HomeMy WebLinkAboutFSD-026-26Staff Report
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Report To: General Government Committee
Date of Meeting: June 1, 2026 Report Number: FSD-026-26
Authored by: Sandra McKee, Acting Procurement Manager
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 January 1 to May 15, 2026 Over $500,000 and Under
Delegated Authority
Recommendation:
1.That Report FSD-026-26, and any related delegations or communication items, be
received for information.
GG-105-26
Municipality of Clarington Page 2
Report FSD-026-26
Report Overview
1. Background
1.1 For the period of January 1 to May 15, 2026, 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 27, 2025,
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. Summary of Contracts Awarded
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-026-26
2.2 The following contracts were awarded in accordance with Procurement By-law 2024-
052, Section 42. Copies of the Procurement Services Reports are attached.
Municipality of Clarington Page 4
Report FSD-026-26
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 5
Report FSD-026-26
3. Financial Considerations
Not Applicable.
4. Strategic Plan
Not Applicable.
5. Climate Change
Not Applicable.
6. Concurrence
Not Applicable.
Municipality of Clarington Page 6
Report FSD-026-26
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 – Procurement Services Awards Reports from January 1, 2026 -May 15, 2026
Over $500,000 and Under Delegated Authority
Interested Parties:
There are no interested parties to be notified of Council's decision.
Report
Procurement Services
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Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Procurement Services-004-26 Meeting Date: December 31, 2020
Report Date: January 27, 2026
Submitted By: Sandra McKee, Acting Manager, Procurement
Approved By: Mary-Anne Dempster, CAO
File Number: Single Source
Report Subject: Courtice Shores Drive Rail Overpass Structure Modification Assessment,
Darlington Park Road Realignment Assessment and MHIP Grant
Application Support
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1.That CIMA Canada Inc. be awarded the contract for the provision of the Courtice
Shores Drive Rail Overpass Structure Modification Assessment;
2.That CIMA Canada Inc. be awarded the contract for the provision of the
Darlington Park Road Realignment and Level Crossing Relocation Assessment;
3.That CIMA Canada Inc. be retained for grant application support for the
Municipality’s Municipal Housing Infrastructure Program application; and
4.That authorization be provided to single source the above work to CIMA Canada
Inc. for a total cost of $67,908.53 (Net HST Rebate).
Attachment 1 to Report FSD-026-26
Municipality of Clarington Page 2
Report Procurement Services-004-26
1. Background
1.1 The Planning and Infrastructure Services Department has progressed with work in
support of the Courtice Waterfront Secondary Plan, namely a Traffic Impact Study (TIS)
to assess:
• The performance of the existing road network and of various road
improvements required to provide access to the development area due to the
increased traffic volumes generated by the development; and
• The viability of maintaining emergency access to the development area,
particularly in the event of a blockage caused by a stopped train or roadway
obstruction preventing access at the Darlington Park Road at-grade rail
crossing.
1.2 The TIS evaluated three (3) road improvement scenarios to provide access to the
development area:
1. Maintain the existing Courtice Shores Drive rail overpass, while re-aligning
and implementing a new grade-separated crossing at Darlington Park Road.
2. Maintain the existing alignment and at-grade crossing location of Darlington
Park Road and implement a new grade separation at Courtice Shores Drive.
3. Re-align Darlington Park Road, relocate the at-grade crossing to a new
location, and implement a new grade separation at Courtice Shores Drive.
1.3 The TIS demonstrated that the existing Darlington Park Road alignment, in relation to
the secondary plan road network layout, would be problematic since the length of traffic
queues on Darlington Park Road waiting to turn left (southbound) into the
neighbourhood could extend to the existing at-grade rail crossing and into the path of
oncoming rail traffic. As such, this could cause a significant safety concern.
1.4 The TIS further determined that only the existing at-grade crossing at Darlington Park
Road satisfies fire route design requirements for the secondary plan area and no
secondary fire route access exists. The TIS noted that the existing Courtice Shores
Drive underpass does not have sufficient vertical clearance to permit safe passage of a
Fire Services truck, and that access to the development area by emergency services
could be blocked in the event of a train stoppage or road closure due to road / track
works at Darlington Park Road, particularly in an evacuation scenario.
1.5 As the evaluated scenarios each propose the implementation of a new / replaced grade
separation which are both cost and time prohibitive, and as a next step in the traffic
impact analysis, Staff evaluated an alternative scenario whereby modifications are
Municipality of Clarington Page 3
Report Procurement Services-004-26
made to the existing Courtice Shores Drive rail overpass to satisfy the requirement for a
secondary emergency access to the development area and where Darlington Park
Road is realigned to mitigate conflicts between queued vehicle traffic and rail corridor
traffic.
1.6 Staff developed terms of reference to assess the existing Courtice Shores Drive rail
overpass structure and determine if the roadway through the overpass could be
modified (lowered) and road realigned to allow sufficient vertical clearance through the
structure for a Fire Services truck as well as to assess the feasibility, footprint, and high-
level costs associated with the realignment of Darlington Park Road to remove the
potentially significant safety issue.
1.7 These assessments represent a potentially viable alternative that could be implemented
in a shorter time frame, compared to a new grade separation, and could still meet the
traffic and emergency access requirements of the secondary plan area.
1.8 These assessments are being completed proactively to understand the feasibility,
impacts, and costs of this alternative to further refine scope and ensure readiness to
apply for a future intake of the Province’s Municipal Housing Infrastructure Program
(MHIP) grant.
1.9 In October 2024 the Municipality submitted an application to the MHIP – Housing
Infrastructure Core Serving (HECS) Stream seeking funding to support the construction
of a rail overpass along Courtice Shores Drive to unlock the Courtice waterfront. The
Municipality was notified that the application was not successful in January 2025. In
August 2025, the province announced additional investment into the MHIP, with no
additional details being provided. Given the time that has passed, staff are preparing for
and anticipating an opportunity to apply for funding in the near future. Should the
Assessment work be completed before another opportunity to apply for MHIP funding is
announced, the Municipality could prepare a proposal to proactively seek
reconsideration of the Municipality’s prior application, demonstrating how planning and
design has advanced and additional project readiness, for discussion with the province.
1.10 Should the Structure Modification Assessment determine that the Courtice Shores Drive
rail overpass structure is not able to be modified, the Municipality would likely be
required to pursue the implementation of a new grade separation to maintain the
required emergency access. Based on the criteria from the previous MHIP – HECS
Stream application intake, it is unlikely that the cost and timeline to implement a new
grade separation will be in alignment with the province’s timelines.
Municipality of Clarington Page 4
Report Procurement Services-004-26
2.Analysis
2.1 The release of the second intake of the MHIP grant is expected to be imminent and may
provide only a limited window to complete the required assessments and submit an
application. Staff are therefore pursuing the single-source retention of CIMA Canada
Inc., as this firm supported the Municipality’s previous MHIP application and already
possesses the necessary background information to begin work immediately and meet
the anticipated grant submission deadlines. Engaging a consultant through a
competitive procurement process would delay onboarding, require additional time for
the consultant to become familiar with the Municipality’s objectives, and create a risk
that the assessments would not be completed by the application deadline.
2.2 A quote was solicited from CIMA Canada Inc., a roster proponent with the required
expertise to conduct the above noted work, as they assisted the Municipality with its
previous (MHIP) grant application in 2024 for improvements to facilitate access to the
secondary plan area. CIMA Canada Inc. has submitted a compliant proposal to
complete the scope of works for $67,908.53 (Net HST Rebate)
2.3 Proceeding with this award at this time will position the Municipality to take advantage of
upcoming opportunities to apply for MHIP funding, which is expected to be announced
soon. It will also enable the Municipality to proactively seek reconsideration of its
previous application and explore additional potential funding partners. CIMA Canada
Inc. has confirmed that they can begin work on the assignment by January 28, 2026. .
This schedule allows for the completion of the assignment by February 10, 2026.
3.Financial Considerations
3.1 The funding required for the work is $67,908.53 (Net HST Rebate). The work will be
funded from the following accounts, for which funding was approved:
Engineering Services for
Courtice Shores Drive
Rail Overpass Structure
Modification Assessment
100-50-125-00000-7167 $48,702
Darlington Park Road 100-50-125-00000-7167 $14,358
Municipality of Clarington Page 5
Report Procurement Services-004-26
Crossing Relocation
Assessment
Grant Application Support 100-50-125-00000-7167 $4,848
4.Concurrence
4.1 This Report has been reviewed by the Deputy CAO, Planning and Infrastructure
Services who concurs with the recommendations.
5.Conclusion
5.1 It is respectfully recommended that CIMA Canada Inc. be awarded the contracts for the
provision of the Courtice Shores Drive Rail Overpass Structure Modification
Assessment, Darlington Park Road Realignment and Level Crossing Relocation
Assessment, and MHIP grant application support.
Staff Contact: Sandra McKee, Acting Manager, Procurement, 905-623-3379 ext. 2210 or
smckee@clarington.net.
Attachments:
N/A
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: PS Reports - CAO Approve Only
Report Number: Procurement Services-005-26 Meeting Date: December 31, 2020
Report Date: February 4, 2026
Submitted By: Sandra McKee, Acting Manager, Procurement
Approved By: Mary-Anne Dempster, CAO
File Number: SS2026-4
Report Subject: Single Source Monitoring of Tree Clearing and other required services for
the Clarington Operation Depot, Fire and Emergency Project
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That staff be authorized to single source Stantec Consulting Ltd. to complete the
monitoring of the tree clearing as required by the Ministry of Citizenship and
Multiculturalism (MCM), to complete required reporting to the MCM for early site
clearance in order to proceed with required CODEFS site activities, and support in
preparation of required tender documents related to construction in the amount of
$42,422 (Net HST) and be funded by the Municipality as provided.
2. That $20,000.00 (Net HST Rebate) be approved provisionally should Stantec’s services
to support the project through MCM approvals or site monitoring of tree removals, be
required.
Municipality of Clarington Page 2
Report Procurement Services-005-26
1. Background
1.1 The Municipality of Clarington originally 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 MCM standards and guidelines to prepare the
Stage 1 and Stage 2 archaeological report. The site is located at 2656 Concession Road
4, Bowmanville for the new Operation Depot, Fire Station and Training Facility
(CODEFS). Work was to be completed in accordance with the terms, conditions and
specifications contained within the bid document along with any governing standard and
regulations.
1.2 The Consultant has completed required consultation with the MCM to permit tree clearing
within the Ministry of the Environment, Conservation and Parks (MECP) permit time
requirement. The Consultant has also prepared the procedure on how the tree monitoring
must be performed and how to file their findings along with the Stage 1-2 report to the
MCM.
1.3 A competitive tender was issued to hire a company to complete tree clearing, and
disposal of materials off site. The successful bidder for the tree clearing service is
expected to mobilize within one week, therefore, a qualified consultant cannot be retained
in advance of the tree monitoring service if required to use a competitive process.
Another consultant who does not have the history on the project cannot mobilize and
effectively provide monitoring services as dictated by the MCM within the timeline
needed, by March 15, 2026.
1.4 Stantec Consulting Ltd. is recommended to be single sourced to provide specification
writing support for the CODEFS general contractor tender, in order to clearly define work
restrictions for the general contractor prior to mobilization. These restrictions are based
on the MCM approvals anticipated for each archaeological report. Stantec is responsible
for submitting materials to, and obtaining approvals from, the MCM as each stage of the
archaeological investigations is completed.
1.5 That Stantec Consulting Ltd. be single sourced for the monitoring of the tree clearing as
they outlined the monitoring requirements with the MCM. The tree clearing activities are
required to be completed before March 15, 2026, to meet species at risk bat restrictions
set out in the permit issued by the MECP.
1.6 Should the arborist require additional days on site to complete the required tree clearing
beyond the initial 10 day period, and given that a project archaeologist is required to be
present for the full duration of tree removal activities, an additional allowance is requested
to cover the archaeologist’s extended time on site in order to ensure the work can be
completed within the required timeline set out by the MCM.
Municipality of Clarington Page 3
Report Procurement Services-005-26
2. Analysis
2.1 Stantec was successful in obtaining guidance and partial site clearance by the MCM
concerning how the Municipality may proceed with the tree removal process, in
compliance with the MCM‘s 2011 Standards and Guidelines for Consultant
Archaeologists and the Ontario Heritage Act, in addition to providing the Municipality with
guidance on how early site access could be granted to a General Contractor in parallel
with the MCM approving final stages of required Archaeological works. All tree removal
across the property must be monitored by a licensed archaeologist and reported to the
MCM in the Stage 1-2 Archaeological Report.
3. Financial Considerations
3.1 The total estimated funds required for this project in the amount of $62,422 (Net HST
Rebate). This amount includes a provisional allowance to extend the monitoring service,
if required, in the amount of $20,000.00 (Net HST Rebate). These costs will be funded by
the Municipality as follows:
CODEFS – Clarington Operations
Depot and Emergency Fire
Services Training Facility
110-36-370-83603-7401 $62,422
Staff Contact: Sandra McKee, Acting Manager, Procurement, 905-623-3379 ext. 2210 or
smckee@clarington.net.
Attachments: N/A
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: PS Reports - CAO Approve Only
Report Number: Procurement Services-006-26 Meeting Date: December 31, 2020
Report Date: February 9, 2026
Submitted By: Sandra McKee, Acting Manager, Procurement
Approved By: Mary-Anne Dempster, CAO
File Number: SS2026-7
Report Subject: Vanstone Mill (Scugog Street Outfall) Remediation & Restoration –
Detailed Engineering Design Change Order - Natural Heritage Review,
Department of Fisheries and Oceans Request for Review, and
Environmental Impact Study
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That CIMA Canada Inc. be authorized to complete the Natural Heritage Review,
preparation of a Department of Fisheries and Oceans Request for Review
submission, and a provisional scoped Environmental Impact Study, if required,
for a total cost of $23,404.80 (New HST Rebate) to ensure immediate
continuation of the project and completion of required tree removals before
regulated seasonal restrictions related to bird nesting; and
2. That $20,000.00 (Net HST Rebate) be provisionally approved should any
additional design scope and/or design revision be required following the results
of the studies.
Municipality of Clarington Page 2
Report Procurement Services-006-26
1. Background
1.1 At the October 21, 2024, Council Meeting Clarington Council passed Resolution #GG-
150-24 granting utilization of up to $1,000,000 to complete required repair works for the
Scugog Street storm sewer outfall discharging to Bowmanville Creek, located on the
west side of Scugog Street, immediately north of King Street West in Bowmanville.
1.2 In Q3 2025 Infrastructure Services assumed responsibility for execution of this project
on behalf of Public Works and utilized the PQ2019 -1 Engineering Consulting Services
Roster to retain a qualified engineering consultant to complete the required detaile d
engineering design for the repair/replacement of the storm sewer outfall.
1.3 CIMA Canada Inc. was selected as the successful Roster proponent meeting the
requirements of the Roster call. A Purchase Order was subsequently issued to CIMA
Canada Inc. in the amount of $48,839.71 (Net HST Rebate).
1.4 Through CIMA’s field investigations conducted in support of the detailed engineering
design, and through the evolution and refinement of the design, it was determined that
the project scope now requires the undertaking of a Natural Heritage Review to identify
and categorize the local environment of the project site and the anticipated lands to be
disturbed (tree/vegetation removals, impacts to watercourse, etc.) during construction.
1.5 Furthermore, a Department of Fisheries and Oceans (DFO) Request for Review was
deemed necessary due to an extension of the storm sewer outfall channel remediation
design within proximity to Bowmanville Creek.
1.6 Depending on the findings of the Natural Heritage Review there may be a requirement
for a further scoped Environmental Impact Study (EIS) if potential habitats for species
at risk (SAR) are identified.
1.7 These project scope requirements were not known at the time of the initial assignment
Roster call and only determined through the evolution of the detailed design.
1.8 It is imperative that these reviews / studies are completed promptly to ensure
immediate continuation of the project and completion of required tree removals before
regulated seasonal restrictions related to bird nesting come into effect (March 30 th).
2. Analysis
2.1 A quote was solicited from CIMA Canada Inc. to complete the Natural Heritage Review,
submission of the DFO Review Request on behalf of the Municipality, and provisional
EIS as CIMA Canada Inc. has the required in-house expertise to conduct the above
noted assignments and have assisted the Municipality on similar assignments in the
Municipality of Clarington Page 3
Report Procurement Services-006-26
past. CIMA Canada Inc. has submitted a proposal in the amount of $6,000 for the
Natural Heritage Review and $2,000 for the DFO Review Request. If deemed
necessary following the Natural Heritage Review, Staff estimate that a scoped EIS
could cost up to $15,000.
2.2 The above noted studies may determine that design scope extension and/or design
revisions will be required to modify the design to comply with the results of the studies.
Staff estimate that up to $20,000 (Net HST Rebate) of effort may be required in this
regard.
2.3 Completion of the Natural Heritage Review (and provisional EIS) is required
immediately to identify and categorize trees slated for removal / impacted species and
to complete tree removals ahead of the regulated restrictions related to the bird nesting
window which begins on March 30th; well in advance of the general construction
contract. Tree removals are prohibited during the bird nesting window unless first
reviewed and cleared by a qualified avian biologist which could risk increased costs to
the project or, if a species was discovered nested on site, risk delays in construction
execution due to regulated restrictions regarding nest disturbances. These delays
could lead to further deterioration of the existing storm sewer outfall, risk damage to
adjacent properties and overall increased costs for the project. Proceeding with CIMA
Canada Inc. will allow immediate continuation of the project, suffering no time loss due
to procuring a new consultant, coordination and information transfer with the
onboarding of a new consultant, and allow the project to be tender ready as soon as
possible for the 2026 construction season.
3. Financial Considerations
3.1 The total estimated funds required for this project in the amount of $43,404.80 (Net
HST Rebate) will be funded by the Municipality from the previously approved design
and construction budget as follows:
Description Account Number Amount
Natural Heritage Review 110-50-330-83477-7401 $6,106
Department of Fisheries and
Oceans Request for Review
110-50-330-83477-7401 $2,035
Scoped Environmental Impact
Study (Provisional)
110-50-330-83477-7401 $15,264
Municipality of Clarington Page 4
Report Procurement Services-006-26
Description Account Number Amount
Additional Work Scope
Extensions (Provisional)
110-50-330-83477-7401 $20,000
Staff Contact: Sandra McKee, Acting Manager, Procurement, 905-623-3379 ext. 2210 or
smckee@clarington.net
Attachments:
N/A
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: PS Reports - CAO Approve Only
Report Number: Procurement Services-010-26 Meeting Date: December
31, 2020
Report Date: February 20, 2026
Submitted By: Sandra McKee, Acting Manager, Procurement
Approved By: Mary-Anne Dempster, CAO
File Number: IQ2024-25
Report Subject: Change Order for existing Archaeologist Consultant, Stantec, to complete
Stage 4 Archeological Study for 2656 Concession Road 4, CODEFS
Project
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That Stantec Consulting Ltd. Consulting Ltd. be authorized to complete the required
Stage 4 archeological investigation on the land of the new Clarington Operations
Depot, Emergency Fire Services Training Facility (CODEFS) project. The estimated
increase in cost to complete Stage 4 of the study is $344,181.24 (Net HST Rebate).
2. That additional funds of $50,000.00 (Net HST Rebate) be approved provisionally
should Stage 4 require additional work in order to complete this Stage of the
assessment.
Municipality of Clarington Page 2
Report Procurement Services-010-26
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.
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. The MCM’s Standards and Guidelines for Consultant
Archaeologists require compliance by Consultant Archaeologists working in Ontario to
follow the standards and guidelines. Following the completion of Stage 2 it was
determined that a Stage 3 assessment was required. Given project timelines, approval
was obtained to single source the Stage 3 assessment to Stantec.
1.4 Stage 3 included a site-specific assessment involving detailing investigation to
dimension the size, characteristics, and cultural heritage value or interest of the
identified archaeological site, and to provide recommendations regarding the need for
Stage 4 mitigation.
1.5 Based on Stantec’s Stage 3 archaeological assessment, a Stage 4 investigation is
required to mitigate impacts on the identified archaeological site. This work will involve
controlled excavation of the site by a qualified archaeological team, with the extent of
excavation refined according to findings uncovered during the process. Given project
timelines and recognizing the efficiency and continuity gained from retaining the
consultant who completed the Stage 1-3 assessments, approval to provide a change
order to Stantec to proceed with the Stage 4 work is requested.
1.6 It is important to note that completing the Stage 4 work is required before the Ministry
will provide full clearance for the site, which will be required for the construction
activities.
Municipality of Clarington Page 3
Report Procurement Services-010-26
2. Analysis
2.1 The cost to complete Stage 4 of this assessment is anticipated to be $344,181.24 (Net
HST Rebate). To ensure that any additional work that may be required may proceed
without interruption, a provisional allowance of $50,000.00 (Net HST Rebate) is being
requested. Completion of the Stage 4 archaeological work—and subsequent approval
by the Ministry—is the only path forward for construction on this project to proceed.
3. Financial Considerations
3.1 The funds requested to complete the stage 4 study is $394,181.24 (Net HST Rebate),
which includes the cost to complete Stage 4 study of $344,181.24 and provisional
funds of $50,000.00 (Net HST Rebate) for any potentially unforeseen circumstances
encountered in the completion of the Stage 4 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.
CODEFS – New Operations
Depot and Emergency Services
Facility
110-36-370-83603-7401 $344,181
CODEFS – New Operations
Depot and Emergency Services
Facility (Provisional)
110-36-370-83603-7401 $50,000
Staff Contact: Sandra McKee, Acting Manager, Procurement, 905-623-3379 ext. 2210 or
smckee@clarington.net.
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: PS Reports - CAO Approve Only
Report Number: Procurement Services-011-26 Meeting Date: December 31, 2020
Report Date: February 26, 2026
Submitted By: Sandra McKee, Acting Manager, Procurement
Approved By: Mary-Anne Dempster, CAO
File Number:
Report Subject: Geotechnical Support for Construction of the New Clarington Operations
Depot, Emergency Fire Services Training Facility
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That authorization be provided to the Project Team for an allowance of up to
$150,000 for use of consulting services by the existing geotechnical consultant,
GHD Limited, for any work that may be required to complete the design and
construction phases of the Clarington Operations Depot, Emergency Fire
Services Training Facility (CODEFS) project.
Municipality of Clarington Page 2
Report Procurement Services-011-26
1. Background
1.1 GHD Limited was retained through the Municipality’s Engineering Services Roster to
provide the Geotechnical and Hydrogeological Investigation services for the CODEFS
project.
1.2 Having the same geotechnical consultant who informed the design remain engaged
through the completion of the design phase and through the construction phase
provides significant value to the project. Their continued involvement ensures continuity,
as they already have in-depth knowledge of the site conditions, design assumptions,
and project constraints. In addition, their continued participation supports efficient
decision-making when unforeseen site conditions arise. Their familiarity allows them to
provide timely, accurate responses to Requests For Information (RFIs) and manage
unexpected field conditions. Keeping the original geotechnical team on board mitigates
potential project risks and supports a cost-effective project delivery.
2. Analysis
2.1 The request is for an allowance of $150,000 (Net HST Rebate) to be made available to
the Project Team to draw upon as required for GHD to provide geotechnical services
through the remaining design phase and also through the construction phase of the
CODEFS project.
3. Financial Considerations
3.1 The total estimated allowance required for GHD, the CODEFS geotechnical consultant,
to continue its services for the project is $150,000 (Net HST Rebate). The costs will be
funded by the Municipality as follows:
CODEFS – Clarington Operations
Depot, Emergency Fire Services
Training Facility
110-36-370-83603-7401 $150,000
Staff Contact: Sandra McKee, Acting Manager, Procurement, 905-623-3379 ext. 2210 or
smckee@clarington.net.
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: PS Reports - CAO Approve Only
Report Number: Procurement Services-012-26 Meeting Date: December 31, 2020
Report Date: March 2, 2026
Submitted By: Sandra McKee, Acting Manager, Procurement
Approved By: Mary-Anne Dempster, CAO
File Number: SS2026-6
Report Subject: Environmental Site Assessment (ESA) Phase II for the New Clarington
Operations Depot, Emergency Fire Services Training Facility (CODEFS)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That Stantec Consulting Ltd., the existing environmental consultant on the CODEFS
project that completed the Phase I ESA, be retained to complete the required Phase II
ESA in the amount of $13,485 (Net HST Rebate).
2. That $7,500 (Net HST Rebate) be approved provisionally should Phase II require
additional work in order to complete this Phase of the ESA.
Municipality of Clarington Page 2
Report Procurement Services-012-26
1. Background
1.1 The Municipality of Clarington Planning team originally retained Stantec to prepare the
Terms of Reference (ToR) for the CODEFS project. During this engagement, a change
order was issued authorizing Stantec to complete a Phase I ESA.
1.2 In accordance with the Region of Durhams’s Soil and Groundwater Assessment
Protocol, the completion of a Phase II ESA is required based on the findings and
recommendations outlined in the Phase I ESA.
1.3 The Phase I ESA identified several Areas of Potential Environmental Concern (APECs)
related to historical activities at the property. These findings necessitate the completion
of a Phase II ESA.
2. Analysis
2.1 The cost to complete the Phase I ESA was $6,600 (Net HST Rebate). Based on the
APECs identified in the Phase I ESA, the Phase II ESA scope includes soil and
groundwater sampling, confirming the location of an existing septic system, and
comparing all analytical results against applicable Ministry of the Environment,
Conservation and Parks (MECP) standards.
2.2 Timely completion of the ESA work is critical to the success of the CODEFS project, as
it must be finalized prior to construction commencement. The work will be completed
concurrently with the archaeological investigations to maximize schedule efficiencies. A
provisional amount of $7,500 will be carried to ensure the timely completion of the
Phase II ESA.
3. Financial Considerations
3.1 A change order to Stantec’s scope in the amount of $13,485 (Net HST Rebate) for the
Phase II ESA is required long with an amount of $7,500 (Net HST Rebate) to be
approved provisionally should additional Phase II costs be required. These costs will be
funded by the Municipality as follows:
CODEFS – Clarington Operations
Depot, Emergency Fire Services
Training Facility
110-36-370-83603-7401 $13,485
CODEFS – Clarington Operations
Depot, Emergency Fire Services
Training Facility
110-36-370-83603-7401 $7,500
Municipality of Clarington Page 3
Report Procurement Services-012-26
Staff Contact: Sandra McKee, Acting Manager, Procurement, 905-623-3379 ext. 2210 or
smckee@clarington.net.
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: PS Reports - CAO Approve Only
Report Number: Procurement Services-013-26 Meeting Date: December
31, 2020
Report Date: February 19, 2026
Submitted By: Sandra McKee, Acting Manager, Procurement
Approved By: Mary-Anne Dempster, CAO
File Number: SS2026-9
Report Subject: Administrative Monetary Penalty System
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That Legislative Services Municipal Law Enforcement Division be authorized to
undertake single source procurement with Gtechna Inc. for the software application
to implement the Administrative Penalty System (APS).
Municipality of Clarington Page 2
Report Procurement Services-013-26
1. Background
1.1 As part of Clarington’s initiative to modernize its services and create more efficient and
cost-effective processes, Council has endorsed the implementation of the
Administrative Penalty System for the enforcement of parking violations.
1.2 In 2013, the Municipality issued Request for Proposal RFP 2013‑7 to acquire a digital
parking enforcement software solution designed to automate the creation, records
management, and aging of parking infraction notices in accordance with Provincial
Offences Act (POA) timelines. After a competitive process, Gtechna was awarded the
contract, and the Municipality began using their specialized software in 2014. Gtechna
continues to serve as the Municipality’s current software provider.
1.3 An additional module is required to convert the current parking enforcement software to
the APS system. It will be necessary to retain the existing POA module as a transition
measure. Existing field equipment such as Officer printers and the mobile ticketing
application used for the issuance of citations can be reprogrammed for use with the
new APS system.
2. Analysis
2.1 The procurement of replacement software technology would create compatibility issues
and would necessitate duplication of systems with related costs and administrative
burden.
2.2 The Gtechna system will continue to be embedded in the daily operations for Municipal
Law Enforcement, and a change from this provider during the transition would cause
significant disruptions as well as increased time to perform regular tasks.
2.3 Maintaining Gtechna as our software provider for this change supports the
Municipality’s financial best interests, by preventing costly data migration of current
records to a new vendor and minimizing the level of staff training necessary for the
transition to APS. Expanding Gtechna’s service scope removes the need for system
integration or duplicated platforms, while also reducing the risk of project delays and
strengthening our ability to meet implementation timelines.
3. Financial Considerations
3.1 The total funds required for this project have not yet been provided through a formal
quote, however, preliminary estimates for transitionary software costs for the first year of
approximately $25K plus individual licensing costs for each Municipal Enforcement
Officer that would need access to the system.
Municipality of Clarington Page 3
Report Procurement Services-013-26
3.2 Funding from the General Capital Reserve will be utilized for the initial implementation
of $25,000 plus the cost of individual licensing for officers. Additional revenue
generated will be used to replenish the Reserve for the initial software purchase.
Administrative Penalty
System
Software/Administrator
110-19-130-81604-7401 Approximately $25K plus
individual licensing for
Officers.
Staff Contact: Sandra McKee, Acting Manager, Procurement, 905-623-3379 ext. 2210 or
smckee@clarington.net.
Attachments:
Not Applicable
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: PS Reports - CAO Approve Only
Report Number: Procurement Services-014-26 Meeting Date: December
31, 2020
Report Date: March 12, 2026
Submitted By: Sandra McKee, Acting Manager, Procurement
Approved By: Mary-Anne Dempster, CAO
File Number: RFP2022-8-7
Report Subject: Supply and Install New Playgrounds and Supply New Splash Pad
Equipment
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That Openspace Solutions Inc. with a total bid amount of $427,392.00 (Net HST
Rebate) being the highest scoring proponent meeting all terms, conditions and
specifications of RFP2022-8-7 be awarded the contract for the supply and
installation of new playground equipment in Pearce Farm Park, Longworth Park,
Barlow Parkette, Glanville Parkette and for the supply of new splash pad
equipment at Pearce Farm Park Splash Pad, as required by the Public Works
Division; and
2. That New World Park Solutions with a total bid amount of $147,510.28 (Net HST
Rebate) being the highest scoring proponent meeting all terms, conditions and
specifications of RFP2022-8-7 be awarded the contract for the supply and
installation of new playground equipment in Cecil B Found Parkette and for the
supply of new splash pad equipment at Guildwood Park Splash Pad, as required
by the Public Works Division.
Municipality of Clarington Page 2
Report Procurement Services-014-26
1. Background
1.1 RFP specifications for the Supply and Installation of Playgrounds and the Supply of New
Splash Pad Equipment were prepared by the Public Works Division and Planning and
Infrastructure Services and provided to the Procurement Services Division. The RFP
provided for an experienced company for the design, supply, and installation of
playground equipment at five parks and the design and supply of splashpad equipment
at two parks. The RFP was issued on an invitational basis to the roster proponents
established for RFP2022-8 for the Supply and Install of New Playground Equipment
Roster.
1.2 Replacement of existing playground and splash pad equipment is done according to a
schedule that takes into consideration the age, safety and accessibility of the existing
equipment. Included in this RFP are five existing park locations scheduled for
replacement: Pearce Farm Park, Longworth Park, Barlow Parkette, Glanville Parkette,
Cecil B Found Parkette. In addition, two existing splash pad locations were scheduled
for replacement and included in the RFP: Pearce Farm Park Splash Pad and Guildwood
Park Splash Pad.
1.3 RFP2022-8-7 was issued by the Procurement Services Division and advertised on the
Municipality’s website. The tender closed on February 3, 2026.
2. Analysis
2.1 All five roster proponents submitted proposals covering a mix of playground and/or
splash pad locations in response to the tender call. The submissions were reviewed by
the Purchasing Services Division (see Attachment 1) and were compliant. Proponents
could choose to submit a proposal for one or more park or splash pad locations with the
award of each park or splash pad location going to the highest total scoring proposal.
The evaluation was two parts and consisted of a Technical and Financial Evaluation.
The proposals were distributed to the evaluation committee for their review and scoring.
2.2 The evaluation committee first evaluated and scored the proposals independently in
accordance with the established criteria outlined in the RFP. The Procurement Services
Division then facilitated a consensus evaluation meeting. The evaluation committee
comprised of staff from the Public Works Department and the Accessibility Coordinator.
2.3 The Technical Evaluation consisted of criteria such as accessibility design, play value,
innovative design and safety. Proposals that passed the minimum scoring threshold
moved on to the Financial Evaluation. The Financial Evaluation allotted the maximum
number of points to the lowest priced proposal, and every other proposal received a
percentage of the maximum points according to their proposal price.
Municipality of Clarington Page 3
Report Procurement Services-014-26
2.4 Pricing was verified and the recommendation is to award as follows:
• Pearce Farm Park, Longworth Park, Barlow Parkette, Cecil B Found Parkette and
Guildwood Splash Pad to Openspace Solutions Inc.
• Glanville Parkette and Pearce Farm Park Splash Pad to New World Park Solutions.
2.5 Openspace Solutions Inc. and New World Park Solutions have satisfactorily completed
work for the Municipality in the past; therefore, references did not need to be checked.
3. Financial Considerations
3.1 The total funds required for this project in the amount of $574,902.28 (Net HST Rebate)
is within the approved budget and will be funded by the Municipality as provided.
Various Park Upgrades –
2025 – Pearce
Farm/Longworth Park
110-36-325-83663-7401 $254,374.56
Various Park Upgrades
2026 –
Barlow/Granville/Cecil B
Found
110-36-325-83663-7401 $254,383.72
2026 Various Park
Upgrades – Guildwood
Park Splashpad
Reconstruction
110-36-325-83663-7401 $66,144.00
Staff Contact: Sandra McKee, Acting Manager, Procurement, 905-623-3379 ext. 2210 or
smckee@clarington.net.
Attachments:
Attachment 1 – Summary of Bid Results
Municipality of Clarington Page 4
Report Procurement Services-014-26
Attachment 1 to Report Number Procurement Division-014-26
Summary of Bid Results
RFP2022-8-7 Supply and Install Playgrounds and Supply Splash Pad
Equipment
Proposals Received
Bidder
ABC Recreation Ltd.
Henderson Recreation Equipment*
New World Park Solutions Inc*
Openspace Solutions Inc.*
Park N Water LTD.*
Note: * Denotes Proponents who were shortlisted.
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: PS Reports - CAO Approve Only
Report Number: Procurement Services-015-26 Meeting Date: December
31, 2020
Report Date: March 25, 2026
Submitted By: Sandra McKee, Acting Manager, Procurement
Approved By: Trevor Pinn, Acting CAO
File Number: CL2026-5
Report Subject: Grass Cutting Services
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That Howes Your Yard with a bid amount of $563,028.26 (Net HST Rebate) for
the initial one-year term and an estimated five-year contract value of
$2,815,141.30 (Net HST) being the lowest compliant bidder meeting all terms,
conditions and specifications of CL2026-5 be awarded the contract for Grass
Cutting Services;
2. That the funds required for this service be funded from the respective approved
operating budget;
3. 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
4. That the funds required for additional terms be included in future operating
budget accounts.
Municipality of Clarington Page 2
Report Procurement Services-015-26
1. Background
1.1 Tender specifications for grass cutting services were prepared by the Public Works
Division and provided to the Procurement Services Division.
1.2 The work includes regular litter picking, mowing and trimming of grass in municipal
parks and other property, sports fields, on municipal and regional boulevards, in
abandoned cemeteries, and other open spaces. Frequency of cut and mowing/trimming
requirements vary depending on the type of property.
1.3 The areas were broken down into three sections to allow bidders to bid on all or by
section. The areas were broken down as follows:
• Section A – Bowmanville
• Section B – Courtice and Darlington Hamlets
• Section C – Newcastle, Wilmot and Clarke Hamlets
1.4 CL2026-5 was issued by the Procurement Services Division and advertised on the
Municipality’s website. The tender closed on February 19, 2026.
2. Analysis
2.1 Forty-two plan takers downloaded the tender document. Eight bids were received in
response to the call. The bids were reviewed and tabulated by the Procurement
Services Division (see Attachment 1). Three submissions were deemed non-compliant.
Five submissions were deemed compliant. The results were forwarded to the Public
Works Division for their review and consideration.
2.2 Howes Your Yard has satisfactorily completed work for the Municipality in the past,
therefore, no reference checks were completed.
2.3 After review and analysis by the Public Works Division and the Procurement Services
Division, it was mutually agreed that the low complaint bidder, Howes Your Yard be
recommended for the award of tender CL2026-5.
3. Financial Considerations
3.1 The annual funding for the first-year term in the estimated amount of $563,028.26 (Net
HST Rebate) will be funded by the Municipality as provided. Future budget accounts
include the funds required for the second, third, fourth and fifth-year terms.
Municipality of Clarington Page 3
Report Procurement Services-015-26
Description Account Number Amount
PARKS MTNCE-CONTRACT-
GRASS CUTTING
100-36-325-10115-7155 $539,582.26
CAMP 30 - CONTRACT-GRASS
CUTTING
100-36-325-10160-7155 15,000.00
ABANDONED CEMETERY
MTNCE - MISC OP EXP
100-36-326-10420-7112 8,446.00
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.
3.6 The total estimated contract is for one year plus four optional additional years is
approximately $2,815,141.30 (Net HST Rebate).
Staff Contact: Sandra McKee, Acting Manager, Procurement, 905-623-3379 ext. 2210 or
smckee@clarington.net.
Attachments:
Attachment 1 – Summary of Bid Results
Municipality of Clarington Page 4
Report Procurement Services-015-26
Attachment 1 to Procurement Services-015-26
The Municipality of Clarington
Summary of Bid Results
CL2026-5
Grass Cutting Services
Bidder One-Year Total Bid
(Net HST Rebate)
Five-Year Total Bid
(Net HST Rebate)
Howes Your Yard $563,028.26 $2,815,141.30
Forest Ridge Landscaping Inc. 1,115,558.44 5,577,792.20
2765981 Ontario Inc. 1,245,139.74 6,225,698.68
CSL Group Ltd 1,871,726.52 9,358,632.59
Whitby Shores Landscaping LTD 2,349,621.67 11,748,108.35
Lovam Landscaping Non-compliant
2842793 Ontario Inc. Non-compliant
GWS Landscaping Inc. Non-compliant
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: PS Reports - CAO Approve Only
Report Number: Procurement Services-016-26 Meeting Date: December
31, 2020
Report Date: March 30, 2026
Submitted By: Sandra McKee, Acting Manager, Procurement
Approved By: Trevor Pinn, Deputy CAO/Treasurer (Acting CAO)
File Number: CL2026-6
Report Subject: Garden Maintenance Services
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That Howes Your Yard with a bid amount of $166,033.09 (Net HST Rebate) for
the initial one-year term and an estimated five-year contract value of $830,165.45
(Net HST) being the lowest compliant bidder meeting all terms, conditions and
specifications of CL2026-6 be awarded the contract for Garden Maintenance
Services;
2. That the funds required for this service be funded from the respective approved
operating budget;
3. 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
4. That the funds required for additional terms be included in future operating
budget accounts.
Municipality of Clarington Page 2
Report Procurement Services-016-26
1. Background
1.1 Tender specifications for garden maintenance services were prepared by the Public
Works Division and provided to the Procurement Services Division.
1.2 The work includes routine garden maintenance services from April to November at
various property locations and types throughout Clarington.
1.3 CL2026-6 was issued by the Procurement Services Division and advertised on the
Municipality’s website. The tender closed on February 19, 2026.
2. Analysis
2.1 Eighteen plan takers downloaded the tender document. Four bids were received in
response to the call. The bids were reviewed and tabulated by the Procurement
Services Division (see Attachment 1). One submission was deemed non-compliant.
Three submissions were deemed compliant. The results and compliant submissions
were forwarded to the Public Works Division for their review and consideration.
2.2 After review and analysis by the Public Works Division and the Procurement Services
Division, it was mutually agreed that the low complaint bidder, Howes Your Yard be
recommended for the award of tender CL2026-6.
2.3 Howes Your Yard has satisfactorily completed work for the Municipality in the past,
therefore, no reference checks were completed.
3. Financial Considerations
3.1 The annual funding for the first-year term in the estimated amount of $166,033.09 (Net
HST Rebate) will be funded by the Municipality as provided. Future budget accounts
include the funds required for the second, third, fourth and fifth-year terms.
PARKS / MTNCE / CONTRACT-
GRASS CUTTING
100-36-325-10115-7155 $141,915.97
MUSEUM – CONTRACTED
SERVICES
100-62-460-00000-7163 24,117.12
Municipality of Clarington Page 3
Report Procurement Services-016-26
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.
3.6 The above noted contract value is for the initial one-year term. The total estimated cost
for the contract, including the four optional additional years, is approximately
$830,165.45 (Net HST Rebate).
Staff Contact: Sandra McKee, Acting Manager, Procurement, 905-623-3379 ext. 2210 or
smckee@clarington.net.
Attachments:
Attachment 1 – Summary of Bid Results
Municipality of Clarington Page 4
Report Procurement Services-016-26
Attachment 1 to Procurement Services-016-26
The Municipality of Clarington
Summary of Bid Results
CL2026-6
Garden Maintenance Services
Bidder One-Year Total Bid
(Net HST Rebate)
Five-Year Total Bid
(Net HST Rebate)
Howes Your Yard $166,033.09 $830,165.46
New Look Garden & Services 247,985.86 1,239,929.32
Pro Lawn Landscaping Ltd. 618,672.39 3,093,361.94
Forest Ridge Landscaping Inc. Non-compliant
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: PS Reports - CAO Approve Only
Report Number: Procurement Services-019-26 Meeting Date: December
31, 2020
Report Date: April 15, 2026
Submitted By: Sandra McKee, Acting Manager, Procurement
Approved By: Trevor Pinn, Deputy CAO/Treasurer (Acting CAO)
File Number: SS2026-10
Report Subject: Environmental Support for Construction of the New Clarington Operations
Depot, Emergency Fire Services Training Facility
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That authorization be provided to the Project Team for an allowance of up to
$75,000 for use of consulting services by the existing environmental consultant,
Stantec, for any work that may be required to ensure environmental compliance
for the remainder of the Clarington Operations Depot, Emergency Fire Services
Training Facility (CODEFS) project.
Municipality of Clarington Page 2
Report Procurement Services-019-26
1. Background
1.1 Stantec completed an Arborist Report, Environmental Impact Study/Natural Heritage
Evaluation, and Phase I Environmental Site Assessment (ESA), with the Phase II ESA
scheduled for Spring 2026. Their support enabled the project team to secure Ministry of
the Environment, Conservation and Parks (MECP) permits for necessary tree and
vegetation removal tied to site construction. Continued support will be required to obtain
MECP approvals for clearing that will be required for adjacent road upgrades and future
Hydro One service connections. In addition, updates to studies/reports may need to be
made, including making them AODA compliant for posting on the project website.
1.2 MECP permitting requirements mandate the installation of bat boxes for species at risk,
along with compensation trees on site. This initiative necessitates a five-year monitoring
period. Their assistance during the tendering process is essential for the successful
completion of this scope.
1.3 Keeping Stantec engaged throughout the project ensures continuity and leverages their
deep knowledge of the site, design, and constraints. Their involvement streamlines
decision-making for unforeseen environmental issues and supports tender preparation,
clarifications during bidding, and prompt responses to requests during construction,
including MECP approvals. Maintaining the original consultant helps manage project
risks and enables cost-effective delivery.
2. Analysis
2.1 The request is for an allowance of $75,000 (HST) to be made available to the Project
Team to draw upon as required for Stantec to provide environmental services
throughout the duration of the CODEFS project.
3. Financial Considerations
3.1 The total estimated allowance required for Stantec, the CODEFS environmental
consultant, to continue its services for the project is $75,000 (NET HST Rebate). The
costs will be funded by the Municipality as follows:
CODEFS – Clarington Operations
Depot, Emergency Fire Services
Training Facility
110-36-370-83603-7401 $75,000
Municipality of Clarington Page 3
Report Procurement Services-019-26
Staff Contact: Sandra McKee, Acting Manager, Procurement, 905-623-3379 ext. 2210 or
smckee@clarington.net.
Attachments:
Attachment 1 – N/A
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: PS Reports - CAO Approve Only
Report Number: Procurement Services-020-26 Meeting Date: December
31, 2020
Report Date: April 17, 2026
Submitted By: Sandra McKee, Acting Manager, Procurement
Approved By: Mary-Anne Dempster, CAO
File Number: SS2026-11
Report Subject: ESRI Contract
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That the Municipality of Clarington enter a three-year ESRI Small Government
Enterprise Agreement (SG-EA) with ESRI Canada Limited for a total three-year
commitment of $324,123.92 (Net HST Rebate);
2. That the funds required for this project be funded from the Information
Technology Software & Maintenance Account (100-21-162-00000-7148); and
3. That the Deputy Chief Administrative Officer & Treasurer be authorized to
execute the necessary agreement.
Municipality of Clarington Page 2
Report Procurement Services-020-26
1. Background
1.1 The Municipality of Clarington has a longstanding reliance on ESRI’s Geographic
Information System (GIS) platform to support municipal operations including mapping,
spatial analysis, asset management, and public-facing web applications across multiple
departments. Clarington has historically participated in the Region of Durham's ESRI
Enterprise Agreement (DR EA), a cooperative licensing arrangement providing access
to ESRI software at a negotiated discount alongside other Durham Region partners.
1.2 ESRI has recently transitioned its licensing model from a concurrent-use structure to a
named user model, requiring each user to be assigned a specific license type. This
change has material implications for how Clarington manages and budgets for its GIS
licensing needs. In parallel, ESRI Canada has presented the Municipality with a
proposal for a Small Government Enterprise Agreement (SG-EA), it is a tiered program
designed for municipalities in the 50,001 to 250,000 population range that provides
substantially greater software entitlements than what is available through the Durham
Region EA. Staff undertook a detailed comparison of available options to determine the
most advantageous path forward.
2. Analysis
2.1 Staff evaluated three options for the Municipality’s ESRI GIS software renewal:
2.1.1. Option 1 — Durham Region EA (Baseline): Clarington continues to participate
in the Region of Durham's cooperative licensing agreement at the minimum
required level. This option is the lowest cost at an expected $77,212.00 (Net HST
Rebate) per year ($231,636.00 over three years) but does not provide enough
licenses to meet the Municipality's current needs. Based on historical usage
patterns, Clarington consistently exceeds the included license counts by Year 3,
at which point additional licenses must be purchased at full price outside of the
agreement. This erodes the cost advantage over time and can introduce delays
of up to a week when additional licenses are needed. The actual costs of this
option cannot be confirmed until the Region submits for formal quotation, this
number was provided by the Region unofficially.
2.1.2. Option 2 — Durham Region EA+ (sized for actual needs): A supplemented
version of the Durham Region agreement that better reflects Clarington's actual
needs. This option increases the number of included licenses to accommodate
near-term growth, at an estimated cost of $97,510.00 (Net HST Rebate) per year
($292,530.00 over three years). However, it still excludes several tools that staff
rely on for day-to-day GIS operations, and any licenses needed beyond the
agreed counts would again need to be purchased separately at full cost.
Municipality of Clarington Page 3
Report Procurement Services-020-26
2.1.3. Option 3 — ESRI Small Government Enterprise Agreement
(Recommended): A direct three-year agreement between the Municipality and
ESRI Canada. This option provides the broadest set of software tools and the
highest license counts of the three options, with significantly more room to grow
without incurring additional costs. It also eliminates the administrative burden of
monitoring and managing individual license counts as staff needs change as well
as permits the Municipality with the ability to work with ESRI directly when
support is needed. The three-year cost is $324,123.92 (Net HST Rebate),
payable in annual installments of $98,864.93 (Net HST Rebate) (Year 1),
$108,005.01 (Net HST Rebate) (Year 2), and $117,253.98 (Net HST Rebate)
(Year 3).
2.2 As the Durham Region baseline (option 1) does not provide enough capacity to meet
current operational needs, and the cost advantage disappears once additional licenses
are purchased at full price. The Durham Region EA+ (option 2) is closer to meeting
requirements but still excludes tools that are actively used by Municipal staff and
carries nearly the same Year 1 cost as the direct ESRI agreement. The cost difference
between the recommended option and the wish list is approximately $8,815.47 (Net
HST Rebate) per year over three years — a modest premium that secures full
operational capability, eliminates the risk of running short on licenses, and removes
ongoing administrative overhead for GIS staff.
2.3 Staff also note that migrating to an alternative GIS platform is not a viable option, as
ESRI’s software is deeply integrated into the Municipality's operations and there is no
viable alternative platform in the market.
3. Financial Considerations
3.1 The annual funding required for the first-year term in the amount of $98,864.93 (Net
HST Rebate) will be funded by the Municipality as provided. Future budget accounts
include the funds required for the second and third years.
Description Account Number Amount
Year 1 – ESRI Small Government
Enterprise Agreement
100-21-162-00000-7148 $98,865
3.2 The Information Technology department, as per the 2026 budget, has allocated
$76,230 (Net HST Rebate) for the 2026 renewal already.
Municipality of Clarington Page 4
Report Procurement Services-020-26
3.3 The total estimated contract is for three years and approximately $324,123.92 (Net
HST Rebate.)
Staff Contact: Sandra McKee, Acting Manager, Procurement, 905-623-3379 ext. 2210 or
smckee@clarington.net.
Attachments:
N/A
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: PS Reports - CAO Approve Only
Report Number: Procurement Services-022-26 Meeting Date: December
31, 2020
Report Date: April 20, 2026
Submitted By: Sandra McKee, Acting Manager, Procurement
Approved By: Mary-Anne Dempster, CAO
File Number: CL2026-9
Report Subject: Bowmanville Municipal Park – Trail Construction
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That Royalcrest Paving & Contracting Ltd. with a total bid amount of $317,277.29 (Net
HST Rebate), being the lowest compliant bidder meeting all terms, conditions and
specifications of CL2026-9 be awarded the contract for Description as required by
Planning and Infrastructure Services.
Municipality of Clarington Page 2
Report Procurement Services-022-26
1. Background
1.1 Tender specifications and drawings for the for Bowmanville Municipal Park trail
construction were prepared by the Parks Design and Development team and provided
to the Procurement Services Division.
1.2 The scope of work included the construction of a multi-purpose trail at Bowmanville
Municipal Park, Bowmanville, Ontario, consisting of earthworks, base preparation,
asphalt placement, and associated landscaping features, in accordance with the terms,
conditions, and specifications set out in the tender document.
1.3 Tender CL2026-9 was issued by the Procurement Services Division and advertised on
the Municipality’s website. The tender closed on March 19, 2026.
2. Analysis
2.1 Fifty-one (51) plan takers downloaded the tender document. Twenty (20) bids were
received in response to the call. The bids were reviewed and tabulated by the
Procurement Services Division (see Attachment 1) and all bids were deemed compliant.
The results were subsequently forwarded to Parks Design and Development, Planning
and Infrastructure Services for their review and consideration.
2.2 Royalcrest Paving & Contracting Ltd. has satisfactorily completed work for the
Municipality in the past; therefore, no reference checks were completed.
2.3 After review and analysis by the Planning and Infrastructure Services and the
Procurement Services Division, it was mutually agreed that the low complaint bidder,
Royalcrest Paving & Contracting Ltd. be recommended for the award of tender CL2026-
9.
3. Financial Considerations
3.1 The total estimated funds for this project in the amount of $516,521.29 (Net HST
Rebate) includes the construction cost of $317,277.29 (Net HST Rebate) and other
costs such as contingency, Design & Tendering, construction monitoring and material
testing, in the amount of $199,244.00 (Net HST Rebate) is in the approved budget
allocation as provided and will be funded by the Municipality as follows:
Bowmanville Zoo Lands Trails 110-50-325-84355-7401 $516,521
Municipality of Clarington Page 3
Report Procurement Services-022-26
Staff Contact: Sandra McKee, Acting Manager, Procurement, 905-623-3379 ext. 2210 or
smckee@clarington.net.
Attachments:
Attachment 1 – Summary of Bid Results
Municipality of Clarington Page 4
Report Procurement Services-022-26
Attachment 1 to Report Procurement Services-022-26: Bid Summary
The Municipality of Clarington
CL2026-9
Bowmanville Municipal Park – Trail Construction
Bidder Total Bid
(Including HST)
Total Bid
(Net HST Rebate)
Royalcrest Paving & Contracting Ltd. $352,322.46 $317,277.29
TDI International Ag Inc dba Eco Blue Systems $370,418.30 $333,573.15
Melfer Construction Inc. $445,218.87 $400,933.38
Gray's Landscaping & Snow Removal Inc. $448,410.13 $403,807.21
1799877 Ontario Inc. (Young's Construction) $486,250.90 $437,884.00
Dynex Construction Inc. $539,317.36 $485,671.99
Amazing Construction Ltd $544,399.65 $490,248.74
Powcon Inc. $604,075.86 $543,989.02
2042578 ONTARIO LTD. $613,478.20 $552,456.12
Mianco Group Inc. $653,441.60 $588,444.40
DIG-CON International Limited $707,072.64 $636,740.81
Wyndale Paving Co. Ltd $709,640.01 $639,052.81
D Rock Paving $753,226.69 $678,303.96
Forest Ridge Landscaping Inc. $764,281.09 $688,258.79
Real Landscaping Plus Inc. $781,010.80 $703,324.42
1108575 Ontario LTD $812,926.34 $732,065.35
Whitby Shores Landscaping LTD $843,695.19 $759,773.65
M & S Architectural Concrete Ltd. $851,633.55 $766,922.39
Don Oliver Excavating $861,792.75 $776,071.06
Shayk Construction Inc $1,084,657.06 $976,767.28
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: PS Reports - CAO Approve Only
Report Number: Procurement Services-023-26 Meeting Date: December
31, 2020
Report Date: April 28, 2026
Submitted By: Sandra McKee, Acting Manager, Procurement
Approved By: Mary-Anne Dempster, CAO
File Number: CL2026-10
Report Subject: Various Playground Improvements
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That Gray’s Landscaping & Snow Removal Inc. with a total bid amount of
$665,463.69 (Net HST Rebate), being the lowest compliant bidder meeting all
terms, conditions and specifications of CL2026-10 be awarded the contract for
Various Playground Improvements as required by the Public Works Division.
Municipality of Clarington Page 2
Report Procurement Services-023-26
1. Background
1.1 Tender specifications and drawings for various playground improvements were
prepared by the Public Works Division and provided to the Procurement Services
Division.
1.2 The scope of work comprised a range of park construction activities, including site
grading and installation of granular materials, concrete curbs, and a concrete splash
pad. The work also included the supply and installation of site furnishings such as
benches and waste receptacles, as well as asphalt paving for pedestrian pathways. The
project included the following locations:
• Pearce Farm Park – 260 Shipway Ave, Newcastle
• Barlow Court Parkette – 38 Barlow Ct, Bowmanville
• Glanville Parkette – 15 Glanville Crescent, Bowmanville
• Cecil B. Found Parkette – 169 George Reynolds Dr, Courtice.
1.3 CL2026-10 was issued by the Procurement Services Division and advertised on the
Municipality’s website. The tender closed on April 22, 2026.
2. Analysis
2.1 Thirty-eight plan takers downloaded the tender document. Eight bids were received in
response to the call. The bids were reviewed and tabulated by the Procurement
Services Division (see Attachment 1). One bid was deemed non-compliant and the rest
were compliant. The results and compliant submissions were forwarded to the Public
Works Division for their review and consideration.
2.2 Gray’s Landscaping & Snow Removal Inc. 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 complaint bidder, Gray’s Landscaping &
Snow Removal Inc. be recommended for the award of tender CL2026-10.
3. Financial Considerations
3.1 The total estimated funds for this project in the amount of $773,424.05 (Net HST
Rebate) include various playground improvements in the cost of $665,463.69 (Net HST
Rebate) and other costs such as contingency and materials testing in the amount of
$107,960.36 (Net HST Rebate) is in the approved budget allocation as provided and will
be funded by the Municipality as follows:
Municipality of Clarington Page 3
Report Procurement Services-023-26
Description Account Number Amount
Various Park Upgrades –
2025 Budget
110-36-325-83663-7401 $773,424.05
Staff Contact: Sandra McKee, Acting Manager, Procurement, 905-623-3379 ext. 2210 or
smckee@clarington.net.
Attachments:
Attachment 1 – Summary of Bid Results
Municipality of Clarington Page 4
Report Procurement Services-023-26
Attachment 1 to Report Procurement Services-023-26
Municipality of Clarington
Summary of Bid Results
Tender CL2026-10
Various Playground Improvements
Bidder
Gray's Landscaping & Snow Removal Inc. $665,463.69
Mianco Group Inc.* 707,597.32
CSL Group Ltd 761,695.99
Melfer Construction Inc. 804,921.60
Forest Ridge Landscaping Inc. 821,418.24
Royalcrest Paving & Contracting Ltd. 831,210.65
Powcon Inc. 922,691.00
Dream living construction inc 943,186.78
Blackstone Paving & Construction Limited 1,126,925.47
Note: Bidders marked with ‘*’ were deemed non-compliant
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: PS Reports - CAO Approve Only
Report Number: Procurement Services-024-26 Meeting Date: December
31, 2020
Report Date: April 30, 2026
Submitted By: Sandra McKee, Acting Manager, Procurement
Approved By: Mary-Anne Dempster, CAO
File Number: CL2026-11
Report Subject: Supply and Delivery of Bulk Gas and Diesel Fuels
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That Brown’s Fuels with a total bid amount of $779,458.70 (Net HST Rebate),
being the lowest compliant bidder meeting all terms, conditions and
specifications of CL2026-11 be awarded the contract for Supply and Delivery of
Bulk Gas and Diesel Fuels as required by the Public Works Division, Emergency
Services, Community Services and Legislative Services.
2. That pending satisfactory performance and pricing the Manager, Procurement 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-year terms be
included in future budget accounts.
Municipality of Clarington Page 2
Report Procurement Services-024-26
1. Background
1.1 Tender specifications for the supply and delivery of bulk gas and diesel fuels were
prepared by the Public Works Division, Emergency Services, Community Services and
Legislative Services and provided to the Procurement Services Division.
1.2 The scope of work included the supply and delivery of regular unleaded gasoline and
clear and coloured diesel on an as required basis.
1.3 CL2026-11 was issued by the Procurement Services Division and advertised on the
Municipality’s website. The tender closed on April 29, 2026.
2. Analysis
2.1 Nine plan takers downloaded the tender document. Seven 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, Emergency Services, Community Services and
Legislative Services for their review and consideration.
2.2 Brown’s Fuels has not worked for the Municipality of Clarington in the past and
references were satisfactory.
2.3 After review and analysis by the Public Works Division, Emergency Services,
Community Services and Legislative Services and the Procurement Services Division, it
was mutually agreed that the low complaint bidder, Brown’s Fuels be recommended for
the award of tender CL2026-11.
3. Financial Considerations
3.1 The estimated annual funding required for the first-year term in the amount of
$779,458.70 (Net HST Rebate) will be funded from respective approved operating
budget accounts of the participating departments as required. Future budget accounts
include the funds required for the second, third, fourth and fifth-year terms.
3.2 Pricing for the tender is a firm fixed discount off the per litre rack price. The estimated
annual cost of $779,458.70 (Net HST) is based on estimated volumes and an average
rack price used for comparison purposes.
3.6 The total estimated contract value for one year plus four optional years is approximately
$3,897,293.50 (Net HST Rebate).
Municipality of Clarington Page 3
Report Procurement Services-024-26
Staff Contact: Sandra McKee, Acting Manager, Procurement, 905-623-3379 ext. 2210 or
smckee@clarington.net.
Attachments:
Attachment 1 – Summary of Bid Results
Municipality of Clarington Page 4
Report Procurement Services-024-26
Attachment 1 to Report Procurement Services-024-26
Municipality of Clarington
Summary of Bid Results
Tender CL2026-11
Supply and Delivery of Bulk Gas and Diesel Fuels
Bidder Total Bid Total Bid
Brown's Fuels $779,458.70 $3,897,293.50
W.O. Stinson & Son Ltd. 784,726.72 3,923,633.59
Durham Fuels 786,206.31 3,931,031.54
McDougall Energy Inc. 798,782.32 3,993,911.59
Upper Canada Fuel & Burner 802,139.79 4,010,698.93
4Refuel 812,705.63 4,063,528.15
Econo Petroleum