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HomeMy WebLinkAboutFSD-023-26Staff 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-023-26 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: RFP2026-2 Report Subject: Contract Administration and Construction Inspection Services for Darlington Boulevard Reconstruction Recommendations: 1.That Report FSD-023-26, and any related delegations or communication items, be received; 2. That the proposal received from LBMS Group Inc, being the highest scoring proponent meeting all terms, conditions and specifications of RFP2026-2 be awarded the contract for the provision of Contract Administration and Construction Inspection Services for Darlington Boulevard Reconstruction, contingent on the award of the construction contract; 3.That the funds required to complete this project in the amount of $169,888.32 (Net HST Rebate) be funded from the approved budget; and 4.That all interested parties listed in Report FSD-023-26, be advised of Council’s decision. GG-090-26 Municipality of Clarington Page 2 Report FSD-023-26 Report Overview To request authorization to award RFP2026-2 Contract Administration and Construction Inspection Services for Darlington Boulevard 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 Darlington Boulevard. 1.2 A Request for Proposal (RFP) was drafted to allow the Municipality to select a qualified Consultant to assist with the reconstruction of Darlington Boulevard. 1.3 RFP2026-2 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 March 12, 2026. 2.2 Seventeen (17) firms downloaded the RFP. Seven (7) proposals were received (refer to Attachment 1) by the stipulated closing date and time. All proposals were 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 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. information 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. Municipality of Clarington Page 3 Report FSD-023-26 • 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, four (4) 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, LBMS Group Inc. 2.9 LBMS Group Inc. has not worked with the Municipality in the past therefore, reference checks are being completed. This recommendation is based on satisfactory references being received. 2.10 The Darlington Boulevard Reconstruction construction contract has not been tendered at the time of this Report submission but is expected to be imminent. The award of the Contract Administration and Inspection Services assignment will be contingent on award of the construction contract. 3. Financial Considerations 3.1 The funding required for this contract award is $169,888.32 (Net HST Rebate). The project will be funded from the following accounts, which are in the approved 2021 budget. Construction costs will be cost-shared with the Region of Durham. In accordance with the Municipality’s agreement with the Region, the Region is responsible for contributing 10% of the cost of works under its responsibility to cover contract administration and site inspection activities. Municipality of Clarington Page 4 Report FSD-023-26 3.2 The value shown in the table below represents 10% of the pre-tender cost-share estimate attributed to the Region of Durham. Description Account Number Amount Darlington Boulevard Reconstruction 110-50-330-83299-7401 76,159.47 Darlington Boulevard Reconstruction – Region of Durham Recovery 110-50-330-83299-7402 93,728.85 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 pending satisfactory references that LBMS Group Inc., being the highest scoring proponent meeting all terms, conditions and specifications of RFP2026-2 be awarded the contract for the provision of Engineering Services for Darlington Boulevard Reconstruction, contingent on the award of the construction contract. Staff Contact: Sandra McKee, Acting Manager, Procurement, 905-623-337- Ext. 2210 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-023-26 Attachment 1 to Report FSD-023-26 – Summary of Proposals Received Municipality of Clarington RFP2026-2– Contract Administration and Construction Inspection Services for Darlington Boulevard Reconstruction Summary of Proposals Received Bidder Altamare Consulting Inc. Canadian Engineering Group CIMA Canada Inc. ConceptDash Inc D.G. Biddle & Associates Ltd. LBMS Group Inc Noveen Engineering Inc. Note: Bolded Bidders were shortlisted