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09 - September 9, 2025 Committee of the Whole Agenda PackageElgmCounty Elgin County Council Committee of the Whole Meeting Orders of the Day Tuesday, September 9, 2025, 9:30 a.m. Council Chambers 450 Sunset Drive St. Thomas ON Note for Members of the Public: Please click the link below to watch the Meeting: https://www.facebook.com/ElginCounty Accessible formats available upon request. Pages 1. Meeting Call to Order 2. Approval of Agenda 3. Adoption of Minutes 2 4. Disclosure of Pecuniary Interest and the General Nature Thereof 5. Members' Motions 6. Reports of Council, Staff or Outside Boards 6.1 Manager of Administrative Services/Deputy Clerk - Elgin County 7 Initiatives to Support Rip Current Project 6.2 Senior Planner - Draft Plan of Subdivision 34T-MA23001, Township of 10 Malahide, 9270 Rogers Road 6.3 Director of Engineering Services - Roundabout Landscaping Options 35 6.4 Director of Engineering Services - Routine and Emergency Maintenance 40 Services for Traffic Control Signals — Contract Award (RFP No. 2025- P09) 6.5 Director of Engineering Services - Village of Fingal Reconstruction - 80 Contract Award (Tender No. 2025-T32) 7. Adjournment Elgin County Council Committee of the Whole Meeting Minutes August 12, 2025, 10:00 a.m. Council Chambers 450 Sunset Drive St. Thomas ON Members Present: Warden Grant Jones Deputy Warden Ed Ketchabaw Councillor Dominique Giguere Councillor Mark Widner Councillor Jack Couckuyt Councillor Andrew Sloan Councillor Todd Noble Councillor Mike Hentz Councillor Richard Leatham Staff Present: Blaine Parkin, Chief Administrative Officer/Clerk Nicholas Loeb, Director of Legal Services Michele Harris, Director of Homes and Seniors Services Brian Masschaele, Director of Community & Cultural Services Peter Dutchak, Director of Engineering Services Mat Vaughan, Director of Planning and Development Holly Hurley, Director of People & Culture Katherine Thompson, Manager of Administrative Services/Deputy Clerk Jenna Fentie, Legislative Services Coordinator Stefanie Heide, Legislative Services Coordinator Jeff Brooks, Manager of Emergency Management Meeting Call to Order The meeting was called to order at 11:16 a.m. with Warden Jones in the chair. 2. Approval of Agenda Resolution Number: CW25-47 Moved by: Deputy Warden Ketchabaw Seconded by: Councillor Hentz RESOLVED THAT the agenda for the August 12, 2025 Committee of the Whole Meeting be approved as presented. Motion Carried. 3. Adoption of Minutes Resolution Number: CW25-48 Moved by: Councillor Giguere Seconded by: Councillor Sloan RESOLVED THAT the minutes of the meeting held on July 8, 2025 be adopted. Page 2 of 83 Motion Carried. 4. Disclosure of Pecuniary Interest and the General Nature Thereof None. 5. Members' Motions None. 6. Reports of Council, Staff or Outside Boards 6.1 Director of People & Culture - Group Benefits Consultant — Contract Award (RFP No. 2025-P19) The Director of People & Culture presented the report seeking Council's approval to award the contract for a Group Benefits Consultant to People Corporation for a five (5) year term in the amount of $350,000 excluding HST. Resolution Number: CW25-49 Moved by: Deputy Warden Ketchabaw Seconded by: Councillor Leatham RESOLVED THAT the contract for a Group Benefits Consultant, Request for Proposal 2025-P19 be awarded to People Corporation for a five (5) year term in the amount of $350,000.00 (excluding HST); and THAT staff be authorized to extend the contract for an additional five (5), one (1) year terms; and THAT the Warden and Chief Administrative Officer be directed and authorized to sign the contract. Motion Carried. 6.2 Senior Planner - Official Plan Amendment No. 25 in the Town of Aylmer The Senior Planner presented the report recommending that County Council approve Official Plan Amendment No. 25 to the Official Plan of the Town of Aylmer. Resolution Number: CW25-50 Moved by: Councillor Couckuyt Seconded by: Councillor Noble RESOLVED THAT the Council of the Corporation of the County of Elgin approves Official Plan Amendment No. 25 to the Official Plan of the Town of Aylmer; and THAT staff be directed to provide Notice of this Decision in accordance with the requirements of the Planning Act. Motion Carried. 6.3 Senior Planner - Draft Plan of Subdivision 34T-MA24001, Township of Malahide The Senior Planner presented the report recommending that County Council grant draft plan approval to the Draft Plan of Subdivision 34T- MA24001, Township of Malahide, 12044 Dorchester Road. Steve Cornwell, Planner from CJDL Engineering and Dick Greenway each provided comments related to the report. Page 3 of 83 Resolution Number: CW25-51 Moved by: Councillor Giguere Seconded by: Councillor Noble RESOLVED THAT the Council of the Corporation of the County of Elgin grants draft plan approval to Draft Plan of Subdivision 34T-MA24001, Township of Malahide, 12044 Dorchester Road, by Cyril J Demeyere on behalf of Kevin & Rosemary Saarloos, dated January 15, 2024; and THAT staff be directed to provide notice of decision subject to the conditions of final approval in accordance with the requirements of the Planning Act. Defeated. 6.4 Director of Planning and Development - Update on Planning and Development Department The Director of Planning & Development presented the report seeking Council's approval to hire a senior policy planner to respond to increased workload of both County and Local Municipal Partner planning projects. Resolution Number: CW25-52 Moved by: Deputy Warden Ketchabaw Seconded by: Councillor Hentz RESOLVED THAT the report titled "Update on Planning and Development Department" from the Director of Planning and Development dated August 12, 2025 be received and filed; and THAT Council utilize the 2025 Planning Department budget to hire a senior policy planner to help provide additional policy planning expertise and capacity for both County related projects and Local Municipal Partner planning projects. Motion Carried. 6.5 Director of Engineering Services - Transportation Master Plan — Study Recommendations Councillor Couckuyt left the meeting at 12:30 p.m. Council recessed at 12:30 p.m. and reconvened at 1:13 p.m. The Director of Engineering Services presented the report seeking Council's approval for the Draft Multimodal Transportation Networks and Strategies in order to move on to the next phase of the development of the County's Transportation Master Plan (TMP). Wendy MacMillan, a representative from the Elgin -St. Thomas Age Friendly Committee, provided comments related to the Transportation Master Plan Study Recommendations. Resolution Number: CW25-53 Moved by: Councillor Leatham Seconded by: Councillor Hentz RESOLVED THAT the report titled "Transportation Master Plan — Study Recommendations" from the Director of Engineering Services dated August 12, 2025 be received and filed; and THAT the attached "Draft Multimodal Transportation Networks and Strategies" presentation, outlining the TMP's Draft Recommendations be Page 4 of 83 approved so that the study can proceed to the final TMP implementation report (Phase 4). Motion Carried. 6.6 Director of Legal Services - LS 25-3 — Elgin County Shared Services The Director of Legal Services presented the report that provides information about the contracted services that the County provides for other public entities, ad hoc consulting services and centralized services, and is seeking Council's direction for staff to prepare standard terms and conditions for those services for Council's consideration at a future meeting. Resolution Number: CW25-54 Moved by: Councillor Sloan Seconded by: Councillor Noble RESOLVED THAT the report titled "LS 25-3 — County Shared Services" from the Director of Legal Services dated August 12, 2025 be received and filed; and THAT staff develop a philosophy and policy framework to govern when and how the County will sell services to external organizations to be considered by Council at a future meeting. Motion Carried. 6.7 Director of Legal Services - LS 25-4 Elgin-Medavie Leases The Director of Legal Services presented the report seeking Council's authorization to enter into 2024-2026 leases for all ambulance bases and the community paramedicine office with Medavie EMS Elgin Ontario Inc. Resolution Number: CW25-55 Moved by: Councillor Leatham Seconded by: Councillor Giguere RESOLVED THAT Council receive the report titled "LS 25-4 Elgin- Medavie Leases" dated August 6, 2025 from the Director of Legal Services and file it for information; and THAT Council authorize the CAO and Warden to execute leases with Medavie EMS Elgin Ontario Inc. for all ambulance bases and the Community Paramedicine offices in the County Administration Building, as set out in this report. Motion Carried. 6.8 Chief Administrative Officer/Clerk - Live Fire Training Structure and Exterior Live Fire Training System for Elgin -Middlesex Regional Fire School — Contract Award The Chief Administrative Officer/Clerk presented the report that provides details on the Request for Proposal (RFP) that was issued to solicit proposals from firms capable of providing Fire Training Structures and seeks Council's approval to award the contract. Resolution Number: CW25-56 Moved by: Deputy Warden Ketchabaw Seconded by: Councillor Hentz RESOLVED THAT the contract for the design, supply, installation and training associated with a Class A Live Fire Training Structure and Page 5 of 83 Equipment, Request for Proposal 2025-P08 be awarded to Drager Canada Ltd. in the amount of $659,000 (excluding HST); and THAT the Class B Exterior Live Fire Training System be purchased from Drager Canada Ltd. in the amount of $66,520.00 (excluding HST); and THAT additional fire training props for the Class B Exterior Live Fire Training System be purchased from Drager Canada Ltd., in an amount not to exceed $70,000 (excluding HST); and THAT the Manager of Procurement & Risk be directed and authorized to issue a purchase order for this project. Motion Carried. 7. Adjournment Resolution Number: CW25-57 Moved by: Councillor Widner Seconded by: Councillor Sloan RESOLVED THAT we do now adjourn at 2:29 p.m. to meet again on September 9, 2025 at 9:30 a.m. Motion Carried. Blaine Parkin, Grant Jones, Chief Administrative Officer/Clerk. Warden. Page 6 of 83 ElginCounty Report to Committee of the Whole From: Katherine Thompson, Manager of Administrative Services/Deputy Clerk Date: September 9, 2025 Subject: Elgin County Initiatives to Support Rip Current Project Recommendation(s): THAT Council authorize staff to move forward with the initiatives proposed to assist the Rip Current Project in advancing its goals and amplifying its message, as contained in the September 9, 2025 report titled "Elgin County Initiatives to Support Rip Current Project." Introduction: In June 2025, Mr. Nathan McIntyre, founder of the Rip Current Project, presented a delegation to Elgin County Council detailing the significant risks associated with rip currents along Lake Erie beaches and highlighting his ongoing efforts to educate the public and prevent drownings. His delegation emphasized the urgent need for awareness, consistent messaging, and collaboration to improve beach safety. Elgin County boasts approximately 100 kilometres of Lake Erie shoreline, attracting thousands of beachgoers each year. Ensuring the safety of residents and visitors is a fundamental component of both public service and economic sustainability. Following Mr. McIntyre's delegation, Council directed staff to explore potential ways the County could support the Rip Current Project's mission. The Economic Development and Tourism, Administrative Services (Communications), and Emergency Management departments collaborated to develop a list of practical, impactful actions to support this important initiative. These ideas were discussed with Mr. McIntyre and are now presented for Council's consideration. Background and Discussion: The following activities are being proposed to assist the Rip Current Project in achieving their goals and amplifying their message: 1. Host a Roundtable with Elgin County Stakeholders Staff recommend organizing a roundtable involving key stakeholders from across the County, including: Page 7 of 83 • Municipal elected officials and staff from shoreline communities • Local tourism operators and associations • Public health and emergency services • Conservation authorities and educational institutions This roundtable would serve as a collaborative forum to explore consistent approaches to signage, educational programming, and public awareness. It would also help guide the Rip Current Project in determining next steps and refining their advocacy strategy. Stakeholders can contribute insights, best practices, and potential partnership opportunities to help expand the initiative's impact. 2. Awareness in 2026 Elgin County Tour Guide and Tourism Platforms Elgin County Tourism and Communications staff will work with the Rip Current Project to develop a dedicated feature in the 2026 Elgin County Tour Guide. This content will: • Raise awareness about rip currents and their dangers • Provide context for when it is and is not safe to swim • Direct readers to resources and safety tips The messaging will also be amplified through: A new "Know Before You Go" section on the County Tourism Website Regular social media outreach during the beach season, promoting water safety best practices and alerts 3. Advising on Access to County Funding Programs The County can provide guidance to the Rip Current Project on applying for the County of Elgin Grant and Sponsorship Program. This funding could support the initiative's efforts to expand its reach and improve public engagement through: • Enhanced marketing and promotional materials • Improved digital presence and outreach • Development of educational tools and online content 4. Featuring Drowning Prevention in the 2026 Emergency Preparedness Symposium Elgin County's Emergency Management Department hosts an annual symposium during Emergency Preparedness Week in May, featuring a range of public safety topics. In 2024, for example, the County held a Severe Weather Symposium. Staff propose that the 2026 symposium focus on Drowning Prevention, including: • Presentations from experts in water safety and rescue • Discussions on Rip Current risks and mitigation strategies Page 8of83 This event would be an excellent platform to elevate freshwater drowning prevention as a priority safety concern and provide attendees with actionable knowledge and tools. Financial Implications: There are no direct financial implications for the County of Elgin. All of these initiatives can be contained within the existing approved budget. Advancement of the Strategic Plan: The work to assist with Rip Current awareness and safety aligns with Elgin County's Strategic Plan — Strategy 5: Community Well-being and Inclusivity, supporting Goal 3: Improve Public Health and Social Services across the County. By promoting water safety and increasing public education on rip currents, this initiative contributes to a healthier, safer community for residents and visitors alike. Local Municipal Partner Impact: None. Communication Requirements: Should staff be authorized to undertake the initiatives contained in this report, this will be communicated to the Rip Current Project. Additionally, staff will begin development of educational materials for the Tour Guide, Tourism Website, and Social Media. Conclusion: The delegation from the Rip Current Project brought much -needed attention to a critical and growing public safety concern along Elgin County's shoreline. The proposed actions above represent meaningful and achievable steps that the County can take to support this grassroots initiative. By facilitating collaboration, enhancing education, and supporting outreach, Elgin County has an opportunity to contribute to the prevention of future tragedies and position itself as a model for waterfront communities across the province. All of which is Respectfully Submitted Approved for Submission Katherine Thompson Blaine Parkin Manager of Administrative Services/Deputy Clerk Chief Administrative Officer/Clerk Page 9of83 ElginCounty Report to Committee of the Whole From: Diana Morris, Senior Planner Date: September 9, 2025 Subject: Draft Plan of Subdivision 34T-MA23001, Township of Malahide 9270 Rogers Road Recommendation(s): THAT the Council of the Corporation of the County of Elgin grants draft plan approval to Draft Plan of Subdivision 34T-MA23001, Township of Malahide 9270 Rogers Road, by Strik, Baldinelli, Moniz Ltd on behalf of Peter and Anita Wiebe, dated November 18, 2024; and THAT staff be directed to provide notice of decision subject to the conditions of final approval in accordance with the requirements of the Planning Act. Introduction: This report will provide County Council with information required to consider granting approval to the above noted draft plan of subdivision, in accordance with Section 51 of the Planning Act, the Council of the County of Elgin, as "Approval Authority," is required to make a decision which gives approval or refusal for a proposed draft plan of subdivision. At the Committee of the Whole meeting held on May 27, 2025, County Council endorsed staff's recommendation of approval for the draft plan of subdivision application subject to the conditions found in Appendix F. Following the Committee of the Whole meeting and prior to the Council Meeting for final approval, County Planning Staff were advised by the Town of Aylmer that they wish to comment on the proposed development. The application was then referred to a future Committee of the Whole meeting. This would allow the Town of Aylmer adequate time to review the submission and provide comments. Background and Discussion: The County of Elgin received a draft plan of subdivision for the above noted subject lands, located in the `suburban' area of the Township of Malahide, east side of Rogers Road, as shown in Appendix A- Location Map. The subject lands directly abut institutional and residential uses to Page 10 of 83 the north and are approximately 200m south of Highway 3. Low density residential uses are located to the west and south of the subject property. The subject lands consist of a total area of approximately 3.4ha (8.4ac), an approximate frontage of 167m (547.9ft) of frontage along Rogers Road. The lands are currently vacant. The owners are proposing to develop the subject lands as an infill residential subdivision which includes the creation of eleven (11) rural residential lots that will have vehicular access via a new roadway which will intersect with Rogers Road to the west and terminate into a temporary turning circle at the eastern end of the subject lands. The Draft Plan of Subdivision is shown in Appendix B of this report. The proposed is consistent with the Provincial Planning Statement (PPS) as it is an infill development located within the built-up area of the suburban area of the Township of Malahide and of a scale that can be supported by existing available services (s.2.3.1.2, 2.2.1, 2.3.1.3). The development will also contribute to the provision of additional housing options within the community. Full municipal services are the preferred form of servicing for development within settlement areas (s.3.6.1.2). However, where full municipal services are not available, partial services may be provided to allow for infilling and rounding of development provided that site conditions are suitable for a long-term provision of such services (s.3.6.1.5b). The subject lands have access to partial services (municipal water) but would represent an infill development within the surrounding built-up area. Therefore, the proposed development is consistent with the PPS. The subject lands are within the `Agricultural Area' within the County of Elgin Official Plan(s) (2015 & 2024) as shown on Schedule `A'- Land Use and County Structure Plan, respectively, and also found in Appendix C of this report. While the lands are designated as Agriculture, the County Official Plan mapping is representative of the boundaries delineated in local Official Plans and as a result, the local Official Plan should be consulted for accurate settlement boundaries. In addition, and as stated in Section C2.2 of the County of Elgin Official Plan, it is recognized that certain lands outside of the settlement areas have been designated for non-agricultural development by the lower tier Official Plans and these lands are deemed to not be within the prime agricultural area and are instead subject to the relevant policies of the lower tier Official Plan. The Official Plan supports residential intensification within settlement areas where an appropriate level of servicing is available (C1.1.1 c). A Hydrogeological Study and Preliminary Servicing Report were submitted as part of the application submission in support of the proposed development and concluded that the proposed development can be adequately serviced by municipal water and private septic services. Section E1.2.2, contains criteria for reviewing subdivision proposals including whether there is appropriate servicing available and any negative impacts on adjacent land uses, surface and groundwater are mitigated and the plan is designed to be integrated with the adjacent neighbourhoods. As previously stated, the Hydrogeological Study and Preliminary Servicing Report confirmed that the proposed development and lot sizes can be adequately serviced by municipal water and private septic systems and will not impact groundwater resources. Therefore, the proposed development conforms to the policies of the County Official Plan. Page 11 of 83 The Township of Malahide Official Plan designates the lands as `Suburban Area' on Schedule 'Al'- Land Use Plan, also found in Appendix D of this report. New development is directed to these areas to allow for infill and growth in areas adjacent to built-up areas (s.4.1.1.1). The Official Plan discourages the use of partial services in settlement areas except to allow for infill and rounding of development. Residential development within settlement areas will be permitted on the basis of limited infilling and growth in areas adjacent to built-up areas through consents and small-scale plans of subdivision (s.4.1.2.1). The proposed development will consist of a small- scale subdivision adjacent to the built-up suburban area of the Township. The proposed development will be serviced by municipal water and private septic services which will enable an appropriate level of servicing for the development. Important to note that there are no lands currently within the Township that have full municipal services available. The suburban designation permits a range of non-agricultural uses and new development shall generally consist of commercial, industrial and institutional uses. Residential uses may be permitted on a case -by -case basis where there are already existing residential uses and will not cause land use conflicts. The proposed infill development will not result in any land use conflicts as existing low density residential uses (single -detached dwellings) are located to the south, west and northeast The subject lands are zoned `Small Lot Agricultural- Holding (A4-H-1) as shown on Schedule A, Map G4 of the Township of Malahide Zoning By-law 18-22. In order to proceed with the proposed development, a Zoning By-law Amendment is required to rezone the lands to `Rural Residential - Site Specific' (RR-9-H-1) and `Open Space' (OS). The H-1 holding provision prohibits the development on the property until a subdivision agreement has been registered on the lands. A Zoning By-law Amendment implementing said zoning was passed by By-law No.25-30 by Township Council on May 1, 2025, and can be found in Appendix E. On May 1, 2025, Township of Malahide Council provided a resolution of support for the Draft Plan of Subdivision, subject to the County of Elgin's approval. The subject application proceeded through the standard application process including the preparation, review, and acceptance of a number of technical studies and reports, and the technical circulation to statutory review agencies. The Notice of the application was circulated to property owners as regulated by the Planning Act. However, the Town of Aylmer was not circulated with the original submission. Correspondence provided to Elgin County on June 5, 2025, outlined several concerns relating to the proposed Draft Plan and the related Zoning By-law Amendment by the Town of Aylmer which included concerns regarding servicing of water, servicing of septic and stormwater, boundary adjustment and road layout. It was requested that no approvals be granted until the Town of Aylmer had the opportunity to review and comment on the application(s). On the same day the letter was received (June 10, 2025), Elgin planning staff provided the complete submission to the Town of Aylmer which included Archaeological Assessment, Site Plan, Draft Plan of Subdivision, Geotechnical and Hydrogeological Report, Stormwater Management Report, Reference Plan, Topographical Survey, Environmental Impact Study and Planning Justification Report. Page 12 of 83 The Town of Aylmer has identified the subject lands have the potential for inclusion within the settlement area boundary adjustment discussions between the Township of Malahide and the Town of Aylmer. At the time of writing this report, the negotiations between the LMPs are ongoing and the timing of when a decision will be made regarding any potential boundary adjustments is unknown. The Planning Act requires approval authorities to make decisions on Draft Plan of Subdivision applications within 120 days of application submission. This application has been in review since April 2023, and a decision is required. County staff have had the opportunity to review the subject application under the requirements of the Planning Act, the Provincial Planning Statement, the County Official Plan, and the Township of Malahide Official Plan and are satisfied that the application meets all relevant requirements. Further, a series of conditions to the draft approval have been prepared to accompany the approval, as attached in Appendix F, should County Council deem it appropriate to approve, including conditions from: the Township of Malahide, Enbridge, Bell and Canada Post. Financial Implications: There are no direct financial impacts to the County with respect to approval of this application. Advancement of the Strategic Plan: Planning for and facilitating residential growth within Elgin County. Local Municipal Partner Impact: At the time of writing this report, this decision will directly impact the Township of Malahide. Communication Requirements: Notice of the decision will be sent to all parties that requested notification, to the local Township and to any other person/body prescribed under the Planning Act. Conclusion: Based on the above analysis it is recommended that County Council grant draft plan approval to application No. 34T-MA23001, subject to the conditions in Appendix F, as the application: • Is consistent with the Provincial Planning Statement; • Conforms to the County of Elgin Official Plan and Township of Malahide Official Plan; • Conforms to the Township of Malahide Zoning By-law (18-22), as amended and approved by By-law 25-30, and; • Constitutes good land use planning. Attachments: Appendix A- Location Map Appendix B- Draft Plan of Subdivision Page 13 of 83 Appendix C- Elgin County Official Plan Map(s) Appendix D- Township of Malahide Official Plan Map Appendix E- Approved By-law No. 25-30 (Township of Malahide) Appendix F- Conditions of Draft Plan Approval All of which is Respectfully Submitted, Diana Morris, RPP, MCIP Senior Planner Reviewed by: Mat Vaughan, RPP, MCIP Director of Planning and Development Approved for Submission Blaine Parkin Chief Administrative Officer/Clerk Page 14 of 83 [1) T=LIIN I I 0 ........... . 1�7 -- .......... is 17P W Location Map Legend Subject Site: 9270 Rogers Road Subject Site File Number: Owner: Peter & Anita Wiebe CA: Catfish Creek Conservation Authority A/ County Road Created By: TE Date: 05/09/2025 Township of Malahide Local Road N The Corporation of the County Elgin YV I J Ul M Buildings Prepared By: Planning and Development 0 40 '16 0 k i s /w I -L a w .`SUBJECT SITE 22 � W . goo 0 oaso *ss. n� ,aw 8 sl IF. I� F KEY PLAN e., C LEGAL INFORMATION m� raaT OFLOf]9 CONCESSION Soum OF TALECT ROAD DES ONATED A9NPA "ET t 11R 10469 n ( TOWNSHIP OF -SE OF EL.IN OWNER AUTHORIZATION SURVEYORS CERT/FICATE any,>�s. 0 r i -A— REQUIREMENTS ; 5H0��Nuti ER SECTION m.» N/NG ACT nr, UND SY (77) OF THE PLAN .w+ o:.s sxowN ox PUH " m LAND USE SCHEDULE _ -. REFERENCE DOCUMENTS: _ STRIK z2 m, ORAFf PIAN OF SUED VISIO 0268 BALDINELLI PRELIMINARY PETER WIEBE - - 9269 ROGERS RD so o °�° DP1 �' MONIZ NOTFOR Ar�MER, ow -: —r CONSTRUCTION wsR zea - „.,. sum.,sm .pus m�s Page 16 of 83 Page 17 of 83 Page 18 of 83 OFFICIAL PLAIN OF THE TOWNSHIP of MALAHIDE 1 F SCHEDULE Al TOWNSHIP of IVIIALAHIDE: � � LAND USE ova/nR 0111 �a V, �flrllt, ,I T ` �. nsAE""V, r�l' A 3 yam. _ III r,w.l:IwE. ` .. 4 s µ ," " r %,� " —' e I 10 18LJ"Im17 r 1612 G x"l5 H LIINP i 1� �cNE LM UT1211V r f1 IJNIfL i ,,, i �2 si q,d'Z^_,Au.E;�`N , • 1 LYONS o 24 23,,,,,,. -,._ 10Iw110 ll"la �� N cw �a""'" fllf��d ,"• i 1�1 1 1Y171`3a 1.IN " 1 lPB�Y"111�1- `� /'l TA �� d .. APt�Td --�. 1 y�Alt/l JM^0;1 INE SC V Id�N P IDol° r��//a P E ssf`s N•dlVF Yrtf I�f I ,. 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J fl'A"J�l111wR"IPENHA ENI it V 'I!�� � � �� 1:75,000rIF Kilometres rry fVFllrry 4Ct7 dJA C9ME l - 42- ��°IMI �I� m. ■• l /lu2r (1 tl a �� L 1 / I r a 9.� 1, z l�1�� III° ( �1� f ,,1� Schedule "Al" farms art of �/ � ',tl: ��� r ��i� �IIIIIIUl�1' IIIII' �J fllC � �' s Iles", of Itheiyf¢IalPlanottheT¢we"'"I OI Oof Malahtds and must be readtoParJBrwc�r conjunction with the written text * -. , see Eeew c trA' CFFICIE, CONSOLIDATION Janu; 2©23 NOTICE OF THE PASSING OF A ZONING BY-LAW BY THE CORPORATION OF THE TOWNSHIP OF MALAHIDE Peter & Anita Wiebe (c/o Strik, Baldinelli, Moniz Ltd.) 9270 Rogers Road TAKE NOTICE that the Council of the Corporation of the Township of Malahide passed By-law No.25- 30 on the 1st day of May, 2025 under Section 34 of the Planning Act. AND TAKE NOTICE that any specified person or public body may appeal to the Ontario Land Tribunal in respect to the By-law by filing with the Clerk of the Township of Malahide not later than the 20th day of May, 2025 a notice of appeal setting out the reasons for the appeal, and must be accompanied by the fee required by the Tribunal. PURPOSE AND EFFECT The owners proposed to develop the subject lands as a small infill residential subdivision. The proposed subdivision includes the creation of 11 rural residential lots that will have vehicle access to a new road Street'A' which will intersect with Rogers Road to the west and terminate in a temporary turning circle at the eastern end of the property. The lands are currently zoned "Small Lot Agricultural — Holding (A4-H-1)". The A4 zone is generally applied to lots in rural areas that are primarily used for residential purposes and are over one acre in size. The lands are proposed to be rezoned to the Rural Residential (RR) zone to reflect proposed minimum lot area of 2,000 m2 and their location within the `suburban area' of the Township. Tsr RDA NLRIHSIDE LOT 79 KEY MAP T LB T RDAr. 'shlp;of Malahide TALBOT LINE _E L T 78 TALB DT RO .D SOUTH S O a SUBJECT !ANDS 9270 Rogers Road LOT 9 TALBOT ROAD 'OUTH SIDE 0 40 60 160 0 Meters Public input was acknowledged by the Council at the meeting to consider an amendment to the Zoning By-law held on the 1 st day of May, 2025 and no objections to the amendment were brought forward by the public. ONLY THE APPLICANT, the owner of the subject lands, the Minister, a public body, or a specified person, as defined under the Planning Act, who made oral or written submissions may appeal a by- law to the Ontario Land Tribunal. An appeal to the Ontario Land Tribunal in respect to all or part of this Zoning By-law Amendment may be made no later than 4:30 pm on May 20th, 2025 by either: Online via OLT E-File Service: file a notice of appeal with the Clerk via the Ontario Land Tribunal e-file service (first-time users will need to register for a My Ontario Account) at https://olt.gov.on.ca/e-file-service/ by selecting "Malahide (Township)" as the Approval Authority. If the e-file portal is down, you can submit your appeal to kbrix@malahide.ca" Submit via Mail file a notice of appeal with the Clerk (84 John Street South) no later than 4:30 p.m. on May 20th. If you wish to appeal to the Ontario Land Tribunal (OLT) or request a fee reduction for an appeal, forms are available from the OLT website at www.olt.gov.on.ca. Page 20 of 83 The filing of an appeal after 4:30 p.m., in person or electronically, will be deemed to have been received the next business day. The appeal fee of $1,100 can be paid online through e-file or by certified cheque/money order to the Minister of Finance, Province of Ontario. NO PERSON OR PUBLIC BODY shall be added as a party to the hearing of the appeal unless, before the by-law was passed, the person or public body made oral submissions at a public meeting or written submissions to the council or, in the opinion of the Ontario Land Tribunal, there are reasonable grounds to add the person or public body as a party. The complete By-law is available for inspection in the Township Office during regular office hours. DATED AT THE TOWNSHIP OF MALAHIDE THIS 5TH DAY OF MAY, 2025. Allison Adams, Manager of Legislative Services/Clerk Township of Malahide 87 John Street South Aylmer, ON N5H 2C3 519-773-5344 Note: The present fee with regard to the filing of an appeal to the Ontario Land Tribunal is $1,100.00. (Subject to change without notice.) Page 21 of 83 THE CORPORATION OF THE TOWNSHIP OF MALAHIDE BY-LAW NO.25-30 Being a By-law to amend By-law No. 18-22 Peter & Anita Wiebe 9270 Rogers Road WHEREAS the Council of The Corporation of the Township of Malahide deems it necessary to pass a By-law to amend By-law No. 18-22, as amended; AND WHEREAS authority is granted under Section 34 of the Planning Act, as amended, to pass a By-law; AND WHEREAS this By-law conforms with the Official Plan of the Township of Malahide, as amended; NOW THEREFORE the Council of The Corporation of the Township of Malahide HEREBY ENACTS AS FOLLOWS: 1. THAT the area shown in diagonal hatching on the attached map, Schedule "A", and described as MALAHIDE CON STR PT LOT 79, RP 11R10469 PART 1, Township of Malahide, shall be removed from the "Small Lot Agriculture (A4) Zone" of By-law No. 18-22 and placed within the "Rural Residential (RR) Zone" of By-law No. 18-22 as set forth in this By-law. The zoning of this land shall be shown as "RR-9-1­14" on Key Map G4 of Schedule "G" to By-law No. 18-22, as amended. 2. THAT the area shown in cross hatching on the attached map, Schedule "A", and described as MALAHIDE CON STR PT LOT 79, RP 11 R10469 PART 1, Township of Malahide, shall be removed from the "Small Lot Agriculture (A4) Zone" of By- law No. 18-22 and placed within the "Open Space (OS) Zone" of By-law No. 18-22 as set forth in this By-law. The zoning of this land shall be shown as "OS" on Key Map G4 of Schedule "G" to By-law No. 18-22, as amended. 3. THAT By-law No. 18-22, as amended, is hereby further amended by amending Section 6.7 RURAL RESIDENTIAL (RR) ZONE —'SITE-SPECIFIC' ZONES by, adding the following new subsection. Page 22 of 83 "6.7.9 a) Defined Area RR-9 as shown on Schedule `G, Map No. G4. b) Setback to a Municipal Tile Drain Minimum from Centreline 3 m c) Local Road Setback Minimum from Centreline 95 m 4. THAT this By-law shall come into force: a) Where no notice of objection has been filed with the Township's Clerk within the time prescribed by the Planning Act and regulations pursuant thereto, upon the expiration of the prescribed time; or, b) Where notice of objection has been filed with the Township's Clerk within the time prescribed by the Planning Act and regulations pursuant thereto, upon the approval of the Ontario Land Tribunal. READ a FIRST and SECOND time this 1st day of May, 2025. READ a THIRD time and FINALLY PASSED this 1st day of May, 2025. Ma or — D. Gigue e Clerk — A. Adams Page 23 of 83 TALBOT LINE LANDS - - TO BE REZONED "OS" LANDS _ Q „ p O,BE REZONED w o This is Schedule 'A' to By-law No. 25-30 passed on this 161 day of May, 2025 YOR CLERK " rowNaetva � Y /jam �ALAIidH�>: �-(—�-�- Township of Malahide SCHEDULE W w Comprehensive Zoning -Bylaw No.18-22 Map No. G4 Metres 0 25 50 100 Page 24 of 83 DECISION The conditions to final plan of approval for registration of this Subdivision (File No. 34T- MA23001) as provided by the County of Elgin are as follows: No. Conditions That this approval applies to the draft plan of subdivision prepared by Stirk, Baldinelli, Moniz Ltd. dated November 18, 2024, that shows 11 rural residential lots with access via Street `A' which intersects with Rogers Road and terminates in a turning circle at the eastern end of the lands which are legally described as Part of Lot 79, Registered Plan 11 R-10469, Part 1 at the Geographic Township of Malahide, in the Township of Malahide, County of Elgin. 2. That the Owner shall enter into a subdivision agreement with the Municipality pursuant to the authority of Section 51 (26) of the Planning Act R.S.O. 1990, as amended, wherein the Owner agrees to satisfy all the requirements and conditions of the Municipality, financial, and otherwise, which may include but is not limited to: the payment of fees, provision of roads, installation and capacity of services, sanitary sewage collection system, storm water collection system, water distribution system, utilities, stormwater management facilities, sidewalks, traffic signage, streetlighting system, pavement markings, temporary lot drainage, temporary drainage systems at limits of subdivision phases, fencing, buffering, retaining walls, and trees for the development of the lands within the plan, all in accordance with approved drawings and specifications. The subdivision agreement between the Owner and the Municipality shall contain provisions requiring financial contributions be made and/or secured to the Municipality including all required letters of credit, cash securities and insurances (for a period of time up to and including two years after final completion of all required municipal infrastructure and services). Securities (100% of estimated work on public lands), municipal water and sanitary sewage connection fees, impost fees, deposit for legal fees, costs incurred by the Municipality, Cash in lieu of parkland, and all other associated fees are to be paid upon submission of signed agreement. 3. That the subdivision agreement between the Owner and the Municipality shall be registered against the land to which it applies, and the Municipality is entitled to enforce the provisions of it against the Owner and, subject to the Registry Act and the Land Titles Act, any and all subsequent owners of the lands. 2 Page 25 of 83 4. That the subdivision agreement contains provisions to the satisfaction of the Municipality regarding the phasing of the development, where proposed. The Owner shall submit plans showing any phasing to the Municipality for review and approval if this subdivision is to be developed in more than one registration. The phasing plan shall include the sequence of development, the land area, and the number of lots, blocks, and units for each phase. The Owner agrees that the phasing must also be reflected in all required reports. 5. That prior to final approval by the County of Elgin, the Owner shall submit for review and approval to the Municipality a draft of the final M plan. 6. That the Owner acknowledges that the Municipality may require minor red -line revisions to the draft plan to ensure proper alignment with existing or proposed lots, blocks, streets, and/or facilities on the plan or on lands adjacent to this draft plan and agreed to by the Owners. 7. Prior to final approval, the Owner shall pay in full all financial obligations/encumbrances owing to the Municipality on the subject lands, including property taxes. 8. That the Owner covenants and agrees that the subject lands will not be developed, serviced, altered, disturbed or graded prior to the final plan approval for each respective phase. 9. That the Owner submit all required detailed engineering drawings and reports, with the appropriate review fee, for review and approval to the satisfaction of the Municipality. The engineering design process shall be substantively complete prior to the preparation of the subdivision agreement. 10. That the Owner shall prepare and submit cross sections for the site grading and drainage plans based on the final elevations. These sections will include existing and proposed future grades, source, receiver and barrier/berm ground elevations, berm slopes, sidewalks, boulevards, ditches, stormwater management facilities, etc. 11. That the Owner shall provide easements as may be required for services, utility or drainage purposes, and where required by the Municipality, daylight corners and/or 0.3 metre reserves shall be shown on the final plan and conveyed in a form satisfactory to the Municipality or other relevant agency. 12.That prior to final approval, the Municipality shall confirm that supply capacity is available for all lots in the proposed development. 13.That the Owner shall demonstrate using a water distribution system model that there is adequate water supply and pressure for potable water as well as Fire protection to accommodate the development, to the satisfaction of Municipality. 3 Page 26 of 83 14.That the subdivision agreement between the Owner and the Municipality contain provisions that require that the Owner establish a legal stormwater outlet under the provisions of the Drainage Act to service the subject lands, and shall request any required apportionments under the same, to the satisfaction of the Municipality. 15.That the subdivision agreement should contain provisions stating that any lands containing the stormwater management pond should be assumed by the Municipality. 16.That the subdivision agreement and all agreements of purchase and sale should contain provisions to advise the owners that owners will not undertake activities to impair the discharge of stormwater to its intended outlet. 17. That the Owner agrees to construct maintenance access to the Storm Water Management Facility, storm water bypass routes and overland flow routes to the satisfaction of the Municipality through the detailed design phase. 18.That the Owner shall prepare and submit an Environmental Monitoring Plan designed to evaluate the function, stability and performance of the Storm Water Management Facility from completion and certification to 1 year following assumption of the subdivision to ensure the pond operates as planned under full development conditions. The Owner shall further monitor the storm water management facility during the development process and undertake any necessary cleaning, at the Owner's expense, to ensure the pond operates as designed. 19. That the Owner will develop and implement an "Excess Soil Management Plan" and post any required securities with the Municipality to ensure effective implementation of the Plan prior to any earthworks advancing upon the lands. 20.That the Owner is to adhere to Ontario Soil Regulation O. Reg. 406/19. For inbound fill on lands to be conveyed to the Municipality, the Owner is obliged to ensure that all fill placed on these lands is suitable for the type of land use in which the land is being conveyed to the Municipality (Roads, Park, SWM). The Owner shall undertake the required testing and remediation (if necessary) to ensure the lands/soils are suitable for their intended use (i.e. residential development) and that the lands will remain suitable if/when fill material is brought to the site. 21.That upon draft approval, supporting infrastructure services (water, storm sewers, roads) within the plan of subdivision may be installed, provided the detailed engineering design drawings have been approved by the Municipality, the subdivision agreement has been executed, appropriate financial security has been posted, all relevant fees have been paid to the satisfaction of the Municipality and all requisite government approvals have been obtained and notices given to all public utilities. 4 Page 27 of 83 22.The Owner shall construct all potable water utilities in accordance with the Municipal Drinking Water Works Permit (DWWP) and Municipal Drinking Water License (MDWL). All watermain alterations shall meet or exceed the minimum standards set forth by the MECP for Watermain Design Criteria for Future Alterations Authorized under the Drinking Water Works Permit. The Owner shall provide a detail watermain commissioning plan to the satisfaction of the Municipality. 23. That the Owner agrees to undertake the reconstruction of any existing infrastructure that is required to accommodate the planned road connections and planned servicing connections to the existing watermain as outlined and approved through the detailed engineering approvals. This may include infrastructure which is required to be relocated, improved, upsized or enlarged. Such infrastructure includes but is not limited to storm management facilities, storm sewers, watermains, and roads. 24. That the Owner shall agree to prepare engineering as -constructed drawings, to the satisfaction of the Municipality. 25. That the Owner designs, constructs, stabilizes and has in operation all stormwater management facilities and stormwater outfalls, or appropriate alternative measures, in accordance with the approved Stormwater Management Plan and prior to site alteration for each phase of development. The landscaping plan for the SWM pond must be to the satisfaction of the Municipality. The Owner agrees to plant all vegetation (which is not required for stabilization) within 12 months upon constructing the SWM Pond as per the approved landscape drawings. The Owner shall be entirely responsible for the implementation of these features including financial costs. 26.That the road allowances included on the draft plan shall meet the standards of the Municipality and be shown and dedicated as public rights -of -way on the final plan submitted for approval and registration. 27.That the street(s) within the draft plan of subdivision shall be named to the satisfaction of the Municipality. 28.That the Owner shall agree to obtain all required permits, including but not limited to, Road Occupancy Permits or Entrance Permits, from the Municipality prior to the commencement of any servicing or other works within any Municipality Road right- of-way. 29. That the Owner develop a construction access and site management plan for review and subsequent approval by the Municipality prior to the approval of the Subsivision Agreement. The plan shall, amongst other matters, set out how the Owner will be required to complete a pre -condition assessment of Rogers Road to monitor roadway conditions for those roads used to access the site, throughout the development of the lands and address safety issues to users. The Owner will be required to fully rehabilitate Rogers Road to the pre-existing condition should this 5 Page 28 of 83 roadway be damaged from its use in support of developing the subject lands but not including normal wear and tear. 30. That the Owner will be required to provide a construction access and management plan setting out how they will address issues of noise, mud tracking and dust management and to provide a 24/7 contact number for staff to access a responsible party who has the authority to respond and resolve issues that may arise on these matters. 31. That the Owner shall agree within each phase of the development, that any road that is not a through street at the completion of the phase will be terminated as a temporary turning circle to the satisfaction of the Municipality. 32.That that Owner shall agree to provide adequate fire protection measures and the installation of fire hydrants, to the satisfaction of the Fire Chief for the Municipality and the Director of Public Works. 33. That the Owner shall agree that prior to final plan approval and registration of the plan in whole, or in part, that a fire flow testing report with recommendations regarding servicing of the development to achieve adequate water flow rates and pressures in the water mains for fire protection be prepared and implemented to the satisfaction of the Municipality. 34.That the Owner shall prepare and implement (implementation will be a Subdivision Agreement condition) a Landscape Plan for the stormwater management facility. 35.That the subdivision agreement between the Owner and the Municipality contain provisions that requires the septic systems which include Level IV treatment systems, as per the recommendations of the submitted Geotechnical Report prepared by LDS Consultants, to the satisfaction of the Municipality. 36.That the Owner agrees to provide payment in lieu of parkland dedication of the value of 5% of the land included within the plan of subdivision, with the value of the land to be calculated in accordance with Section 51.1(4) of the Planning Act, as amended. The Owner shall provide an appraisal of the value of the property as required under the Municipality's Parkland Dedication By-law. 37. Prior to final approval for the registration of the subdivision, the Owner shall submit a request for municipal addressing to the Municipality to be prepared by the Municipality and submitted to the appropriate agencies. 38.That the Owner agrees that any unplugged oil or gas wells discovered during the development process must be plugged in accordance with the Oil, Gas and Salt Resources Act at the sole expense of the Owner. 39.That the development agreement between the Owner and the Municipality shall contain a provision requiring the installation of fencing along the rear yards of all lots 6 Page 29 of 83 and western lot boundary of Lots 5 and 11. The location, type, and height of the fencing shall be shown on the appropriate drawing, to the satisfaction of the Municipality. Fencing shall be installed prior to final approval by the Municipality, the cost of materials and installation shall be included in the calculation of securities and will be held to ensure completion. 40.That the subdivision agreement between the Owner and the Municipality contain a provision requiring the owner to notify in writing each person who first offers to purchase any subdivided lot within the plan of subdivision of all approved development charges, including development charges for school purposes, relating to any such lot pursuant to Section 59(4) of the Development Charges Act, 1997, and the Education Act. 41. That any study, report and assessment that is technically reviewed by a third -party qualified professional will be at the discretion of the Municipality, and notification provided to the Owner. The third -party review will be at the Owner's expense. 42. That the owner shall agree to provide private waste/recycling services for the occupied homes of the subdivision, until such time as the rights -of -way are dedicated to the Municipality and the roadways are constructed to a standard that is satisfactory of the Municipality to provide municipal waste/recycling collection services. 43. That the owner shall agree to provide private snow removal/winter control services within the subdivision, until such time as the rights -of -way are dedicated to and assumed by the Municipality. 44.That the Owner acknowledges and agrees to convey to Enbridge Gas Inc. (operating as Union Gas) the necessary easements and/or agreements required for the provision of gas services to the new lots. 45. Prior to final approval, the Owner will provide to Bell Canada the necessary easements and/or agreements required by Bell Canada to service this new development. The Owner further agrees and acknowledges to convey such easements at no cost to Bell Canada. The Owner agrees that should any conflict arise with existing Bell Canada facilities where a current and valid easement exists within the subject area, the Owner shall be responsible for the relocation of any such facilities or easements at their own cost. 46. Prior to final approval the Owner shall ensure that the requirements of Canada Post have been satisfied: a) The developer will consult with Canada Post to determine suitable permanent locations for the Community Mail Boxes. The developer will then indicate these locations on the appropriate servicing plans; b) The developer agrees, prior to offering any units for sale/rent, to display a map on 7 Page 30 of 83 the wall of the sales office in a place readily accessible to potential owners/renters that indicates the location of all Community Mail Boxes within the development, as approved by Canada Post; c) The developer agrees to include in all offers of purchase/rental a statement which advises the purchaser/renter that mail will be delivered via Community Mail Box. The developer also agrees to note the locations of all Community Mail Boxes within the development, and to notify affected owners/renters of any established easements granted to Canada Post to permit access to the Community Mail Box. d) The developer will provide a suitable and safe temporary site for a Community Mail Box until curbs, sidewalks and final grading are completed at the permanent Community Mail Box locations. Canada Post will provide mail delivery to new residents/tenants as soon as the homes/businesses are occupied; and e) The developer agrees to provide the following for each Community Mail Box site and to include these requirements on the appropriate servicing plans: i. Any required walkway across the boulevard, per municipal standards; ii. Any required curb depressions for wheelchair access, with an opening of at least two to three metres (consult Canada Post for detailed specifications); iii. A Community Mailbox concrete base pad per Canada Post specifications. 47.That prior to final approval, the County of Elgin is to be advised in writing by the Municipality how conditions 2-43 have been satisfied. 48. That prior to final approval, the County of Elgin is to be advised in writing by Enbridge Gas Inc. (operating as Union Gas) how condition 43 has been satisfied. 49. That prior to final approval, the County of Elgin is to be advised in writing by Bell Canada how condition 44 has been satisfied. 50. That prior to final approval, the County of Elgin is to be advised in writing by Canada Post how condition 45 have been satisfied. Notes to Draft Approval: That this approval applies to the draft plan of subdivision prepared by Stirk, Baldinelli, Moniz Ltd. dated November 18, 2024, that shows 11 rural residential lots with access via Street 'A' which intersects with Rogers Road and terminates in a turning circle at the eastern end of the lands which are legally described as Part of Lot 79, Registered Plan 11 R-10469, Part 1 at the Geographic Township of Malahide, in the Township of Malahide, County of Elgin. 2. It is the Owner's sole responsibility to fulfill the conditions of draft approval. 3. It is suggested that the Owner be aware of section 144 of the Land Titles Act and subsection 78(10) of the Registry Act. Page 31 of 83 Subsection 144 (1) of the Land Titles Act requires that a plan of subdivision of land that is located in a land titles division be registered under the Land Titles Act. Exceptions to this provision are set out in subsection 144(2). Subsection 78(10) of the Registry Act requires that a plan of subdivision of land that is located only in a registry division cannot be registered under the RegistryAct unless that title of the owner of the land has been certified under the Certification of Titles Act. Exceptions to this provision are set out in clauses (b) and (c) of subsection 78(10). 4. The Owner is advised that in the event that deeply buried archaeological remains should be discovered during construction, it is recommended that archaeological staff of the Ontario Ministry of Tourism, Culture and Sport be notified immediately. Similarly, in the event that human remains should be encountered during construction, it is recommended that the proponent immediately notify the Ontario Ministry of Tourism, Culture and Sport and the Registrar of the Cemeteries Regulation Unit of the Cemeteries Branch. 5. The Ontario Land Surveyor responsible for preparing the final plan for registration should contact the Township of Malahide regarding the preparation of the final plan to ensure the requirements of draft approval are properly addressed in the preparation of the final plan and that the final plan prepared contains sufficient geodetic information to locate the plan within the UTM Coordinate System, North American Datum 1983, prior to submitting the plan for final approval. A digital copy of the final plan, in a form satisfactory to the Municipality, is required as part of the final plan submission. 6. Inauguration, or extension of a piped water supply, a sewage system, or a storm drainage system, is subject to the approval of the Ministry of the Environment under Sections 52 and Section 53 of the Ontario Water Resources Act. 7. The Owner is hereby advised that the review of this plan of subdivision did not include groundwater, soil, or atmosphere testing to fully discount the possibility that waste materials and/or other contaminants are present within or near this subdivision. If either the Owner or the Municipality requires such assurance before proceeding with this plan of subdivision, a team of consultants should be retained to conduct any necessary investigations. 8. The Ministry of the Environment, Conservation, and Parks must be advised immediately should waste materials or other contaminants be discovered during the development of this plan of subdivision. If waste materials or contaminants are discovered, a further approval under Section 46 of the Environmental Protection Act may be required from that Minister. 9. The Owner is advised that if any unplugged petroleum wells or associated works are identified during the development of the site, the owner shall notify the Petroleum Resources Centre of the Ministry of Natural Resources and Forestry. The Owner shall 9 Page 32 of 83 plug the wells and rehabilitate the surface according to the Provincial Standards of the Oil, Gas and Salt Resources Act. The Ministry of Natural Resources and Forestry recommends that no structures be built immediately over a plugged petroleum well. 10.Should the Owner or the Municipality require underground telecommunications facilities to serve this subdivision, the owner must confirm with the Municipality that satisfactory arrangements have been made with telecommunications provider for underground services. The Owner is also advised that, should any conflicts with the existing telecommunications facilities or easements arise, the Owner shall be responsible for realignments or relocation. Further, the Owner is to provide easements as required to service this subdivision. 11. Clearances are required from the Township of Malahide, Enbridge (Union Gas), Bell and Canada Post. If the agency's condition concerns a clause in the subdivision agreement, a copy of the agreement should be sent to them. This will expedite clearance of the final plan. A copy of the agreement is also required by the County of Elgin. 12.AII measurements on subdivision and condominium final plans must be presented in metric units. 13.The final plan must be submitted digitally in AutoCAD (DWG) and Portable Document Format (PDF) with the appropriate citation from the Planning Act used. The AutoCAD (DWG) file must be consistent with the following standards: • Georeferenced to the NAD83 UTM Zone 17M coordinate system. • All classes of features must be separated into different layers. Each layer should be given a descriptive name so that the class of feature it contains is recognizable. 14.The final plan approved by the County of Elgin must include the following paragraph on all copies (3 mylars and 4 paper) for signature purposes: Approval Authority Certificate This final plan of subdivision is approved by the County of Elgin under Section 51 (58) of the Planning Act, R. S. O. 1990, on this day of 20 Manager of Planning 15.The approval of this draft plan of subdivision File No. 34T-MA23001 will lapse on June 10, 2028, pursuant to subsection 51(32) of the Planning Act, as amended. It is the responsibility of the Owner to request an extension of the draft approval if one is 10 Page 33 of 83 needed. A request for extension should be made at least 60 days before the approval lapses since no extension can be given after the lapsing date. The request should include the reasons why an extension is needed and a resolution in support of the extension from Council of the Township of Malahide. 16.The final plan approved by the County of Elgin must be registered within 30 days or the County may withdraw its approval under subsection 51(59) of the Planning Act. 11 Page 34 of 83 ElginCounty Report to Committee of the Whole From: Peter Dutchak, Director of Engineering Services Date: September 9, 2025 Subject: Roundabout Landscaping Options Recommendation(s): THAT the report titled "Roundabout Landscaping Options" from the Director of Engineering Services dated September 9, 2025 be received and filed; and THAT Council provide direction with respect to its preferred landscaping option for inclusion in the 2026 budget for implementation. Introduction: The County of Elgin constructed its first roundabout at the intersection of Elm Line and Centennial Road in 2023. The centre island had been restored with a wild flower seed mix to create a naturalized habitat area. Numerous concerns from the public prompted the Municipality of Central Elgin to cut this area to improve aesthetics. Council has requested staff to present options to permanently restore the roundabout centre island. Background and Discussion: The County of Elgin has completed construction of it first roundabout at the intersection of Elm Line and Centennial Avenue. The roundabout was selected as the best option to improve the former offset intersection that was unable to effectively handle increasing traffic demands. The final design created a roundabout with a 25 metre interior diameter centre island that required a restoration treatment (approximately 500m2 area). At their August 3, 2022 meeting, County Council directed staff to restore the centre island with a native pollinator hydro -seed mix as a low cost, low maintenance restoration option. The pollinator seed mix was effective at establishing ground cover over the island, however this treatment was not received well by the public, who felt this restoration treatment appeared incomplete and not aesthetically pleasing as compared to other roundabout centre island treatments seen within the City of St. Thomas. Council has requested staff to present other options for the landscaping restoration of the centre island. Some available options are presented to Council in this report. Page 35 of 83 Option 1 — Status Quo The simplest and least expensive landscaping option is to retain the existing condition as shown in the photo below taken on August 21, 2025. The vegetation was cut down earlier in the summer and has created a uniform ground cover. Wild flowers, grasses and weeds are present and continue to grow. The island can be cut down annually so that it does not grow too tall. Since cut, no complaints have been received. The cost for the status quo option is approximately $2,500 annually to cut and maintain. Option 2 — Decorative Garden with Native Plantings This is a relatively common roundabout median treatment used by many municipalities, including the City of St. Thomas. This option is offered as a hybrid solution, capturing the aesthetic benefits of a manicured garden, while retaining the environmental benefits of native pollinator plantings. The garden would consist of placed topsoil, a thick mulch bed for weed control and decorated with a variety of native plants. This option would require periodic maintenance and included in the County's annual grass cutting contract used for its facilities. An image of what a decorative perennial roundabout median may look like is provided below. Estimated capital cost to implement this landscaping is $50,000 plus regular maintenance estimated to cost $5,000 annually. Page 36 of 83 Option 3 — Artificial Turf This option is presented to Council as a maintenance free solution that is gaining popularity as a roundabout landscaping solution. Any required landscaping maintenance activity will require extending service contracts to provide maintenance of the centre island. Installing artificial turf over the centre island, will eliminate maintenance activities and reduce lifecycle costs. The turf is expected to have a 15-year service life. The cost to install this treatment is estimated to cost $60,000. Page 37 of 83 Option 4 — Artistic Structure Another option for Council to consider is to install feature artwork to showcase a local theme or to honour our local history. The City of St. Thomas has a few examples of roundabout median artwork structures as provided in the images below. Artistic structures can differentiate municipalities, promote values of cultural expression and can have positive effects in revitalizing social and economic development. If Council would like to explore an artistic structure feature within the roundabout median, a preliminary project budget of $150,000 would be recommended based upon the City of St. Thomas' experience. If this option is endorsed by Council, staff recommends that a sub -committee of Council be established in order to prepare and approve a public Request for Proposal adhering to the County's Procurement Policy. Depending on the selected outcome, annual maintenance of the feature and surroundings would also be necessary. Page 38 of 83 Financial Implications: Project costs to implement Council's preferred solution will be included as 2026 project in the budget and be implemented during the 2026 construction season. Advancement of the Strategic Plan: N/A Local Municipal Partner Impact: None. Communication Requirements: None. Conclusion: Council has requested staff to present options to permanently restore the roundabout centre island at Elm Line and Centennial Avenue. This report presents 4 available options and staff seeks direction from Council for how to proceed. All of which is Respectfully Submitted Peter Dutchak Director of Engineering Services Approved for Submission Blaine Parkin Chief Administrative Officer/Clerk Page 39 of 83 ElginCounty Report to Committee of the Whole From: Peter Dutchak, Director of Engineering Services Mike Hoogstra, Manager of Procurement & Risk Date: September 9, 2025 Subject: Routine and Emergency Maintenance Services for Traffic Control Signals — Contract Award (RFP No. 2025-P09) Recommendation(s): THAT the contract for a Routine and Emergency Maintenance Services for Traffic Control Signals, Request for Proposal 2025-P09 be awarded to Guild Electric Limited for a three (3) year term in the estimated amount of $158,045.00 (excluding HST); and THAT staff be authorized to extend the contract for an additional three (3) years, subject to satisfactory contractor performance reviews and satisfactory pricing for the renewal term; and THAT the Warden and Chief Administrative Officer/Clerk be directed and authorized to sign the contract. Introduction: This report provides details on the Request for Proposal (RFP) that was issued for providing Routine and Emergency Maintenance Services for Traffic Control Signals and seeks Council's approval to award the contract. Backaround and Discussion: An RFP seeking the services of a qualified electrical servicing contractor was recently released to provide routine and emergency maintenance on traffic signals, intersection control beacons, pedestrian crossovers (PXO) and roadway illumination throughout the County. The County currently has nine (9) intersections controlled by traffic signals, one (1) lift bridge controlled by traffic signals, twelve (12) intersections controlled by either overhead intersection control beacons or stop sign flashers, three (3) pedestrian crossovers (PXO) locations and six (6) roadway illumination locations along specific sections of county roads or at roundabouts. The County is currently tendering for one (1) new traffic signal Page 40 of 83 at Ron McNeil Line and Dalewood Road and planning one (1) new traffic signal at Belmont Road and Seventh Avenue in 2026. The primary objective of the RFP is to secure an electrical servicing contractor that will provide annual scheduled maintenance, semi-annual conflict monitor testing, emergency response and routine maintenance and minor system upgrades/repairs to the County's electrical infrastructure. The complete RFP document is attached to this report as Attachment 1. Information that was advertised and posted on the County's Bid Portal page I[,) dsandt ndei �.,.a. including RFP dates, proposals submitted and a complete plan takers list is attached to this report as Attachment 2. The Evaluation Committee (refer to Attachment 3) used a `Quality Based Selection Process' utilizing a "two submission method" procurement process in which proposals were received in two separate submissions. The first submission (part 1) consisting of technical and qualitative information was evaluated based on the following criteria: i) Understanding of the Project, Overview ii) Methodology and Work Plan iii) Corporate Qualifications, Experience and References iv) Key staff qualifications and experience v) References The second submission (part 2) consisting of the corresponding price information was reviewed and evaluated only after the information in the first submission had been evaluated in accordance with the requirements of the RFP document (refer to Attachment 1, Section 3.4). The contractor selected by the Evaluation Committee is Guild Electric Limited. The proposal submitted by Guild was the highest scoring qualified proposal and lowest cost proposal and thus represented the best complete quality submission. All Proponents that submitted a proposal to the County will be advised of the contract award and will be offered a debriefing of their individual proposal submission. Financial Implications: The total cost is estimated to be $158,045 (excluding HST) for a three (3) year term. All work completed under this contract is based on hourly or per service rates. The total amount noted above is an estimate based on the hours provided in the RFP which were based on historical service data for the last three (3) years. Actual amounts will vary per year depending on the quantity and type of service call completed by the contractor. Page 41 of 83 Advancement of the Strategic Plan: The infrastructure maintenance activities enhance and maintain county transportation assets to support current and future community needs, thus supporting Council's strategic strategy of sustainable community growth. Local Municipal Partner Impact: Elgin's local municipal partner staff will be provided the details for this contract award and will be provided contact information for contacting the contractor for any emergency repairs. Communication Requirements: Conclusion: As detailed above, the Evaluation Committee completed a `Quality Based' evaluation and selection process in accordance with Request for Proposal 2025-P09, and subsequently the proposal submission from Guild Electric Limited was deemed the successful qualified proponent and is recommended for award. All of which is Respectfully Submitted Peter Dutchak Director of Engineering Services Mike Hoogstra Manager of Procurement & Risk Approved for Submission Blaine Parkin Chief Administrative Officer/Clerk Page 42 of 83 ElgunlCaun ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS REQUEST FOR PROPOSAL No. 2025-P09 IIII IIII ............. IIII IIIL° IIII IIIII IIILIII' IIII' IIIII IIIII IIII IIII IIIL Proposals shall be received by the Bidding System no later than: JULY 1712025 @ 3:00 p.m. (local time) Issue Date: June 26, 2025 Documents are available in accessible format and/or with communication supports upon request. Page 43 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS INDEX DEFINITIONS AND INTERPRETATIONS.......................................................................... 3 SECTION 1.0 - INFORMATION TO PROPONENTS.......................................................... 4 1.1 Introduction and Background......................................................................... 4 1.2 Proposal Format and Delivery ....................................................................... 4 1.3 Designated Official......................................................................................... 5 1.4 Questions/ Inquiries......................................................................................5 1.5 Site Tour & Information Meeting - N/A .......................................................... 5 1.6 Addenda........................................................................................................ 6 1.7 RFP Schedule............................................................................................... 6 1.8 Proponent Communications.......................................................................... 6 1.9 Proponent Investigations............................................................................... 7 1.10 Notice of No Response.................................................................................. 7 SECTION 2.0 - TERMS OF REFERENCE.......................................................................... 8 2.1 Introduction.................................................................................................... 8 2.2 Background....................................................................................................8 2.3 Scope of Work............................................................................................... 8 2.4 Term of Contract.......................................................................................... 10 2.5 Deliverables................................................................................................. 11 2.6 Pricing..........................................................................................................11 2.7 Experience, Personnel and Sub -Contractors .............................................. 11 2.8 Quality and Workmanship........................................................................... 12 2.9 Supply of Materials...................................................................................... 12 2.10 Cost Estimates............................................................................................. 12 2.11 Road Work Procedures............................................................................... 12 2.12 Employees and Workers............................................................................. 13 2.13 Response Times.......................................................................................... 13 2.14 Warranty...................................................................................................... 14 2.15 Payment / Invoicing..................................................................................... 14 SECTION 3.0 - PROPOSAL REQUIREMENTS............................................................... 15 3.1 Proposal Submissions................................................................................. 15 3.2 Proposal Submission Requirements - Technical Proposal (Part 1)............ 15 3.3 Financial Submission Requirements - Financial Proposal (Part 2).............. 16 3.4 Evaluation Process...................................................................................... 16 3.5 Evaluation Criteria....................................................................................... 18 3.6 Ratings.........................................................................................................18 3.7 Presentation and Interview.......................................................................... 20 SECTION 4.0 - GENERAL CONDITIONS......................................................................... 21 4.1 Rights of the County.................................................................................... 21 4.2 Conflict of Interest........................................................................................ 21 4.3 Modified Proposals...................................................................................... 22 Page 44 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS 4.4 Disqualification of Proponents..................................................................... 22 4.5 Confidentiality.............................................................................................. 22 4.6 Proposal Assignments................................................................................. 22 4.7 Procurement Policy...................................................................................... 23 4.8 Failure to Perform........................................................................................ 23 4.9 Award and Agreement................................................................................. 23 4.10 Insurance Requirements............................................................................. 23 4.11 Indemnification............................................................................................. 24 4.12 WSIB Requirements.................................................................................... 24 4.13 Compliance with the Accessibility for Ontario with Disabilities Act 2005 ..... 24 4.14 Disqualification.............................................................................................24 4.15 Record and Reputation................................................................................ 25 4.16 Proponent's Costs....................................................................................... 26 4.17 Legal Matters and Rights of the County ...................................................... 26 4.18 Human Rights, Harassment and Occupational Health and Safety .............. 27 4.19 Pandemics...................................................................................................27 4.20 Clarification.................................................................................................. 28 4.21 Supplementary Information.......................................................................... 28 4.22 Default / Non-Performance.......................................................................... 28 APPENDIX A - SAMPLE AGREEMENT........................................................................... 29 APPENDIX B — ELECTRICAL INFRASTRUCTURE INVENTORY ...................Attached APPENDIX C — COUNTY MAPS..............................................................Attached KA Page 45 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS DEFINITIONS AND INTERPRETATIONS The following definitions apply to the interpretation of the Request for Proposal Documents. "Addenda or Addendum" means such further additions, deletions, modifications or other changes to any Request for Proposal Documents. 2. "Authorized Person" means; i. For a Proponent who is an individual or sole proprietor that person. ii. For a Proponent which is a partnership, any authorized partner of the Proponent. iii. For a Proponent which is a corporation: a) any officer of director of the corporation; and b) any person whose name and signature has been entered on the document submitted with the Request for Proposal, as having been authorized to participate in the completion, correction, revision, execution, or withdrawal of the submission, whether that person is or is not an officer or director. iv. For a Proponent that is a joint venture, the submission shall be signed by a person for and on behalf of each joint venture or, if they warrant that they have the authority vested in them to do so, one person so authorized may sign on behalf of all joint venture's. 3. "Bidding System" means the County's bid portal website operated by bids&tendersTm and posted as https://elgincounty.bidsandtenders.ca/Module/Tenders/en 4. "County" refers to the Corporation of the County of Elgin. 5. "Designated Official" refers to the Manager of Procurement & Risk for the County of Elgin. 6. "Proposal" means the Response in the form prescribed by this Request for Proposal Document and completed and submitted by a Proponent in response to and in compliance with the Request for Proposal. 7. "Proponent" means the legal entity submitting a proposal. 8. "Request for Proposal (RFP)" means the document issued by the County in response to which Proponents are invited to submit a proposal that will result in the satisfaction of the County's objectives in a cost-effective manner. 9. "Successful Proponent" and/or "Service Provider" means the Proponent whose proposal has been approved by the County. Page 46 of 83 ttachhi ent t ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS SECTION 1.0 - INFORMATION TO PROPONENTS 1.1 Introduction and Background The County of Elgin is situated in the heart of southwestern Ontario along the north shore of Lake Erie and due south of Highway 401 in what can be best described as a rich agricultural zone complemented by industry. The County is an upper -tier municipality comprised of seven local municipalities (excluding St. Thomas) covering an area of 460,000 acres, with a population of approximately 52,000 people. For more information on the County and the services we provide, visit www.el�incount�.ca The County of Elgin is inviting proposals from qualified Service Providers interested in providing routine and emergency maintenance services for traffic control signals and minor traffic control signal equipment upgrades that will meet the requirements of the County as outlined in this Request for Proposal. Further information regarding the scope of work is included in Terms of Reference (Section 2). 1.2 Proposal Format and Delivery Y III IIII'° S S � 1111 III IIISSIII I' S I% , shall be received by the Bidding System. Hardcopy submissions not permitted. All Proponents shall have a Bidding System Vendor account with bids&tendersTm and be registered as a Plan Taker for this RFP opportunity, which will enable the Proponent to download the Request for Proposal document, download Addendums, receive email notifications pertaining to this RFP and to submit their proposal electronically through the Bidding System. Proponents are cautioned that the timing of their Proposal Submission is based on when the proposal is RECEIVED by the Bidding System, not when a proposal is submitted, as proposal transmission can be delayed due to file transfer size, transmission speed, etc. For the above reasons, it is recommended that sufficient time be allocated to complete your proposal submission and attachment(s) (if applicable) and resolve any issues that may arise. The closing time and date shall be determined by the Bidding System's web clock. Proponents should contact bids&tenders TM support listed below, at least twenty-four (24) hours prior to the closing time and date, if they encounter any problems. The Bidding System will send a confirmation email to the Proponent advising that their proposal was submitted successfully. If you do not receive a confirmation email, contact bids&tenders TM support at support bidsandtenders.ca. Late Proposals are not permitted by the Bidding System. To ensure receipt of the latest information and updates via email regarding this RFP, or if a Proponent has obtained this RFP document from a third party, the onus is on the Proponent to create a Bidding System Vendor account and register as a Plan Taker for the RFP opportunity. Page 47 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS Proponents may edit or withdraw their proposal submission prior to the closing time and date. However, the Proponent is solely responsible to ensure the re -submitted proposal is received by the Bidding System no later than the stated closing time and date. The onus unequivocally remains with the Proponent to ensure that the proposal is submitted electronically prior to the deadline and in accordance with the submission instructions. The County, its elected officials, employees and agents 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 non -acceptance by the County of any proposal, or by reason of any delay in the acceptance of any proposal. The County shall not be liable for any cost of preparation or presentation of proposals, and all proposals and accompanying documents submitted by the Proponent become the property of the County and will not be returned. There will be no payment to Proponents for work related to, and materials supplied in the preparation, presentation and evaluation of any proposal, nor for the Contract negotiations whether they are successful or unsuccessful. 1.3 Designated Official For the purpose of this contract Mike Hoogstra, Manager of Procurement & Risk for the County is the "Designated Official" and shall perform the following functions: releasing, recording, and receiving proposals, recording and checking of submissions; answering queries from perspective proponents, considering extensions of time, reviewing proposals received, ruling on those not completing meeting requirements and coordinating the evaluation of the responses. 1.4 Questions / Inquiries All inquiries regarding this RFP shall be directed through the Bidding System online by clicking on the "Submit a Question" button for this bid opportunity. Questions submitted through the bidding system are directed to the Designated Official. The deadline for submitting questions is noted in Section 1.7. If during the period prior to submission of proposals, the County determines, in its sole and unfettered discretion, that part of the RFP requires formal amendment or clarification, written addenda to this RFP will be distributed to all registered Proponents. No clarification requests will be accepted by telephone, fax or in -person meeting. Responses to clarification requests will be provided to all interested parties. Inquiries must not be directed to other County employees or elected officials. Directing inquiries to other than the Designated Official may result in your submission being rejected. 1.5 Site Tour & Information Meeting — N/A Not applicable to the RFP Page 48 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS 1.6 Addenda The County may at its discretion, amend or supplement the RFP documents by addendum at any time prior to the closing date. Changes to the RFP documents shall be made by addendum only. Such changes made by addendum shall be supplementary to and form an integral part of the RFP documents and should be allowed for in arriving at the total cost. The County will make every effort to issue all addenda no later than three (3) days prior to the closing date. Proponents shall acknowledge receipt of any addenda through the Bidding System by checking a box for each addendum and any applicable attachment. It is the sole responsibility of the Proponent to have received all Addenda that are issued. Proponents should check online at httl2s://elQincounty.bidsandtenders.ca/Module/Tenders/en prior to submitting their proposal and up until the RFP closing time and date in the event additional addenda are issued. If a Proponent submits their proposal prior to the RFP closing time and date and an addendum has been issued, the Bidding System shall WITHDRAW the proposal submission and the bid status will change to an INCOMPLETE STATUS and Withdraw the proposal. The Proponent can view this status change in the "MY BIDS" section of the Bidding System. The Proponent is solely responsible to: • make any required adjustments to their proposal; and • acknowledge the addenda; and • Ensure the re -submitted proposal is RECEIVED by the Bidding System no later than the stated RFP closing time and date. The Proponent shall not rely on any information or instructions from the County or a County Representative except the RFP Documents and any addenda issued pursuant to this section. 1.7 RFP Schedule The RFP process will be governed according to the following schedule. Although every attempt will be made to meet all dates, the County reserves the right to modify or alter any or all dates at its sole discretion by notifying all Proponents through the bidding system. Issue RFP: June 26, 2025 Last Date for Questions: July 10, 2025 RFP Close: July 17, 2025 Award of Contract: September 2025* *Dates noted above are an approximation only and are subject to change. 1.8 Proponent Communications Each Proponent is solely responsible to ensure that all contact information for the Proponent is accurate and updated at all times during the RFP process. Proponents may update or revise their contact information in their Bidding System Vendor account. All correspondence from the County to a Proponent will be issued through the Bidding System. Page 49 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS 1.9 Proponent Investigations Each Proponent is solely responsible, at its own cost and expense, to carry out its own independent research, due diligence or to perform any other investigations, including seeking independent advice, considered necessary by the Proponent to satisfy itself as to all existing conditions affecting the Proposal for this RFP. The Proponents' obligations set out in this RFP apply irrespective of any background information provided by the County or information contained in the RFP Documents or in responses to questions. The County does not represent or warrant the accuracy or completeness of any information set out in the RFP Documents or made available to Proponents. The Proponents shall make such independent assessments as they consider necessary to verify and confirm the accuracy and completeness of all such information as any use of or reliance by Proponents an any and all such information shall be at the Proponent's sole risk and without recourse against the County. 1.10 Notice of No Response If you are unable, or do not wish to provide a proposal, please complete a notice of no response form in the bidding system. It is important to the County to receive a reply from all Proponents. Page 50 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS SECTION 2.0 - TERMS OF REFERENCE 2.1 Introduction The County is seeking the services of a qualified electrical servicing contractor (the Contractor) to provide routine and emergency maintenance on traffic signals, intersection control beacons, pedestrian crossovers (PXO) and roadway illumination throughout the County. The contract will also include minor equipment upgrades as required or as a result of collisions and damage to County infrastructure. 2.2 Background The County currently has nine (9) intersections controlled by traffic signals, one (1) lift bridge controlled by traffic signals, twelve (12) intersections controlled by either overhead intersection control beacons or stop sign flashers, three (3) pedestrian crossovers (PXO) locations and six (6) roadway illumination locations along specific sections of county roads or at roundabouts. Most intersections mentioned in this section also have roadway illumination. One new traffic signal with roadway illumination is planned for late 2025 and a second location is planned for installation in mid-2026. A detailed list of locations is attached as Appendix "B". The County Road network map noting the location details is attached as Appendix "C". 2.3 Scope of Work a) Annual Scheduled Maintenance The Contractor shall provide routine maintenance on traffic control signals, intersection control beacons and stop sign flashers. This service is to be provided once a year during the month of April/May. This routine maintenance shall include but is not limited to the following: Al - Traffic Controls Signal Service: i. concrete footing condition ii. anchor bolttightness iii. pole alignment and condition iv. luminaire bracket and arm condition V. signal head alignment vi. signal head fixture condition vii. signal head hanger condition viii. signal head arm and bracket condition ix. socket and wire condition X. pedestrian head fixture condition xi. check electrical grounding xii. changing traffic signal lamps - 150watt red, 100watt amber and green Page 51 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS xiii. lamps and 100watt pedestrian head lamps xiv. inspect LEDfixtures xv. lenscondition xvi. cleaning reflectors and coloured lens xvii. Matrix Detection devices xviii. luminaire, bracket and arm condition xix. checking electrical service condition including all wiring and conduits. A2 — Overhead Control Beacons and Stop Sign Flashers: i. poststandard alignment ii. fixture condition iii. re -tamping with 100-watt traffic signal lamps iv. inspect LEDfixtures v. glass condition vi. cleaning reflector and glass vii. electrical service condition viii. electrical grounding ix. wiring condition X. luminaire, bracket and arm condition (if applicable) The Contractor shall make/provide a brief written report to the County after each routine service indicating the general condition of each set of signals, beacons or flashers. This report shall include proposals for any major repairs or replacement which may be required. The Contractor shall be responsible for supplying and providing all normal electrical components such as wires, connectors, etc. The County will arrange to provide the Contractor with specialized parts, components, and lamps. The County will determine which parts are normal electrical components and which parts and components are specialized in its sole and absolute discretion. b) Semi -Annual Conflict Monitor Testing The Contractor shall also provide inspection, testing and maintenance of conflict monitors at each installation twice per calendar year. The first conflict monitor test shall occur during the annual scheduled maintenance (April/May) and the second shall be performed in the fall (September/October). c) Emergency Response The Contractor is required to respond to situations deemed as immediate hazards by the County, Emergency Services (Police/Fire) or Local Municipal Partners. The Contractor's responsibilities will include the following, but are not limited to: • Provide a twenty-four (24) hour answering service to receive calls from the County, Emergency Services or from Local Municipal Partners. Page 52 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS • Provide twenty-four (24) hour repair services to respond to emergency situations and to maintain/repair the equipment to their normal operational condition. • Respond to emergency call out requests within two (2) hours. d) Routine Maintenance, Minor System Upgrades and Repairs The Contractor, aside from scheduled maintenance and emergency response, will be expected to provide services that involve upgrading existing infrastructure and other repairs in coordination with the County's Engineering Services department. These services may include the following but are not limited to: • Changing lamps, re -aligning heads, correcting minor malfunctions, • Programming traffic control equipment with signal timing plans as provided by Engineering Services, • Re -aiming and adjusting Matrix detection cameras as required, • Installing new components to the cabinets or traffic signal hardware, testing functionality and altering electrical components as required in accordance with the Canadian Electrical Code, and • Troubleshooting controller programming and rectifying programming issues on an as needed basis. These tasks shall be completed during normal working hours and within at least three working days after notification from the County. e) Associated Tasks The Contractor is responsible for the following tasks associated with the Scope of Work: • Supply and delivery of equipment and material as necessary except for equipment and materials supplied by the County. • Ensuring that all equipment, materials, tools and workmanship comply with all applicable current codes, standards, regulations, and statutes pertaining to the services. f) Nature of Standing Offer of Agreement The Contractor will be secured on a Standing Offer Agreement, and the Goods and Services will be ordered by the County on an "as and when required" basis. 2.4 Term of Contract The term of contract is for a three-year term, commencing on or about October 1, 2025 to September 30, 2028. The County at its discretion may extend the contract up to an additional three (3) years upon mutual agreement between both parties. 10 Page 53 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS 2.5 Deliverables The Contractor is responsible for providing the following documents to the County annually and before the end of the agreement: Annual maintenance inspection reports for each signalized intersection and each overhead control beacons / stop sign flashers denoting after the scheduled maintenance is completed. The reports may include, but is not limited to- o Any deficiencies related to the hardware or cabinet o Changes/fixes made to the controller or to any hardware o Existing hardware/equipment on site as well as condition etc. o Date and time inspected, and o Inspectors' name • Annual summary of all maintenance related items engaged throughout the year including but not limited to- o Quantity of traffic signal hardware/equipment replaced or fixed, o Quantity of additional/new hardware/equipment implemented in existing signals and o Number of call out instances and their associated issue/reason 2.6 Pricing Pricing shall remain firm for a three (3) year period. Quantities outlined in this document are annual estimates only. The County cannot guarantee future year quantities will remain the same as work will be subject to the available budget. All renewals shall be contingent upon a sufficient budget and / or Council approval if applicable. For the optional 3-year renewal term, pricing shall remain as quoted in this RFP. If an increase is requested, it must include documented rationale and shall not exceed the percentage change in the Consumer Price Index (CPI) — Ontario (All Items) for the thirty-six (36) months preceding the month of the renewal request. 2.7 Experience, Personnel and Sub -Contractors The Contractor must be a service -oriented electrical Contractor who has been established for a minimum of five (5) years and had been actively servicing and installing traffic control signal and street lighting equipment for at least the past three (3) years. The Contractor must be knowledgeable in the function, operation, and features of modern electro-mechanical and solid- state signal control equipment. The Contractor shall be I.H.S.A. qualified and must perform all work in conjunction with the Occupational Health and Safety Act which includes reference to the Electrical Utilities Safety Association Rule Book. The Contractor must provide as many staff as necessary to fulfill the County's requirements and response timelines as outlined in this contract. 11 Page 54 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS The Contractor shall not sub -contract any portion of the work specified in this contract. Should the contractor need to sub -contract a specialized service, the Contractor shall receive approval from the County in writing prior to sub -contracting the specialized service. 2.8 Quality and Workmanship All workmanship shall be, in every respect, in accordance with the best modern practices and to Electrical Safety Operating Authority (ESA) Standards. Whenever the supplemental specifications, special provisions, schedule of prices or the directions of the County admit to a reasonable doubt about what is permissible, and when they fail to state quality of any work, the interpretation which requires the best quality of work shall be followed by the Contractor. Any deficiencies found by ESA or the Operating Authority, upon inspection, shall be repaired by the contractor at their expense. Failure to provide a level of quality acceptable to the County representative, due to unacceptable equipment or service capability, shall be reason to terminate the contract, if not corrected within two (2) days to the satisfaction of the County representative. The Contractor shall maintain a service log in accordance with regulations under the Electrical Safety Authority. 2.9 Supply of Materials Except when otherwise instructed by the County, the Contractor shall obtain and retain in stock for immediate use, all materials necessary to carry out the works required of this Contract. All such materials shall be approved by the County prior to use and shall be on the Ministry of Transportation's "Designated Source of Materials List" (DSM) as published by the Roads Authority OR and approved equivalent. Any applicable discounts, warranties and guarantees shall be carried forward to the County. 2.10 Cost Estimates Cost estimates for any additional work shall be provided to the County within 48 hours of the County's request. 2.11 Road Work Procedures Any works performed on the roadway shall be completed to the specifications of the OTM Temporary Conditions Book 7, as published by the MTO. The Contractor shall ensure that each employee is a competent worker and is familiar with the latest revision of OTM Book 7 contents and that a copy of the field edition is available in each vehicle performing work within the County's jurisdiction. Workers shall wear all required safety equipment and fill out an appropriate Traffic Protection Plan as per the regulations of Occupational Health and Safety Act and Ontario Traffic Manual (OTM) Book 7 - Temporary Conditions at all times. 12 Page 55 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS 2.12 Employees and Workers The Contractor will exercise competent supervision of the work at all times through a superintendent who must be acceptable to the County representative and have the authority to receive on behalf of the Contractor any order or communications relating to the work. Any superintendent and worker who is not acceptable to the County representative by reason of incompetence, improper conduct, or being a security risk shall be removed from the site of the work and replaced forthwith. Should the County at any time consider the number of workers or equipment to be insufficient for the said work, the County may, in writing, order the Contractor to employ or provide additional workers and equipment as the County representative may consider necessary. Failure to comply within three (3) working days may result in the County contracting the services of a sub- contractor at an hourly or unit of measurement rate that the County representative may deem appropriate, and all such amounts will be paid in full by the Contractor upon demand by the County. 2.13 Response Times The response time is from the time the Contractor is made aware of the situation until repair personnel arrives at the identified site. Repair personnel shall be available to respond 7 days a week and 24 hours a day. Subject to the satisfaction of the County, the Contractor shall respond to such permanent or temporary traffic control signals, flashing beacons, overhead span wires, electrical and electronic equipment and any other electrical traffic control devices on County of Elgin roads as they may become defective or damaged. The Contractor shall arrive on the site of the emergency (critical) repair within two hours (unless otherwise directed by the County) upon receipt of the telephone call to the Contractor's communication centre or answering service. Exceptions may be made due to multiple service calls within the County, severe inclement weather conditions, or extreme extenuating circumstances. The Contractor shall be required to provide such emergency service 24 hours per day, Sundays and holidays included. Emergency service shall begin immediately upon notification of a defect in any electrical traffic control device, either orally, electronically or in writing, by the County, Emergency Dispatch (Police/Fire), Local Municipal Partner or any other recognized Operating Authority. When the Contractor or its' answering service receives an emergency (critical) service call pertaining to a power failed traffic control signal, the Contractor shall contact the O.P.P. or Aylmer Police and advise on the intersection that may be power failed. The Contractor shall investigate the cause of the power failed intersection and make the necessary repairs. When the cause of the power failed intersection is due to an unscheduled power interruption, the Contractor shall contact the local hydro Operating Authority to discuss the restoration of power. The Contractor shall notify the County as soon as possible of any massive power failures after the initial emergency service call. 13 Page 56 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS From time to time the Contractor may be called by the O.P.P., and/or Aylmer Police Service to verify the operation of the traffic signals and to perform a monitor check. Any emergency service call which requires the replacement of the timer, controller or a monitor, the contractor shall notify the County. All works to be performed under this Contract must be carried out by the Contractor, so that under no circumstance shall a signal failure be allowed to remain in an unsafe condition for longer than absolutely necessary. All emergency service calls that have been temporarily repaired shall be followed up and permanently repaired within a one -week period or as agreed upon with the County. 2.14 Warranty All goods and services supplied by the Contractor shall be new and warrantied for at least twelve (12) months. All installations completed as well as labour for repairs shall have a minimum of twelve (12) month warranty. All costs associated with moving materials to and from the Client facility shall be borne by the Contractor during the warranty period. The warranty coverage shall come into effect after the necessary inpections and testing have been completed by the Client, repairs if any have been completed by the Contractors, and the goods and services are accepted by the County. 2.15 Payment / Invoicing The Contractor shall provide a monthly invoice for the services identified, following completion. Invoices shall include the following- - Date of invoice - Location of work performed - Complete description of work performed - Amount for the total invoice - HST amount - Purchase Order Number (if applicable) Invoices shall indicate that payment is due withing 30 days following the County's acceptance of the work completed. The County may reject any invoice which is older than 90 calendar days without just cause for delay. Invoices shall be submitted to the County electronically via email to engineering ,elgin.ca The Contractor upon contract award will complete the County's Electronic Fund Transfer Form and provide it to the County. Approved invoices will be paid through Electronic Fund Transfer. 14 Page 57 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS SECTION 3.0 - PROPOSAL REQUIREMENTS 3.1 Proposal Submissions Y III IIII'° S S �IIII III IIISSIII IY S I1% , shall be received by the Bidding System. The Proposal Submission shall comprise of two (2) separate proposal submission files as detailed in section 3.2 Hardcopy submissions not permitted. This RFP is a two -stage submission and requires that pricing be included separately as Part 2. Any submissions which contain pricing information in the Technical Proposal (Part 1) will be rendered informal and will be disqualified. All information related to fees/pricing must be submitted in Part 2 only. Failure to include the submission requirements may result in your proposal being disqualified. 3.2 Proposal Submission Requirements — Technical Proposal (Part 11 Proponents shall upload a PDF Proposal Submission to the Bidding System. The submission shall be no longer than fifteen (15) single sided pages (Aria) 12 font or equivalent), excluding the Curricula Vitae. The submission should include all the information listed in this Technical Proposal Requirements section. Each response to a request should clearly identify the section of this RFP to which it is responding (by number and heading). The Proponent should provide information of sufficient scope and depth to demonstrate the ability of the Proponent to deliver the services described in this RFP. The information submitted is subject to verification, and further pertinent information may be obtained from references. The proposal submissions must include at a minimum the following information and shall be submitted in the same sequence to be considered responsive. a) Section A: Overview A narrative demonstrating the Contractor's understanding of the full scope of services, reasons why the Proponent is interested in taking on this project and its familiarity with the County of Elgin. b) Section B: Methodology / Work Plan Proponents are to provide a clear understanding of the objectives and critical issues that could affect the outcome of the project. The Proponent should include how staff will be organized to be dedicated to the County's service requests/projects, how staff will respond to emergency callouts, time to respond to emergency callouts, quality assurance practices, safety practices, and staff/service locations. The Proponent 15 Page 58 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS should also include any innovative solutions, comments, and ideas pertaining to maintenance that may not have been addressed in the RFP as they see fit. Information regarding how the Work described in Section 2.3 will be accomplished and any safety considerations will be assessed as part of the proposed methodology. c) Section C: Corporate Qualifications, Experience and References Proponents are to explain why their firm is the best choice to deliver the Scope of Work as described in the RFP. Key strengths should be clearly identified. Other pertinent information demonstrating the Proponent's experience and past performance should be included. Past performance on previous contracts with the County may be considered as part of the evaluation. Proponents should discuss their future direction where it may positively impact and increase service capabilities offered to the County over the life of this project. Provide a summary and related references for at least three (3) projects completed within the last five (5) years, for which the Proponent has provided the same services. These reference projects must: • Be similar in nature of the project for which the Proposals are being sought; • Have a required scope of work similar in nature to this project; and • Have been performed by the same crew/team as the crew/team proposed for this project. d) Section D: Key Staff Qualifications and Experience Proponents must include a list of key staff that will be involved in the project. The location of the offices / service depot of the key staff must be identified. The Proposal should clearly identify the roles each key staff will be responsible for in the performance of the proposed services. 3.3 Financial Submission Requirements - Financial Proposal (Part 2) Proponents are required to complete the electronic Pricing Forms in the Bidding System. Prices shall not include contingencies or HST. The proposal must clearly state which services are not included in your pricing submission. Part 2 will only be unsealed if Technical Proposal (Part 1) scores a minimum of 49 points out of a possible 70 points (70%) by the evaluation team. 3.4 Evaluation Process This is a multi -stage evaluation process that considers both the qualifications of the Proponent and price. We Page 59 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS Phase I: Technical Proposal Phase I of this RFP requires that Proponents respond to the Technical Proposal Requirements listed in section 3.2. During this phase of the evaluation process, submissions will be reviewed and evaluated by an evaluation committee through a consensus method based on the evaluation criteria set out in section 3.5. The disclosure of the allocated weightings for each category/criteria is provided to assist Proponents in preparing a submission that best meets the requirements of the County. Only submissions which score a minimum of 49 points out of a possible 70 points (70%) in Phase I will have met the established threshold and pass to Phase 11 and will be given further consideration for award. Phase II: Financial Proposal Only those Proponents who have met the established threshold will enter into Phase 11. If the Proponent does not meet the minimum criteria, they will not be considered for Phase II or any subsequent award. Pricing will be unsealed and will be calculated according to the example in section 3.6. Each proposal will be evaluated on its clarity and the demonstrated understanding of the Project requirements, the services proposed and timeframes, as well as the proponent's experience and the anticipated benefit to Elgin County. A short list of firms may be created for purposes of an interview or presentation, should this be required. Proponents may be contacted to explain or clarify their proposals; however, they will not be permitted to alter information as submitted. An Evaluation Committee will be established from members of the County or any others as deemed necessary. Proposals will be evaluated based on all information provided by the Proponent. Each proposal will be reviewed to determine if the proposal is responsive to the submission requirements outlined in the RFP. Failure to comply with these requirements may deem the proposal non- responsive. Selection of a proposal will be based on (but not solely limited to) the following criteria and any other relevant information provided by the Proponent at the time of submission as well as any additional information provided during subsequent meetings with the Proponent. In recognition of the importance of the procedure by which a Proponent may be selected, the following criterion outlines the primary considerations to be used in the evaluation and consequent awarding of this project (not in any order). The County reserves the right to evaluate and rank each submission using criterion noted. Actual scores will be confidential. 17 Page 60 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS The County reserves the right to request confidential references for any of the proponent's projects listed, as well as any of the proponent's other projects, and factor the ratings from all references, whether completed or in progress. 3.5 Evaluation Criteria Submissions will be evaluated by an evaluation committee based on the following categories. The disclosure of the allocated weightings for each category is provided to assist in preparing a proposal that best meets the requirements of the County. By responding to this RFP, Proponents agree to accept the decision of the evaluation committee as final. Proposals will be evaluated based on the following weighted evaluation factors: Rated Criteria Understanding of the Project, Overview Maximum Weight Points 70 10 Methodology and Work Plan 20 Corporate Qualifications, Experience and References 20 Key Staff Qualifications and Experience 20 Pricing / Total Overall Cost 0 30 ro rm. e 0 3.6 Ratings The following ratings will be used to evaluate the technical portion of the RFP process. For consistency, the table below describes the characteristics attributable to particular scores between 0-10. 0 Unacceptable Did not submit information 1 Very Poor Information provided does not meet any requirements 2 Poor Barely meets some requirements, does not meet others. 18 Page 61 of 83 EigonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS 3 Weak Minimally addresses some, but not all of the requirement of the scope. Lacking in critical areas 4 Below Addresses most of the requirements of the criteria to the minimum Average acceptable level. Lacking in some areas. Somewhat Addresses most, but not all, of the requirements of the criteria to the 5 Satisfactory minimum acceptable level. May be lacking in some areas that are not critical. 6 Satisfactory Adequately meets most of the requirements of the criteria. May be lackingin some areas that are not critical. 7 Good Meets all requirements of the criteria. 8 Very Good Somewhat exceeds the requirements of the criteria. 9 Excellent Exceeds the requirements of the criteria in ways that are beneficial. 10 Outstanding Proposal exceeds the requirements of the criteria in superlative ways / very desirable. The firms achieving the minimum score identified will be shortlisted and Phase 2 of the evaluation will be unsealed for consideration. The lowest cost proposed shall be awarded the full amount of points available for the fee portion of the evaluation. All higher proposals shall be awarded points, rounded to the closest full point for the cost portion of the evaluation by the following: Lowest Cost = Proposed Cost x Maximum Points = Total Cost Points. It should be emphasized that pricing/cost is only one of the factors being considered in determining the successful Proponent. In submitting a proposal, the Proponent acknowledges the County's right to accept other than the lowest priced proposal and expressly waives all rights for damages or redress as may exist in common law stemming from the County's decision to accept a proposal which is not the lowest price proposal, if it is deemed to be in the County's best interest to do so. All qualified proposal submissions will be reviewed and evaluated. Additional information may be requested if necessary. Only the proposal response and Curricula Vitae requested will be evaluated. Proponents must include all relevant information in the required page limit restriction identified in section 3.2. 19 Page 62 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS 3.7 Presentation and Interview The County may have the two highest scoring Proponents attend an interview to present the evaluation team with additional insight into the Proponent's ability to meet the requirements as requested in the RFP. The County reserves the right to interview more, or fewer than two Proponents based on the scoring results. Note- If the County elects to interview shortlisted proponents, the proposed Project Manager is required to attend. The interviews would be conducted by the representatives of the Evaluation Committee via Zoom Web Conferencing. Senior staff members to be assigned to this project must attend the interview. Presentations shall follow this general format: ➢ Introduction of Proponents Project Team (5 minutes) ➢ Proponent Presentation of the Proposal (15 minutes) ➢ Questions from Interview Committee (5 minutes) ➢ Questions from Proponents (5 minutes) The Proponents will be notified of the final format and exact date and time for interviews / presentations in advance. For the interview portion of the evaluation (if required), the County of Elgin will be using the rating criteria shown below and will evaluate each short-listed Proponent only. Interview Criteria and Weighting (Second Stage if required): Criteria Category Weighted Points Presentation 25 The score from the proposal evaluations and the Interview will be combined to determine an overall score. 20 Page 63 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS SECTION 4.0 - GENERAL CONDITIONS 4.1 Rights of the County The County is not liable for any costs incurred by the Proponent in the preparation of their response to the RFP or selection interviews, if required. Furthermore, the County 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 non -acceptance by the County of any proposal or by reason of any delay in the award of the contract. The County reserves the right to accept any proposal, in whole or in part, that it feels most fully meets the selection criteria. Therefore, the lowest cost proposal, or any proposal may not necessarily be accepted. County staff shall evaluate all compliant proposals received by the closing time and make evaluations and recommendations for acceptance. The County reserves the right to request specific requirements not adequately covered in their initial submission and clarify information contained in the Request for Proposal. The County reserves the right to modify any and all requirements stated in the Request for Proposal at any time prior to the possible awarding of the contract. The County reserves the right to cancel this Request for Proposal at any time, without penalty or cost to the County. This Request for Proposal should not be considered a commitment by the County to enter into any contract. The County reserves the right to enter into negotiations with the selected Proponent. If these negotiations are not successfully concluded, the County reserves the right to begin negotiations with the next selected Proponent. Proposals shall remain open and subject to acceptance for a period of ninety (90) days from closing date. In the event of any disagreement between the County and the Proponent regarding the interpretation of the provisions of the Request for Proposal, the Director of Financial Services or an individual acting in that capacity, shall make the final determination as to interpretation. No proposal shall be accepted from any person or Proponent who, has a claim or has instituted a legal proceeding against the County or against whom the County has a claim or has instituted a legal proceeding, without the prior approval of County Council. This applies whether the legal proceeding is related or unrelated to the subject matter of this RFP. 4.2 Conflict of Interest The Proponent declares that no person, firm or corporation with whom or which the Proponent has an interest, has any interest in this RFP or in the proposed contract for which this proposal is made. 21 Page 64 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS The Proponent further declares that no member of the Council of the County and no officer or employee of the County will become interested directly or indirectly as a contracting party, partner, shareholder, surety, or otherwise in or in the performance of the Contract or in the supplies, work or business to which it relates, or in any portion of the profits thereof, or in any of the money to be derived there from. Should the Proponent feel that a conflict of interest or potential conflict of interest exists; the Proponent must disclose this information to the County prior to the submission of a proposal. The County may, at its discretion, delay any evaluation or award until the matter is resolved to the County's satisfaction. The County may allow a conflict of interest or potential conflict of interest to exist if it is satisfied that there are adequate safeguards in place and if the County determines that it is in its best interests to do so. The County reserves the right to disqualify a proposal where the County believes a conflict of interest or potential conflict of interest exists. 4.3 Modified Proposals In the event that a preferred proposal does not entirely meet the requirements of the County, the County reserves the right to enter into negotiations with the selected Proponent, to arrive at a mutually satisfactory arrangement and to make any modifications to the proposal as are in the best interests of the County. 4.4 Disqualification of Proponents More than one Proposal from an individual firm, partnership, corporation or association under the same or different names will not be considered. A Proponent shall not discuss or communicate, directly or indirectly with any other Proponent, any information whatsoever regarding the preparation of its own Proposal or the Proposal of the other Proponent. Proponents shall prepare and submit Proposals independently and without any connection, knowledge, comparison of information or arrangement, direct or indirect with any other Proponent. Collusion between Proponents will be sufficient for rejection of any Proposals so affected. 4.5 Confidentiality The proposal must not be restricted by any statement, covering letter or alteration by the Proponent in respect of confidential or proprietary information. The County will treat all proposals as confidential. The County will comply with the Municipal Freedom of Information and Protection of Privacy Act, and its retention by-law pursuant to the Municipal Act, in respect of all proposals. All Public Reports approved by the Council of the County will become public information. 4.6 Proposal Assignments The successful Proponent will not be permitted to assign or transfer any portion of the proposal as submitted or the subsequent agreement without prior written approval from the County. 22 Page 65 of 83 ttachhi ent t ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS 4.7 Procurement Policy Submissions will be solicited, received, evaluated, accepted and processed in accordance with the County's Procurement Policy as amended from time to time. In submitting a proposal in response to this RFP, the Proponent agrees and acknowledges that it has read and will be bound by the terms and conditions of the County's Procurement Policy. The Procurement Policy can be viewed on the County's website, www.el�incount�.ca 4.8 Failure to Perform Failure to comply with all terms and conditions of this proposal, and failure to supply all documentation, as required herein, shall be just cause for cancellation of the award. The County shall then have the right to award this contract to any other Proponent or to re -issue this RFP. 4.9 Award and Agreement The Proponent that fully meets the requirements and scores the highest based on the evaluation criteria, will be recommended for award. Once the award is made and approved by the County or County Council, the report recommending such award including the total cost of the awarded project shall be a matter of public record, unless otherwise determined by Council. A written agreement, prepared by the County shall be executed by the County and the successful Contractor. The complete proposal package submitted by the successful Contractor, together with the entire Request for Proposal documents prepared by the County of Elgin, shall form part of the Agreement (see attached sample of agreement in Appendix A). 4.10 Insurance Requirements Any agreement resulting from this RFP will contain the following insurance requirements: a) Comprehensive general liability insurance including bodily injury, property damage liability, personal injury liability, completed operations liability, blanket contractual liability, non -owned automobile and shall contain a severability of interest and cross liability clause to a limit of no less than five million ($ 5,000,000) dollars in respect to any one occurrence. The above -mentioned policy shall be endorsed to include the County of Elgin as an Additional Insured. b) Automobile Insurance: The Contractor shall provide at their own expense (including the cost of deductibles) and maintain and keep in force during the term of this agreement, such policy to include against claims for personal injury, death, property damage or loss, arising from an accident or occurrence relating to this agreement, in an amount of not less than Five Million ($5,000,000) dollars in respect of each claim or occurrence. The insurance policy as required herein shall be in force during the term of the Contract. c) The aforementioned policies of insurance shall contain or shall be subject to the following terms and conditions: 23 Page 66 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS ➢ be written with an insurer licensed to do business in Ontario; ➢ be non-contributing with, and will apply only as primary and not excess to any other insurance or self-insurance available to Elgin County; ➢ contain an undertaking by the insurer to notify the County in writing not less than sixty (60) days before any material change in risk or cancellation of coverage. ➢ any deductible amounts shall be borne by the Proponent. ➢ Prior to the execution of the Agreement and within fifteen (15) business days of the placement, renewal, amendment, or extension of all or any part of the insurance, the Proponent shall promptly provide Elgin County with confirmation of coverage insurance and, if required, a certified true copy(s) of the policy(s) certified by an authorized representative of the insurer together with copies of any amending endorsements applicable to the Agreement. 4.11 Indemnification The successful Proponent shall indemnify and hold harmless the County of Elgin, its officers, County Council, Employees and volunteers from and against any liabilities, claims, expenses, demands, loss, cost, damages, suits or proceedings by whomsoever made, directly or indirectly arising directly or indirectly by reason of a requirements of this agreement save and except for damage caused by the negligence of the County or their employees. 4.12 WSIB Requirements The successful Proponent shall furnish a WSIB Clearance Certificate rp for to commencement of work and agrees to maintain their WSIB account in good standing throughout the contract period. 4.13 Compliance with the Accessibility for Ontario with Disabilities Act 2005 The Proponent shall ensure that all its employees and agents receive training regarding the requirements as outlined in the Integrated Accessibility Standards Regulation (Ontario Regulation 191/11) as well as the Ontario Human Rights Code. The Proponent is responsible to ensure that all of its employees, volunteers and others for which the Proponent is responsible are adequately trained. In accordance with the Accessibility for Ontarians with Disabilities Act, 20051ntegrated Accessibility Standards Regulation (Ontario Regulation 191111), the County requires content created for the municipality that is to be posted on our website to be provided in a format which is compliant with WCAG 2.0 Level AA requirements. As required under Section 14 of the regulation, any content published on our website after January 1, 2012 needs to be compliant with the WCAG requirements by the timelines set out in the Regulation. It is the successful Proponent's responsibility to produce the required documents in an accessible format 4.14 Disqualification The County may, in its sole discretion, disqualify a proposal or cancel its decision to make an award under this RFP, at any time prior to the execution of the Agreement by the County, if, 24 Page 67 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS ➢ the Proponent fails to cooperate in any attempt by the County to verify any information provided by the Proponent in its proposal; ➢ the Proponent contravenes one proposal per Person or Entity; ➢ the Proponent fails to comply with the laws of Ontario or of Canada, as applicable; ➢ the Proposal contains false or misleading information; ➢ the Proposal, in the opinion of the County, reveals a material conflict of interest; ➢ the Proponent misrepresents any information contained in its proposal. 4.15 Record and Reputation Without limiting or restricting any other right or privilege of the County and regardless of whether or not a proposal or a Proponent otherwise satisfies the requirements of this RFP, the County may disqualify any proposal from any Proponent, where; ➢ In the opinion of the County Solicitor or the Purchasing Coordinator for the County, the commercial relationship between the Corporation of the County of Elgin and the Proponent has been impaired by the prior and/or current act(s) or omission(s) of each Proponent, including but not limited to: a) Litigation with the County; b) The failure of the Proponent to pay, in full, all outstanding accounts due to the County by the Proponent after the County has made demand for payment; c) The refusal to follow reasonable directions of the County or to cure a default under a contract with the County as and when required by the County or it's representatives; d) The Proponent has previously refused to enter into an Agreement with the County after the Proponent's proposal was accepted by the County; e) The Proponent has previously refused to perform or to complete performance of contracted work with the County after the Proponent was awarded the contract; f) Act(s) or omission(s) of the Proponent has resulted in a claim by the County under a bid bond, a performance bond, a warranty bond or any other security required to be submitted by the Proponent on an RFP within the previous five years. ➢ In the opinion of County Council or the Chief Administrative Officer, or their designate, there are reasonable grounds to believe that it would not be in the best interests of the County to enter into an Agreement with the Proponent, for reasons including but not limited to the conviction or finding of liability of or against the Proponent or its officers or directors and any associated entities under any taxation legislation in Canada, any criminal or civil law relating to fraud, theft, extortion, threatening, influence peddling and fraudulent misrepresentation, the Environmental Protection Act or corresponding legislation in other jurisdictions, any law regarding occupational health or safety or the Securities Act or related legislation. 25 Page 68 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS 4.16 Proponent's Costs The Proponent shall bear all costs and expenses incurred by the Proponent relating to any aspect of its participation in this RFP process, including all costs and expenses related to the Proponent's involvement in; ➢ the preparation, presentation and submission of its proposal; ➢ the Proponent's attendance at the Proponent's meeting; ➢ due diligence and information gathering processes; ➢ site visits and interviews; ➢ preparation of responses to questions or requests for clarification from the County; ➢ preparation of the Proponent's own questions during the clarification process; and, ➢ agreement discussions. The County is not liable to pay such costs and expenses or to reimburse or compensate a Proponent under any circumstances, regardless of the conduct or outcome of the RFP Process, including the rejection of all proposals or the cancellation of the RFP, and including any negligence of the County in the conduct of the RFP process. 4.17 Legal Matters and Rights of the County This RFP is not an offer to enter into either a bidding contract (often referred to as "Contract A") or a contract to carry out the project (often referred to as "Contract B"). Neither this RFP nor the submission of a proposal by a Proponent shall create any contractual rights or obligations whatsoever on either the Proponent or the County. The County may at its sole discretion change or discontinue this RFP process at any time whatsoever. The County may in its sole discretion enter into negotiations with any person, whether or not that person is a Proponent or a Short -Listed Proponent with respect to the work that is the subject of this RFP. The County may at its sole discretion decline to evaluate any proposal that in the County's opinion is incomplete, obscure or does not contain sufficient information to carry out a reasonable evaluation. Without limiting the generality of the RFP, the County may at its sole discretion and at any time during the RFP process; ➢ reject any or all of the Proposals; ➢ accept any Proposal; ➢ if only one Proposal is received, elect to accept or reject it; ➢ elect not to proceed with the RFP; ➢ alter the timetable, the RFP process or any other aspect of this RFP; and ➢ cancel this RFP and subsequently advertise or call for new Proposals for the subject matter of this RFP. Page 69 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS In addition to and notwithstanding any other term of this RFP, the County shall not be liable for any damages resulting from any claim or cause of action, whether based upon an action or claim in contract, warranty, equity negligence, intended conduct or otherwise, including any action or claim arising from the acts or omissions, negligent or otherwise of the County and including any claim for direct, indirect or consequential damages, including but not limited to damages for loss of profit, loss of reputation, injury to property and bodily injury that results from the Proponents' participation in the RFP process, including but not limited to; ➢ the disclosure of a Proponent's confidential information; ➢ the costs of preparation of a Proponents Proposal, whether it is accepted, disqualified or rejected; ➢ any delays, or any costs associated with such delays, in the RFP process; ➢ any errors in any information supplied by the County to the Proponents; ➢ the cancellation of the RFP; and ➢ the award of the contract to a Proponent other than the Proponent recommended by the Proposal Review Committee. 4.18 Human Rights, Harassment and Occupational Health and Safety The Contractor shall be required to comply with the County's policies regarding Human Rights, Harassment in the Workplace and Occupational Health and Safety as well as all Provincial and Federal laws, regulations and guidelines regarding Human Rights, Harassment in the Workplace and Occupational Health and Safety. Any work performed by the Contractor upon the lands of the County and its agencies or otherwise in connection with the proposed work, shall be solely at the Contractor's own risk and the County and its agencies shall not be liable to the Contractor or the Contractor's employees, agents or invitees for any damage, injury or loss sustained by them, including death, or to their property as a result of working or operating hereupon. The Contractor shall be responsible for any damage, injury (including death) or loss sustained by the Contractor or any other person, or to its or any other person's property as a result of working or operating upon the lands of the County and its agencies and providing the goods and services of this project and shall obtain public liability insurance, property damage insurance and automobile insurance all to the satisfaction of the County and its agencies in every respect including without limitation, amount of coverage and deductible amounts. Such insurance shall be in accordance with section 4.10. The Contractor shall provide a certificate of insurance evidencing the foregoing requirements to the satisfaction of the County and its agencies prior to commencement of work. 4.19 Pandemics The Contractor shall comply with current any current pandemic health and safety measures in place during the term of this contract. 27 Page 70 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS 4.20 Clarification The County may require the Proponent to clarify the contents of its proposal, including by the submission of supplementary documentation, or seek a Proponent's acknowledgement of the County's interpretation of the Proponent's proposal. The County is not obliged to seek clarification of any aspect of a proposal. 4.21 Supplementary Information The County may, in its sole discretion, request any supplementary information whatsoever from a Proponent after the submission deadline including information that the Proponent could or should have submitted in its proposal prior to the submission deadline. The County is not obliged to request supplementary information from a Proponent. 4.22 Default / Non -Performance The County will reserve the right to determine "non-performance" or "poor quality" of service and further reserves the right to cancel any or all of this contract at any time should the Contractor's performance not meet the terms and conditions of the RFP upon 30 days written notification to the Contractor. "Non-performance" shall mean the failure to meet the complete terms and conditions of this Contract including, but not limited to, the response time. In the event of such cancellation, the County retains the right to claim damages as a result of such default. If the County terminates the Contract, it is entitled to: a) withhold any further payment to the Contractor until the completion of the work and the expiry of all obligations under the Contract; and b) recover from the Contractor any loss, damage and expense incurred by the County by reason of the default (which may be deducted from any monies due or becoming due to the Contractor). 28 Page 71 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS APPENDIX A - SAMPLE AGREEMENT THIS AGREEMENT made effective this XXXX day of XXXXXXX, 2025. BETWEEN: IWAZIDIE CORPORATION OF THE COUNTY OF ELGIN (hereinafter called "County") (hereinafter called "Contractor") OF THE FIRST PART OF THE SECOND PART WHEREAS on <Insert Date>, the County issued Request for Proposal No. 2025-P09 and Addendum No. <X> dated <Insert Date> for Routine & Emergency Maintenance Services for Traffic Control Signals for the County of Elgin (the "RFP"); AND WHEREAS on <Insert Date> the Contractor submitted a proposal in response to the RFP (the "proposal"); AND WHEREAS the County wishes to enter into an agreement with the Contractor for the services, as more particularly described in the RFP Terms of Reference, attached hereto as Schedule A forming part of this Agreement (the "Services"); NOW THEREFORE, in consideration of the sum of ONE DOLLAR ($1.00) now paid by the Contractor to the County and performance of the promises, obligations and covenants herein contained, the receipt and sufficiency of which consideration is hereby irrevocably acknowledged, the Parties hereto covenant and agree as follows: ARTICLE 1 The Contractor shall provide the Services set forth in Schedule 1" hereto, including but not limited to satisfaction of all qualifications and requirements as set forth therein; provided that, if there should be any conflict between the text of this Agreement and the provisions of the said Schedule 1", the text of this Agreement shall prevail. ARTICLE 2 The County covenants with the Contractor that the Contractor, having in all respects complied with the provisions of this Agreement, will be paid for and in respect of all the work, at the quoted prices as detailed in Schedule "2". 29 Page 72 of 83 lgonCouoint REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS ARTICLE 3 The Term of this Agreement is for a three-year term, deemed to commence on or about October 1, 2025 and expire on to September 30, 2028; provided further that the County, in its unfettered discretion, may extend the within Agreement up to an additional three (3) years upon mutual agreement between both Parties. ARTICLE 4 A copy of each of the Terms of Reference (as Schedule 1) and Pricing (as Schedule 2) are hereto annexed and together with the Contractor Proposal, General Conditions, Proposal Requirements and Information for Proponents relating to the work contemplated herein, even though not attached, all as listed in the RFP document, form part of and are deemed to be incorporated into this Agreement. ARTICLE 5 In case of any inconsistency or conflict between the provisions of this Agreement and the Terms of Reference or General Conditions or RFP or any other document or writing, the provisions of such documents shall take precedence and govern in the following order, namely: a) Agreement; b) Addenda <if applicable>; c) Terms of Reference; d) Contractor Proposal; e) General Conditions; f) Proposal Requirements; g) Information to Proponents. ARTICLE 6 Either Party may terminate this Agreement at any time, without notice or creation of any right to compensation or damages, for just cause, which shall include, without limitation, dishonesty, fraud, willful deceit or failure to properly fulfill the obligations hereunder where such failure is not remedied within ten (10) days after notice of same is given. Notwithstanding that set forth immediately above, either Party hereto may terminate this Agreement, for convenience and without creating any right to compensation or damages, upon giving at least ninety (90) days written notice to the other Party. ARTICLE 7 The Contractor shall indemnify and save harmless the County, including it elected officials, officers, employees and agents and further including their respective heirs, executors, administrators, and assigns (hereinafter collectively the "Releasees") from and against any and all claims of any nature, actions, causes of action, losses, expenses, fines, costs (including legal costs as between a solicitor and his or her own client), interest, or damages of every nature and 30 Page 73 of 83 lgonCouoint REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS kind whatsoever as arising from the negligence, errors, omissions, fraud, or willful misconduct of the Contractor, including its officers, employees, servants, agents, and Contractors or sub- contractors, or any one or combination of them, as attributable or connected with the performance, non-performance, or purported performance by the Contractor of any promise, obligation, or covenant as contemplated by this Agreement, save and except to the extent that same is attributable to or caused by the negligence of the County, its officers, employees, servants, agents, or Contractors or sub -contractors, or any one or combination of them. Furthermore, this indemnity shall survive the expiration or termination of this Agreement and continue thereafter in full force and effect. ARTICLE 8 This Agreement together with its Schedule constitutes the entire understanding between the Parties. Any change, addition to, or waiver of the terms hereof must be specifically agreed upon, in writing, and signed by both Parties. Failure on the part of either Party to insist upon the strict observance of any of the terms and/or conditions herein shall not operate as a waiver of such Party's right to require the future observance of any such terms or conditions. ARTICLE 9 The Contractor declares that it has either investigated for itself the character of the work and all local conditions that might affect the proposal or acceptance of the work, or that not having so investigated, it is willing to assume and does hereby assume all risk of conditions arising or developing in the course of the work which might or could make the work, or any items thereof, more expensive in character or more onerous to fulfill, than was contemplated or known when the proposal was made of the Contract signed. The Contractor also declares that it did not and does not rely upon information furnished by any methods whatsoever, by the County or its officers or employees, being aware that any information from such sources was and is approximate and speculative only, and was not in any manner warranted or guaranteed by the County. ARTICLE 10 Where any notice, direction or other communication is required to be or may be given or made by one of the parties hereto to the other, it shall be deemed sufficiently given or made if mailed or delivered in writing to such party at the following addresses: COUNTY: Corporation of the County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 CONTRACTOR: 31 Page 74 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS Either Party may from time to time change its address for service by notice to the other Party as previously set out. For the purposes immediately set forth above, Notices which are served in the manner as set out above shall be deemed sufficiently given for all purposes of this Agreement, in the case of those personally served directly upon the Party to be deemed to have been completed upon the date of service, and in the case of registered mail, on the third postal delivery day following the mailing of the Notice. Should normal service of mail be interrupted by strikes, slowdown or other cause, then the Party sending the Notice shall use any similar service which is not been so interrupted in order to secure prompt receipt of the Notice and for purposes of this Agreement such service shall be deemed to be personal service. ARTICLE 11 This Agreement shall not be assigned, in whole or in part, by either Party hereto without the prior written consent of the other Party. ARTICLE 12 This Agreement shall be construed and interpreted in accordance with the laws of the Province of Ontario and, when applicable, the Dominion of Canada. ARTICLE 13 All obligations under this Agreement shall be considered a separate covenant and any declaration of invalidity of any such covenant shall not invalidate any other such covenant. ARTICLE 14 The Contract shall apply to and be binding on the parties hereto, their heirs, executors, successors, administrators, and assigns jointly and severally. (Balance of Page Left Blank Intentionally) 32 Page 75 of 83 ElgonCouinty REQUEST FOR PROPOSAL NO. 2025-P09 ROUTINE & EMERGENCY MAINTENANCE SERVICES FOR TRAFFIC CONTROL SIGNALS ARTICLE 15 This Agreement may be executed in several counterparts, each of which, when so executed, shall constitute but one and the same document. This Agreement may also be signed in paper form, by facsimile signature or by electronic signature in accordance with section 11 of the Electronic Commerce Act, 2000 (Ontario). It may also be signed, whether or not in counterpart, scanned to Adobe® Portable Document Format (PDF) and delivered by way of electronic mail. IN WITNESS WHEREOF the Parties hereto have hereunto set their hands and seals on the day and at the location indicated below or otherwise caused their corporate seals to be affixed, attested by the signature of their proper officers, as the case may be. Date: Location Date: Location ) Corporation of the County of Elgin Per: Name: Grant Jones Position: Warden Per: Name: Blaine Parkin Position: Chief Administrative Officer / Clerk We have the authority to bind the Corporation <IIIIII'III 114CUMIII III IIII IIII III° Per: Name: Position: I have the authority to bind the Corporation Page 76 of 83 33 ElglnCourity lilds,gI(1�(JeIrs View Details Return to the Bids Homepage(https://elgincounty.bidsandtenders.ca/Module/Tenders/enl, Bid Details Bid Classification: Construction/Services Bid Type: Request For Proposal Bid Number: 2025-P09 Bid Name: Routine & Emergency Maintenance Services for Traffic Control Signals Bid Status: Closed Published Date: Thu Jun 26, 2025 12:00:59 PM (EDT) Bid Closing Date: Thu Jul 17, 2025 3:00:59 PM (EDT) Question Deadline: Thu Jul 10, 2025 4:00:00 PM (EDT) Electronic Auctions: Not Applicable Language for Bid Submissions: English unless specified in the bid document Submission Type: Online Submissions Only Submission Address: Online Submissions Only Public Opening: No Description: The County of Elgin is inviting proposals from qualified Service Providers interested in providing routine and emergency maintenance services for traffic control signals and minor traffic control signal equipment upgrades that will meet the requirements of the County as outlined in this Request for Proposal. Further information regarding the scope of work is included in RFP Document, Terms of Reference (Section 2). Bid Document Access: Bid document preview, bid opportunity, and award notices are available on the site free of charge. Suppliers are not required to register for a bid opportunity prior to previewing unsecured bid documents. Please note, some documents may be secured and you will be required to register for the bid to download and view the documents. To obtain an unsecured version of the bid document and/or to participate in this opportunity, an annual or a per bid fee must be paid (annual fee - $461.90, per bid fee - $138.64). Categories: Show Categories [±] Register for this Bid Download Bid Documents Documents File Name RFP Document Thursday June 26, 2025 11:06 AM Appendix B - Electrical Infrastructure Inventory Thursday June 26, 2025 11:07 AM Appendix C - County Maps (Electrical Infrastructure) Thursday June 26, 2025 11:11 AM Pricing Forms (Viewing Copy Only) Thursday June 26, 2025 11:06 AM Addenda File Name Page 77 of 83 Addendum No. 1 Friday July 11, 2025 09:52 AM Purchasing Representatives Employee Hoogstra, Mike Robertson, Brandon Bids Submitted The following are the unofficial bid results Company Contact Janevski, Gabriela Black & McDonald Limited 31 Pullman Court, Scarborough Ontario, Canada M1X 1E4 Field, Ron Field Electrical Contractors Inc. P.O. Box 673, 90 Borrowman St, Chatham Ontario, Canada N7M 5K8 Feliciano, Cara Guild Electric Limited 470 Midwest Road, Toronto Ontario, Canada M1P 4Y5 Plan Takers The following are the plan takers for the bid Company Contact Janevski, Gabriela Black & McDonald Limited 31 Pullman Court, Scarborough Ontario, Canada M1X 1E4 Rideout, Melinda ContructConnect 3760 14th Ave 6th floor, Markham ON, Canada L3R 3T7 Field, Ron Field Electrical Contractors Inc. P.O. Box 673, 90 Borrowman St, Chatham Ontario, Canada N7M 5K8 Feliciano, Cara Guild Electric Limited 470 Midwest Road, Toronto Ontario, Canada M1P 4Y5 Sayers, Kristopher (kris@kwselectric.com) KWS Electrical Services 247 Exeter Rd, London Ontario, Canada N6L 1A5 Hoekstra, Jesse Maple City Electric 23184 Walker Road, Chatham Ontario, Canada N7L5R3 McSwain, Terry TM3 INC 250 Royal Oak Rd, Cambridge Ontario, Canada N3E OA4 Results Page 78 of 83 .t.tIlnu,nnt Routine Emergency innncServices for Traffic Control Signals Evaluation Committee RFP No. 2025-P09 Evaluation Team Member Position Conflict of Interest Andrew Parker Manager of Roads and Asset Management No Andrew Sleegers Road Operations Coordinator No Mike Hoogstra Manager of Procurement & Risk No Page 79 of 83 ElginCounty Report to Committee of the Whole From: Peter Dutchak, Director of Engineering Services Mike Hoogstra, Manager of Procurement & Risk Date: September 9, 2025 Subject: Village of Fingal Reconstruction - Contract Award (Tender No. 2025-T32) Recommendation(s): THAT Bre-Ex Construction Inc. be selected to complete the Village of Fingal Reconstruction project, Tender No. 2025-T32 at a total price of $18,985,580.29 inclusive of a $1,500,000 contingency allowance and exclusive of HST; and THAT approval of the contract be subject to the Township of Southwold's approval of their portion of the project costs; and THAT the Warden and Chief Administrative Officer/Clerk be directed and authorized to sign the contract. Introduction: As part of the 2026 Capital Budget, tenders were advertised and issued as per the County's Procurement Policy for the reconstruction of Union Road (CR 20), Fingal Line (CR 16), Fowler Street and Millpark Street in the Village of Fingal, Township of Southwold. The project is a partnership between the County and Township of Southwold. The County is responsible for Union Road and Fingal Line within the village along with the associated stormwater systems. The Township of Southwold is responsible for all the sanitary sewer and water systems within the village as well as all infrastructure on local roads and all pedestrian facilities. A map showing the project limits is shown below: Page 80 of 83 PROJECT AREA Background and Discussion: Due to rapid growth within St. Thomas and surrounding Elgin County, the Village of Fingal must prepare for an anticipated 992 housing units planned within the village. The County of Elgin and the Township of Southwold worked together to retain AECOM, the Consulting Engineering firm assisting both municipalities with implementing full municipal servicing within the village along with the reconstruction of Township and County roads to facilitate the expansion of Fingal. The tender package for this joint project was posted on July 31. A total of twenty (20) contractors downloaded tender documents for this project from the County's bidding system I[,)..id &t ind p,s. The County and Township conducted a mandatory site meeting for this project due to the size and scope. Only bidders attending the mandatory site meeting were allowed to bid on this project. Six (6) qualified contractors submitted electronic bids for this tender which closed on September 3, 2025. Bids were received as follows - Bidder/ Company Name Bid Pricer 2 (exclusive of HST) Bre-Ex Construction Inc. $18,985,580.29 Blue -Con Construction $20,445,000.00 Omega Contractors Inc. $21,161,534.63 Van Bree Infrastructure $21,485,614.69 J-AAR Civil Infrastructure Limited $22,108,633.67 291 Construction Ltd. $23,747,759.40 1 Total bid price includes a $1,500,000 contingency allowance. 2 Total bid price includes all Township of Southwold and County of Elgin work. Page 81 of 83 Bre-Ex Construction Inc. submitted the lowest compliant bid for the project at a total price of $18,985,580.29 exclusive of HST. This project is being funded partially by the Ministry of Infrastructure (MOI) with two separate deadlines. The sanitary works must be completed no later than December 4, 2026 and the remainder of the work must be completed no later than December 3, 2027 to meet all upper level of government funding requirements. With this, the project is to advance as early as this fall and funding previously identified for 2026 will need to be utilized in 2025. Financial Implications: The following is a summary of the estimated projected construction costs. These costs will be confirmed throughout the project: Construction Tender Value $ 18,985,580.29 Net HST (1.76%) $ 334,146.21 Total Construction Cost' $ 19,319,726.50 County Portion of Construction Cost $ 10,375,266.43 2026 Capital Budget Allocation $ 5,527,645.00 2027 Capital Budget (Proposed) $ 1,150,121.43 Ministry of Infrastructure Funding $ 3,697,500.00 Forecast Budget Surplus/(Deficit) $0 1 Inclusive of a $1,500,000 contingency allowance. The stormwater system has been designed to accommodate post -development flows from the multiple development parcels throughout the village. In the spirit of the `Enabling Housing' funding, an opportunity exists to consolidate stormwater into one single stormwater management pond to be developed on Township property. This will reduce future maintenance costs for the Township and ultimately provide a benefit to developers by eliminating the need to construct ponds at each development site and instead use those lands to build more housing. This solution increases the size of the stormwater conveyance systems on County roads and increases the construction cost of these assets. The County will be front -ending these additional costs and expects to recoup these funds from the Township who will recoup costs from developers as they work through development agreements over the next few years. Therefore, the total project costs are anticipated to be lower, however this value has not yet been finalized. Advancement of the Strategic Plan: The infrastructure investment activities that result from completing this work develop, enhance and maintain county transportation assets to support current and future Page 82 of 83 community needs, thus supporting Councils strategic strategy of sustainable community growth. Local Municipal Partner Impact: Extensive and ongoing consultation has taken place between the County and Township of Southwold regarding this partnership project. Communication Requirements: Project sign boards will be installed in advance of all roadworks and project details will be posted on the Municipal 511 platform. The County and Township are also planning an informal Public Information Centre (PIC) in advance of the project. The County will also utilize its Engage Elgin platform for project updates, Ministry funding acknowledgement and publicly available document access. A weekly capital project update will be circulated to Elgin's local municipal partners and elected officials to advise them of the following weeks anticipated works. Conclusion: Staff recommends award of the project to the low bidder, Bre-Ex Construction Inc. Work on this project is scheduled to begin in October with substantial completion anticipated to be achieved by December 3, 2027. As per the County of Elgin's Purchasing Policy, if change orders are required and the cost increases above the tender amount approved by Council by less than 10%, and the amount is within the overall budgeted project amount, work will proceed upon authorization by the Director. However, if the cost increases above the tender amount approved by Council by more than 10%, the Director will prepare a further report to Council outlining the expenditures. All of which is Respectfully Submitted Peter Dutchak Director of Engineering Services Andrew Parker Manager of Roads and Asset Management Mike Hoogstra Manager of Procurement & Risk Approved for Submission Blaine Parkin Chief Administrative Officer/Clerk Page 83 of 83