HomeMy WebLinkAboutENG 15-23 Report to
Executive Committee
Report Number: ENG 15-23
Date: December 4, 2023
From: Richard Holborn
Director, Engineering Services
Subject: Detail Design for Sixth Concession Road Reconstruction and Bridge
Rehabilitation Project
-Request for Proposal No. RFP2023-17
-File: A-1440
Recommendation:
1.That Request for Proposal No. RFP2023-17, submitted by The Greer Galloway Group
Inc., for the Detail Design of Sixth Concession Road Reconstruction and Bridge
Rehabilitation in the amount of $371,147.37 (HST included), be accepted;
2. That the total gross project cost of $415,685.00 (HST included), including the fee amount,
and other associated costs, and the total net project cost of $374,337.00 (net of HST
rebate) be approved;
3.That Council authorize the Director, Finance & Treasurer to finance the total net project
cost of $374,337.00 as follows:
a)the sum of $225,000.00 to be funded by a transfer from the Roads & Bridges
Reserve Fund as approved in the 2017 and 2018 Capital Budgets;
b) the additional sum of $149,337.00 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.
Executive Summary: This request for external Consulting Engineering Services is
required to complete the engineering design for both the Greenwood Bridge rehabilitation and
the Sixth Concession Road reconstruction (including a new storm sewer and the
reconstruction of the existing storm sewer outfall, and channel restoration into Duffins Creek).
Request for Proposal No. RFP2023-17 was advertised on the City’s bids & tenders portal on
August 18, 2023 and closed on September 19, 2023 with one proposal submitted. The
Evaluation Committee consisting of staff from the Engineering Services Department conducted
independent reviews and evaluations of the proposal received using criteria outlined in the bid
document.
The evaluation committee recommends approval of the fee proposal submitted by The Greer
Galloway Group Inc. for Consulting Engineering Services for the Detail Design of Sixth
ENG 15-23 December 4, 2023
Subject: Detail Design for Sixth Concession Road
Reconstruction and Bridge Rehabilitation
Project Request for Proposal No. RFP2023-17 Page 2
Concession Road Reconstruction and Bridge Rehabilitation Project in the amount $371,147.37
(HST included). It is also recommended that a net project cost of $374,337.00 (net of HST) be
approved.
Financial Implications:
1. Proposal Amount
Request for Proposals No. RFP2023-17 $328,449.00
HST (13%) 42,698.37
Total $371,147.37
2. Estimated Project Costing Summary
Request for Proposals No. RFP2023-17 – Fee proposal $328,449.00
Associated Costs
Contingency (12%) 39,414.00
Sub Total – Costs $367,863.00
HST (13%) 47,822.00
Total Gross Project Cost $415,685.00
HST Rebate (11.24%) (41,348.00)
Total Net Project Cost $374,337.00
3. Approved Source of Funds
Expense Code Source of Funds Budget Required
C10570.1803.01-504001 Roads & Bridges Reserve
Fund
$225,000.00 $225,000.00
C10570.1803.01-504001 Rate Stabilization Reserve 0.00 149,337.00
$225,000.00 $374,337.00
Net project cost (over) under approved funds ($149,337.00)
ENG 15-23 December 4, 2023
Subject: Detail Design for Sixth Concession Road
Reconstruction and Bridge Rehabilitation
Project Request for Proposal No. RFP2023-17 Page 3
Discussion: The section of Sixth Concession Road from Highway 7 to Greenwood Road
serves as the western entrance into the Hamlet of Greenwood. The existing road (Asset ID R-
6000) and the Greenwood Bridge (Asset ID Struct-Bridge-6001) have not been resurfaced or
rehabilitated since 1970 and are in need of infrastructure improvements.
The Engineering Services Department has recognized the need to retain an experienced
Consulting Engineering firm to complete the engineering design for both the Greenwood
Bridge rehabilitation and the Sixth Concession Road reconstruction (including a new storm
sewer and the reconstruction of the existing storm sewer outfall, and channel restoration into
Duffins Creek).
This design award will require the consultant to incorporate key planning principles including
public and agency consultation, an evaluation of the existing infrastructure, provide a range of
improvement solutions including recommendations, a cost estimate, all permits required, utility
relocation drawings (if required) and a tender-ready package for construction complete with
drawings.
Request for Proposal No. RFP2023-17 was advertised on the City’s bids & tenders portal on
August 18, 2023 and closed on September 19, 2023 with one proposal submitted. The
Evaluation Committee consisting of staff from the Engineering Services Department conducted
independent reviews and evaluations of the proposal received using criteria outlined in the bid
document.
The Greer Galloway Group Inc. and its team of sub-consultants were previously hired by the
City to undertake the detail design for the replacement of the Altona Bridge and Wilson Bridge
projects. Staff had excellent experience with The Greer Galloway Group Inc. on these projects.
They have the necessary experience with this type of infrastructure project to ensure that the
detail design of the Sixth Concession Road Reconstruction and Bridge Rehabilitation Project is
completed in accordance with current design criteria.
Staff recommend approval of the fee proposal submitted by The Greer Galloway Group Inc. for
Consulting Engineering Services for the Sixth Concession Road Reconstruction and
Greenwood Bridge Rehabilitation Project in the amount of $371,147.37 (HST included). It is
also recommended that a net project cost of $374,337.00 (net of HST rebate) be approved.
Attachments:
1. Location Map
ENG 15-23 December 4, 2023
Subject: Detail Design for Sixth Concession Road
Reconstruction and Bridge Rehabilitation
Project Request for Proposal No. RFP2023-17 Page 4
Prepared By: Approved/Endorsed By:
Scott Booker Richard Holborn, P. Eng.
Manager, Capital Projects & Infrastructure Director, Engineering Services
Cathy Bazinet Stan Karwowski, MBA, CPA, CMA
Manager, Procurement Director, Finance & Treasurer
DL:mjh
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Chief Administrative Officer
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SCALE:
Engineering Services
Department
Nov. 14, 2023
DATE:
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1:6,853
Greenwood
Location Map
Sixth Concession Road
Attachment #1 to Report ENG 15-23