TOWN OF MIDLAND ADMINISTRATION DEPARTMENT REQUEST FOR PROPOSAL FILE # F

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1 TOWN OF MIDLAND ADMINISTRATION DEPARTMENT REQUEST FOR PROPOSAL FILE # F Professional Services for the Recruitment of a Chief Administrative Officer The Corporation of the Town of Midland 575 Dominion Avenue Midland, ON L4R 1R2 Phone Fax February 23, 2016

2 TABLE OF CONTENTS 1.0 INTRODUCTION OBJECTIVE DEFINITION OF TERMS CONTACTS PROPOSED PROJECT TIMING GENERAL TERMS AND CONDITIONS RFP CLOSING TIME AND DATE PROPOSAL REQUIREMENTS PRICES DISCLOSURE CLARIFICATION OF PROPOSALS AWARD NEGOTIATIONS TERMINATION CONSULTANTS INDEMNIFICATION INSURANCE REQUIREMENTS LAWS CONFLICT OF INTEREST PRICING SUMMARY FORM PRICING SUMMARY SCHEDULE RFP EVALUATION CRITERIA TOWN OF MIDLAND INVOLVEMENT AND RESPONSIBILITIES PAYMENT OF CONSULTING SERVICES ATTACHMENT (Sample form HS-14)

3 1.0 INTRODUCTION 1.1 OBJECTIVE The Corporation of the Town of Midland seeks to acquire the services of an executive level recruitment-consulting firm (Consultant) to lead the process to fill the vacancy for the Town s Chief Administrative Officer position. The Consultant will carry out the scope of work described in this. The Consultant selection process shall be directed by the Town s Recruitment Panel. The Panel will remain involved throughout the CAO recruitment process. The Consultant will consult regularly with the Recruitment Panel during the various stages of this project. 1.2 DEFINITION OF TERMS In this, the following terms/abbreviations are defined as listed below unless otherwise specified: PROPONENT or CONSULTANT means the vendor responding to the Request for Proposal RFP means RECRUITMENT PANEL means a panel consisting of four (4) members of Council, two (2) members from the community and Town of Midland Human Resources staff assembled to guide the Consultant Selection and CAO recruitment processes. 1.3 CONTACTS Any clarification of this document or request for additional information should be directed in writing, (no oral requests), to:. Ms. Glenda Green Director of Human Resources/Health and Safety Town of Midland 575 Dominion Avenue Midland, Ontario L4R 1R2 Phone: (705) x 2246 Fax: (705) Information requests shall be received NO LATER THAN SIX DAYS PRIOR TO THE CLOSING DATE identified in this Proposal request 3

4 During the Proposal period, no officer, agent or employee of the Town of Midland is authorized to alter orally any portion of these documents. Any alterations required will be issued to all proponents as written addenda. Addenda shall be considered as an integral part of the contract documents. 1.4 PROPOSED PROJECT TIMING RFP Issuance February 23, 2016 RFP Closes March 15, 2016 Award Date March 29, 2016 CAO Selection Completion Date by September GENERAL TERMS AND CONDITIONS 2.1 RFP CLOSING TIME AND DATE Proposals in sealed envelopes, clearly marked as to contents, will be received until no later than 12:00pm NOON, March 15, 2016 and should be delivered to The Town of Midland, Administration Department, 575 Dominion Avenue, Midland, Ontario L4R 1R2, Attention: Glenda Green, Director of Human Resources/Health and Safety and endorsed Request for Proposal F18: Proposals received after the closing time and date will not be accepted. Please allow yourself sufficient time to deliver your Proposal. Interested Proponents must understand and agree that this is an invitation for Proposal, not a tender call. Proponents responding to the RFP do so AT THEIR OWN RISK. No cost for the or receiving of Proposal will be incurred by the Town of Midland. 2.2 PROPOSAL REQUIREMENTS Two (2) copies of the response to the and one electronic copy shall be provided. Each copy is to be bound and include a cover that clearly identifies the responding firm. The Proposal must contain a table of contents to facilitate cross-reference of the information contained in the Proposal to the requirements of the. As well, a completed, signed and sealed Pricing Summary Form must be included. 2.3 PRICES Prices shall be in Canadian funds, open for acceptance for 90 days after closing of the RFP. Prices shall include all taxes where applicable except the Harmonized Sales Tax that is payable. 4

5 2.4 DISCLOSURE The information supplied in response to the RFP will be subject to the provisions of the Municipal Freedom of Information and Protection of Privacy Act. The Proponent shall ensure that all work performed on the site is performed in a manner consistent with the standards and objectives of the Town s Health and Safety Policy. The Proponent understands that work may be immediately suspended by the Town, its agents or servants, in the event of non-compliance with the Town s Health and Safety policies. NOTE: Any Consultant that performs work for the Town of Midland must adhere to our Town of Midland Health and Safety Policies and Procedures. Please see attached Health and Safety agreement that will be required to be signed by the successful proponent (HS-14). 2.5 CLARIFICATION OF PROPOSALS After the closing date of the RFP the Town of Midland Recruitment Panel shall undertake whatever evaluation activities it deems necessary to verify claims and evaluate the Proposal. The Town of Midland has no obligation to keep any of the bidders informed of its discussions with other bidders. 2.6 AWARD The award, subject to Council approval in consultation with the Recruitment Panel, shall be made to the Consultant whose Proposal is determined to best match the Town of Midland s criteria, and be within our budget, taking into consideration price and the other evaluation factors set forth in the RFP. It is expected that a decision on the selection of the Consultant be made by the Town of Midland Recruitment Panel as per the schedule shown. Please note, the lowest or any particular Proponent will not necessarily be accepted. The criteria to be considered by the Town in awarding the Contract will include a combination of price, scheduling, expertise, qualifications, and such other conditions as may be determined to best match the Town s criteria, provided the Proposal is within the Town of Midland budget. The Town reserves the right, in its absolute discretion, to reject any or all Proposals, or to award the contract to other than the Proponent submitting the lowest Proposal, provided that Council, in its sole and absolute discretion, decides that it is in the best interest of the Town of Midland to do so. 2.7 NEGOTIATIONS The Town of Midland reserves the right to enter into negotiations with the Proponent of Choice after shortlist and evaluation. The Town of Midland may terminate negotiations if, 5

6 in our sole opinion, we believe we cannot achieve a negotiated agreement that is in keeping with the Town of Midland s criteria. No Proponent shall have rights against the Town of Midland arising from such negotiations or termination thereof. If, after successful negotiations with the Proponent of choice, the Town of Midland has formally accepted the designated Proponent s final submission, a contract may be confirmed, in the form of a confirmation Purchase Order or by the Town of Midland s endorsement of a negotiated document (in accordance with our Terms, Conditions and Specifications) from the recommended Proponent s firm. 2.8 TERMINATION The Town of Midland may terminate the contract at any time if they deem in their best interest to do so. The Town of Midland shall be relieved of all further obligations hereunder except for the payment of the balance outstanding for the work performed to the time of termination, plus all proper costs incurred by the Proponent resulting directly from termination. In no event shall the Proponent be entitled to damages or compensation for anticipated profits that may be lost because of such termination. 2.9 CONSULTANTS INDEMNIFICATION The successful Consultant shall indemnify and save harmless Town of Midland employees and its agents from and against all losses and all claims, demands, payments, suits, actions, recoveries and judgments of every nature and description made, bought or recovered against the Town of Midland by reason of any act or omission of the Consultant, their agents or employees, in the execution of their work. The successful Consultant shall be responsible for any and all damages or claims for damages or injuries or accidents done or caused by them, their agents, subcontractors or employees, resulting from the prosecution of the works, or any of their operations, or caused by reason of the existence of location or condition of the works, or of any materials, plant or machinery used thereon or therein, or neglect or omission on their part, or on the part of any of their agents, subcontractors or their employees, to do or perform any or all of the several acts or things required to be done by them under and by these conditions and such damages and claims for damages INSURANCE REQUIREMENTS The successful Consultant will be required to provide the following insurance: Comprehensive General Liability and Automobile Insurance The Insurance Coverage shall be $5,000,000 for general liability and $2,000,000 for automobile insurance. When requested, the Consultant shall provide the Client on our form with proof of Comprehensive General Liability and Automobile Insurance (inclusive limits) for both owned and non-owned vehicles. 6

7 2.11 LAWS The final contract with the successful Proponent shall be governed by the laws of the Province of Ontario CONFLICT OF INTEREST Under no circumstances will proposals be considered which: a) are received from a proponent (including its officers, directors, shareholders, employees and affiliates) which has a claim or has instigated or prosecuted legal proceedings (in any forum) against the Town during the five year period immediately prior to the date hereof. b) The Corporation reserves the right to disqualify a proponent where the Recruitment Panel believes a conflict of interest or a potential conflict of interest exists with regards to the Proponent and the intended project. The proponent asserts the following: a) 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. b) This proposal is made by the proponent without any connection, knowledge or comparison of figures or arrangement with any person or persons making a proposal for the same work, and in all respects fair and without collusion or fraud. Subcontracts No subcontractors or collateral agreements shall be permitted with respect to the work of this assignment, except with the Recruitment Panel s express written consent and, in advance of commencement of subcontracted activities. Failure to obtain this consent may result in cancellation of the agreement with the successful proponent. 7

8 3.0 PRICING SUMMARY FORM REQUEST FOR PROPOSAL F18: CONSULTING SERVICES TO: The Corporation of the Town of Midland 575 Dominion Avenue Midland, Ontario L4R 1R2 Attn: Glenda Green Director of Human Resources/Health and Safety Sir/Madam: I/WE DECLARE that the matters stated in the said Proposal, are in all respects true. The undersigned has carefully read the Documents as per the Proposal, and is otherwise satisfied as to the conditions under which the work is to be carried out, and do hereby bid for and offer to enter into a contract for the Consulting Services. The undersigned hereby agrees to comply in all respects with the Conditions attached hereto, which terms and conditions are to be read with and form part of this Proposal. Acceptance of this Proposal and the issuance of a purchase order will be considered a binding contract upon both parties. If specified at any time by the Town of Midland, it is acknowledged and agreed that the terms and conditions and any representations made in reference to this Proposal will be incorporated in a contract to be executed by the parties once the Town of Midland has formally accepted the Proposal offer. I/WE FURTHER DECLARE that addenda have been received for this Proposal document and are attached to this submission, and that I/WE understand it is the Proponent s ultimate responsibility to ensure all addenda issued have been received. The Proponent warrants that the proposed price(s) shall be valid and binding upon the Proponent for not less than ninety (90) days. The Proponent agrees to perform the work in compliance with the required completion schedule stated in the Proposal documents. Dated at this day of Firm Name Street Address Signing Authority City Postal Code Phone Number Fax Number Address 8

9 3.1 PRICING SUMMARY SCHEDULE SCHEDULE A Lump Sum Pricing for Recruitment and Selection ITEM # DESCRIPTION UNIT ESTIMATED QUANTITY A.1 Complete a thorough review of L.S. 1 the requirements of the role by drawing upon stakeholder interviews. A.2 Develop recommendations for revisions to the current job description and create an employment advertisement A.3 Determine and execute search strategy (sourcing, advertising media, timing and method of consideration of potential candidates) A.4 Develop and conduct screening methods (review of resumes and criteria for short listing of candidates) and present summary of short listed candidates to Recruitment Panel A.5 Assist with the preparation of interview questions and selection criteria for two rounds of interviewing (first round with Recruitment Panel, second round with all of Council) A.6 Conduct a reference check and provide written feedback to Council on the final candidates. A.7 Provide a six month guarantee of candidate replacement should the selected candidate leave the employ of the Town for any reason within that timeframe. L.S. 1 L.S. 1 L.S. 1 L.S. 1 L.S. 1 L.S. 1 AMOUNT BID Sub-Total Section A $ 9

10 3.1 PRICING SUMMARY SCHEDULE - CONT D SCHEDULE B Disbursements (estimate only) ITEM # DESCRIPTION ESTIMATED EXPENSES B.1 Complete a thorough review of the requirements of the role by drawing upon stakeholder interviews. B.2 Develop recommendations for revisions to the current job description and create an employment advertisement B.3 Determine and execute search strategy (sourcing, advertising media, timing and method of consideration of potential candidates) B.4 Develop and conduct screening methods (review of resumes and criteria for short listing of candidates) and present summary of short listed candidates to Recruitment Panel B.5 Assist with the preparation of interview questions and selection criteria for two rounds of interviewing (first round with Recruitment Panel, second round with all of Council) B.6 Conduct a reference check and provide written feedback to Council on the final candidates. B.7 Provide a six month guarantee of candidate replacement should the selected candidate leave the employ of the Town for any reason within that timeframe. AMOUNT BID NOTE: On a separate page itemize the nature of disbursements for each of the items above (i.e. printing, mileage, accommodations, telecommunications etc.) 10 Sub-Total Section B $ Please complete: % Markup on Disbursements (Note: No markup permitted on subconsultants)

11 3.1 PRICING SUMMARY SCHEDULE - CONT D PRICING SUMMARY (1) Sub-Total of - Section A $ - Section B $ TOTAL PROPOSAL PRICE (EXCLUDING H.S.T.) $ REPEAT TOTAL PROPOSAL PRICE IN WRITING BELOW: 11

12 4.0 RFP EVALUATION CRITERIA 1. Experience, Reputation and Resources The Recruitment Panel will consider the proponents demonstrated experience on similar engagements, key personnel and references where applicable. Proponents should include the features of their services that give them a competitive advantage and include the level of staff certification. Preference will be given to Proponents who demonstrate experience in working with municipal compensation plans and unionized environments.30% 2. Quality and Completeness of Proposal The Recruitment Panel will consider the Proposal s completeness. The presentation and ease of understanding will be evaluated. The ability to directly tie the Proposal back to the RFP s requirements will be ranked more favourably.....5% 3. Work plan and Timelines The Proposal should include narrative that illustrates an understanding of the Town s requirements and services. The Recruitment Panel will consider the general approach and methodology that the Proponent would take in performing the services. The Proposal narrative should include how the Proponent will complete the scope of Services, manage the Services, and accomplish the required objectives with the Town s schedule as well as include a description of the standards to be met and evaluated in the deliverable. Proponents shall provide a schedule of activities and associated costs over the proposed period of the engagement.25% 4. Financial The total proposed pricing shall be inclusive, including but not limited to, mileage, disbursements and travel time along with all works as described within the RFP document. It is acknowledged that some services will be subject to payment of HST, however, HST is not to be shown in any of the pricing herein. The Recruitment Panel will not be limited to the criteria referred to above, and the Recruitment Panel may consider other criteria that the team identifies as relevant during the evaluation process. The Recruitment Panel may apply the evaluation criteria on a comparative basis, evaluating the Proposals by comparing one Proponent s Proposal to another Proponent s Proposal. All criteria considered will be applied evenly and fairly to all Proposals..40% Although every effort will be made in the RFP to indicate the basis on which the Proposals will be evaluated, the final decision as to the use of evaluation criteria rests with the Town of Midland and the Recruitment Panel. After an initial review of the Proposals based on the evaluation criteria a short list of Consultants may be interviewed and requested to provide a short presentation 12

13 (approximately 1 hour) outlining their Proposal at no additional cost to the Town of Midland. The final evaluation will be based on the Proposal and the oral interview and presentation. 5.0 TOWN OF MIDLAND INVOLVEMENT AND RESPONSIBILITIES The Town of Midland agrees to provide available information and supply the following services to the successful Consultant: 1) Make available all job descriptions, postings and bylaws associated with the Chief Administrative Officer vacancy. 2) Provide meeting space at the Town of Midland Municipal Office, 575 Dominion Avenue, Midland Ontario for project meetings. 5.1 PAYMENT OF CONSULTING SERVICES Payment shall be made based on detailed invoicing, submitted on a regular basis as mutually agreed upon by both parties. 13

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