HomeMy WebLinkAboutENG 19-21Report to Council
Report Number: ENG 19-21 Date: June 28, 2021
From: Richard Holborn
Director, Engineering Services
Subject: Consulting Services - Design and Contract Administration for the Brock Road Clean Water
Collector Pipe-File: A-1440
Recommendation:
1.That Council approve the hiring of Stantec Consulting Ltd. for consulting and professionalservices for the preparation of detailed design drawings, tender specifications, andcontract administration services for the construction of a clean water collector pipe onBrock Road in Duffin Heights, in accordance with Purchasing Policy Item 10.03 (c), as
the assignment is above $50,000.00;
2.That the fee proposal submitted by Stantec Consulting Ltd. for consulting andprofessional services for the preparation of detailed design drawings, tenderspecifications and contract administration services for the construction of a clean watercollector pipe on Brock Road in Duffin Heights, in the amount of $88,479.00 (HST
included) be accepted;
3.That the total gross project cost of $111,260.00 (HST included), including the fee amountand other associated costs, and the total net project cost of $100,193.00 (net of HSTrebate) be approved;
4.That Council authorize the Director, Finance & Treasurer to finance the total net project
cost of $100,193.00 as follows:
a)the sum of $2,505.00 to be funded by a transfer from Development Charges –City’s Share Reserve;
b)the sum of $97,688.00 to be funded by a transfer from the Development ChargesReserve Fund – Protection 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: As part of the 2016 Fire Services Capital Budget, funds were approved for costs related to providing services to the proposed fire station site at the northwest corner of Brock Road and Zents Drive. The construction of the sanitary sewer was completed when the Region undertook the urbanization and widening of Brock Road south of
the CP Rail overpass. The construction of the fire hall has triggered the need to construct the
ENG 18-21 June 28, 2021
Subject: Consulting Service - Design & Contract Administration for
Brock Rd. Clean Water Collector Pipe Page 2
clean water collector (CWC) pipe. In order to develop lands within the Mixed Use Corridor on
the west side of Brock Road, north of Dersan Street, the developer is required to extend the CWC pipe to the north limit of their lands. The first leg is being installed with the construction of the Jerry Coughlin Health & Wellness Centre at the corner of Brock Road and Dersan Street. As the timing of the development of the majority of the remaining lands that benefit from the
CWC pipe is not known, and with the construction of the fire hall in 2021-2022, the need for the
CWC pipe is critical. The costs associated with the construction of the CWC pipe will be shared by all of the benefitting land owners when their lands are developed. The Trustee for the Duffin Heights Landowners Group will ensure that each landowner pays their proportionate share of the costs incurred by the constructing landowner, being the City of Pickering. As a
condition of approval of development, each landowner must receive a clearance letter from the
Trustee indicating that their proportionate share of the costs have been paid.
City staff contacted three engineering consulting firms who have provided services in the Duffin Heights neighbourhood, and are familiar with the servicing needs, and requested that they submit a proposal to undertake the design, tender specifications and contract
administration of the CWC pipe. Staff are recommending that Stantec Consulting Ltd. be
retained to provide these services at a total cost of $88,479.00 (HST included). In accordance with Purchasing Policy Item 10.03 (c), as the assignment is above $50,000.00, Council approval is being sought for this purchase.
Financial Implications:
1. Proposal Amount
Stantec Consulting Ltd. Fee Proposal $78,300.00 HST (13%) 10,179.00
Total Gross Proposal Amount $88,479.00
ENG 18-21 June 28, 2021
Subject: Consulting Service - Design & Contract Administration for
Brock Rd. Clean Water Collector Pipe Page 3
2. Estimated Project Cost Summary
Stantec Consulting Ltd. Fee Proposal $78,300.00
Associated Costs Tasks on a Time Basis (estimate) 7,830.00 Contingency (10%) 7,830.00 MECP fee for Environmental Compliance Approval 4,500.00
Sub Total – Costs $98,460.00
HST (13%) 12,800.00 Total Gross Project Cost $111,260.00 HST Rebate (11.24%) (11,067.00) Total Net Project Costs $100,193.00
3. Approved Source of Funds – 2016 Fire Services Capital Budget
Expense Codes Source of Funds Budget Available Required
5340.1601.6420 Reserve-DC’s City’s Share $10,750.00 $3,058.00 $2,505.00
5340.1601.6460 DC Reserve Fund – 419,250.00 119,252.00 97,688.00 Protection Services Total $430,000.00 $122,310.00 $100,193.00
Net Project Cost under (over) Approved Funds $22,117.00
The amount of $122,310.00 that is available in accounts 5340.1601.6420 and 5340.1601.6460 combined will be required for the consulting fees related to the design and construction of the CWC pipe. For ease of tracking, all costs will be allocated to the main account
5340.1601.6460, and will be funded at the funding ratio of 2.5% from DC’s City’s Share
Reserve and 97.5% from DC Reserve Fund-Protection Services.
The consultant will calculate the amount that is recoverable from other benefitting developers. The costs to construct the CWC pipe will be estimated upon completion of the design. When the project is tendered in fall 2021, and the construction costs are known, City staff will request
2022 pre-budget approval in order to construct the CWC pipe.
Discussion: As outlined in the Environmental Servicing Plan (ESP) prepared for the
Duffin Heights neighbourhood in 2010, the proposed stormwater management plan involves a diversion of approximately 35.7 hectares of drainage away from Urfe Creek West Tributary Branch 1 located on the east side of Brock Road. Due to the diversion of drainage, special consideration is required to ensure that the surface water balance to the tributary is still
ENG 18-21 June 28, 2021
Subject: Consulting Service - Design & Contract Administration for
Brock Rd. Clean Water Collector Pipe Page 4
maintained. In order to accomplish this, the construction of a CWC pipe on Brock Road from
Dersan Street to the northern limits of the neighbourhood (lands north of and including the fire hall lands) is required. The CWC pipe will convey the required flows from the Mixed Use Corridor on the west side of Brock Road to the Urfe Creek West Tributary Branch 1.
Design of the new fire station at the northwest corner of Zents Drive and Brock Road
commenced in the summer of 2016. At the time, Durham Region was undertaking various
works along Brock Road, including widening and extending existing infrastructure from Third Concession Road to Dersan Street. The City funded additional work, awarded to the Region’s contractor performing the work on Brock Road, to extend the sanitary sewer to service the future fire station site on Zents Drive. The construction of the CWC pipe was deferred as it was
anticipated that other land owners along Brock Road corridor would develop their lands prior to
the start of construction of the new fire station. The expected development has not occurred, with the exception of the Jerry Coughlan Health & Wellness Centre which is underway.
Construction of Fire Station #1 and Headquarters building is now underway and provision of the CWC pipe is now critical. Staff require use of the balance of funds that are available from accounts 5340.1601.6420 and 5340.1601.6460 to complete the design, tender preparation,
contract administration, and other associated costs related to the CWC pipe. Construction of the CWC pipe will be tendered in fall 2021 to ensure that the infrastructure can be in place in a timely manner for connection of the new fire station. Construction of the fire station began in May 2021 and is expected to take approximately 18 months to complete. Due to the timelines for design, and to secure required approvals, staff anticipate tendering construction of the
CWC in fall 2021, subject to 2022 pre-budget approval, to be able to complete this work as soon as possible.
Costs incurred for design and construction of the CWC pipe will be recoverable from the Duffin Heights Landowners Group, of which the City’s share will be calculated by the consultant and submitted to the Trustee for the Duffin Heights Landowners Group for approval.
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.
City staff contacted three engineering consulting firms who have provided services in the Duffin Heights neighbourhood, and are familiar with the servicing needs, and requested they submit a proposal to undertake the design, tender specifications and contract administration of the CWC pipe. Upon review of the proposals submitted, staff are recommending that Stantec
Consulting Ltd. be retained to provide these services at a total cost of $88,479.00 (HST included).
ENG 18-21 June 28, 2021
Subject: Consulting Service - Design & Contract Administration for
Brock Rd. Clean Water Collector Pipe Page 5
The total gross project cost which includes the consulting fees and other associated costs, is
estimated at $111,260.00 (HST included) and the total net project cost is estimated at $100,193.00 (net of HST rebate).
Attachment:
1. Location Map
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By:
Paal Helgesen, P. Eng. Vince Plouffe (Acting) Division Head, Water Resources Manager, Facilities Capital Projects
& Development Services
Original Signed ByL
Richard Holborn, P. Eng. Director, Engineering Services
Original Signed By:
Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer
Original Signed By:
Ray Rodrigues, CPPB
ENG 18-21 June 28, 2021
Subject: Consulting Service - Design & Contract Administration for
Brock Rd. Clean Water Collector Pipe Page 6
Manager, Supply & Services
PH:ph
Recommended for the consideration
of Pickering City Council
Original Signed By:
Marisa Carpino, M.A. Chief Administrative Officer