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Report to Council
Report Number: CS 42-19
Date: November 25, 2019
From: Marisa Carpino
Director, Community Services
Subject: Emergency Repairs at Chestnut Hill Developments Recreation Complex
- Notice to Council
- File: A-1440
Recommendation:
1. That Council is notified of the invoice submitted by Bry Ron Contracting Limited in the
amount of $62,067.64 (HST excluded) in accordance with Section 12.01 Emergency
Purchase of the Purchasing Policy (PUR 010);
2. That the total gross project cost of $70,136.43 (HST included) and the total net project cost
of $63,161.00 (net of HST rebate) be approved;
3. That the Director, Finance & Treasurer be authorized to finance the net project cost of
$63,161.00 from the capital contingency funds, account 2900;
4. That the Region of Durham be requested to contribute to the cost for the associated
parking lot asphalt repairs; 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: On September 14, 2019, there was a break in the fire service water
main providing water to the fire hydrants on the northwestern side of Chestnut Hill Developments
Recreation Complex (CHDRC). The City could not initiate the necessary repairs until the Region
of Durham shut off the water valves. Unfortunately, the shut off values were inoperable and the
Region of Durham required four days to complete the valve replacements. Once complete, Bry
Ron Contracting Limited repaired the water main and catch basins on CHDRC property as
directed by City staff. However, a second water main break occurred to the same water main line
(further east on the CHDRC property) which required additional repairs to be completed on
CHDRC property by Bry Ron Contracting Limited, as directed by City staff.
Bry Ron Contracting Limited submitted an invoice for $70,136.43 (inclusive of HST) with a total
net project cost of $63,161.00, to cover all associated costs incurred with this emergency repair to
the water main, catch basins, and replacement of parking lot asphalt. As per Section 12.01 of the
Purchasing Policy (PUR 010), the Community Services Department is notifying Council of the
work that was completed by way of this report.
CS 42-19
November 25, 2019
Subject: Emergency Repairs at Chestnut Hill Developments Recreation Complex
Page 2
Financial Implications:
1.
Invoice Amount
Invoice from Bry Ron Contracting Limited
HST (13%)
Total Gross Quotation
Cost
$62,067.64
8,068.79
$70,136.43
2. Project Costing Summary
Invoice from Bry Ron Contracting Limited
Sub Total
HST (13%)
Gross Project Costs
HST Rebate (11.24%)
Total Net Project Costs
$62,067.64
$62,067.64
8,068.79
$70,136.43
(6,976.00)
$63,161.00
3. Approved Source of Funds
Description Account Code
Emergency Repairs 2900.0000.0000
at CHDRC
Total Funds
Source of Funds
Capital
Contingency
Budget
$0.00
$0.00
Required
$63,161.00
$63,161.00
Project Cost under (over) approved funds by
($63,161.00)
The City has asked the Region to contribute to the cost for the parking lot asphalt repairs since
they were unable to turn the water off in a timely manner. Should the Region agree to pay,
whether fully or partially, the draw from Capital contingency will be reduced accordingly.
Section 12.01 of the Purchasing Policy (PUR 010) permits staff to obtain such goods and services
as are necessary to respond to an emergency. If the purchase amount exceeds $50,000.00, the
Director must notify the Treasurer and CAO and the Director shall submit a report of the incident
to the appropriate Committee and Council at the earliest possible time. The water main, catch
basin, and parking lot asphalt repairs required immediate action to ensure that the fire safety
services were operational and that the health and safety of both staff and patrons accessing
CHDRC through the north access driveway could be maintained at appropriate levels.
CS 42-19 November 25, 2019
Subject: Emergency Repairs at Chestnut Hill Developments Recreation Complex Page 3
The purpose of this report is to notify Council of this emergency repair with a purchase amount
exceeding $50,000.00 in accordance with Section 12.01 of the Purchasing Policy (PUR 010).
Discussion: On September 14, 2019 at approximately 8:00 pm, there was a break in the
fire service water main. This water main provides water to fire hydrants on the northwestern side
of CHDRC. City staff contacted the Region of Durham immediately to shut off the water service
and Bry Ron Contracting Limited to repair the water main break. However, upon inspection of the
water shut off valves, Region staff found that the valves were inoperable and would require
replacement in order to shut off the water.
In response, an alternate shut off valve in another location was turned off while the inoperable
values were replaced approximately 40 hours later. During that time, the water continued to flow
from the fire service water main onto the asphalt parking lot at CHDRC. On September 18, 2019,
Region staff had completed the replacement of the inoperable shut off valves and Bry Ron
Contracting Limited repaired the water main and catch basins on CHDRC property, as directed by
City staff. On September 19, 2019, once the water main was turned back on and at full pressure,
a second water main break occurred further east on the same water main line. This second break
was immediately located, contained, and repaired by Bry Ron Contracting Limited, as directed by
City staff.
The inability of Region staff to close the required water shut off valves in a timely manner allowed
water to flow at high volume through the ground and ultimately through the asphalt surface of the
parking lot for over 40 hours. This constant flow of water created extensive damage to the base
gravel layer of the parking lot, many extensive cracks in the asphalt, damage to two catch basins,
and ultimately caused an approximately 12 foot by 12 foot sink hole in the north driveway of
CHDRC at the location of the water main break. Due to the extensive damaged caused by water
flowing through the parking lot asphalt, approximately 10,000 square feet of asphalt was required
to be replaced.
During the repair process of the two separate water main break locations, it was found that there
is deterioration of the metal pipe that serves as the water main, as shown in Appendix 2. It is very
likely that the pipe could suffer similar failures due to its age and amount of deterioration in the
future. The existing fire service water main that provides water to fire hydrants within the
northwestern side of CHDRC parking lot was installed as part of the original construction project in
1981.
Therefore, it would be advisable that the entire water main be looked at for replacement and that
costing be investigated to provide back up for a potential future capital replacement project. The
planned replacement of the fire service water main on the west side of CHDRC would ensure that
future inconveniences and disruptions to facility users and fire safety systems would be kept to a
minimum and that the health and safety of facility patrons and staff can continue to be a priority.
CS 42-19
November 25, 2019
Subject: Emergency Repairs at Chestnut Hill Developments Recreation Complex Page 4
Attachments:
1. Two Photographs of Metal Pipe Deterioration
Prepared By:
VKevin Hayes
Supervisor, Facilities Operations
MC:kh
Approved/Endorsed By:
Marisa
'no, MA
Director ommunity Services
Ray Rodrigues, CPPB
Manager, 'Supply & Services
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
Recommended for the consideration
of Pickering City Council
Tony Prevedel, P_Eng.
Chief Administrative Officer
nlmr. 4, 2019
Attachment No. 1 to CS 42-19
-C44
DICKERING
Photographs of Metal Pipe Deterioration