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HomeMy WebLinkAboutFSD-018-26Staff 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: May 4, 2026 Report Number: FSD-018-26 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: Consulting Services Roster Limit Recommendations: 1.That Report FSD-018-26, and any related delegations or communication items, be received; 2.That the Procurement By-law 2024-052, a by-law to provide policies and procedures for the procurement of goods and services, be amended (Attachment 1 to Report FSD-018-26) to change the following: a.The per project roster limit for Consulting and Professional Services be increased to $250,000 (Net HST Rebate) per project; and b.The CAO be authorized to approve Consulting and Professional Services contract awards made through the roster, up to $250,000 (Net HST Rebate) per project; and 3.That all interested parties listed in Report FSD-018-26, be advised of Council’s decision. GG-087-26 Municipality of Clarington Page 2 Report FSD-018-26 Report Overview Increase the per‑project roster limit for Consulting and Professional Services from $133,800 to $250,000 and delegate contract award authority accordingly. 1. Background 1.1 When purchases are made through a vendor roster, certain procurement responsibilities are delegated from the Municipality’s Procurement Division to the requesting division responsible for the purchase. Accordingly, it is essential that appropriate controls are in place at the divisional level and that Procurement maintains effective oversight to ensure compliance with procurement policies and procedures. Rosters allow the Procurement Division to delegate responsibility to the requesting division, while still meeting legislative requirements and maintaining oversight to ensure compliance with policies and procedures. 1.2 A vendor roster is a list of approved vendors (including suppliers, consultants, contractors, etc.) who may be retained to provide various consulting services as specified in the pre-qualification document. By evaluating and pre-qualifying vendors who have demonstrated their ability to meet the Municipality’s standards, the Municipality is able to streamline future procurements by using a simplified process for recurring purchases, resulting in time and resource savings. 1.3 Potential vendors are required to provide background information, identifying the type of consulting services that they are competent to carry out, together with references and other relevant information. 1.4 By utilizing a qualification stage, the Municipality evaluates potential vendors’ abilities to deliver the good or service specified. Some evaluation criteria are scored, while others take the form of mandatory requirements for conditions deemed critical to delivering the good or service required. This approach allows more vendors, including smaller local vendors, the chance to compete and increase the potential vendor pool for the Municipality. 1.5 These rosters are used for hiring consultants where the estimated cost of the work is below the stipulated amount noted in the prequalification document. 1.6 A Request for Prequalification (RFPQ) document will be drafted and publicly issued on the Municipality’s website as well as on the Supply Ontario portal. 1.7 Proposals received will be evaluated based on pre-established criteria. Firms meeting or exceeding the established passing threshold will be added to the roster for future calls. Municipality of Clarington Page 3 Report FSD-018-26 Use of Roster 1.8 Staff will use the roster to seek quotes from three of the consultants listed on the roster. The contract would ultimately be awarded to the consultant submitting the lowest compliant quote received. 1.9 By limiting the selection of consultants to those who have participated in the open RFPQ process, the openness and transparency of the contract award system is maintained. 2. Analysis 2.1 In 2019, the Municipality established a roster of consultants for specific engineering services. This roster is currently being used; however, the contract term has expired, and the Municipality intends to issue a new bid document to prequalify consulting/ professional services as required by Planning and Infrastructure Services as well as other departments. 2.2 Given the increased costs since 2019, Planning and Infrastructure Services is requesting that the per project roster limit be increased from $133,800 the Canadian Free Trade Agreement threshold (approved via report FSD-032-24) to $250,000 per project to better reflect current market conditions. 2.3 Increasing the roster limit will allow a greater number of projects to be procured using the roster method. This approach will reduce the time and administrative effort required by Planning and Infrastructure Services staff, as well as Procurement Services staff, by reducing the need to draft, issue, and evaluate Requests for Proposals (RFPs) for projects valued at less than $250,000. 2.4 In accordance with Procurement By‑law No. 2024‑052, Item 74, roster awards for Consulting and Professional Services currently require Council approval when the contract value exceeds the Canadian Free Trade Agreement (CFTA) threshold. Approval of the recommendations in this report would authorize an exception to this approval requirement by delegating authority to the Chief Administrative Officer to approve roster‑based Consulting and Professional Services contract awards up to $250,000 per project; procurements awarded under this method will be reported to Council as part of the semi-annual reporting process. See Attachment 1. 3. Financial Considerations 3.1 Projects which utilize the Roster will be funded from the approved budget assigned to that project. 4. Climate Change Not Applicable. Municipality of Clarington Page 4 Report FSD-018-26 5. Concurrence This report has been reviewed by the Deputy CAO Planning and Infrastructure who concurs with the recommendations. 6. Conclusion It is respectfully recommended that Council approve an amendment to the Procurement By-law to authorize the increase of the per‑project roster limit for Consulting and Professional Services from $133,800 to $250,000 and delegate contract award authority accordingly. Staff Contact: Sandra McKee, Acting Manger, Procurement, 905-623-3379 Ext. 2210 or smckee@clarington.net. Attachments: Attachment 1: By-law to amend the Procurement By-law. Interested Parties: There are no interested parties to be notified of Council's decision. Attachment 1 to Report FSD-018-26 If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. The Corporation of the Municipality of Clarington By-law 2026-NN Being a By-law to amend the Procurement By-law regarding Consulting and Professional Services, By-law 2024-052, a by-law to provide policies and procedures for the procurement of goods and services. Whereas, pursuant to section 270 of the Municipal Act, 2001, the Municipality is required to establish and maintain policies with respect to its procurement of goods and services; And whereas Council has established By-law 2024-052 to establish policies respecting procurement of goods and services; And whereas, the Municipal Council has adopted the recommendations contained in Staff Report FSD-018-26 and deems it necessary to amend By-law 2024-052; Now therefore the Corporation of the Municipality of Clarington enacts as follows: 1.That the following section 73 of By-law 2024-052 be deleted: “Where it is estimated that the Total Cost of Consulting and Professional Services will be more than $100,000, the Manager of Procurement shall issue a Bid Solicitation, in consultation with the Department Head and shall submit a report to Council providing a recommendation for award.” and replaced with the following: “Where it is estimated that the Total Cost of Consulting and Professional Services will be between $100,000 and $250,000 per project, the Manager of Procurement shall issue a Bid Solicitation, in consultation with the Department Head and shall submit a report to the CAO providing a recommendation for award. Procurements awarded under this method will be reported to Council as part of the semi-annual reporting process.” 2.That the following section 74 of By-law 2024-052 be deleted “Where a roster has been established for Consulting and Professional Services, incompliance with this by-law, Council approval to award a contract under the roster shall only be required for awards in excess of the threshold set out by the Canada Free Trade Agreement (CFTA).” and replaced with the following: Page 2 of 2 “Where a roster has been established for Consulting and Professional Services, incompliance with this by-law, Council approval to award a contract under the roster shall only be required for awards in excess of $250,000 per project.” Effective Date 3.That this by-law shall come into force and effect on the date the by-law is deemed passed under Part VI of the Municipal Act. Passed in Open Council this XX day of MMMM, YYYY. _____________________________________ Adrian Foster, Mayor _____________________________________ June Gallagher, Municipal Clerk By signing this by-law on XXXX XX, YYYY, Mayor Adrian Foster will not exercise the power to veto this by-law and this by-law is deemed passed as of this date.