REQUEST FOR PROPOSALS (RFP) HST Recovery Services

Description: Municipality: Town of Stratford Issue Date: November 2, 2026 Closing Date: November 24, 2026 at 1:30pm local time Contact: Kim O'Connell, Director of Finance and Technology koconnell@townofstratford.ca 902-569-6258 1. Invitation to Proponents Town of Stratford (the "Municipality") invites proposals from qualified accounting firms and HST recovery specialists to review municipal financial transactions, identify eligible Harmonized Sales Tax (HST) rebates and recoveries, and assist with the preparation of claims to the Canada Revenue Agency (CRA), and recommend improvements for ongoing HST compliance while ensuring transparency, accountability, and value for municipal taxpayers. 2. Purpose The purpose of this RFP is to identify opportunities to recover eligible HST amounts that may have been overlooked or underclaimed, improve HST compliance, and establish efficient processes for future claims. 3. Scope of Services The successful proponent will be responsible for: • Reviewing historical financial records, accounts payable transactions, and previous HST rebate claims. • Identifying eligible HST rebates, refunds, and other recovery opportunities. • Reviewing operating expenses, capital projects, infrastructure, and municipal services. • Calculating potential recoveries and verifying eligibility under applicable legislation. • Preparing supporting schedules and documentation for eligible claims. • Assisting with CRA submissions and responding to related enquiries. • Recommending improvements to the Municipality's HST reporting, accounting, and recovery procedures. The review period and scope of eligible municipal entities will be confirmed with the successful proponent. 4. Proponent Qualifications Proponents must demonstrate: • Experience in Canadian GST/HST recovery and rebate services. • Knowledge of municipal HST requirements and applicable CRA procedures. • Qualified personnel with relevant accounting or tax expertise. • Experience working with municipalities or public-sector organizations. • Appropriate professional liability insurance and confidentiality safeguards. 5. Required Deliverables The successful proponent shall provide: • A summary of potential HST recovery opportunities. • Detailed calculations and supporting documentation. • A breakdown of potential recoveries by fiscal year or claim period. • Preparation and submission support for approved claims. • Recommendations to improve future HST compliance and recovery processes. • A final report summarizing findings, claims submitted, and outstanding matters. 6. Fee Proposal Proponents shall submit a transparent fee structure identifying the proposed fixed fee, hourly rates, or success-based fee, as applicable. Any success-based fee must clearly define how recoveries are calculated and when fees become payable. All fees and expenses must be disclosed, and additional costs require prior municipal approval. 7. Submission Requirements Any change notices, appendices and addenda issued for this Request for Proposal shall be considered part of this proposal document. Inquiries from proponents will be accepted up to October 30, 2026. Proposals must include the firm's qualifications, relevant experience, references, proposed methodology, project timeline, fee structure, and confirmation of insurance and confidentiality practices. Submission Deadline: November 24, 2026 at 1:30pm Submission Method: By email to koconnell@townofstratford.ca Subject line: RFP - HST Recovery 2026 Municipal Contact: Kim O'Connell, Director of Finance Town of Stratford 234 Shakespeare Drive, Stratford, PE C1B 2V8 902-569-6258 Email will remain unopened until the submission deadline. Emails sent to any other email address other than koconnell@townofstratford.ca will not be considered. Proponents are cautioned that the timing of their Proposal is based on when the submission is received by the Municipality, not when a Proposal is submitted by a Proponent, as Proposal transmission can be delayed in an "internet traffic jam" due to file transfer size, transmission speed, etc. For the above reasons, the Municipality recommends that Proponents allow sufficient time to transmit their Proposal and attachment(s) (if applicable) and to resolve any issues that may arise. Proposals will not be accepted after the closing date and time. Proponents may not make modifications to or withdraw their Proposals after the closing date and time. Proposals must be signed by an official authorized to bind the proponents and will provide the name(s), title(s), address and telephone number of the individual(s) to be contacted during the evaluation process. All proposals shall become the property of the Municipality. It is the responsibility of each proponent to submit all required documents as outlined in this Request for Proposal. Failure to provide all the requested information will disqualify your proposal. 8. Proposal Costs The Municipality is not liable for any costs incurred by proponents in preparing responses to this Request for Proposal or for any work performed prior to official appointment by the Municipality. 9. Irrevocable Offer The proponent hereby acknowledges that offers contained within your response to this Request for Proposal shall remain open for acceptance by the Municipality for a period of not less than thirty (30) days from the submission deadline of this Request for Proposal as specified in section 9. 10. Proposal Evaluation Proposals will be evaluated based on: • Relevant experience and qualifications. • Understanding of municipal HST requirements. • Proposed methodology and work plan. • Quality of deliverables and proposed timeline. • Fees and overall value to the Municipality. The Municipality reserves the right to request clarification, negotiate with a preferred proponent, or reject any or all proposals in accordance with its procurement policy. The Municipality reserves the right to reject any and/or all proposals received. The Municipality is not under any obligation to award a contract and reserves the right to terminate the Request for Proposal at any time for any reason, and to withdraw from discussions with all or any of the proponents who have responded. The receipt and opening of a proposal does not constitute acceptance of any proposal. The Municipality will not necessarily accept the lowest price or any proposal. Any implication that the lowest price or any proposal will be accepted is hereby expressly negated. 11. Confidentiality and Compliance The Municipality and the proponent agree that the content of each response to this Request for Proposal will be held in the strictest confidence, and details of any response will not be discussed with any other party. Only information subject to the Freedom of Information and Privacy Act may be disclosed. The Municipality agrees to notify the proponent should a request for information be received. The successful proponent must protect all municipal financial and confidential information, comply with applicable privacy and tax legislation, maintain appropriate supporting records, and ensure that all proposed claims are properly substantiated. The Municipality retains final approval authority over all HST claims submitted on its behalf. 12. Proponent Selection The successful proponent will be notified of their selection by December 11, 2026.