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Home My WebLink AboutCS 35-25Report to Executive Committee Report Number: CS 35-25 Date: December 1, 2025 From: Laura Gibbs Director, Community Services Subject: Consulting Services for Greenwood C ommunity Centre Remediation & Demolition RFP2025-19 File: A-1440-001 Recommendation: 1.That Request for Proposal No. RFP2025-19 for Consulting Services for Greenwood Community Centre Remediation & Demolition, as submitted by Barry Bryan Associates in the amount of $60,750.72 (net HST) or $67,461.00 (HST included) be accepted; 2.That the total gross project cost of $165,507.00 (HST included) for design and associated costs, and the total net project cost of $149,044.00 (net HST) be approved; 3.That the Director, Finance & Treasurer be authorized to finance the net project cost of $149,044.00 as approved in the 2025 Capital Budget and funded from the Facilities Reserve; 4.That the Director, Community Services be authorized to execute the Form of Agreement with the above-mentioned consultant pursuant to Request for Proposal No. RFP2025-19; and 5.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 professional consulting services and associated costs required for the remediation and demolition of Greenwood Community Centre (GWCC), located at 3551 Greenwood Road in Pickering. The new Dorsay Community & Heritage Centre (DCHC) will open to the public in 2026 and is located on the upper site of the Pickering Museum Village (PMV). DCHC will replace the aging GWCC and provide modern and accessible spaces for community groups, offering programs, services, events and exhibits to the community . The City is committed to maintaining safe and accessible infrastructure for all community members, and as such, replacing the aging GWCC, which dates back to 1970, has been identified as a priority for the City. A new park redevelopment plan for Greenwood Community Park is currently underway and will explore opportunities for this location over the course of the next year . CS 35-25 December 1, 2025 Page 2 Request for Proposal No. RFP2025-19 was issued on the City’s bids&tenders portal on September 15, 2025 and closed on October 16, 2025. One proponent submitted a proposal. Fifteen companies were invited to submit a proposal. The Evaluation Committee, consisting of staff from Community Services, reviewed and evaluated the submitted proposal based on the proponent’s experience and qualifications, similar projects, project understanding, and pricing. The top ranked proposal submitted by Barry Bryan Associates, in the amount of $60,750.72 (net HST) or $67,461.00 (HST included), is recommended for approval. The total gross project cost is estimated to be $165,507.00, and the total net project cost is estimated at $149,044.00. 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. RFP Amount RFP2025-19 $59,700.00 HST (13%) 7,761.00 Total Gross Proposal Cost $67,461.00 2. Estimated Project Costing Summary RFP2025-19 $59,700.00 Permits & Approvals 35,000.00 Surveys, Testing & Inspections 40,000.00 Contingency 7,100.00 Costs to date 4,666.00 Total Project Cost $146,466.00 HST (13%) 19,041.00 Total Gross Project Costs $165,507.00 HST Rebate (11.24%) (16,463.00) Total Net Project Cost $149,044.00 3. Approved Source of Funds Approved Code Source of Funds Funds available Funds Required C10220.2506 Facilities Reserve 152,000.00 $149,044.00 Total Funds $152,000.00 $149,044.00 Project Cost under (over) approved funds by $2,956.00 CS 35-25 December 1, 2025 Page 3 Discussion: The purpose of this report is to award professional consulting services and associated costs required for the remediation and demolition of GWCC, located at 3551 Greenwood Road in Pickering. 1. GWCC Located immediately to the east of the PMV’s lower site, at 3551 Greenwood Road, GWCC is a roughly 8,400 square foot, two-story structure built of concrete block and steel framing. The facility dates back to 1970, is in poor condition, does not meet accessibility requirements, and performs poorly in its energy use due to its age and construction. DCHC, which will open in 2026 will provide a wide range of community programs, services and events to the community. Community activities organized by the Greenwood Recreation Association at GWCC and the Shuttlebug Weavers Guild will be accommodated at DCHC. A new park redevelopment plan for Greenwood Community Park is currently underway and will explore opportunities for this location over the course of the next year. 2. Demolition Consulting Work Consulting services are required to undertake required preliminary investigative work and to prepare contract documents suitable for obtaining a demolition permit and tender the work for award in 2026. Investigative work is required to provide an inventory of any discovered designated substances that may be present within the building prior to construction activity , as is required by the Occupational Health and Safety Act. Concealed assemblies and construction will also be exposed to confirm their components and construction to confirm construction details and materials that may be relevant to the demolition process, including exploring opportunities to re-use or recycle as much as possible, and to help reduce costs. Permit and approval costs include demolition permit fees, coordination and review costs associated with service and utility disconnections, and review by third party authorities having jurisdiction, such as TRCA, Durham Health (septic), and related agencies required to obtain required approvals prior to commencing the work. 3. Procurement Process Request for Proposal No. RFP2025-19 was issued on the City’s bids&tenders portal on September 15, 2025 and closed on October 16, 2025. One proponent submitted a proposal. Fifteen companies were invited to submit a proposal. The Evaluation Committee, consisting of staff from Community Services, reviewed and evaluated the submitted proposal based on the proponent’s experience and qualifications, similar projects, project understanding, and pricing. All required pre-conditions of award have been received, reviewed and approved. The top ranked proposal submitted by Barry Bryan Associates, in the amount of $60,750.72 (net HST) or $67,461.00 (HST included), is recommended for approval. The total gross project cost is estimated to be $165,507.00 and the total net project cost is estimated at $149,044.00 (net HST). Attachment: None CS 35-25 December 1, 2025 Page 4 Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Vinc e Plouffe, O AA, M RAIC Laura Gibbs, MBA, M Sc. Division Head, Facilities Management Director, Community Services & Construction Original Signed ByOriginal Signed By Dennis Yip, P.Eng., PMP®, CEM, LEED®, AP Cathy Bazinet, CPPB, NIGP-CPP Manager, Facilities Capital Projects Manager, Procurement Original Signed By Stan Karwowski, MBA, CPA, CMA Director, Financ e & Treasurer VP:dy Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrativ e O fficer