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HomeMy WebLinkAboutFSD-005-26Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: January 12, 2026 Report Number: FSD-005-26 Authored By: Sandra McKee, Acting Manager of Procurement Submitted By: Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology Reviewed By: Mary-Anne Dempster, CAO By-law Number: Resolution Number: File Number: RFP2025-15 Report Subject: Community Climate Risk Assessment and Adaption Plan Recommendations: 1.That Report FSD-005-26, and any related delegations or communication items, be received; 2. That ICLEI Local Governments for Sustainability Inc. with a bid amount of $105,606.53 (Net HST Rebate) being the highest scoring Proponent meeting all terms, conditions and specifications of RFP2025-15 be awarded the contract for Community Climate Risk Assessment and Adaption Plan. 3.The funds required to complete this project be funded from the approved budget; and 4.That all interested parties listed in Report FSD-005-26, be advised of Council’s decision. GG-015-26 Municipality of Clarington Page 2 Report FSD-005-26 Report Overview To request authorization to award RFP2025-15 – Community Climate Risk Assessment and Adaption Plan to ICLEI Local Governments for Sustainability Inc. 1. Background 1.1 Clarington’s rapid growth, agricultural and shoreline context, and exposure to flooding, heat, and severe weather make proactive adaptation essential. The Municipality requires a qualified Consulting Firm to assist with identifying climate hazards, assessing vulnerabilities and risks, and providing an actionable, community-informed plan that strengthens local resilience while aligning with regional and national frameworks. The process will build on Clarington’s existing climate initiatives. 1.2 A Request for Proposal was drafted to allow the Municipality to select a qualified consultant to assist with the. 1.3 Request for Proposal RFP2025-15 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 October 27, 2025. 2.2 Thirty-two (32) companies registered as plan takers. Twelve (12) 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 Public Services and the CAO’s Office. 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: • Experience and qualifications of both the firm as well as the proposed team who would be working on the project. Municipality of Clarington Page 3 Report FSD-005-26 • That the proposed team had the expertise in the fields required such as Community Climate Risk Assessments; Community Climate Adaptation Plan, climate modeling. • Experience and knowledge in effective public engagement on climate related information. • Knowledge and expertise in identifying and prioritizing Climate Risks and Hazards at the community-level. • 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, five (5) 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 and scored 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, ICLEI Local Governments for Sustainability Inc. 2.8 ICLEI Local Governments for Sustainability Inc. has not completed work for the Municipality in the past; therefore, reference checks were completed and were satisfactory. 3. Financial Considerations 3.1 The funding required for this contract award is $105,606.53 (Net HST Rebate) will be funded from the following account and is within the approved budget Public Services Climate Change Professional Fees 100-15-130-10519-7161 $105,607 Municipality of Clarington Page 4 Report FSD-005-26 4. Strategic Plan G.4.2 Be a leader in anticipating and addressing the impacts of climate change. 5. Climate Change A Community Climate Risk Assessment and Adaptation Plan will identify local climate risks and outline actions to help protect residents, businesses, and vulnerable populations from climate-related impacts. It supports a safer, more resilient community by reducing future risks, guiding preparedness, and ensuring services and infrastructure remain reliable in the face of a changing climate. 6. Concurrence This report has been reviewed by the Deputy CAO, Public Services who concurs with the recommendations. 7. Conclusion It is respectfully recommended that It is respectfully recommended that ICLEI Local Governments for Sustainability Inc. with a bid amount of $105,606.53 (Net HST Rebate) being the highest scoring Proponent meeting all the requirements of RFP2025-15 be awarded the contract for the Community Climate Risk Assessment and Adaption Plan. Staff Contact: Sandra McKee, Acting, Manager of Procurement, 905-623-3379 Ext 22210 or smckee@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-005-26 Attachment 1 to Report FSD-005-26 – Summary or Proposals Received The Municipality of Clarington Summary of Proposals Received RFP2025-15 Community Climate Risk Assessment and Adaption Plan Bidder Status ARUP Not Short-listed Avodahtec Inc. Not Short-listed Brook McIlroy Short-listed Short-listed Eco2urb inc. Not Short-listed ICLEI Local Governments for Sustainability Short-listed JL Richards and Associates Not Short-listed KPMG LLP Short-listed MNP Tower Not Short-listed Stantec Consulting Ltd. Not Short-listed Short-listed Traverse Analytics Inc. Not Short-listed