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HomeMy WebLinkAboutENG 13-22Report to Executive Committee Report Number: ENG 13-22 Date: May 2, 2022 From: Richard Holborn Director, Engineering Services Subject: Consulting and Professional Services for the Detailed Design for Maintenance and Retrofit of the Lisgoold Stormwater Management Pond - File: A-1440 Recommendation: 1.That Council approve the hiring of TYLin International Canada Inc. for Consulting and Professional Services for the Detailed Design for the Maintenance and Retrofit of the Lisgoold Stormwater Management Pond in accordance with Purchasing Policy 10.03 (c), as the assignment is above $50,000.00; 2.That the fee proposal submitted by TYLin International Canada Inc. for Consulting and Professional Services for the Detailed Design for the Maintenance and Retrofit of the Lisgoold Stormwater Management Pond in the amount of $181,359.35 (HST included) be accepted; 3.That the total gross project cost of $209,440.00 (HST included), including the fee amount and other associated costs, and the total net project cost of $188,607.00 (net of HST rebate) be approved; 4.That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $188,607.00 from the Storm Water Management Reserve Fund; and, 5.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The City of Pickering hired TYLin International Canada Inc., formerly known as The Municipal Infrastructure Group Ltd., in June 2019 to undertake the Stormwater Management Facilities Asset Management Plan (AMP). The AMP was completed and endorsed by Council in July 2020. The AMP has identified the Lisgoold Stormwater Management (SWM) Pond as the first priority for the City’s capital works plan and, based on the pond’s current state and a cost analysis, the AMP has recommended a retrofit option. The Lisgoold SWM Pond was constructed in 1999 to service Lisgoold and Grand Oak Homes subdivisions located in the Brock Ridge Neighbourhood. Currently, the permanent pool storage portion of the Lisgoold SWM Pond contains a significant amount of accumulated sediment and requires a cleanout. The Lisgoold SWM Pond does not meet current minimum water quality objectives, according to the Ministry of the Environment, Conservation and Parks (MECP) guidelines, and the City of Pickering’s Stormwater Management Design Guidelines. ENG 13-22 May 2, 2022 Subject: Consulting and Professional Services for the Detailed Design for the Maintenance and Retrofit of the Lisgoold Stormwater Management Pond Page 2 Recognizing the Lisgoold SWM Pond requires maintenance and that the existing level of service provided by this facility is low, in light of current standards, a detailed design for the maintenance and retrofit of the Lisgoold SWM Pond to improve its overall performance and functionality is required. In accordance with Purchasing Policy 10.03 (c) where the professional service assignment is expected to be above $50,000.00 and the initiating Director intends to acquire the services without going through a competitive process, Council approval is required to engage an engineering consultant for a professional services assignment. Staff are recommending approval of the fee proposal submitted by TYLin International Canada Inc. for Consulting and Professional Services for the Detailed Design for the Maintenance and Retrofit for the Lisgoold SWM Pond in the amount $181,359.35 (HST included), and are recommending that a net project cost of $188,607.00 (net of HST rebate) be approved. Financial Implications: 1. Quoted Amount TYLin International Canada Inc. Fee Proposal $160,495.00 HST (13%) 20,864.35 Total Gross Quoted Amount $181,359.35 2.Estimated Project Cost Summary TYLin International Canada Inc. Fee Proposal $160,495.00 Associated Costs TRCA Fees 8,000.00 Contingency (10%) 16,850.00 Sub Total – Costs $185,345.00 HST (13%) 24,095.00 Total Gross Project Cost $209,440.00 HST Rebate (11.24%) (20,833.00) Total Net Project Costs $188,607.00 ENG 13-22 May 2, 2022 Subject: Consulting and Professional Services for the Detailed Design for the Maintenance and Retrofit of the Lisgoold Stormwater Management Pond Page 3 3.Approved Source of Funds Expense Code Source of Funds Budget Required 504550.C10525.2203 SWM Reserve Fund $860,000.00 $188,607.00 Total Funds $860,000.00 $188,607.00 Net Project Cost under (over) Approved Funds $671,393.00 The 2022 Capital Budget included $860,000.00 for the design, approvals and construction of Lisgoold SWM Pond Retrofit. The amount of $671,393.00 that remains available in account C10525.2203 will be required for the construction component of the project, which is expected to commence in 2023. Discussion: I.Council endorsed the Stormwater Management Facilities Asset Management Plan The City of Pickering hired TYLin International Canada Inc. (formerly known as The Municipal Infrastructure Group Ltd.) in June 2019 to undertake the Stormwater Management Facilities Asset Management Plan (AMP). The project was awarded through the RFP evaluation and selection process for Consulting and Professional Services. On December 18, 2020, Council endorsed the Stormwater Management Facilities Asset Management Plan through Report ENG 11-20 and authorized City staff to implement the recommendations of the AMP, subject to budget and further Council approval for individual projects (Resolution #482/20). The AMP has identified the Lisgoold SWM Pond as the first priority for the City’s capital works plan and, based on the pond’s deterioration state and a cost analysis, the AMP has recommended a retrofit option for the Lisgoold SWM Pond restoration. Staff recommended the Lisgoold SWM Pond Retrofit project in the 2022 Capital Budget, with the intent of proceeding with design and approvals in 2022, followed by construction in 2023. The Lisgoold SWM Pond was designed in 1993 to provide water quality and erosion control for a 19 hectare drainage area, according to the applicable criteria at the time. The Lisgoold SWM Pond was constructed in 1999 to service the Lisgoold and Grand Oak Homes subdivisions located in the Brock Ridge Neighbourhood. The Lisgoold SWM Pond is approximately located southwest of Brock Road and Third Concession Road, as shown on the Location Map (Attachment 1). Currently, the permanent pool storage portion of the Lisgoold SWM Pond is full of accumulated sediment and requires cleanout. Additionally, the AMP identifies several issues with the current ENG 13-22 May 2, 2022 Subject: Consulting and Professional Services for the Detailed Design for the Maintenance and Retrofit of the Lisgoold Stormwater Management Pond Page 4 state of the Lisgoold SWM Pond including a degraded west inlet channel, clogged hickenbottom outlet structure, reduced active storage, overgrown vegetation and a high susceptibility to further deterioration. The Lisgoold SWM Pond no longer meets the minimum water quality objectives according to the Ministry of the Environment, Conservation and Parks guidelines, and the City of Pickering’s Stormwater Management Design Guidelines. Recognizing the Lisgoold SWM Pond was identified in the AMP as a first priority for maintenance and retrofit, a detailed design for the maintenance and retrofit of the existing pond to improve its overall performance and functionality is required. The project is classified as a Schedule A/A+ project within the wastewater projects category, according to the Municipal Class Environmental Assessment document, meaning an Environmental Assessment is not required, as this project is pre-approved. II.TYLin International Canada Inc. is recommended to complete the Detailed Design for the Maintenance and Retrofit of the Lisgoold SWM Pond TYLin International Canada Inc. and its team of sub-consultants were previously hired by the City to undertake the Detailed Design of Abbott Pond Retrofit project in 2017 and the Stormwater Management Facilities Asset Management Plan in 2019. City staff have had an excellent experience with TYLin International Canada Inc. throughout these projects, which were completed within the expected timelines and within budget. The hiring of TYLin International Canada Inc. and its team of sub-consultants, represents good value as they have the necessary project history, specifically the technical and existing conditions information of the Lisgoold SWM Pond, knowledge and expertise. In accordance with Purchasing Policy Item 10.03, the Manager may obtain the services of a particular consultant selected by the initiating Director without going through a competitive process. Where the funds are available in the approved budget and the project or annual cost of a consulting or professional service assignment is expected to be: (c) above $50,000 is subject to the additional approval of Council. The initiating Director shall submit the Report to Council to obtain approval. Staff are recommending approval of the fee proposal submitted by TYLin International Canada Inc. for Consulting and Professional Services for the Detailed Design for the Maintenance and Retrofit of the Lisgoold SWM Pond in the amount $181,359.35 (HST included). It is also recommended that the total gross project cost of $209,440.00 (HST included) which includes the consulting fees and other associated costs, and a net project cost of $188,607.00 (net of HST rebate) be approved. Attachments: 1.Location Map – Lisgoold SWM Pond 2.Resolution 482/20 ENG 13-22 May 2, 2022 Subject: Consulting and Professional Services for the Detailed Design for the Maintenance and Retrofit of the Lisgoold Stormwater Management Pond Page 5 Prepared By: Approved/Endorsed By: Original signed by: Original signed by: Irina Marouchko, P.Eng. Richard Holborn, P.Eng. Senior Water Resources Engineer Director, Engineering Services Original signed by: Original signed by: Cathy Bazinet Stan Karwowski, MBA, CPA, CMA Manager, Procurement Director, Finance & Treasurer IM:mjh Recommended for the consideration of Pickering City Council Original signed by: Marisa Carpino, M.A. Chief Administrative Officer Attachment #2 to Report #ENG 13-22Legislative Services Division Clerk’s Office Directive Memorandum December 18, 2020 To: Richard Holborn Director, Engineering Services From: Susan Cassel City Clerk Subject: Direction as per Minutes of the Meeting of City Council held on December 14, 2020 Director, Engineering Services, Report ENG 11-20 Stormwater Management Facilities Asset Management Plan -Final Report July 2020 Council Decision Resolution #482/20 Please take any action deemed necessary. Susan Cassel Copy: Interim Chief Administrative Officer Director, Finance & Treasurer 1.That the Stormwater Management Facilities Asset Management Plan, Final Report July 2020, prepared by The Municipal Infrastructure Group Ltd. a T.Y. LIN International Company be received for information; 2.That Council endorse the Stormwater Management Facilities AssetManagement Plan to be used by staff as a resource document for identifying and planning maintenance projects for the Stormwater Management Facilities under the jurisdiction of the City of Pickering; 3.That staff be authorized to implement the recommendations within theStormwater Management Facilities Asset Management Plan, subject to budget and further Council approval for the individual projects; and, 4.That the appropriate officials of the City of Pickering be authorized to take thenecessary actions as indicated in this report.