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Report To: General Government Committee
Date of Meeting: October 6, 2025 Report Number: FSD-029-25
Authored By: Mandy Chong, Manger, Procurement
Submitted By: Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology
Reviewed By: Mary-Anne Dempster, CAO
By-law Number: Resolution Number:
File Number: RFP2025-10
Report Subject: Engineering Services for Concession Road 4 Reconstruction & Liberty
Street North Improvements
Recommendations:
1.That Report FSD-029-25, and any related delegations or communication items, be
received;
2.That Ainley Graham & Associates Limited with a bid amount of $308,659.96 (Net
HST Rebate) being the highest scoring Proponent meeting all terms, conditions and
specifications of RFP2025-10 be awarded the contract for the provision of
Engineering Services for Concession Road 4 Reconstruction & Liberty Street North
Improvements;
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-029-25, be advised of Council’s
decision.
Municipality of Clarington Page 2
Report FSD-029-25
Report Overview
To request authorization to award RFP2025 -10 – Engineering Services for the Concession
Road 4 Reconstruction & Liberty Street North Improvements to Ainley Graham & Associates
Limited.
1. Background
1.1 The Municipality of Clarington requires the assistance of a qualified engineering firm
(team) to provide engineering services for the detailed design and tender preparation for
the Concession Road 4 Reconstruction & Liberty Street North Improvements in
Bowmanville. The limits of the project are on Concession Rd 4 from the intersection with
Liberty Street N to 400m east of Liberty St North. In addition, from 200m of the
Concession Rd 4 and Liberty Street North intersection to 600m north of the intersection.
1.2 Road improvements are required to enhance the roadways to support traffic movements
for the Public Works Operations Centre, Fire Station and Training Centre.
1.3 A Request for Proposal was drafted to allow the Municipality to select a qualified
consultant to assist with the reconstruction of Concession Road 4 and the road
improvements required for Liberty Street North in Bowmanville.
1.4 Request for Proposal RFP2025-10 was prepared and issued by the Procurement
Division. The RFP was advertised electronically on the Municipality’s website. The RFP
was structured on a two-envelope system with pricing being an evaluated factor.
2. Analysis
2.1 The Request for Proposal closed on August 18, 2025.
2.2 Fourteen (14) companies registered as plan takers. Six (6) submissions were received
by closing time. All proposals were reviewed and determined to have met the
mandatory items as contained within the RFP. The 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 evaluation committee reviewed and evaluated the proposals. The Evaluation Team
then met to review and agree upon the overall scores for each proposal. Some of the
areas on which the submissions were evaluated were as follows:
Municipality of Clarington Page 3
Report FSD-029-25
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 a s Civil
Engineering, Stormwater Management and Drainage Design, Streetlight Design,
Geotechnical Engineering and Management of Excess Soil, Landscape
Architecture Design
The qualifications and experience of the proposed Project Manager and team
resources.
The Proponents’ proposed 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.
2.5 Upon completion of the evaluation, three (3) 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.
2.6 The pricing envelopes for the short-listed proponents were opened and evaluated as
stipulated in the RFP document.
2.7 Upon completion of the evaluation scoring, the recommendation is to award the contract
for this work to the highest scoring proponent, Ainley Graham & Associates Limited.
2.8 Ainley Graham & Associates Limited has not completed work for the Municipality in the
past; therefore, reference checks were completed and were satisfactory.
3. Financial Considerations
3.1 This project was broken down into two stages for pricing purposes:
3.1.1. The first stage will include the design and approvals as well the preparation of
the tender documents and tendering phase. This portion of the work was
quoted as $188,725.62 (Net HST Rebate).
3.1.2. The second stage was provisional and included the Inspection and Contract
Administration services required during the execution of the work. This portion
of the work was quoted as $119,934.34 (Net HST Rebate)
Municipality of Clarington Page 4
Report FSD-029-25
3.2 The funding required for this contract award is $308,659.96 (Net HST Rebate) will be
funded from the following account and is within the approved budget
Description Account Number Amount
Concession Rd 4 – CODEFS
Road Upgrades
110-50-330-83603-7401 $308,660
4. Strategic Plan
This project supports Strategic Plan objective G.2.2 – Advance construction of a new
Public Works facility, including a Fire Headquarters and Service Excellence Training
Centre.
5. Climate Change
Not Applicable.
6. Concurrence
This report has been reviewed by the Deputy CAO, Planning and Infrastructure who
concurs with the recommendations.
7. Conclusion
It is respectfully recommended that Ainley Graham & Associates Limited with a bid
amount of $308,659.96 (Net HST Rebate) being the highest scoring Proponent meeting
all the requirements of RFP2025-10 be awarded the contract for the provision of
Engineering Services for Concession Road 4 Reconstruction & Liberty Street North
Improvements.
Staff Contact: Mandy Chong, Manger, Procurement Services, 905-623-3379 EXT 2209 or
mchong@clarington.net.
Attachments:
Attachment 1 – Summary of Proposals Received
Interested Parties:
List of Interested Parties available from Department.
Municipality of Clarington Page 5
Report FSD-029-25
Attachment 1 to Report FSD-029-25 – Summary or Proposals Received
The Municipality of Clarington
Summary of Proposals Received
RFP2025-10 Engineering Services for Concession Road 4
Reconstruction & Liberty Street North Improvement
Bidder Status
Ainley Graham & Associates Limited Short-listed
ConceptDash Inc. Not Short-listed
D.G. Biddle and Associates Ltd. Short-listed
Engage Engineering Ltd. Not Short-listed
Jp2g Consultants Inc. (Greer Galloway) Short-listed
Shellex Groupe Conseil Not Short-listed