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Report To: General Government Committee
Date of Meeting: June 2, 2025 Report Number: FSD-021-25
Authored By: Mandy Chong, Manager, Procurement
Submitted By: Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology
Reviewed By: Mary-Anne Dempster, CAO
By-law Number: Resolution Number:
File Number: RFP2025-8
Report Subject: RFP2025-8 – Contract Administration and Inspection Services for George
Street West and George Street East Reconstruction
Recommendations:
1.That Report FSD-021-25, and any related delegations or communication items, be
received;
2.That the proposal received from CIMA Canada Inc., being the highest scoring
proponent meeting all terms, conditions and specifications of RFP2025-8 be
awarded the contract for the provision of Engineering Services George Street West
and George Street East Reconstruction;
3.That the funds required to complete this project be funded from the approved
budget; and
4.That all interested parties listed in Report FSD-021-25, be advised of Council’s
decision.
Municipality of Clarington Page 2
Report FSD-021-25
Report Overview
To request authorization to award RFP2025-8 – Contract Administration and Inspection
Services for George Street West and George Street East Reconstruction.
1. Background
1.1 The Municipality of Clarington requires the assistance of a qualified engineering
consulting firm with the skills, resources, and experience necessary to provide
construction inspection and contract administration services on behalf of the
Municipality for the reconstruction of George Street West and East in Newcastle.
1.2 A Request for Proposal (RFP) was drafted to allow the Municipality to select a qualified
Consultant to assist with the reconstruction of George Street West and George Street
East, Newcastle.
1.3 RFP2025-8 was issued by the Procurement Services Division and advertised
electronically on the Municipality’s website. The RFP was structured on a two-envelope
system with price being an evaluated factor.
2. Analysis
2.1 The RFP closed April 29, 2025.
2.2 Twenty-two companies downloaded the request for proposal, and fourteen proposals
were received (refer to Attachment 1) by the stipulated closing date and time. One
proposal was deemed non-compliant. Thirteen proposals received were determined to
have met the mandatory items as contained within the RFP. The thirteen compliant
proposals were distributed to the evaluation committee for review, evaluation, and
scoring.
2.3 The technical proposals were evaluated and scored independently by the members of
the evaluation committee in accordance with the established criteria as outlined in the
RFP. The evaluation committee was comprised of staff from the Planning and
Infrastructure Services Department.
2.4 The RFP stipulated, among other things, that the proponents were to provide a
description of the Firm/Consulting team, key qualifications, firm profile, highlights of past
service and experience of team members with projects of similar size, nature and
complexity, and demonstrate their understanding of the Municipality’s requirements.
Municipality of Clarington Page 3
Report FSD-021-25
2.5 The evaluation committee met to review and agree upon the overall scores for each
proposal. Some of the areas on which the proposals were evaluated were as follows:
The Proponent’s understanding of the Municipality’s requirements.
Experience and qualifications of both the firm as well as the proposed team who
would be working on the project.
That the proposed team had the expertise in the fields required such as Civil
Engineering, Construction Inspection and Construction Management.
The qualifications and experience record of the Contract Administrator and Site
Inspector to be utilized on the project.
The Proponents methodology and understanding of the requirements for the
project.
A proposed work plan indicating the project method, schedule, Time-Task Matrix
showing an estimated overall timeline of the project.
Measures, processes and procedures used by the Proponent to ensure that high
quality services are being provided to the Municipality.
2.6 Upon completion of the evaluation, two proposals met the established passing threshold
of 80 percent for Phase 2 - Technical Submission and moved to Phase 3 - Pricing. The
evaluation committee determined that the optional presentation from the short-listed
proponents would not be required.
2.7 The pricing envelopes for the short-listed proponents were opened and evaluated as
stipulated in the RFP document.
2.8 Upon completion of the evaluation scoring, the recommendation is to award the contract
for this work to the highest scoring proponent, CIMA Canada Inc.
2.9 CIMA Canada Inc. has completed work for the Municipality in the past and reference
checks were completed and came back satisfactory.
3. Financial Considerations
3.1 The funding required for this contract award is $115,864.89 (Net HST Rebate). The
project will be funded from the following accounts, which are in the approved 2025
budget:
Description Account Number Amount
George Street West Reconstruction 110-50-330-83456-7401 $51,981
Municipality of Clarington Page 4
Report FSD-021-25
Description Account Number Amount
George Street East Reconstruction 110-50-330-83473-7401 24,419
George Street West Reconstruction
- Region of Durham Recovery
110-50-330-83456-7402 21,122
George Street East Reconstruction
- Region of Durham Recovery
110-50-330-83473-7402 18,343
4. Strategic Plan
C.1.4: Proactively address traffic management, walkability, livability, and connectivity.
5. Climate Change
Not Applicable.
6. Concurrence
This report has been reviewed by the Deputy CAO, Planning and Infrastructure
Services who concurs with the recommendations.
7. Conclusion
It is respectfully recommended that CIMA Canada Inc., being the highest scoring
proponent meeting all terms, conditions and specifications of RFP2025-8 be awarded
the contract for the provision of Engineering Services for the George Street West and
George Street East Reconstruction.
Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 Ext 2209 or
mchong@clarington.net.
Attachments:
Attachment 1 – Summary of Proposal Received
Interested Parties:
List of Interested Parties available from Department.
Municipality of Clarington Page 5
Report FSD-021-25
Attachment 1 to Report FSD-021-25– Summary of Proposal Received
Municipality of Clarington
RFP2025-8– Contract Administration and Construction Inspection Services
for George Street West and East Reconstruction
Summary of Proposals Received
Bidder
Ainley Graham & Associates Ltd.
Chisholm Fleming & Associates
CIMA Canada Inc.
ConceptDash Inc
D.G. Biddle & Associates Ltd.
D. M. Wills Associates Limited
Egis
EXP Services Inc.
Four Corners Engineering Inc.
HiBridge Engineering Inc. *
KiHL Construction Management
LBMS Group Inc
Noveen Engineering Inc.
Underground Consulting Incorporated
Note: Bidders bolded were shortlisted.
Bidders marked with “*” were non-compliant