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Home My WebLink AboutENG 23-24Report to Council Report Number: ENG 23-24 Date: November 25, 2024 From: Richard Holborn Director, Engineering Services Subject: 2025 Roads Needs Study - Request for Proposal No. RFP2024-14 - File: A-1440 Recommendation: 1. That the proposal submitted by GEI Consultants, in response to Request for Proposal No. RFP2024-14 for 2025 Roads Needs Study, in the amount of $66,118.75 (net HST) or $73,421.75 (HST included) be accepted; 2. That the total gross project cost of $82,232.00 (HST included), including the fee amount and other associated costs, and the total net project cost of $74,052.00 (net HST) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $74,052.00 as approved in the 2024 Engineering Services Current Budget to be funded by Property Taxes; 4. That the Director, Engineering Services be authorized to enter into and execute the Form of Agreement with the above-mentioned consultant pursuant to Request for Proposal No. RFP2024-14; 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 Council approval to award Request for Proposal No. RFP2024-14 to GEI Consultants to undertake a road condition assessment of all City roads and to develop a 2025 Roads Needs Study. The Road Needs Study is required to establish lifecycle funding requirements and determine the improvement needs of the City’s road system (both hard and loose surfaces) over the next 10 years. The current road condition assessment data was last completed for the 2016 Road Needs Study and both require updating to accurately support the financial and technical decision making for this program. Request for Proposal No. RFP2024-14 was advertised on Bids & Tenders on October 3, 2024, and closed on October 29, 2024. The Evaluation Committee, consisting of staff from the Engineering Services Department, reviewed and evaluated the four proposals received using criteria outlined in the bid document. The highest scoring proposal, submitted by GEI Consultants, in the amount of $66,118.75 (net HST) or $73,421.75 (HST included) is ENG 23-24 November 25, 2024 Subject: 2025 Roads Needs Study Page 2 recommended by the Evaluation Committee for approval. The total net project cost is $74,052.00 (net HST). Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community. Financial Implications: 1. Proposal Amount GEI Consultants Fee Proposal $64,975.00 HST (13%) 8,446.75 Total Gross Proposal Amount $73,421.75 2. Estimated Project Cost Summary GEI Consultants Fee Proposal $64,975.00 Associated Costs Contingency (12%) ..7,797.00 Sub Total – Costs $72,772.00 HST (13%) ..9,460.00 Total Gross Project Cost $82,232.00 HST Rebate (11.24%) ..(8,180.00) Total Net Project Costs $74,052.00 3. Approved Source of Funds Account 10500.502230 Source of Funds Property Tax Budget $100,000.00 Required $74,052.00 Net Project Cost under (over) Approved Funds $25,948.00 ENG 23-24 November 25, 2024 Subject: 2025 Roads Needs Study Page 3 Discussion: The purpose of this report is to obtain Council approval to award Request for Proposal No. RFP2024-14 to GEI Consultants to undertake a road condition assessment of all City roads and to develop a 2025 Roads Needs Study. The Roads Needs Study is required to establish lifecycle funding requirements and determine the improvement needs of the City’s road system (both hard and loose surfaces) over the next 10 years. This project will include an assessment of the physical condition of the City’s road network, an estimation of the cost and type of construction treatment required for the identified road needs, the establishment of road improvement priorities, and the preparation of a summary report of the study findings. The current Roads Needs Study was completed in 2016 and the condition assessments for roads that have not been improved are now over eight years old. The road condition data requires updating to accurately reflect current road conditions, road improvement best practices and treatment costs for annual capital budgeting and forecasting. Both the Engineering Services Department and the Operations Department are responsible to provide operational, maintenance and construction services (via a Capital Works Program) required to keep the road infrastructure at an acceptable level of service, and for the safe, reliable, and efficient operation for the public. The City has a road network of approximately 736 streets, and a linear inventory of approximately 458 centreline kilometres (kms), grouped into 1,233 road segments, all to be assessed during this study. The road assets include approximately 359 centreline kms of paved (hard top) roads and 99 centreline kms of gravel (loose top) roads. The objectives of this project are as follows: a)Produce a comprehensive report that can be used as a tool to assist staff in determining the appropriate capital replacement funding requirements for proper management of the City’s road infrastructure. b)Use an objective and supportable methodology to determine the present and future road infrastructure conditions. c)Develop an updated road inventory database including a list of respective attributes and characteristics. d)Evaluate the City’s road infrastructure requiring repair or replacement, prioritizing and itemizing the work together with the appropriate treatment strategy and associated costs based on life cycle cost analysis and a budget (with different scenarios) as a limiting factor. e)Ensure that all data and mapping produced conforms with the City’s GIS databases and asset management software. f)Provide the City with data sufficient to meet current and future reporting requirements for both; O.Reg. 588/17: Asset Management Planning for Municipal Infrastructure and statistics required under the annual Municipal Financial Information Return (FIR), as they pertain to roads. ENG 23-24 November 25, 2024 Subject: 2025 Roads Needs Study Page 4 Request for Proposal No. RFP2024-14 was advertised on Bids & Tenders on October 3, 2024, and closed on October 29, 2024. The Evaluation Committee, consisting of staff from the Engineering Services Department, reviewed and evaluated the four proposals received using criteria outlined in the bid document. The highest scoring proposal was submitted by GEI Consultants, in the amount of $66,118.75 (net HST) or $73,421.75 (HST included). The total net project cost is $74,052.00 (net HST). Staff recommend approval of the fee proposal submitted by GEI Consultants for Consulting and Professional Services required to complete the City’s 2025 Roads Needs Study in the amount $73,421.75 (HST included). It is also recommended that a net project cost of $74,052.00 (net HST) be approved. Attachment: None. Prepared By: Approved/Endorsed By: Kevin Heathcote, P.Eng. Richard Holborn, P.Eng. Division Head, Capital Projects & Infrastructure Director, Engineering Services Cathy Bazinet, CPPB, NIGP-CPP Stan Karwowski, MBA, CPA, CMA Manager, Procurement Director, Finance & Treasurer KH: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: