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05 - March 10, 2026 County Council Agenda PackageEl m ou sty Elgin County Council Regular Council Meeting Orders of the Day Tuesday, March 10, 2026, 9:00 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 livestream: https://video.isilive.ca/elgincounty/live.html Accessible formats available upon request. Pages 1. Meeting Call to Order 2. Approval of Agenda 3. Introductions, Recognitions, Memorials 4. Adoption of Minutes 3 5. Disclosure of Pecuniary Interest and the General Nature Thereof 6. Presenting Petitions, Presentations and Delegations 7. Motion to Adopt Recommendations from the Committee of the Whole 7.1 Warden Giguere - ADM 26-08 - Recommendations from Committee of 7 the Whole — February 24, 2026 8. Committee Recommendations 8.1 Recommendation from the February 24, 2026 Elgin/Central Elgin Joint 11 Accessibility Advisory Committee Meeting 9. Reports for Information and Immediate Consideration 9.1 Director of Engineering Services - ENG 26-04 Transportation Master 12 Plan — Final Report 9.2 Director of Engineering Services - ENG 26-07 Tender Awards for Cold 15 In -Place Asphalt Recycling (Tender No. 2026-T05), Hot Mix Asphalt Paving (Tender No. 2026-T06), and Culvert Rehabilitations (Tender No. 2026-T07) 9.3 Director of Homes and Seniors Services - HSS 26-02 Incontinence 21 Products for Elgin County Homes (RFP) No. 2025-P47) - Contract Award 10. Council Correspondence 10.1 Western Ontario Wardens' Caucus February 2026 Newsletter 57 10.2 Flag Raising and Proclamation Request from the Elgin County Drowning 62 Prevention Coalition 11. Statements/Inquiries by Members 12. Closed Meeting Items 12.1 Closed Meeting Minutes - February 24, 2026 12.2 Director of People and Culture - PAC26-01 ONA Bargaining Mandate Municipal Act Section 239 (2) (d) labour relations or employee negotiations 12.3 Chief Administrative Officer/Clerk - Human Resources Matter (verbal) Municipal Act Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees 13. Motion to Rise and Report 14. Consideration of By -Laws 14.1 By -Law No. 26-12 Confirmation 64 15. Adjournment Page 2 of 64 Elgin County Council Regular Council Meeting Minutes February 24, 2026, 9:00 a.m. Council Chambers 450 Sunset Drive St. Thomas ON Members Present: Warden Dominique Giguere Deputy Warden Grant Jones Councillor Ed Ketchabaw Councillor Mark Widner Councillor Andrew Sloan Councillor Mike Hentz Councillor Richard Leatham Members Absent: Councillor Jack Couckuyt (with notice) Councillor Todd Noble (with notice) Staff Present: Blaine Parkin, Chief Administrative Officer/Clerk Nicholas Loeb, Director of Legal Services Brian Masschaele, Director of Community & Cultural Services Jennifer Ford, Director of Financial Services/Treasurer (virtual) Peter Dutchak, Director of Engineering Services Mat Vaughan, Director of Planning and Development Holly Hurley, Director of People & Culture Joe Anne Holloway, Director of Homes and Seniors Services Ryan Terpstra, Manager of Corporate Facilities Katherine Thompson, Manager of Administrative Services/Deputy Clerk Jeff Brooks, Manager of Emergency Management (virtual) Jenna Fentie, Legislative Services Coordinator Stefanie Heide, Legislative Services Coordinator Candace Bill, Employee Rewards and Systems Advisor 1. Meeting Call to Order The meeting was called to order at 9.01 a.m. with Warden Giguere in the chair. 2. Approval of Agenda Moved by: Councillor Hentz Seconded by: Deputy Warden Jones RESOLVED THAT the agenda for the February 24, 2026 County Council Meeting be approved as presented. Motion Carried. 3. Introductions, Recognitions, Memorials A moment of silence was held to honour the life of former County Councillor and Mayor of the Town of Aylmer Bob Habkirk. Warden Giguere noted that the flags Seconded by: Councillor Hentz RESOLVED THAT the minutes of the meeting held on February 10, 2026 be adopted. Motion Carried. 5. Disclosure of Pecuniary Interest and the General Nature Thereof Deputy Warden Jones declared a conflict for item CW26-17 under 7.1 Recommendations from Committee of the Whole. Deputy Warden Jones will not participate in the discussion or vote on this item. 6. Presenting Petitions, Presentations and Delegations 6.1 Betsy McClure, Program Coordinator, Elgin Clean Water Program - Elgin Clean Water Program Annual Report 2025 Betsy McClure, Program Coordinator for the Elgin Clean Water Program, presented the 2025 Elgin Clean Water Program Annual Report that summarizes the successes of the program over the past year. Moved by: Councillor Widner Seconded by: Councillor Leatham RESOLVED THAT the presentation from Betsy McClure from the Elgin Clean Water Program be received and filed. Motion Carried. 7. Motion to Adopt Recommendations from the Committee of the Whole 7.1 Warden Giguere - ADM 26-06 - Recommendations from Committee of the Whole — February 10, 2026 Warden Giguere requested that item CW26-17 be pulled for further discussion and clarification. The Manager of Emergency Management provided additional information regarding the Live Fire Training Structure Fee for Council's information. Deputy Warden Jones declared a conflict of interest for item CW26-17. Deputy Warden Jones left the Chambers during the discussion and did not participate in the vote for this item. Moved by: Deputy Warden Jones Seconded by: Councillor Ketchabaw RESOLVED THAT item CW26-16 from the Committee of the Whole meeting dated February 10, 2026, and the recommendations therein be adopted. Motion Carried. Moved by: Councillor Hentz Seconded by: Councillor Widner RESOLVED THAT a licence agreement between the County of Elgin and the Township of Southwold for the use of land for the purpose of installing and operating a live -fire structure, substantially in the form of Appendix "A" of the February 10, 2026 report titled "Land Use Agreement for Fire Training Structure" be approved; and 8. Committee Recommendations None. 9. Reports for Information and Immediate Consideration None. 10. Council Correspondence Deputy Warden Jones returned to the Chambers. Moved by: Councillor Widner Seconded by: Deputy Warden Jones RESOLVED THAT the County of Elgin support the resolution from the County of Prince Edward supporting Bill 21 Protect our Food Act, 2025. Motion Carried. Moved by: Councillor Ketchabaw Seconded by: Councillor Leatham RESOLVED THAT Correspondence Item 10.2 be received and filed. Motion Carried. 10.1 Resolution from the County of Prince Edward supporting Bill 21, Protect Our Food Act, 2025. 10.2 Letter from Alzheimer Society Southwest Partners announcing that the application period for the Board of Directors is now open. 11. Statements/Inquiries by Members None. 12. Closed Meeting Items Moved by: Councillor Hentz Seconded by: Councillor Sloan RESOLVED THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss the following matters under Municipal Act Section 239 (2): Closed Meeting Item #1 - Lease Renewals - County Administration Building (c) a proposed or pending acquisition or disposition of land by the municipality or local board. Motion Carried. 12.1 Manager of Corporate Facilities - ENG 26-03 Lease Renewals - County Administration Building 13. Motion to Rise and Report Moved by: Councillor Hentz Seconded by: Councillor Widner RESOLVED THAT we do now rise and report. Motion Carried. RESOLVED THAT Elgin County Council approve a new commercial two-year term Lease Agreement between Mervin Riddell and Elgin County in relation to Suites 223, 225 and 227 commencing May 1, 2025, and annual rent of $15,820.08; and THAT Elgin County Council approve a new commercial one-year term Lease Agreement between Ontario Clean Water Agency, and Elgin County in relation to Suites 305 and 370. Lease commencing November 1, 2025, at an annual rent of $42,027.37. Motion Carried. 14. Consideration of By -Laws 14.1 By -Law No. 26-11 Confirmation BEING a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the February 24, 2026 Meeting. Moved by: Councillor Hentz Seconded by: Councillor Leatham RESOLVED THAT By -Law No. 26-11 be now read a first, second, and third time and finally passed. Motion Carried. 15. Adjournment Moved by: Councillor Widner Seconded by: Councillor Sloan RESOLVED THAT we do now adjourn at 9.29 a.m. to meet again on March 10, 2026 at 9.00 a.m. Motion Carried. Blaine Parkin, Dominique Giguere, Chief Administrative Officer/Clerk. Warden. Report to County Council From: Dominique Giguere, Warden Date: March 10, 2026 Subject: ADM 26-08 - Recommendations from Committee of the Whole — February 24, 2026 Recommendation(s): THAT items CW26-20-CW26-21 from the Committee of the Whole meeting dated February 24, 2026, and the recommendations therein be adopted. Introduction: Recommendations of the Committee of the Whole are considered formally for adoption at the next regular meeting of County Council. Background and Discussion: At the meeting held on February 24, 2026, Committee of the Whole recommended the following to County Council: CW26-20 THAT the Council of the Corporation of the Moved: Councillor Hentz County of Elgin approves Official Plan Seconded: Councillor Amendment No. 27 to the Official Plan of Ketchabaw the Town of Aylmer; and Motion Carried. THAT staff be directed to provide Notice of this Decision in accordance with the requirements of the Planning Act. CW26-21 THAT learning session topics identified in Moved: Councillor the report titled "ADM 26-07 Ketchabaw Recommendations for Council Learning Seconded: Deputy Warden Sessions", with the addition of Municipal Jones Servicing Corporations and Transportation Motion Carried. Assets be endorsed; and Page 7 of 64 THAT Council approve a list of prioritized learning session topics based on Committee Member input. Additional Notes: The Committee was asked to prioritize a list of learning session topics which will be presented for approval at Council on March 10, 2026. Financial Implications: �m Advancement of the Strategic Plan: The initiatives outlined in this report are integral to the County's day-to-day operations, supporting effective governance and the efficient delivery of services to Council and the public. Together, they enhance organizational efficiency and reflect the County's ongoing commitment to transparency, accountability, and good governance. Local Municipal Partner Impact: None. Communication Requirements: None. Conclusion: Recommendations from the Committee of the Whole meeting held on February 24, 2026, are included in this report for Council's consideration. All of which is Respectfully Submitted Dominique Giguere Warden Approved for Submission Blaine Parkin Chief Administrative Officer/Clerk Page 8of64 Report to County Council From: Katherine Thompson, Manager of Administrative Services/Deputy Clerk Date: March 10, 2026 Subject: Results of Council Learning Session Ranking Recommendation(s): N/A Introduction: Council requested that staff compile a list of possible learning session topics that could be presented to Council on days when Council and Committee of the Whole meetings are shorter. Staff collected topics from Councillors and the Executive Leadership Team and provided these topics to Council Members to rank in order of interest. Background and Discussion: Council was sent a Microsoft Form document asking members to rank the ten (10) identified learning session topics from one (1) to ten (10), one (1) being the topic they are most interested in learning about, and ten (10) being the topic they are least interested in learning about. Seven (7) Members of Council participated in the exercise. The results of this ranking process are as follows- 1 . Municipal Servicing Corporations 2. Review of the Land Use Planning Process 3. Community Development (Economic Development, Plans) 4. Municipal Finance, its relation to the Municipal Act, Charges Act 5. Funding Model for Long -Term Care 6. Risk Management and Insurance 7. County Transportation Assets 8. Provincial Offences Administration 9. Council's Role as a Library Board 10. Land Ambulance Community Improvement and the Development Staff will develop learning sessions on the top 5 topics listed above. Although not all learning session topics ranked within the top five, staff indicated that these topics still Page 9of64 provide valuable knowledge and should be considered for inclusion in future Council Orientation programming. 1. Rank the following Learning Session Topics from one (1) to ten (10). One (1) being the topic YOU are most interested in Mo learning about and ten (10) being the topic you are least interested in learning about. 1 Municipal Servicing Corporations 2 Review of the Land Use Planning Process 3 Community Development (Econornic Development, Community Improvement Plans) 4 Municipal Finance, its relation to the Municipal Act, and the Development Charges Act 5 Funding Model for Long -Term Care 6 Risk Management and Insurance NEMENNHIM 7 County Transportation Assets MEMMOMMENNE 8 Provincial Offences Administration MIMMOMMEMOM 9 Council's Rolle as a Library Board nommummum 10 Land Ambulance Financial Implications: N/A Advancement of the Strategic Plan: N/A Local Municipal Partner Impact: N/A Communication Requirements: Conclusion: Council Members have ranked identified learning session topics from one (1) to ten (10) to indicate their level of interest in each topic. All of which is Respectfully Submitted Approved for Submission Katherine Thompson Blaine Parkin Manager of Administrative Services/Deputy Clerk Chief Administrative Officer/Clerk Page 10 of 64 Agenda Number: Resolution Number Title: Date: Moved by: Seconded by: Resolution Page Joint Accessibility Advisory Committee 6.1. JAAC26-03 D, ElginCounty Manager of Human Resources - Joint Annual Accessibility Status Report 2025 Tuesday, February 24, 2026 Carleen Green Jenn Salverda RESOLVED THAT the report titled "Joint Annual Accessibility Status Report 2025" be approved. Motion Carried. Page 11 of 64 Report to County Council From: Peter Dutchak, Director of Engineering Services Date: March 10, 2026 Subject: ENG 26-04 Transportation Master Plan — Final Report Recommendation(s): THAT the report titled "ENG 26-04 Transportation Master Plan — Final Reports" from the Director of Engineering Services, dated March 10, 2026 be received and filed. Introduction: The County of Elgin has completed developing its first comprehensive master planning exercise for the County's transportation network. The Transportation Master Plan (TMP) and supporting documents have been advertised to the public for a final 30-day review period and the project is now complete. This report acknowledges the project's completion and discusses its implementation. Backaround and Discussion: The Transportation Master Plan (TMP) encompassed studies and policy work that spanned the following focus areas: A. Responding to Anticipated Road Capacity Constraints B. Updating County Road Classifications and Design C. Rationalizing County Transportation Assets D. Supporting Safety on County Roads E. Responsiveness to Changes and Challenges F. Passenger Transit Service Provision G. County Cycling Master Plan Network H. E-bikes and Other Micromobility Vehicles I. Pedestrian Crossings of County Roads J. Facilitating and Managing Heavy Truck Traffic K. Supporting the Movement of Agricultural Equipment L. Supporting Rail Freight Page 12 of 64 County Council approved 31 initiatives supporting these focus areas. The final TMP reports can be found on uggg!2!2Ilguau.� ah/nuiri�lh and include: • TMP Final Summary Report (64 pages) • Phase 1 Update Report (244 pages) • Phase 2 & 3 Report (308 pages) • Engagement Summary Report (538 pages) Now that the project is complete, the TMP reports will be available on the County's website as a valuable reference document for stakeholders. During the final 3-day comment period, stakeholder submissions noted general support for the TMP's direction and recommendations. Some noted comments received include: • Transit services provisions were especially supported. • Stakeholders were disappointed in the lack of County cycling network expansion. • Carpool lot strategy comments resulted in some revisions to potential strategic carpool lot locations. • LMPs noted several considerations in implementing the recommendations which are being duly considered. Implementation of the TMP's near -term initiatives has begun with the planning of safety related intersection improvements, policy development and budgeting for the provision of transit services. The TMP will continue to guide investment planning decisions until it is updated in 2030 when updated data will provide clarity to current growth assumptions and will incorporate future Council priorities. Financial Implications: Financial implications resulting from implementing the TMP's recommendations will vary between no financial impact (i.e. formalizing existing practices into policies) to potentially very costly investments (i.e. widening Highbury Avenue). Near term recommendations that require capital investment (i.e. intersection improvements) have been included within the County's 10-year capital plan. Other initiatives will require further Council input before any investment would be made and once Council determines a direction (i.e. provision of transit services). Advancement of the Strategic Plan: The development and implementation of the County's first Transportation Master Plan achieves many of the goals of the County's Strategic Plan, and including: collaborative engagement and communication, sustainable community growth and community well- being and inclusivity. Local Municipal Partner Impact: Page 13 of 64 The County's LMPs will play an important role in implementing some of the recommended TMP initiatives through stakeholder consultation and feedback. Specifically, the following initiatives will require collaboration with LMPs: • Carpool lot development • Road safety concerns • Collecting transportation data • Provision of transit services • Pedestrian crossing infrastructure Communication Requirements: The TMP final reports will be posted on the County's website. Conclusion: The development of the County's first ever Transportation Master Plan is complete. The TMP's resulting initiatives have evolved over the past few years after incorporating the most recent growth expectations, traffic data and public feedback. The final TMP Reports will be available on the County's website and will guide policy development and capital planning into the future. As our communities evolve it will be important to update the TMP in 2030 to ensure longer term initiatives continue to meet Council's priorities. All of which is Respectfully Submitted Peter Dutchak Director of Engineering Services Approved for Submission Blaine Parkin Chief Administrative Officer/Clerk Page 14 of 64 Report to County Council From: Peter Dutchak, Director of Engineering Services Mike Hoogstra, Manager of Procurement & Risk Date: March 10, 2026 Subject: ENG 26-07 Tender Awards for Cold In -Place Asphalt Recycling (Tender No. 2026-T05), Hot Mix Asphalt Paving (Tender No. 2026-T06) and Culvert Rehabilitations (Tender No. 2026-T07) Recommendation(s): THAT Roto-Mill Inc. be selected to complete Cold In -Place Asphalt Recycling on various roads, Tender No. 2026-T05 at a total price of $1,978,191.24 inclusive of a $50,000 contingency allowance and exclusive of H.S.T.; and, THAT Brantco Construction be selected to complete Hot Mix Asphalt Paving on various roads, Tender No. 2026-T06 at a total price of $5,415,177.50 inclusive of a $250,000 contingency allowance and exclusive of H.S.T.; and, THAT Laemers Excavating be selected to complete Culvert Rehabilitations on various roads, Tender No. 2026-T07 at a total price of $380,382.66, inclusive of a $50,000 contingency allowance and exclusive of H.S.T.; and, THAT the Warden and Chief Administrative Officer be directed and authorized to sign the contracts. Introduction: As part of the 2026 Capital Budget, tenders were advertised and issued as per the County's Procurement Policy for Cold In -Place Asphalt Recycling, Hot Mix Asphalt Paving and Culvert Rehabilitations on various roads. Background and Discussion: Cold In -Place Asphalt Recycling (Tender No. 2026-T05) As part of the recommended 2026 Capital Budget, four (4) county roads will be rehabilitated utilizing a Cold In -Place Asphalt Recycling with Expanded Asphalt Material (CIREAM) technique in advance of hot mix asphalt paving. Page 15 of 64 The following roads are scheduled to be recycled this construction season: 1. Union Road (CR 20) between John Street and Third Line (4.26 km) 2. Calton Line (CR 45) between Springfield Road and Richmond Road (6.16 km) 3. Ron McNeil Line (CR 52) between Imperial Road and Springfield (3.24 km) 4. Iona Road (CR 14) between Third Line and Middlemiss Bridge (3.38 km) A total of four (4) contractors downloaded tender documents for this project from the ��.��.��aic,,k��.��!,!„ Three (3) contractors submitted electronic bids ounty's bidding system II.�°�ua�°��..�"'�:`�':��.��..�.��'..��......��...��..��.��.�..�....�.��. for this tender which closed on February 13, 2026. Bids were received as follows: Company Bid Price' (exclusive of HST) Roto-M i II Inc. $1,978,191.24 GIP Paving Inc. $2,036,480.00 Lavis Contracting Co. Limited $2,044,975.00 ' Inclusive of a $50,000 contingency allowance. Roto-Mill Inc. submitted the lowest compliant bid for the project at a total price of $1,978,191.24 exclusive of HST. Hot Mix Asphalt Paving (Tender No. 2026-T06) As part of the approved 2026 Capital Budget, seven (7) roads will receive hot mix asphalt resurfacing and new granular shoulders as part of a rehabilitation projects or as stand-alone resurfacing projects. The following road sections are scheduled to be paved with asphalt this construction season- 1 . Union Road (CR 20) between John Street and Third Line (4.26 km) 2. Calton Line (CR 45) between Springfield Road and Richmond Road (6.16 km) 3. Ron McNeil Line (CR 52) between Imperial Road and Springfield (3.24 km) 4. Iona Road (CR 14) between Third Line and Middlemiss Bridge ((3.38 km) 5. Talbot Line (CR 3) between Dunborough Road and Macpherson Line (17.23 km) 6. Intersection of Currie Road (CR 8) and Pioneer Line (CR 2) 7. Richmond Road (CR42) between Calton Line and Richmond Road (0.4 km) A total of twelve (12) contractors downloaded tender documents for this project from the �.�� m��ka ic', ��."�°�� . Four (4) contractors submitted electronic bids for Y g Y � °.;; u ount s bidding system ,°�ua�........................................... this tender which closed on February 13, 2026. Bids were received as follows: Company Bid Price' (exclusive of HST) Brantco Construction $5,415,177.50 J-AAR Civil Infrastructures Limited $5,730,323.00 Page 16 of 64 GIP Paving Inc. $6,234,000.00 Dufferin Construction Company $7,215,252.00 ' Inclusive of a $250,000 contingency allowance. Brantco Construction submitted the lowest compliant bid for the project at a total price of $5,415,177.50 exclusive of HST. Culvert Rehabilitations (Tender No. 2026-T07) As part of the approved 2026 Capital Budget, a total twenty-eight (28) culverts across five (5) sections of county roads will have culverts rehabilitated in advance of proposed future road rehabilitation work. The road sections to receive culvert slip lining are as follows: 1. Shackelton Line (CR 13) between Iona Road and East Town Limit 2. Iona Road (CR 14) between Talbot Line and Fingal Line 3. Springfield Road (CR 40) between Glencolin Line and Springfield 4. Ron Mc Neil Line (CR 52) between Belmont Road and Yarmouth Centre Road 5. Iona Road (CR 14) between Talbot Line and Highway 401 A total of twenty (20) contractors downloaded tender documents for this project from the ��te. ic,,� r Five (5) contractors submitted electronic bids ounty's bidding system II.�°�ua�.�..�"��:!':��...�.:�°'...................... for this tender which closed on February 17, 2026. Bids were received as follows: Company Bid Price' (exclusive of HST) Laemers Excavating $380,382.66 Hornblower Earthboring Inc. $398,900.00 GMP Contracting $471,601.42 Birnam Excavating Ltd. $536,929.46 Lancoa Contracting Inc. $693,840.00 ' Inclusive of a $50,000 contingency allowance. Laemers Excavating submitted the lowest compliant bid for the project at a total price of $380,382.66 exclusive of HST. Financial Implications: The Cold In -Place Asphalt Recycling with Expanded Asphalt Material (CIREAM) tender, Hot Mix Asphalt Paving tender and Culvert Rehabilitation tender represents road rehabilitation activities for thirteen (13) different projects within the 2026 capital budget. The following summary of projected estimated costs is provided for review and will be confirmed throughout the project: Page 17 of 64 CIREAM Tender Value $ 1,978,191.24 Hot Mix Asphalt Paving Tender Value $ 5,415,177.50 Culvert Rehabilitation Tender Value $ 380,382.66 Net HST (1.76%) $ 136,818.02 Total Projected Costs' $ 7,910,569.42 Combined 2026 Capital Budget Allocations2 $ 8,526,421.00 Forecast Budget Surplus/(Deficit) $ 615.851.58 ' Projected cost for three (3) tenders inclusive of contingency allowances and net HST. 2 Total approved capital budget allocations for CIREAM, Hot Mix Asphalt Paving and Culvert Rehabilitations. Sufficient project funds exist to accommodate the lowest bids received for these three (3) tenders and a projected budget surplus of $651,851.58 is anticipated. It should also be noted that any projected surplus' may be reduced to fund the potential increase in the cost of asphalt cement material used in the CIREAM and Hot Mix Asphalt Paving contracts. A portion of these project values is tied to the "MTO Asphalt Cement Price Index", which is indirectly tied to other oil commodity prices. 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 community needs, this supporting Council's strategic strategy of sustainable community growth. Local Municipal Partner Impact: Elgin's local municipal partner staff will be provided the details regarding the County's 2026 road projects. Communication Requirements: Project sign boards will be installed at each project location in advance of all roadworks and project details will be posted through Engage Elgin and on the Municipal 511 platform. 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: Tenders for capital projects on County roads were issued and received for CIREAM, Hot Mix Asphalt Paving and Culvert Rehabilitations. This work forms part of thirteen (13) separate road projects being completed in 2026. Work on these projects is Page 18 of 64 expected to commence in May with completion anticipated to be achieved by the end of October. A copy of the 2026 Construction Project Map is included for Council's information. The road sections identified as `Rehabilitation' will receive asphalt recycling and asphalt paving, the road sections marked as `Resurfacing' will receive asphalt resurfacing only. 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 Mike Hoogstra Manager of Procurement & Risk Approved for Submission Blaine Parkin Chief Administrative Officer/Clerk Page 19 of 64 - --------- ...... u W LY a 0 ti '� '0000� L2 ED C aNi Report to County Council From: Joe Anne Holloway, Director of Homes and Seniors Services Mike Hoogstra, Manager of Procurement & Risk Date: March 10, 2026 Subject: Incontinence Products for Elgin County Homes (RFP No. 2025-P47) — Contract Award Recommendation(s): THAT the contract for Incontinence Products for Elgin County Homes be awarded to Cardinal Health Canada Inc. for a two-year term; and, THAT staff be authorized to extend the contract for an additional three (3) one-year terms, in accordance with section 7.6 of the Procurement Policy, subject to satisfactory performance during the initial two-year contract term; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. Introduction: This report provides details on the Request for Proposal (RFP) for Incontinence Products for the County's three (3) Long -Term Care Homes (LTCH's) and seeks Council's approval to award the contract. Background and Discussion: The current contract for the Incontinence Management System which includes products, program support, reporting and staff, resident and family education is expiring, and a new RFP was recently issued. The RFP document is attached to this report as Attachment 1. Information that was advertised and posted on the County's Bid Portal page n��;�^� r��;ua i ��'��.aua�ua��r a including RFP dates, proposals submitted and a u u�;9.un� ��u�, �a�ha��..:nr a�... complete plan takers list is attached to this report as Attachment 2. The Evaluation Committee (refer to Attachment 3) scored each proposal based on the following criteria: Page 21 of 64 i) Firm's history and understanding of scope of services ii) Range of support services, additional services iii) Quality control process iv) Product Offering v) Value Added Services vi) References vii) Product Pricing / Cost per resident day Once the proposal evaluations were completed, the evaluation committee decided that the two Proponents would be invited to provide a presentation and review product samples. Presentations were conducted in -person on February 11, 2026. After the presentations were completed, each evaluator submitted their presentation score which was added to the proposal score. The firm selected by the Evaluation Committee is Cardinal Health Canada. The proposal submitted by Cardinal Health Canada was the highest scoring qualified 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 nursing and personal care envelope, within the Ministry of Long -Term Care funding, provides funding for incontinence products. Staff will continue to receive education / training and support from the contracted service provider, to support individualized continence care, and to remain within budget. The estimated annual cost for incontinence products is $180,000. Advancement of the Strategic Plan: The award of the incontinence products contract aligns with the strategic plan priority "Service Excellence and Efficiency". Staff look forward to continuing to enhance services through collaboration with the interdisciplinary team to ensure consistency in care. Local Municipal Partner Impact: None Communication Requirements: None Conclusion: As detailed above, the Evaluation Committee completed an evaluation and selection process in accordance with Request for Proposal No. 2025-P47 and subsequently the Page 22 of 64 proposal submission from Cardinal Health Canada was deemed the successful qualified proponent and is recommended for award. All of which is Respectfully Submitted Joe Anne Holloway Director of Homes and Seniors Services Mike Hoogstra Manager of Procurement & Risk Approved for Submission Blaine Parkin Chief Administrative Officer/Clerk Page 23 of 64 Attachment 1 ElgunlCaun INCONTINENCE PRODUCTS FOR ELGIN COUNTY LONG TERM CARE HOMES REQUEST FOR PROPOSAL No. 2025-P47 IIII IIII ............. IIII IIIL° IIII IIIII IIILIII' IIII' IIIII IIIII IIII IIII IIIL Proposals shall be received by the Bidding System no later than: December 5, 2025 @ 3:00 p.m. (local time) Issue Date: November 13, 2025 Documents are available in accessible format and/or with communication supports upon request. Page 24 of 64 �.. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 lgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES 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 Addenda........................................................................................................ 5 1.6 RFP Schedule............................................................................................... 6 1.7 Proponent Communications.......................................................................... 6 1.8 Proponent Investigations............................................................................... 6 1.9 Notice of No Response.................................................................................. 7 SECTION 2.0 - TERMS OF REFERENCE.......................................................................... 8 2.1 Introduction.................................................................................................... 8 2.2 Term of Contract............................................................................................ 8 2.3 Scope of Products and Services.................................................................... 8 2.4 Brand Names, Product Numbers and Package Quantity .............................. 8 2.5 Pricing............................................................................................................9 2.6 Services Required......................................................................................... 9 2.7 Quantities.......................................................................................................9 2.8 Delivery ..........................................................................................................9 2.9 Inventory Control........................................................................................... 9 2.10 Samples and Demonstrations..................................................................... 10 2.11 Trial Period.................................................................................................. 10 2.12 Records....................................................................................................... 10 2.13 Reports........................................................................................................ 10 2.14 Staff Support................................................................................................ 10 2.15 Health, Safety and Other Requirements...................................................... 11 SECTION 3.0 - PROPOSAL REQUIREMENTS............................................................... 12 3.1 Proposal Submissions................................................................................. 12 3.2 Proposal Submission Requirements........................................................... 12 3.3 Evaluation Process...................................................................................... 14 3.4 Evaluation Criteria....................................................................................... 14 3.5 Ratings.........................................................................................................15 3.6 Presentation.................................................................................................16 SECTION 4.0 - GENERAL CONDITIONS......................................................................... 17 4.1 Rights of the County.................................................................................... 17 4.2 Conflict of Interest........................................................................................ 17 4.3 Modified Proposals...................................................................................... 18 4.4 Disqualification of Proponents..................................................................... 18 4.5 Confidentiality.............................................................................................. 18 Page 25 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 lgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES 4.6 Proposal Assignments................................................................................. 18 4.7 Procurement Policy...................................................................................... 19 4.8 Failure to Perform........................................................................................ 19 4.9 Award and Agreement................................................................................. 19 4.10 Insurance Requirements............................................................................. 19 4.11 Indemnification............................................................................................. 20 4.12 WSIB Requirements.................................................................................... 20 4.13 Compliance with the Accessibility for Ontario with Disabilities Act 2005 ..... 20 4.14 Disqualification.............................................................................................21 4.15 Record and Reputation................................................................................ 21 4.16 Proponent's Costs....................................................................................... 22 4.17 Legal Matters and Rights of the County ...................................................... 22 4.18 Human Rights, Harassment and Occupational Health and Safety .............. 23 4.19 Clarification.................................................................................................. 23 4.20 Supplementary Information.......................................................................... 23 4.21 Default / Non-Performance.......................................................................... 23 APPENDIX A - SAMPLE AGREEMENT........................................................................... 25 KA Page 26 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 lgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES 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:Helgincounty.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", "Successful Vendor" and/or "Service Provider" means the Proponent whose Proposal has been approved by the County. Page 27 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 lgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES 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 covering an area of 460,000 acres, with a population of approximately 52,000 people. The County of Elgin is inviting proposals for the supply, delivery and associated services required to provide Incontinence Products for residents who reside at Bobier Villa, Elgin Manor and Terrace Lodge, 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 Section 2.0. 1.2 Proposal Format and Delivery Y III IIII'° S SU�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. Proponents may edit or withdraw their proposal submission prior to the closing time and date. Page 28 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 ElgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES 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 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. 5 Page 29 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 lgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES 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 https://eigincounty.bidsandtenders.ca/Module/Tendersfen 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. 1.6 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: Last Date for Questions: RFP Close: Award of Contract: November 13, 2025 November 28, 2025 December 5, 2025 January 2026* *Dates noted above are an approximation only and are subject to change. 1.7 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. 1.8 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 Page 30 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 ElgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES 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 on any and all such information shall be at the Proponent's sole risk and without recourse against the County. 1.9 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 31 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 lgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES SECTION 2.0 - TERMS OF REFERENCE 2.1 Introduction The County is seeking a provider for the supply, delivery and services of an incontinence management system including briefs, pads and liners in a variety of sizes to meet the needs of the individual Home's resident population. The proposal will include services to the residents of Bobier Villa, Elgin Manor and Terrace Lodge. Bobier Villa is a 57-bed long-term care home located in Dutton, Elgin Manor is a 90-bed long- term care home located just outside St. Thomas and Terrace Lodge is a 100-bed long-term care home located in Aylmer. The resident population is primarily a geriatric population and includes special care units for people with dementia. 2.2 Term of Contract The term of contract is for a two-year term, commencing on or about February 1, 2026 to January 31, 2028. The County at its discretion may extend the contract for up to three (3) additional one (1) year terms upon mutual agreement between both parties. 2.3 Scope of Products and Services The Prevail product is currently being used at all three homes. Proposed products must be comparable, exceed or be equal to these. Detailed specification sheets for each proposed product must accompany your submission. In addition to products, the County expects the successful vendor to provide ancillary services including but not limited to program support, staff, resident and family education, ordering requirements, delivery details, reports, cost guarantees and/or rebates. The current number of incontinent residents is 233. The average daily change rates are 2.14 at Bobier Villa, 3.04 at Elgin Manor and 3.37 at Terrace Lodge. Sizes range from small to x-large with majority utilizing one-piece brief system. 2.4 Brand Names, Product Numbers and Package Quantity The County has identified the Prevail product as the product of choice for residents in the County Homes. If and whenever in the specification a brand name, make, name of any manufacturer, trade name or supplier catalogue number is mentioned, it is for the purpose of establishing a grade or quality of material only, unless specified otherwise. Since the County does not wish to rule out other competition and equal brands or makes, the phrase `OR APPROVED EQUAL" may be added. However, if a product other than the specified is proposed, it is the Proponent's responsibility to name such product within the submitted document and to prove to the County that said product is equal to the specifications and to submit brochures, samples and/or specifications in detail on item(s) proposed. The County shall be the judge concerning the merits of proposed products submitted. Page 32 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 lgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES The part number, description and quantity are listed on the bidding forms. For purposes of evaluation, Proponents MUST indicate any variances from our specifications no matter how slight. If variations are not stated or referenced it will be assumed the product or service fully complies with the County's specifications terms and conditions. 2.5 Pricing The County is seeking firm pricing for the two (2) year contract period. If the Proponent is unable to provide firm pricing for the two-year period, please state the pricing terms in your proposal. The County prefers a guaranteed per resident, per day pricing model. Please refer to section 3.2(h) for additional pricing instructions. 2.6 Services Required The successful vendor shall provide all products, on -site inventory control, ordering, and ongoing monitoring of the program. As well the successful vendor will advise of any new market developments in its product lines. Any recommendations to use disposable product lines not covered in this RFP must be approved in writing by the County prior to implementation. 2.7 Quantities The quantities listed are approximate only based on usage from YTD 2025 (January 1, 2025 to November 12, 2025). The County reserves the right to order more or less than stated without penalty. 2.8 Delivery All deliveries to be F.O.B. Destination — Prepaid. All products will be delivered within forty- eight (48) hours from receipt of order. Delivery and invoicing locations are- a) Bobier Villa, 1 Bobier Lane, Dutton, Ontario, NOL 1 JO b) Elgin Manor, 39262 Fingal Line, St. Thomas, Ontario, N5P 3S5 c) Terrace Lodge, 475 Talbot Street East, Aylmer, Ontario, N5H 3A4 The County's preference is a two -week delivery schedule. 2.9 Inventory Control The successful vendor is expected to maintain a diverse product line in sufficient quantities to ensure continuity of supply to the Homes so that costs can be kept at a minimum and stable. Inventory control must ensure no stock outs. Area for storage for incontinent products is limited at all three facilities. The successful vendor is expected to train 3-4 staff at each Home to ensure proper inventory control and to assist whenever there are issues. Page 33 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 lgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES 2.10 Samples and Demonstrations Samples may be requested after the RFP closing and only upon request of the County. If samples are requested, samples must be received by the County no later than seven (7) days after formal request is made. When required, the County may request full demonstrations of any products proposed prior to the award of any contract. Samples, when requested, must be furnished free of expense to the County and if not used in testing or destroyed will upon request within thirty (30) days of award be returned at the Proponent's expense. Samples are NOT to be submitted with your submission, but must be sent, when requested, to the Manager of Procurement & Risk at 450 Sunset Drive, 2nd Floor, Financial Services, St. Thomas, On N5R 5V1. 2.11 Trial Period It may be necessary to require a trial period of usage. The trial will be for approximately a one (1) month period and will take place at all three homes and would include one resident home area (RHA) per home. The resident counts are 19-Bobier Villa, 30-Elgin Manor and 25-Terrace Lodge. The successful vendor shall provide the Home with enough briefs for the trial period. The Home shall not pay for briefs that do not meet the required standards. The County is not responsible for product used for evaluation if the company is not awarded the project. 2.12 Records The successful vendor shall: a) maintain and keep complete and accurate books, accounts and records which pertain to performance of the contract, to permit their verification in an audit. b) shall have no claim for payment unless such books, account and records have been so maintained and kept. c) shall furnish all records, accounts and other related document which pertain to the contract for verification on request by the County. 2.13 Reports The successful vendor shall provide monthly reports that detail the following: a) Incontinence products — brands, code numbers, monthly usage, usage to date. b) Cost analysis — cost/case, cost/unit, cost/user/day, monthly total product cost and annual total product cost. c) Change rates. 2.14 Staff Support The successful vendor shall provide the staff of the Homes support services such as but not limited to, residents and product assessment, product recommendation, training applications, voiding records, continence assessments and clinical consultation to meet Ministry of Long- 10 Page 34 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 lgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES Term Care Standards. The successful vendor shall also participate in the skin and wound and continence team meetings quarterly. The County utilizes Point Click Care for care planning and assessments. 2.15 Health, Safety and Other Requirements The successful vendor shall comply with all current health and safety measures in place during the term of this contract, if any, as per public health and Ministry of Long -Term Care and County of Elgin policy. The successful vendor will: a) Maintain confidentiality relating to Resident and home information as per legislative requirements and sign a Home's Confidentiality Agreement. b) Provide satisfactory criminal reference checks (inclusive of Vulnerable Sector and Sexual Offender Database) for all in -home professionals assigned by the Vendor with the cost to be borne by the vendor. c) Ensure that all the in -home professionals receive the influenza vaccine annually and provide proof of vaccination by November 30th of each year. d) Provide documentation of TB skin testing that aligns with public health and ministry requirements for all in -home professionals assigned to this contract. e) Comply with the County's quality and risk management expectations including, but not limited to, infection control standards. Complete all required online education as required by Ministry of Long -Term Care legislation (e.g. resident abuse, Resident's Bill of Rights, IPAC, etc.). 11 Page 35 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 lgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES SECTION 3.0 - PROPOSAL REQUIREMENTS 3.1 Proposal Submissions Y III IIII'° S SUI1111 I IIISSIII IY S I1% , shall be received by the Bidding System. The Proposal Submission shall comprise of one (1) proposal submission file as detailed in section 3.2 Hardcopy submissions not permitted. Failure to include the submission requirements may result in your proposal being disqualified. 3.2 Proposal Submission Requirements Proponents shall upload a PDF Proposal Submission to the Bidding System. The submission shall be no longer than fifteen (15) single sided pages (Arial 12 font or equivalent), excluding any appendix and Curricula Vitae. The submission should include all of the information listed in this 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. Information submitted is subject to verification, and further pertinent information may be obtained from references. a) Section 1: Overview A narrative demonstrating the Proponents understanding of the full scope of services, brief summary of your company, reasons why the Proponent is interested in taking on this contract, and your familiarity with the County of Elgin. b) Section 2: Products Proponents shall specify the brand of products being proposed. The County of Elgin has identified the Prevail product as the product of choice for residents in the County of Elgin Homes. The current list of the products used in each Home is provided in the bidding system and shown on the attached proposal forms. The list includes a product code, description of the product and estimated annual usage (based on 2025 YTD numbers). c) Section 3: Support Services Detail the available support services which will be provided, this is to include and not be limited to: Clinical representative, include in detail what the proposed support services will entail. 12 Page 36 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 lgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES • What education support services will be available to residents and staff and family. • Include preventative management measures which will be offered. • Include ongoing support to the individual residents. • Include ideas on how to reduce product consumption/budget. • Indicate the frequency of visits by Territory Manager or Service Representative by home. d) Section 4: Quality Control Please describe your quality control procedures in the event that there is a quality issue. Include procedure on how the problem is rectified, including quality improvement measures and feedback. e) Section 5: Client References Provide at least three (3) references the County may contact. References should be from long-term care homes who you are currently providing Incontinence products that are of similar size to the County of Elgin. References must include the name of the organization, contact person, phone/fax numbers, email address. f) Section 6: Additional Services Provide information about the following: • How do your services support pandemic planning. • Minimum ordering quantity. • Lead time from date of ordering. • Include any other additional services offered which are not mentioned above. For example, "Continence Restorative Care Program" for both bladder and bowel management which would include toileting programs, education and support to the Homes reflective of the Fixing Long -Term Care Act, 2021, Regulations and Inter- RAI LTCF." g) Section 7: Value Added Services Describe any incentive program or value-added services. h) Section 8: Pricing Please provide pricing options as follows: Per resident, per day based on 247 residents Individual pricing of products listed Cost guarantee of products for the initial two-year term of the contract The pricing for the products and the per resident, per day shall be added to the online pricing forms in the bidding system. All other pricing options and statements must be included in your proposal. The County prefers a guaranteed per resident, per day pricing model. Please also indicate if discounts are offered on product not listed in this RFP and the amount or percentage which will be discounted. 13 Page 37 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 lgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES 3.3 Evaluation Process 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 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. 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. 3.4 Evaluation Criteria Submissions will be evaluated by an evaluation committee based on the following categories. The disclosure of the allocated weight 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 Maximum Weight Poi nts Firm's history and understanding of scope of services 10 Range of support services, additional services 25 Quality control process 10 Product Pricing / Cost per resident day 35 14 Page 38 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 lgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES Product Offering 15 Value Added Services 5 References Pass / Fail I U IIIU U! IIL........A M�1)HMIII""'S 100 I'°° II Iq"'III'""'S 3.5 Ratings For consistency, the following table describes the characteristics attributable to particular scores between 0-10. 0 Unacceptable Did not submit information 1-2 Very Unsatisfactory Very poor to unsatisfactory 3 Unsatisfactory Minimally addresses some, but not all of the requirement of the criteria. Lacking in critical areas 4 Somewhat Addresses most of the requirements of the criteria to the minimum Unsatisfactory acceptable level. Lacking in critical 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. 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. 15 Page 39 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 lgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES 3.6 Presentation The County may have the two highest scoring Proponents provide a presentation to the evaluation team highlighting the proposal and providing additional insight into the Proponent's ability to meet the requirements as requested in the RFP. The County reserves the right to invite more or fewer than two Proponents based on the scoring results. The presentation will be conducted virtually via a Cisco Webex Meeting with the evaluation committee. The Proponent must ensure that senior staff members assigned to this project participate in the presentation. Presentations shall follow this general format: ➢ Introduction of Proponents Project Team (5 minutes) ➢ Proponent Presentation of the Proposal (20 minutes) ➢ Questions (10 minutes) The Proponents will be notified of the final format and exact date and time for presentations in advance. A product trial may be considered for this portion of the evaluation. Proponents will be advised in advance if the County will proceed with a product trial. For the presentation 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. Presentation Criteria and Weighting (Second Stage if required): Criteria Category Weighted Points Presentation 25 Product Trial if required) 25 Total Weighted Points 50 The score from the proposal evaluations, presentation and product trial (if required) will be combined to determine an overall final score. We Page 40 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 ElgonCou°0n ty INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES 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. 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, 17 Page 41 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 ElgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES 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. 18 Page 42 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 lgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES 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.elgincounty.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 an Authorized Person of the successful Proponent. The complete Proposal response submitted by the successful Proponent, 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) Professional Liability insurance covering all activities as described in the Proponent's Proposal to a limit of no less than two million ($2,000,000) per claim and in the aggregate. Such insurance shall provide coverage for errors and omissions made by the professional in the rendering of, or failure to render, professional services in connection with the Agreement. Upon completion of the work the policy shall remain in force for twelve (12) months. The Proponent must confirm that any property damage, personal injury or bodily injury resulting from an error or omission is considered an insurable loss whether coverage is under the Comprehensive General Liability Policy or the Professional Liability Policy (Errors & Omissions). 19 Page 43 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 lgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES c) Standard OAP 1 Automobile liability policy in the amount of two million ($2,000,000) dollars. d) The aforementioned policies of insurance shall contain or shall be subject to the following terms and conditions: ➢ 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. If the successful Proponent is a self-employed individual, partner or executive officer who does not pay WSIB premium and is recognized by WSIB as an "independent operator" a letter from WSIB acknowledging independent contractor status and confirming that WSIB coverage is not required must be provided to the County of Elgin prior to commencement of work. 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 20 Page 44 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 lgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES 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, ➢ 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 21 Page 45 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 ElgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES legislation in other jurisdictions, any law regarding occupational health or safety or the Securities Act or related legislation. 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. 22 Page 46 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 ElgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES 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 successful Proponent 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. 4.19 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. 4.20 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. 4.21 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 Proponent's performance not meet the terms and conditions of the RFP upon 30 days written notification to the Proponent. "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 23 Page 47 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 ElgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES 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 Proponent until the completion of the work and the expiry of all obligations under the Contract; and b) recover from the Proponent 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 Proponent). 24 Page 48 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 lgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES APPENDIX A - SAMPLE AGREEMENT THIS AGREEMENT made effective this XXXX day of XXXXXXX, 2026. BETWEEN: -AND- CORPORATION OF THE COUNTY OF ELGIN (hereinafter called "County'g (hereinafter called "Service Provider'q OF THE FIRST PART OF THE SECOND PART WHEREAS on <Insert Date>, the County issued Request for Proposal No. <Insert #> and Addendum No. <X> dated <Insert Date> for <Insert Project Name> for the County of Elgin (the "RFP"); AND WHEREAS on <Insert Date> the Service Provider submitted a Proposal in response to the RFP (the "Proposal"); AND WHEREAS the County wishes to enter into an agreement with the Service Provider 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 Service Provider 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 Service Provider shall provide the products and 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 Service Provider that the Service Provider, 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 or lump sum amount as detailed in Schedule <2>. 25 Page 49 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 lgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES ARTICLE 3 The Term of this Agreement is for a two-year term, deemed to commence on or about <Insert Date> and expire on <Insert Date>; provided further that the County, in its unfettered discretion, may extend the within Agreement up to an additional three (3), one (1) year terms upon mutual agreement between both Parties. ARTICLE 4 A copy of each of the Terms of Reference (as Schedule 1) and Addendum No. 1 (as Schedule 2) are hereto annexed and together with the Service Provider 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; c) Terms of Reference; d) Service Provider 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 Service Provider 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 kind whatsoever as arising from the negligence, errors, omissions, fraud, or willful misconduct of Page 50 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 lgonCou°0n::7 INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES the Service Provider, including its officers, employees, servants, agents, and consultants or sub - consultants, or any one or combination of them, as attributable or connected with the performance, non-performance, or purported performance by the Service Provider 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 consultants or sub -consultants, 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 Service Provider 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 Service Provider 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 SERVICE PROVIDER: Either Party may from time to time change its address for service by notice to the other Party as previously set out. 27 Page 51 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 ElgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES 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) 28 Page 52 of 64 .. Attachment 1 REQUEST FOR PROPOSAL NO. 2025-P47 lgonCou°0n t INCONTINENCE PRODUCTS FOR ELGIN COUNTY LTC HOMES 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: Corporation of the County of Elgin Per: _ Name: Position: Warden Per: _ Name: Blaine Parkin Position: Chief Administrative Officer / Clerk We have the authority to bind the Corporation �� III III' III IIII "'III'.""' III I IIII° III III III°° IIII'° III III � III IIII° III' III III II �° Per: Name: _ Position: Location ) I have the authority to bind the Corporation 29 Page 53 of 64 Attachment 2 /000ts Elig"inGourity S� bids&(, View Details Return to the Bids Homepage (https://elgincount ..bidsandtenders.ca/Module/Tenders/en), Bid Details Bid Classification: Goods Bid Type: Request For Proposal Bid Number: 2025-P47 Bid Name: Supply, Delivery and Services for Incontinence Products for Elgin County Long Term Care Homes Bid Status: Closed Published Date: Thu Nov 13, 2025 4:00:59 PM (EST) Bid Closing Date: Fri Dec 5, 2025 3:00:59 PM (EST) Question Deadline: Fri Nov 28, 2025 4:00:00 PM (EST) 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 for the Supply, Delivery and Services for Incontinence Products for residents who reside at Bobier Villa, Elgin Manor and Terrace Lodge. Products and services must meet the requirements of the County as outlined in the Request for Proposal. 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 download secured documents and/or to participate in this opportunity, you will need to have a subscription plan or buy Pay -Per -Bid access for this opportunity (available if you don't have an active subscription). Categories: Show Categories [±] Register for this Bid Download Bid Documents Documents File Name RFP Document Thursday November 13, 2025 03:39 PM Proposal Forms (Viewing Copy Only) Thursday November 13, 2025 10:50 AM Addenda File Name Addendum No. 1 Page 54 of 64 Friday November 28, 2025 04:28 PM Purchasing Representatives Employee Hoogstra, Mike Attachment 2 Robertson, Brandon Bids Submitted The following are the unofficial bid results Company Contact RFP and Bids, Cardinal Health Cardinal Health Canada Inc 1000 Tesma Way, Vaughan Ontario, Canada L3R 5R8 Johnson, Jennifer Silver Linings Healthcare 5040 Mainway, Burlington Ontario, Canada L7L5Z1 Plan Takers The following are the plan takers for the bid Company Contact Ryckman, Brandon 1000418912 Ontario Ltd 39 Burwell Road, St thomas ON, Canada N5P 3R5 Friedman, Joe 9195-6664 Quebec Inc 295 Ave Lafleur, Lasalle QC, Canada H8R 3H3 Lahey, Darren Attends Health Care Products Inc. 1029 Old Creek Road, Greenville North Carolina, United States 27834 Kirk, Cherisse Bio Nuclear Diagnostics Inc 1791 Albion Road, Toronto Ontario, Canada M9W 5S7 RFP and Bids, Cardinal Health Cardinal Health Canada Inc 1000 Tesma Way, Vaughan Ontario, Canada L3R 5R8 Johnson, Jennifer Silver Linings Healthcare 5040 Mainway, Burlington Ontario, Canada L7L5Z1 DEPARTMENT, CONTRACTS The Stevens Company Limited 425 Railside Drive, Brampton Ontario, Canada L7A ON8 Page 55 of 64 Attachment 3 Supply, Delivery and Services for Incontinence Products for Elgin County Long Term Care Homes Evaluation Committee RFP No. 2025-P47 Evaluation Team Member IPosition I Conflict of Interest jAshley Temple jAdministrator, Terrace Lodge I No (Terri Benwell jAdministrator, Bobier Villa & Elgin Manor I No 113ev Drouillard I Manager of Resident Care, Bobier Villa I No 11-isa Zinkan (Resident Care Coordinator, Terrace Lodge I No lJoe Anne Holloway I Director of Homes and Seniors Services I No Page 56 of 64 OUR= Join Our Email List -73 �' I' U A Y 2 02 6 WOWC Will -I Flack ° Planning and Strategic Development (Rumd. under1OO.00O population): Town of|nniafi| |nnisfi| Heights Investment Readiness Initiative ° Business Attraction and Retention (Rural, under 100,000 population): County of Brant — 2025 Downtown Dig • Visitor Attraction & Tourism Product Development (Rural, under 100,000 population): Municipality of 8trathmy-Ceredoo—Canvas and Culture Night • Excellence in Rural Economic Development: County of Brant — 2025 Downtown Dig Chatham -Kent Records Fastest Population Growth in More Than Two Decades Page 58 of 64 N�� N N�� ~�"w-m ��1m h,sh,!�'vmwtmIMne Municipality of Chatham -Kent is experiencing its strongest population growth since data collection began in 2001, signalling continued momentum for the community. The growth is being driven primarily by people moving to Chatham-r\ent trom elsewhere in Ontario accounting for a 16.7% net increase from the previous year. This is the second highest increase si 2001. Notably, 26% of new arrivals are children and youth under the age of 15, which highlights Chatham-Kent's growing appeal to young families. Learn more The Ontario Vehicle Innovation Nohwork(OV|N). led by the Ontario Centre ofInnovation (OC|).announced an investment of$17.5million toestablish nine Regional Technology Development Sites (RTD8).with $32.8million inmatching industry investment and over $1Q.3million from the broader public sector, for atotal ofover $0Q.0 million. Leveraging Ontario's regional strengths and �u110 ��14 0,woU) Ij 1-IN IN L C/�- �-�&�rNo� - expertise inautomotive manufacturing, technology, and critical minerals, the RTD8provides anetwork for Ontario -based small- and medium-sized onterphaoa (8MEa)to drive the dovo|opmont, toating, and commercialization of automotive and smart mobility solutions across the province. The nine RTD8locations in Durham, HaniUon, Kingston, Northern Ontario, Ottawa 8im000 Waterloo, Windsor -Essex and York, are physical sites that connect post -secondary inatitutiona, regional innovation oontroa, incubators and a000|oratons, industry partnons, and municipal and regional resources to collaborate and accelerate mado'in'Ontariosolutions through homegrown companies. The nine sites offer opportunities for regional testing and prototyping of technologies and solutions, connecting companies with regional partners to create a pathway for the adoption and deployment of made -in -Ontario technologies tobolster supply chains. Learn more PC f expand Ontario's first Industry 5.0 sandbox Page 59 of 64 nd 1 Ge rVMD 1111 0 Georgian College has received $1 million from the Ontario Research Fund (ORF) to support th4 expansion of its Centre of Industrial Simulation and Prototyping, Ontario's first Industry 5.0 sandbox designed to help manufacturers and technol - companies test and adopt advanced technologies in a safe, controlled environment. The ORF investment serves as the provincial matching fund to a $1 million award from the Canada Foundation for Innovation (CFI) announced last October, bringing combined federal and provincial infrastructure funding to $2 million. *V2 VAI "I'll illillililI p I 1111111y 11 'vivo V MMIMMOMMM It is the businesses we support that make what we do so impactful to our rural communities. M a ,•Vrk-Tf S ; . Telyll Men, a grolling rurai success si*rj,, i -e I � jV1, UMaL4. What started as a family passion for traditional European recipes has quickly become a local favourite, known for handcrafted sausages, smoked meats, and specialty deli items made with care and local ingredients. 0 11110, 1 W11 IN, FN W, I I 11. 101111 Western Ontario Wardens aucus 1 789 13iroadway St I13ox 3000 1 Wyoiryflng, 01N INOIN 11. ro (.,A Page 60 of 64 Unsu.1lbscirilbe I !jjj?!jate Pirofile I �..�onstant Contact 1� . )ata INotilce ............................... ............................................. .................... ....................................... ......................................................... �t .................................................................................................................... Constant Contact Try email marketing for free today! Page 61 of 64 Municipal Flag Protocol and Proclamation Policy (1.3) Request Form Please .ca. complete this form and submit it to gd,i.i�.°uliu.� ,ea,ir.°u u "'i' :III li,.�� p........................... Organization: Elgin County Drowning Prevention Coalition This Organization is: ❑Charitable Organization ■Not -for -profit Organization Event/Occasion: National Drowning Prevention Week & World Drowning Prevention D, Purpose of Event/Occasion: National Drowning Prevention Week promotes awareness of the drowning prevention problem in Canada, and the need for individuals, communities, organizations, and government to take action to save lives. Drowning is preventable! World Drowning Prevention Day is on July 25th. Proposed Date for Flag Raising and/or Proclamation: July 20th (all flag raisings/proclamation dates are subject to availability in accordance with the Policy). Contact Name: Briar McCaw Phone Number: 519-902-9785 Email Address: ecdrowningprevention @gr My organization is requesting (please check all that apply): 9Flag Raising NProclamation eLighting the Elgin Administration Building If your organization has a written proclamation you wish to be read, please include a copy with this form. Page 62 of 64 EiguinCourity Please describe your organization/group: The Elgin County Drowning Prevention Coalition is a volunteer -led organization dedicated to drowning prevention education, awareness, and research. Its mandate is `to prevent the incidence of fatal and non -fatal drownings and other water related injuries in Elgin County.' The coalition collaborates with with local organizations such as hospitals, immigration partnerships, conservation areas, childrens organizations, and more to share relevant water safety information with local residents. Has your organization achieved national or international distinction, made a significant contribution to the community, or helped to enhance the County of Elgin in a positive manner? Please describe: The Elgin County Drowning Prevention Coalition (ECDPC) has made a significant impact locally and continues to gain recognition at both national and international levels. Established in response to disproportionately high drowning rates in Elgin County, the ECDPC brings together stakeholders from healthcare, aquatics, emergency services, municipal leadership, and newcomer support sectors to lead evidence -informed water safety initiatives. Locally, the Coalition has implemented tailored education programs, including free public swims, lifejacket fitting clinics, lifejacket lending initiatives, and the translation of water safety materials to support culturally and linguistically diverse communities. Its work has been featured in The Lifeline, the Ontario Lifesaving Society's provincial newsletter, and its research has been incorporated into advanced aquatic leadership training programs across the London, Ontario region. Internationally, research featuring the ECDPC and conducted by a local resident was accepted for both oral and poster presentation at the World Conference on Drowning Prevention (WCDP 2025) in Egypt. This global platform highlights Elgin County's leadership in applying the WHO Non - Fatal Drowning Categorization Framework and the Utstein-style reporting standards to strengthen aquatic surveillance and prevention systems in Canada. Through collaboration, innovation, and a strong commitment to prevention, the ECDPC continues to enhance the County of Elgin by reducing preventable drowning risks, increasing public awareness, and positioning the region as a rural leader in community - driven public health action. Page 63 of 64 "BEING A BY-LAW TO CONFIRM PROCEEDINGS OF THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE COUNTY OF ELGIN AT THE MARCH 10, 2026 MEETING" WHEREAS, pursuant to Section 5.1 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, the powers of a municipality shall be exercised by its Council; AND WHEREAS pursuant to Section 5.3 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, the powers of every Council shall be exercised by by-law; AND WHEREAS it is deemed expedient that the proceedings of the Municipal Council of the Corporation of the County of Elgin at this meeting be confirmed and adopted by by-law. NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: THAT the actions of the Municipal Council of the Corporation of the County of Elgin, in respect of each recommendation contained in the reports and each motion and resolution passed and other action taken by the Municipal Council of the Corporation of the County of Elgin, at its meeting held on March 10, 2026 be hereby adopted and confirmed as if all such proceedings were expressly embodied in this by-law. 2. THAT the Warden and appropriate officials of the Corporation of the County of Elgin are hereby authorized and directed to do all things necessary to give effect to the actions of the Municipal Council of the Corporation of the County of Elgin referred to in the preceding section hereof. 3. THAT the Warden and the Chief Administrative Officer, or alternate, are authorized and directed to execute all documents necessary in that behalf and to affix thereto the seal of the Corporation of the County of Elgin. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 10T" DAY OF MARCH 2O26. Blaine Parkin, Dominique Giguere, Chief Administrative Officer/Clerk. Warden.