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HomeMy WebLinkAboutENG 07-23Report to Council Report Number: ENG 07-23 Date: June 26, 2023 From: Richard Holborn Director, Engineering Services Subject: Lisgoold Stormwater Management Pond Retrofit - Tender No. T2023-5 - File: A-1440 Recommendation: 1. That Tender No. T2023-5 for Lisgoold Stormwater Management Pond Retrofit as submitted by GMR Landscaping Inc. in the total tendered amount of $824,985.59 (HST included) be accepted; 2. That Council approve the hiring of TYLin International Canada Inc. as a consultant, in the amount of $72,740.00 (HST excluded) to undertake contract administration and construction supervision of Tender No. T2023-5 for Lisgoold Stormwater Management Pond Retrofit in accordance with Purchasing Policy 10.03 (c), as the assignment is above $50,000.00; 3. That the total gross project cost of $1,016,044.00 (HST included), including the tendered amount, consulting costs, a contingency and other associated costs, and the total net project cost of $914,979.00 (net of HST rebate) be approved; 4. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $914,979.00 as follows: a) the sum of $671,393.00 available budget in capital project C10525.2203.01 as approved in the 2022 Capital Budget to be funded from the SWM Reserve Fund; b) the sum of $150,000.00 available budget in capital project C10525.2203.01 as approved in the 2023 Capital Budget to be funded from the SWM Reserve Fund; c) the additional amount of $93,586.00 required to be funded from the SWM 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: In 2022, Council Resolution #903/22 (ENG13-22) approved the proposal submitted by TYLin International Canada Inc. (TYLin) to undertake the detailed design and approvals for the Lisgoold Stormwater Management Pond Retrofit project. Staff recommends continuing with TYLin to undertake the contract administration, construction supervision and certification works associated with Tender No. T2023-5 Lisgoold Stormwater Management Pond Retrofit as set out in the fee proposal dated May 4, 2023 in the amount of $72,740.00 (HST excluded). ENG 07-23 June 26, 2023 Subject: Lisgoold Stormwater Management Pond Retrofit Tender No. T2023-5 Page 2 Tender No. T2023-5 was issued on Wednesday, April 12, 2023 with a tender closing date of Thursday, May 11, 2023. Eleven companies have submitted a bid for this project. The low bid of $824,985.59 (HST included) submitted by GMR Landscaping Inc. is recommended for approval. The total gross project cost is estimated at $1,016,044.00 (HST included) with an estimated total net project cost of $914,979.00 (net of HST rebate). Financial Implications: 1. Tender Amount Tender No. T2023-5 $730,075.74 HST (13%) 94,909.85 Total $824,985.59 2. Estimated Project Cost Summary Tender No. T2023-5 $730,076.00 Associated Costs Project Consultant Fees (Contract Administration) 72,740.00 Contingency (12%) 96,338.00 Sub Total – Costs $899,154.00 HST (13%) 116,890.00 Total Gross Project Cost $1,016,044.00 HST Rebate (11.24%) (101,065.00) Total Net Project Costs $914,979.00 3. Approved Source of Funds – Stormwater Management Capital Budget Expense Code Source of Funds Budget Available Required C10525.2203.01 – 504550 SWM Reserve Fund $671,393.00 $671,393.00 C10525.2203.01 – 504550 SWM Reserve Fund 150,000.00 243,586.00 Total $821,393.00 $914,979.00 Net Project Cost under (over) Approved Funds ($93,586.00) ENG 07-23 June 26, 2023 Subject: Lisgoold Stormwater Management Pond Retrofit Tender No. T2023-5 Page 3 The net costs for the detailed design and approvals amounting to $188,607.00 were approved by Council (ENG 13-22, Resolution #903/22) and awarded to TYLin International Inc. The budget available reflects these already committed costs. The additional sum of $93,586.00 is to be funded from the SWM Reserve Fund. Discussion: The City of Pickering hired TYLin International Canada Inc. (TYLin), formerly known as The Municipal Infrastructure Group Ltd. (TMIG), in June 2019 to undertake the Stormwater Management Facilities Asset Management Plan (AMP). The project was awarded through RFP-3-2019. 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 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 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. In 2022, Council Resolution #903/22 (ENG 13-22) approved the proposal submitted by TYLin International Canada Inc. (TYLin) to undertake the detailed design and approvals for the Lisgoold SWM Pond Retrofit project. Staff recommends continuing with TYLin to undertake the contract administration, construction supervision and certification works associated with Tender No. T2023-5 Lisgoold SWM Pond Retrofit, as set out in the fee proposal dated May 4, 2023 in the amount of $72,740.00 (HST excluded). The hiring of TYLin 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 Retrofit, 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. ENG 07-23 June 26, 2023 Subject: Lisgoold Stormwater Management Pond Retrofit Tender No. T2023-5 Page 4 Tender No. T2023-5 was issued on Wednesday, April 12, 2023 with a tender closing date of Thursday, May 11, 2023. Eleven companies have submitted a bid for this project. The low bid of $824,985.59 (HST included) submitted by GMR Landscaping Inc. is recommended for approval. The total gross project cost is estimated at $1,016,044.00 (HST included) with an estimated total net project cost of $914,979.00 (net of HST rebate). References for GMR Landscaping Inc and their Waste Management Plan have been reviewed and are deemed acceptable. The City’s Health & Safety Policy form and current Certificate of Clearance issued by the Workplace Safety & Insurance Board have been submitted to the City by GMR Landscaping Inc. The Certificate of Insurance has been reviewed by the Division Head, Finance, and is deemed acceptable. Upon careful examination of all tenders received, the Engineering Services Department recommends acceptance of the low bid submitted by GMR Landscaping Inc. for Tender No. T2023-5 in the amount of $824,985.59 (HST included), and that the total net project cost of $914,979.00 (net of HST rebate) be approved. Attachments: 1.Location Map Prepared By: Approved/Endorsed By: Bob Trajceski, M.Eng., P.Eng. Richard Holborn, P. Eng. Water Resources Engineer Director, Engineering Services Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Irina Marouchko, P. Eng. Senior Water Resources Engineer Cathy Bazinet, NIGP-CPP Manager, Procurement BT:mjh Original signed by:Original signed by: Original signed by:Original signed by: Original signed by: ENG 07-23 June 26, 2023 Subject: Lisgoold Stormwater Management Pond Retrofit Tender No. T2023-5 Page 5 Recommended for the consideration of Pickering City Council Original signed by: Marisa Carpino, M.A. Chief Administrative Officer Attachment #1 to Report ENG 07-23