Tender Submission:

All submissions for responding to this Request must be submitted to our office, as stated below:

Submissions are accepted no later than – October 10rd, 2025, at 4pm Local Time (UPDATED)

The use of mail to deliver a tender will be at the respondent's risk. Submissions sent in electronic format will be accepted through email at [email protected] and [email protected]

The Municipality's tender forms must be used and returned in a sealed envelope and clearly marked with the following:

• The Name and Address of the Respondent
• The Request Number
• The Project Title

Tenders sent by e-mail must include the tender document as an attachment in pdf format and contain the following information in the body of the e-mail:

• The Name and Address of the Respondent
• The Request Number
• The Project Title

Administration staff will affix on the sealed envelope:

• Date and time of receipt

Tender Opening:

Submissions will be publicly opened and recorded on October 13th, 2025, at 10:00am at the Municipal Office.

Tender Acceptance:

Staff will review the proposal, and the successful candidate will be presented at the Regular Council Meeting on Monday, 20th October, 2025.

Amendment and Withdrawal of Submission:

Requests for withdrawal of submission shall be allowed if the Request is made before the closing time for the contract to which it applies. Requests shall be directed to the Lead Person by letter or in person, by a Senior Official of the company, with a signed withdrawal confirming the details. Telephone requests shall not be considered. The withdrawal of a tender does not disqualify a bidder from submitting another tender on the same contract.

The full Tender document can be viewed here, TMW 2025-04 Winter Sand.pdf.

Revisions: Oct 1, 2025

• Updated opening date from October 3 to October 6th (Monday)
• Updated presentation to council to October 20th regular council meeting.

Revisions: Oct 10, 2025

• Extended 1 week.

Tender Submission:

All submissions for responding to this Request must be submitted to our office, as stated below:

Submissions are accepted no later than – October 3rd, 2025, at 4pm Local Time

The use of mail to deliver a tender will be at the respondent's risk. Submissions sent in electronic format will be accepted through email at [email protected] and [email protected]

The Municipality's tender forms must be used and returned in a sealed envelope and clearly marked with the following:

• The Name and Address of the Respondent
• The Request Number
• The Project Title

Administration staff will affix on the sealed envelope:

• Date and time of receipt

Tender Opening:

Submissions will be publicly opened and recorded on October 6th, 2025, at 10:00am at the Municipal Office.

Tender Acceptance:

Staff will review the proposal, and the successful candidate will be presented at the Regular Meeting of Council on October 20th, 2025.

Amendment and Withdrawal of Submission:

Requests for withdrawal of submission shall be allowed if the Request is made before the closing time for the contract to which it applies. Requests shall be directed to the Lead Person by letter or in person, by a Senior Official of the company, with a signed withdrawal confirming the details. Telephone requests shall not be considered. The withdrawal of a tender does not disqualify a bidder from submitting another tender on the same contract.

The full Tender document can be viewed here, TMW 2025-03 Salt Tender.pdf.

 

Revisions

Revision Oct 1, 2025

• Updated Signature Line to 2025
• Updated Header to 2025
• Updated Opening from October 5 to October 6th (Monday)

Tender Submission:

All submissions for responding to this Request must be submitted to our office, as stated below:

Submissions are accepted no later than – Sept 13, 2025, at 4pm Local Time

The use of mail to deliver a tender will be at the respondent's risk. Submissions sent in electronic format will be accepted through email at [email protected] and [email protected]

The Municipality's tender forms must be used and returned in a sealed envelope and clearly marked with the following:

• The Name and Address of the Respondent
• The Request Number
• The Project Title

Administration staff will affix on the sealed envelope:

• Date and time of receipt

Tender Opening:

Submissions will be publicly opened and recorded on September 16th, 2025, at 10:00 am at the Municipal Office.

Tender Acceptance:

Staff will review the proposal, and the successful candidate will be presented at the Regular Meeting of Council on Septermber 20th, 2025.

Amendment and Withdrawal of Submission:

Requests for withdrawal of submission shall be allowed if the Request is made before the closing time for the contract to which it applies. Requests shall be directed to the Lead Person by letter or in person, by a Senior Official of the company, with a signed withdrawal confirming the details. Telephone requests shall not be considered. The withdrawal of a tender does not disqualify a bidder from submitting another tender on the same contract.

The full Tender document can be viewed here, TMW 2025-02 RFT - Repair of Waterlines.pdf.

Tender Submission:

Markstay-Warren is a member of LAS and Canoe Procurement.  Our membership number is: 1357.

All submissions for responding to this Request must be submitted to our office, as stated below:

Submissions are accepted no later than – October 24th, 2025, at 4pm Local Time

The use of mail to deliver a tender will be at the respondent's risk. Submissions sent in electronic format will be accepted through email at [email protected]

The Municipality's tender forms must be used and returned in a sealed envelope and clearly marked with the following:

• The Name and Address of the Respondent
• The Request Number
• The Project Title

Tenders sent by e-mail must include the tender document as an attachment in pdf format and contain the following information in the body of the e-mail:

• The Name and Address of the Respondent
• The Request Number
• The Project Title

Administration staff will affix on the sealed envelope:

• Date and time of receipt

Tender Opening:

Submissions will be opened and recorded on October 27th, 2025, at 10:00am at the Municipal Office.

Tender Acceptance:

Staff will review the proposal, and the successful candidate will be presented at the Special Council Meeting on Monday, 3rd November, 2025.

Amendment and Withdrawal of Submission:

Requests for withdrawal of submission shall be allowed if the Request is made before the closing time for the contract to which it applies. Requests shall be directed to the Lead Person by letter or in person, by a Senior Official of the company, with a signed withdrawal confirming the details. Telephone requests shall not be considered. The withdrawal of a tender does not disqualify a bidder from submitting another tender on the same contract.

The full Tender document can be viewed here, TMW 2025-05 Loader repair or replace.pdf. This link opens in a new window

 

All submissions for responding to this Request must be submitted to our office, as stated below:

Submissions are accepted no later than – November 07th, 2025, at 4pm Local Time

The use of mail to deliver a tender will be at the respondent's risk. Submissions sent in electronic format will be accepted through email at [email protected]

The Municipality's tender forms must be used and returned in a sealed envelope and clearly marked with the following:

• The Name and Address of the Respondent
• The Request Number
• The Project Title

Tenders sent by e-mail must include the tender document as an attachment in pdf format and contain the following information in the body of the e-mail:

• The Name and Address of the Respondent
• The Request Number
• The Project Title

Administration staff will affix on the sealed envelope:

• Date and time of receipt

Tender Opening:

Submissions will be opened and recorded on November 10th, 2025, at 10:00am at the Municipal Office.

Tender Acceptance:

Staff will review the proposal, and the successful candidate will be presented at the Regular Council Meeting on Monday, 17th November, 2025.

Amendment and Withdrawal of Submission:

Requests for withdrawal of submission shall be allowed if the Request is made before the closing time for the contract to which it applies. Requests shall be directed to the Lead Person by letter or in person, by a Senior Official of the company, with a signed withdrawal confirming the details. Telephone requests shall not be considered. The withdrawal of a tender does not disqualify a bidder from submitting another tender on the same contract.

The full Tender document can be viewed here, TMW 2025-07 Supply Implement and Maintain Financial Software.pdf.This link opens in a new window

All submissions for responding to this Request must be submitted to our office, as stated below:

Submissions are accepted no later than – October 31th, 2025, at 4pm Local Time

The use of mail to deliver a tender will be at the respondent's risk. Submissions sent in electronic format will be accepted through email at [email protected]

The Municipality's tender forms must be used and returned in a sealed envelope and clearly marked with the following:

• The Name and Address of the Respondent
• The Request Number
• The Project Title

Tenders sent by e-mail must include the tender document as an attachment in pdf format and contain the following information in the body of the e-mail:

• The Name and Address of the Respondent
• The Request Number
• The Project Title

Administration staff will affix on the sealed envelope:

• Date and time of receipt

Tender Opening:

Submissions will be opened and recorded on November 3rd, 2025, at 10:00am at the Municipal Office.

Tender Acceptance:

Staff will review the proposal, and the successful candidate will be presented at the Regular Council Meeting on Monday, 17th November, 2025.

Amendment and Withdrawal of Submission:

Requests for withdrawal of submission shall be allowed if the Request is made before the closing time for the contract to which it applies. Requests shall be directed to the Lead Person by letter or in person, by a Senior Official of the company, with a signed withdrawal confirming the details. Telephone requests shall not be considered. The withdrawal of a tender does not disqualify a bidder from submitting another tender on the same contract.

The full Tender document can be viewed here, TMW 2025-06 Landfill Monitoring PDF

Revisions

Sampling Rounds - Please note that the C of A stippulates 2 rounds of sampling, while the tender indicates 4 rounds.  The current practise and expectation is for 2 rounds of sampling as per the C of A.

 

Questions

Q1. How many rounds of surface water monitoring have been completed at the Warren Landfill in 2025.  I just want to confirm whether there will be one or two surface water sampling events required for 2025.  I understand that four rounds annually are required.

A1. The Spring Sampling Rounds have been completed, the Fall Sampling Rounds have not been completed.

 

Q2. I would like to confirm the reporting requirements for each site are as follows based on Section 9.4 Reporting and Section 17 Bid Form:

A2.  The monitoring results below are the correct schedules.

1. Hagar Hauled Sewage Site – monitoring results every three years to MECP, next report 2024-2027 will be due in 2028.  No annual reporting to MECP required.

2. Hagar Landfill – Annual Operational and Environmental Monitoring Letter to MECP (2025-2029), next triennial report is 2024-2027 due in 2028.

3. Warren Landfill – Annual Monitoring Report (2025-2029)

4. Triennial report encompassing all three sites due in 2026 – will this report span 2023-2025 and is due in 2026.  Following triennial report to span 2026-2028 and is due in 2029.

Request for Proposal

Project Title: Municipality of Markstay-Warren Community Strategic Plan 2026

Request #: TMW-08

 

Activity	Date
Initial Release	11/07/2025
Bids Due	11/21/2025
Bids Opened	11/24/2025
Bids Presented to Council	12/01/2025

 

Request for Proposal
Municipality of Markstay-Warren
Community Strategic Plan 2026

The Municipality of Markstay-Warren Community Strategic Plan

REQUEST FOR PROPOSAL

The Municipality of Markstay-Warren is launching a comprehensive Strategic Plan to guide the next decade of growth, investment, and community renewal.

This Strategic Plan is to address a Five-Year Plan for Economic Development, Business Attraction, Population Growth, Housing and Investments in Recreation and Leisure Opportunities.

As part of the Proposal – Include fees including stakeholder engagement, environmental scan & data analysis, SWOT, engineering studies and estimates for municipal works/improvements and drafting the plan, validation & finalization, and implementation support.

Submit digital proposals clearly marked Markstay-Warren Community Strategic Plan to:

Marc Serre – [email protected]

Inquiries regarding this project should be directed to Marc Serre, Chief Administrative Officer, at (705)- 853 -4536 Ext 202

Submissions must be submitted and received by EOB November 21, 2025

 

Section 1 – General Provisions

Proposal Opening

Submissions received, by the date and time of closing, will be opened by respective members of the Municipality of Markstay-Warren following the closing date and time during a public opening process.

Submissions

Digital proposals  marked “Markstay-Warren Community Strategic Plan” will be received by:

Marc ,Serre CAO

Submission deadline is EOB November 21, 2025

Right to Accept or Reject Proposals

The Municipality reserves the right to reject any or all proposals and the highest scoring or any proposal will not necessarily be accepted.

The Municipality reserves the right to accept any proposal that is considered best for the interests of the Municipality.

The Municipality shall not be responsible for any liabilities, cost, expenses, loss or damage incurred, sustained or suffered by any Proponent by reason of the acceptance or non-acceptance, by the Municipality, of any proposal or by reason of any delay in the acceptance of a proposal save as provided in the contract.

No proposal shall be accepted from any person or corporation who, or which, has a claim or has instituted a legal proceeding against the Municipality or against whom the Municipality has a claim or has instituted a legal proceeding with respect to any previous contract, without the prior approval of council.

The Proponent acknowledges and agrees that nothing contained herein, in the proposal documents or elsewhere, no act done or expense incurred by it in the preparation and submission of this proposal, no trade or industry custom or practice, and no representation or assurance that may have been made or given to it by or on behalf of the Municipality, shall in any manner legally bind the Municipality, in any circumstances, to accept this proposal, the lowest proposal, only a proposal submitted in compliance with the requirements of the RFP documents, or any proposal at all. The Proponent further acknowledges and agrees that the Municipality shall have complete and unrestricted liberty in this regard and may reject any or all proposals or may accept any proposal in whatever manner, at whatever proposal price, on whatever terms and for whatever reasons as the Municipality, in its absolute discretion, considers to be in its own best interests, all without liability or obligation of any kind to the Proponent. Without limiting the generality of the foregoing, the Municipality reserves the right to accept a proposal from a Proponent that has submitted a proposal that does not comply with all of the requirements of this RFP and to negotiate changes to the final agreement, even when such changes do not comply with the requirements of the RFP.

Proposal Acceptance Period

It is understood that in submitting a proposal, each Proponent agrees that its proposal may be subject to acceptance up to ninety (90) working days after closing date for the proposal.

Submitted Proposal to be Considered an Offer

The submission of a proposal to the Municipality shall be deemed to constitute an “Offer” which may be accepted, at the option of the Municipality. Upon such acceptance the terms, conditions and specifications herein set forth shall be confirmed and binding upon the Municipality and the Proponent. Upon acceptance of the proposal, both parties hereto agree to do everything necessary to ensure that the terms of this agreement take effect.

Clarification or Interpretation

Proponents submitting a proposal shall satisfy themselves by personal examination and, by such means as they prefer, as to the actual conditions, requirements and extent of the work required to complete the assignment.

It is understood and acknowledged that while this RFP outlines a scope of work and includes specific requirements, Proponents shall satisfy themselves fully as to the extent of the work required and shall provide all services required to complete the intent of the project. Items not herein specified, but required to complete the project, shall be provided as if specified. Any misinterpretation of requirements within this RFP shall not relieve the Proponent of the responsibility of providing the services aforesaid.

Proponents Obligation to Investigate

Proponents submitting a proposal shall satisfy themselves by personal examination of the site and, by such means as they prefer, as to the actual conditions, requirements and extent of the work required to complete the assignment.

It is understood and acknowledged that while this RFP outlines a scope of work and includes specific requirements, Proponents shall satisfy themselves fully as to the extent of the work required and shall provide all services required to complete the intent of the project. Items not herein specified, but required to complete the project, shall be provided as if specified. Any misinterpretation of requirements within this RFP shall not relieve the Proponent of the responsibility of providing the services aforesaid.

While the Municipality has made every effort to ensure the accuracy of the information provided in this RFP and otherwise to the Proponent, the Proponent shall not make any claim against the Municipality for damages or extra work caused or occasioned by the Proponent relying upon such records, reports, or information whether as a whole or in part, furnished by the Municipality, private company or individual.

Questions/Clarifications

To help ensure uniformity, questions / clarifications, discrepancies, omissions and/or interpretations which may arise during the bid period are to be submitted through the Chief Administrative Officer no later than November 14, 2025. Answers to these questions / clarifications will be forwarded to all registered Proponents in the form of an addendum.

The Municipality reserves the right to not address questions received after the specified deadline has passed. Should any discrepancy or omission go unreported to the designated official during the tendering period, the proper interpretation shall be at the discretion of the Municipality.

The Municipality will not be responsible for any oral interpretations or verbal instructions, as to the meaning of any part of the document and any such interpretations or verbal instructions shall not be effective to modify any of the provisions of this document.

Addendum/Addenda

Any amendments, new information, or clarifications to this RFP will be posted prior to the closing date and shall be considered part of the RFP documents. The Municipality makes no promise or guarantees that addenda’s will be delivered by any means to any Proponent nor is the Municipality responsible for computer malfunctions or delays; therefore, it is the Proponent’s sole responsibility to check with the Municipality’s CAO for any addenda prior to the bid closing date and time.

No addenda will be issued after November 11, 2025, except to extend or cancel the RFP.

The Municipality encourages Proponents not to submit their bid until the question period is over in case an addendum is issued. If a Proponent submits their bid prior to this, or at any time prior to the bid closing, and an addendum is issued by the Municipality, the Proponent may withdraw their bid submission. The Proponent is solely responsible to:

• make any required adjustments to their proposal; and
• acknowledge the addendum/addenda; and
• ensure the resubmitted proposal is received by the Municipality no later than the proposal closing date and time.

Withdrawal of Proposal

Proponents may edit or withdraw their proposal prior to the closing time and date. However, the Proponent is solely responsible to ensure the resubmitted bid is received by the CAO no later than the stated closing time and date.

The withdrawal of a Proposal does not disqualify a Proponent from submitting another Proposal prior to the closing time.

Ability and Experience of Respondent

The Corporation of the Municipality of Markstay-Warren will not award this contract to any Respondent who does not furnish satisfactory evidence of possessing the ability and experience in this class of work and sufficient capital and equipment/manpower to ensure acceptable performance and completion of the Proposal. Any proposal will be considered non-compliant if reference checks or past experience is deemed unsatisfactory, in the opinion of the Municipality of Markstay-Warren.

Conflict of Interest

The Proponent is required to submit a conflict-of-interest declaration of any potential conflict of interest or perceived conflict of interest with their proposal. This may be submitted in the form of a letter.

Failure by a Proponent to declare any potential conflict of interest or to obtain a waiver of any such conflict shall be grounds for the Municipality to disqualify a proposal or terminate any Contract formed without liability and for cause.

Lobbying

In order to ensure fairness to all Proponents, the Municipality shall endeavor to prevent unfair advantage created by lobbying. Therefore, the Municipality reserves the right to disqualify, at any time and at its sole discretion, any Proponent engaging in lobbying in connection with a competitive process between a date that is no later than the date of issue of the document and the date of signing of a contract between the Municipality and the successful proponent. The Municipality may disqualify a proponent at any time in the procurement process, including after the selection process has been completed.

Lobbying may include any activity that the Municipality, in its sole discretion, determines has or may give an unfair advantage to one Proponent relative to other Proponents. Without limiting the foregoing, lobbying may include:

• Verbal or written approaches to any Municipality staff other than those identified as contacts in the procurement document; or
• Verbal or written approaches to any member of the Municipality or Council.

Designated Official/Communication

The designated official for the RFP is Marc Serre, Chief Administrative Officer. All inquiries regarding this RFP should be submitted through the Chief Administrative Officer.

Proposal Submission

Care should be exercised in reading and completing all bid submission requirements as failure to comply with such may disqualify your bid submission.

Timelines

The Proponent will not be permitted to start work on this project until after all required documentation has been received and an Executed Agreement has been issued.

The Project is to be completed by December 31, 2026. Proposals should include a schedule for the project, including key dates for meetings, deliverables and input required from all stakeholders.

Contract Term

The period of the contract will be as laid out in the work plan submitted by the Respondent. Further review, including requesting additional information, could extend the timeframe for the contract services beyond the initial forecasted contract term. The work plan should demonstrate the ability to complete the project within the December 2026 timeframe.

 

Section 2 – General Terms and Conditions

Workplace Safety and Insurance Board (WSIB)

The Service Provider certifies that it is in full compliance with the Workplace Safety and Insurance Act. A copy of the Clearance Certificate must be submitted by the successful Service Provider upon notification of the award and prior to commencing work. Updated Clearance Certificates should be provided during the course of the contract.

Accessibility for Ontarians with Disabilities Act, 2005 (AODA)

Under the Accessibility for Ontarians with Disabilities Act, 2005, as may be amended from time to time, the Service Provider providing the services contemplated herein shall ensure that every person in relation to this contract, who deals with members of the public or other third parties on behalf of the Municipality, or provides goods, services, or facilities on behalf of the Municipality, has received all training required by Section 6 of Ontario Regulation 429/07, Accessibility Standards for Customer Service, and Section 7 of Ontario Regulation 191/11, Integrated Accessibility Standards.

Approvals

Prior to the commencement of the work, the Service Provider is responsible for determining and obtaining the necessary approvals, permits and licences required by all applicable legislation and regulations pertaining to the nature of the work. Copies of all such approvals, permits and licences must be provided to the Municipality, upon request, prior to commencement of the work.

Advertising

No advertising or other rights will form part of this contract.

Laws and Regulations

The Service Provider is assumed to have made themselves familiar with and will abide by all Federal, Provincial, Municipal and Local laws, rules and regulations which in any way affect the work, and no plea of misunderstanding will be considered on account of ignorance thereof. If the Service Provider shall discover any provisions in the specifications or contract that are contrary to or inconsistent with any law, rule or regulation, it shall at once report it to the Municipality’s Representative, in writing.

Payments and Pricing

All pricing shall be inclusive of all travel, training, disbursements, etc., as no additional charges will be accepted by the Municipality. All unit prices tendered for this requirement shall be in Canadian funds,

H.S.T. extra where applicable.

Change Orders

Change Orders must be approved in advance, in writing, by the Chief Administrative Officer.

Consultants Insolvency

The Agreement may be terminated at the Municipality’s option, effective upon written notice to the Service Provider in the event that the Service Provider files for bankruptcy, becomes insolvent, makes an assignment for the benefit of creditors, or has a receiver appointed, or any proceeding is demanded for, by or against the Service Provider under any provision of the Bankruptcy and Insolvency Act, as amended or any applicable Provincial Law.

Assignment

Neither this Proposal nor the right to receive payment hereunder may be assigned or transferred without the prior express written consent of the Municipality and any attempted assignment shall be void and of no force or effect against the Municipality.

Subcontractors

The Service Provider shall not, without the written consent of the Municipality’s Representative, make any assignment or sub-contract for the provision of any goods or services hereby proposed.

Termination

Subject to the provisions below, the Contract may be terminated by the Municipality upon thirty (30) days advance written notice to the Service Provider; if any work or service hereunder is in progress, and not completed as of the date of termination, then the Contract may be extended upon written approval of the Municipality until said work or services are completed and accepted.

Termination for Convenience – The Municipality may terminate this Contract for convenience at any time in which case the parties shall negotiate reasonable termination costs.

Termination for Cause – In the event of Termination for Cause, the thirty (30) days advance notice is waived, and the Service Provider shall not be entitled to termination costs.

Termination Due to Unavailability of Funds in Succeeding Fiscal Years – If funds are not appropriated or otherwise made available to support continuation of the performance of this Contract in a subsequent fiscal year, then the Contract shall be cancelled and, to the extent permitted by law, the Service Provider shall be reimbursed for the reasonable value of any non-recurring costs incurred but not amortized in the price of the supplies or services delivered under the Contract.

Contractual Disputes

The Service Provider shall give written notice to the Chief Administrative Officer of intent to file a claim for money or other relief within ten (10) calendar days of the occurrence giving rise to the claim or at the beginning of the work upon which the claim is to be based, whichever is earlier.

The written claim shall be submitted to the Treasurer no later than sixty (60) days after final payment. All disputes related to this Contract shall be resolved as follows:

• A meeting between the Vendor and the Chief Administrative Officer; if the dispute is not resolved then,
• The decision can be appealed to the Chief Administrative Officer; if the dispute is still not resolved then,
• The decision can be appealed to the Municipality Council.

Severability

In the event that any provision shall be judged or decreed to be invalid, such ruling shall not invalidate the entire Agreement but shall pertain only to the provision in question and the remaining provisions shall continue to be valid, binding and in full force and effect.

Counterparts

This Agreement and any amendment or other document related to the Agreement may be executed in counterparts, each of which will constitute an original, and all of which will constitute one agreement.

Photographic, Facsimile and Electronic Signatures and Electronic Delivery

Each party agrees that a photographic or facsimile copy of a signature evidencing a party’s execution of this Agreement, or any amendment or other document related to the Agreement, will have the same force and effect as a manual signature. This Agreement and any amendment or other document related to the Agreement may be signed electronically. Each Party agrees that electronic signatures, whether digital or encrypted, of the parties included in this Agreement are intended to authenticate this writing and to have the same force and effect as manual signatures. Electronic signature means any symbol, or process attached to or logically associated with a record and executed and adopted by a party with the intent to sign such record. Delivery of an executed copy of this Agreement or any amendment or other document related to the Agreement, by facsimile or electronic transmission constitutes valid and effective delivery.

Allocation of Risk

The Municipality shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Proponent by reason of non-acceptance by the Municipality of any Proposal submission or by reason of any delay in its acceptance.

Errors and Omissions

The Municipality shall not be held liable for any errors or omissions in any part of this RFP. The information contained in this RFP is supplied as a guideline for Proponents and is not necessarily comprehensive or exhaustive. Nothing in the RFP is intended to relieve the Proponents from forming their own opinions and conclusions.

Municipal Freedom of Information and Protection of Privacy Act

All correspondence, documentation and information provided to the Municipality, including the submissions of proposals, shall become the property of the Municipality. As such, these items are subject to the Municipal Freedom of Information and Protection of Privacy Act and may be subject to release pursuant to the Act. Proponents are reminded to identify in their proposal any specific, scientific, technical, commercial, proprietary, or similar confidential information, for which disclosure could cause them injury. Complete proposals are not to be identified as confidential.

 

Section 3 – Terms of Reference

Purpose

The Municipality is seeking proposals from competent and qualified vendors to complete a Community Strategic Plan. The purpose of a Community Strategic Plan is to establish a shared vision and priorities for the future development and improvement of a community. The plan will define the priorities for the Community over the next ten years that will set us on a path to achieving this vision, including setting longer term goals which stretch beyond the current term of Council.

The anticipated measurable economic benefits are:

• Increased Efficiency: An outcome of the plan is matching the municipal facilities to community demand. This efficiency can lead to cost savings in various municipal operations. Right sizing Facilities for planned strategic direction.
• Improved Infrastructure: A well-defined strategic plan can prioritize infrastructure projects essential for economic development, such as roads, utilities, and public facilities. Better infrastructure attracts businesses, residents, and investors, thereby boosting economic activity. e.g which roads to upgrade.
• Attracting Investment: A clear strategic plan communicates the municipality's vision and potential for growth, making it more attractive to investors and businesses seeking stable environments for investment. This can lead to increased capital investment and job creation.
• Tourism Development: Outline initiatives to promote tourism, preserve natural resources, and enhance recreational facilities. This can result in increased visitor spending and revenue generation for local businesses.
• Housing: Strategies to encourage and attract new development and affordable housing to the municipality..
• Funding: Strategies and application assistance to secure multi-level funding opportunities for the Municipality
• Revenue Diversification: By identifying new revenue streams and economic opportunities, a strategic plan can help diversify the municipality's revenue base. This reduces reliance on a single source of income (such as property taxes) and enhances fiscal sustainability.
• Workforce Development: Investing in workforce development programs and education initiatives outlined in the strategic plan can create a skilled labor force attractive to businesses. With the anticipated new subdivision, the impact on available local workforce may impact new business development.

From The above, the measurable outcomes are:

• Number of new housing (Short to mid-term)
• Number of new businesses (long term)
• Number improved efficiency and usefulness of municipal facilities
• Number of users
• Cost savings
• Increase municipal and business revenue

Scope

The Council of the Municipality of Markstay-Warren is looking for an innovative, priority-oriented Community Strategic Plan that addresses both internal organizational capacities, review of existing service levels across all departments, and considers external challenges and opportunities.

The purpose of the Municipality of Markstay-Warren Community Strategic Plan RFP is to develop a community and organizational strategy that includes a long-term vision and values, together with medium term objectives and priorities and shorter-term action plans. The Municipality understands that there are a variety of perspectives, models, and approaches that can be used to develop a strategic planning document. The selected proponent, therefore, should be able to determine which model or model(s) would be best suited to meet the needs of the Municipality, enabling the Municipality to complete its organizational goals.

The 2025-2030 Community Strategic Plan will be a guiding framework as the Municipality navigates a period of transformational change. It will focus on economic, employment and community development directions. These directions are intended to help improve the quality of life for Municipality of Markstay-Warren residents, as well as position the Municipality on all aspects of community development. This plan should support growth, including reflecting the needs and expectations of the growing community, fiscal responsibility, and a clear path to achieving goals identified within it. The plan must focus on identifying high- and mid-level priorities to address challenges identified in existing reports, studies, and documents provided by staff as well as new research and consultation conducted as part of this strategic planning process. It must include input contributed through Council, staff, and community stakeholder consultations, as well as key values and guiding principles to assist direction and decision making, and recommended implementation actions to achieve strategic vision and goals, along with potential timelines for implementation.

Proponents are requested to provide detailed information on options for community and staff consultation as part of their proposal. Previous strategic and other plan materials will be provided to the proponent as background information. The Strategic Plan should include methods (including strategy and specific actions, with first steps) to accomplish the goals of the Municipality. The plan should also include actions to enhance the success of the long-term strategies. This will enable the Municipality to experience and report quick successes. The Strategic Plan should include a summary of critical issues facing the Municipality in its effort to meet the goals set forth in the plan, as well as available resources that can be utilized. Each Proponent, by submitting a Proposal, represents that the Proponent has read, completely understands, and accepts the terms and conditions of this RFP in full and agrees that should its Proposal be successful, the Proponent will enter into a service contract with the Municipality of Markstay-Warren.

The Proponent can expect a close working relationship with Council and the Chief Administrative Officer and key Municipal personnel throughout the assignment.

The Municipality of Markstay-Warren reserves the right to control all aspects of the Strategic Planning process. The Proponent shall not conduct surveys or meetings with staff or other persons without receiving prior approval from the Municipality. Proponents are requested to provide detailed information on options for community and staff consultation, including the approach to consultation, and the associated cost and the timeframe involved. Proponents are further requested to recommend the most effective and efficient method of engaging stakeholders in the community strategic planning process. As part of the deliverables, it is anticipated that the proponent will prepare a communication/consultation strategy which will form the basis of the consultation process for the project. This would be for both the internal and external aspects of the project. The communication strategy shall identify the best means of communicating with the public and target groups.

The above scope work may be adjusted by the Municipality as appropriate to achieve a strategic plan that meets the vision of residents, organizations, funding agencies, and Council. The Strategic Plan is a living document and should undergo periodic review and adjustments to reflect progress toward achievement of goals. For this reason, flexibility should be an important aspect of the Plan.

A final report of the Strategic Plan document should include a consolidation of the work completed, including the reasoning for all decisions and recommendations. The Proponent will be required to submit a draft Community Strategic Plan for review and may be required to make changes to the submitted draft following review. The plan, inclusive of any required changes, will become the final and published plan. This document and any supporting documents should be produced in both paper and digital formats.

Qualifications of the Proponent

The proponent or consulting team shall demonstrate:

• A knowledge and understanding of the community strategic planning process and development of municipal strategic plans
• Expertise and capacity to perform the necessary public consultations with a variety of demographics and communities;
• Experience working with local governments preferably in Northeastern Ontario
• Demonstrated ability to conduct research, write strategic plans and deliver the plans on time and on budget.

The Municipality reserves the right to investigate and evaluate the experience, capability, registration and financial position of any Proponent or consulting team prior to an award of the contract. The Municipality reserves the right to reject any proposal based on the information obtained.

Review Committee:

The CAO will determine the Municipality administration staff who will form part of the review committee and review submissions. The CAO will prepare a recommendation report to Council with respect to the approval of the successful Proponent and award the contract.

Process/Deliverables/Work Plan

The proponent will be responsible for providing expert advice throughout the project, and the deliverables below. The Municipality encourages modification of these general steps by the proponent to achieve a more enhanced, efficient and/or effective outcome.

Develop a work/action plan to achieve the mandate of the RFP. Project Coordination, including regular meetings and status reports to keep the project on schedule and keep identified stakeholders apprised of the process.

Orientation/training of the participants to the process and components of community strategic planning. Reference the other Plans and studies to provide a solid framework for the community strategic plan.

Community and Employee Input, including gathering of stakeholder information and input as well as using appropriate methods of communication and engagement. For the purposes of making the community strategic plan as accurate, inclusive and well-rounded as possible, Proponents must demonstrate how they plan on engaging all aspects of our community (Clubs/Organizations/Not-for- Profits, and other Government agencies).

Research and review the Municipality’s resource information - existing plans and documents pertinent to the comprehensive community strategic plan.

Process and meeting facilitation, assisting discussion and decision making and ensuring that conversations are forward-looking, action oriented and move the participants towards creating a shared future.

Planning, coordinating, and taking minutes of all meetings, including community/employee consultation sessions and meetings with Council and Staff. This can be in conjunction with assigned Municipal staff.

Organize and facilitate public meetings to disseminate and gather information relevant to the process.

Strategic Plan documentation, including development of an interim and final report for the project, including executive summary.

Proposal Submission

Prices/bids must include all incidental costs, and the Respondent must be satisfied as to the full requirements of the RFP. No claims for extra work will be entertained and any additional works must be authorized in writing prior to commencement. Should the Proponent require more information or clarification on any point, it must be obtained in writing prior to the submission of the proposal.

Submissions shall include, but not be limited to, the following information.

• Contact information, including the business or individual’s full name, complete address, telephone number, contact person’s full name and email address
• A brief description of the firm – its clients, history, projects and staff
• An outline of the services provided (Work Plan)
• An outline of experience in similar projects
• A minimum of three (3) references, including a contact name and phone number
• Any other supporting information you may wish to include with your submission

Failure to complete the information as required may result in the submission not being considered. Point by point response is requested. Proponent shall address each and every required item as indicated above.

Closing Date and Time

Sealed proposals clearly marked “Municipality of Markstay-Warren Community Strategic Plan” will be received by:

Marc Serre, CAO Municipality of Markstay-Warren

P.O. Box 79
21 Main Street South, Markstay, ON P0M 2G0

Or by email to  [email protected]

Submission deadline is EOB November 21, 2025

Late proposal submissions shall not be accepted by the Municipality.

Value Added

The respondent should identify if it can offer additional value-added services beyond the scope of the services outlined above which would further aid the Municipality in Community Strategic Planning.

 

Section 4 – Respondent Selection Procedure

Proposals will be assessed on the basis of information provided by the Respondent at the time of submission as well as any additional information provided during subsequent meetings with the Respondent if required.

Evaluation Criteria

Proposals will be assessed against the following criteria. The Municipality reserves the right to shortlist firms for further evaluation and interviews which may alter the final scoring results. Proposals will be scored based on meeting or exceeding the expectations of the established evaluation criteria.

Evaluation Criteria	Weight
Understanding of Municipal Government Sector; especially the challenges/opportunities of the Municipality of Markstay-Warren; most appropriate methodologies and schedules to achieve project goals.	25
Experience on Similar Projects and Past Performance; demonstrated experience and ability to complete a project of this scope, related experience and successful completion of similar projects, ability to meet deliverables and timelines, references of previous projects.	20
Complete, Comprehensive, Creative and Clear Proposal; Completeness (covers all areas outlined) and quality of proposal, creative/innovative (solutions for Municipality vs. Generic), comprehensive (covers all tasks/aspects in sufficient detail); clear, logical and easy to follow presentation and compliance with the requirements of the RFP.	20
Timelines; Schedule for the completed work, decision-making points and responsibilities of the municipality, specifically referencing the proposed timing of the public consultation process.	10
Proposed Fee; Cost effectiveness and the best overall team.	10
Project Manager, Study Team & Disciplines; Leadership, management, communication and presentation skills and qualifications of project manager, qualifications/skills of multi- disciplinary team) appropriate skills sets devoted to tasks.	15
Total	100