HomeMy WebLinkAbout18 055 Website Redevelopment (eSolutions Group) Request for Proposal Acceptance By-law THE CORPORATION OF THE MUNICIPALITY OF KINCARDINE
KBT
"i/11 $
7.
N/C/VgLITY Of WA-
4
BY-LAW
NO. 2018 - 055
BEING A BY-LAW TO ACCEPT A REQUEST FOR PROPOSALS FOR THE
REDEVELOPMENT OF THE MUNICIPALITY OF KINCARDINE WEBSITE
(eSolutions Group)
WHEREAS pursuant to the said Municipal Act, Section 8 (1) and 9 provide that
the powers of a municipality under this or any other Act shall be interpreted
broadly so as to confer broad authority on the municipality to enable the
• municipality to govern its affairs as it considers appropriate and to enhance the
municipality's ability to respond to municipal issues and has the capacity, rights,
powers and privileges of a natural person for the purpose of exercising its
authority under this or any other Act;
AND WHEREAS the Council of The Corporation of the Municipality of Kincardine
acknowledges the need for the redevelopment of the Municipality of Kincardine
Website as per Report No. CLE 2018-08;
NOW THEREFORE the Council of The Corporation of the Municipality of
Kincardine ENACTS as follows:
1. That the Request for Proposal of eSolutions Group for redevelopment of
the Municipality of Kincardine Website, in the amount of $41,250.00
(excluding applicable taxes), be hereby accepted.
2. That the purchasing process for this service be exempted from Section
16.6 of the Purchasing & Procurement Policy GG.2.17
• 3. That the Mayor and Chief Administrative Officer be authorized and directed
to execute on behalf of the Council of The Corporation of the Municipality
of Kincardine, any contracts and other documents required to authorize
such work to commence.
4. This by-law shall come into full force and effect upon its final passage.
5. This may by-law be cited as the "Website Redevelopment (eSolutions
Y Y
p
Group) Request for Proposal Acceptance By-law".
READ a FIRST and SECOND TIME this 9th day of May, 2018.
READ a THIRD TIME and FINALLY PASSED this 9th day of May, 2018.
acteLe. 'vita)
Mayor Cle k
•
Website Redevelopment (eSolutions Group)
Request For Proposal Acceptance By-law
By-Law No. 2018 - 055
REQUEST FOR PROPOSAL DOCUMENT:
eSolutions Group
A GHD COMPANY
455 Phillip Street
Waterloo, ON
N2L 3X2
Attention: Ms. Mayfield
Filed under separate cover in Administration File — CO1 in Central
Records (For information - Not part of By-law No. 2018 - 055):
Titled:
Municipality of Kincardine By-Law No. 2018 - 055
BEING A BY-LAW TO ACCEPT A REQUEST FOR PROPOSAL FOR
THE REDEVELOPMENT OF THE MUNICIPALITY OF KINCARDINE
WEBSITE (eSolutions Group)
Cited as: Website Redevelopment (eSolutions Group) Request for Proposal
Acceptance By-law
Dated: 9th day of May, 2018
Schedule'A'
,<•,• „ �, RFP Website Redevelopment
IQNCARPIN�.
Area,aanrgY.balanced r,.
Accessibility for Ontarians with Disabilities Act, 2005 (AODA)
Accessibility Regulations for Contracted Services
Accessibility Standards for Customer Service
In accordance with Ontario Regulation 191/11, Integrated Accessibility Standards,
Section Part IV.2, every provider of goods or services shall ensure that the following
persons receive training about the provision of its goods or services to persons with
disabilities:
1. Every person who is an employee of, or a volunteer with, the provider
2. Every person who participates in developing the provider's policies
3. Every other person who provides goods, services or facilities on behalf of the
provider
The training must include a review of the purposes of the AODA and the requirements
of Regulation 191/11 and instruction about the following matters:
1. How to interact and communicate with persons with various types of
disability.
2. How to interact with persons with disabilities who use an assistive device or
require the assistance of a guide dog or other service animal or the
assistance of a support person.
3. How to use equipment or devices available on the provider's premises or
otherwise provided by the provider that may help with the provision of goods,
services or facilities to a person with a disability.
4. What to do if a person with a particular type of disability is having difficulty
accessing the provider's goods, services or facilities.
Contracted employees, third party employees, agents and others that provide customer
service on behalf of The Corporation of the Municipality of Kincardine must meet the
requirements of Ontario Regulation 191/11 with regard to training.
Website training at https://accessontario.com/services/aoda-traininq/or another pre-
approved training source of your choice would be considered an acceptable form of
training.
A copy of the Municipality of Kincardine Accessibility Standards for Customer Service is
attached and must be reviewed with any employee that will provide customer service on
behalf of the Municipality.
....2
Integrated Accessibility Standards
In accordance with Ontario Regulations 191/11 and 413/12, Integrated Accessibility
Standards, in the areas of Information & Communications, Employment, Transportation
and Design of Public Spaces (Accessibility Standards for the Built Environment), every
obligated organization shall ensure that training is provided on the requirements of the
accessibility standards referred to in the Regulations and on the Human Rights Code as
it pertains to persons with disabilities to,
(a) all employees, and volunteers;
(b) all persons who participate in developing the organization's policies; and
(c) all other persons who provide goods, services or facilities on behalf of the
organization.
The training on the requirements of the accessibility standards and on the Human
Rights Code referred to above shall be appropriate to the duties of the employees,
volunteers and other persons.
Website training at https://accessontario.com/services/aoda-traininq/or another pre-
approved training source of your choice would be considered an acceptable form of
training.
A copy of the Municipality of Kincardine Integrated Accessibility Standards is attached
and must be reviewed with any employee
A document describing the training policy, a summary of the contents of the training and
details of training dates and attendees for the above must be submitted to the
Municipality of Kincardine upon request.
I ackno ledge receipt of this notice and confirm that eSolutionsGroup Limited will
co ply ith its re►uirements.
P1 I '� / vA �_ May 24, 2018
Signatu - Date
I have the authority to :+ind the Corporation
POLICY
POLICY NO: GG.3.8
SECTION: GENERAL GOVERNMENT
TITLE/SUBJECT: ACCESSIBILITY STANDARDS FOR CUSTOMER SERVICE
(Pursuant to Accessibility for Ontarians with Disabilities Act,
2005; Ontario Regulation 191/11 Integrated Accessibility
Standards)
ADOPTED DATE: August 5, 2009 (By-law No. 2009-115)
REVISION DATE: November 4, 2009 (By-law No. 2009-161)
July 6, 2016 (By-law No. 2016-081)
PURPOSE
The Municipality of Kincardine is committed to being responsive to the needs of the
community. To do this, we must recognize the diverse needs of individuals and respond
by striving to provide services and facilities that are accessible to all. As a provider of
goods and services, and as an employer, the Municipality of Kincardine is committed to
ensuring its goods or services are provided in an accessible manner.
The Municipality of Kincardine will promote accessibility through the development of
policies, procedures and practices and by ensuring they consider persons with
disabilities. To do so, the Municipality must ensure the policies, procedures and
practices address integration, independence, dignity and equal opportunity.
PRINCIPLES
Reasonable efforts will be made to ensure the following:
(i) That goods or services be provided in a manner that respects the dignity
and independence of persons with disabilities.
(ii) The provision of goods or services to persons with disabilities and others
will be integrated unless an alternate measure is necessary, whether
temporarily or on a permanent basis, to enable a person with a disability to
obtain, use or benefit from the goods or services.
(iii) Persons with disabilities will be given an opportunity equal to that given to
others to obtain, use and benefit from the goods or services.
PROCEDURES AND PRACTICES:
Procedures and practices will strive to reflect or achieve the following:
(i) When communicating with a person with a disability, the Municipality will
do so in a manner that takes into account the person's disability.
(ii) Persons with disabilities requiring a support person or a service animal
should not be restricted in obtaining, using or benefiting from the
Municipality's goods or services.
(iii) Notice is required when facilities or services that people with disabilities
rely on to access Municipality of Kincardine goods or services are
temporarily disrupted.
(iv) Training of staff about provision of goods or services to persons with
disabilities will facilitate the delivery of those goods or services.
(v) The public should have an opportunity to provide feedback on the
provision of goods or services to persons with disabilities.
(vi) The public should have the opportunity to be aware of the availability of
documents related to this policy.
(vii) Municipal documents should be available in formats that take in to account
a person's disability.
(viii) Persons with disabilities should be allowed to use their own personal
assistive devices to obtain, use or benefit from the goods and services
offered by the Municipality.
PROCEDURES
Support Persons
Support person means, in relation to a person with a disability, another person who
accompanies him or her in order to help with communication, mobility, personal care or
medical needs or with access to goods or services.
The Municipality of Kincardine will ensure that a person with a disability, who is
accompanied by a support person, to enter municipal owned and operated public
facilities with their support person and will not prevent the person with the disability
having access to the support person while on the premises.
The Municipality may require a person with a disability to be accompanied by a support
person when on the premises, but only if, after consulting with the person with a
disability and considering the available evidence, the Municipality determines that,
(a) a support person is necessary to protect the health or safety of the
person with a disability or the health or safety of others on the
premises; and
(b) there is no other reasonable way to protect the health or safety of
the person with a disability and the health or safety of others on the
premises.
The Municipality of Kincardine will waive admission fees for support persons who
accompany a person with a disability, into facilities where admission is charged.
(a) The Municipality may require advance notice to facilitate
availability, etc.
(b) Member of public should notify a staff member the presence of the
support person.
(c) If there is confidential information to be disclosed, consent must be
received from the person with the disability.
Service Animals
For the purpose of this policy, a `service animal' is defined as either:
(i) A "guide dog," as defined in section 1 of the Blind Persons Rights'
Act; or
(ii) A "service animal" for a person with a disability. For the purpose of
this policy, an animal is a service animal for a person with a
disability,
(a) if it is readily apparent that the animal is used by the person for
the reasons relating to his or her disability; or
(b) if the person provides documentation from a regulated health
professional confirming that the person requires the animal for
reasons relating to the disability.
The Municipality of Kincardine will ensure that a person with a disability is permitted to
enter all Municipality of Kincardine owned and operated public facilities with the service
animal and allowed to keep the service animal with him or her unless the service animal
is otherwise excluded by law from the area.
If a service animal is excluded by law from the premises, the Municipality will ensure
that other measures are available to enable the person with a disability to obtain, use or
benefit from the Municipality's goods or services.
Temporary Service Disruptions
If, in order to obtain, use or benefit from a provider's goods or services, persons with
disabilities usually use particular facilities or services of the Municipality (i.e. elevator)
and if there is a temporary disruption in those facilities or services in whole or in part,
the Municipality of Kincardine shall give notice of the disruption to the public.
Notice of the disruption must include information about the reason for the disruption, its
anticipated duration and a description of alternative facilities or services, if any, that are
available.
Notice will be given by posting the information at a conspicuous place on premises
owned or operated by the Municipality, as well as by posting it on the municipal website.
If the Municipality of Kincardine website should expect a temporary service disruption,
advance notice shall be provided on the website where possible, keeping with the
conditions of the service disruption section of this policy.
Training
The Municipality of Kincardine shall ensure that the following persons receive training
about the provision of its goods or services to persons with disabilities:
(a) Every person who deals with members of the public or other third
parties on behalf of the Municipality, whether the person does so as an
employee, agent, volunteer or otherwise.
(b) Every person who participates in developing the Municipality's policies,
practices and procedures governing the provision of goods or services
to members of the public or other third parties.
The training will include a review of the purposes of the Accessibility for Ontarians with
Disabilities Act and the requirements of applicable regulations and instruction about the
following matters:
(a) How to interact and communicate with persons with various types of
disability, as outlined in this policy.
(b) How to interact with persons with disabilities who use an assistive
device or require the assistance of a guide dog or other service animal
or the assistance of a support person, as outlined in this policy.
(c) How to use equipment or devices available on the Municipality's
premises or otherwise provided by the Municipality that may help with
the provision of goods or services to a person with a disability.
(d) What to do if a person with a particular type of disability is having
difficulty accessing the Municipality's goods or services.
The training will be provided to each person as soon as practicable after he or she is
assigned the applicable duties.
The Municipality of Kincardine will retain records of the training, including details of the
training provided, as well as the name of the persons trained, the location of training,
and the date of the training.
The Municipality of Kincardine will customize the training going forward, based on the
actual experiences of the persons with disabilities in Municipality of Kincardine owned or
operated facilities and will provide training on changes to the policies, practices and
procedures governing the provision of goods or services to persons with disabilities.
Feedback Process
The Municipality of Kincardine will receive and respond to feedback about the manner in
which it provides goods or services to persons with disabilities. The Municipality shall
ensure that the feedback process is accessible to persons with disabilities by providing,
or arranging for the provision of, accessible formats and communication supports, on_
request. While the Municipality will provide a form for submitting feedback, it may be
provided in person, by telephone, in writing, or by delivering an electronic text by email
or on diskette or otherwise
Should a member of the public wish to provide a suggestion on how to improve
provision of goods or services to persons with disabilities:
(a) Member of the public will inform Clerk of the suggestion, who will
discuss with the Manager responsible for the department.
(b) Staff member will assist member of the public in filling out the form,
should they require assistance.
(c) Member of the public will be notified in a timely manner of how the
Municipality of Kincardine will proceed with their suggestion.
(d) Staff response should include: an explanation of how we will
implement the suggestion, a response indicating further
investigation or an explanation why we are unable to implement the
suggestion.
Should a member of the public wish to make positive feedback regarding provision of
goods or services to persons with disabilities:
(a) The feedback will be handled pursuant to the Municipality's Mail
Procedure policy.
Should a member of the public wish to make a complaint regarding the provision of
goods or services to persons with disabilities:
(a) The member of the public with the complaint or concern should
have a discussion with the Manager of the staff person who was
involved in the situation.
(b) Should the discussion not resolve the complaint or the member of
the public is uncomfortable discussing the issue, the member of the
public should fill out a complaint form. A staff person can assist the
member of the public with the complaint form in a manner that
takes into consideration their disability.
(c) The information to be documented on the complaint form by the
member of the public shall include their personal contact
information, the date, a description of the complaint, and what the
member of the public requests to resolve the complaint.
(d) The complaint shall be forwarded to the Clerk's Department to be
dealt with as set out in the Municipality's Citizen Complaint policy,
keeping in mind the principles of this policy when communicating
with a person with a disability.
Notice of Availability of Documents
The Municipality of Kincardine will notify persons to whom it provides goods or services
that documents associated with this policy are available upon request. This notice will
be given by posting the information at a conspicuous place at the Municipal
Administration Centre, by posting it on the municipal website, or by such other method
as is reasonable in the circumstances.
Format of Documents
Should the Municipality of Kincardine be required to give a copy of a document to a
person with a disability, the Municipality shall give the person the document, or the
information contained in the document, in a format that takes into account the person's
disability.
Material printed in-house and publications produced on behalf of The Corporation of the
Municipality of Kincardine should contain a note indicating, "alternate formats are
available upon request" and include relevant contact information.
The Municipality of Kincardine and the person with a disability will try to agree upon the
format to be used for the document or information, subject to feasibility requirements of
this policy.
Alternative formats that should be considered by the Municipality of Kincardine and the
person with the disability will include, but are not limited to:
(i) Print Requests:
Requests for alternative formats should be honoured in the most practical
manner depending on the media chosen, the size and complexity of the
document, the quality and source of the documents, the feasibility of the
request (including the cost) and the number of documents to be
converted. It should be noted that when request for one of these formats
is received and deemed feasible, staff should make every attempt to
respond to the request in the most practical manner and to the satisfaction
of the requestor. If it is determined that the format requested is not
feasible, then other alternative methods of providing the information
should be explored that will still meet the needs of the requestor (e.g.
Audio CD or explaining the information verbally etc.).
(a) Staff members receives request from member of the public for
alternative format.
(b) Employee fills out alternative format request form.
(c) Forwards request to the responsible Manager.
(d) The responsible Manager and the Clerk will determine feasibility,
and
i) if feasible, proceed with alternative format request;
ii) if not feasible; contact individual with feasible solution.
(ii) ASL Interpreter Request:
(a) Employee receives request from public for ASL Interpreter.
(b) Employee fills out alternative format request form.
(c) Forwards request to the responsible Manager.
(d) The responsible department contacts Canadian Hearing Society to
make request.
(e) Once Canadian Hearing Society confirms attendance of ASL
Interpreter, the responsible department contacts individual.
(f) If ASL Interpreter is not available, individual will be contacted with
an alternative solution.
Feasibility will be determined based upon cost in relation to size of document and time
associated with processing document requests.
The time frame attached to the conversion process varies depending on the media
chosen, the size, complexity, quality of source documents and number of documents to
be converted. Documents shall be returned in a timely manner depending on the factors
previously noted.
Conversion shall be processed in-house wherever possible. When a member of the
public requests a record of the Municipality in a multiple format, the department of origin
shall be responsible for the cost of the conversion, materials and distribution, not the
public requestor.
In-house printing, where possible, should adhere to the CNIB's Clear Print Standards.
Assistive Devices
The Municipality of Kincardine will allow persons with disabilities to use their own
personal assistive devices to obtain, use or benefit from the goods or services offered
by the Municipality of Kincardine.
Should a person with a disability be unable to access the Municipality's goods or
services through the use of their own personal assistive device, the Municipality of
Kincardine will ensure the following steps are taken:
(a) Determine if service is inaccessible, based upon individual
requirements.
(b) Assess service delivery and potential service options to meet the
needs of the individual.
(c) Notify person with disability of alternative service and how they can
access the service, temporarily or on a permanent basis.
Contact Information
For more information about this policy, or questions related to accessibility at the
Municipality of Kincardine, please contact us:
Clerk
Municipality of Kincardine
1475 Concession 5
RR # 5
Kincardine, ON N2Z 2X6
Phone: 519.396.3468
Fax: 519.396.8288
Email: clerk@kincardine.net
Links
Customer Service Standard, Ontario Regulation 191/11:
https://www.ontario.ca/laws/regulation/110191#BK152
Accessibility for Ontarians with Disabilities Act, 2005:
http://www.e-Iaws.gov.on.ca/html/statutes/english/elaws_statutes_05a 11_e.htm
Ministry of Community and Social Services:
http://www.mcss.gov.on.ca/mcss/english/pillars/accessibilityOntario
AccessON: www.accesson.ca
POLICY
POLICY NO.: GG.3.9
SECTION: GENERAL GOVERNMENT— CLERK
TITLE/SUBJECT: INTEGRATED ACCESSIBILITY STANDARDS
ADOPTED DATE: April 17, 2013
REVISION DATE:
Purpose:
Under the Accessibility for Ontarians with Disabilities Act, 2005 all public and
private sector organizations must meet the requirements of accessibility standards
established by Regulation. This Policy establishes the Integrated Accessibility
Standards in the areas of Employment, Information and Communication and
Transportation for the Municipality of Kincardine in accordance with Ontario Regulation
191/11 and with the Ministry of Community and Social Services intent to "streamline,
align and phase-in accessibility requirements and allow for progress on accessibility and
reduce the regulatory burden for obligated organizations". This Regulation came into
force July 1, 2011.
Scope:
This Policy has been drafted in accordance with the Regulation and addresses
how the Municipality of Kincardine achieves accessibility through meeting the
Regulation's requirements. It provides the overall strategic direction that we will follow
to provide accessibility supports to Ontarians with disabilities.
The requirements of the Regulation include:
(a) Establishment, implementation, maintenance and documentation of a Multi-
Year Accessibility Plan, which outlines the organization's strategy to prevent
and remove barriers and meet its requirements under the Regulation;
(b) Incorporation of accessibility criteria and features when procuring or
acquiring goods, services or facilities;
(c) Training; and
(d) Other specific requirements under the Information and Communication,
Employment and Transportation Standards.
Policy Statement and Organizational Commitment
The Municipality of Kincardine is committed and guided by the four core
principles of Dignity, Independence, Integration and Equal Opportunity and supports the
full inclusion of persons as set out in the Canadian Charter of Rights and Freedoms and
the Accessibility for Ontarians with Disabilities Act, 2005.
The Municipality of Kincardine shall use every effort to ensure that we meet the
needs of people with disabilities, in a timely manner, through the implementation of this
Policy.
Definitions
Accessible Formats may include, but are not limited to, large print, recorded
audio and electronic formats, Braille and other formats usable by persons with
disabilities.
Accommodation means the special arrangement made or assistance provided
so that persons with disabilities can participate in the experiences available to
persons without disabilities. Accommodation will vary depending on the persons'
unique needs.
Communication Supports may include, but are not limited to, captioning,
alternative and augmentative communication supports, plain language, sign
language and other supports that facilitate effective communications.
Communications means the interaction between two or more persons or
entities, or any combination of them, where information is provided, sent or
received.
Conversion Ready means an electronic or digital format that facilitates
conversion into an accessible format.
Information includes data, facts and knowledge that exists in any format,
including text, audio, digital or images, and that conveys meaning.
Internet Website means a collection of related web pages, images, videos or
other digital assets that are addressed relative to a common Uniform Resource
Identifier and is accessible to the public.
Mobility Assistive Device means a cane, walker, wheelchair, scooter of similar
aid.
New Internet Website means either a website with a new domain name or a
website with an existing domain name undergoing a significant refresh.
Redeployment means the reassignment of employees to other departments or
jobs within the organization as an alternative to layoff, when a particular job or
department has been eliminated.
Unconvertible means:
- If it is not technically feasible to convert the information or
communications;
- The technology to convert the information or communications is not readily
available.
Web Content Accessibility Guidelines means the World Wide Web
Consortium recommendation, dated December 2008, and entitled "Web Content
Accessibility Guidelines 2.0".
General Provisions
Multi-Year Accessibility Plan
The Municipality of Kincardine Multi-Year Accessibility Plan outlines a phased-in
strategy to prevent and remove barriers and addresses the current and future
requirements of the Accessibility for Ontarians with Disabilities Act, 2005. The
Municipality of Kincardine will report annually on the progress and implementation
of the Plan, post the information on the Municipality's website and will provide it in
alternative formats upon request. The Plan will be reviewed and updated at least
once every five years.
Procuring or Acquiring Goods, Services or Facilities
The Municipality of Kincardine will use accessibility criteria and features when
procuring or acquiring goods, services or facilities, except where it is not practical
to do so (in which case, if requested we will provide an explanation).
Training
The Municipality of Kincardine will ensure that training is provided to all employees
and regular fee-for-service staff on the requirements of the accessibility standards
referred to in the Regulation and on the Human Rights Code as it pertains to
persons with disabilities. Training will be provided as soon as practicable. If any
changes are made to this Policy or the requirements training will be provided. The
Municipality of Kincardine shall maintain a record of the dates when training is
provided and the number of individuals to whom it was provided.
Information and Communication Standard
The Municipality of Kincardine will create, provide and receive information and
communications in ways that are accessible to people with disabilities.
If the Municipality of Kincardine determines that it is not technically feasible to
convert the information or communications or the technology to convert the
information or communication is not readily available, we will be obligated to
provide the person that requires the information with:
(a) An explanation as to why the information and communications are
unconvertible; and
(b) A summary of the unconvertible information or communications.
Emergency Information
If the Municipality of Kincardine prepares emergency procedures, plans or public
safety information and makes the information available to the public, we shall
provide the information in an accessible format or with appropriate communication
supports, as soon as practicable, upon request.
Feedback
The Municipality of Kincardine has a process in place for receiving and responding
to feedback and will ensure that those processes are provided in accessible
formats and with communication supports upon request. The Municipality of
Kincardine will notify the public about the availability of accessible formats and
communication supports.
Accessible Formats and Communication Supports
The Municipality of Kincardine shall be obligated to provide or arrange for
accessible formats and communication supports for persons with disabilities:
(a) Upon request in a timely manner that takes into account the persons
accessibility needs due to a disability;
(b) At a cost that is no more than the regular cost charged to other persons;
(c) Consult with the person making the request and determine suitability of an
accessible format or communication support;
(d) Notify the public about the availability of accessible formats and
communication supports.
Website Accessibility
The Municipality of Kincardine has made their internet website and web content
conform to the World Wide Web Consortium Web Content Accessibility Guidelines
2.0 Level A. By January 1, 2014 any new web content will conform to WCAG 2.0
Level A. By January 1, 2021 all internet website and web content will conform to
WCAG 2.0 Level AA.
Employment Standard
The Employment Standard builds upon the existing requirements under the
Ontario Human Rights Code in relation to how to accommodate individuals with
disabilities throughout the job application process and the employment
relationship. It applies in respect to employees and does not apply to volunteers
and other non-paid individuals.
The requirements of the Employment Standard shall be met by the Municipality of
Kincardine by January 1, 2014 unless otherwise specified.
Recruitment
The Municipality of Kincardine shall notify employees and the public about the
availability of accommodations for applicants with disabilities:
(a) During the recruitment process when job applicants are individually selected
to participate in an assessment or selection process;
(b) If a selected applicant requests an accommodation, the Municipality of
Kincardine shall consult with the applicant and provide or arrange for the
provision of a suitable accommodation that takes into account the applicant's
disability;
(c) Notify successful applicants of the policies for accommodating employees
with disabilities.
Employee Notification
In addition and where an employee with a disability requests it, the Municipality of
Kincardine will consult with the employee to provide or arrange for the provision of
accessible formats and communication supports for:
(a) Information that is needed in order to perform the employee's job;
(b) Information that is generally available to employees in the workplace; and
(c) Consult with the employee making the request in determining the suitability of
an accessible format or communication support.
Accessible Formats
In addition and where an employee with a disability requests it, the Municipality of
Kincardine will consult with the employee to provide or arrange for the provision of
accessible formats and communication supports for:
(a) Information that is needed in order to perform the employee's job;
(b) Information that is generally available to employees in the workplace; and
(c) Consult with the employee making the request in determining the suitability of
an accessible format or communication support.
Individual Accommodation Plan
The Municipality of Kincardine shall have in place a written process for the
development of a documented Individual Accommodation Plan for employees with
a disability. Process to include:
(a) The employee's participation in the development of the Individual
Accommodation Plan.
(b) Assessment on an individual basis;
(c) Identification of accommodations to be provided;
(d) Timelines for the provision of accommodations;
(e) The Municipality of Kincardine may request an evaluation by outside medical
or other expert, at our expense, to assist with determining accommodation and
how to achieve accommodation;
(f) Employee may request the participation of a representative from their
bargaining agent, where represented, or otherwise a representative from the
workplace not from a bargaining agent;
(g) Steps taken to protect the privacy of the employee's personal information;
(h) Frequency with which the Individual Accommodation Plan will be reviewed and
updated and the manner in which it will be done;
(i) If denied, the reasons for denial are to be provide to the employee;
(j) A format that takes into account the employee's disability needs;
(k) If requested, any information regarding accessible formats and communication
supports provided;
(I) Identification of any other accommodation that is to be provided.
Return to Work
The Municipality of Kincardine will have in place a return to work process for
employees who have been absent from work due to a disability and require
disability-related accommodation in order to return to work. Such processes must
be documented and must outline the steps that the Municipality of Kincardine will
take to facilitate the return to work and include an Individual Accommodation Plan.
Performance Management, Career Development and Advancement and
Redeployment
The Municipality of Kincardine will take into account the accommodation needs
and individual accommodation plans of employees when:
(a) Using performance management processes;
(b) Providing career development and advancement information;
(c) Using redeployment procedures.
Workplace Emergency Response Information
The Municipality of Kincardine shall provide individualized workplace emergency
response information to employees who have a disability:
(a) If the disability is such that the individualized information is necessary and the
employer is aware of the need for accommodation due to the employee's
disability;
(b) If the employee who receives an individual workplace emergency response
information requires assistance, and with the employee's consent, the
Municipality of Kincardine shall provide the workplace emergency information
to the person designated by the Municipality of Kincardine to provide
assistance to the employee;
(c) As soon as practicable after becoming aware of the need for accommodation
due to the employee's disability;
(d) Review the individualized workplace emergency response information when
the employee moves to a different location in the organization, when overall
accommodations needs or plans are reviewed and when the employer reviews
its general emergency response policies.
Transportation Standards
The Transportation Standard will make it easier for people to travel in Ontario,
including persons with disabilities, older Ontarians and families travelling with
children in strollers. The Municipality of Kincardine will:
(a) Ensure taxicabs do not charge a higher fare or additional fee to persons with
disabilities;
(b) Ensure taxicabs do not charge a fee for mobility assistive devices;
(c) Ensure taxicabs have appropriate information displayed on the rear bumper
and business cards available in an accessible format;
(d) Ensure contracted Specialized Transportation Service Providers are aware of
their obligations to comply with the Accessibility for Ontarians with Disabilities
Act, 2005 and its Regulations.
Schedule 'B'
RFP Website Redevelopment
MUNICIPALITY OF KINCARDINE
OCCUPATIONAL HEALTH AND SAFETY COMPLIANCE FORM
I have read the attached Appendix E of Policy#GG.2.17 Purchasing and Procurement
"Notice to All Contractors, Corporate Statement of Occupational Health and Safety" and
agree to comply with it.
eSolutionsGrou• Limited ,A
' 12
Contractor's Name 11/
May 24, 2018
Date
MUNICIPALITY OF KINCARDINE
NOTICE TO ALL CONTRACTORS
Appendix "E" of Policy GG. 2.17
CORPORATE STATEMENT
OCCUPATIONAL HEALTH AND SAFETY
The Corporation of the Municipality of Kincardine is committed to ensuring that a high
standard of health and safety is provided and maintained for all employees, visitors,
guests, contractors, agents and others on our premises.
ALL CONTRACTORS/SUPPLIERS SHALL:
1. Demonstrate establishment and maintenance of health and safety
program with objectives and standards consistent with applicable
legislation. This information will be documented in a meeting where at
least one representative of the municipality and contractor are in
attendance.
2. Submit a copy of past accident records and Workers' Compensation
Board Number.
3. Include health and safety provisions in their management systems to
reach and maintain consistently a high level of health and safety.
4. Ensure that workers in their employ are aware of hazardous substances
that may be in use at their place of work and wear appropriate personal
protective equipment as may be required.
5. Upon request at any time from award to completion of contract, submit
proof of fulfilment of above responsibilities. This proof may but is not
limited to a copy of the organization's own Health & Safety Policy, copies
of training sessions, copies of logs documenting training/discussions.
6. Must comply with Workplace Safety Insurance Board (WSIB) premiums.
wsib
csaa
pt
Clearance Certificate/Certificat de decharge
Contractor Legal/ Contractor Address/ Contractor Principal Legal/ Principal Address/ Clearance certificate Validity period (dd-
Trade Name/ Adresse de Classification Unit Trade Name/ Adresse de number/Numero du mmm-yyyy)/Periode
Appellation ('entrepreneur and Description/ Appellation ('entrepreneur certificat de decharge de validite
commerciale ou Unite de classification commerciale ou principal (jj/mm/aaaa)
raison sociale de de l'entrepreneur et raison sociale de
l'entrepreneur description ('entrepreneur
principal
ESOLUTIONS GROUP 455 PHILLIP ST, 7721-001: Software CORPORATION OF 1475 CONCESSION 5, P200000EIZ2X 23-May-2018 to 19-
LIMITED ATTN: IRENE Development and THE MUNICIPALITY KINCARDINE, ON, Nov-2018
NEWTON, Computer Services OF KINCARDINE/ N2Z2X6, CA
WATERLOO, ON, KINCARDINE
N2L3X2, CA MUNICIPALITY
Page 1 of 1
5/22/2018 eClearance
•WSI
D
cspaat
ONTARIO
eClearance
ESOLUTIONS GROUP LIMITED
Account Details
Legal Name ESOLUTIONS GROUP LIMITED
Trade Name
Address 455 PHILLIP ST, ATTN: IRENE NEWTON, WATERLOO, ON, N2L3X2, CA
Rate Group and Description 958: Technical and Business Services
Classification Unit and Description 7721-001: Software Development and Computer Services
Clearance Status Eligible for clearance certificates
Back
https://eservices.ws ib.on.ca/portal/server.pt/comm unity/eservicespubli c/eclearance#https://eservices.wsib.on.ca/portal/server.pt/gateway/PTARG S_0_203_650_245_
Willis Canada Inc.,A Willis Towers Watson Company
WillisTowersWatson 1.1`1'1.1 100 King Street West,Suite 4700
Toronto,Ontario M5X 1E4
CERTIFICATE OF INSURANCE
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
CERTIFICATE HOLDER INSURED'S FULL NAME AND MAILING ADDRESS
Municipality of Kincardine eSolutionsGroup Limited.
1475 Concession 5 455 Phillip Street,
Kincardine,ON N2Z 2X6 Waterloo,ON,N2L 3X2
COVERAGES
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED,NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES,LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
TYPE OF INSURANCE INSURER/POLICY NUMBER/POLICY TERM LIMITS
COMMERCIAL GENERAL LIABILITY Insurer: Allied World Specialty Insurance EACH OCCURRENCE USD$1,000,000
Company
El OCCURRENCE
Policy No.: 0310-4514 GENERAL AGGREGATE USD$2,000,000
E BROAD FORM PROPERTY DAMAGE
S OWNER'S&CONTRACTOR'S PROTECTIVE Policy Term: 01-Dec-2017 to 01-Dec-2018 PRODUCTS-COMP/OP AGGREGATE USD$2,000,000
LIABILITY PERSONAL&ADVERTISING INJURY USD$1,000,000
E CROSS LIABILITY&SEVERABILITY OF EMPLOYER'S LIABILITY USD$1,000,000
INTEREST CLAUSE
TENANT'S LEGAL LIABILITY USD$1,000,000
NON OWNED AUTOMOBILIE USD$1,000,000
HIRED AUTOMOBILE USD$50,000
EXCESS LIABILITY—UMBRELLA FORM Allied World Specialty Insurance
Insurer: Company EACH OCCURRENCE USD$1,000,000
Policy No.: 0310-4513 AGGREGATE USD$1,000,000
Policy Term: 01-Dec-2017 to 01-Dec-2018 SIR USD$10,000
TECHNOLOGY PROFESSIONAL LIABILITY PROF.SERVICES LIABILITY CDN$1,000,000
El OCCURRENCE Insurer: Sovereign General Insurance Company POLICY AGGREGATE CDN$2,000,000
Policy No.: 1NT79843594
Policy Term: 01-Dec-2017 to 01-Dec-2018 ELECTRONIC MEDIA LIABILITY CDN$1,000,000
NETWORK SEC.&PRIVACY BREACH CDN$1,000,000
PRIVACY BREACH EXPENSE CDN$1,000,000
DESCRIPTION OF OPERATIONS/LOCATIONS/AUTOMOBILES/SPECIAL ITEMS/ADDITIONAL INSURED
Re:Project No:11162809-Website Redevelopment
Municipality of Kincardine is added as an Additional Insured to the Commercial General and Umbrella Liability policies,but only with respect to liability arising out of the operations of
the above named insured.The Umbrella Policy follows form over the Commercial General Liability Policy.
CANCELLATION: SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELED BEFORE THE EXPIRATION DATE THEREOF,THE ISSUING
COMPANY WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED ABOVE,BUT FAILURE TO MAIL SUCH
NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE COMPANY,ITS AGENTS OR REPRESENTATIVES.
AUTHORIZED REPRESENTATIVE
ISSUE DATE: May 25,2018 e t*C%Ak
via email:
kmayfield@eSolutionsGroup.ca
May 14, 2018
eSolutions Group
455 Phillip Street
Waterloo, ON N2L 3X2
Attention: Ms. Karen Mayfield
Dear Ms. Mayfield:
Re: Request for Proposal — Website Redevelopment
Thank you for submitting a proposal for the above noted project. The
submissions were reviewed, and a recommendation was presented to the
Council at their meeting of May 9, 2018. As relayed to you by Jennifer Lawrie,
Council accepted your eSolutions Group proposal.
The Municipality looks forward to working with you on this project.
Yours truly,
y ,
Donna MacDougall
Clerk
F11 — RED Grant
hTI!1 MUNICIPPI ITN, OI
ICAT __)I N [ Municipal Administration Centre T. 519.396.3468
1475 Concession 5, R.R.#5 F. 519.396.8288
great energybalanced life. Kincardine,Onfano N2Z 2X6 www.kincardine.net