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HomeMy WebLinkAboutENG 06-24Report to Executive Committee Report Number: ENG 06-24 Date: May 6, 2024 From: Richard Holborn Director, Engineering Services Subject: Rouge Stormwater Management Pond Sediment Cleanout - Request for Tender No. T2024-1 - File: A-1440 Recommendation: 1. That Request for Tender No. T2024-1 for Rouge Stormwater Management Pond Sediment Cleanout as submitted by Cardan Demolition & Excavation Inc. in the total tendered amount of $521,898.13 (HST included) be accepted; 2. That Council approve the hiring of T.Y.Lin International Canada Inc. as a consultant, in the amount of $75,650.00 (HST excluded) to undertake contract administration and construction supervision of Request for Tender No. T2024-1 for Rouge Stormwater Management Pond Sediment Cleanout in accordance with Purchasing Policy 10.03 (c), as the assignment is above $50,000.00; 3. That the total gross project cost of $670,011.00 (HST included), including the tendered amount, consulting cost, a contingency and other associated costs, and the total net project cost of $603,366.00 (net of HST rebate) be approved; 4. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $603,366.00 as approved in the 2023 Capital Budget to be funded by a transfer from the SWM Reserve Fund; 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 purpose of this report is to obtain authority to award Request for Tender No. T2024-1 for Rouge Stormwater Management (SWM) Pond Sediment Cleanout to Cardan Demolition & Excavation Inc. In 2023, T.Y.Lin International Canada Inc. (TYLin) was retained to undertake the detailed design and approvals for the Rouge SWM Pond Sediment Cleanout project. Staff recommend continuing with TYLin to undertake the contract administration, construction supervision and certification of works associated with Request for Tender No. T2024-1 Rouge SWM Pond Sediment Cleanout project as set out in fee proposal dated January 9, 2024 in the amount of $75,650.00 (HST excluded). Request for Tender No. T2024-1 was advertised on Bids & Tenders on Tuesday, February 6, 2024 and closed on Friday, March 8, 2024 with 18 bidders responding. The lowest compliant ENG 06-24 May 6, 2024 Subject: Rouge Stormwater Management Pond Sediment Cleanout Request for Tender No. T2024-1 Page 2 bid of $521,898.13 (HST included) submitted by Cardan Demolition & Excavation Inc. is recommended for approval. The total gross project cost which includes the tendered amount, a construction contingency, and other associated costs is estimated at $670,011.00 (HST included) with an estimated total net project cost of $603,366.00 (net of HST rebate). Financial Implications: 1. Tender Amount Request for Tender No. T2024-1 $461,856.75 HST (13%) 60,041.38 Total $521,898.13 2. Estimated Project Costing Summary Request for Tender No. T2024-1 – Tender for Rouge SWM Pond Sediment Cleanout $461,857.00 Associated Costs Contract Administration and Construction Supervision 75,650.00 Construction Contingency (12%) 55,423.00 Sub Total – Costs $592,930.00 HST (13%) 77,081.00 Total Gross Project Cost $670,011.00 HST Rebate (11.24%) (66,645.00) Total Net Project Cost $603,366.00 3. Approved Source of Funds Expense Code Source of Funds Approved Budget Required C10525.2301.01 – 504550 SWM Reserve Fund $1,250,000.00 $603,366.00 Total $1,250,000.00 $603,366.00 Net project cost (over) under approved funds $646,634.00 Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Lead & Advocate for Environmental Stewardship, Innovation & Resiliency. ENG 06-24 May 6, 2024 Subject: Rouge Stormwater Management Pond Sediment Cleanout Request for Tender No. T2024-1 Page 3 Discussion: The purpose of this report is to obtain authority to award Request for Tender No. T2024-1 for Rouge Stormwater Management (SWM) Pond Sediment Cleanout to Cardan Demolition & Excavation Inc. The City of Pickering hired T.Y.Lin International Canada Inc. (TYLin), formerly known as The Municipal Infrastructure Group Ltd., in June 2019 to undertake the Stormwater Management Facilities Asset Management Plan (AMP). The project was awarded through RFP-3-2019. The AMP has identified the Rouge SWM Pond as the first priority for the City’s maintenance works plan and, based on the pond’s deteriorated state and a cost analysis, the AMP has recommended a maintenance and cleanout option for the Rouge SWM Pond restoration. Staff recommended the Rouge SWM Pond Sediment Cleanout project in the 2023 Capital Budget, with the intent of proceeding with design and approvals in 2023, followed by construction in 2024. The Rouge SWM Pond was constructed in 1993 to provide water quality and quantity control for a 27 hectare drainage area, according to the applicable criteria at the time. The Rouge SWM Pond services the Bramalea Subdivision which is located northwest of the intersection of Twyn Rivers Drive and Woodview Avenue, as shown on the Location Map (Attachment 1). Currently, the southern wet cell portion of the Rouge SWM Pond is full of accumulated sediment and requires cleanout. Additionally, the hickenbottom outlet control structure is clogged resulting in an elevated permanent pool and reduced overall performance. The Rouge SWM Pond no longer meets the minimum water quality objectives according to the Ministry of the Environment, Conservation and Parks guidelines, and the City of Pickering’s Stormwater Management Design Guidelines. Request for Tender No. T2024-1 was advertised on Bids & Tenders on Tuesday, February 6, 2024 and closed on Friday, March 8, 2024 with 18 companies responding. The lowest compliant bid of $521,898.13 (HST included) submitted by Cardan Demolition & Excavation Inc. is recommended for approval. The total gross project cost which includes the tendered amount, a construction contingency, and other associated costs is estimated at $670,011.00 (HST included) with an estimated total net project cost of $603,366.00 (net of HST rebate). In 2023, TYLin completed the detailed design and approvals for the Rouge SWM Pond Sediment Cleanout project. Staff recommend continuing with TYLin to undertake the contract administration, construction supervision and certification of works associated with Request for Tender No. T2024-1 Rouge SWM Pond Sediment Cleanout project as set out in fee proposal dated January 9, 2024 in the amount of $75,650.00 (HST excluded). The hiring of TYLin and its team of sub-consultants, represents good value as they have the necessary project history, specifically the technical and existing conditions information of the Rouge SWM Pond Sediment Cleanout project, knowledge and expertise. Further, 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: ENG 06-24 May 6, 2024 Subject: Rouge Stormwater Management Pond Sediment Cleanout Request for Tender No. T2024-1 Page 4 (c)above $50,000 is subject to the additional approval of Council. The initiating Director shall submit the Report to Council to obtain approval. All required pre-conditions of award have been received and approved. Upon careful examination of all tenders received, the Engineering Services Department recommends acceptance of the lowest compliant bid submitted by Cardan Demolition & Excavation Inc. for Request for Tender No. T2024-1 in the amount of $521,898.13 (HST included), and that the total net project cost of $603,366.00 (net of HST rebate) be approved. Attachment: 1.Location Maps Prepared By: Approved/Endorsed By: David Lo, CPT, C.E.T. Richard Holborn, P. Eng. Senior Coordinator, Infrastructure Design Director, Engineering Services Bob Trajceski, M.Eng., P.Eng., PMP Stan Karwowski, MBA, CPA, CMA Senior Water Resources Engineer Director, Finance & Treasurer Cathy Bazinet, CPPB, NIGP-CPP Manager, Procurement DL:mjh Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original signed by:Original signed by: Original signed by:Original signed by: Original signed by: Original signed by: Attachment 1 to Report ENG 06-24