JOINT REQUEST FOR PROPOSALS

RPF Reference No.: RFP-COM-01-2025

Website redesign, implementation, hosting, and technical support
services for The Nation Municipality, the Township of Alfred and
Plantagenet, the City of Clarence-Rockland, and the Township of
Champlain

Proposals Shall Be Submitted No Later Than:

Tuesday, March 18th, 2025, at 11:00 a.m. (ET)
Table of Contents
SECTION 1 – Terms of Reference

SECTION 2 – Information for Proponents

SECTION 3 – Evaluation of Proposals

List of Appendices
APPENDIX A – Form of Offer

APPENDIX B – References

APPENDIX C – Sub-Consultants

APPENDIX D – Pricing Summary

APPENDIX E – Proposal Cover Sheet

Section 1 – Terms of References
Table of Contents
1.1. Invitation to Proponents ........................................................................................... 2
1.2. Definitions............................................................................................................... 2
1.3. Order of Precedence ................................................................................................ 2
1.4. Project Overview...................................................................................................... 3
1.4.1. Project Description ........................................................................................ 3
1.4.2. Project Rationale ........................................................................................... 3
1.4.3. Project Objectives.......................................................................................... 4
1.4.4. Backgrounds & Existing Websites ................................................................... 6
1.4.5. Periods of Proposed Contracts ....................................................................... 9
1.5. Project Requirements .............................................................................................. 9
1.5.1. Reporting and Meetings.................................................................................. 9
1.5.2. Scope of Work ..............................................................................................10
1.5.3. Deliverables .................................................................................................15
1.6. Project Schedule ....................................................................................................15
1.7. Pricing ....................................................................................................................15
1.8. Proposal Criteria .....................................................................................................16
1.9. Proposal Schedule..................................................................................................16
1.10. Documentation Available to Proponents ................................................................16
1.11. Contacts for this RFP ............................................................................................16
1.11.1. Project Managers ........................................................................................16
1.11.2. Inquiries .....................................................................................................16

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1.1. Invitation to Proponents
The Nation Municipality, the Township of Champlain, the Township of Alfred and
Plantagenet, and the City of Clarence-Rockland are seeking proposals from qualified
proponents (“Proponents”) to provide website redesign, implementation, hosting, and
technical support services to each Corporation (“Corporations”) as set out in this Request
for Proposal (“RFP”). This RFP is prepared and issued by The Nation Municipality.

1.2. Definitions
“Agreement” – The finalized contract between a Corporation and the selected Proponent.

“Conflict of Interest” – A situation where a party’s personal or financial interests may

compromise their impartiality.

“Contract Period” – The duration for which the agreement remains in effect.

“Corporations” – The municipalities, cities, and townships participating in this RFP.

“Deliverables” – The specific services, products, or outcomes required under the

Agreement.

“FIPPA” – Freedom of Information and Protection of Privacy Act, governing access to public
records and privacy.

“Municipalities” – The municipalities, cities, and townships participating in this RFP.

“Proponents” – Individuals or companies submitting a Proposal in response to this RFP.

“Proposal” – A formal submission outlining a Proponent’s approach, pricing, and

qualifications.

“RFP” – Request for Proposal, a document soliciting bids for a project or service.

1.3. Order of Precedence

The documents listed below form part of the Request for Proposal (RFP) and will be
incorporated into any resulting contract. If there is a discrepancy between the wording of
one document and the wording of any other document that appears on the list, the wording
of the document that appears first on the list shall take precedence:

• SECTION 1 – Terms of Reference

• SECTION 2 – Information for Proponents
• SECTION 3 – Evaluation of Proposals
• APPENDIX A – Form of Offer

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 • APPENDIX B – References
• APPENDIX C – Sub-Consultants
• APPENDIX D – Pricing Summary
• APPENDIX E – Proposal Cover Sheet

1.4. Project Overview

Project Name: Website redesign, implementation, hosting, and technical support services
for The Nation Municipality, the Township of Champlain, the Township of Alfred and
Plantagenet, and the City of Clarence-Rockland

RFP Reference No.: RFP-COM-01-2025

1.4.1. Project Description

Local government websites serve as the primary communications tool, acting as the
central hub for residents, businesses, and visitors to access essential information, engage
with municipal services, and stay informed about community initiatives. As the first point
of contact for many, these websites must deliver an exceptional user experience while
maintaining accessibility, security, and ease of management.

This RFP represents a collaborative initiative among multiple municipal corporations, each
seeking to modernize their web presence. While this is a group RFP, it is critical to note that
each participating entity will require a unique website solution, customized design, and
separate contract to meet their specific needs, branding, and functional requirements.

Each municipality’s website will be hosted under its own independent environment,
ensuring full data segregation, independent domain management, and compliance with
Canadian data sovereignty laws. Dedicated hosting will prevent cross-municipal
dependencies, ensuring performance and security integrity.

1.4.2. Project Rationale

1.4.2.1. Current Challenges
Most Corporations seeking website development services through this RFP share the same
current provider and have encountered widespread issues that highlight the need for a
more capable, responsive partner. Key challenges include:

a. Accessibility Compliance: Current websites fail to meet WCAG Level AA 2.0

standards, creating barriers for users with disabilities. Ensuring full compliance with
accessibility guidelines is a top priority.

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 b. Multi-Language Support: Inadequate multi-language functionalities hinder
municipalities' ability to effectively serve their diverse communities. Seamless
bilingual integration is critical to addressing this gap.
c. Timely and Effective Support: Limited internal resources make it difficult for small
teams to resolve technical issues quickly, leading to service disruptions and
inefficiencies. Faster response times, proactive issue resolution, and reliable
ongoing support are crucial to maintaining seamless operations.
d. Bilingual Service: Given the bilingual nature of our communities, municipalities
prefer to work with a provider that offers bilingual (English and French) or French-
speaking support to ensure full comprehension of cultural and operational needs.

1.4.2.2. Expectations
To address these challenges and align with the needs of small teams managing local
government websites, the successful vendor must demonstrate the following capabilities:

a. Scalability and Usability: Provide a user-friendly content management system

(CMS) that enables non-technical staff to easily update and maintain the website.
b. Proactive Support and Training: Offer reliable, responsive support and provide
clear training materials or sessions tailored for small teams.
c. Future-Ready Features: Incorporate flexibility for the addition of new features or
services as municipal needs evolve, ensuring updates are simple and cost-effective
to implement.
d. Commitment to Accessibility: Deliver a fully accessible website at launch and
ongoing guidance to maintain compliance as standards evolve.
e. Bilingual Expertise: Ensure content management, customer support, and training
are available in both English and French to meet the linguistic needs of our
communities.

1.4.3. Project Objectives

The goal of this project is to design and develop websites that reflect our commitment to
responsive governance by:

a. Ensuring openness and transparency while encouraging community engagement.

b. Delivering high-quality services efficiently and cost-effectively.

c. Building a future-ready platform that meets both current and evolving needs.

The following elements will help achieve these objectives.

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1.4.3.1. Usability
• Make it easy for customers (residents, businesses, visitors, intergovernmental
partners, and other interested parties) to navigate and find information and
services.
• The website must be AODA compliant with WCAG. Level AA 2.0 (or higher) and
viewable/navigable on multiple platforms (including smart phones and tablets),
resolutions and web browsers using responsive web design.
• Design and function should be focused on intuitive and familiar navigation
mechanisms and prominently feature high-priority or targeted content for the
various website user audiences.
• The site must enhance integration with interactive applications such as social
media.
• Users will be able to create a personalized experience based on their preferences.
1.4.3.2. Sustainability
• Develop an information architecture that is efficient, easily understood, and
sustainable by staff in the future.
• Implement a content management solution that can be maintained by both
experienced web development staff as well as business users with no coding
experience. Necessary functionality includes: the creation of templates, WYSIWYG
editing to facilitate content management by novice users, ADOA compliance,
responsive design, content approval workflows and search engine friendly URL
aliasing.

1.4.3.3. Flexibility
• Develop a framework that allows for regular site re-fresh cycles to maintain user
interest and excitement.

1.4.3.4. Marketing/Branding
• The websites help promote the Corporations’ goals, identities and messages.
Webpages are visited by prospective businesses and prospective residents and the
redesigned websites need to be representative of the dynamic communities and the
vibrant economy.

1.4.3.5 Future Potential

• The Corporations are working on several E-Government initiatives that closely relate
to the website. The new solutions must allow for cost-effective and straightforward
development of new features as municipal needs evolve, including the integration of
more service-oriented applications.
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1.4.4. Backgrounds & Existing Websites
1.4.4.1. The Nation Municipality
The Nation Municipality, located in Eastern Ontario, spans an area of 661 square
kilometers and is home to approximately 13,350 residents. Formed in 1998 through the
amalgamation of the former townships of Caledonia, Cambridge, and South Plantagenet,
as well as the Village of St. Isidore, the municipality is crossed by the South Nation River,
from which it derives its name. It offers a range of services, including water management,
road maintenance, urban planning, and recreational amenities. The municipality is
dedicated to fostering a high quality of life through community-focused initiatives and
sustainable development practices.

Mission: The Nation Municipality is committed to harmonizing its urban and rural
communities by transparency, inclusion and economic development while encouraging
growth in its healthy and active communities.

The current website (www.nationmun.ca) is powered by WordPress and was created in

2021. The website consists of approximately 90 pages in each official language (French and
English) and averages more than 280 visitors per day.

The current website lacks the necessary structure and flexibility to effectively serve its
purpose as a government resource. It fails to provide the organization and adaptability
required to properly display important and useful information to residents and the public.

Preferred Design and Functionalities: The Nation Municipality has identified four (4)
websites that exemplify the design and functionalities they are seeking. These examples
serve as a reference for the desired aesthetic, usability, and feature set, and should not be
relied on or used for any other purpose other than for reference:

• City of Grande Prairie

• Maple Ridge
• Richmond
• Ville de Lévis

1.4.4.2. Township of Alfred and Plantagenet

The Township of Alfred and Plantagenet is a primarily Franco-Ontarian township located in
Eastern Ontario within the United Counties of Prescott and Russell, at the confluence of
the Ottawa River and the South Nation River. Its closest neighbours are the Champlain
Township to the East, the Nation Municipality to the South, and the City of Clarence-
Rockland to the West. The Township was formed on January 1, 1997 through the
amalgamation of four former municipalities: the Township of Alfred, the Village of Alfred,

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the Township of North Plantagenet, and the Village of Plantagenet. Today, the municipality
is comprised of seven villages – Alfred, Curran, Lefaivre, Pendleton, Plantagenet, Treadwell,
and Wendover – and stretches over 392.31 km2.

• Mission: Contribute to the development of an active, inclusive, and engaged

community, and a healthy, safe, and welcoming environment.
• Vision: A welcoming community, recognized for its natural and cultural attractions,
proud of its achievements in favor of sustainable development and the personal
fulfillment of its citizens.
• Values:
o Respect
o Transparency
o Integrity
o Innovation
o Service Excellence

The Township of Alfred and Plantagenet’s (www.alfred-plantagenet.com) current website

service provider has been iCreate since 2014. The website is comprised of 460 pages, and
averages approximately 70 visitors per day. In 2023, the website had 18,438 visitors for a
combined total of 59,603 page views. Despite the redesign in 2021, various issues
regarding accessibility compliance and language persist.

Preferred design and functionalities: The Township of Alfred and Plantagenet is seeking a
website with a sleek aesthetic appealing to modern needs, which offers the freedom of
customization in a user-friendly package while remaining impeccably compliant with
evolving accessibility requirements. The following websites serve as examples of the type
of design or functionalities the Township is seeking, and should not be relied on or used for
any other purpose other than for reference:

• Ville de Lévis
• City of Toronto
• Town of Oakville

1.4.4.3. City of Clarence-Rockland

The City of Clarence-Rockland is a bilingual community located in Eastern Ontario,
spanning approximately 297 square kilometers. Home to over 26,000 residents, the city
offers a balance of urban convenience and rural charm. Formed through the amalgamation
of Rockland, Bourget, Clarence, Hammond, Cheney, St-Pascal-Baylon, and surrounding
areas, Clarence-Rockland is strategically positioned along the Ottawa River, providing
residents with access to both natural beauty and modern amenities.

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Clarence-Rockland is committed to delivering high-quality services that enhance the well-
being of its residents, businesses, and visitors.

The City of Clarence-Rockland’s website serves as a vital communication tool for

residents, businesses, and visitors. However, with the dissolution of our current website
support structure, we are seeking a new provider to support our evolving development
needs.

Our current website is built on a proprietary platform, and we would like more flexibility
with open-source solutions. While it has served as a primary source of municipal
information, it lacks the flexibility and scalability required to meet the growing expectations
of our community. The new website must prioritize accessibility, ease of navigation, and a
user-friendly experience to ensure residents can quickly and efficiently access the
information and services they need.

We are looking for a development partner that understands the unique requirements of a
municipal website and can provide long-term support as we enhance our online services to
better serve Clarence-Rockland.

1.4.4.4. Champlain Township

Champlain Township is a municipality in Eastern Ontario generally bounded to the North by
the Ottawa River and the Town of Hawkesbury, to the South by the 417, to the East by the
Municipality of East Hawkesbury to the West Municipality by Nation Municipality.
Champlain Township was created on January 1, 1998, as the result of a municipal merger
of four former municipalities: The Village of L'Orignal, The Town of Vankleek Hill, The
Township of Longueuil and The Township of West Hawkesbury. The Township of Champlain
has two distinct settlement areas – L’Orignal and Vankleek Hill, each with its own history,
settlement pattern, architectural style and economic development opportunities.

• Mission: To lead the delivery of quality and efficient services that establish our
Township as a welcoming, healthy community for residents, businesses and
visitors.
• Vision: The Township of Champlain is dedicated to a safe and prosperous
community, and a quality lifestyle achieved through our collective, caring
leadership, and our bilingual heritage.
• Values:
o Transparency and Accountability
o Respectful, Healthy and Safe Workplace
o Leadership
o Service Excellence, Professionalism and Efficiency

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The current Township of Champlain website at www.champlain.ca is powered by ICreate
since 2018. The website consists of approximately 950 pages (500 of these are pages from
our news feed). Despite the redesign in 2018, various functional and compliance issues
have persisted. Champlain Township appreciates the minimalist look and design of their
current website. The need to change arises from the aforementioned issues, not from
dissatisfaction with the website's aesthetics.

Preferred Design and Functionalities - Champlain Township has identified websites that
exemplify the design and functionalities they are seeking. These examples serve as a
reference for the desired aesthetic, usability, and feature set, and should not be relied on or
used for any other purpose other than for reference:

• Renfrew
• Township Of King
• City of London
• Ville de Saint-Lambert

1.4.5. Periods of Proposed Contracts

The proposed contract period (“Contract Period”) for the tender offers two distinct options.

a. The Corporations may choose to enter a contract for an initial three-year term,
beginning on the award date and ending on the date specified in the written
confirmation. After this initial term, the Corporations may extend the agreement on
an annual basis on mutually agreeable terms.
b. Alternatively, the Corporations may opt for a one-year initial contract, commencing
upon the completion of the new website roll-out. At the end of this term, the
Corporations will have the option to renew the agreement annually on mutually
agreeable terms.

1.5. Project Requirements

The Successful Proponent shall provide the following services:

Complete the website redesign, implementation, hosting, and technical support services
for all of the Corporations, being The Nation Municipality, the Township of Alfred and
Plantagenet, the City of Clarence-Rockland, and the Township of Champlain.

1.5.1. Reporting and Meetings

Development meetings will be held to ensure effective communication and progress
tracking throughout the project. The details for these meetings are as follows:

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 • Meeting Locations: Development meetings can be conducted either in person at
each Corporation’s Town Hall, located in the United Counties of Prescott and
Russell, or online via video conference, depending on the Agency's location and
convenience.
• Frequency: Regular meetings will be scheduled to review the project progress,
discuss any issues or changes, and ensure that the development is on track. The
exact frequency of these meetings will be determined based on project needs and
mutual agreement between the Corporations and the Agency.
• Participants: Representatives from the Corporations and the Agency's project team
will participate in these meetings. Key stakeholders and technical experts may be
involved as needed to provide insights and make informed decisions.
• Agenda and Documentation: Each meeting will have a predefined agenda to cover
all critical aspects of the project. Meeting minutes and action items will be
documented and shared with all participants to ensure clear communication and
follow-up on tasks.

By facilitating regular and effective communication through these meetings, the project
aims to maintain alignment with goals, address any challenges promptly, and ensure the
successful development and launch of the new websites.

1.5.2. Scope of Work

1.5.2.1. Accessibility
a. Websites must conform and maintain compliance with the World Wide Web
Consortium Content Accessibility Guidelines (WCAG) 2.0 Level AA standards, and
meet all current requirements, best practices, and guidelines for all audience where
possible. The website should require staff to verify text, image, and content
compliancy with WCAG 2.0 Level AA when uploading to the website.
b. A “Term of Reference and General Conditions” page should be available and easily
found by visitors to outline the limitations of the website’s accessibility
functionalities.
c. All page templates must be 100% compliant with the Web Content Accessibility
Guidelines (WCAG) 2.0 Level AA. This includes compliance with styles, dimensions,
and functionalities to ensure accessibility for all users, including those with
disabilities.

1.5.2.2. Bilingualism
a. At this time, the Corporations’ websites are bilingual, running parallel language sites
in French and English. To keep our site easy for residents, there must be a button to
link each page to the alternate language page for that particular content, such as

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 our current website. This feature must be available for the Corporations to use and
implement on both existing and new pages.

1.5.2.3. Content, Search Engine Optimization, Hosting

a. The Successful Proponent must demonstrate experience in developing a website
structure with vast amounts of content from the end-user's perspective
b. The Corporations will provide written content to the selected Agency for the
website. The Agency will populate content provided into the new websites. All
content and data uploaded to the websites will remain the property of the
Corporations.
c. User-friendly, customizable, bilingual and advanced search tool that is Search-
Engine Optimized.
d. A-Z listing of municipal services and programs
e. Emergency Notification Banner and Pop-Up Alert or proposed alternative solution
f. Icon/Quick-Links on Main page, customizable by Municipal staff based on seasonal
topics (Budget icon during budget discussions, Winter Maintenance in the snowy
season, Road closures and construction during summer, etc.).
g. Each website will have an independent hosting environment with dedicated
Canadian-based servers. Each municipality will maintain its own domain, ensuring
clear branding and distinct digital identities while eliminating potential security risks
associated with shared hosting.
h. Each website must be secured with an independent SSL/TLS certificate to ensure
encrypted communications and data protection. The solution must support auto-
renewing SSL certificates and enforce HTTPS across all pages to prevent data
interception and enhance cybersecurity compliance with Canadian privacy laws.

1.5.2.4. Look and Feel

a. The website must provide a sleek, modern look. It must also offer a design that
strategically uses the user’s screen space.
b. Easily identifiable search bar is available to the user on any page.
c. Users can subscribe to News/Alerts and receive them by email in their chosen
language.
d. Attractive and polished fonts, and layout.

1.5.2.5. CMS
a. The websites are required to have a friendly end-user CMS that is powerful but easy
to learn. Must be able to be maintained by Municipal staff who have no coding
experience. The solution must be flexible and scalable to allow Municipal staff to
add, change and delete content (visual and text) at any point in time, as well as to

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 maintain current online Municipal services and add additional services and
technology at a future date.
b. The CMS must have a “restore previous version” for each page.
c. The CMS solution must be hosted in Canada.
d. The CMS manufacturer shall provide corporate technical support to the
Corporations.
e. Easy setup of short URLs, friendly URLs, or URL re-directs.
f. Broken URL link reports, potentially with notification to the Webmaster.
g. The CMS must enable user and/or role based permissions to be configured in order
to control what system features and data users can access, in addition to a history
log that lists recent page update details.
h. The platform must allow the Corporations to easily change the content. This
includes the ability to modify, add, or delete menus. The content management
system should be user-friendly and intuitive, enabling non-technical staff to make
updates without requiring extensive technical knowledge.
i. The CMS must support multi-tenancy while ensuring full segregation between
municipal sites. Each municipality will have dedicated administration controls,
preventing any cross-site influence on content management, permissions, or
backend systems.
j. The CMS must support SSL/TLS encryption at all levels, ensuring end-to-end
security from content management to public access. All administrative portals must
require secure HTTPS connections with multi-factor authentication (MFA) to prevent
unauthorized access.

1.5.2.6. Responsive Design

a. Many of our website visitors are on mobile or tablet devices. The new websites must
be incredibly mobile-responsive and have a design that adapts to the user’s specific
screen size, platform and orientation.
b. The features/portlets must adapt to various different formats based on the user’s
screen size and orientation, and in order of importance/priority of feature, instead of
“squishing” content or only using benchmark screens sizes to adapt.
c. The website development solution must offer the possibility to preview the desktop,
mobile, and tablet views of the site before publishing any changes. This ensures that
content is optimized and properly displayed across all devices.
d. The websites should integrate a Chatbot AI with virtual assistant capabilities. This
feature should be able to assist visitors by answering common questions, providing
information, and guiding users to the appropriate sections of the website. The
Chatbot must support both English and French to accommodate the bilingual
nature of the Corporations.
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 e. To ensure optimal performance across all devices, each website will be integrated
with a content delivery network (CDN) to improve load speeds and regional
accessibility while maintaining independent performance monitoring.

1.5.2.7. Available Modules

a. Additional costs for specific modules may apply, please include these additional
costs in the Appendix D – Pricing Summary.
b. Parks Map and Searchable solution like Collingwood’s Park Page
(www.collingwood.ca/health-well-being/parks-trails-amenities/parks).
c. Business/Community Association Directory in which stakeholders can create a
profile and upload/modify/delete their information.
d. Form Builder
e. Interactive maps
f. Calendar of Events (RSS Feed) in which stakeholders can create a profile and
publish an event
g. Employees/Department Directory – Contact Us Section
h. Recruitment, Employment Opportunities
i. By-laws and policies and searchable solutions within the by-laws and policies
j. Citizen Portal
k. News

1.5.2.8. Integrations
a. Social Media Feeds (Facebook, Instagram, X)
b. Seamless integration of YouTube videos into our website
c. Escribe
d. Brecken
e. BCiti
f. Municipal Management Software like PSD City Wide
g. Work Order and Request from the public
h. Building Permit
i. Inspection
j. Planning Application
k. Asset Management Plan
l. Patrol
m. Permit Application (Dog tag, fire permit, fence permit)
n. Facility Booking

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1.5.2.9. Statistics and Analytics
a. Agency must implement Google Analytics onto the website to track navigation
patterns and other useful statistics in order to make any required adjustments to the
website.
b. Each municipality’s website analytics will be independently configured to track user
interactions, ensuring insights remain separate while maintaining compliance with
Canadian privacy laws. This will prevent cross-data contamination between
municipal sites.

1.5.2.10. Training and Support

a. Agency must provide training to staff on how to enter/upload/modify content to the
website based on best practices.
b. Details and fees related to customer services and technical support must be
included in the Appendix D – Pricing Summary.
c. Support details (annual unlimited and/or hourly options, etc.), response time,
uptime, security measures and disaster recovery plan must be included in the
Proposal. A toll-free support number should be provided including detailed
information on support mechanism from the Agency, and any other potential
options the municipalities may have.
d. Support must include the following items:
i. Problem management support services: in case of a problem with the web
site, and must be able to provide a ticket number for reference.
ii. Information and guidance support: in case of a request made to support in
order to get technical information on the website capabilities and future
projects.
iii. Monitoring and notifications: the Agency must provide monitoring services in
case of downtime and alert the municipalities.
iv. Security measures and prevention services: In case of a threat, the Agency
must be able to detect virus infections on the website and intrusion
prevention. The system hosting the website must be up to date with latest
versions and internal technology.
v. Maintenance and communication: any type of maintenance should be
communicated in advance to the Corporations if downtime is required or if
the change affects website functionalities.

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1.5.3. Deliverables
DELIVERABLES RESPONSIBLE
Writing and Web Content Corporations
WCAG 2.0 AA Accessible Content Corporations
Content Translation Corporations
Intellectual Property Corporations
Modules Configuration Agency
HTML Integration Agency
Site Hosting Agency
Updates and Maintenance Agency
Basic Content Integration (text and tags) Agency
Web Graphic Design Agency
Search engine and SEO (Google Search) Agency
Integration and Respect of Visual Identity Agency
Statistics Management (Google Analytics) Agency
Search Engine Optimization Strategy Agency
Technical Support and User Manual Agency

1.6. Project Schedule

The website development project for the four (4) Corporations will be carried out in two (2)
distinct phases.

Phase 1 will begin in 2025, with the City of Clarence-Rockland’s website being developed
and launched before September. The Nation Municipality’s website will be developed at
the end of 2025 and launched at the start of 2026.

Phase 2 will follow in 2026, completing the project with the development and launch of
websites for the Township of Champlain and the Township of Alfred-Plantagenet.

Please note that these phases and timelines are subject to change based on the selected
agency’s capabilities and team size. Adjustments may be made to ensure the highest
quality and efficiency in the development process.

1.7. Pricing
Each Corporation has anticipated between $50,000 and $75,000 for the services. Any
Proposal that surpasses this anticipated amount must be approved by each Council, and
may be rejected.

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Proponents must list in the Appendix D – Pricing Summary any additional features,
services, or solutions suggested by the proponent that could assist each Corporation in
achieving its vision for the project.

1.8. Proposal Criteria

The Successful Proponent will be selected based upon the evaluation criteria established
in the Section 3 – Evaluation of Proposals.

1.9. Proposal Schedule

The Request for Proposal process shall follow the dates identified unless formally adjusted
by addendum:

ITEM DEADLINE
Issue Date of RFP Thursday, February 20th, 2025
Proponent’s Deadline for Questions Tuesday, March 4th, 2025, at 11 a.m. (ET)
Deadline for Issuing Addenda Friday, March 7th, 2025
Proposal Submission Closing Tuesday, March 18th, 2025, at 11 a.m. (ET)
Proponent Selected Monday, May 4th, 2025

1.10. Documentation Available to Proponents

The following supporting documents will be made available to the Successful Proponent:

• Corporation’s Style Guides

• Any other existing and relevant documentation

1.11. Contacts for this RFP

1.11.1. Project Managers
The services provided will be reviewed and approved by the Project Manager of each
Corporation, which is expected to be the Communications Officer or their designate.

1.11.2. Inquiries
1.11.2.1 Inquiry Submission:
All inquiries related to this RFP must be submitted exclusively through the Bids &
Tenders Platform. No questions will be answered via email or phone.

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1.11.2.2 Deadline for Inquiries:
Inquiries must be received no later than 11:00 a.m. (ET) on March 4, 2025, to allow
sufficient time for issuing any necessary addenda.

1.11.2.3 Addenda Issuance:

Addenda may be issued throughout the bidding period and no later than March 7,
2025. All addenda become an official part of the RFP.

1.11.2.4 Official Modifications:

Only the Contracting Authority may make official modifications to the RFP or the
“Terms of Reference” through formally issued addenda. No officer, agent, or
employee of the Corporations is authorized to make oral modifications to this RFP.

1.11.2.5 Proponent Responsibility:

Proponents must acknowledge receipt of all addenda on the Appendix A – Form of
Offer. It is the Proponent’s responsibility to ensure they have received and
understood all published addenda before submitting their proposal.

1.11.2.6 Contracting Authority:

Amélie Deschamps
Communications and Marketing Coordinator
The Nation Municipality
958 Route 500 West, Casselman, Ontario, K0A 1M0
Tel.: 613-764-5444, ext. 231
Email: amdeschamps@nationmun.ca

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SECTION 2 – Information for Proponents
Table of Contents
2.1. Statement of Compliance ........................................................................................ 3
2.2. Proposal Format ...................................................................................................... 3
2.3. Proposals in English ................................................................................................. 3
2.4. Proposal Preparation ............................................................................................... 3
2.4.1. Qualifications ................................................................................................ 3
2.4.2. File 2 – Price .................................................................................................. 4
2.4.3. Proposal Submission ..................................................................................... 4
2.5. Disqualification of Proposals .................................................................................... 5
2.6. Withdrawal or Qualifying of Proposals ...................................................................... 5
2.7. Reserved Rights of the Corporations ......................................................................... 5
2.8. Proponents to Obtain RFP only Through Bids and Tenders.......................................... 7
2.9. All New Information to Proponents by way of Addenda .............................................. 8
2.10. Proponents Shall Bear Their Own Costs .................................................................. 8
2.11. Proponents to Review the RFP Documents.............................................................. 8
2.12. Proposal Validity Period .......................................................................................... 9
2.13. Acceptance or Rejection of Proponent .................................................................... 9
2.14. Procurement Process Non-Binding ......................................................................... 9
2.15. Basis of Selection .................................................................................................. 9
2.16. Selection Process .................................................................................................10
2.17. Selection of Proponent..........................................................................................10
2.18. Notification to Other Proponents ...........................................................................10
2.19. Debriefing.............................................................................................................10
2.20. Failure to Enter into Agreement .............................................................................10
2.21. Retainer and Status of Agency ...............................................................................10
2.22. Services ...............................................................................................................11
2.23. Compensation ......................................................................................................11

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2.24. Staff and Methods.................................................................................................11
2.25. Changes and Additional Services ..........................................................................11
2.26. Suspension or Termination ....................................................................................11
2.27. Indemnification ....................................................................................................12
2.27.1. Corporation Provided Information ................................................................12
2.28. Force Majeure.......................................................................................................13
2.29. Insurance .............................................................................................................13
2.30. Conflict of Interest ................................................................................................15
2.31. Assignment ..........................................................................................................15
2.32. Previous Agreements ............................................................................................15
2.33. Approval by Other Authorities ................................................................................16
2.34. Review .................................................................................................................16
2.35. Publication ...........................................................................................................16
2.36. Confidential Information .......................................................................................16
2.37. Municipal Freedom of Information and Protection of Privacy Act .............................16
2.38. Time .....................................................................................................................17
2.39. Occupational Health and Safety ............................................................................17
2.40. Workplace Safety and Insurance Board (WSIB) and Worker Rights ...........................17
2.41. Accessibility for Ontarians with Disabilities Act (AODA) and Web Content
Accessibility Guidelines (WCAG).............................................................................18
2.42. Replacement of Personnel and/or Sub-Agencies ....................................................18
2.43. Successors and Assigns ........................................................................................18
2.44. Fraud or Bribery ....................................................................................................19
2.45. Award...................................................................................................................19
2.46. Severability ...........................................................................................................19

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2.1. Statement of Compliance
The Proponent(s) shall certify by signature(s) on Form of Offer – Appendix A that it has "No
exception" to any of the clauses of the Proposal. If the Proponent(s) has/have an
"Exception", they shall state the exception and include an explanation of same on its/their
letterhead which shall be attached to the Form of Offer – Appendix A. Any Proponent who
indicates an “Exception” may have their proposal rejected, in the sole discretion of the
Corporations.

2.2. Proposal Format

Proponents must submit proposals electronically via the Bids & Tenders platform by 11:00
A.M. (ET) on Tuesday, March 18, 2025. Late submissions may not be considered.

Proposals should be on 8½” x 11” pages and must not exceed 20 single-sided pages in 12-
point Arial font. Spreadsheets may be submitted on 11” x 17” pages. Any documentation
exceeding the maximum page count may not be considered. The Mandatory Submission
Requirements documents will not be included in the page limit count.

2.3. Proposals in English

All Proposals are to be in English only.

2.4. Proposal Preparation

The proposal must be submitted electronically via a “two envelopes” system meaning that
the qualifications and pricing must be submitted as separate files labelled accordingly:

2.4.1. File 1 - Qualifications

The following documents shall be included in the Qualification File. This electronic file
shall be marked as “Qualification” along with the project number and Proponent name. For
example:

Qualification - Project # - Proponent Name

• Mandatory Submission Requirements

o Appendix E – Proposal Cover Sheet
o Appendix A – Form of Offer
o A.1. – Mandatory Forms Checklist
o A.2. – Proponent Information
o A.3. – Proponent Acknowledgement
o A.4. – Conflict of Interest
o A.5. – Authorization of Proposal

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 o Appendix B – References
o Appendix C – Sub-Consultants
• Rated Requirements
o Proposal Document

Information provided by the Proponent in the Qualification File will only be used for the sole
purpose of determining the Proponents experience and qualifications. Information
submitted will be subject to verification, and further pertinent information may be obtained
from references. Reference checks by the Corporations may not be limited to those listed
in the Proponent’s submission. Proponents should clearly identify the information provided
in their submission which the Proponent considers Confidential or Proprietary so that the
Corporations can take the necessary steps to protect the information, in the event that the
document becomes the subject of a Municipal Freedom of Information and Protection of
Privacy Act (“MFIPPA”) request. The Proponent acknowledges that the Corporations are
subject to disclosure under the MFIPPA.

2.4.2. File 2 – Price

The completed Appendix D – Pricing Summary is to be included in a PASSWORD
PROTECTED electronic file separate from the Qualification File. This electronic file shall be
marked as “Price” along with the project number and Proponent name. For example:

Price - Project # - Proponent Name

Proponent should password protect this file, such that it cannot be opened without the
password. The password should not be provided to the Corporations with the proposal
submission. Once Proponent’s have passed Stage 2, the RFP Contracting Authority will
contact the Proponent to obtain the password to open the Price File.

2.4.3. Proposal Submission

Proponents are responsible to provide their submission to the RFP Contracting Authority
through the Bids & Tenders platform only. No submission shall be submitted directly to the
RFP Contracting Authority by email. All rules and regulations of the Bids & Tenders platform
apply.

Each required file should be attached as a separate file. The RFP Contracting Authority
shall not be responsible for any technical problems regarding the submissions, or if the
submission is not submitted through the Bids & Tenders platform. Late submissions may
not be considered.

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2.5. Disqualification of Proposals
Under no circumstances will Proposals be considered if they are received after the
Proposal Submission Closing Date and time as defined in Section 1 – Terms of Reference,
as recorded by the RFP Contracting Authority.

2.6. Withdrawal or Qualifying of Proposals

A Proponent who has already submitted a Proposal may submit a further Proposal at any
time up to the official closing time. The last Proposal received shall supersede and
invalidate all Proposals previously submitted by that Proponent for this contract.

A Proponent may withdraw its Proposal at any time up to the official closing time by
submitting a letter bearing the Proponent’s signing officer’s signature as in its Proposal to
be sent to the Contracting Authority. Such a submission, at the location stated in Section 1
– Terms of Reference for the receipt of Proposals must be received in sufficient time to be
marked with the time and date of receipt before the designated Proposal closing time. The
Proponent shall show its name, the name of the project and the Agreement number(s) on
the file name containing such letter. No fax transmissions or telephone calls will be
considered. No withdrawal of a Proposal is permitted after the Proposal Submission
Closing Date and time.

2.7. Reserved Rights of the Corporations

The Corporations, in their sole discretion, reserve the following rights:

a. supplement, add to, delete from or change this solicitation document;

b. determine which respondent, if any, should be selected for negotiations;
c. reject any or all proposals or information received pursuant to this RFP;
d. cancel this RFP with or without the substitution of another RFP;
e. request additional data or information after the submittal date, if such data or
information is considered pertinent to aid the review and selection process;
f. conduct investigations with respect to the qualifications and experience of each
respondent;
g. verify with any Proponent or with a third party any information set out in a Proposal;
h. check references other than those provided by any Proponent;
i. take any action affecting the RFP or the services or facilities subject to this RFP that
would be in the best interest to the corporations;

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 j. require one or more respondents to supply, clarify or provide additional information
in order for the municipalities to evaluate the proposals submitted;
k. waive any informalities or irregularities in the submittals or to re-advertise;
l. select any Proponent other than the Proponent whose Proposal reflects the lowest
cost to the Corporations or the highest score;
m. make public the identity of any or all Proponents;
n. request written clarification or the submission of supplementary written
information from any Proponent and incorporate a Proponent’s response to that
request for clarification into the Proponent’s proposal;
o. issue the Request for Proposals to other prospective proponents at any time;
p. disqualify any Proponent whose proposal contains a misrepresentation or any other
inaccurate or misleading information or disqualify such proposal;
q. disqualify any Proponent or the proposal of any Proponent who has engaged in
conduct prohibited by this Request for Proposal;
r. make changes, including substantial changes, to this Request for Proposal
provided that those changes are issued by way of addenda in the manner set out in
this Request for Proposal;
s. select any Proponent other than the Proponent whose proposal reflects the lowest
cost or the highest scored to the Township or the highest overall evaluation;
t. accept alternates and substitutions in any order or combination the Corporations,
at their sole discretion, may decide;
u. after the deadline for submission of proposals, engage in direct discussions or
direct negotiations with any Proponent or with more than one Proponent at the
same time or at different times;
v. after the deadline for submission of proposals, discuss with any Proponent different
or additional terms to those contemplated in this Request for Proposal or in any
proposal; and
w. if only one proposal is received, reject the proposal of the sole Proponent and
cancel this Request for Proposals or enter into direct negotiations with the sole
Proponent.
These reserved rights are in addition to any other express rights or any other rights which
may be implied in the circumstances and the Corporations shall not be liable for any
expenses, costs, losses or any direct or indirect damages incurred or suffered by any

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Proponent or any third party resulting from the Corporations exercising any of its express or
implied rights under this RFP.

The Corporations reserve the right to consider, during the evaluation of proposals, all or
some of the following criteria in assessing a proposal, none of which shall be binding on the
Corporations;

a. information provided in the proposal document itself;

b. information provided in response to enquiries of credit and industry references
set out in the proposal;
c. information received in response to enquiries made by the Corporations of third
parties apart from those disclosed in the proposal in relation to the reputation,
reliability, experience and capabilities of the Proponent;
d. the manner in which the Proponent provides services to others;
e. the experience and qualification of the Proponent’s senior management and
project management;
f. the compliance of the Proponent with the Corporations’ requirements;
g. innovative approaches proposed by the Proponent in the proposal, and,
h. the Corporations’ policies and by-laws relating to issuing contracts to third
parties.

By submitting its Proposal, the Proponent authorizes the collection by the Corporations of
the information set out under (g) and (h) in the manner contemplated in those
subparagraphs.

2.8. Proponents to Obtain RFP only Through Bids and Tenders

Subject to the information below, this RFP is available only through
https://www.bidsandtenders.com/suppliers/bid-opportunities, the electronic tendering
system provided by Bids & Tenders.

For technical information about the electronic tendering system, send an e-mail
support@bidsandtenders.ca.

A Proponent who has not obtained this RFP through Bids & Tenders may have its Proposal
disqualified unless a third party has requested this RFP from Bids and Tenders on that
Proponent’s behalf and that

Proponent has identified the third party on their Appendix E - Proposal Cover Sheet. Failure
to identify the third party in this manner may result in disqualification of the Proposal.

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2.9. All New Information to Proponents by way of Addenda
This RFP may only be amended by an addendum in accordance with this subsection. If the
Corporations, for any reason, determine that it is necessary to provide additional
information relating to this RFP, such information will be communicated to all Proponents
by addenda by way of Bids & Tenders. Each addendum shall form an integral part of this
RFP. Such addenda may contain important information including significant changes to
this RFP. Proponents are responsible for obtaining all addenda issued by the Corporations.
In the space provided in Appendix A - Form of Offer, Proponents shall confirm their receipt
of all addenda by setting out the number of each addendum.

Proponents who intend to respond to this RFP are requested not to cancel the receipt of
addenda or amendments option provided by Bids & Tenders, since they must obtain
through Bids & Tenders all of the information documents that are issued through Bids &
Tenders. In the event that a Proponent chooses to cancel the receipt of addenda or
amendments option, its Proposal may be rejected.

2.10. Proponents Shall Bear Their Own Costs

Proponents shall bear all costs associated with or incurred in the preparation and
submission of Proposals.

2.11. Proponents to Review the RFP Documents

Proponents shall promptly examine all of the documents comprising this RFP and

a) shall report any errors, omissions or ambiguities; and

b) may direct questions or seek additional information in writing to the RFP Contact
through the Bids & Tenders platform only. All questions shall be submitted by Proponents
before the Deadline for Questions. No communications are to be directed to anyone other
than the RFP Contracting Authority. The Corporations is under no obligation to provide
additional information but may do so at its sole discretion. It is the responsibility of the
Proponent to seek clarification from the RFP Contracting Authority on any matter it
considers to be unclear. The Corporations shall not be responsible for any
misunderstanding on the part of the Proposal concerning the RFP or its process.

The contact information of the RFP Contracting Authority for this project is provided in
Section 1 - Terms of Reference.

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2.12. Proposal Validity Period
Proposals shall remain valid and open for acceptance by the Corporations for a period of
sixty (60) calendar days following the due date for receipt of proposals.

2.13. Acceptance or Rejection of Proponent

The Corporations shall not be responsible for any liabilities, costs, expenses, loss or
damage incurred, sustained or suffered by any Proponent prior or subsequent to or by
reason of the acceptance or the non-acceptance by the Corporations of any Proposal or by
reason of any delay in the acceptance of a Proposal save as provided in the Agreement.
Proponents are subject to a formal contract being prepared and executed. The
Corporations reserves the right to reject any or all Proposals and to waive formalities as the
interests of the Corporations may require without stating reasons therefore and the lowest
or any Proposal will not necessarily be accepted. If an insufficient number of Proposals are
received, Proposals may be returned unopened.

A Proponent who submits exceptions, conditions, options, variations or contingent

statements to the terms set out in the Agreement, as part of its Proposal, may be
disqualified.

2.14. Procurement Process Non-Binding

This procurement process is not intended to create and will not create a formal, legally
binding bidding process and will instead be governed by the law applicable to direct
commercial negotiations for greater certainty and without limitation:

a. this RFP will not give rise to any Contract A-based tendering law duties or any other
legal obligations arising out of any process contract or collateral contract; and
b. neither the Proponent or the Corporations will have the right to make any claims (in
contract, tort, or otherwise) against the other with respect to the award of a
contract, failure to award a contract or failure to honor proposal submitted in
response to this RFP.

2.15. Basis of Selection

The Project Managers intend to recommend the appointment of the Agency based on "best
overall value" to their respective Corporations, as determined by the Proposal which
attains the highest score out of the 100 points available based on the evaluation criteria.
The Agency appointment is subject to approval by the Corporations in accordance with the
provisions of each Corporation's Procurement By-Law.

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2.16. Selection Process
An evaluation team will review all proposals received and score the proposals using a
"consensus" approach in relation to the identified criteria and points. An award may be
made solely on the basis of the proposal submission, without a meeting with the Agency.
However, one or more Agencies may be invited to attend a formal interview with the
evaluation team or provide written clarification on their Proposal. This formal interview, if
applicable, would be scheduled within the two weeks following closing. Final scoring will
remain confidential. However, the Contracting Authority may provide feedback, when
requested, to individual Agencies on each evaluation category. This feedback may only be
provided following the award of the contract.

2.17. Selection of Proponent

Notice of selection by the Corporations to the successful Proponent will be in writing.

2.18. Notification to Other Proponents

Once the successful Proponent and the Corporations execute the Agreements, the
unsuccessful Proponents will be notified by the RFP Contracting Authority in writing of the
outcome of the Procurement process, including the name of the successful Proponent.

2.19. Debriefing
Proponents may request a debriefing after receipt of a notification of award. All requests
must be in writing to the RFP Contracting Authority and must be made within sixty days of
notification of award. The intent of the debriefing information session is to aid the
Proponents in presenting a better Proposal in subsequent procurement opportunities. Any
debriefing provided is not for the purpose of providing an opportunity to challenge the
procurement process.

2.20. Failure to Enter into Agreement

In addition to all of the Corporations’ other remedies, if the successful Proponent fails to
execute the Agreement or satisfy any other applicable conditions within fifteen days of
notice of selection, the Corporations may, in their sole and absolute discretion and without
incurring any liability, rescind the selection of that Proponent and proceed with the
selection of another Proponent.

2.21. Retainer and Status of Agency

The Corporation retains the Services of the Agency, and the Agency hereby agrees to
provide the Services described herein under the general direction and control of the

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Corporation. The Agency is retained as an independent Agency for the sole purpose of
providing the services. Neither the Agency nor any of its personnel are engaged as an
employee, servant, or agent of the Corporations.

2.22. Services
The Services to be provided by the Agency to the Corporation are set forth in the Terms of
Reference and the Proposal, as amended by the Purchase Order, and such Services as
changed, altered, or added to, under the provisions of this Agreement are hereinafter
called the “Services”. All Services shall be performed by staff of the Agency, or sub-
Agencies identified within the final accepted Proposal. The Agency shall not engage others
to perform specialized services unless prior approval, in writing, is obtained from the
Corporation.

2.23. Compensation
The Corporation shall pay the Agency in accordance with the provisions set forth in this
Agreement. All invoicing and payments shall be in Canadian dollars.

Any expenses incurred as a result of non-compliance by the Agency with the terms and
conditions, including but not limited to Section 21 - Accessibility for Ontarians with
Disabilities Act and Website (iv), will be deducted from the final payment.

2.24. Staff and Methods

The Agency shall perform the services to a professional standard in accordance with
current “best practices” and shall skillfully and competently perform the Services and shall
employ only skilled and competent staff thereon who shall be under the supervision of a
senior member of the Agency’s staff.

2.25. Changes and Additional Services

The Corporations may, with the consent of the Agency, in writing and at any time before or
after the commencement of the Services, extend, increase, vary, or otherwise alter the
Services, and in such cases, the Corporations shall pay the Agency in accordance with
agreed-upon rates, either per hour, per diem or fixed costs, as may be determined.

2.26. Suspension or Termination

The Corporations may at any time by notice in writing to the Agency suspend or terminate
the Services or any portion thereof at any stage of the undertaking, and the Agency shall
thereupon be entitled to payment for any of the Agency’s staff employed directly thereon
together with such expenses and disbursements allowed under this Agreement. Upon

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receipt of such written notice, the Agency shall perform no further Services other than
those reasonably necessary to close out the Services.

Upon written notice of suspension or termination, or upon written demand by the

Corporations at any time during the term of this Agreement, the Corporation shall be given
and have the right to take possession of and use any information prepared or supplied by
the Agency.

If the Agency is practicing as an individual and dies or becomes incapacitated before the
Services have been completed, this Agreement shall terminate as of the date of death, or
incapacity, as applicable, and the Corporations shall pay for the Services rendered and
disbursements incurred by the Agency to the date of such termination.

2.27. Indemnification
The Agency shall defend, indemnify and save harmless all Corporations and its elected
officials, officers, employees, and agents from and against any and all claims of any nature,
actions, causes of action, losses, expenses, fines, costs (including legal costs), interest or
damages of every nature and kind whatsoever, including but not limited to bodily injury,
sickness, disease or death or to damage to or destruction of tangible property including
loss of revenue or incurred expense resulting from disruption of service, arising out of or
allegedly attributable to the negligence, acts, errors, omissions, misfeasance,
nonfeasance, fraud or willful misconduct of the Agency, its directors, officers, employees,
agents, Agencies and sub-Agencies, or any of them, in connection with or in any way
related to the delivery or performance of this Contract. This indemnity shall be in addition
to and not in lieu of any insurance to be provided by the Agency in accordance with this
Contract and shall survive this Contract.

The Agency agrees to defend, indemnify, and save harmless the Corporations and against
any and all claims of nature, actions, causes of action, losses, expenses, fines, costs
(including legal costs), interest or damages of every nature and kind whatsoever arising out
of related to the Agency’s status with WSIB. This indemnity shall be in addition to and not in
lieu of any proof of WSIB status and compliance to be provided by the Agency in
accordance with this Contract and shall survive this contract.

2.27.1. Corporation Provided Information

The Corporations further acknowledge and agree that the Agency will not be held liable for
any damages/losses of any kind or nature that may result from the use of inaccurate
information or data provided to the Agency by the Corporations. The Corporations agree to

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accept full responsibility for the accuracy of all information and data that it provides to the
Agency.

2.28. Force Majeure

A party hereto shall not be responsible for failures in performance due to force majeure.
“Force Majeure” means any circumstance or act beyond the reasonable control of a party
to this Agreement claiming Force Majeure, including an intervening act of God or public
enemy, war, blockade, civil commotion, fire, flood, tidal wave, earthquake, epidemic,
quarantine restriction, a stop-work order or injunction, issued by a court or public authority
having jurisdiction, or governmental embargo, which delays the performance of any
obligation created by this Agreement beyond its scheduled time, provided such
circumstance or act is not expressly dealt with under this Agreement or does not arise by
reason of:

• the negligence or willful misconduct of the party claiming Force Majeure or those for
whom it is responsible at law;
• any act or omission by the party claiming Force Majeure (or those for whom it is
responsible at law) in breach of the provisions of this Agreement;
• lack or insufficiency of funds or failure to make payment of monies or provide
required security.
Provided further that, in the case of an event of Force Majeure affecting the Agency, the
Agency notifies the Corporations as soon as possible and in any event within five (5)
working days following the date upon which the Agency first becomes aware (or should
have been aware, using all reasonable due diligence) of such event so that the
Corporations may verify same.

In any such event, the Agencies agreement and price and schedule shall be equitably
adjusted based on the actual work authorized and performed satisfactorily, and the rates
agreed to in the agreement.

2.29. Insurance
1. Without restricting the generality of the Indemnification provisions, the Agency
shall, during the term of this Agreement, provide, maintain and pay for:
a. Commercial General Liability Insurance Issued on an occurrence basis for
an amount of not less than $5,000,000 per occurrence/$10,000,000 annual
aggregate for any negligent acts or omissions from the Agency relating to its
obligations under this Agreement. Such insurance shall include, but is not
limited to bodily injury and property damage including loss of use; personal

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 injury and advertising injury; contractual liability; premises, property and
operations; non-owned automobile, broad form property damage; owners
and Agencies protective; occurrence property damage; products and
completed operations; employees as Additional Insured(s); contingent
employers’ liability; tenants legal liability; cross liability and severability of
insurance clause.
b. All insurance shall add the Corporations as Additional Insured with respect
to the Operations of the Bidder. This insurance shall be non-contributing
with and apply as primary and not as an excess of any insurance available to
the Corporations.
c. Automobile liability insurance with respect to owned or leased vehicles used
directly or indirectly in the performance of the services covering liability for
bodily injury, death and damage to property with a limit of not less than
$5,000,000 inclusive for each loss.
d. Professional Liability (errors and omissions) insurance coverage shall be
obtained for the limit of not less than $2,000,000. If such insurance is issued
on a claims-made basis, coverage shall contain a 24-month extended
reporting period or be maintained for a period of two years subsequent to the
conclusion of services under this Agreement.
e. Cyber liability/Network Security coverage shall be obtained for the limit of
not less than $2,000,000. If such insurance is issued on a claims-made
basis, coverage shall contain a 24-month extended reporting period or be
maintained for a period of two years subsequent to the conclusion of
services under this Agreement. Coverage is to respond to but not be limited
to the following occurrences:
• Privacy violations including but not limited to unauthorized
access to or dissemination of private information; failure to
properly handle, manage, store, destroy or control personal
information and include the failure to comply with privacy laws
and their respective regulations, regarding the collection, access,
transmission, use and accuracy. Coverage shall extend to include
the costs associated with notification of affected parties,
regardless if required by statute as well as any fines or penalties
or costs imposed as a result of the breach including defense of
any regulatory action involving a breach of privacy.

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 • Network Security to protect against incidents arising from system
security failures such as, but not limited to, unauthorized access,
theft or destruction of data, electronic security breaches, denial
of service, spread of virus within the Contractor’s computer
network or other third-party computer information systems and
will further include expenses related to third-party computer
forensics.
• Data Breach Expenses including crisis management and credit
monitoring expenses related to electronic and non-electronic
breaches.
2. The successful Proponent shall provide a Certificate of Insurance evidencing
coverage in force at least 14 days prior to contract commencement.
3. If the Corporations request to have the amount of coverage increased or to obtain
other special insurance for the Services for the Project, then the Agency shall
endeavor forthwith to obtain such increased or special insurance at the
Corporations’ expense.
4. All above policies shall contain an endorsement to provide the Corporations with
thirty (30) days prior written notice of cancellation or of a material change that
would diminish coverage.

2.30. Conflict of Interest

The Agency is required to disclose to the Corporations, prior to accepting this assignment,
any potential conflict of interest. If a conflict of interest exists, the Corporations may, in its
discretion, withhold this assignment from the Agency until the matter is resolved to the
satisfaction of the Corporations. If, during the term of this Agreement the Agency is
retained by another client and that assignment gives rise to a potential conflict of interest,
the Agency shall so inform the Corporations and if a conflict of interest is deemed to exist
by the Corporations, the Agency shall either refuse the new assignment or take such steps
to remove the conflict of interest as are deemed necessary by the Corporations.

2.31. Assignment
Neither party may assign this Agreement or any portion thereof without the prior consent in
writing of the other.

2.32. Previous Agreements

This Agreement supersedes all previous agreements, arrangements or understandings
between the parties whether written or oral about or incidental to the Services.

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2.33. Approval by Other Authorities
Where either the Services of the Agency is subject to the approval or review of an authority,
government department, or agency other than the Corporations, such approval or review
shall be obtained through the offices of the Corporations and unless authorized by the
Corporations in writing, such approval or review shall not be obtained by direct contact by
the Agency with such other authority, government department or agency.

2.34. Review
The Corporations, or persons authorized by the Corporations, shall have the right, at all
reasonable times, to review the Services performed.

2.35. Publication
The Agency shall obtain the consent in writing of the Corporations before publishing or
issuing any information regarding the Services.

2.36. Confidential Information

Information communicated to or acquired by the Agency during the carrying out of the
Services provided for herein shall not be either divulged or used by the Agency on any other
project unless prior approval, in writing, is obtained from the Corporations. The Agency
shall not at any time before, during, or after the completion of the work divulge any
confidential information acquired during carrying out the work provided end herein. No
such information shall be used by the Agency before, during, or after the completion of
work on this or any other project without the prior written approval of the Corporations.

2.37. Municipal Freedom of Information and Protection of Privacy Act

The Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56,
as amended, applies to information provided to by a Proponent. A Proponent should
identify any information in its Proposal or any accompanying documentation supplied in
confidence for which confidentiality will be maintained. The confidentiality of such
information will be maintained, except as otherwise required by law or by order of a court
or tribunal. Proponents are advised that their Proposals will, as necessary, be disclosed on
a confidential basis, to those retained for the purpose of evaluating or participating in the
evaluation of their Proposals.

By submitting any Personal Information requested in this RFP, Proponents are agreeing to
the use of such information as part of the evaluation process, for any audit of this
procurement process and for contract management purposes. Where the Personal
Information relates to an individual assigned by the successful Proponent to provide the
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Deliverables, such information may be used by the Corporations to compare the
qualifications of such individual with any proposed substitute or replacement. If a
Proponent has any questions about the collection and use of Personal Information
pursuant to this RFP, questions are to be submitted to the RFP Contracting Authority.

2.38. Time
The Agency shall perform the Services expeditiously to meet the requirements of the
Corporations and shall complete any portion or portions of the Services in such order as
the Corporations may require.

The Agency shall perform all the Services required under this Agreement by the date or
dates stated in the RFP.

2.39. Occupational Health and Safety

The Corporations are committed to ensuring that a high standard of health and safety is
provided and maintained for all employees, visitors, guests, Agencies, agents and others
on our premises.

The Agency shall assume all responsibilities and obligations imposed upon them by virtue
of the Occupational Health and Safety Act.

2.40. Workplace Safety and Insurance Board (WSIB) and Worker Rights
The submission shall include a current and valid WSIB Clearance Certificate (or other
Provincial equivalent) to the satisfaction of the Corporations and have its validity updated
as necessary.

The Agency shall ensure they retain WSIB coverage and are in good standing for the
duration of the Contract. Prior to the release of any portion of the holdback, the Agency
shall provide to the Corporations, a Clearance Certificate for the Workplace Safety and
Insurance Board with the effective date following the completion of the Contract.

The Agency shall abide by the hours of Work and minimum wage rates for occupations
involved in accordance with the regulations of the Ministry of Labour and/or other
appropriate legislation of the Province of Ontario, and/or the Government of Canada.

The Agency shall be responsible for and shall pay any dues and assessments payable
under The Workplace Safety & Insurance Act, The Unemployment Insurance Act or any
other Act, whether Provincial or Dominion in respect to all employees or operators. The
Agency shall, upon request, furnish the Corporations with satisfactory evidence that he has
complied with the provisions of any such Act.

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2.41. Accessibility for Ontarians with Disabilities Act (AODA) and Web Content
Accessibility Guidelines (WCAG)
All Agencies performing work for the Corporations must comply with the Accessibility for
Ontarians With Disabilities Act (AODA), 2005, in particular the Integrated Accessibility
Standards, O. Reg. 191/11.

Without limitation, all contractors performing work for the Corporations shall maintain
training records with respect to all accessibility standards training provided as prescribed
in the Regulations under the AODA and in the Human Rights Code, including dates when
training is provided, the number of personnel who received training, and individual training
records.

Agencies shall submit to the Corporations if requested, documentation describing their

accessibility training policies, practices and procedures, and a summary of the contents of
training, together with a record of the dates on which training is provided and the number of
attendees.

Unless determined by the Corporations to not be practicable, Agencies shall ensure that
any information, products, deliverables and/or communication (as defined in the
Integrated Regulation), including future updates, produced pursuant to a Contract shall be
in conformity with Web Content Accessibility Guidelines 2.0 Level AA and shall be
provided in accessible Word, Excel, PowerPoint, PDF or other electronic format.

2.42. Replacement of Personnel and/or Sub-Agencies

When specific persons have been named in the Contract as the persons who must perform
the Work, the Agency shall provide the services of the persons so named unless the Agency
is unable to do so for reasons beyond its control.

If at any time, the Agency is unable to provide the services of any specific person named in
the Contract, it shall provide a replacement person who is of similar ability and attainment.

The Agency shall, before replacing any specific person named in the Contract, provide
notice in writing to the Corporations. The replacement must be acceptable to the Project
Manager.

2.43. Successors and Assigns

The Contract shall ensure to the benefit of, and shall be binding upon, the successors and
permitted assignees of the Corporations and of the Agency.

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2.44. Fraud or Bribery
Should the Agency or any of his/her agents give or offer any gratuity to or attempt to bribe
any member of the awarding body, officer or servant of the Corporations, or to commit
fraud against the Corporations, the Corporations shall be at liberty to declare the proposal
void forthwith, or to take the whole or any part of the contract out of the hands of the
Agency and to invoke the provisions of termination.

2.45. Award
Any award resulting from this Request for Proposal will be in accordance with The Nation
Municipality’s Procurement By-Law 103-2024, the Township of Champlain's Procurement
By-Law 2019-57, the City of Clarence-Rockland’s Procurement By-Law 2022-67 and the
Township of Alfred and Plantagenet’s Procurement and Tendering By-Law 2014-43, and
may be subject to each Corporations’ Council approval.

2.46. Severability
If any provision of this Contract becomes illegal or unenforceable in whole or in part, the
remaining provisions shall nevertheless be valid, binding, and subsisting.

2.47 Contract Negotiations

The Proponent with the highest ranking as outlined in these RFP documents will be invited
to a meeting for the purpose of reviewing the proposed scope and level of services to be
provided and the associated fees. It is expected that the Proponent will be able to support
fair value and acceptable levels of service for the fee as proposed. The Corporations may,
at its discretion, then initiate negotiations in an attempt to reach understanding and
consensus on a scope and fee acceptable to both parties. Once these terms are accepted
the Proponent and the Corporations will proceed to finalize arrangements for contract
award and a contract document, which contract document shall incorporate all terms
contained within these RFP documents, as well as the information submitted by the
Proponent.

In the event that Proponent with the highest ranking and the Corporation fail to agree on a
scope and fee for the services to be provided, negotiations will be terminated by the
Corporations. The Proponent with the second highest ranking may then be invited to
participate in the negotiation process. The process may be repeated as often as necessary.

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Section 3 – Evaluation Grid
Table of Contents
3.1. Stage 1 - Form of Offer ............................................................................................. 2
3.2. Stage 2 – Evaluation of Rated Requirements.............................................................. 2
3.2.1. Design, Software and Creativity ...................................................................... 2
3.2.2. Proponent’s Experience and Qualifications ..................................................... 2
3.2.3. Project Management and Methodology ........................................................... 3
3.2.4. Overall Presentation ...................................................................................... 5
3.2.5. Pass Grade .................................................................................................... 5
3.2.6. Additional Information ................................................................................... 5
3.3. Stage 3 – Evaluation of Pricing .................................................................................. 6

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3.1. Stage 1 - Form of Offer
EVALUATION CRITERTIA PASS OR FAIL
Mandatory forms checklist
Proponent information
Proponent acknowledgement
Conflict of interest
Authorization of proposal

3.2. Stage 2 – Evaluation of Rated Requirements

Proposals should include a demonstrated understanding of the scope and particulars of
the services. The contents of your Service Proposal should address the evaluation criteria
numbered 3.2.1. through 3.2.4., which will be assessed by the review team and be
submitted in this numerical sequence.

3.2.1. Design, Software and Creativity

The evaluation team will score proponents based on their design creativity, ideas, and
overall compatibility with the vision for the website redesign project. See Section 1 – Terms
of Reference for the comprehensive list of requirements that Corporations are seeking in
their new websites.

EVALUATION CRITERTIA POINTS /35

Look and design 3
Ideas and originality 2
Accessibility 5
Bilingualism 3
Content, search engine and hosting 3
CMS 3
Responsive design 2
ChatBot 2
Available modules 4
Integration 2
Statistics and analytics 2
Training and support 4

3.2.2. Proponent’s Experience and Qualifications

Provide a general description of the prime Agency proposed to lead the effort. Identify any
other Agencies and or individuals proposed to make up your team. Elements that will be
evaluated are:
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 • Agency’s history and qualifications to conduct the services described.
• Background of any sub-consulting Agency(ies) used on this project and an
explanation of prior relationships with the Agency.
• Based on your understanding of the Project, how this team will be organized and
managed.
• Background resumes demonstrating the experience of key professionals making up
the proposed team, and other professional qualifications.
• Successful projects of a similar nature completed by your team members.
• Available resources from the Agency.
• In the Appendix B – References, provide three (3) references for projects completed
within the last five (5) years with similar or related Scope as those described in
Section 1 – Terms of Reference.
• Identify and describe any potential conflicts of interest in the Appendix A – Form of
Offer.

EVALUATION CRITERTIA POINTS /25

History and qualifications to conduct the services 3
Background of any sub-consulting agency 1
Team organization and management 3
Demonstrated experiences of proposed team 2
Successful projects of similar nature and budget 4
Available resources 1
References – Websites are modern, simple and minimalist 3
References – Websites are unique, distinctive and reflects the brand 3
identity
References – Websites are simple, easy to use 3
References – Summary of projects, total lump sum cost and references 2
are provided

3.2.3. Project Management and Methodology

The Proposal shall include a clear and concise understanding of the project, the work to be
completed and the coordination required based on existing information. Elements that will
be evaluated are:

• Overall scope and objectives, noting any specific issues that may require attention;

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 • An understanding of the scope of work to complete this Project, constraints, and
critical timeline elements;
• Documentation of the Agency’s comprehensive knowledge of the local government
operation, procedures, and law, including the Agency’s experience dealing with
these types of projects with an emphasis on municipal projects.
• Definition of issues to be resolved during the project.
• Incorporation of coordination and involvement of Corporations’ Staff within key
elements.
• Description of project quality control that will meet the Corporations’ needs and
meet budget parameters.
• Explanation of ability to effectively meet the scope of work.
• Describe the approach and methodology to be followed in completing all aspects of
the assignment to achieve the stated project objectives. Elements that will be
evaluated are:
o The lead for each discipline shall have a minimum of 5 years of experience
with comparable projects. Please provide references and examples.
o Detailed description of the Agency’s approach provided for each task
demonstrating project needs.
Provide a work plan and schedule, including a breakdown of the major tasks, and the level
of effort of the individual team members in sufficient detail to allow a complete
understanding as to how and by whom the work is to be carried out.

• Number of people and hours assigned to this project with information to be

provided in a spreadsheet format that clearly identifies staff and hours.
• Clear and concise explanation of specific tasks and associated schedule that
provides quantifiable deliverables.
• Time required to complete tasks (duration)
• Inter-relations between tasks (dependencies)
• Key events during the project (milestones)
• Critical input points from the Corporations
• Ability to meet the overall schedule
• Confirmation that the final submission will be AODA compliant to WCAG Level 2.0
AA standards.
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Note: Responses that incorporate excessive blocks of text that have been copied directly
from the RFP will not be regarded as demonstrating an understanding of the requirement.

EVALUATION CRITERTIA POINTS /20

Overall scope and objectives 1
Understanding of the scope of work 2
Comprehensive knowledge of local government operation and 2
experience with municipality
Assumptions and Risk Assessment 1
Municipal Staff involvement 1
Quality Control Plan 1
Ability to effectively meet the scope of work 2
Approach and methodology 2
Leaders’ Experiences 2
Number of people and hours assigned to the project 2
Time required to complete tasks 1
Milestones 1
Ability to meet the schedule 2

3.2.4. Overall Presentation

The Proponent shall consider the importance of keeping the information clear, concise and
brief. Close adherence of the proposal sections with the ranking system and layout of the
RFP will enable the Corporations to evaluate all proposals equally and efficiently.

See the requested Proposal Format in Section 2 – Information for Proponents.

Ensure that all rates and dollar figures are excluded from the work plan in this section.

EVALUATION CRITERTIA POINTS /5

Overall presentation of the proposal 5

3.2.5. Pass Grade

Only proposals that meet or exceed a score of 70 percent on evaluation criteria numbered
1 to 4 inclusive (59.5 out of 85) at this stage of the evaluation will be considered further.
Proposals that do not meet the minimum score required will be deemed non-compliant,
and the financial Proposal will remain unopened.

3.2.6. Additional Information

The Agency may submit any information they believe relevant that does not fit within the
body of the proposal. This may include brochures, company information, supplemental

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resumes, additional project descriptions, and any other information the Agency believes is
useful. This additional submittal will be used by the Project Team as they see fit and may
not have a significant bearing on the selection process.

3.3. Stage 3 – Evaluation of Pricing

In a SEPARATE PASSWORD PROTECTED document, clearly identified as Financial
Proposal, and using Schedule D, which is attached for that purpose, the Agency is to
provide a total proposed pricing, and shall be inclusive, including but not limited to
professional fees, disbursements, and taxes, to complete this assignment in accordance
with the Services detailed herein and in the Agency’s proposal. This financial proposal is to
be broken down by category with expected timing identified to allow for budgetary control.
Points will be awarded when compared to the lowest submission using the following
formulas:

Lowest Proposal Cost ÷ Submitted Cost x Weighting = Proponent’s Pricing Points

HST must be shown separately. Pricing must be provided in Canadian funds, inclusive of all
applicable duties and fees, excluding HST, which should be itemized separately. Elements
that will be evaluated include:

• Availability of resources from the Agency and sub-Agency(ies) for the project
• Estimated hours and fees to complete the individual work elements
• Total not-to-exceed fee for the project. Note, your bid must be all inclusive of the
work outlined in the RFP. If the Agency underestimates the amount of effort required
to complete the work, they will not receive extra compensation. The agency is
expected to plan to the project budget and perform thorough cost estimating.
• List of tasks not performed by the Agency or sub-Agency(ies) for project that must
be performed by the Corporations.
• Agency’s reimbursable expenses and detailed cost of expenses.

EVALUATION CRITERTIA POINTS /15

Lowest Proposal Cost ÷ Submitted Cost x 15 15

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APPENDIX A – Form of Offer
Table of Contents
A.1. Mandatory Forms Checklist ..................................................................................... 2
A.2. Proponent Information............................................................................................. 3
A.3. Proponent Acknowledgement .................................................................................. 4
A.4. Conflict of Interest ................................................................................................... 6

THIS FORM OF OFFER MUST BE SIGNED AND ALL PAGES OF THE ORIGINAL COPY MUST
BE INCLUDED WITH THE PROPOSAL.

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A.1. Mandatory Forms Checklist
The Proponent must include as part of the Proposal, the following mandatory forms.

MANDATORY FORMS INCLUDED

IN PROPOSAL
Qualifications File
(YES / NO)
Appendix A – Form of Offer, including all tables
(YES / NO)
Appendix B – References
(YES / NO)
Appendix C – Sub-Consultants
(YES / NO)
Appendix E – Proposal Cover Sheet
(YES / NO)
Pricing File
(YES / NO)
Appendix D – Pricing Summary
(YES / NO)

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A.2. Proponent Information
PROPONENT

The full legal name of the Proponent:

(Proponent to insert response here)
The Proponent’s address:
(Proponent to insert response here)
The Proponent’s phone number:
(Proponent to insert response here)
The Proponent’s website:
(Proponent to insert response here)
The name and title of the Proponent’s
representative: (Proponent to insert response here)

The mailing address of the Proponent’s

Representative: (Proponent to insert response here)

The phone number of the Proponent’s

Representative: (Proponent to insert response here)

The email address of the Proponent’s

Representative: (Proponent to insert response here)

By signing the Form of Offer, the Proponent confirms they have carefully examined the RFP
documents and has a clear and comprehensive knowledge of the Terms of Reference
required under the RFP. By submitting the Proposal, the Proponent agrees and consents to
the terms, conditions and provisions of the RFP, including the Agreement, and offers to
provide the Deliverables in accordance with the rates set out in the Pricing Summary.

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A.3. Proponent Acknowledgement
INITIALS CONFIRMING
ITEM ACKNOWLEDGEMENT
ACCEPTANCE
1 INSURANCE
Proponents must carry the minimum required levels of
insurance coverage. Please refer to RFP Part 3 –
Information for Proponents for additional info. Please
confirm that you have forwarded the required
insurance coverage for this RFP to your insurance
Broker:
(Initials here)
_____________________________________________
Name of Insurance Broker/Agency

Date that the Proponent reviewed the required

insurance coverage with its broker/agent:

_____________________________________________
Date
2 PROOF OF INSURANCE
By signing the Form of Offer, the Proponent agrees, if
selected, that it has verified its capability to do so and
will provide proof of insurance coverage. Confirm that
any costs related to the insurance have been taken (Initials here)
into consideration while preparing this Proposal.

The successful Proponent shall provide a

Certificate of Insurance evidencing coverage in
force at least 14 days prior to contract
commencement.
3 HEALTH AND SAFETY (Initials here)
The Agency hereby agrees to be legally bound by the
provisions of the resulting Agreement, including, but
not limited to, the Terms of Reference and the
Information for Proponents.
4 ADDENDA
The Proponent has read and accepted all Addenda
issued by the Municipality to date. We understand that
the onus remains on us to have made any necessary (Initials here)
amendments to our Proposal based on the Addenda.

____________ Addenda have been received, reviewed,

and considered.

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5 DISCLOSURE OF INFORMATION
The Proponent hereby agrees that any information
provided in this Proposal, even if it is identified as
being supplied in confidence, may be disclosed where
required by law or if required by order of a court or (Initials here)
tribunal. The Proponent hereby consents to the
disclosure, on a Confidential basis, of this Proposal by
the Municipality to the Project Managers for the
purpose of evaluating or participating in the evaluation
of this Proposal.
6 CONTRACTUAL ACKNOWLEDGEMENT
The Agency hereby agrees to be legally bound by the (Initials here)
provisions of the resulting Agreement, including, but
not limited to, the Terms of Reference and the
Information for Proponents.

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A.4. Conflict of Interest
Prior to completing this portion of the Form of Offer, Proponents should refer to the
definition of Conflict of Interest set out in the Agreement, both definition part (a) and (b).

If the boxes in this section are left blank, the Proponent will be deemed to declare that it
had no foreseeable Conflict of Interest (either definition part (a) or (b)) in performing the
contractual obligations contemplated in the RFP. Otherwise, if either or both of the
following statements apply, check the appropriate box.

Part (a) of definition: The Proponent declares that there is an actual or potential
unfair advantage relating to the preparation and submission of its Proposal.

Part (b) of definition: The Proponent foresees an actual or potential Conflict of

Interest in performing the contractual obligations contemplated in this RFP.

If the Proponent declares an actual or potential Conflict of Interest by checking either

of the boxes above, the Proponent must detail in the following space provided.

(Provide details here, if required)

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APPENDIX B – References
Each Proponent is requested to provide three references for projects completed within the
last five years with similar or related Scope as those described in Section 1 – Terms of
Reference.

The Corporations, in its sole discretion, may confirm the Proponent’s experience and/or
ability to provide the Deliverables required and described in its Proposal by checking the
Proponent’s references and the provision of the references by the Proponent is deemed to
be consent to such contact with the referees. The Corporations reserves the right to revisit
the Proponent’s scores in the experience and qualifications based on information learned
during reference checks, should they reveal that there is inconsistency between the
Proponent’s answer to the experience and qualifications and the results of the reference
check.

Bidders must provide their reference information by filling in the table(s) below.

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REFERENCE #1

Client Name:
(Proponent to insert response here)
Population:
(Proponent to insert response here)
Website Link:
(Proponent to insert response here)
Contact Name:
(Proponent to insert response here)
Contact Title:
(Proponent to insert response here)
Contact Telephone Number:
(Proponent to insert response here)
Contact E-mail Address:
(Proponent to insert response here)
Date of Project:
(Proponent to insert response here)
Brief description of the delivered services:

(Proponent to insert response here)

B-2 | P a g e
REFERENCE #2

Client Name:
(Proponent to insert response here)
Population:
(Proponent to insert response here)
Website Link:
(Proponent to insert response here)
Contact Name:
(Proponent to insert response here)
Contact Title:
(Proponent to insert response here)
Contact Telephone Number:
(Proponent to insert response here)
Contact E-mail Address:
(Proponent to insert response here)
Date of Project:
(Proponent to insert response here)
Brief description of the delivered services:

(Proponent to insert response here)

B-3 | P a g e
REFERENCE #3

Client Name:
(Proponent to insert response here)
Population:
(Proponent to insert response here)
Website Link:
(Proponent to insert response here)
Contact Name:
(Proponent to insert response here)
Contact Title:
(Proponent to insert response here)
Contact Telephone Number:
(Proponent to insert response here)
Contact E-mail Address:
(Proponent to insert response here)
Date of Project:
(Proponent to insert response here)
Brief description of the delivered services:

(Proponent to insert response here)

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APPENDIX C – Sub-Consultants
LEGAL NAME OF SUB-CONSULTANT ROLE

1.

2.

3.

4.

5.

6.

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APPENDIX D – Pricing Summary
Table of Contents
D.1. Pricing Breakdown for One Corporation .................................................................... 2
D.2. Modules ................................................................................................................. 2
D.3. Total Price ............................................................................................................... 3

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D.1. Pricing Breakdown for One Corporation
EXPENSES
QUANTITY TOTAL COST
Development – Professional Project Hours hours $
CMS $
Hosting $
Domain $
Licensing $
Maintenance Fee $
Search Engine $
Implementation Support hours $
Annual Support hours $
Additional Support $
Others $
(Provide details here, if required)

D.2. Modules
MODULES INCLUDED IN ADDITIONAL
PROPOSAL COST
Interactive Maps (YES / NO) $
Form Builder (YES / NO) $
Calendar of Events (YES / NO) $
Contact Us (YES / NO) $
Recruitment (YES / NO) $
By-Laws and Policies Searchable Solutions (YES / NO) $
Portal for Citizens (YES / NO) $
ADDITIONAL FEATURES ADDITIONAL
(Please list any additional features that may incur an extra cost below.) COST
$
$
$
$
$
$
$

D-2 | P a g e
D.3. Total Price

AGENCY NAME

TOTAL PROJECT COST (EXCLUDING HST) $

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APPENDIX E – Proposal Submittal Cover Sheet
Place this Cover Sheet as the first page of the Qualification File.

RFP Reference No.: RFP-COM-01-2025

Project Name: Website redesign, implementation, hosting, and technical support

services for The Nation Municipality, the Township of Alfred and Plantagenet, the City of
Clarence-Rockland, and the Township of Champlain
PROPONENT INFORMATION

Name of Proponent:

Address of Proponent:

NAME AND CONTACT INFORMATION FOR PRICE FILE PASSWORD

Upon completion of the mandatory and/or rated requirements review, the RFP’s
Contracting Authority will contact each qualified Proponent to obtain the password for
the Pricing File for Stage 3 analysis.
Name of Contact:

Telephone number of Contact:

Email address of Contact:

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