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Home My WebLink AboutENG 11-21 Report to Executive Committee Report Number: ENG 11-21 Date: May 3, 2021 From: Richard Holborn Director, Engineering Services Subject: Rotary Frenchman’s Bay West Park -Consulting Services for Final Phase of the Master Plan Implementation -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 the final phase of the implementation of the Rotary Frenchman’s Bay West Park Master Plan, 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 the final phase of the implementation of the Rotary Frenchman’s Bay West Park Master Plan in the amount of $160,273.55 (HST included) be accepted; 3.That the total gross project cost of $176,301.00 (HST included), including the fee amount and other associated costs, and the total net project cost of $158,765.00 (net of HST rebate) be approved; 4.That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $158,765.00 as follows: a)The sum of $79,382.00 to be funded by a transfer from the Development Charges –City’s Share; b)The sum of $79,383.00 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), is owned by the Toronto and Region Conservation Authority (TRCA) under Management Agreement by the City of Pickering. The park 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 ENG 11-21 May 3, 2021 Subject: Rotary Frenchman’s Bay West Park Page 2 Consulting Services for the Final Phase of the Master Plan Implementation lake level elevation. The current Rotary Frenchman’s Bay West Park Master Plan was revised and endorsed by Council in November 2020 (Report ENG 05-20, Resolution #465/20). As part of the 2021 Parks Capital Budget, $2 million was approved for the implementation of the balance of works in the RFBW Park Master Plan. 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 $160,273.55 (HST included). The total gross project cost which includes the consulting fees other associated costs, is estimated at $176,301.00 (HST included) and the total net project cost is estimated at $158,765.00 (net of HST rebate). Financial Implications: 1. Proposal Amount The MBTW Group Fee Proposal $141,835.00 HST (13%) 18,438.55 Total Gross Proposal Amount $160,273.55 2. Estimated Project Cost Summary The MBTW Group Fee Proposal $141,835.00 Associated Costs Contingency (10%) 14,184.00 Sub Total – Costs $156,019.00 HST (13%) 20,282.00 Total Gross Project Cost $176,301.00 HST Rebate (11.24%) (17,536.00) Total Net Project Costs $158,765.00 ENG 11-21 May 3, 2021 Subject: Rotary Frenchman’s Bay West Park Page 3 Consulting Services for the Final Phase of the Master Plan Implementation 3. Approved Source of Funds – 2021 Parks Capital Budget Expense Code Source of Funds Budget Required 5780.2121.6129 Reserve – DC’s City’s Share $1,000,000.00 $79,382.00 DC Res Fund – Parks & Recreation 1,000,000.00 79,383.00 Services Total $2,000,000.00 $158,765.00 Net Project Cost under (over) Approved Funds $1,841,235.00 The costs for the consulting fees indicated in the tables above represents a portion of the overall project costs. Funds for the actual construction of the park features, permit fees, and geotechnical and materials testing and other associated project costs will come from this 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) is located east of West Shore Boulevard and south of Sunrise Avenue and includes the west spit to the harbour entrance into Frenchman’s Bay as shown in Attachment #1. The park area was purchased by the Toronto and Region Conservation Authority (TRCA) in the late 1960’s. In the early 1990’s, TRCA, with the assistance from the local community, developed a master plan for this area. The plan has been revised a number of times over the years. The 2012 version of the Rotary Frenchman’s Bay West Park Master Plan that was endorsed by Council (Report #CS 39-12, Resolution #140/12) was the basis for the 2018 work that was implemented as the first phase of the Master Plan. This work included the reconstruction of Beachpoint Promenade complete with lay-by parking, construction of a picnic area, interpretive area complete with a green roofed kiosk and construction of a section of the waterfront trail, taking it off-road through the park to West Shore Boulevard. Based on the high water events experienced in 2017 and 2019 and proposed new 100-year static lake level elevations, it was determined that some of the features in the updated 2017 version of the Master Plan were no longer be feasible. The west spit, including the boat launch and access to the Pickering Rouge Canoe Club (PRCC) were closed to public access due to unsafe conditions from the flooding for quite some time during these flood events. TRCA had also advised that their planning policies and the Provincial Policy Statement would no longer support the construction of a washroom/change room and a new facility for the PRCC on the west spit. PRCC were advised that they would be required to vacate their current site. They are currently in the process of seeking another site for their club facilities. The 2012 Rotary Frenchman’s Bay West Park Master Plan was revised to accommodate the newly established lake levels while being consistent with the objectives set out in the original and previous revisions to the park plan. The revised Master Plan was endorsed by Council in November 2020 (Report ENG 05-20, Resolution #465/20). ENG 11-21 May 3, 2021 Subject: Rotary Frenchman’s Bay West Park Page 4 Consulting Services for the Final Phase of the Master Plan Implementation The proposed features shown in the Master Plan update that will form the second and final stage of implementation of the park plan include: • enhanced shoreline protection adjacent to the existing picnic area and interpretive kiosk; • park washroom facility and staff area north of the existing parking lot; • barrier free beachfront access in close proximity to the parking lot; • primary pedestrian trail and service road running east from the existing roundabout and drop-off area, to the harbour entrance; • accessible non-motorized boat launch area; • service vehicle turn-around and enhanced shoreline protection adjacent to the boat launch area; • elevated viewing/seating area with a shade structure east of the boat launch area; • beach Access Links located at various points along the main pedestrian trail; • passive waterfront recreation node in the area previously inhabited by the PRCC; and, • waterfront interpretive node adjacent to the harbour entrance. As part of the 2021 Parks Capital Budget, $2 million was approved for the implementation of the balance of works in the RFBW Park Master Plan. 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 a good value. Their designs are creative and cost effective and they respond in a timely manner. In effort to provide continuity throughout the project, staff are recommending that The MBTW Group be retained to provide design development and contract documents, tendering and construction administration services, to implement the balance of the Master Plan features. 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 $160,273.55 (HST included) and falls within this level of approval. 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. ENG 11-21 May 3, 2021 Subject: Rotary Frenchman’s Bay West Park Page 5 Consulting Services for the Final Phase of the Master Plan Implementation Attachments: 1.Location Map – Rotary Frenchman’s Bay West Park 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 BREEZYDRIVEOKLAHOMA DRIVE WEST SHORE BOULEVARDSURF AVENUE TULLO STREET CHIPMUNK 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 Apr 16, 2021 DATE: q 1:5,000 Frenchman's Bay Lake Ontario Proposed Shoreline Restoration Proposed Phase 2 Area Attachment #1 to Report # ENG 11-21