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Report To: General Government Committee
Date of Meeting: June 1, 2026 Report Number: FSD-024-26
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: RFP2026-4
Report Subject: Development of Special Event Strategy and Outdoor Special Event Space
Operational Plan
Recommendations:
1.That Report FSD-024-26, and any related delegations or communication items, be
received;
2.That the proposal received from Sierra Planning and Management, being the highest
scoring proponent meeting all terms, conditions and specifications of RFP2026-4 be
awarded the contract for the provision of the Development of Special Event Strategy
and Outdoor Special Event Space Operational Plan,
3.That the funds required to complete this project in the amount of $122,106.91 Net
HST Rebate, be funded from the approved budget; and
4.That all interested parties listed in Report FSD-024-26, be advised of Council’s
decision.
GG-103-26
Municipality of Clarington Page 2
Report FSD-024-26
Report Overview
To request authorization to award RFP2026-4 Development of Special Event Strategy and
Outdoor Special Event Space Operational Plan
1. Background
1.1 The Municipality of Clarington requires the assistance of a qualified consulting firm with
the skills, resources, and experience necessary to develop a special events strategy
and outdoor special events space operational plan on behalf of the Municipality for 801
Maple Grove Road.
1.2 A Request for Proposal (RFP) was drafted to allow the Municipality to select a qualified
Consultant to assist with the development of a strategy and operational plan for the
newest event space located at 801 Maple Grove Road.
1.3 RFP2026-4 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 April 22, 2026.
2.2 Sixteen (16) firms downloaded the RFP. Five (5) 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 Community Services
Division and Public Works Division.
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.
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:
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Report FSD-024-26
• The Proponent’s understanding of the Municipality’s requirements.
• Experience and qualifications of both the firm as well as the proposed team who
would be working 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, one (1) proposal 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 proponent would not be required.
2.7 The pricing envelope for the short-listed proponent was 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, Sierra Planning and
Management.
2.9 Sierra Planning and Management is currently working with the Municipality. Reference
checks were completed.
3. Financial Considerations
3.1 The funding required for this contract award is $122,106.91 (Net HST Rebate). The
project will be funded from the following account, which were approved by Council
through report PDS-014-26.
Description Account Number Amount
Maple Grove Outdoor Park &
outdoor Event Space
110-50-325-83473-7401 $122,106.91
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Report FSD-024-26
4. Strategic Plan
Lead
4.1 L.3.2: Identify, establish and report on service levels of interest to the community.
Connect
4.2 C.2.5: Support the proactive management of community safety and well-being by
prioritizing initiatives to improve community safety and well-being.
4.3 The addition of a sport and outdoor event complex will provide a space for community
recreation and gatherings contributing to well-being.
4.4 C.3.2: Reduce barriers to municipal programs, services and infrastructure by
undertaking actions to ensure the municipality connects with all segments of the
population.
4.5 C.4.1 Promote and support local arts, culture, and heritage sectors by implementing the
Parks, Recreation and Culture Master Plan.
Grow
4.6 G.2.3 Develop and begin implementation of the Parks, Recreation, and Culture Master
Plan by prioritizing action items for implementation.
4.7 The outdoor sports complex and outdoor events space was identified as a priority.
5. Climate Change
The Special Event Strategy and Outdoor Special Event Space Operational Plan will
consider and incorporate goals under Clarington’s Corporate Climate Action Plan.
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 pending satisfactory references that Sierra Planning
and Management, being the highest scoring proponent meeting all terms, conditions
and specifications of RFP2026-4 be awarded the contract for the provision of the
Development of Special Event Strategy and Outdoor Special Event Space Operational
Plan.
Staff Contact: Sandra McKee, Acting Manager, Procurement, 905-623-3379 Ext. 2210 or
smckee@clarington.net.
Municipality of Clarington Page 5
Report FSD-024-26
Attachments:
Attachment 1 - Summary of Proposals Received
Interested Parties:
List of Interested Parties available from Department.
Municipality of Clarington Page 6
Report FSD-024-26
Attachment 1 to Report FSD-024-26 – Summary of Proposals Received
Municipality of Clarington
RFP2026-4 Development of Special Event Strategy and Outdoor
Special Event Space Operational Plan
Summary of Proposals Received
Bidder
Sierra Planning and Management
Rev Hospitality Co.
Oxygène événements Inc.
Admiral Live
EventSpace Canada Inc.
Note: Bolded Bidders were shortlisted