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Home My WebLink AboutCS 20-26 Report to Council Report Number: CS 20-26 Date: July 23, 2026 From: Laura Gibbs Director, Community Services Subject: Architectural Consulting Services for Design and Construction Contract Administration of Major Renovations at Chestnut Hill Developments Recreation Complex O’Brien Arena Request for Proposal No. RFP2026-6 File: A-1440-001 Recommendation: 1. That Report CS 20-26 regarding the Architectural Consulting Services for Design and Construction Contract Administration of Major Renovations at Chestnut Hill Developments Recreation Complex O’Brien Arena be received; 2. That the proposal submitted by CS&P Architects Inc. in response to Request for Proposal No. RFP2026-6 for Architectural Consulting Services for Design and Construction Contract Administration of Major Renovations at Chestnut Hill Developments Recreation Complex O’Brien Arena, in the amount of $584,102.40 (net HST) or $648,620.00 (HST included) be accepted; 3. That the total gross project cost of $924,204.00 (HST included), including the amount of the proposal, contingency, and other associated costs, and the total net project cost of $832,274.00 (net HST) be approved; 4. That the Director, Finance & Treasurer be authorized to finance the net project cost of $832,274.00 to be funded from the Canada Community Building (FGT) Reserve Fund, Casino Reserve and Facilities Reserve as approved in the 2026 Capital Budget; 5. That the Director, Community Services be authorized to execute the OAA 600 2021 A Contract with the above-mentioned consultant pursuant to Request for Proposal No. RFP2026-6; and, 6. That the appropriate officials of the City of Pickering be authorized to take the actions necessary to implement the recommendations in this report. CS 20-26 July 23, 2026 Page 2 1.0 Executive Summary: The purpose of this report is to award Request for Proposal No. RFP2026-6 for Architectural Consulting Services for Design and Construction Contract Administration of Major Renovations at the Chestnut Hill Developments Recreation Complex (CHDRC) O’Brien Arena. The O’Brien Arena, originally constructed in 1992, requires renewal of certain components as they are at end of life. This includes major renovations to the arena and related spaces; renewal of facility systems; lifecycle replacement of the roof and wall cladding, and lifecycle replacement and upgrades to the existing arena controls. Request for Proposal No. RFP2026-6 was advertised on the City’s Bids & Tenders portal on April 14, 2026, and closed on May 15, 2026. Eight proponents submitted proposals. The evaluation committee, consisting of staff from Community Services, reviewed and evaluated the proposals received using criteria outlined in the request for proposal documents. Subject to receipt and approval of all pre-conditions of award required in accordance with the bid document, the top-ranked proposal submitted by CS&P Architects Inc. in the amount of $584,102.40 (net HST) or $648,620.00 (HST included), is recommended for approval. The total gross project cost is $924,204.00 (HST included), and the total net project cost is $832,274.00 (net HST). 2.0 Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priorities of Advocate for an Inclusive, Welcoming, Safe & Healthy Community; and Lead & Advocate for Environmental Stewardship, Innovation & Resiliency. 3.0 Financial Implications: RFP Amount Proposal RFP 2026-6 $574,000.00 HST (13%) 74,620.00 Total Gross Proposal Cost $648,620.00 Estimated Project Costing Summary Proposal RFP2026-6 $574,000.00 Testing and Inspection Costs (Design Phase) 85,000.00 Permits and Approvals 90,000.00 Contingency (12%) 68,880.00 Total Project Cost $817,880.00 HST (13%) 106,324.00 CS 20-26 July 23, 2026 Page 3 Total Gross Project Cost $924,204.00 HST Rebate (11.24%) (91,930.00) Total Net Project Cost $832,274.00 Approved Source of Funds – Recreation Complex – Arenas Capital Budgets Approved Code Source of Funds Funds Available Funds Required C10235.2601 Canada Community Building (FGT) Reserve Fund $60,000.00 C10235.2602 Casino Reserve 760,000.00 C10235.2603 Facilities Reserve 320,000.00 Total Funds $1,140,000.00 $832,274.00 Project Cost under (over) approved funds by $307,726.00 All funding will be consolidated under the capital project C10235.2602 (O’Brien Arena Renovation). The funding from C10235.2601 (O’Brien Arena Controls Upgrade) and C10235.2603 (O’Brien Arena Roof & Cladding Replacement) will be transferred to C10235.2602 and the remaining capital accounts will be closed. The balance of consolidated funding will remain available to be used for related construction work, to follow the completion of design. Construction costs for this project are subject to future budget approval. Testing and inspection costs are included to thoroughly assess existing conditions, which will mitigate design and construction risk. Such costs include utility locates, arborist reporting, pavement investigation, measuring flows of existing mechanical systems, pipe condition tests, designated substance surveys, curtain wall condition investigations, sewer camera investigations, and other tests to confirm existing assemblies and conditions. 4.0 Discussion: The purpose of this report is to award Request for Proposal No. RFP2026-6 for Architectural Consulting Services for Design and Construction Contract Administration of Major Renovations at CHDRC O’Brien Arena. This consulting work includes site investigation, design, preparation of construction documents, and construction contract administration for the major renovations at O’Brien Arena. 4.1 Project Summary The O’Brien Arena was originally constructed in 1992 as an addition to the original portion of the Chestnut Hill Developments Recreation Complex completed in 1983. It requires renewal of CS 20-26 July 23, 2026 Page 4 certain components as they are at end of life. This includes a major renovation to the arena, meeting rooms, exterior patio, dressing rooms, coaches' rooms, referee room, kitchen, snack bar, washroom, vestibules, arena entrance lobby and related areas. Facility systems to be investigated and considered for renewal include flooring, curtain wall, meeting room folding partitions, arena dasher board system, doors, paint, interior and exterior lighting, sound systems, information technology, fire alarm, security, automatic door openers, heating ventilation and air conditioning systems, refrigeration system, hot water generation system, grease trap, arena dry sprinkler system, building automation system, arena controls, roof assembly, building envelope, siteworks and pavement. Within the design phase, public engagement sessions will be held to review project scope and timelines with residents and arena user groups. Members of the public to be consulted include general users, residents, the Pickering Accessibility Advisory Committee, and sport user groups. Construction is tentatively planned to begin in 2028, subject to budget approval of construction costs. 4.2 Procurement Process Request for Proposal No. RFP2026-6 was advertised on the City’s Bids & Tenders portal on April 14, 2026, and closed on May 15, 2026. Eight proponents submitted proposals. The evaluation committee, consisting of staff from Community Services, reviewed and evaluated the proposals received using criteria outlined in the request for proposal documents. Subject to receipt and approval of all pre-conditions of award required in accordance with the bid document, the top-ranked proposal submitted by CS&P Architects Inc. in the amount of $584,102.40 (net HST) or $648,620.00 (HST included), is recommended for approval. The total gross project cost is $924,204.00 (HST included), and the total net project cost is $832,274.00 (net HST). Attachment: None. Prepared By: Dennis Yip, P.Eng., PMP®, CEM, LEED® AP, Manager, Facilities Capital Projects Vince Plouffe, OAA, MRAIC, Division Head, Facilities Management & Construction Approved/Endorsed By: Laura Gibbs, MBA, MSc., Director, Community Services Kayla Horne, CPPB, Supervisor Procurement CS 20-26 July 23, 2026 Page 5 Stan Karwowski, MBA, CPA, CMA, Director, Finance & Treasurer LG:dy Recommended for the consideration of Pickering City Council By: Marisa Carpino, M.A. Chief Administrative Officer