HomeMy WebLinkAboutENG 23-22Report to Council
Report Number: ENG 23-22
Date: December 5, 2022
From: Richard Holborn
Director, Engineering Services
Subject: Rotary Frenchman’s Bay West Park Reconstruction Phase 2
- Tender T2022-9
- File: A-1440
Recommendation:
1. That Tender No. T2022-9 for the Rotary Frenchman’s Bay West Park Reconstruction
Phase 2 as submitted by Orin Contractors Inc. in the total tendered amount of
$2,141,350.00 (HST included) be accepted;
2. That the total gross project cost of $3,083,771.00 (HST included), including the tendered
amount, a contingency and other associated costs, and the total net project cost of
$2,777,031.00 (net of HST rebate) be approved;
3. That Council authorize the Director, Finance & Treasurer to finance the total net project
cost of $2,777,031.00 as follows:
a) the sum of $1,000,000.00 available budget in capital project C10320.1912 as
approved in the 2021 Parks Capital Budget to be funded by a transfer from
Development Charges – City’s Share Reserve;
b) the sum of $1,000,000.00 available budget in capital project C10320.1912 as
approved in the 2021 Parks Capital Budget to be funded by a transfer from the
Development Charges Reserve Fund – Parks & Recreation Services be increased
to $1,365,244.00;
c) the sum of $46,543.00 available budget in capital project C10320.1912 to be
funded by a transfer from Third Party Contributions (Swim Drink Fish);
d) the sum of $365,244.00 to be funded by a transfer from the Rate Stabilization
Reserve to cover the remaining over expenditure; and,
4. That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
ENG 23-22 December 5, 2022
Subject: Rotary Frenchman’s Bay West Park,
Reconstruction Phase 2 – Tender T2022-9 Page 2
Executive Summary: Rotary Frenchman’s Bay West Park (RFBWP) is situated on land
owned by the Toronto and Region Conservation Authority (TRCA) under the Management
Agreement with the City of Pickering. The first phase of implementation of the RFBWP Master
Plan, which included the reconstruction of Beachpoint Promenade and associated park
features at the west end of the park, were completed in 2018. Following the high water events
of 2017 and 2019, the RFBWP Master Plan was slightly modified and re-endorsed by Council
in November 2020.
As part of the 2021 Parks Capital Budget, $2 million was approved for the implementation of
the balance of works in the RFBW Park Master Plan. This budget amount includes funds for
design and contract administration consulting fees, the Lake Ontario shoreline restoration work
and other park and trail improvements on the west spit.
In 2018, the City of Pickering received a grant from Swim Drink Fish in the amount of
$200,000.00 for shoreline restoration work in Rotary Frenchman’s Bay West Park. The
majority of funds were spent in the Phase 1 project. The balance of $46,543.00 will be used in
the Phase 2 project to fund the shoreline restoration work completed by TRCA.
Tender No. T2022-9, for Rotary Frenchman’s Bay West Park Reconstruction Phase 2, was
advertised on the City’s Bids & Tenders portal on July 28, 2022 and closed on August 31, 2022
with seven bidders responding. The low bid of $2,141,350.00 (HST included) submitted by
Orin Contractors Inc. is recommended for approval. The total gross project cost which includes
the tendered amount, a contingency and other associated costs, is estimated at $3,083,771.00
(HST included) and the total net project cost is estimated at $2,777,031.00 (net of HST
rebate).
Financial Implications:
1. Tender Amount
Tender No. T2022-9
$1,895,000.00
HST (13%) 246,350.00
Total Gross Tender Amount $2,141,350.00
ENG 23-22 December 5, 2022
Subject: Rotary Frenchman’s Bay West Park,
Reconstruction Phase 2 – Tender T2022-9 Page 3
2. Estimated Project Cost Summary
Rotary Frenchman’s Bay West Park
Reconstruction Phase 2 – Tender T2022-9 $1,895,000.00
Associated Costs
Design & Contract Admin. Consulting (The MBTW Group)
Geotechnical Investigations (GHD)
Lake Ontario Shoreline Restoration (TRCA)
TRCA permit fees
Materials Testing Allowance
156,019.00
2,535.00
434,732.00
7,315.00
6,000.00
Contingency (12% of Tender No. T2022-9) 227,400.00
Sub Total – Costs $2,729,001.00
HST (13%) 354,770.00
Total Gross Project Cost $3,083,771.00
HST Rebate (11.24%) (306,740.00)
Total Net Project Cost $2,777,031.00
3. Approved Source of Funds – 2021 Parks Capital Budget
Expense Code Source of Funds Budget Available Required
C10320.1912.01-
504700
Reserve-DC’s City’s Share
DC Reserve Fund – Parks &
Recreation Services
RF – Third Party Contribution
Rate Stabilization Reserve
$1,000,000.00
1,000,000.00
46,543.00
0.00
$1,000,000.00
1,365,244.00
46,543.00
365,244.00
Total $2,046,543.00 $2,777,031.00
Net Project Cost under (over) Approved Funds ($730,488.00)
The costs for the design and construction administration consulting fees for this project,
including a contingency, amounting to $156,019.00 (excluding HST), were approved by
Council (ENG 12-21, Resolution #600/21) and awarded to The MBTW Group. The Lake
Ontario Shoreline Restoration work was approved by Council (ENG 01-22, Resolution
#788/22), and completed by the TRCA during the spring of 2022, at a cost of $434,732.00
(excluding HST). These previously committed expenses are indicated as associated costs to
the estimated project cost summary as outlined in Table 2.
ENG 23-22 December 5, 2022
Subject: Rotary Frenchman’s Bay West Park,
Reconstruction Phase 2 – Tender T2022-9 Page 4
Discussion: Rotary Frenchman’s Bay West Park (RFBWP), is situated on land o
the Toronto and Region Conservation Authority (TRCA) under the Management Agr
with the City of Pickering. The park underwent the first phase of improvements in 20
were based on the 2012 Council endorsed RFBWP Master Plan. This work included
reconstruction of Beachpoint Promenade and other features at the west end of the
Following the high water events of 2017 and 2019, the RFBWP Master Plan was m
endorsed by Council in November 2020.
wned by
eement
18 that
the
park.
odified and
As part of the 2021 Parks Capital Budget, $2 million was approved for the implementation of
the balance of works in the RFBW Park Master Plan. This budget amount includes funds for
design and contract administration consulting fees, the Lake Ontario shoreline restoration work
and other park and trail improvements on the west spit.
In 2018, the City of Pickering received a grant from Swim Drink Fish in the amount of
$200,000.00 for shoreline restoration work in Rotary Frenchman’s Bay West Park. Of these
funds, $140,000.00 was spent on plant material for the first phase of the master plan
implementation. Additional funds were spent on interpretive signage in the park with
$46,543.00 as the remaining balance that have been carried over to cover a portion of the
shoreline restoration work that was been completed in 2022.
The MBTW Group Inc. were retained to provide and coordinate the design and construction
administration services for this project at a total cost of $156,019.00 (excluding HST).
The Lake Ontario shoreline restoration work extended along the Phase 1 area, from the
turning circle at the east end of Beachpoint Promenade, west to beyond the picnic area. The
work included the removal of old cottage foundation walls and the installation of a stone
revetment treatment to protect the shoreline from further erosion. An armourstone protection
wall was also installed between the turning circle at the east end of Beachpoint Promenade
and beach, to protect this infrastructure from wave uprush during high water levels and severe
storm events. This work was completed by the TRCA during the spring of 2022, at a cost of
$434,732.00 (excluding HST).
The work to be completed in Tender No. T2022-9 includes the following items:
• reconstruction of the maintenance access road/pedestrian path, from the round-about on
Beachpoint Promenade to the Frenchman’s Bay Harbour Entrance;
• installation of pedestrian level lighting along the main pedestrian path from the round-about
to the canoe/kayak launch area;
• removal of redundant overhead electrical lines and poles at the east end of the spit;
• construction of an accessible canoe/kayak launch and dock area on Frenchman’s Bay;
• installation of a shade structure adjacent to the canoe/kayak launch;
• construction of a recreational fishing node on Frenchman’s Bay;
• construction of secondary trails to various site features including accessible mats to the
Lake Ontario beach at various locations;
ENG 23-22 December 5, 2022
Subject: Rotary Frenchman’s Bay West Park,
Reconstruction Phase 2 – Tender T2022-9 Page 5
•installation of site furniture;
•restoration plantings and dune restoration activities; and,
•habitat creation along the Frenchman’s Bay shoreline.
Tender No. T2022-9, for Rotary Frenchman’s Bay West Park Reconstruction Phase 2, was
advertised on the City’s Bids & Tenders portal on July 28, 2022 and closed on August 31, 2022
with seven bidders responding. The low bid of $2,141,350.00 (HST included) submitted by
Orin Contractors Inc. is recommended for approval. Orin Construction Inc. completed site
improvement works at the Pickering Museum Village which included the reconstruction of the
pathway from the Administration Building to the Village and drainage improvements at Gate 3
in 2011. The total gross project cost which includes the tendered amount, a contingency and
other associated costs, is estimated at $3,083,771.00 (HST included) and the total net project
cost is estimated at $2,777,031.00 (net of HST rebate).
References for Orin Contractors Inc. and their Waste Management Plan have been reviewed
and are deemed acceptable by the Manager, Landscape & Parks Development. The City’s
Health & Safety Policy form and current Certificate of Clearance issued by the Workplace
Safety & Insurance Board have been submitted by Orin Contractors Inc. The Certificate of
Insurance has been reviewed by the Division Head, Finance, and is deemed acceptable. In
conjunction with staff’s review of the contractor’s previous performance on City projects and
references available on this project, the tender is deemed acceptable.
Upon careful examination of all tenders and relevant documents received, the Engineering
Services Department recommends the acceptance of the low bid submitted Orin Contractors
Inc. for Tender No. T2022-9 in the amount of $2,141,350.00 (HST included) and that the total
net project cost of $2,777,031.00 (net of HST rebate) be approved.
Attachments:
1.Supply & Services Memorandum dated September 1, 2022
2.Bids and Tenders – Submission Summary
3.Location Map
ENG 23-22 December 5, 2022
Subject: Rotary Frenchman’s Bay West Park,
Reconstruction Phase 2 – Tender T2022-9 Page 6
Prepared By: Approved/Endorsed By:
Arnold Mostert, OALA Richard Holborn, P. Eng.
Manager, Landscape & Parks Development Director, Engineering Services
Cathy Bazinet Stan Karwowski, MBA, CPA, CMA
Manager, Procurement Director, Finance & Treasurer
AM:mjh
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Chief Administrative Officer
Original signed by:Original signed by:
Original signed by:Original signed by:
Original signed by:
To: Richard Holborn September 1, 2022
Director, Engineering Services
From: Cathy Bazinet
Manager, Procurement
Copy: Administrative Assistant, Engineering Services
Arnold Mostert, Manager, Landscape & Parks Development, Engineering Services
Subject: Tender No. T2022-9
Tender For Rotary Frenchman’s Bay West Park Reconstruction Phase 2
Closed: Wednesday, August 31, 2022 – 2:00pm
File: F-5400-001
Tender No. T2022-9 was advertised on the City’s bids&tenders portal on July 28, 2022.
Sieven (7) companies have submitted a bid for this project.
A copy of the Bid Closing Submission Summary is attached. Tenders shall be irrevocable for
90 days after the official closing date and time.
Orin Contractors Corp. is the compliant low bid at a value of $1,895,000.00 (excl. of HST).
Pursuant to Appendix B – RFT Particulars, item E. Pre-Condition of Award (page 19 of 23),
the following documentation will be requested of Orin Contractors Corp. for your review. Please
advise if Supply & Services is to proceed with collecting the following documentation:
(a)Performance Bond and Labour and Materials Bond
(b)The City’s certificate of insurance or approved alternative form completed by the Bidder’s
agent, broker or insurer;
(c)A copy of the current Clearance Certificate issued by Workplace Safety & Insurance
Board;
(d)A copy of the City’s Health and Safety Policy form currently dated and signed;
(e)Waste Management Plan.
A budget of $1,860,000.00 was provided to Supply & Services for this procurement. If the
recommendation to award exceeds the budgeted amount, refer to Financial Control Policy Item
11 for additional instructions.
In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out
below excludes HST.
Memo
Attachment #1 to Report ENG 23-22
Page 2
As such, in accordance with Purchasing Policy Item 06.11, where the compliant quotation or
tender meeting specifications and offering best value to the City is acceptable or where the
highest scoring proposal is recommended and the estimated total purchase price is:
c) Over $250,000, the Manager may approve the award, subject to the approval of the
Director, Treasurer, CAO and Council
Please include the following items in your report:
1.If item (a) is acceptable to Engineering Services
2.if Item (b) is acceptable to the Division Head, Finance
3.if Items (c) and (d) noted above are acceptable to the Co-ordinator, Health & Safety or
designate, if required;
4.if Item (e) is acceptable to Engineering Services;
5.if the list of subcontractors is acceptable to Engineering Services;
6.any past work experience with low bidder Orin Contractors Corp. including work location;
7.without past work experience, if reference information is acceptable to Engineering
Services;
8.the appropriate account number(s) to which this work is to be charged;
9.the budget amount(s) assigned thereto;
10.Treasurer’s confirmation of funding;
11.related departmental approvals; and
12.related comments specific to the project.
After receiving Council approval, an approved requisition will be required to proceed.
Enquiries can be directed to the City’s bids&tenders portal for the unofficial bid results.
Bidders will be advised of the outcome in due course.
If you require further information, please feel free to contact me.
CB
T2022-9 Attachment #2 to Report ENG 23-22
Rotary Frenchman’s Bay West Park Reconstruction Phase 2
Closing Date: Wednesday, August 31, 2022
Submission Summary
Vendor City/Province Submission Name Unofficial Value or Notes
ORIN CONTRACTORS CORP Concord, ON Submission 1 $1,895,000.00
Hawkins Contracting Services Limited Stouffville, Ontario Submission 1 $2,202,337.83
2220742 Ontario Ltd o/a Bronte Construction Burlington, Ontario Submission 1 $2,261,306.00
Blackstone Paving & Construction Limited Stouffville, Ontario Submission 1 $2,735,353.00
Rutherford Contracting Ltd. Aurora, Ontario Submission 1 $2,867,719.94
Mianco Group Inc.Stouffville, Ontario Submission 1 $2,979,464.00
Pine Valley Corporation Concord, Ontario Submission 1 $3,768,337.00
Witness (Print Name) Signature Date
Witness (Print Name) Signature Date
Witness (Print Name) Signature Date
WE
S
T
S
H
O
R
E
B
O
U
L
E
V
A
R
D
YE
R
E
M
I
ST
R
E
E
T
LE
A
S
I
D
E
ST
R
E
E
T
BR
E
E
Z
Y
D
R
I
V
E
MARK
S
B
U
R
Y
ROA
D
OKLA
H
O
M
A
DRIVE
SURF AVENUE
CH
I
P
M
U
N
K
S
T
R
E
E
T
TULLO STREET
PARK CRESCENT
SUNRISE AVENUE
BEAC
H
P
O
I
N
T
P
R
O
M
E
N
A
D
E
MINK STREET
SCALE:
Engineering Services
Department Rotary Frenchman's Bay West Park
Phase II Master Plan ImplementationNov 10, 2022
DATE:
1:5,168
Frenchman's
Bay
Lake Ontario
Attachment #3 to Report ENG 23-22