HomeMy WebLinkAboutENG 12-22Report to
Executive Committee
Report Number: ENG 12-22
Date: May 2, 2022
From: Richard Holborn
Director, Engineering Services
Subject: Pine Creek Erosion Assessment Municipal Class EA Study
- Consulting and Professional Services
- File: A-1440
Recommendation:
1.That Council approve the hiring of Aquafor Beech Ltd. for consulting and professional
services for the preparation of the Pine Creek Erosion Assessment Municipal Class
Environmental Assessment (EA) Study, in accordance with Purchasing Policy Item 10.03
(c), as the assignment is above $50,000.00;
2.That the fee proposal submitted by Aquafor Beech Ltd. for consulting and professional
services for the preparation of the Pine Creek Erosion Assessment Municipal Class EA
Study, in the amount of $84,976.00 (HST included) be accepted;
3.That the total gross project cost of $110,876.00 (HST included), including the fee amount
and other associated costs, and the total net project cost of $99,847.00 (net of HST
rebate) be approved;
4.That Council authorize the Director, Finance & Treasurer to finance the total net project
cost of $99,847.00 as follows:
a)the sum of $86,867.00 as approved in the 2022 Current Budget, to be funded from
Property Taxes;
b)the sum of $12,980.00 as approved in the 2022 Current Budget, to be funded by a
transfer from the Development Charges Reserve Fund – Stormwater
Management; 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: The Frenchman’s Bay Stormwater Management Master Plan
(Master Plan) dated April 2009 identified several erosion control projects to address long-
standing concerns, regarding the ongoing decline in the water quality in Frenchman’s Bay and
its tributary watersheds. The only erosion control project, identified in the Master Plan for the
Pine Creek watershed that required restoration works, was the Pine Creek Outfall Channel
Restoration project. In 2015, following recommendations provided in the Master Plan, the
design for the channel restoration project was awarded to Aquafor Beech Ltd., through the
Request for Proposal (RFP) evaluation and selection process, for Consulting and Professional
ENG 12-22 May 2, 2022
Subject: Pine Creek Erosion Assessment Municipal Class EA Study
- Consulting and Professional Services Page 2
Services. The project was completed in accordance with the requirements for Schedule B
projects, as per the Municipal Class EA process. The restoration works were completed in
2017.
Since the completion of the outfall channel restoration works along the Mountcastle Castle
tributary, some residents whose properties are adjacent to the main tributary of the Pine Creek
valley, have contacted City staff with their concerns related to the erosion along the creek
banks. Through site visits, the City staff observed undermining and erosion of the creek
channel, upstream and downstream of the recently restored channel. It appears that the
stability and erosion conditions of the creek banks have declined since the initial erosion
assessment, completed as a part of the Master Plan in 2009.
The Pine Creek Erosion Assessment Study is required to complete a geomorphic assessment
of the creek and to provide a rehabilitation works plan for a long-term stability of the channel
corridors. Engineering Services Department staff requested a fee proposal from Aquafor
Beech Ltd. for the Pine Creek Erosion Assessment Study due to their project history with the
Pine Creek Outfall Channel Restoration project, their knowledge and expertise, and on the
basis that good value would be achieved since they have all the background information from
the previous assignment.
In accordance with Purchasing Policy 10.03 (c), where the project or annual cost of a
consulting or professional service assignment is expected to be more than $50,000.00 and the
initiating Director intends to acquire the services without obtaining written proposals, the
Director shall submit a Report to Council to obtain approval to engage the services of a
particular consultant. Staff are recommending Council approval of the fee proposal submitted
by Aquafor Beech Ltd. for Consulting and Professional Services for the Pine Creek Erosion
Assessment Municipal Class EA Study, in the amount $84,976.00 (HST included).
Financial Implications:
1. Proposal Amount
Aquafor Beech Ltd. Fee Proposal $75,200.00
HST (13%) 9,776.00
Total Gross Proposal Amount $84,976.00
ENG 12-22 May 2, 2022
Subject: Pine Creek Erosion Assessment Municipal Class EA Study
- Consulting and Professional Services Page 3
2. Estimated Project Cost Summary
Aquafor Beech Ltd. Fee Proposal $75,200.00
Associated Costs
Miscellaneous and TRCA fees 14,000.00
Contingency (10%) 8,920.00
Sub Total – Costs $98,120.00
HST (13%) 12,756.00
Total Gross Project Cost $110,876.00
HST Rebate (11.24%) (11,029.00)
Total Net Project Costs $99,847.00
3. Approved Source of Funds – 2022 Current Budget
Expense Code Source of Funds Budget Required
502230.10510
502230.10510
Property Taxes
DC – Stormwater
Management Reserve
Fund
$87,000.00
13,000.00
$86,867.00
12,980.00
Total $100,000.00 $99,847.00
Net Project Cost under (over) Approved Funds $153.00
The Pine Creek Erosion Assessment was approved in the Water Resources & Development
Services 2022 Current Budget Consulting & Professional account 502230.10510, in the
amount of $100,000.00.
Discussion: On April 19, 2010, Council endorsed the Frenchman’s Bay
Stormwater Management Master Plan (Master Plan) dated April 2009 and authorized City staff
to implement the recommendations of the Master Plan, subject to budget and further Council
approval for individual projects (Resolution #72/10). The overall goal of the Master Plan is as
follows:
“To address long-standing concerns regarding the ongoing decline in the quality of the
Frenchman’s Bay ecosystem by seeking means to control the quantity and quality of storm
runoff entering the local creeks and the Bay itself.”
The recommended Master Plan consists of a suite of projects, programs and policies designed
to address issues related to flooding, erosion and poor water quality in Frenchman’s Bay and
its’ tributary watersheds. The Master Plan identified an erosion control project within the Pine
Creek watershed requiring restoration of the outfall channel at the Mountcastle Crescent
tributary of Pine Creek.
ENG 12-22 May 2, 2022
Subject: Pine Creek Erosion Assessment Municipal Class EA Study
- Consulting and Professional Services Page 4
In 2015 the Pine Creek Outfall Channel Restoration project was awarded to Aquafor Beech
Ltd., through the Request for Proposal (RFP) evaluation and selection process, for Consulting
and Professional Services. The project was completed in accordance with the requirements for
Schedule B projects, as per the Municipal Class EA process. The restoration works were
completed in 2017.
Since the completion of the outfall channel restoration works along the Mountcastle Crescent
tributary, some residents, including property owners whose properties are adjacent to the main
tributary of the Pine Creek valley, have contacted City staff with their concerns related to the
erosion along the creek banks. Through site visits, the City staff observed undermining and
erosion of the creek channel, upstream and downstream of the recently restored channel. It
appears that the stability and erosion conditions of the creek banks has declined since the
initial erosion assessment, completed as a part of the Master Plan in 2009.
The Pine Creek Erosion Assessment Study is required to complete a geomorphic assessment
of the creek and provide a rehabilitation works plan for a long-term stability of the channel
corridors. The Pine Creek Erosion Assessment Study will be undertaken as a Schedule B
project, in accordance with the Municipal Class EA process, including the completion of the
Phases 1 and 2 of the planning processes.
Aquafor Beech Ltd. is recommended to complete the Pine Creek Erosion Assessment
Study
Aquafor Beech Ltd. and its team of sub-consultants were previously hired by the City to
undertake the Pine Creek Outfall Channel Restoration Municipal Class EA project and the
Amberlea Creek Erosion Control project, which included geomorphic assessment of creek
channels and detailed design of restoration works. City staff had an excellent experience with
Aquafor Beech Ltd. throughout both projects, which were completed within the expected
timelines and under budget. The hiring of Aquafor Beech Ltd. and its team of sub-consultants,
represents good value as they have the necessary project history, their knowledge and
expertise.
In accordance with Purchasing Policy Item 10.03 (c), 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.
Staff are recommending approval of the fee proposal submitted by Aquafor Beech Ltd. for
Consulting and Professional Services for the Pine Creek Erosion Assessment Municipal Class
EA Study in the amount $$84,976.00 (HST included). It is also recommended that the total
gross project cost of $110,876.00 (HST included) which includes the consulting fees and other
associated costs, and a net project cost of $99,847.00 (net of HST rebate) be approved.
ENG 12-22 May 2, 2022
Subject: Pine Creek Erosion Assessment Municipal Class EA Study
- Consulting and Professional Services Page 5
Attachment:
1. Location Map
Prepared By: Approved/Endorsed By:
Original Signed by: Original Signed by:
Irina Marouchko, P.Eng. Richard Holborn, P.Eng.
Senior Water Resources Engineer Director, Engineering Services
Original Signed by: Original signed by:
Cathy Bazinet Stan Karwowski, MBA, CPA, CMA
Manager, Procurement Director, Finance & Treasurer
IM:mjh
Recommended for the consideration
of Pickering City Council
Original signed by:
Marisa Carpino, M.A.
Chief Administrative Officer