About this opportunity
AI summaryThe Corporation of the City of North Bay seeks proposals for closed meeting investigator services. The selected contractor will review complaints, procedural by-laws, governing policies, agendas, correspondence, and evidence to establish investigation methodologies, determine compliance, and deliver formal findings over a three-year contract period. Eligibility is limited to onshore Canadian organizations performing the work offsite. Proponents must register with the issuing authority's bidding system and submit electronic bids by 1:00 PM on November 20, 2026, with all questions due by November 9, 2026. The evaluation follows a multi-stage review covering mandatory submission requirements, mandatory technical requirements, non-price rated criteria, an interview stage, and pricing worth 15 points scored through a relative formula.
Buyer and opportunity details
- Client
- The Corporation of the City of North Bay
- Solicitation No.
- 2026-084
Scope of work
- Receive, acknowledge, review, and evaluate complaints submitted by the public or municipality regarding closed meetings
- Define the scope of the investigation, key issues, methodology, timelines, and risk considerations
- Review relevant materials including meeting agendas, minutes, reports, resolutions, emails, correspondence, and governing policies
- Prepare written investigation reports for each complaint detailing facts, legislative framework, and compliance conclusions
- Provide recommendations for policy, training, or procedural improvements
- Provide advice on best practices related to closed meetings upon request
- Prepare and submit an annual report outlining activities and investigations
- Present findings to governing bodies or committees if required
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| F.1 Experience and Qualifications of Personnel | 45 points |
| Subtotal Technical Score (F.1, F.2, F.3) | 85 points (minimum threshold: 51 points) |
| Pricing | 15 points |
| Subtotal Points | 100 points |
| Stage IV Interview / Total Points | 120 points |
Minimum qualifications
- Registered with the City's electronic bidding system as a Plan Taker
- Relevant experience of proposed key personnel in the practice of law
- Relevant experience of proposed key personnel in teaching or training
- At least three contracts of similar scope in this class of work undertaken in the last five (5) years
Documents to include with your response
- Online Submission Form (Appendix A)
- Online Pricing / Schedule of Prices (Appendix B)
- C.V.s of key staff
- Response to F.1 - Experience and Qualifications of Personnel Details
- Response to F.2 - Understanding and Objectives
- Response to F.3 - Work Plan
- Example of a previous closed meeting investigation report
- Example of an annual report
- Examples of education and training material
- Workplace Safety and Insurance Board (WSIB) Clearance Certificate or declaration (prior to award)
Key dates
- Issue Date of RFP
- October 30, 2026
- Deadline for Questions
- November 9, 2026; 4:00PM
- Deadline for Issuing Addenda
- November 13, 2026
- Submission Deadline
- November 20, 2026; 1:00PM
- Anticipated Ranking of Proponents
- Week of November 30, 2026
- In-person Interview
- Week of December 7, 2026
- Anticipated Execution of Agreement
- Week of January 11, 2027
How to submit
- Method
- Electronic via the Bidding System
- Instructions
- Submissions accepted exclusively online at https://cityofnorthbay.bidsandtenders.ca; proponents must register as a Plan Taker and complete all mandatory online forms and schedules.
Contract details
- Term
- Period of three (3) years, with an option in favour of the City to extend for two (2) additional terms of up to one year each
- Insurance and bonding
- Current Certificate of Insurance complying with the insurance requirements outlined in the Form of Agreement (Appendix D), provided prior to award.