rfp 2018-019 - wellington north

P a g e 1 | 19

7490 Sideroad 7 W, PO Box 125,

Kenilworth, ON N0G 2E0

www.wellington-north.com 519.848.3620

1.866.848.3620 FAX 519.848.3228

RFP 2018-019

Township-Wide Water, Wastewater Master Plan

Update & Associated Stormwater Drainage Study

P a g e 2 | 19




1.866.848.3620 FAX 519.848.3228

Contents

1. Introduction .......................................................................................................................................... 3

2. Date of Proposal Submission ................................................................................................................ 3

3. Project Contact ..................................................................................................................................... 4

4. Completion Date ................................................................................................................................... 4

5. Scope of Work ....................................................................................................................................... 4

BACKGROUND ........................................................................................................................................... 5

SERVICES TO BE PROVIDED BY THE CONSULTANT .................................................................................... 6

6. Proposal Structure and Content Requirements .................................................................................. 14

7. Proposal Process ................................................................................................................................. 15

7.1. Request for Proposal Schedule ................................................................................................... 15

7.2. Documentation ........................................................................................................................... 15

7.3. Communication ........................................................................................................................... 15

8. Evaluation Criteria ............................................................................................................................... 16

9. Disqualification ................................................................................................................................... 16

10. Examination of Documents ............................................................................................................. 17

11. Proposal Withdrawal of Replacement ............................................................................................ 17

12. Proposal Evaluation ........................................................................................................................ 17

13. Proposal Award Procedure ............................................................................................................. 18

14. Extra Work ...................................................................................................................................... 18

15. Payment of Fees .............................................................................................................................. 18

16. Amendments to RFP ....................................................................................................................... 19

P a g e 3 | 19




1.866.848.3620 FAX 519.848.3228

Information to Proponents

1. Introduction

Wellington North is the most northerly Township in Wellington County, located 30 minutes north of

Guelph on Highway 6, and takes in both rural and urban settings. At the south end, at the intersections

of Highways 6 & 109 and across the Conestoga River, the Village of Arthur welcomes you. Designated as

“Canada’s Most Patriotic Village” this gateway to the Grand River watershed is a great place to live, shop

and play. In the north, at the intersections of Highways 6 & 89 and across the Saugeen River the Town

of Mount Forest with an altitude of 1,407 ft. Welcomes you with “High, Healthy & Happy” proudly

displayed on the water tower as you enter town.

Nestled in a picturesque agricultural setting the Township contains some of the best farmland the

County has to offer as well as a substantial Industrial base and a wealth of Conservation Land. Old

established neighbourhoods are complemented by new residential development and small urban

centres by rural countryside providing a variety of lifestyle choices for its workforce, residents and their

guests. The quality of life available is second to none with clean air and clean water, quiet tree lined

streets, abundant recreational activities, excellent shopping opportunities along with convenient Heath

Care and excellent Educational facilities.

Wellington North is a short drive on excellent roads from many of the major centres and is within one

hour's drive of Highways #400 and #401, the Province's main controlled-access thoroughfare and link

between major centres in Canada and the United States.

2. Date of Proposal Submission

Proposals are to be submitted in a sealed envelope addressed as follows:

Township of Wellington North

RFP 2018-019

Brent Lauber – Director of Operations

7490 Sideroad 7 W, PO Box 125


P a g e 4 | 19




1.866.848.3620 FAX 519.848.3228

Proposals must be submitted under the following instructions:

Proposal Closing Date: November 7, 2018

Time: 2:00 p.m., local time

Location: Kenilworth, ON

Municipal Administration Office



CLOSED PROPOSAL OPENING

Submissions received by the date and time of closing will be opened and evaluated by the Township of

Wellington North post submission closing, in a closed session format, by the evaluation team selected by

the Township of Wellington North.

3. Project Contact

Brent Lauber– Director of Operations

Township of Wellington North

(519) 848-3620 Ext. 31

[email protected]

4. Completion Date

The expectation is that the consulting work will be substantially complete by October 1, 2019.

5. Scope of Work

The Corporation of the Township of Wellington North was formed by the amalgamation of the Township of Arthur, Village of Arthur, the Township of West Luther and the Town of Mount Forest, effective January 1, 1999. The Incorporated Municipality was named the Township of Wellington North in April 1999.

mailto:[email protected]

P a g e 5 | 19




1.866.848.3620 FAX 519.848.3228

Some noteworthy infrastructure information, to support the 12, 486 population is as follows:

400 km of Roadways; 98 Bridges/Culverts; 55 km Water Main; 50 km Sanitary Main;

5 km of Storm Main; 2 Wastewater Treatment Plants; 6 Pumping Stations; 7 Well Pump Houses;

3 Water Towers

Project Scope Statement

Consulting Engineering Services are required for an urban boundary Township-Wide Water,

Wastewater Master Plan update & Associated Stormwater Drainage Study (“The Study”). Hydraulic

model services inclusive of data management, decision support and capital project staging

recommendations are required, to meet in the most cost efficient and effective manner, the

expectations of its present and future customers.

BACKGROUND

The Township’s near term plans include capacity upgrades, retrofits and construct for Arthur’s

wastewater treatment facility (WWTF) and Frederick Sewage Pump Station (SPS). Near term

construction is planned in two Phases, Contract 1 and Contract 2. As such, the Wastewater Master Plan

component for Arthur WWTF is out-of-scope for The Study.

Prior to 2008, the Mount Forest WWTF was located on North Water St. It was completely redesigned,

constructed and relocated further west in 2008, the former plant converted to the existing Main Sewage

Pump Station (SPS), located on North Water Street. The remaining three existing SPS in Mount Forest

are known as Durham Street, Cork Street and Perth Street. Year ending 2017, the Mount Forest WWTF

uncommitted reserve capacity was 784 equivalent residential units.

Electronic copies of the January 2012 Arthur Master Plan and March 2011 Mount Forest Master Plan

studies are available at the following link:

https://wellington-north.com/government/departments/public-works/water-sewer/reports

The Township’s 2018 DC Background Study with associated roads & related, water and wastewater

capital projects (Appendices D5, D6, D7) is available at the following link:

https://wellingtonnorth.com/government/departments/finance

The Township has initiated The Study to meet the following high-level business requirements:

https://wellington-north.com/government/departments/public-works/water-sewer/reports

https://wellingtonnorth.com/government/departments/finance

P a g e 6 | 19




1.866.848.3620 FAX 519.848.3228

i) Asset Management: Including an analysis of adjacent infrastructure condition (e.g. roads), comprehensive view to rehabilitating or replacing storm, water and wastewater linear infrastructure AND development of an ESRI ArcGIS database;

ii) Capital Planning: A key deliverable is the development of a 10 Year Capital Forecast for

underground infrastructure with careful consideration to development forecasts and scenarios to 2041, road reconstructions, street scape (e.g. urbanization) and funding mechanisms.

The Township wishes to undertake The Study with a view to the future in support of the Township’s

Community Growth Plan, available at the following link:

https://wellington-north.com/government/strategic-plan/community-growth-plan-final-report

SERVICES TO BE PROVIDED BY THE CONSULTANT

WaterCAD/SewerCAD Data Centralization & Migration to ArcGIS

Presently, asset information from a variety of data sources including discrete .dwg and hardcopy

engineering drawings resides in CAD based software for the purposes of hydraulic modelling. Mount

Forest inventory for water and wastewater assets resides with a third party (Engineer A). Conversely,

Arthur asset inventory for water and wastewater assets resides with a differing third party (Engineer B).

The Township seeks a single, consolidated water, wastewater and storm inventory for both Mount

Forest and Arthur. This single database (e.g. .shp) is a key deliverable.

The successful Proponent does not require an in-house ArcGIS platform for this key deliverable ~ The

Township will inform the successful Proponent of the third party that the converted .dwg to shp data

is to be delivered to.

Presently, the Township uses a two-dimensional mapping based software product, generally updated

once annually (by another 3rd Party service provider, “TPSP”). While this web viewer provides a visual

depiction of the linear water resources system (e.g. including storm infrastructure), it does not include

key asset information such as pipe diameter, invert elevations, top of manhole elevations, calculated

slope, drop pipes/structures, age and material types.

The Township is reasonably confident in its’ CAD based hydraulic modelling water and wastewater data

used for capacity analysis. System upgrades and extensions are generally updated annually by Engineer

A and Engineer B submitting “As-Builts” to the TPSP. However, the Township does anticipate gaps is not

https://wellington-north.com/government/strategic-plan/community-growth-plan-final-report

P a g e 7 | 19




1.866.848.3620 FAX 519.848.3228

confident that all infrastructure is spatially indexed (NAD 83, Zone 17). “Rubber Sheeting” to assure

reasonable confidence in spatial location may be required.

With regard to storm assets, the Township suspects that there may be inventory gaps and wishes to

complete a verification program (via drawings, desktop review, field verification) to capture pertinent

hydraulic and asset management data in both CAD and ArcGIS.

The Township requires best value for money in achieving a centralized ArcGIS database inventory.

Future Master Plans and capacity analysis may take place in modelling software capable of

interoperability with Arc GIS.

Expected deliverables include, but are not limited to the following:

i) Technical Memorandum #1: Documented overview of data transferred from CAD to ArcGIS for linear water services. This must also include a summary of the completeness of As-Built drawing transfer from TPSP to ArcGIS and recommendations for continued data gap closures;

ii) A reference listing of all outstanding suspect data anomalies (ESRI Geodatabase file) for data gaps at the juncture/node with inferred upstream and downstream pipe lengths affected. The reference listing shall employ a data gap “type” nomenclature (e.g. invert error, connectivity error, pipe bifurcation unknown) with a priority rating system for data gap closure. The intent of the reference listing is to enable Township Staff to conduct subsequent surveying activities to verify aberrant data at a later time (e.g. out-of-scope);

iii) Identify with Township and County staff all GIS data source files and assumptions required to support hydraulic model capacity analysis to the 2041 planning horizon (e.g. Land Use, Development Scenarios, Intensification Corridors etc.).

Master Plan – General Deliverables

The Study shall be administered in conformity with the Municipal Engineers Association Class

Environmental Assessment (as amended 2015) including specified requirements under A.2.7 Master

Plans. The Study is expected to be updated in five (5) year increments to enable the Township to revisit

delineated Priority Projects (1-3 Year) and determine Strategic Projects (4-10 Year) for the next five (5)

year cycle. The Township objective includes the proactive identification of capital programming

requirements to ensure timeliness of capital projects delivery to support growth.

P a g e 8 | 19




1.866.848.3620 FAX 519.848.3228

The work of the Master Plan will identify a list of the aforementioned Priority & Strategic Projects

including capacity-centric expansion, upgrades to existing, and construction of new infrastructure

necessary to meet growing demands on the system. The Master Plan shall provide for a 10 year capital

forecast including funding estimates.

Refined cost estimates (e.g. Class B) for the first 3 year period including the rationale and confidence

level for the basis of the refined cost estimate shall be included.

The Study shall incorporate a review and evaluation of deficient, non-capacity related water resource

areas in the context of assembling discrete “consolidated infrastructure” projects over the 10 year

Capital Forecast horizon. With due consideration to competing asset infrastructure deficiencies (roads,

sidewalks), the Proponent shall assemble project overviews as a key deliverable, as developed in

consultation with Township staff.

The Study will incorporate Township-Wide and geographic-specific population & employment forecasts

from Township’s Community Growth Plan, Official Plan, and other County or Township specified data

sources. Identification of the problem or opportunity is the responsibility of the Proponent working in

close collaboration with Township staff.

The Study shall reflect and integrate with other concurrent and existing studies and standards. These

include the DWQMS Financial Plan, 2018 Development Charges Study, 2013 Roads Needs Assessment,

2017 Municipal Servicing Standards and the concurrent Asset Management study to develop long range

planning direction for infrastructure renewal and funding.

The Study shall also take into account the future reporting requirements as set out in O. Reg. 588/17

Asset Management Planning for Municipal Infrastructure. The Township seeks an automated

reporting script in Arc GIS to fulfill metrics as established under this regulation.

Pubic Consultation

Note: The Township wishes to derive long term benefit by reducing time and costs associated with undertaking specific studies to support individual Class EA project planning as per Section A.2- Planning & Design Process-Master Plans of the Class Environmental Assessment document.

Expected public consultation deliverables include, but are not limited to the following:

P a g e 9 | 19




1.866.848.3620 FAX 519.848.3228

i) Design, prepare, organize, co-ordinate, facilitate and document results for public consultation(s) required by the Class EA process (Phase I Discretionary Public Consultation is not required);

ii) Identification of, and Notice of Commencement issuance to, all affected Parties (e.g. Federal Departments; Provincial Ministries; Committees of Council; Regional/Area Municipalities; Townships; Utilities; Conservation Authorities; School Boards; First Nations; Special Interest Groups, Associations, DFO etc.);

iii) The development of materials and information that citizens can use to educate themselves; All

expenses associated with advertising and external services (e.g. venue booking costs) for PICs remains the responsibility of the Township.

iv) Webpage: Generate and supply all project related webpage content for posting on the

Township’s website. The website information and subsequent updates will include the

following:

➢ Introduction to project – provide outline of project, project goals, objectives, schedule

(to be updated at all key milestones) and Study Team contact information; ➢ All Public Information Centre (PIC) content delivered prior to PIC event including Display

Panel information and PowerPoint presentation(s); ➢ Summary/outcome information of all public input events; ➢ Outline of preferred alternative approaches – all conceptual alternative plans, applicable

geographic summary materials, evaluation criteria and evaluation matrix; ➢ Description of preferred alternative approach and implementation strategy;

v) Act as the primary contact for the management of all 3rd Party stakeholder consultations for the duration of the project. This shall include the provision of all services to ensure stakeholder input receipt, acknowledgement and associated return feedback and/or correspondence;

vi) Identify appropriate project Schedules (A, A+, B, C) pre-public consultation and confirm

Schedules post-public consultation;

vii) For Schedule A+ identified Priority Projects, conduct one (1) Public Information Consultation for all projects to assure public advisement as a condition of pre-approval for project implementation (or alternate recommendation);

P a g e 10 | 19




1.866.848.3620 FAX 519.848.3228

viii) For up to three (3) Schedule B identified Priority Projects subject to the Screening Process, identify, contact and invite specific agencies and potentially affected members of the public to up to two (2) Public Information Sessions (i.e. for each project);

ix) For “viii)” above, maintain and complete a Project File including all requirements that must be fulfilled to assure projects are approved for implementation;

x) Filing of Schedule B project specific Notice of Completions (as per “viii)”& “ix)” above) and Master Plan Notice of Completion.

Master Plan – Specific Deliverables (Water & Wastewater)

Expected project deliverables include, but are not limited to the following:

i) Determination or confirmation of existing water/wastewater service area boundaries; ii) Confirm existing and intended land uses with Township and County staff for the purposes of

Master Planning; Conduct up to two workshop(s) to elucidate and select from full development scenario alternatives, as recommended by the Proponent in conjunction with Township and County staff;

iii) Confirm and document existing committed development conditions that are expected to be built-out within the Strategic Project horizon with Township and County staff; determine, define and document development densities and related ICI assumptions for the purposes of Master Planning;

iv) Deliver sewage flow capacity information (GIS and spreadsheet) denoting capacity constraints (e.g Q/Qcap > 1.0) and surpluses for future committed development conditions; deliver same for water services (e.g. Maximum Daily Demand + Fire Flow for water distribution works);

v) Evaluate and determine future demand on existing services including identification of alternative and preferred solutions and provision of sufficient project scope detail/definition;

vi) Validate capital program staging requirements for system extensions required for undeveloped lands incorporating review and analysis of existing studies;

vii) Deliver comprehensive format, reference & content enhancements to assist in end-user readability and detail drilldowns;

P a g e 11 | 19




1.866.848.3620 FAX 519.848.3228

viii) Prepare four draft Master Plan documents and present recommendations to Township and County staff;

ix) Incorporate all requested changes from Staff and deliver:

➢ Four final hardcopies of Master Plan;

➢ One digital copy in Adobe pdf format;

➢ An individual pdf digital file for each major section (for website content);

➢ Final presentation and Recommendations to Council.

Master Plan – Specific Deliverables (Stormwater Infrastructure)

Expected project deliverables include, but are not limited to the following:

i) Desktop inventory of major and minor drainage system components in order to develop a thorough understanding of the extent of the drainage system;

ii) Detailed assessment of stormwater sewer capacity for both existing and future conditions resulting from development, infill and redevelopment; clear recommendations on upgrading and/or capital requirements;

iii) Overland flow route analysis to determine areas at risk (gaps) during major storm events; recommendations on how the overland flow route network can be improved;

iv) Recommendations on improving flow characteristics so that they more closely match pre-

development conditions;

v) Recommendations on adjusting Intensity - Duration - Frequency (IDF) curve to account for more frequent and intense storm events;

vi) Evaluation and development of pre-approved Oil-Grit-Separators (OGS) units based on the

Canadian Environmental Technology Verification Program;

P a g e 12 | 19




1.866.848.3620 FAX 519.848.3228

vii) Review and recommendations for updates to stormwater design standards as detailed in Municipal Servicing Standards (v.6 June 2017);

viii) Provide direction for acquisition of lands, GIS Easement approach, access agreements;

ix) Township staffing recommendations to provide a level of service adequate for drainage

maintenance activities; recommendations on specific monitoring and maintenance activities including frequencies for urban and rural portions of the Township;

Capital Planning & Execution

Expected deliverables include, but are not limited to the following:

i) Develop staging and budget requirements with appropriate level of pre-design project scope detail in a format acceptable to the Township;

ii) Deliver revised routing, capacity/size requirements with identification of the most probable trenching method/technology and associated unit costs for all Priority Projects;

iii) Participate in a minimum of two (2) meetings with Township Finance personnel to identify capital funding allocations for elucidated projects to assist in revised requirements for the Township’s rolling 10-Year Capital Forecast;

iv) Capital Project Execution: Design and facilitate a minimum of two (2) workshops for the development of a decision - support business process (e.g. business process mapping) to assist in scoping of Priority Projects using a systemic and coordinated approach; the potential for Council interaction for this exercise is possible;

v) Strategic Project Triggers: On a projectized basis, identify all drivers associated with alternate staging arrangements/scenarios including development threshold capacities that would warrant/trigger an acceleration or deferral of the recommended staging of projects;

vi) Clear recommendations of all implementation and constructability considerations and/or constraints for all identified Priority and Strategic Projects.

P a g e 13 | 19




1.866.848.3620 FAX 519.848.3228

Project Management

The Township’s expectation for the successful Proponent is the provision of project management

services. A project planning phase is expected prior to project execution to ensure that human

resources and stakeholders remain aligned to project objectives:

Expected project management services include, but are not limited to the following: i) A “project kick-off” meeting with Township and County project participants denoting all

resource commitments. This meeting shall double as a “requirements” meeting by which the Proponent will gather information and align stakeholders to the approach that shall be embedded in the Schedule Baseline as per ii) below;

ii) Preparation and delivery of a Schedule Baseline subject to amendments and approval by the Township. Note: The final Schedule Baseline shall clearly identify staff assignments and that of the Proponent;

iii) Preparation and delivery of a Communications Management Plan denoting all planned communication requirements/meetings. The Proponent will be responsible for creation, distribution and revision of all project documents, including meeting minutes, and coordination activities for all communications.

iv) Participation in biweekly conference calls with Township staff for the duration of the project – biweekly progress updates to the Schedule Baseline is required;

P a g e 14 | 19




1.866.848.3620 FAX 519.848.3228

Proposal Structure and Content Requirements The maximum length of the main proposal document is twenty-four (24) single-sided pages. Bidders

must outline how their proposed solution addresses each of the items in the Terms of Reference and

cross reference their response to the applicable heading scheme. The proposal must reflect the

consulting firm’s understanding of project requirements and include any further information that

illustrates the Consultant’s experience, expertise or special insight into the work.

Materials included in any Appendices will not be considered by the Evaluation Team unless explicitly

required as per the required Layout.

Notwithstanding the foregoing the Proposal must follow the following Layout:

1. Executive Summary – not more than 1 page;

2. Project Approach & Methodology: Proposed solution approach addressing The Township’s requirements and project deliverables detailed in the Terms of Reference – not more than 12 pages;

3. Experience in Master Plans – outline of experience preparing water, wastewater and

stormwater/drainage Master Plans detailing a minimum of 3 reference projects with client contact information – not more than 6 pages.

4. Project Management: Proponents Project Manager & Project Team – not more than 3 pages.

Note1: All personnel including Proponent Subcontractors (if proposed), Engineers, PIC Facilitator, field inspection and support staff must be identified by name, title and project specific function/capacity.

Note2: The pertinent curriculum vitae of the Proponent and Proponent Subcontractors’ (if proposed) Project Manager and key staff including field inspection personnel shall be included in the proposal.

5. Project Schedule (Draft) – Organized in a manner that will clearly indicate how each topical area in the Terms of Reference will be addressed through a clearly identified Work Breakdown Structure – not more than 2 pages. Note: The draft Project Schedule shall clearly identify Township staff assignments

P a g e 15 | 19




1.866.848.3620 FAX 519.848.3228

6. Proposal Process

6.1. Request for Proposal Schedule

The following table outlines the timeline that has been established for the proposal selection process:

Task Description Date

Request for Proposal Issued October 4, 2018

Proponent Questions Received by: October 18, 2018

Township to provide answers by: October 25, 2018

Proposals Due Date: November 7, 2018

Anticipate Decision on Successful Proponent: November 19, 2018

Anticipated Commencement of Work: December 3, 2018

NOTE: Although every attempt will be made to meet all dates, the Township of Wellington North

reserves the right to modify any or all dates at its sole discretion.

6.2. Documentation

a) One (1) original and five (3) copies of the proposal are required.

b) All proposals must be legible and written in ink or typewritten.

c) All proposals must be submitted in a sealed envelope.

6.3. Communication

All requests for information and/or clarification as well as questions regarding the interpretation of the

terms set out in this RFP should be referred to:

Brent Lauber, Director of Operations

519-848-3620 ext. 31

[email protected]

mailto:[email protected]

P a g e 16 | 19




1.866.848.3620 FAX 519.848.3228

7. Evaluation Criteria

Each response to this Request for Proposals will be evaluated by the Township of Wellington North to

determine the degree to which it responds to the requirements as set out. Because this is a Request for

Proposal, other factors in addition to cost will be considered when submissions are evaluated.

Factors to be considered will include, but not necessarily be limited to:

Evaluation Criteria Weighted Percentage

Project Approach and Methodology 25

Experience in Master Plans 25

Project Management 10

Project Schedule 10

Price 30

Total 100

The Proponent Declares:

1. No person, firm or corporation, other than the Proponent, has any interest in this Proposal or in

the proposed agreement for which this Proposal is made and to which it relates;

2. This Proposal is made by the Proponent without any connection, knowledge or comparison of

figures, or arrangements with, or knowledge of any other corporation, firm or person making a

Proposal for the same service, and is in all respects fair and without collusion or fraud;

3. No member of the Municipal Council or any other officer of the Corporation will become

interested directly or indirectly as a contracting party without disclosing his interest and

otherwise complying with the Municipal Conflict of Interest Act, RSO 1990;

4. The content and requirements of this Proposal document have been read and understood.

8. Disqualification

The Township of Wellington North reserves the right to reject any or all proposals. Failure of the

Proponent to satisfy any term or condition of this RFP may result in the rejection of said Proposal.

P a g e 17 | 19




1.866.848.3620 FAX 519.848.3228

Further, any incomplete proposals, qualified proposals, proposals not properly signed/dated, proposals

received after the closing date/time, proposals completed in pencil, proposals with incomplete

calculations, and proposals lacking required information will be rejected as incomplete.

9. Examination of Documents

Each proponent must satisfy himself or herself by a personal study of the RFP documents, by

calculations, and by personal inspection of the site, respecting the conditions existing or likely to exist in

connection with the proposed work. There will be no consideration of any claim, after submission of

Proposals, that there is a misunderstanding with respect to the conditions imposed by this RFP. Prices

must include all incidental costs and the proponent must be satisfied as to the full requirements of the

RFP.

10. Proposal Withdrawal of Replacement

Any proposal may be withdrawn prior to the scheduled time for proposal closing by submitting written

notice to the RFP contact. Replacement proposals are welcome until the proposal closing.

11. Proposal Evaluation

All submissions must be in compliance with the requirements of the RFP process in order to be

considered for evaluation.

Even though proposals are received based on furnishing product which may meet the minimum

requirements indicated, it is not intended that this alone shall limit the award but that other factors

shall be considered together with any related experience the Township of Wellington North may or may

not have had.

All qualifying proposals will be reviewed and evaluated by the selection committee.

It will be the responsibility of the selection committee to initially read, review and evaluate each

proposal. The selection committee may “short list” those proposals that are most feasible for further

consideration.

Proponents may be required to make an oral presentation in support of their proposal.

P a g e 18 | 19




1.866.848.3620 FAX 519.848.3228

12. Proposal Award Procedure

All Proposals shall be final and binding on the proponent for a period of 60 (sixty) days from the closing

date and may not be altered by any subsequent offerings, discussions, or commitments unless the

proponent is requested to do so by the Township of Wellington North.

The Township of Wellington North will notify the successful proponent of the award. The successful

proponent agrees to execute a Professional Service Agreement to undertake work within 10 business

days of the date of notification of award.

The Township reserves the right to reject any, or any part of, or all proposals and also reserves the right

to award a contract to other than the bidder submitting the lowest total cost.

13. Extra Work

The Township of Wellington North shall not be responsible for any liabilities, costs, expenses, loss or

damage incurred, sustained or suffered by any proponent(s) prior or subsequent to or by any reason of

the acceptance or non-acceptance by the Township of Wellington North of any proposal by reason of

any delay in the acceptance of a proposal.

14. Payment of Fees

The successful proponent will provide the Township of Wellington North with a timeline of deliverables

with their associated cost. The timeline will be mutually agreed upon and appended to the agreement.

The Township of Wellington North will pay the successful proponent its fees based on the completion of

milestones as defined within the proponent’s proposal. Invoices shall be forwarded to:

The Township of Wellington North

Attention: Director of Operations



P a g e 19 | 19




1.866.848.3620 FAX 519.848.3228

15. Amendments to RFP

Questions of clarification will be answered individually, but response(s) to any question that modifies

the scope of the RFP will be posted as a RFP Addendum on the Corporation’s website.

Amendment and changes to this proposal prior to the closing date and time stated herein will only be in

the form of written amendment and said amendment will be issued by the Township of Wellington

North. Amendments will be posted on the Township of Wellington North’s website at Township of

Wellington North Tenders & RFP’s (https://wellington-north.com/government/tenders-rfps). It is the

proponent’s sole responsibility to check this website regularly to inform itself of any posted

amendments. The Township of Wellington North makes no promise or guarantee that amendments will

be delivered by any means to any proponent. By submitting a proposal in response to the Request for

Proposal, the proponent acknowledges and agrees that amendment shall be posted on the Township of

Wellington North’s website and it is the sole responsibility of the proponent to check the website for

said amendment. Amendments will not be released less than seventy-two (72) hours prior to the close

of the proposal. Any submission that does not acknowledge receipt of amendment shall be considered

as incomplete and will be disqualified.