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HomeMy WebLinkAboutFSD-008-26Staff 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: February 2, 2026 Report Number: FSD-008-26 Authored by: Sandra McKee, Acting 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: Report Subject: Awards from August 27 to December 31, 2025 Over $500,000 and Under Delegated Authority. Recommendation: 1.That Report FSD-008-26, and any related delegations or communication items, be received for information. GG-024-26 Municipality of Clarington Page 2 Report FSD-008-26 Report Overview 1. Background 1.1 For the period of August 27 to December 31, 2025, in accordance with the Procurement By-law, this report is being provided to Council for information to summarize all contract awards made for acquisitions with a total cost exceeding $500,000, excluding HST and awarded under Procurement By-law 2024-052, Section 65 and Procurement By-law 2024-052, Section 42. 1.2 Approval of report FSD-030-025 was provided by Council at the October Council meeting authorizing the Chief Administrative Officer to approve all Consulting and Professional Services awards required for the new Clarington Operation Depot, Fire Station and Training Facility (CODEFS). 2. Comments 2.1 The following contracts were awarded in accordance with Procurement By-law 2024- 052, Section 65. Copies of the Procurement Services Reports are attached. Municipality of Clarington Page 3 Report FSD-008-26 – 2.2 The following contracts were awarded in accordance with Procurement By-law 2024- 052, Section 42 Copies of the Reports are attached. 2.3 The following consulting and professional services were awarded in accordance with the delegated authority for the Operations Depot, Fire Station and Training Facility exceeding $100,000. Copies of the Procurement Services Reports are attached. Municipality of Clarington Page 4 Report FSD-008-26 3. Financial Considerations Not Applicable. 4. Strategic Plan Not Applicable. 5. Climate Change Not Applicable. 6. Concurrence Not Applicable. 7. Conclusion It is respectfully recommended that Council receives this report for information. Staff Contact: Sandra McKee, Acting Manager, Procurement, 905-623-3379 ext. 2210 or smckee@clarington.net. Attachments: Attachment 1 – PD-042-025 Waste and Recycling Material Collection and Disposal Attachment 2 – PD-043-25 Seniors and Persons with Disabilities Sidewalk and Windrow Snow Clearing Services Attachment 3 – PD-044-25 Hetherington Drive Stormwater Outlet Improvement Attachment 4 – PD-047-25 Supply and Delivery of Winter Sand Attachment 5 – PD-049-25 Newcastle Community Hall – HVAC Upgrade Attachment 6 – PD-057-25 Supply and Deliver Scott SCBA Equipment and Parts Attachment 7 – PUB-014-25 Security Services Attachment 8 – PD-046-25 – Stantec Archeological Study Interested Parties: There are no interested parties to be notified of Council's decision. Attachment 1 to Report FSD-008-26 Report Procurement Division If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: PS Reports - CAO Approve Only Report Number: Procurement Division-042-25 Report Date: September 4, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: CL2025-38 Report Subject: Waste and Recycling Material Collection and Disposal Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1. That GFL Environmental Inc. with a total bid amount for the initial two-year term of $395,769.45 (Net HST Rebate), and a potential contract value of $989,423.62 (Net HST Rebate), being the lowest compliant bidder meeting all terms, conditions and specifications of tender CL2025-38 be awarded the contract for the provision of waste and recycling material collection and disposal as required for the various municipal facilities; 2. That the funds expended for these services be funded from respective facilities approved operating budget as required; and 3. That pending satisfactory service, the Procurement Manager, after consultation with the respective Department Head(s), or delegate, be authorized to extend the contract for up to three additional one-year terms. Municipality of Clarington Report Procurement Division-042-25 Page 2 Attachment 1 to report Procurement Division-042-25 – Bid Summary 1. Background 1.1 The specifications for the collection of and disposal of waste and recycling materials from the various Municipal facilities was prepared by the Public Services Department. 1.2 The tender was issued and advertised electronically on the Municipality’s website 2. Analysis 2.1 Seven companies downloaded the tender. Five bids were received in response to the tender call. 2.2 The submissions were reviewed and tabulated by the Procurement Services Division (see Attachment 1) and the results were forwarded to the Public Services Department for their review and consideration. 2.3 After review and analysis by the Public Services Department and the Procurement Services Division, it was mutually agreed that GFL Environmental Inc. be recommended for the award of tender CL2025-38. 2.4 GFL Environmental Inc. has successfully completed work for the Municipality in the past. 3. Financial Considerations 3.1 The annual cost is approximately $197,884.72 (Net HST Rebate). The initial contract term is for two years. The estimated value of the contract for the two years is approximately $395,769.45 (Net HST Rebate). It is important to note that the pricing noted is an estimate only as we are unable to determine the exact weig ht of the waste to be disposed of nor any extra pick-ups or services that may be required throughout the course of any give year. 3.2 Pricing received is firm for the first year of the contract. Only on the anniversary date of the Contract award may pricing be adjusted. Any proposed price increases should not exceed the annual percentage change in the most recent issuance of the Consumer Price Index (CPI) All items – Ontario, as issued by the Statistics Canada, and remain firm for the rest of that Contract year 3.3 The Municipality has the option to extend the contract for up to three additional one-year terms pending satisfactory service. The Tender document stipulates that if the Municipality elects to exercise the option to renew the contract for the additional optional one-year terms, then pricing shall be adjusted only on the anniversary date of the Contract award. Proposed price increases should not exceed the annual percentage change in the most recent issuance of the Consumer Price Index (CPI) All items – Ontario, as issued by the Statistics Canada, and remain firm for the rest of that Contract year. Municipality of Clarington Report Procurement Division-042-25 Page 3 Attachment 1 to report Procurement Division-042-25 – Bid Summary 3.4 The expended funds will be drawn from respective facilities approved operating budget. Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 – Bid Summary Municipality of Clarington Report Procurement Division-042-25 Page 4 Attachment 1 to report Procurement Division-042-25 – Bid Summary The Municipality of Clarington CL2025-38 – Waste and Recycling Material Collection and Disposal Bid Summary Bidder Total Bid 2-Year Term (Including HST) Total Bid 2-Year Term (Net HST Rebate) GFL Environmental Inc. $439,484.55 $395,769.45 Waste Management of Canada Corporation $471,705.82 $424,785.70 Environmental 360 Solutions $607,033.94 $546,652.87 Miller Waste Systems Inc. $649,160.09 $584,588.77 2474382 Ontario Inc. o/a BamQuickBins $1,556,787.60 $1,401,935.45 The table below shows the estimated cost of the contract if the available renewals are exercised by the Municipality, thereby extending the contract for the potential 5-year period. Bidder Estimated Total Cost over 5 years (Including HST) Estimated Total Cost over 5 years (Net HST Rebate) GFL Environmental Inc. $1,098,711.37 $989,423.62 Waste Management of Canada Corporation $1,179,264.55 $1,061,964.26 Environmental 360 Solutions $1,517,584.86 $1,366,632.17 Miller Waste Systems Inc. $1,622,900.24 $1,461,471.93 2474382 Ontario Inc. o/a BamQuickBins $3,891,969.00 $3,504,838.63 Report Procurement Division If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: PS Reports - CAO Approve Only Report Number: Procurement Division-043-25 Meeting Date: December 31, 2020 Report Date: August 28, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: CL2025-44 Report Subject: Seniors and Persons with Disabilities Sidewalk and Windrow Snow Clearing Services Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1. That Howe’s Your Yard with a bid amount of $193,762.64 (Net HST Rebate) for the initial one-year term and an estimated five-year contract value of $968,813.20 (Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and specifications of CL2025-44 be awarded the contract for Seniors and Persons with Disabilities Sidewalk and Windrow Snow Clearing Services; 2.That pending satisfactory performance and pricing, the Manager, Procurement, in consultation with the Director of Public Works, be given the authority to extend the contract for this service for up to four additional one-year terms; and 3.That the funds required for the contract terms be allocated between the operating budget values for Winter Control services and any shortfall within a specific year may be funded from existing available operating budget within the Public Works operating line items or from the Winter Control stabilization balance within the General Capital Reserve. Conversely, any unspent funds be allocated to the Winter Control stabilization balance. Attachment 2 to Report FSD-008-26 Municipality of Clarington Page 2 Report Procurement Division-043-25 1. Background 1.1 Tender specifications for Seniors and Persons with Disabilities Sidewalk and Windrow Snow Clearing Services were prepared by the Public Works Division and provided to the Procurement Services Division. 1.2 CL2025-44 was issued by the Procurement Services Division and advertised on the Municipality’s website. The tender closed on August 21, 2025. 2. Analysis 2.1 Fourteen plan takers downloaded the tender document. Six bids were received in response to the call. The bids were reviewed and tabulated by the Procurement Services Division (see Attachment 1) and deemed compliant. The results were forwarded to the Public Works Division for their review and consideration. 2.2 Howe’s Your Yard has satisfactorily completed work for the Municipality in the past. 2.3 After review and analysis by the Public Works Division and the Procurement Services Division, it was mutually agreed that the low compliant bidder, Howe’s Your Yard be recommended for the award of tender CL2025-44. 3. Financial Considerations 3.1 The annual funding required for the first-year term in the estimated amount of $193,762.64 (Net HST Rebate) will span two fiscal periods, in line with the snow clearing season. The funding is outlined below. Winter Maintenance – Winter Control Snow Clearing (Oct to Dec 2025) 100-36-383-10400-7163 $103,236.00 Winter Maintenance – Winter Control Snow Clearing (Jan to Apr 2026) 100-36-383-10400-7163 $90,526.64 Municipality of Clarington Page 3 Report Procurement Division-043-25 3.2 Pricing for the tender is firm for the first contract year. For future contract years, the unit prices would be adjusted on the anniversary date of the contract award by the annual percentage change in the most recent issuance of the Consumer Price Index (CPI), All Items, Ontario, as published by Statistics Canada and the pricing will remain firm for the contract year. 3.3 The total estimated contract is for one year plus four optional additional years is approximately $968,815 (Net HST Rebate). The actual contract cost in each year will be determined based on need and will fluctuate based on weather conditions. 3.4 Fees collected for this service are offset against the contracted costs. The annual costs of this service are unpredictable, budget variances within a specific year may be funded from operating budget surpluses within the Public Works operating line items or from the General Capital Reserve for Winter Control. Similarly, positive budget variances may be added to the General Capital Reserve for winter control stabilization. Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 – Bid Summary Municipality of Clarington Page 4 Report Procurement Division-043-25 Attachment 1 to Procurement Division-043-25 Municipality of Clarington Summary of Bid Results Tender CL2025-44 Seniors and Persons with Disabilities Sidewalk and Windrow Snow Clearing Services Bidder Total Bid Total Bid Howes Your Yard $193,762.64 302,724.25 328,771.96 443,583.95 508,167.77 Report Procurement Services If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: PS Reports - CAO Approve Only Report Number: Procurement Division-044-25 Meeting Date: December 31, 2020 Report Date: September 12, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: CL2025-14 Report Subject: Hetherington Drive Stormwater Outlet Improvement Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1.That Nick Carchidi Excavating Limited with a bid amount of $536,694.27 (Net HST Rebate) being the lowest bidder meeting all terms, conditions and specifications of CL2025-14 be awarded the contract for the Hetherington Drive Stormwater Outlet Improvement. Attachment 3 to Report FSD-008-26 Municipality of Clarington Page 2 Report Procurement Division-044-25 1. Background 1.1 The Municipality of Clarington requires the services of a qualified company to co mplete the stormwater outlet improvements for the Hetherington Drive stormwater outfall outletting to Bowmanville Creek. 1.2 Work will be completed at the following locations: i) Hetherington Drive from Lawrence Crescent to the cul-de-sac. a. This area will include the installation of a new oil grit separator, reinstatement of driveway aprons, removal and replacement of curbs, sidewalks and roadway asphalt. ii) Bowmanville Creek Valley between Hetherington Drive Outfall to the asphalt multi-use Path. a. This area will involve grading/channelization works, asphalt trail reinstatement (provisional), erosion protection, and landscape restoration. 1.3 Tender specifications were prepared and provided by the Planning and Infrastructure Services Department. 1.4 Tender CL2025-14 was prepared and issued by the Procurement Division. The tender was posted electronically on the Municipality’s website. The tender closed on September 3, 2025. 2. Analysis 2.1 Forty-one (41) companies registered as plan takers for this tender call. Five (5) submissions were received by closing time. All submissions were deemed compliant (see Attachment 1). 2.2 After review and analysis by the Planning and Infrastructure Services Department and the Procurement Division, it was mutually agreed that the lowest compliant bidder, Nick Carchidi Excavating Limited, be recommended for the award of tender CL2025-14. 2.3 Nick Carchidi Excavating Limited has prior experience working with the Municipality; therefore, reference checks were not undertaken. Municipality of Clarington Page 3 Report Procurement Division-044-25 3. Financial Considerations 3.1 The total funding required for this project is $700,000.00 (Net HST Rebate), which includes the construction costs of $536,694.27 (Net HST Rebate) and other related costs such as topographic survey, subsurface utility engineering (SUE), material testing, contract administration and construction inspection, Indigenous Consultation, archaeological assessments, environmental management services and contingency in the amount of $163,305.73 (Net HST Rebate). The funds are available in the approved budget allocation as provided and will be funded from the following accounts: Description Account Number Amount Hetherington Drive Stormwater Outlet Improvement 110-50-386-83476-7401 $700,000 Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 – Bid Summary Municipality of Clarington Page 4 Report Procurement Division-044-25 Attachment to Report Procurement Division-044-25 - Bid Summary Municipality of Clarington Summary of Bid Results Tender CL2025-14 Hetherington Drive Stormwater Outlet Improvement Bidder Total Bid (Including HST) Total Bid (Net HST Rebate) Nick Carchidi Excavating Limited $595,975.35 $536,694.26 1000607047 Ontario Inc. $942,093.67 $848,384.53 1356594 Ontario Ltd. O/A Eagleson Construction $990,605.55 $892,070.98 Buildscapes Construction Ltd. $1,782,567.64 $1,605,257.37 Clearway Construction Ltd. $2,780,551.46 $2,503,972.71 Attachment 4 to Report FSD-008-26 Report Procurement Services If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: PS Reports - CAO Approve Only Report Number: Procurement Division-047-25 Report Date: September 19, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: CL2025-39 Report Subject: Supply and Deliver of Winter Sand Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1. That Robinson Haulage Inc. with a bid amount of $416,122.08 (Net HST Rebate) for the initial one-year term and an estimated five-year contract value of $2,572,111.20 (Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and specifications of CL2025-39 be awarded the contract for Supply and Deliver of Winter Sand; and 2.That pending satisfactory performance and pricing, the Manager, Procurement, in consultation with the Director of Public Works, be given the authority to extend the contract for this service for up to four additional one-year terms. Municipality of Clarington Report Procurement Division-047-25 Page 3 1. Background 1.1 Tender specifications for supply and delivery of winter sand were prepared by the Public Works Division and provided to the Procurement Services Division. 1.2 The tender included supply and delivery of winter sand to Depot 42, Orono Operations Centre and Hampton Operations Centre. It also included the provision of adding the new Bowmanville Depot location in the third-year term (2027). 1.3 CL2025-39 was issued by the Procurement Services Division and advertised on the Municipality’s website. The tender closed on July 25, 2025. 2. Analysis 2.1 Seven plan takers downloaded the tender document. One bid was received in response to the call. The bid was reviewed and tabulated by the Procurement Services Division (see Attachment 1) and deemed compliant. The results were forwarded to the Public Works Division for their review and consideration. 2.2 Robinson Haulage Inc. has not worked for the Municipality in the past; however, references were checked and came back satisfactory. 2.3 After review and analysis by the Public Works Division and the Procurement Services Division, it was mutually agreed that the low compliant bidder, Robinson Haulage Inc. be recommended for the award of tender CL2025-39. 3. Financial Considerations 3.1 The annual funding required for the first-year term in the estimated amount of $416,122.08 (Net HST Rebate) is within budget but is significantly higher than the previous contract. It will be funded by the Municipality as provided. Future budget accounts will include the funds required for the second, third, fourth, and fifth-year term terms. 3.2 The total estimated contract cost is $2,572,111.20 (Net HST Rebate) for one year plus four optional additional years, with the Bowmanville Depot added in year three. PLOW/SAND/SALT-MISC OP EXP 3.3 Pricing for the tender is firm for the first contract year. For future contract years, the unit prices would be adjusted on the anniversary date of the contract award by the annual percentage change in the most recent issuance of the Consumer Price Index (CPI), All Items, Ontario, as published by Statistics Canada and the pricing will remain firm for the contract year. Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 – Bid Summary Municipality of Clarington Report Procurement Division-047-25 Page 4 Municipality of Clarington Summary of Bid Results Tender CL2025-39 Supply and Delivery of Winter Sand Bidder Total Bid Total Bid Robinson Haulage Inc. $416,122.08 $2,572,111.20 Note: The tender provided for the addition of the Bowmanville Depot location in the third-year term. Report Procurement Services If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: PS Reports - CAO Approve Only Report Number: Procurement Division-049-25Meeting Date: December 31, 2020 Report Date: October 15, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: CL2025-36 Report Subject: Attachment 5 CL2025-36 Newcastle Community Hall - HVAC Upgrade - PD-049-25.docx Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: That Palladium Premier Group Ltd, with a total bid amount of $526,099.20 (Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and specifications of tender CL2025-36 be awarded the contract for the installation of HVAC heat pump units at the Newcastle Community Hall, including three provisional items, as required by the Community Services Division. Municipality of Clarington Page 2 Report Procurement Division-049-25 1. Background 1.1 Tender specifications and drawings were prepared by Wilcox Architects Inc. and provided by the Community Services Division to Procurement Services. The scope of work provided for the installation of HVAC heat pump units at the Newcastle Village Community Hall (main hall) and supplementary areas throughout the building (provisional). 1.2 Tender CL2025-36 was issued by Procurement Services and advertised electronically on the Municipality’s website. 1.3 Twenty-seven companies registered as official plan takers. The tender document included a mandatory site visit. Fourteen companies attended the mandatory site visit. Only those plan takers in attendance were eligible to submit a bid. The tender closed on July 29, 2025. 2. Analysis 2.1 Five submissions were received in response to the tender call. The bids were reviewed and tabulated by the Procurement Services (see attachment 1). All submissions were deemed compliant and forwarded to the Community Services Division for review and consideration. 2.2 After review and analysis of the bids by Procurement Service and the Community Services Division, it was mutually agreed that the low compliant bidder Palladium Premier Group Ltd be recommended for the award of CL2025-36. 2.3 Palladium Premier Group Ltd has not worked for the Municipality in the past; reference checks were completed and deemed satisfactory. 3. Financial Considerations 3.1 The total funds required for this project is $632,642.00 (Net HST Rebate), which includes the construction costs of $526,099.20 (Net HST Rebate) and other related costs such as design, inspection, testing, contract administration and contingencies of $106,542.72 (Net HST Rebate), be drawn from the following account: Municipality of Clarington Page 3 Report Procurement Division-049-25 3.2 This project will be funded by Region debenture and the Newcastle Community Hall contribution of $325,000.00. The cost recovery of the Newcastle Community Hall portion of this project, up to $325,000.00, will consist of payments split over the same timeframe as debenture repayments to the Region (10 years). Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Attachment 1 - Summary of Bid Results Municipality of Clarington Page 4 Report Procurement Division-049-25 Municipality of Clarington CL2025-36 Newcastle Community Hall – HVAC Upgrade Bid Summary Bidder Total Bid Price (Including HST) Total Bid Price (Net HST Rebate) Attachment 6 to Report FSD-008-26 Report Procurement Services If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: PS Reports - CAO Approve Only Report Number: Procurement Division-057-25 Report Date: December 18, 2025 Submitted By: Sandra McKee, Temporary Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: CL2025-55 Report Subject: Supply and Deliver SCBA Equipment and Parts Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1. That M&L Supply, Fire & Safety with a bid amount of $111,108.73 (Net HST Rebate) for the initial one-year term and an estimated five-year contract value of $664,657.49 (Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and specifications of CL2025-55 be awarded the contract for Supply and Deliver SCBA Equipment and Parts; 2. That pending satisfactory performance and pricing, the Manager, Procurement, in consultation with the Director of Public Works and Fire Chief, be given the authority to extend the contract for this service for up to four additional one-year terms; and 3. That the funds required for the second, third, fourth and fifth-year terms be included in future budget accounts. Municipality of Clarington Report Procurement Division-057-25 Page 2 1. Background 1.1 Tender specifications for the Supply and Delivery of SCBA Equipment and Parts were prepared by the Emergency Services Division and provided to the Procurement Services Division. 1.2 The scope of work includes the supply and delivery of Scott Brand SCBA units, facepieces, cylinders, and various Scott Brand SCBA replacement parts required to support ongoing SCBA maintenance and repair. The second and third contract te rms also include the provision of approximately 205 SCBA cylinders to replace firefighters’ current units that are due for end‑of‑service-life replacement. 1.3 CL2025-55 was issued by the Procurement Services Division and advertised on the Municipality’s website. The tender closed on December 16, 2025. 2. Analysis 2.1 Three plan takers downloaded the tender document. Two bids were received in response to the call. The bids were reviewed and tabulated by the Procurement Services Division (see Attachment 1) and deemed compliant. The results were forwarded to the Emergency Services Division for their review and consideration. 2.2 M&L Supply, Fire & Safety has satisfactorily completed work for the Municipality in the past. 2.3 After review and analysis by the Emergency Services Division and the Procurement Services Division, it was mutually agreed that the low compliant bidder, M&L Supply, Fire & Safety be recommended for the award of tender CL2025 -55. 3. Financial Considerations 3.1 The annual funding required for the first-year term in the estimated amount of $111,108.73 (Net HST Rebate) includes SCBA Equipment in the amount of $101,108.74 (Net HST Rebate) and SCBA Parts in the amount of $10,000.00 (Net HST Rebate) and will be funded by the Municipality as provided. The department will manage the contract quantities to remain within the first-year budget limit. Future budget accounts will include the funds required for the second, third, fourth, and fifth -year terms. Description Account Number Amount S.C.B.A Replacements - Capital 110-28-281-82816-7401 $101,108.74 EMS-Suppression-Parts 100-28-281-00000-7531 10,000.00 Municipality of Clarington Report Procurement Division-057-25 Page 3 3.2 Pricing for the tender is firm for the first contract year. For future contract years, the unit prices would be adjusted on the anniversary date of the contract award by the annual percentage change in the most recent issuance of the Consumer Price Index (CPI), All Items, Ontario, as published by Statistics Canada and the pricing will remain firm for the contract year. 3.3 The total estimated contract is for one year plus four optional additional years is approximately $664,657.49 (Net HST Rebate). Staff Contact: Sandra McKee, Temporary Manager, Procurement, 905-623-3379 ext. 2210 or smckee@clarington.net. Attachments: Attachment 1 – Bid Summary Municipality of Clarington Report Procurement Division-057-25 Page 4 Attachment 1 to Procurement Division-057-25 Municipality of Clarington Summary of Bid Results Tender CL2025-55 Supply and Deliver SCBA Equipment and Parts Bidder One-Year Total Bid (Net HST Rebate) Potential Five-Year Total Bid (Net HST Rebate) M&L Supply, Fire & Safety $111,108.73 $114,562.81 Brogan Safety Supply 664,657.49 673,837.54 Staff 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: September 8, 2025 Report Number: PUB-014-25 Authored By: Jennifer Stycuk, Manager, Facility Services Julie Mitchell, Director, Community Services – Public Services Submitted By: Lee-Ann Reck, Deputy CAO, Public Services Reviewed By: Mary-Anne Dempster, CAO By-law Number: Resolution Number: File Number: Report Subject: Camp 30 Cafeteria Building - Structural Update Recommendations: 1.That Report PUB-014-25, and any related delegations or communication items, be received; 2.That Council direct staff to immediately install expanded collapse area fencing and put in place additional security measures to mitigate risk; 3.That the remaining funds held in the General Capital Reserve for Camp 30 repairs and maintenance, approximately $200,000 be made available for proposed risk mitigations; and 4.That all interested parties listed in Report PUB-014-25, be advised of Council’s decision. Attachment 7 to Report FSD-008-26 Municipality of Clarington Page 2 Report PUB-014-25 Report Overview 1. Background 1.1 In December 2021, the Municipality completed a land acquisition with Lamb Road School Property Ltd., for an approximately 2 -acre property, including the Cafeteria Building, on the site of the former Camp 30. 1.2 A report was presented in Council in April of 2022 (CSD-008-22) requesting funds to put in place interim measures to secure the Cafeteria Building, mitigate risk and further deterioration of damage to the structure. As a result, perimeter fencing was installed, and a preliminary structural assessment was undertaken. 1.3 The Structural Condition Review was completed in July of 2022 by Barry Bryan and Associates, identifying the poor condition of the building. The report concluded that the building is in poor condition and must not be occupied without remedial repair and stabilization. The recommendations at that time included that the roof structure and supporting walls of the clerestory, along with exterior brick masonry walls be deconstructed, utilizing a salvaging program for any materials that are found to be in good condition for re-use. 1.4 In May 2025, a portion of the Cafeteria Building roof collapsed. The CBN dated June 24, 2025, informed Council of the occurrence and an updated structural condition review took place in June 2025. The new Structural Condition Review report from Barry Bryan and Associates is included in this report as Attachment #1. The conclusion of the report finds the building in very poor condition with areas of active collapse and recommends an expanded collapse perimeter be installed for safety reasons. 1.5 In June 2025, report PDS-039-25 included a Heritage Impact Assessment for Alternatives to Full Restoration and Accompanying High-Level Costing of Options. This Municipality of Clarington Page 3 Report PUB-014-25 report was referred to the October 20, 2025, Planning and Development Committee meeting. 2. Municipal Review 2.1 The Chief Building Official has received a copy of the independent structural condition report and is reviewing. The report will be referenced in any official orders. 3. Considerations / Recommendations Risk Mitigation 3.1 Expand fencing to include an additional 2 (two) meters of ar ea around the Cafeteria Building. The structural condition report has deemed the entire interior, as well as a collapse zone on the exterior unsafe. The additional 2 (two) meters on the exterior will establish an appropriate safe zone. This will include a portion of the area currently being utilized as a community garden. This will need to be in-place until restoration or deconstruction. 3.2 Initiate on-site security with current vendor. Despite current fencing, signage and police presence, individuals continue to access the building. Occurrences have been noted to happen both during the day and overnight. Municipal employees have found discarded tools used to cut, break or saw through reinforced barriers on a frequent basis. It is recommended that this measure be in-place until restoration or deconstruction. 4. Financial Considerations 4.1 Council has previously approved funds for the security and stabilization of the building, up to $400,000. There is approximately $200,000 of these funds remaining. The request for funding from is based on estimated costs that include the following components: – – Municipality of Clarington Page 4 Report PUB-014-25 4.2 The remaining funds would provide approximately nine months of ongoing security to the building. 5. Strategic Plan 5.1 G.3.1: Determine the future of the historic Camp 30 cafeteria building Work in consultation with the Jury Lands Foundation to develop a plan for the cafeteria building. 6. Climate Change Not Applicable. 7. Concurrence This report has been reviewed by Trevor Pinn, Deputy CAO/Treasurer, Finance and Technology who concurs with the recommendations. 8. Conclusion It is respectfully recommended that Council approve the risk mitigation solutions outlined in this report and authorize that the funds be drawn from the General Capital Reserve Fund. Staff Contact: Jennifer Stycuk, Acting Manager of Facilities, 905-623-3379 ext. 2925, or jstycuk@clarington.net . Attachments: Attachment 1 – Camp 30 Structural Condition Report_2025.pdf Interested Parties: The following interested parties will be notified of Council's decision: Jury Lands Foundation Clarington Heritage Advisory Committee Report Procurement Services If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: PS Reports - CAO Approve Only Report Number: Procurement Division-046-25 Date: December 31, 2020 Report Date: October 2, 2025 Submitted By: Mandy Chong, Manager, Procurement Approved By: Mary-Anne Dempster, CAO File Number: IQ2024-25 Report Subject: Attachment 8 Archeological Study for Operations Depot and Fire Station Land - PD-046-25.docx Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: 1. That Stantec Consulting Ltd. Consulting Ltd. be authorized to complete the currently ongoing Stage 3 archeological investigation on the land of the new Clarington Operation Depot and Emergency Fire Services (CODEFS) project. The estimated increase in cost to complete Stage 3 of the study is $36,068.83 (Net HST Rebate). 2. That $50,880.00 (Net HST Rebate) be approved provisionally should Stage 3 require additional work in order to complete this Stage of the assessment. Municipality of Clarington Page 2 Report Procurement Division-046-25 1. Background 1.1 The Municipality of Clarington issued a competitive informal quote (IQ2025-24) to retain the professional services of a consulting company to provide archaeological consulting services in accordance with the Ontario Ministry of Citizenship and Multiculturalism (MCM) standards and guidelines to prepare the Stage 1 and Stage 2 archaeological report. The site is located at 2656 Concession Road 4, Bowmanville. Work was to be completed in accordance with the terms, conditions and specifications contained herein and any governing standard and regulations. 1.2 Stage 1 included an archaeological investigation to determine whether there was potential for archaeological sites on the property where development is planned. This work included a geographic, land use and historical information review for the property and the relevant surrounding area, site visits to inspect its current condition, and to liaise with the ministry to determine any known archaeological sites on or near the property. 1.3 Stage 2 included the property assessment. The archaeologist surveyed the land to identify any archaeological resources on the property and determine whether any archaeological resources found were of sufficient cultural heritage value or interest to require a Stage 3 assessment. 1.4 IQ2025-24 was issued to four Proponents to request pricing to complete Stage 1 with Stage 2 being provisional if required. 1.5 The bid closed with two submissions received. Stantec Consulting Ltd. being the lowest compliant Proponent, was awarded the contract to complete Stage 1 of the archaeological investigation. 1.6 At the completion of the Stage 1 assessment, it was determined that Stage 2 assessment was required. Stantec Consulting Ltd. was provided the approval to proceed with Stage 2 based on the pricing received a s part of IQ2024-25. 1.7 At the end of the Stage 2 assessment, it was determined a Stage 3 assessment was required. The MCM’s Standards and Guidelines for Consultant Archaeologists require compliance by Consultant Archaeologists working in Ontario to follow the standards and guidelines. Under Section 2.2, Standards 1.c. and 1.d. have been interpreted by the Consultant to establish the requirements for a Stage 3 assessment. 1.7.1. 1.c. - post-contact archaeological sites containing at least 20 artifacts that date the period of use to before 1900. (Further guidance for evaluating the potential cultural heritage value or interest of post-1830 Euro-Canadian domestic sites is provided in 3 Stage 3: Site-Specific Assessment.) Municipality of Clarington Page 3 Report Procurement Division-046-25 1.7.2. 1.d. - twentieth century archaeological sites, where background documentation or archaeological features indicate possible cultural heritage value or interest) 1.8 Given project timelines, as well as the efficiency of utilizing a consultant familiar with the site, approval was obtained to single source Stage 3. 1.9 Stage 3 is a site-specific assessment which includes determining the dimensions of the archaeological site, evaluate its cultural heritage value or interest and, where necessary, make recommendations for Stage 4 mitigation strategies. 2. Analysis 2.1 The cost to complete Stage 3 of this assessment was $70,437.25 (Net HST Rebate). Due to the need for additional test sites and the increased depths of these areas along with the additional field coordination, client communications, and other management tasks, there are additional fees in the amount of $36,068.83 (Net HST Rebate). 3. Financial Considerations 3.1 Additional funds of $86,948.83 (Net HST Rebate) includes $36,068.83 (Net HST Rebate) and contingency funds of $50,880.00 (Net HST Rebate) for any further unforeseen circumstances encountered in the completion of the Stage 3 assessment. The timely completion of the archeology work is critical to the success of the CODEFS project as it must be completed before construction may begin. Requesting contingency now for Stage 3, will ensure this work is completed without delay if any unforeseen site conditions or scope additions arise during this work. – Staff Contact: Mandy Chong, Manager, Procurement, 905-623-3379 ext. 2209 or mchong@clarington.net. Attachments: Not Applicable