HomeMy WebLinkAboutOPS 03-23Report to
Executive Committee
Report Number: OPS 03-23
Date: February 6, 2023
From: Brian Duffield
Director, Operations
Subject: Pickering Heritage & Community Centre
- Additional Archaeological Work
- File: A-1440
Recommendation:
1. That Report OPS 03-23 regarding additional archaeological work to be completed for
the Pickering Heritage & Community Centre (PHCC) at the Pickering Museum Village
be received;
2. That Council approve the hiring of Archaeological Services Inc. for Consulting and
Professional Services for the Archaeological Assessment of the PHCC project site in
accordance with Purchasing Policy 10.03 (c), as the assignment is above $50,000.00;
3. That the fee proposal submitted by Archaeological Services Inc. for Consulting and
Professional Services for the Archaeological Assessment of the PHCC project site in
the amount of $166,957.50 (HST Included) be accepted;
4. That the total gross project cost of $364,708.00 (HST included), including the fee
amount and other associated costs, and the total net project cost of $328,431.00 (net of
HST rebate) be approved;
5. That the Director, Finance & Treasurer be authorized to finance the net costs of
$328,431.00 from PHCC Construction capital project as approved in the 2021 Capital
Budget as follows:
a) The sum of $100,171.00 from the DC – Parks & Recreation Reserve Fund;
b) The sum of $8,868.00 from the DC – Library Reserve Fund;
c) The sum of $215,451.00 from the Rate Stabilization Reserve;
d) The sum of $3,941.00 from the Community Benefit Charge Reserve Fund; and
6. That the appropriate City of Pickering officials be authorized to take the necessary
action to give effect hereto.
Executive Summary: Archaeological review of existing property to be affected by the
construction of PHCC requires due diligence and related approvals. Stage 2 archaeological
assessment has been completed to date and filed with the Ministry of Citizenship and
OPS 03-23 February 6, 2023
Subject: Pickering Heritage & Community Centre Page 2
Additional Archaeological Work
Multiculturalism. A need to proceed to stage 3 archaeological assessment has been identified
and completion of this process is essential before construction may proceed in or near the
affected portions of the PHCC project site.
Approval to award this work to Archaeological Services Inc. through a non-competitive process
is recommended to retain archaeological consulting services for continuity of work completed
to date, and to ensure that the recommended firm reserves the earliest possible date in 2023
to complete the work. ASI completed the stage 1 and stage 2 archaeological assessment on
the City’s property and have been approved by TRCA to complete the portion of work to be
completed on project lands that they currently own.
The City is obligated to complete the PHCC project by the deadline set by the Government of
Canada through the respective grant funding programs applicable to this project. As such,
assessments must commence immediately once the ground thaws in order to promptly
complete the required field work and minimize any potential impact on the construction
schedule of the PHCC project. Any delays could add costs and/or time to the construction
schedule by extending site works into the winter of 2023-2024 and jeopardize the Federal
Grant funding.
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 a
consultant for a professional services assignment.
A significant project contingency and allowance has been requested in order to have
necessary funding approval in place should stage 4 archaeological assessment be required,
which can only be assessed upon completion of the stage 3 archaeological assessment. Even
if stage 4 archaeological assessment is required, the mandated buffer zone around the
archaeological site would be sufficiently reduced to allow early and essential construction work
to proceed.
Proposal 22MT-030 submitted by Archaeological Services Inc. (ASI), in the amount of
$166,957.50 (HST included) is recommended for approval. The total gross project cost is
estimated to be $364,708.00 (HST included) and the total net project cost is estimated at
$328,431.00 (net of HST rebate).
Financial Implications:
1. Proposal Amount
ASI Fee Proposal 22MT-030 $147,750.00
HST (13%) 19,207.50
Gross Proposal Amount $166,957.50
OPS 03-23 February 6, 2023
Subject: Pickering Heritage & Community Centre Page 3
Additional Archaeological Work
2. Estimated Project Cost Summary
ASI Fee Proposal 22MT-030 $147,750.00
Contingency & Additional Stage Allowance 175,000.00
Total Project Costs (excluding taxes) $322,750.00
HST (13%) 41,958.00
Total Gross Additional Costs $364,708.00
HST Rebate (11.24%) (36,277.00)
Total Net Additional Costs $328,431.00
3. Approved Source of Funds
Approved Code Source of Funds Funds Available Funds Required
C10220.2011 DC – Parks & Rec $7,993,700.00 $100,171.00
C10220.2011 DC – Library 5,694,400.00 8,868.00
C10220.2011 Federal Grants 4,000,000.00 0.00
C10220.2011 Debt – 20 Year 11,391,900.00 0.00
C10220.2011 Rate Stabilization R 0.00 215,451.00
C10220.2011 CBC Reserve Fund 0.00 3,941.00
Total Funds $29,080,000.00 $328,431.00
Project Cost under (over) approved funds by $28,751,569.00
The construction for the PHCC was approved in the 2021 Capital Budget in the amount of
$29.08 million. The work to be done by ASI for stage 3 of the archaeological assessment in the
amount of $328,431.00 (net of HST rebate) will draw upon this approved budget. The
construction budget will be updated to include additional funding in the 2023 Capital Budget
and will encompass the required archaeological assessment.
The stage 3 archaeological assessment must commence as soon as possible and be resolved
before construction can proceed on any parts of the PHCC project site. Approval is being
requested to enable staff to proceed immediately and minimize any risk of impact to the
pending construction schedule and related financial impacts. PHCC’s construction schedule is
based upon deadlines associated with its grant funding, requiring all work to be completed by
March 2026. Delaying the start of the archaeological assessment could impact the feasibility of
meeting that deadline.
It is possible that completion of stage 3 archaeological assessment may discover artifacts in
sufficient quantities or significance that additional assessment is mandated by applicable
legislation. Stage 4 archaeological assessment may be required, but could be undertaken in a
manner that will allow construction of the PHCC project to commence while the archaeological
scope is finalized.
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Subject: Pickering Heritage & Community Centre Page 4
Additional Archaeological Work
Upon completion and approval of all required archaeological work, any unspent funds will be
returned to source.
Discussion: The PHCC project site includes most of the open portion of the Pickering
Museum Village property on the west side of the East Duffins Creek, commonly referred to as
the upper site. A portion of the project site extends farther west into lands currently owned by
the TRCA. Sale of these lands to the City is supported by the TRCA’s Greenwood Lands
Master Plan and is actively being negotiated. Clearance of archaeologically sensitive areas is
required and began in 2018 with due diligence assessment of the TRCA lands to determine
whether construction of a facility could extend into the area. This initial work was conducted by
TRCA’s own archaeological staff and paid for by the City, including completion of up to stage 2
work. The final report identified that additional work would be required. Archaeological
Services Inc. were later retained by the City to complete equivalent work on adjacent City-
owned lands, completing stage 1 archaeological assessment in 2020 and stage 2
archaeological assessment in 2021. Work on the PHCC project was subsequently placed on
hold while the City reviewed funding needs and capital project priorities, but resumed in June
2022 following announcement of additional grant funding. At this time, there is a need to
proceed to a stage 3 work on all affected lands associated with the PHCC project, including
those owned both by the City and TRCA. TRCA has agreed that ASI may undertake the
required work on their lands as their own internal resources are insufficient to the scale of the
project.
Archaeological surveys are seasonally sensitive work and backlog had accumulated across
the industry over recent years due to COVID-related impacts. Staff immediately reached out to
Archaeological Services Inc. (ASI), once information sharing constraints about grant funding
awards were lifted, but there was no capacity in the field to proceed with the work in 2022. It is
essential to reserve the earliest possible window to undertake field work in 2023 and to
streamline that work as efficiently as possible. Proceeding with a consultant already familiar
with the site and past reports will help expedite the process and serves the interests of the
Corporation. Award of the work to Archaeological Services Inc. is permitted in accordance with
10.03 (c) of the Purchasing Policy, subject to Council approval.
Until the stage 3 archaeological assessment is completed, a 50m protective buffer must be
maintained around the subject lands. No construction can occur within this buffer, which
overlaps the proposed footprint of the PHCC facility. Completion of stage 3 work would
eliminate this buffer, or reduce it to 20m if stage 4 archaeological assessment is subsequently
required. The reduced buffer would be sufficient to commence construction of the facility while
the balance of any stage 4 archaeological assessment continued. The City’s interests will best
be served by completing all archaeological work as swiftly as possible to eliminate any impacts
on PHCC’s construction schedule. Delays could push major earth works into the winter of
2023-2024, potentially exposing the City to additional heating costs or delay-related claims.
These can be mitigated if the archaeological work begins as soon as possible. ASI’s scope of
work will be expanded as required to satisfy regulatory requirements, including stage 4 or
additional work, but only where required by authorities having jurisdiction. Additional
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Additional Archaeological Work
contingency and allowance has been included in the project to avoid any potential delays that
might otherwise result from having to seek separate, additional approvals.
The PHCC project will be funded in part by the Canadian Cultural Spaces Fund and Green and
Inclusive Community Buildings grant programs. The funding agreements for these grants
include cash flow expectations and project completion deadlines. Construction must begin no
later than the summer of 2023 in order to meet them. Both grants require project completion
by the end of March 2026.
In an effort to consult with Indigenous peoples with historical connection to these lands,
outreach has and will continue to occur with the Mississaugas of Scugog Island First Nations,
Curve Lake First Nation and the City’s Indigenous Relationship Building Circle. Community
Services department staff are also exploring options to develop exhibit materials for the
completed PHCC to convey the history of local Indigenous peoples, to be supported by any
materials that may be recovered over the course of field work.
Proposal 22MT-030 as submitted by Archaeological Services Inc.is recommended for approval
to complete all necessary archaeological work required to enable the City to proceed with
construction of the PHCC project.
Attachment: None.
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By:
Brian Duffield Stan Karwowski, MBA, CPA, CMA
Director, Operations Director, Finance & Treasurer
Original Signed By: Original Signed By:
Vince Plouffe, OAA, MRAIC Sarah Douglas-Murray
Division Head, Operations Services Director, Community Services
BD:vp
Recommended for the consideration
of Pickering City Council
Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer