HomeMy WebLinkAboutCS 21-24Report to Council
Report Number: CS 21-24
Date: June 24, 2024
From: Laura Gibbs Director, Community Services
Subject: Indoor Pickleball - Pickering Soccer Centre
- File: A-1440-001
Recommendation:
1. That a Request for Quotation No. RFQQ2024-21 for Soccer Dome Floor replacement as submitted by Gym-Con Ltd. in the amount of $223,300.00 (HST excluded) be received;
2. That the total gross project cost of $277,562.00 (HST included) and the total net project cost of $249,953.00 (net of HST rebate) be approved;
3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $249,953.00 as approved in the 2023 & 2024 Capital Budgets as follows:
a) The sum of $188,920.00 available from the previously approved 2023 Capital Budget be increased to $199,953.00 to be funded from the Rate Stabilization Reserve;
b) The sum of $50,000.00 to be funded from Property Taxes as approved in the 2024
Capital Budget; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in the report.
Executive Summary: The purpose of this report is to award Quotation No RFQQ2024-21 for the removal of the existing floor and replacement with a Pulastic floor that is better suited for Pickleball at the Pickering Soccer Centre.
Robbins Inc. is a Vendor of Record with Canoe Procurement Group, a collaborative agency
which the City is a member of, and therefore, meets the criteria of a Cooperative Purchase as per Section 13.01 of the Purchasing Policy. Gym-Con is the authorized Robbins Inc. dealer under Canoe Procurement Group contract # 031022-RBI.
In accordance with the Purchasing Policy, Item 13.01, the Manager may enter into
arrangements with municipalities, local boards and other public bodies on a cooperative or
joint venture basis where there are economic advantages and where the best interests of the City would be served. The purchase of the indoor flooring through this process meets this criteria.
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Subject: Indoor Pickleball Page 2
Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advocate for an Inclusive, Welcoming, Safe &
Healthy Community.
Financial Implications: 1. Tender Amount
RFQQ2024-21 $223,300.00
HST (13%) Total Gross Tender Cost
29,029.00 $252,329.00
2. Estimated Project Costing Summary
RFQQ2024-21 $223,300.00
Contingency 22,330.00 Total Project Cost $245,630.00
HST (13%) 31,932.00
Total Gross Project Costs $277,562.00
HST Rebate (11.24%) (27,609.00) Total Net Project Cost $249.953.00
3. Approved Source of Funds
Approved Code Source of Funds Funds Available Funds Required
C10220.2214 Rate Stabilization Reserve $188,920.00 $199,953.00
C10220.2214 Property Taxes 50,000.00 50,000.00 Total Funds $238,920.00 $249,953.00
Project Cost under (over) approved funds by ($11,033.00)
The Soccer Dome Enhancement Project approved per Report FIN 14-22 has approximately
$238,920.00 remaining in uncommitted funds from the upgrade Capital Budget (C10220.2214) for the Indoor Soccer Facility, which includes the additional $50,000.00 added as part of the 2024 Capital Budget. When including a 10 percent contingency to the project cost, it is recommended that the over expenditure of approximately $11,033.00 be funded from the Rate
Stabilization Reserve.
There is an opportunity for the City to sell the existing (old) flooring. The City would use GovDeals online auction services to dispose of or sell the flooring. The City uses GovDeals to sell old equipment, vehicles and furniture. A preliminary estimate for the sale of the used
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Subject: Indoor Pickleball Page 3
flooring could exceed $25,000.00. The proceeds from the sale of the flooring will be attributed to the project and, therefore, the project should be viewed as being under budget.
Discussion: The purpose of this report is to award Quotation No RFQQ2024-21 for the removal of the existing court floor and replacement with a Pulastic floor that is better suited for
pickleball play at the Pickering Soccer Centre.
At the Council meeting of November 22, 2021, Council received Correspondence 57-21 regarding a Pickering Pickleball Petition and passed Resolution #727/21 directing staff,
through the CAO, to report back to Council by January 24, 2022, regarding the options
available to accommodate indoor Pickleball along with the associated financial obligations.
On January 24, 2022, Council received Report CS 02-22 that provided an update on indoor pickleball options. The Pickering Soccer Centre was identified as a good location to expand indoor pickleball by retrofitting the existing space.
On January 16 and 17, 2022, the City received 55 centimeters of snow that resulted in the collapse of the dome that forms the building shell of the Pickering Soccer Centre. This presented an opportunity to incorporate indoor pickleball courts into the reconstruction of the dome.
At the Special Council meeting on August 18, 2022, Council received Report FIN 14-22 that outlined the plan to replace the dome. Resolution #972/22 provided direction to staff to change
the soccer pitch field configuration to construct a permanent hard surface court that will accommodate four pickleball courts, futsal courts and a mobile stage. The four pickleball
courts were intended to be available for eight hours per day, five days per week resulting in approximately 6,720 additional pickleball court hours per year.
In consultation with the Pickering Football Club (PFC) that holds a lease to operate the facility, a hard court, that is roughly 72-0” feet (~22.0 m) by 196’-0” (~52.5 m), was constructed to
accommodate pickleball, futsol and volleyball. Following the restoration of the dome, staff received feedback from pickleball players that the hard surface court flooring resulted in unusual ball bounce, resulting in a sub-optimal experience for pickleball play.
At the Council meeting on February 26, 2024, Council received Report CS 01-24 (Resolution
#415-24) providing an update on indoor pickleball solutions. Staff reported that the increased
demand for court space and court times exceeded the indoor pickleball court facilities available within the City of Pickering. Improvements to court flooring at the Pickering Soccer Centre were recommended, to enable six indoor pickleball courts to be available for use as early as
Fall 2024.
For this reason, staff recommend replacing the existing court floor with a product that has been used for the sport and will be suitable for a domed facility. Subject to Council’s approval, the replacement flooring product will be ordered and installed during summer 2024 and is
expected to be available for public use in September 2024.
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A. Consideration of Replacement Floor Products
Providing a multisport flooring solution in the dome presents a challenge due to the large volume
of unconditioned outdoor air that must be circulated through the building to maintain inflation of the dome. Normally, in a gymnasium, a sprung wood floor would be ideal, but is not practical in
this case because of the high levels of humidity.
Alternative flooring products were considered during the restoration of the soccer dome, but none could meet the schedule and delivery timelines save the Maple Select product by Sport Court, which had been recommended by PFC. It proved to be excellent for futsal and volleyball,
but could not handle the weight of movable basketball nets and their heavy bases. The plastic floor tiles could occasionally result in unusual bounce making it difficult for pickleball play.
As an alternative flooring, PFC have researched and recommended using the Pulastic Classic
110 poured rubber flooring product, manufactured by Robbins Inc. A variety of Pulastic
products have been installed throughout the province and are in use at various facilities for
pickleball. Specifically, it has been installed at the Saskatoon Pickleball Association’s local indoor venue. In researching flooring options, and discussions with Gym-Con, who are the Ontario distributor of this product, it was determined that the Pulastic Classic 110 is the best
and appropriate floor for a dome environment. The Pulastic floor base thickness will match the existing floor thickness, avoiding any change in floor elevation. This would avoid creating trip hazards at existing doors and thresholds and eliminate the need to reset existing net post anchors at a cost savings of approximately $20,000.00.
B. Consultation with the Pickering Football Club and Pickering Pickleball Club informed this recommendation.
Representatives of PFC, First Pickleball Club and the City recently visited William Burgess Elementary School in Toronto, which has had the Pulastic Classic 110 product installed in their
gymnasium for over three years. Custodial staff reported no issues, and the floor was found to be in excellent condition, even after being subjected to heavy daily use. The two representatives from the Pickering Pickleball Club took on several test rallies using both indoor and outdoor pickleballs and found the bounce and performance of the surface to be good and
suitable for play. Mike Garvey, the President of the Pickering Pickleball Club later agreed by email that the Pulastic floor is suitable for pickleball.
Robbins Inc. is a Vendor of Record with Canoe Procurement Group, a collaborative agency
which the City is a member of, and therefore, meets the criteria of a Cooperative Purchase as
per Section 13.01 of the Purchasing Policy. Gym-Con is the authorized Robbins Inc. dealer
under Canoe Procurement Group contract # 031022-RBI.
After careful review of the quotation received, staff recommend the acceptance of Quotation No. RFQQ2024-21 submitted by Gym-Con and that the total net project cost of $249,953.00
(net HST rebate) be approved.
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Subject: Indoor Pickleball Page 5
Attachment: None.
Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Laura Gibbs, MBA, MSc. Cathy Bazinet, CPPB, NIGP-CPP
Director, Community Services Manager, Procurement
Original Signed By
Vince Plouffe, OAA, MRAIC
(Acting) Director, Operations
Original Signed By
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
LG:snc
Recommended for the consideration of Pickering City Council
Original Signed By
Marisa Carpino, M.A. Chief Administrative Officer