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Home My WebLink AboutCS 34-25Report to Executive Committee Report Number: CS 34-25 Date: December 1, 2025 From: Laura Gibbs Director, Community Services Subject: Additional Funds for Chestnut Hill Developments Recreation Complex Roof and Skylight Replacement Second-Stage Request for Quotation No. RFQQ2025-5 File: A-1440-001 Recommendation: 1. That Report CS 34-25 regarding Additional Funds for Quotation No. RFQQ2025-5 for the Chestnut Hill Developments Recreation Complex Roof and Skylight Replacement be received; 2.That additional costs in the amount of $303,260.00 (net of HST rebate) over the original estimated project cost f or RFQQ2025-5 (Report CS 08-25) for Chestnut Hill Developments Recreation Complex Roof and Skylight Replacement resulting in a revised total net project cost of $2,074,189.00 (net of HST rebate) be approved; 3.That the Director, Finance & Treasurer be authorized to finance the net project cost of $2,074,189.00 to be funded from the Canada Community Building Fund (CCBF) (FGT) Oblg RF as approved in the 2025 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 request additional funding for the Chestnut Hill Developments Recreation Complex (CHDRC) Roof and Skylight Replacement, as originally awarded under Report CS 08-25, Resolution #743/25. The additional funding is required to address flaking ceiling materials that arose during the course of construction. During the replacement of roof area D, ceiling materials were observed to be flaking down below the construction areas. Out of an abundance of caution, all construction activities were immediately suspended to prevent potential exposure of ceiling materials to staff, contractors, and facility users. To allow the project to safely proceed, additional funding is required to implement appropriate measures. This includes the installation of plastic tarping to capture any materials dislodged from the ceiling, and testing air/dust during construction for hazardous materials. These measures are necessary to ensure full compliance with health and safety requirements and to protect all occupants and workers during the continuation of the project. CS 34-25 December 1, 2025 Page 2 Approval of this report will authorize an increase to the project funds, thereby enabling staff to implement these health and safety measures and to resume the CHDRC Roof and Skylight Replacement project in a safe and compliant manner. 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, Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community. Financial Implications: 1. Council Report Number CS 08-25 Approved Amount RFQQ2025-5 Testing and inspection Consulting Contingency $1,470,300.00 30,000.00 65,000.00 175,000.00 Total Project Cost HST (13%) $1,740,300.00 226,239.00 Total Gross Project Costs Less : HST Rebate (11.24%) Total Net Project Cost $1,966,539.00 ($195,610.00) $1,770,929.00 2. Estimated Project Costing Summary Original Award (RFQQ2025-5), May 26, 2025 $1,470,300.00 Committed testing and inspection 10,370.00 Committed consulting 35,500.00 Committed contingency 99,535.00 Original Award (RFQQ2025-5) and commitments to-date $1,615,705.00 Remaining contingency , testing/inspection and consulting 124,595.00 Sub-total (CS 08-25) $1,740,300.00 Additional Costs Additional Testing and Inspection Costs 20,000.00 Additional Consulting Costs 20,000.00 Estimated Additional Tarping Costs 158,015.00 Additional Contingency 100,000.00 Total Project Cost $2,038,315.00 HST (13%) 264,981.00 Total Gross Project Costs $2,303,296.00 HST Rebate (11.24%) (229,107.00) CS 34-25 December 1, 2025 Page 3 Total Net Project Cost $2,074,189.00 3. Approved Source of Funds – Community Services Capital Budget Approved Code Source of Funds Funds Available Funds Required C10225.2406 CCBF (FGT) Oblg RF $2,600,000.00 $2,074,189.00 C10225.2406 Facilities Reserve 40,000.00 0.00 Total Funds $2,640,000.00 $2,074,189.00 The unused funds of $565,811.00 will be “Returned to Source” and therefore, will be available to fund future Capital projects. These capital accounts will be closed after the construction period. While preliminary testing and investigation was conducted, the precise conditions within the roof assembly could not be confirmed prior to tender. Due to the potential high cost of repairing any existing roof conditions that might be encountered and maintaining appropriate health and safety measures, a higher than standard contingency has been requested for this project. Discussion: The purpose of this report is to request additional funds for construction and related costs for the CHDRC Roof and Skylight Replacement project, as originally awarded under Report CS 08-25, Resolution #743/25. The additional funding is required to address flaking of ceiling materials that arose during the course of construction. 1. Project Background The purpose of this project is to replace the roof and skylights over areas “D, D1, and I4” at the CHDRC as they are at end of life and require replacement. This includes the roofs and skylights over the main lobby, banquet hall, fitness area and adjoining spaces. Most were installed in 2002 and have already seen extensive localized repairs. Full replacement is now required. As per Report CS 08-25 (CHDRC Roof and Skylight Replacement), Resolution #743/25, a construction contract was awarded to Solar Roofing & Sheet Metal Ltd. for the replacement of roof and skylights at areas D, D1, and I4. The project involves providing all necessary labour, materials, and equipment to replace the aged roofing systems. Work was carried out primarily over the summer, with efforts made to minimize disruptions to facility operations, and some short-term localized closures expected for safety during skylight replacement. The project budget includes consulting and design costs, with additional site inspections planned to ensure quality control and adherence to contract specifications for this critical building infrastructure. Project Cost under (over) approved funds by $565,811.00 CS 34-25 December 1, 2025 Page 4 2.Containment and Control Measures During replacement of roof area D, loose ceiling paint was seen to be flaking down below the construction areas. As lead is a designated substance under the Occupational Health and Safety Act, all construction activities were immediately suspended to prevent potential exposure to staff, contractors, and facility users. Staff engaged Chem Solv , a designated substances testing firm, who tested the materials that fell from the ceiling. Chem Solv confirmed the presence of lead in large strips of paint that became disengaged from the ceiling. Chem Solv and the project consultant have confirmed that tarping and HVAC isolation measures are appropriate and effective mitigation strategies to manage the flaking ceiling materials. To safely resume work, the project requires the implementation of containment and control measures. This includes the installation of plastic tarping to capture any potentially hazardous materials and safe disposal of the tarp/lead flakes in accordance with regulatory requirements. A quote for $158,015.00 for tarping was received from Solar Roofing & Sheet Metal Ltd. A third-party cost review has verified that the contractor’s proposed pricing for the tarping solution is fair and reasonable. HVAC isolation measures include disabling localized air vent inlets to prevent entrainment into the ducting and disabling localized diffuser outlets to prevent dispersing dust fall. Additional air and dust testing will also be conducted during the project to confirm that the air and dust is free of lead. Extending the construction schedule will also incur additional contract administration fees from the project consultants to ensure compliance with the design and tender documents. 3.Project Timing Approval of this report will authorize an increase to the project’s funds, allowing the project to be completed in a safe manner compliant with health and safety requirements. Work will continue in phases, with efforts made to minimize service disruptions and provide advance notice of any short-term , localized closures. Completion of the roof and skylight replacement project is scheduled for summer 2026. Attachment: None. Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Dennis Yip, P.Eng., PMP®, CEM, LEED® AP Vince Plouffe, OAA, MRAIC Manager, Facilities Capital Projects Division Head, Facilities Management & Construction CS 34-25 December 1, 2025 Page 5 Approved/Endorsed By: Original Signed By Cathy Bazinet, CPPB, NIGP-CPP Manager, Procurement Original Signed By Laura Gibbs, MBA, MSc. Director, Community Services Original Signed By Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer LG :dy Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer