HomeMy WebLinkAboutENG 15-24Report to
Council
Report Number: ENG 15-24
Date: August 28, 2024
From: Richard Holborn
Director, Engineering Services
Subject: Beachfront Park Master Plan (Phase 1 implementation) and
Alex Robertson Park Gravel Parking Lot
- Request for Tender No. T2024-7
- File: A-1440
Recommendation:
1. That Request for Tender No. T2024-7 for the Beachfront Park Master Plan, Phase 1
Implementation and the Alex Robertson Park Gravel Parking Lot as submitted by
Rutherford Contracting Ltd., in the total tendered amount of $9,500,217.36 (HST
included) be accepted;
2. That Council approve the hiring of The MBTW Group as a consultant, in the amount of
$146,142.00 (HST included) to undertake contract administration and construction
inspection of Request for Tender No. T2024-7 for the Beachfront Park Master Plan,
Phase 1 implementation in accordance with Purchasing Policy 10.03 (c), as the
assignment is above $50,000.00;
3. That the total gross project cost of $11,211,835.00 (HST included) for the Beachfront
Park Master Plan, Phase 1 Implementation, including the tendered amount, a
contingency and other associated costs, and the total net project cost of $10,096,605.00
(net of HST rebate) be approved;
4. That Council authorize the Director, Finance & Treasurer to finance the total net project
cost $10,096,605.00 for the Beachfront Park Master Plan, Phase 1 Implementation of as
follows:
a) The sum of $5,048,303.00 available budget in capital project C10320.2206 as
approved in the 2024 Parks Capital Budget to be funded by a transfer of funds from
the Casino Reserve;
b) The sum of $5,048,302.00 available budget in capital project C10320.2206 as
approved in the 2024 Parks Capital Budget to be funded by a transfer of funds from
the Development Charges Parks & Recreation Reserve Fund;
5. That the total gross project cost of $456,378.00 (HST included) for the Alex Robertson
Park Gravel Parking Lot, including the tendered amount, a contingency and other
associated costs, and the total net project cost of $410,982.00 (net of HST rebate) be
approved;
ENG 15-24 August 28 2024
Subject: Beachfront Park Master Plan (Phase 1 Implementation) and Page 2
Alex Robertson Park Gravel Parking Lot
6. That Council authorize the Director, Finance & Treasurer to finance the total net project
cost $410,982.00 for the Alex Robertson Park Gravel Parking Lot of as follows:
a) The sum of $100,200.00 available budget in capital project C10572.2408 as approved
in the 2024 Parks Capital Budget be increased to $205,491.00 and be funded by a
transfer of funds from the Development Charges City’s Reserve Fund;
b) The sum of $100,200.00 available budget in capital project C10572.2408 as approved
in the 2024 Parks Capital Budget be increased to $205,491.00 and be funded by a
transfer of funds from the Development Charges Parks & Recreation Reserve Fund;
7. That Council direct the Chief Administrative Officer to provide operational and financial
project updates based on the following schedule of Q1 2025, and upon completion Q3
2025; and,
8. 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 Council approval for the award
of the Beachfront Park Master Plan Phase 1 implementation which encompasses the area
between Lake Ontario and Hydro Marsh, from Millennium Square to Alex Robertson Park.
Work in this area includes the construction of an elevated walkway and cycling route, viewing
platforms overlooking Hydro Marsh, barrier free access ramps from the elevated structure to
the beach, site lighting and furniture, and additional Lake Ontario shoreline protection work
from the existing water play area to the west side of Millennium Square. Work also includes the
construction of a gravel parking lot in Alex Robertson Park which will initially act as the
construction staging area for the Beachfront Park work.
Construction of this project must commence in early September 2024, particularly any
shoreline and in-water work within Hydro Marsh which is a Provincially Significant Wetland.
Any in-water work beyond September 30th must be undertaken using isolation measures such
as a turbidity curtain, to prevent any harm to fish and other aquatic wildlife that may live within
this habitat. Installation of the helical piles to support the elevated viewing platforms within this
area must be completed prior to September 30th or turbidity curtains must be installed, and fish
and wildlife salvage and relocation from this area must be completed prior to that date to
permit work in this area to proceed at a later time. As such, approval of this project is required
in advance of the September Council meeting. Staff has set a project completion date for this
contract of June 20, 2025, so that the waterfront trail and beach can reopen for public use for
the summer of 2025.
As part of the 2024 Parks Capital Budget, $10,100,000.00 was approved for the
implementation of the first phase of the redevelopment of Beachfront Park. This budget
amount includes funds for construction, contract administration and construction inspection
services.
ENG 15-24 August 28 2024
Subject: Beachfront Park Master Plan (Phase 1 Implementation) and Page 3
Alex Robertson Park Gravel Parking Lot
As part of the 2024 Parks Capital Budget $200,400.00 was approved for the construction of a
gravel parking lot in Alex Robertson Park. This budget amount includes funds for the design,
construction, and contract administration and construction inspection services. Additional funds
are required for this portion of the project and are proposed to be taken from the same source
of funding as approved in the Capital Budget.
In 2022, The MBTW Group was retained to undertake the detailed design and tender
documents for the Beachfront Park Master Plan Implementation project. Staff recommend
continuing with The MBTW Group to undertake the contract administration, construction
inspection services, and certification of works associated with Request for Tender No. T2024-7
Beachfront Park Master Plan Phase 1 project as set out in fee proposal dated August 12, 2024
in the amount of $146,143.00 (HST included).
Request for Tender No. T2024-7 was posted to Bids & Tenders on July 4, 2024 and closed on
August 7, 2024. Five contractors who were previously prequalified for the project were invited
to bid on this tender and four of them responded with a bid. The lowest compliant bid of
$9,500,217.36 (HST included) submitted by Rutherford Contracting Ltd. is recommended for
approval. The total gross project cost for the Beachfront Park Master Plan (Phase 1
Implementation) which includes the tendered amount, a construction contingency, contract
administration, construction inspection services, and Indigenous public artwork and interpretive
signage is estimated at $11,211,835.00 (HST included) with an estimated total net project cost
of $10,096,605.00 (net of HST rebate). The total gross project cost for the Alex Robertson
Park Gravel Parking Lot, which includes the tendered amount, a construction contingency, and
design & contract administration consultation services is estimated at $456,378.00 (HST
included) with an estimated total net project cost of $410,982.00 (net of HST rebate). The total
net project cost for the two projects combined is estimated at $10,507,587.00 (net of HST
rebate).
Relationship to the Pickering Strategic Plan: The recommendations in this report
respond to the Pickering Strategic Plan Priorities of Advocate for an Inclusive, Welcoming,
Safe & Healthy Community; and Lead & Advocate for Environmental Stewardship, Innovation
& Resiliency.
Financial Implications:
1. Tender Amount
Request for Tender No. T2024-7
Beachfront Park Master Plan (Phase 1 Implementation) (C10320.2206)
Alex Robertson Park Gravel Parking Lot (C10572.2408)
Subtotal
$8,093,873.00
313,399.00
8,407,272.00
HST (13%) 1,092,945.36
Total Gross Tender Amount $9,500,217.36
ENG 15-24 August 28 2024
Subject: Beachfront Park Master Plan (Phase 1 Implementation) and Page 4
Alex Robertson Park Gravel Parking Lot
2. Estimated Project Cost Summary – Beachfront Park Master Plan (Phase 1)
Request for Tender No. T2024-7
Beachfront Park Master Plan (Phase 1 Implementation)
$8,093,873.00
Associated Costs
Contract Administration & Construction Inspection Services
Indigenous Public Artwork and Interpretive Signage
129,330.00
80,000.00
Contingency (20% of Tender No. T2024-7) 1,618,775.00
Sub Total – Costs $9,921,978.00
HST (13%) 1,289,857.00
Total Gross Project Cost $11,211,835.00
HST Rebate (11.24%) (1,115,230.00)
Total Net Project Cost $10,096,605.00
3. Estimated Project Cost Summary – Alex Robertson Park Gravel Parking Lot
Request for Tender No. T2024-7
Alex Robertson Park Gravel Parking Lot $313,399.00
Associated Costs
Design & Contract Administration Consulting Services
27,795.00
Contingency (20% of Tender No. T2024-7 ) 62,680.00
Sub Total – Costs $403,874.00
HST (13%) 52,504.00
Total Gross Project Cost $456,378.00
HST Rebate (11.24%) (45,396.00)
Total Net Project Cost $410,982.00
ENG 15-24 August 28 2024
Subject: Beachfront Park Master Plan (Phase 1 Implementation) and Page 5
Alex Robertson Park Gravel Parking Lot
4. Approved Source of Funds – Beachfront Park Master Plan (Phase 1)
Expense
Account
Project
Description
Source of Funds Available
Budget
Required
C10320.2206.01 Beachfront Park
Master Plan
Casino Reserve 5,050,000.00 5,048,303.00
C10320.2206.01 Beachfront Park
Master Plan
DC Parks &
Recreation Reserve
Fund
5,050,000.00 5,048,302.00
Total Funds $10,100,000.00 $10,096,605.00
Net Project Cost under (over) Approved Funds 3,395.00
5. Approved Source of Funds – Alex Robertson Park Gravel Parking Lot
Expense
Account
Project
Description
Source of Funds Available
Budget
Required
C10572.2408.01
C10572.2408.01
Alex Robertson
Park parking lot
Alex Robertson
Park parking lot
City’s DC Reserve
DC Parks &
Recreation Reserve
Fund
100,200.00
100,200.00
205,491.00
205,491.00
Total Funds $200,400.00 $410,982.00
Net Project Cost under (over) Approved Funds (210,582.00)
6. Total Net Project Cost
Beachfront Park Master Plan (Phase 1 Implementation) - net project cost
Alex Robertson Park Gravel Parking Lot - net project cost
$10,096,605.00
410,982.00
Total Net Project Cost $10,507,587.00
Net Project Cost under (over) Approved Funds (207,187.00)
ENG 15-24 August 28 2024
Subject: Beachfront Park Master Plan (Phase 1 Implementation) and Page 6
Alex Robertson Park Gravel Parking Lot
From a financial perspective, the Beachfront Park Master Plan represents a substantial
investment of City funds. It is important that Council be made aware of the project’s progress
and if there are any financial challenges or opportunities. Recommendation seven establishes
the reporting cycle for this project and will ensure that both Council and Pickering residents are
fully informed.
The costs for the design and preparation of the tender documents for the entire Beachfront
Park Master Plan project, including a contingency and other associated costs, in the amount of
$494,920.00 (net HST included), were approved by Council (ENG 17-22, Resolution # 910/22)
and awarded to The MBTW Group. All detailed design work to date has been focused within
the phase 1 area and some additional shoreline protection work across the front of Millennium
Square as this area was considered to be of top priority in order to re-establish the walkway
and waterfront trail connection through this area.
The costs for the design and preparation of the tender documents and construction
administration services for the Alex Robertson Park parking lot were included in the approved
budget of $200,400.00 (net HST included) for this project. These services were also awarded
to The MBTW Group under a separate purchase order at a cost of $31,408.00 (HST included).
A contingency of 20% of the tendered amounts have been included as an associated cost for
the two projects to cover potentially unforeseen site conditions such as poor soils or
complications with the proposed in-water works.
Discussion: The purpose of this report is to obtain Council approval for the award of the
Beachfront Park Master Plan Phase 1 implementation which encompasses the area between
Lake Ontario and Hydro Marsh, from Millennium Square to Alex Robertson Park. Work in this
area includes the construction of an elevated walkway and cycling route, viewing platforms
overlooking Hydro Marsh, barrier free access ramps from the elevated structure to the beach,
site lighting and furniture, and additional Lake Ontario shoreline protection work from the
existing water play area to the west side of Millennium Square. Work also includes the
construction of a gravel parking lot in Alex Robertson Park which will initially act as the
construction staging area for the Beachfront Park work.
A. Project Background, Design and Consultation Work
With the extremely high lake water levels and wave action of 2017 and 2019, much of
Pickering’s waterfront sustained significant damage. The boardwalk in Beachfront Park, which
formed part of the Waterfront Trail, was damaged beyond repair and was removed by City
Public Works staff.
The MBTW Group in association with Shoreplan Engineering were retained in late 2019 to
complete a Beachfront Park Rehabilitation & Needs Assessment Study. Following an in-depth
study of the shoreline, consultation with the Toronto and Region Conservation Authority, and
public engagement process that ran from June to September 2021, concept plans were
prepared and several options were presented back to the public and Council. A Public
Engagement Summary Report along with plans of the Final Preferred Design Option were
ENG 15-24 August 28 2024
Subject: Beachfront Park Master Plan (Phase 1 Implementation) and Page 7
Alex Robertson Park Gravel Parking Lot
presented to Council at the December 6, 2021 Executive Committee Meeting. The Final
Preferred Design Option that includes an elevated boardwalk structure from Millennium Square
to Alex Robertson Park was presented and endorsed by Council as the Beachfront Park
Master Plan at the Council meeting of December 13, 2021 (Resolution #745/21). Council
provided further approval to retain The MBTW Group, for Consulting and Professional Services
for the preparation of detailed design drawings and tender specifications for the
implementation of the Beachfront Park Master Plan at the Council meeting of May 24, 2022
(Resolution #910/22). Contract administration, construction inspection services and
certification of works were not included in the original approved scope of services. A quotation
has been obtained from The MBTW Group for this service and these costs have been included
in this report and are recommended for Council approval.
The City also retained Sprucelab, through The MBTW Group, to assist with an Indigenous
engagement program that ran between July 2023 and April 2024. The purpose of the program
was to inform the seven Williams Treaties First Nations about the Beachfront Park
revitalization project and to invite them to participate in the ongoing development and
programming of the park. Several of the nations participated actively in discussions with the
design team and were provided with a tour of the site and a presentation of the City’s plans for
the park. As part of Indigenous place making, the tender includes an allowance for up to 20
panels within the metal railing of the elevated walkway, that Indigenous story-telling artwork
will be laser cut into. Through consultation, Community Services staff will be inviting artists
from the Williams Treaties First Nations, to provide art submissions for this purpose. An
allowance of an additional $100,000.00 has been included in the associated project costs for
artist fees to prepare the graphics, public consultation, and for the design and fabrication of
interpretive signage associated with this artwork.
Additional consultation for this project included presentations to the Durham Region Aboriginal
Advisory Committee (DRAAC) on December 8, 2022, to the Pickering Waterfront Visionary
Advisory Committee on November 20, 2023 with a follow-up presentation to them on March
18, 2024, and to the Pickering Accessibility Advisory Committee on March 20, 2024. The
project was well received by all committee members and many comments received were
incorporated into the final design.
B. Scope of Work
The first phase of the Beachfront Park Master Plan Implementation includes the construction of
an elevated walkway structure that is supported on helical piles and has a steel frame and
precast concrete deck. The elevated structure will run from just east of the existing water play
area to Alex Robertson Park. Ramps will be constructed in several locations across the length
of the walkway, to provide barrier free access to the beach. Two lookout areas will constructed
off the north side of the elevated walkway and will extend north to the Hydro Marsh shoreline.
Additional shoreline protection in the form of an armourstone revetment will be installed across
the front of the existing concrete shore wall, from the existing water play area to the west side
of Millennium Square. This work does extend into the phase 2 area, however there will be
efficiencies in completing this work all during the first phase rather than spreading it over two
ENG 15-24 August 28 2024
Subject: Beachfront Park Master Plan (Phase 1 Implementation) and Page 8
Alex Robertson Park Gravel Parking Lot
phases. Walkway lighting, site furniture and associated site works are also included within this
phase of work.
In addition to the Beachfront Park Master Plan Phase 1 Implementation, the construction of a
gravel parking lot in Alex Robertson Park has been included as part of this tender and project
scope. In order to maintain public access to Millennium Square and the west area of this park
and due the load restrictions on the Liverpool Road bridge, limiting equipment access through
Millennium Square, staff have obtained approval from Ontario Power Generation to construct a
gravel parking lot at the south end of Alex Robertson Park that will act as the contractor
staging area for the Beachfront Park project. The gravel lot will remain as additional seasonal
waterfront parking upon completion of this project. Access from the staging area to Beachfront
Park will be via the existing asphalt waterfront trail. It is anticipated that the asphalt on the trail
will be damaged from the weight and frequency of the construction traffic and will require
repaving at the project completion.
C. Regulatory Approvals
Throughout the detailed design and working drawing phase of this project, the design team
has been consulting with the Toronto and Region Conservation Authority (TRCA) and the
Ministry of Environment, Conservation and Parks (MECP), to ensure that all near shore and in-
water works are in compliance with their requirements. We have obtained approval from
MECP and final approval and a permit is pending from the TRCA. City Development, Building
Services Staff have also been consulted, to ensure that the proposed elevated walkway
structure will be compliant with the requirements of the Ontario Building Code and a building
permit has been applied for.
As Alex Robertson Park and the east section of Beachfront Park are owned by Ontario Power
Generation (OPG), staff have consulted with them on the overall project design and have
obtained their approval for the proposed site improvements within these two areas.
D. Project Schedule
Construction of this project must commence in early September 2024, particularly any
shoreline and in-water work within Hydro Marsh which is a Provincially Significant Wetland. As
required by MECP, any in-water work in this area must be completed prior to September 30,
2024. If this date is not achievable, isolation measures such as a turbidity curtain must be
installed around the work area prior to that date, to prevent any harm to potential fish and other
aquatic wildlife that may live within this habitat. Installation of the helical piles to support the
elevated structure within this area may proceed after September 30th as long as a turbidity
curtain has been installed and fish and wildlife salvage and relocation from this area has been
completed prior to that date. As such, approval of this project is required in advance of the
September Council meeting date. Staff has set a project completion date of June 20, 2025 for
this contract so that the waterfront trail and beach can reopen for public use for the summer of
2025.
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Subject: Beachfront Park Master Plan (Phase 1 Implementation) and Page 9
Alex Robertson Park Gravel Parking Lot
E. Contractor Prequalification
For the successful completion of this project, it is imperative that a contractor with the shoreline
work experience and the equipment and skills necessary to perform in-water work be awarded
this project. As such, staff issued RSFQ2024-4 for the Prequalification of General Contractors
for the Construction of Beachfront Park Master Plan Implementation (Phase 1). RSFQ2024-4
was advertised on Bids & Tenders on February 12, 2024 and closed on March 11, 2024 with
12 companies submitting a response. The submissions were reviewed and scored on their
Company’s and their key personnel’s experience and qualifications, similar or related project
experience, their understanding of the project, their WSIB and Health & Safety Policy,
insurance and bonding capacity and references. The top five highest ranking proponents were
invited to bid on this project with four of them submitting a bid.
F. Tender Results and Recommendations
Tender No. T2024-7 was posted on Bids & Tenders on July 4, 2024 and closed on August 7,
2024 with four of the five companies that were prequalified responding. The lowest compliant
bid of $9,500,217.36 (HST included) submitted by Rutherford Contracting Ltd. is
recommended for approval. The total gross project cost for the Beachfront Park Master Plan
(Phase 1 Implementation) which includes the tendered amount, a construction contingency,
contract administration, construction inspection services, Indigenous public artwork and
interpretive signage is estimated at $11,211,835.00 (HST included) with an estimated total net
project cost of $10,096,605.00 (net of HST rebate). The total gross project cost for the Alex
Robertson Park Gravel Parking Lot, which includes the tendered amount, a construction
contingency, and design & contract administration consultation services is estimated at
$456,378.00 (HST included) with an estimated total net project cost of $410,982.00 (net of
HST rebate). The total net project cost for the two projects is estimated at $10,507,587.00 (net
of HST rebate).
In 2022, The MBTW Group was retained to undertake the detailed design and tender
documents for the Beachfront Park Master Plan Implementation project. Staff recommend
continuing with The MBTW Group to undertake the contract administration, construction
inspection services, and certification of works associated with Tender No. T2024-7 Beachfront
Park Master Plan Phase 1 project as set out in fee proposal dated August 12, 2024, in the
amount of $146,143.00 (HST included). The hiring of The MBTW Group and the team of sub-
consultants that designed the project represents good value as they have the necessary
project knowledge and expertise to properly administer and supervise the construction of this
project.
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:
(c) above $50,000 is subject to the additional approval of Council. The initiating Director
shall submit the Report to Council to obtain approval.
ENG 15-24 August 28 2024
Subject: Beachfront Park Master Plan (Phase 1 Implementation) and Page 10
Alex Robertson Park Gravel Parking Lot
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 Rutherford Contracting Ltd.
for Tender No. T2024-7 in the amount of $9,500,217.36 (HST included), that The MBTW
Group be retained to provide contract administration and construction inspection services for a
fee of $146,143.00 (HST included), and that the total net project cost of $10,507,587.00 (net of
HST rebate) be approved.
Attachment:
1.Location Map
Prepared By: Approved/Endorsed By:
Arnold Mostert, O.A.L.A. Richard Holborn, P. Eng.
Manager, Landscape & Parks Development Director, Engineering Services
Cathy Bazinet, CPPB, NIGP-CPP Stan Karwowski, MBA, CPA, CMA
Manager, Procurement Director, Finance & Treasurer
AM: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:
Attachment 1 to Report ENG 15-24