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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