This is a service / maintenance or supply contract in Charlottetown, Prince Edward Island. Contact the soliciting agency for additional information.

The City of Charlottetown is a flourishing community of over 40,500 people located on the south shore of Prince Edward Island. Charlottetown is the capital City of Prince Edward Island and is called the "Birthplace of Confederation" after the historic 1864 Charlottetown Conference, which led to Confederation. The City provides a full range of municipal services including general government, police protection, fire protection, planning and development, building inspection, environmental health, environmental development, transportation, recreation and cultural services. The City also operates the Charlottetown Water and Sewer Utility. A Mayor and ten Councillors govern the City. City administration is under the direction of a Chief Administrative Officer (CAO) and Deputy Chief Administrative Officer (DCAO). There are nine departmental managers including a Manager of Human Resources, Manager of Finance, Manager of Water and Sewer Utility, Manager of Parks and Recreation, Manager of Planning and Heritage, Manager of Public Works, Manager of Environment and Sustainability, a Chief of Police, and Fire Chief. The City has an appointed Planning and Heritage Committee who liaise and oversee the administration of planning and heritage services. This committee consists of six individuals including a Chairperson, Vice-Chairperson, two City Councillors, two staff members, the Mayor, as well as the CAO and DCAO. The staff members, CAO and DCAO are non-voting members. Citizens of Charlottetown are generally interested and engaged in civic matters. Over the past decade the City has experienced significant growth pressures. These are due, in part, to a successful provincial immigration program, increasing enrollment in higher education institutions, a booming tourism industry, and an increase in telecommuting opportunities created by the COVID-19 pandemic which has resulted in people moving to the province from more urban areas of the country. This has created new demands on the City for housing, infrastructure, parks, recreation, heritage protection, finance and so on, with impacts on staffing and service delivery. Over this, looms the climate crisis which poses a significant challenge to the City, particularly with respect to sea level rise and flooding. Given these challenges, the City is embarking on a process to prioritize and coordinate its actions towards a desired future within a Planning Framework illustrated in the Figure below. The Project described in this RFP represents the first steps in this process. Deadline for submission of questions (5:00 pm local time) February 24, 2022 Deadline for delivery of intent to submit a Proposal (5:00 pm local time) February 24, 2022 Contract award and execution of Contract March 14-18, 2022 Kick-off meeting March 21-25, 2022 Public engagement begins April, 2022 Draft Strategic Plan submitted May 30, 2022 Final Strategic Plan submitted June 20, 2022 Official Plan public consultation commences September, 2022 Draft Official Plan submitted February, 2023 Consultations on Draft Official Plan March, 2023 Final Official Plan April, 2023 Public Hearing on Official Plan June, 2023 Due to current COVID-19 restrictions, the City will be allowing Proponents to submit electronic copies of their Proposals as the sole method of submission. No paper copies will be required or accepted. Submissions must be received no later than 2:00 PM (local time) on the closing date noted above. Due to file size restrictions on our email server, the City has established an alternative electronic method of submission for Proposals. The City will create a secure file folder on Microsoft Onedrive and will require all Proponents to confirm, by email, their intent to submit a Proposal. All "Intent to Submit a Proposal" emails from Proponents must be submitted to tenders@charlottetown.ca no later than 5:00 PM (local time) on the Last Day for Submission of Questions (February 24, 2022) as indicated in Section 2.6 of this RFP. On February 25, 2022, the City will provide a secure link to the Onedrive file folder to all those Proponent's on the "Intent to Submit a Proposal" list. Please note that without this link, a Proponent will not be able to submit a Proposal. It is therefore vital that all Proponents indicate their intention to submit a Proposal by email prior to the deadline established above. It is the Proponent's responsibility to ensure that their submission is received in the folder by the deadline noted above. The selection of the successful Consultant shall be done, upon approval by City Council, as soon as practical after proposal evaluations have been completed (see Section 4.0 for more information on evaluation of Proposals). Results of this Request for Proposal will be posted on the City portal. This RFP creates no obligation on the part of the City to award the contract to any Proponent or to reimburse proponents for Proposal preparation expenses. The City reserves the right to accept or reject any and all Proposals, in whole or in part, received as a result of this RFP, and to negotiate in any manner necessary to best serve the interest of the City. The decision on which Proposal best satisfies the needs of the City rests solely with the City and any decision is not open to appeal. Submissions will not be evaluated if the Proponent's current or past corporate or other interests may, in the City's opinion, give rise to a conflict in connection with this Project. The City specifically reserves the right to reject all Proposals if none are considered to be satisfactory and, in that event, at its option, to call for additional proposals. No term or condition shall be implied, based upon any industry or trade practice or custom, any practice or policy of the City or otherwise, which is inconsistent or conflicts with the provisions contained in these conditions. At the election of the City, whether or not a Proposal or Proponent otherwise satisfies the requirements of the RFP, the City may reject summarily any Proposal received from a corporation or other person which has been anywise involved in litigation, arbitration or alternative dispute resolution with the City within the five year period immediately preceding the date on which this RFP was published. The City's evaluation may include information provided by the Proponent's references and may also consider the Proponent's past performance on previous contracts with the City or other institutions. The City will pay the successful Consultant via Electronic Funds Transfer. The successful Consultant will be required to provide the necessary information for registration on the City's payment system. Any questions in respect of this RFP, please contact the City Controller at tenders@charlottetown.ca. Questions must be received by the Question Deadline. The Method of Contractor Selection has not been determined at this time.