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Home My WebLink AboutENG 12-21 Report to Executive Committee Report Number: ENG 12-21 Date: May 3, 2021 From: Richard Holborn Director, Engineering Services Subject: Rotary Frenchman’s Bay West Park -Consulting S ervices for Proposed Park Washroom Facility -File: A-1440 Recommendation: 1. That Council approve the hiring of The MBTW Group for Consulting and Professional Services for the preparation of detailed design drawings and tender documents and for contract administration services for a public washroom facility in Rotary Frenchman’s Bay West Park, in accordance with Purchasing Policy Item 10.03 (c), as the assignment is above$50,000.00; 2. That the fee proposal submitted by The MBTW Group for Consulting and Professional Services for the preparation of detailed design drawings and tender documents and for contract administration services for a public washroom facility in Rotary Frenchman’s Bay West Park in the amount of $148,453.75 (HST included) be accepted; 3. That the total gross project cost of $163,299.00 (HST included), including the fee amount and other associated costs, and the total net project cost of $147,056.00 (net of HST rebate) be approved; 4. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $147,056.00 as follows: a) the sum of $73,528.00 to be funded by a transfer from Development Charges – City’s Share Reserve; b) the sum of $73,528.00 to be funded by a transfer from the Development Charges Reserve Fund – Parks & Recreation Services; 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: Rotary Frenchman’s Bay West Park (RFBWP), which is owned by the Toronto and Region Conservation Authority (TRCA) and is under Management Agreement by the City of Pickering, underwent the first phase of improvements in 2018. In response to the high water events experienced in 2017 and 2019, TRCA proposed a new 100-year static lake level elevation. The Rotary Frenchman’s Bay West Park Master Plan was revised and endorsed by Council in November 2020 (Report ENG 05-20, Resolution #465/20). The original ENG 12-21 May 3, 2021 Subject: Rotary Frenchman’s Bay West Park Page 2 Consulting Services for the Proposed Park Washroom Facility Master Plan included a park washroom in conjunction with a change room facility and storage building for the Pickering Rouge Canoe Club (PRCC), to be located adjacent to a small craft boat launch. With the high water levels, TRCA could no longer support a facility at this location. A washroom study has been completed and the washroom facility is now being proposed to be constructed along with a staff room and parks maintenance storage area, located north of the existing parking lot. As part of the 2021 Parks Capital Budget, $1 million was approved for construction of a washroom facility in RFBWP. This budget amount includes funds for design and contract administration consulting fees. The MBTW Group have provided consulting services for the first phase of construction, Park Master Plan revisions and the washroom study. In effort to provide continuity throughout the project, staff are recommending that The MBTW Group be retained to provide and coordinate the design and construction administration services for this project at a total cost of $148,453.75 (HST included). The total gross project cost which includes the consulting fees and other associated costs, is estimated at $163,299.00 (HST included) and the total net project cost is estimated at $147,056.00 (net of HST rebate). Financial Implications: 1. Proposal Amount The MBTW Group Fee Proposal $131,375.00 HST (13%) 17,078.75 Total Gross Proposal Amount $148,453.75 2. Estimated Project Cost Summary The MBTW Group Fee Proposal $131,375.00 Associated Costs Contingency (10%) 13,137.00 Sub Total – Costs $144,512.00 HST (13%) 18,787.00 Total Gross Project Cost $163,299.00 HST Rebate (11.24%) (16,243.00) Total Net Project Costs $147,056.00 ENG 12-21 May 3, 2021 Subject: Rotary Frenchman’s Bay West Park Page 3 Consulting Services for the Proposed Park Washroom Facility 3. Approved Source of Funds – 2021 Parks Capital Budget Expense Code Source of Funds Budget Required 5780.2123.6129 Reserve-DC’s City’s Share $500,000.00 $73,528.00 DC Reserve Fund – Parks & 500,000.00 73,528.00 Recreation Services Total $1,000,000.00 $147,056.00 Net Project Cost under (over) Approved Funds $852,944.00 The costs for the consulting fees indicated in the tables above represent only a portion of the overall project costs. Funds for the actual construction of the washroom facility, permit fees, geotechnical and materials testing and other associated project costs will come from the same source of funds and will be itemized in a future Report to Council to award the construction. Discussion: Rotary Frenchman’s Bay West Park (RFBWP), which is owned by the Toronto and Region Conservation Authority (TRCA) and is under Management Agreement by the City of Pickering, underwent the first phase o f improvements in 2018. In response to the high water events experienced in 2017 and 2019, TRCA proposed a new 100-year static lake level elevation. The Rotary Frenchman’s Bay West Park Master Plan was revised and endorsed by Council in November 2020 (Report ENG 05-20, Resolution #465/20). The original Master Plan included a park washroom in conjunction with a change room facility and storage building for the Pickering Rouge Canoe Club (PRCC), to be located adjacent to a small craft boat launch. With the high water levels, and due to current planning policies and the Provincial Policy Statement, TRCA could no longer support a facility at this location. The alternate location for the park washroom was located north of the existing parking lot. The City of Pickering retained The MBTW Group in 2020, to prepare a W ashroom Feasibility Study in consultation with the Engineering and Community Services Departments and TRCA planning staff. The proposed building program is to integrate public washrooms and space allocated to operations and maintenance staff for secure storage and staff activities. The following areas inside the building are recommended: • three universal, non-gendered, self-contained washrooms large enough to accommodate a user with a mobility aid accompanied by a caregiver (approximately 3m x 3m in area) and equipped with a s ink and toilet; • secured storage for site Gator and other equipment (approximately 3m x 4m in area); • staff room (approximately 4m x 4m in area) equipped with a sink; and, • a seasonal hose bib and foot wash station to be provided on the exterior of the building. ENG 12-21 May 3, 2021 Subject: Rotary Frenchman’s Bay West Park Consulting Services for the Proposed Park Washroom Facility Page 4 As part of the 2021 Parks Capital Budget, $1 million was approved for construction of a washroom facility in RFBWP. This budget amount includes funds for design and contract administration consulting fees. The MBTW Group provided consulting services for the RFBW Park Master Plan updates, phase 1 design and construction administration services, and the RFBW Park Washroom Study. This consulting firm has provided the City of Pickering with excellent service at good value. Their designs are creative and cost effective and they respond in a timely manner. In an effort to provide continuity throughout the project, staff are recommending that The MBTW Group be retained to coordinate the design development and contract documents, tendering and construction administration services. The full scope of proposed services is outlined in their fee proposal. Their team includes a variety of sub-consultants in areas of architecture, structural, mechanical, electrical, and site servicing. 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. The sum total cost of the assignment described herein is $148,453.75 (HST included) and f alls within this level of approval. Note that the proposed consulting fee is an upset limit and that the City will only be invoiced for actual hours spent on the project, particularly as it pertains disbursements, the number of physical versus virtual meetings, and site inspections required. It is recommended that The MBTW Group be retained for the preparation of detailed design drawings and tender documents, and for contract administration services for this project. Attachments: 1. Location Map – Rotary Frenchman’s Bay West Park ENG 12-21 May 3, 2021 Subject: Rotary Frenchman’s Bay West Park Page 5 Consulting Services for the Proposed Park Washroom Facility Prepared By: Approved/Endorsed By: Original signed by: Original signed by: Arnold Mostert, OALA Richard Holborn, P.Eng. Manager, Landscape & Parks Development Director, Engineering Services Original signed by: Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Original signed by: Ray Rodrigues, CPPB Manager, Supply & Services AM:mjh Recommended for the consideration of Pickering City Council Original signed by: Marisa Carpino, M.A. Chief Administrative Officer WEST SHORE BOULEVARDSURF AVENUE TULLO STREET OKLAHOMADRIVE BREEZYDRIVECHIPMUNK STREETYEREMI STREETLEASIDE STREETSUNRISE AVENUE BEACH P O I N T P R O M E N A D E MINK STREET SCALE: Engineering Services Department Rotary Frenchman's Bay West Park Proposed WashroomApr 16, 2021 DATE: q 1:5,000 Frenchman's Bay Lake Ontario Proposed Washroom Attachment #1 to Report #ENG 12-21