Time
and Date, it may include an extension of the Closing Time and Date. It is the responsibility of
the Bidder to have received all Addendum/Addenda that have been issued. Bidders should
check online at https://tillsonburg.bidsandtenders.ca prior to submitting their Bid and up until
Proposal closing time and date in the event additional addendums are issued.
3.4 The Owner encourages Bidders not to submit their Bid prior to Seventy-Two (72) hours before
the Bid closing time and date, in the event that an addendum is issued. If a Bid der submits their
bid prior to this or at any time prior to the bid closing and addendum/addenda is issued by the
Owner, the Bidding System shall WITHDRAW their Bid submission and change their Bid
submission to an INCOMPLETE STATUS (NOT accepted by the Owner) and the Withdrawn
Bid can be viewed by the Bidder in the “MY BIDS” section of the Bidding System. The
Proponent is solely responsible to:
a) make any required adjustments to their Bid; and
b) acknowledge the addendum/addenda; and c) Ensure the re-submitted Bid is RECEIVED by the Bidding System no later
than 2:00:00 p.m. (14:00:00 hours) local time, on the Bid Closing Date.
NOTE: Additional company contacts are recommended for the reasons outlined below:
I. Do not invite any additional contacts that you do not want to have access to view, edit, submit
and/or withdraw or who may be in direct competition for example (a company may have two
divisions that could compete for the same Bid Opportunity).
II. You are strongly urged when creating or updating a Bidding System Vendor account to add
additional company contacts to create their own login to the Bidding System. This will permit
your invited contacts that have created their own login to manage (register, submit, edit a nd
withdraw) Bids which your Company is a Registered Plan Taker for. In the event you are on
vacation, or due to illness, etc. these additional contacts may act on your Company’s behalf
and have the authority to; receive addendum notifications from the Bidding System, and where
permitted by the terms and conditions of the Bid Call Document, to submit Bids electronically
through the Bidding System and/or withdraw and/or edit and/or acknowledge
addendum/addenda, on your behalf
III. If you are an invited company contact it is imperative that you create your login from the link
contained in the email invitation. Do NOT go directly to Tillsonburg’s Bid Opportunity website
and create a separate vendor account.
4.0 Bid Performance & Security (Not applicable to this proposal)
4.1 Each bid shall be accompanied by bid security, if applicable, in the form of a bid bond or
certified cheque. All bid bonds shall name the Town as oblige and be issued by a surety
licensed to conduct surety and insurance business in Ontario. The bid security is for the
benefit of the Town and stands as security that the bidder, if awarded the contract, will
deliver the performance security and evidence of insurance and other documents required
by these Instructions to Bidders or by the contrac t, and will execute the contract. The bid
security shall remain valid for a period of sixty (60) days from the date of bid submission.
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4.2 The bid security of the bidder whose bid is accepted will be retained by the Town to
compensate the Town for the damages it will suffer should the successful bidder fail to
execute the contract and/or fail to provide the specified performance security and/or
evidence of insurance and other documents required by these Instructions to Bidders or by
the contract.
4.3 The bid security of the bidder whose bid is accepted will be returned after the delivery of the
specified performance security and evidence of insurance and other documents required by
these Instructions to Bidders or by the contract, and after the executio n of the contract. The
bid security of all other bidders will be returned after the execution of the contract or after the
expiry of this bid process without an award of contract or after the rejection of all bids.
4.4 Each bid shall be accompanied by an agreement to bond issued by the same surety
company that provides the bid bond (if applicable), undertaking to provide a fifty percent
(50%) performance bond and a fifty percent (50%) labour and material payment bond, both
to be delivered to the Town if the bidder is awarded the contract.
4.5 Bids not accompanied by the required bid security and the required agreement to bond shall
be declared non-compliant and rejected.
4.6 Include the cost of all bonds in the bid price.
5.0 Bid Completion
5.1 The Town of Tillsonburg (the Owner) shall only accept and receive Electronic Proposal
submissions through the Owner’s bidding system, hereafter called the “Bidding System”.
6.0 Bid Submission
6.1 All Bidders shall have a bidding System Vendor account and be registered as a Plan Taker
for this Bid opportunity, which will enable the Bidder to download the bid document, to receive
Addenda/Addendum email notifications, download addendums and to submit their bid
electronically through the Bidding System.
6.2 The closing time shall be determined by the Bidding System Web Clock.
6.3 Bidders are cautioned that the timing of the submission is based on when the Bid is Received
by the Bidding System, not when a Bid is submitted by a bidder, as transmission can be
delayed in an “Internet Traffic Jam” due to file transfer size, transmission speed.
6.4 The bidder acknowledges that all submitted bids shall become a record belonging to the
Town which makes them all subject to the Municipal Freedom of Information and
Protection Privacy Act, R.S.O., Chapter M.56, as amended.
7.0 Bid Withdrawal
7.1 A Bidder may edit or withdraw their Bid submission prior to the closing time and date.
However, the Bidder is solely responsible to ensure the re-submitted bid is RECEIVED by
the Bidding System no later than 2:00:00 p.m. (local time), on the Bid Closing Date.
8.0 Bid Expiry Period
8.1 Bids shall be irrevocable for a period of sixty (60) days from the date of submission, after
which period the bid expires.
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9.0 Bid Opening and Evaluation
9.1 Bids will not be opened publicly. Bid submissions will be provided to Council and therefore
those bids will become a public document at that time.
9.2 In the event that more than one bid is received from the same bidder, only the last bid
received will be considered.
9.3 The Town may reject the lowest or any bid or part of any bid, reject all bids or cancel this
bid process in whole or in part.
9.4 The bid price offered on the Form of Bid will be considered the bidder’s “Base Bid”. The
Town reserves the right, but has no obligation, to adjust all bidders’ Base bids by the
amounts of any alternative prices which the Town, in its discretion, decides to accept.
9.5 The Town reserves the right to award the contract to the bidder which submitted the bid
which, in the Town’s sole discretion, provides the best value to the Town based on the
criteria described in the Bid Documents including, but not limited to, a bidder’s:
a) Base Bid;
b) Base Bid, as adjusted by the Town pursuant to the Bid Documents, and
c) Clarification provided pursuant to Section 10 (Requests for Clarification)
9.6 The Town may accept or reject any regular, irregular, unbalanced, informal or non-
compliant bid.
9.7 Incomplete or conditional bids may be declared non-compliant.
9.8 The Town reserves the right to consider, during the evaluation of the bids;
a) Information provided in the bid itself; b) Information provided in response to enquiries of credit and
industry references set out in the bid; c) Information received in response to enquiries made by the Town of third
parties apart from those disclosed in the bid in relation to the reputation,
reliability, experience and capabilities;
d) The manner in which the bidder provides services to others; e) The experience and qualifications of the bidder’s senior management
and project management; f) The compliance of the bidder with the Town’s requirement
and specifications; and,
g) Innovative approaches proposed by the bidder in the bid.
9.9 The bidder acknowledges that the Town may rely on the criteria which the Town deems
relevant, even though such criteria may not have been disclosed to the bidder. By submitting
a bid, the bidder acknowledges the Town’s rights under this section and absolutely waives
any right, or caused of action, against the Town and its consultants, by reason of the Town’s
failure to accept the bid submitted by the bidder, whether such right or cause of action arises
in contract, negligence or otherwise.
9.10 The Town reserves the right to open the bid and negotiate with a single bidder, in cases
where only one bid is received, or to negotiate with a bidder of the Town’s choice, if all bids
are over budget or too high.
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9.11 Should the Town receive no compliant bids, the Town, in its discretion, may re-bid the
Project or may negotiate a contract for the whole or any part of the Project with a bidder
which has submitted a non-compliant bid.
9.12 In the event that two (2) or more compliant, equal bids are submitted during a competitive bid
process, the Town shall determine the successful bidder by drawing a bidder’s name, as
determined by the CAO.
10.0 Quotation Price:
10.1 The Quotation provides that the quotation price shall be provided in numbers only.
10.2 A mathematical or transposition discrepancy or error on the face of a quotation may be
corrected by the Town by correcting the quotation price accordingly, unless otherwise
decided by the Town.
a) Where the discrepancy is in respect of a figure represented numerically and in words,
the figure as written in words shall be accepted as correct, and the numerical
representation will be corrected accordingly.
b) Where the discrepancy is in respect of extensions of unit prices, the unit price shall
be taken as correct, and the extension shall be corrected accordingly.
c) Where a mathematical error is made in adding line items to a total, the correct
addition shall be taken as correct, and the recorded total will be corrected
accordingly.
d) Where an error has been made in transferring an amount from one part of the
quotation to another, the amount shown before transfer shall, subject to any
corrections as provided for above, be taken to be correct and the amount shown after
the transfer and the quotation price shall be corrected accordingly.
e) Where the discrepancy or error is such that more than one of the foregoing
provisions applies, the corrections shall be applied sequentially starting at a) above.
10.3 Where the discrepancy or error is such that none of the foregoing pro visions apply, the
discrepancy or error shall be corrected by taking the lower of the inconsistent amounts as
being correct, and the higher amount shall be corrected accordingly.
10.4 If a Supplier has failed to enter a price for an item of work set out in the Quotation Document,
the Supplier shall, unless the Supplier has specifically stated otherwise in the Quotation, be
deemed to have allowed elsewhere in the Quotation for the cost of carrying out the said item
of work and, unless otherwise agreed to by the Town, no increase shall be made in the Total
Discount Price on account of such omission.
11.0 Requests for Clarification
11.1 The Town may contact any one or more bidders to request clarification or further information
without any obligation to contact other bidders. Such additional clarification shall be provided
promptly by the bidder to the Town. The Town may, but is not obligated to, amend or revise
the bid based on the clarification or further information.
11.2 Requests for information shall not be construed as acceptance of a bid
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12.0 Taxes
12.1 The Harmonized Sales Tax (HST) shall not be included in the bid price. All other eligible
taxes shall be included in the bid price. Any taxes or increases to taxes announced prior
to the date of the issuance of the Bid Documents and scheduled to come into effect
subsequent to it shall be taken to be included in the bid price.
13.0 Award of Contract, Execution of the Contract & Documents to be Delivered
13.1 Bidders shall not issue or make any statements or news releases concerning their bid, the bid
process, the Town’s evaluation of the bids, or the Town’s award or cancellation of the bid
process without the express written consent of the Town.
13.2 Prior to commencing the work, the bidder shall deliver to the Town:
a) Certified true copies of the insurance policies required by the Bid Documents;
and, b) A current Clearance Certificate issued by the Workplace Safety and Insurance
Board.
13.3 The bidder shall execute the contract and deliver the executed original to the Town
within ten (10) business days of award notification from the Town.
13.4 The bidder agrees that the Town shall not be deemed to be the employer of the bidder nor
its personnel under any circumstances whatsoever.
14.0 Liability
14.1 If a bidder breaches the “bid contract”, including by failing to execute the contract, for
whatever reason, the bidder shall be liable to pay to the Town, at the Town’s election as
follows: a) The difference between the base bid prices of the breaching bidder and the bidder who
subsequently executes the contract; or,
b) The amount set out in the bid bond or certified cheque; And these amounts shall be
considered liquidated damages, not a penalty, and the bidder hereby acknowledges that
these amounts are a reasonable pre-estimate of damages which will likely be suffered by
the Town should a breach of the “bid contract” occur. The Town shall have the right to
draw upon the bid bond or certified cheque should a breach of the “bid contr act” occur,
irrespective of any other terms or conditions set out in the bond.
14.2 A bidder, by submitting a bid, agrees that it will not claim damages, by any
means, in respect to any matter relating to the contract or bidding process in excess of an
amount equivalent to the reasonable costs incurred by the bidder in preparing its bid and
waives any claim for loss of profits if no contract is made with the bidder.
15.0 Disputes
PROCESS FOR COMPLAINT RESOLUTION
15.1 The following procedure shall apply to the conduct of Complaint Resolutions by the
Town of Tillsonburg.
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a) An unsuccessful Supplier shall request a meeting with the Department Coordinator and
the Director. Such request will be in writing and shall (i) provide a detailed statement of
the legal and factual grounds of the protest, including copies of relevant documents, and
(ii) identify the form of relief requested.
b) Where, after a meeting with the Department Coordinator and the Director, the Supplier
is satisfied that its concerns have been addressed and that the purchasing process was
conducted in a fair and equitable manner, no further action shall be required.
Documentation in respect of the protest in question shall be maintained by the Buyer(s)
for future reference.
c) Where, after a meeting between the Supplier, the Department Coordinator and the
Director, it is concluded that the purchasing process was materially flawed, for any
reason, the Director shall issue a report to the Chief Administration Officer for his
approval recommending corrective action.
d) Where, after a meeting between the Supplier, the Department Coordinator and the
Director, the parties fail to achieve a mutually satisfactory resolution, the Supplier may
request an opportunity to present its case to the Chief Administration Officer, provided
that the supplier’s request is in writing.
e) In the event of a dispute arising in connection with this bid process that cannot be
resolved with the above “complaint resolution process” including, without limitation, a
dispute concerning the existing of the “bid contract” or a breach of the “bid contract”, or a
dispute as to whether the bid of any bidder was submitted on time or whether a bid is
compliant, the Town may refer the dispute to a confidential binding arbitration pursuant to
the Arbitration Act, 1991, as amended, before a single arbitrator with knowledge of
procurement/bidding law. In the event that the Town refers the dispute to arbitration, the
bidder agrees that it is bound to arbitrate such dispute with the Town. Unless the Town
shall refer such dispute to binding arbitration, there shall be no arbitration of such dispute.
16.0 Claims or Litigation
16.1 The Town shall not consider bids received from parties with whom the Town is in litigation,
or pending litigation, unless approval allowing such consideration is obtained by the bidder
from the Council of the Town prior to the close of bidding.
16.2 Bids which are not considered pursuant to the aforem entioned policy shall be returned to
the bidder and no contract in regard to the bid process shall have been created as between
the bidder and the Town.
17.0 Representation & Warranty
17.1 The bidder represents and warrants that its bid is compliant with the terms set out in the Bid
Documents. The bidder acknowledges that the Town is relying on this representation and
warranty. In the event that the bidder’s bid is accepted by the Town and the bid is held by a
Court of competent jurisdiction to be non-compliant with the terms set out in the Bid
Documents in a proceeding commenced by another bidder (the “Claimant”), the bidder will
indemnify the Town for any award of damages. Howsoever characterized, that are payable to
the Claimant as well as for the Town’s actual legal expense, including all legal fees and
disbursements as billed to the Town.
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18.0 Freedom of Information
18.1 The bidder acknowledges that any bid submitted shall become a record belonging to the
Town and therefore is subject to the Municipal Freedom of Information and Protection of
Privacy Act, R.S.O. 1990, c M.56, as amended. (MFIPPA)
MFIPPA provides that an individual, businesses and other organizations have a legal right to
request records held by the Town, subject to specific limitations. The bidder should be aware
that it is possible that any records provided to the Town, including but not limited to, pricing,
technical specifications, drawings, plans, audio visual materials or information about staff,
parties to the bid or suppliers could be requested under this law.
If the bidder believes that all or part of the bid should be protected from release, the
relevant parts should be clearly marked as confidential.
Please note that this will not automatically protect the submission from release, but it will
assist the Town in making a determination on release if a request is made. The Town will use
its best efforts not to disclose any information so marked confidential but shall not be liable to
a Proponent where information is disclosed by virtue of an order of the Privacy Commissioner
or otherwise as required by law.
END OF SCHEDULE “B” – INSTRUCTIONS TO SUPPLIERS
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SCHEDULE C: TERMS OF REFERENCE
1.0 TERMS OF REFERENCE
Introduction & Background
The Town of Tillsonburg is seeking a qualified firm to provide professional advice and services to assist with
the consolidation of the Town’s administrative and operations functions with the goal of providing enhanced
service delivery to its ratepayers. This will be complemented by an Information Technology service review
that will make recommendations on technology enhancements for the consolidated Town Hall.
A Space Needs Study was undertaken in 2016 when the Town initiated a new Town Hall process that
culminated in Council’s decision in December 2019 not to proceed with a Design/Build Leaseback option for
a new Town Hall. Despite the end of that process, there is a need to consolidate and refine the Town’s various
locations and departments, which are spread across the community.
The Town of Tillsonburg currently provides services from four main locations as follows:
Corporate Office – 200 Broadway (located on the 2nd floor of the Town Centre Mall)
Customer Service Centre – 10 Lisgar Ave
Community Centre – 45 Hardy Ave
Public Works Building – 20 Spruce St
The Town is in the process of completing a review of the Operations and Development Department with the
objective of consolidating those departments to the 20 Spruce St property. In addition to t his, an overall
Departmental Space Needs Study is also underway and both of these studies will be used to inform the work
proposed under this RFP Process.
Furthermore, a number of lessons have been gleaned from the Town’s necessary response to the Global
pandemic. This has resulted in a desire to leverage technology to facilitate a hybrid Work -from-home
(WFH)/Work-from-office(WFO) model and combine administrative and operations facilities to reduce costs
and offer more efficient and effective services.
The Town Hall Steering Committee will use this information to provide a recommendation to Town Council
as to the best solution to move forward with a new and/or updated Town Hall with appropriate space and
information technology for employees and customers.
Scope of Work
The following identifies, in general terms, the services to be provided by the successful Proponent and outline
the minimum requirements of the Town of Tillsonburg. Proponents are encouraged to describe the benefits of
their recommended approach and include any value added or item that has not been specifically referred to in
this document.
The Town recognizes that any one consultant may not be able to provide all of these desired elements so
proponents are invited to respond to any of the elements separately (IT Strategy, Architectural Design
Drawings, Furniture Optimization Options) or all of the elements collectively and/or to retain
subcontracting consultants as desired.
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The objectives of this project are as follows:
1. Review and synthesize the information and recommendations from the Operations and
Development Department Space Review Study and the updated Town Hall Space Needs Study to
ensure that current operating requirements and the Town’s changing needs due to restructuring
and modernizing as well as pandemic impacts are incorporated into the new Town Hall design
options;;
2. Provide, or retain a suitable Information Technology (IT) consultant that can provide, a review of
the Town’s current Information Technology ecosystem and develop an IT Strategy with the
following elements
o Software:
A full inventory of the Town’s current software ecosystem (financial, asset
management, building permit, human resources/payroll, economic development,
recreation, work orders, etc) and uses as well as total licensing and related costs;
Benchmarking of the Town’s current software ecosystem with other
municipalities including complexity and number of applications and systems
along with annual capital and operating expenditures comparisons to ensure that
the Town is receiving the best “value for money”;
Analysis and recommendations on how the Town can integrate/consolidate its
current software applications to provide more efficient and effective services,
including increased automated/online service delivery in support of the goals
outlined in the Community Strategic Plan, with best-in-class technology based
on a realistic, phased-in (1 year, 3 year and 5 year) approach;
o Hardware:
Investigate and recommend an inventory tracking application for all computer
and related hardware;
Investigate and recommend setup options for Work-From-Home or hybrid roles
in terms of laptop, monitor, stands, modems, etc;
Investigate and recommend asset management and budget funding strategies for
all hardware including whether or not a centralized, corporate wide budget or
Departmental budget, should be used by the Corporation. This would be for
both primary hardware (e.g. laptop) and secondary hardware (e.g. multiple
monitors, printers, memory, etc);
The final report should clearly define any Information Technology costs or
savings associated with allowing staff to work remotely in a hybrid work model.
o New Town Hall:
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The IT Strategy should also provide insight into how the Town can leverage
technology, i.e. collaboration, virtual Town hall services, enhanced virtual
meeting options, etc, to reduce the space required for a new Town Hall
Analysis and recommendation on potential software applications that
can assist with a hybrid Work-From-Home/Office system, i.e. work-
sharing, collaborative project management, reserving “hot-desk” and/or
“hoteling” spaces as well as meeting rooms, etc;
Identify the work and associated costs to upgrade or relocate IT
infrastructure within an expanded space at the current location (2nd floor
of the Town Centre Mall) or a new standalone building;
Recommendations on the types of meeting room equipment (projector,
screens, large monitors, etc) are needed to ensure effective (hybrid in-
person/virtual) meetings with internal and external participants;
o Security:
Recommendations for optimal strategies to ensure system and data security,
disaster prevention and recovery.
In summary, the goal of the IT Strategy is to provide enhanced customer service through increased
service delivery options, while using technology to reduce the need for space within a new Town
Hall and potentially reducing the number of software applications that are not integrated with the
Town’s main software applications.
*Note: The Town of Tillsonburg currently outsources its IT Services to the County of Oxford
through a service agreement, and hence, the successful consultant will be required to work with the
Town and County collaboratively to complete the IT Strategy.
3. Research and make recommendations on a furniture options that can meet the needs of a
modernized Town Hall;
o Provide, or retain a suitable consultant that can provide, office space furniture options,
including costing, and incorporate these elements in the new Town Hall drawings to ensure
optimal functionality and efficient use of space;
4. Prepare full architectural drawings for a new Town Hall*
o Up to three (3) building/floorplan renderings for the Tillsonburg Town Centre space option
developed in conjunction with the Town’s Landlord and the Town Hall Project Steering
Committee;
o Three (3) initial new construction building and floorplan renderings developed in
conjunction with the Town Hall Project Steering Committee;
o Up to three (3) building/space renderings for a redevelopment of the Town’s Customer
Service Centre at 10 Lisgar Ave;
o Further refinement with input from Town Council and members of the public (through
Public Information Sessions)
o Final set of architectural drawings with recommendation to Council
o Preparation of Design/Build Tender Documents
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*Note: The Town is considering three options for a new Town Hall as follows:
Expansion of its current leased space in the Town Centre Mall;
A grayfield (parking lot) location in the downtown;
Redevelopment of the Town owned Customer Service Centre building/property at 10 Lisgar Ave.
With respect to the first space option, the successful proponent will be required to work with the owner of the
Town Centre Mall to develop a revised floorplan and space layout to meet the Town’s needs.
Proponents are encouraged to include any subject, procedure, approach or recommendations that may have
been overlooked or identify any item that appears excessive or irrelevant to the project.
Information Provided by Town
The Town will provide the following information to the successful Proponent. The successful Proponent may
request additional information they believe is/may be relevant to the project. The Town will make best efforts
to provide the requested information, but does not guarantee the requested information will be available:
The information to be provided includes:
2016 Space Needs Study completed by KNY Architects
(Draft) 2021 Operations and Development Department Space Review Study
(Draft) 2021 Updated Town Hall Space Needs Study
2021 Community Strategic Plan
Information and access to existing Town buildings/spaces, IT systems and hardware inventories
Other information as requested and able to be reasonably provided
Project Schedule
The following should be included as milestone dates in the submitted project schedule. Milestone dates are
further summarized in Table 1 below.
Project Start up Meeting – Within 2 weeks of award to outline the Proponents schedule and
proposed plan for project completion – Either onsite, at the Town’s Corporate Office or virtually;
Project Progress Meetings – To be held twice monthly to update the progress and report on any
problematic issues arising during the project, approximately one (1) hour in length – Ether onsite,
at the Town’s Corporate Office or virtually:
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Table 1 – Milestone Schedule
*Target dates are subject to revision in the sole and absolute discretion of the Town of Tillsonburg, acting
reasonably.
**The Town may, in their sole discretion, accommodate requests for a site meeting at alternate dates/times .
Evaluation Criteria
The acceptance of a Quotation will be contingent upon an acceptable record of ability and will be determined by,
however not limited to, the following considerations:
Ability to meet/exceed all specifications and requirements
Reputation & Ability of Proponent
References
Best value for the Town
SCHEDULE D. PROPOSAL EVALUATION CRITERIA
PROPOSAL EVALUATION CRITERIA
EVALUATION COMMITTEE
An Evaluation Committee will evaluate each of the RFP’s received in accordance with the evaluation criteria
as set out below using a consensus. 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 Bidder, and to waive
irregularities and omissions if, in doing so, the best interest of the Town will be served.
The Town reserves the right to interview the top scoring Bidders that submits a Proposal to provide the
evaluation team with additional insight into the Bidders ability to meet the requirements as requested in the
RFP. The interviews, if conducted, would be performed by the Evaluation Committee prior to RFP award.
The Town also reserves the right to contact references provided by the Bidder and include this information
within the total score of the Operational Assessment & References component.
SELECTION CRITERIA
Selection of a Bidder will be based on, but not solely limited to, the following criteria and weighting:
Milestone Date*
Release of RFP August 20, 2021
Site Meetings** TBD
Proposal Submission Deadline September 13, 2021
Council Approval (Anticipated) September 27 or October 12
Start-up Meeting On or before October 15, 2021
Completion of Project November 15, 2021
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CRITERIA DESCRIPTION
POINTS
Qualification & Experience (including municipal)
15
Project Team
10
Approach & Methodology
25
Quality Assurance & Control
10
Schedule & Work Plan
15
Financial Score
25
Total Points Available
100
Each Proposal shall demonstrate a thorough understanding of the Specifications. The Bidder with the highest
total score will be recommended to be selected as the successful Bidder. By responding to this RFP, Bidders
agree to accept the recommendations of the Evaluation Committee.
1.1. NORMALIZE PRICE COMPONENT
It is the Evaluation Committee’s intention to normalize the Bidder Proposed Price to ensure that assumptions
made by each Bidder are comparable. The normalized figures will be used in the Proposed Price component
of the evaluation.
The lowest price proposed for the entire project s hall be awarded the full amount of points available for the
price portion of the evaluation. All higher prices proposed shall be awarded points, rounded to the closest full
point. Evaluation of the proposed price for scoring is based on the following formula:
Lowest Bid x (Maximum Points for Proposed Price) = Points
Proposed Bid
For example: if the low price is $25,000, 2nd low price is $30,000 and 3rd low price is $40,000 their respective scoring would be as follows:
a. The Bidder with the lowest price of $25,000 would be awarded 50 points
b. The Bidder with the 2nd lowest price of $30,000 would be awarded points as follows:
$25,000 x 20 = 42 Points
$30,000
c. The Bidder with the 3rd lowest price of $40,000 would be awarded points as follows:
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$25,000 x 20 = 31 Points
$40,000
This formula would be applied to the balance of proposals received.
2021-008 - Town Hall Space Needs Design and Information
Technology Modernization Strategy
Opening Date: August 20, 2021 4:30 PM
Closing Date: September 27, 2021 2:00 PM
Bid Number: 2021-008
Bid Number: 2021-008
Addenda, Terms and Conditions
The Bidder hereby acknowledges and agrees:
1. To provide all goods, services and construction, as more specifically set out and in accordance with the Owner’s Bid Call
Document, including but not limited to the scope of work, specifications, drawings, Addenda (if issued by the Owner), the terms
and conditions, etc. stated therein, which are expressly acknowledged and made part of this Contract.
2. This Bid is made without any connections, knowledge, comparison of figures or arrangements with any other company, firm
or person making a Bid for the same Work and is in all respects fair and without collusion or fraud.
3. I/WE do hereby Bid and offer to enter into a Contract to do all the Work as specified in the Bid Call Document(s) which shall
include all costs but not limited to; freight, duty, currency, etc. in accordance with the prices and terms as submitted by the
Bidder herein.
4. If I/WE withdraw this Bid before the formal Contract is executed by the Awarded Bidder for the said Work or Ninety (90)
Calendar Days, whichever event first occurs, the amount of the Bid Deposit accompanying this Bid (if applicable to this bid)
shall be forfeited to the Owner.
5. The Bidder has included with this Bid Submission a bid deposit or other acceptable deposit made payable to the Owner in
the amount as set out in the Bid Documents. This deposit is subject to the conditions set out in the Bidding Regulations.
6. The Bidder agrees that Liquidated Damages shall apply for failure to complete the work within the specified Completion
Date in accordance with the Articles of Agreement.
7. The Bidder understands that the lowest or any Bid may not necessarily be accepted and agrees that the awarding of the
Contract by the Owner shall be acceptance of this Bid.
8. If the Bid is accepted, I/WE agree to furnish all required documentation, as required by the Bid Call Document(s) within Ten
(10) Calendar Days after notification of Award.
9. I/We acknowledge and agree that any issued Addendum/Addenda forms part of the Bid Call Document.
10. I/We, certify that we are in full compliance with Section 6 of Ontario Regulation 429/07, Accessibility Standards for
Customer Service, made under the Accessibility for Ontarian’s with Disabilities Act, 2005. If requested, we are able to provide
written proof that all employees have been trained as required under the act. I/We shall be aware and sensitive to accessibility
and disability issues. I/We have read and agree to the Accessibility Guide
11. I/WE (including any related or affiliated entities and any principal thereof) have no unresolved litigation with the Owner.
12. I/WE have read and agree to the the Health and Safety Declaration
.
.
I/WE agree to be bound by the terms and conditions contained in the Bid Document and any applicable Addenda, and the
person named below has the authority to submit this bid on behalf of the Bidder.
Bid Number: 2021-008
The bidder shall declare any potential conflict of interest that could arise from bidding on this bid.
Yes No
The Bidder acknowledges and agrees that the addendum/addenda below form part of the Bid Document.
Please check the box in the column "I have reviewed this addendum" below to acknowledge each of the addenda.
File Name
I have reviewed the
below addendum and
attachments (if
applicable)
Pages
There have not been any addenda issued for this bid.
Bid Number: 2021-008