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Home My WebLink AboutENG 06-25Report to Executive Committee Report Number: ENG 06-25 Date: April 7, 2025 From: Richard Holborn Director, Engineering Services Subject: Chickadee Stormwater Management Pond Cleanout and Dixie Estates 2 Stormwater Management Pond Cleanout Projects Consulting and Professional Services for Detailed Design - File: A-1440 Recommendation: 1.That Council approve retaining T.Y.Lin International Canada Inc. for consulting andprofessional services for the preparation of the detailed designs of the ChickadeeStormwater Management Pond Cleanout Project and the Dixie Estates 2 Stormwater Management Pond Cleanout Project, in accordance with Purchasing Policy Item 10.03 (c), as the assignment is above $50,000.00; 2.That the proposals submitted by T.Y.Lin International Canada Inc. for consulting andprofessional services for the preparation of the detailed design of the ChickadeeStormwater Management Pond Cleanout and the Dixie Estates 2 Stormwater Management Pond Cleanout projects, in the combined amount of $113,141.85 (net HST) or $125,639.05 (HST included) be accepted; 3.That the total gross project cost of $144,837.00 (HST included), including the fee amountand other associated costs, and the total net project cost of $130,430.00 (net HST) beapproved; 4.That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $130,430.00 as follows: a)The sum of $60,000.00 to be funded from the Stormwater Management ReserveFund as approved in the 2025 Capital Budget be increased to $65,375.00; b)The sum of $60,000.00 to be funded from the Stormwater Management Reserve Fund as approved in the 2025 Capital Budget be increased to $65,055.00, and, 5.That the appropriate officials of the City of Pickering be authorized to take the necessaryactions as indicated in this report. ENG 06-25 April 7, 2025 Subject: Chickadee Stormwater Management Pond Cleanout and Dixie Estates 2 Stormwater Management Pond Cleanout Projects Page 2 Executive Summary: The purpose of this report is to obtain Council approval to retain T.Y.Lin International Canada Inc. (TYLin) for consulting and professional services for the preparation of the detailed design for the Chickadee Stormwater Management (SWM) Pond Cleanout and the Dixie Estates 2 SWM Pond Cleanout projects. The City of Pickering hired TYLin in June 2019 to undertake the Stormwater Management Facilities Asset Management Plan to assess the current condition of the City’s existing SWM facilities and determine a prioritized list of maintenance and reconstruction/retrofit projects to ensure an acceptable level of service is provided. Council endorsed the Stormwater Management Facilities Asset Management Plan (AMP) on June 27, 2019 through Resolution #111/19. The Chickadee SWM Pond and the Dixie Estates 2 SWM Pond cleanout projects were identified as priority maintenance projects in the AMP. Engineering Services Department staff requested a proposal from TYLin for the preparation of the detailed design of the Chickadee SWM Pond Cleanout and the Dixie Estates 2 SWM Pond Cleanout projects due to their project history with the AMP, their specialized knowledge and expertise, and on the basis that good value would be achieved since they have all the background information. In accordance with Purchasing Policy 10.03 (c), where the project or annual cost of a consulting or professional service assignment is expected to be more than $50,000.00 and the initiating Director intends to acquire the services without obtaining written proposals, the Director shall submit a Report to Council to obtain approval to engage the services of a particular consultant. Staff are recommending that Council approve the proposals submitted by TYLin for Consulting and Professional Services for the preparation of the detailed design of the Chickadee SWM Pond Cleanout and the Dixie Estates 2 SWM Pond Cleanout projects, in the combined amount of $113,141.85 (net HST) or $125,639.05 (HST included). Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priorities of Lead & Advocate for Environmental Stewardship, Innovation & Resiliency; and Advocate for an Inclusive, Welcoming, Safe & Healthy Community. Financial Implications: 1. Proposal Amount TYLin Proposal – Chickadee SWM Pond $55,735.00 TYLin Proposal – Dixie Estates 2 SWM Pond 55,450.00 HST (13%) 14,454.05 Total Gross Proposal Amount $125,639.05 ENG 06-25 April 7, 2025 Subject: Chickadee Stormwater Management Pond Cleanout and Dixie Estates 2 Stormwater Management Pond Cleanout Projects Page 3 2. Estimated Project Cost Summary TYLin Proposal – Chickadee SWM Pond $55,735.00 TYLin Proposal – Dixie Estates 2 SWM Pond 55,450.00 Total Proposal Amount 111,185.00 Associated Costs TRCA fees and Miscellaneous Costs 5,870.00 Contingency (10%) 11,119.00 Sub Total – Costs $128,174.00 HST (13%) 16,663.00 Total Gross Project Cost $144,837.00 HST Rebate (11.24%) (14,407.00) Total Net Project Costs $130,430.00 3. Approved Source of Funds – 2025 Capital Budget SWM Pond Expense Code Source of Funds Budget Required Chickadee C10525.2501 SWM Reserve Fund $60,000.00 $65,375.00 Dixie Estates 2 C10525.2502 SWM Reserve Fund 60,000.00 65,055.00 $120,000.00 $130,430.00 Net project cost (over) under approved funds ($10,430.00) The Chickadee SWM Pond Cleanout and the Dixie Estates 2 SWM Pond Cleanout projects were approved in the 2025 Stormwater Management Capital Budget, in the combined amount of $120,000.00 (net HST). The total net project cost exceeds the approved 2025 Capital Budget by $10,430.00 (net HST). The additional amount of $10,430.00 is to be funded by a transfer from the Stormwater Management Reserve Fund. Discussion: The purpose of this report is to obtain Council approval to retain TYLin for consulting and professional services for the preparation of the detailed design of the Chickadee SWM Pond Cleanout and the Dixie Estates 2 SWM Pond Cleanout projects. On December 14, 2020, Council endorsed the AMP (Resolution #482/20) and authorized City staff to implement the recommendations subject to budget and further Council approval for individual projects. The purpose of the AMP was to assess the current condition of the City’s existing SWM facilities and determine a prioritized list of maintenance and reconstruction/retrofit projects to ensure an acceptable level of service is provided. In addition, the AMP complied with Ontario Regulation 588/17, which required municipalities to complete asset management plans for its core infrastructure by July 1, 2021. ENG 06-25 April 7, 2025 Subject: Chickadee Stormwater Management Pond Cleanout and Dixie Estates 2 Stormwater Management Pond Cleanout Projects Page 4 The AMP has identified the Chickadee SWM Pond and the Dixie Estates 2 SWM Pond as cleanout priorities for the City’s maintenance plan. Staff recommended the Chickadee and Dixie Estates 2 SWM Pond Cleanout projects in the 2025 Stormwater Management Capital Budget, with the intent of proceeding with design and approvals in 2025, followed by construction in 2026. TYLin is recommended to complete the Detailed Design of the Chickadee SWM Pond and the Dixie Estates 2 SWM Pond cleanout projects. Engineering Services Department staff requested a proposal from TYLin for the detailed design of the Chickadee SWM Pond Cleanout and the Dixie Estates 2 SWM Pond Cleanout projects due to their project history with the AMP, their knowledge and expertise in the subject matter, and on the basis that good value would be achieved since they have all the background information. Firstly, getting the most value for our budget is achieved by limiting the amount of time spent on background review, field investigations and confirming objectives which would be required by a different consulting firm. By saving time and money on such tasks, more effort is allocated towards executing the detailed design related tasks. This detailed design assignment is seen as an extension of the AMP whereby the City has already financially invested in TYLin and it would not be practical for another consulting firm to revisit work already completed. Secondly, there are a limited amount of engineering consultants who are qualified to execute the work. TYLin’s specialized technical knowledge, skills and experience yields cost effectiveness and efficiency compared to other consultants. Furthermore, since 2022, TYLin have successfully completed the detailed design of several SWM Pond retrofit/cleanout projects including Lisgoold, Rouge, Autumn and Begley in accordance with the AMP capital works and maintenance plan. TYLin have repeatedly demonstrated that the work is completed on time, on budget, and within the defined scope, while maintaining quality, mitigating risk and managing resources. Based on past experience, high quality deliverables are completed in a timely manner while demonstrating adaptability and capability to incorporate ever-changing engineering standards. In accordance with Purchasing Policy Item 10.03 (c), 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 Directorshall submit the Report to Council to obtain approval. Staff are recommending approval of the proposals submitted by TYLin for Consulting and Professional Services for the preparation of the detailed design of the Chickadee SWM Pond Cleanout and the Dixie Estates 2 SWM Pond Cleanout projects, in the amount $113,141.85 (net HST) or $125,639.05 (HST included). It is also recommended that the total gross project cost of $144,837.00 (HST included) which includes the fee amount and other associated costs, and a total net project cost of $130,430.00 (net HST) be approved. ENG 06-25 April 7, 2025 Subject: Chickadee Stormwater Management Pond Cleanout and Dixie Estates 2 Stormwater Management Pond Cleanout Projects Page 5 Attachments: 1. Location Map – Chickadee SWM Pond 2.Location Map – Dixie Estates 2 SWM Pond Prepared By: Approved/Endorsed By: Bob Trajceski, P.Eng. Richard Holborn, P.Eng. Senior Water Resources Engineer Director, Engineering Services Irina Marouchko, P.Eng. Stan Karwowski, MBA, CPA, CMA Manager, Water Resources Director, Finance & Treasurer Cathy Bazinet, CPPB, NIGP-CPP Manager, Procurement BT: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: Original signed by: