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Home My WebLink AboutCS 04-26Report to Council Report Number: CS 04-26 Date: February 23, 2026 From: Laura Gibbs Director, Community Services Subject: Chestnut Hill Developments Recreation Complex Roof K, J & I3 Replacement Second-Stage Request for Quotation No. RFQQ2026-2 File: A-1440-001 Recommendation: 1. That the quotation submitted by Proteck Roofing & Sheet Metal Inc. in response to Second-Stage Request for Quotation No. RFQQ2026-2 for the Chestnut Hill Developments Recreation Complex Roof Replacement (I3, J and K), in the amount of $962,166.24 (net HST) or $1,068,443.25 (HST included) be accepted; 2. That the total gross project cost of $1,338,513.00 (HST included), including the amount of the tender, construction contingency, and other associated costs, and the total net project cost of $1,205,372.00 (net HST) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $1,205,372.00 to be funded from the Facilities Reserve as approved in the 2025 and 2026 Capital Budgets; 4. That the Director, Finance & Treasurer be authorized to approve consulting costs that may exceed $50,000.00 but not in excess of $65,000.00 to prevent any related risks of delays in construction; 5. That the Director, Community Services be authorized to execute the CCDC-2, 2020 Stipulated Price Contract with Proteck Roofing & Sheet Metal Inc. pursuant to Second- Stage Request for Quotation No. RFQQ2026-2; and, 6. 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 to Proteck Roofing & Sheet Metal Inc. a construction contract and related work for the replacement of roof areas K, I3, J at the Chestnut Hill Developments Recreation Complex (CHDRC), located at 1867 Valley Farm Road. This work includes supply and installation of all labour, machinery, tools, apparatus, materials, equipment, and other means of construction for the replacement of the roof areas (K, I3 and J), roughly corresponding to the area over the Delaney Arena, squash courts, loading docks and exit corridor inside the building, and related components at CHDRC as quoted through RFQQ2026-2. These areas have reached the end of their serviceable life and require replacement. CS 04-26 February 23, 2026 Page 2 Second-Stage Quotation Request No. RFQQ2026-2 through the Ontario Education Collaborative Marketplace (OECM) agreement was published on the City’s bids&tenders portal to 6 pre-qualified contractors on January 12, 2026, and closed on February 2, 2026. Bid submissions were received from 5 contractors. Subject to receipt of all pre-conditions of award required in accordance with the bid document, to the satisfaction of the City, the lowest compliant quotation submitted by Proteck Roofing & Sheet Metal Inc. in the amount of $962,166.24 (net HST) or $1,068,443.25 (HST included), is recommended for approval. The total gross project cost is estimated to be $1,338,513.00 (HST included) and the total net project cost is estimated at $1,205,372.00 (net HST). 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. Second Stage Quote Amount RFQQ2026-2 $945,525.00 HST (13%) 122,918.25 Total Gross Quotation Cost $1,068,443.25 2. Estimated Project Costing Summary RFQQ2026-2 $945,525.00 Testing and Inspection Costs Additional Consulting Costs 30,000.00 20,000.00 Contingency (20%) 189,000.00 Total Project Cost $1,184,525.00 HST (13%) 153,988.00 Total Gross Project Costs $1,338,513.00 HST Rebate (11.24%) (133,141.00) Total Net Project Cost $1,205,372.00 CS 04-26 February 23, 2026 Page 3 3. Approved Source of Funds – Community Services Capital Budget Approved Code Source of Funds Funds Available Funds Required C10235.2501 Facilities Reserve $1,805,650.00 $826,596.00 C10225.2501 Facilities Reserve 774,535.00 378,776.00 A higher than normal contingency has been included in the Estimated Project Costing Summary due to the extent of the overall roof areas to be replaced and increased possibility that unforeseen conditions may be revealed during construction. Unspent funds will be returned to source. All project costs will be allocated and consolidated under C10235.2501. Discussion: The purpose of this report is to award to Proteck Roofing & Sheet Metal Inc. a construction contract and related work for the replacement of roof areas K, I3, J at the CHDRC, located at 1867 Valley Farm Road. The existing roof within areas K, I3 and J, generally located at the Delaney Arena, squash courts, loading docks and exit corridor inside the building are at end of life and require replacement. Roof areas K, I3 and J were installed in 2002 and have already seen extensive localized repairs. Full replacement is now required. Work will proceed gradually over the course of the spring and summer and be coordinated to minimize disruptions to existing programming. Some short term, isolated shutdowns will be required as the roofing is replaced, and to ensure the safety of building occupants below. Advance notice will be provided prior to any temporary service disruptions. As this is exterior work, weather will also be a factor. Consulting costs included in the project cost summary exclude design and related fees already awarded. An allowance for additional site visits has been recommended to ensure a high degree of oversight and quality control and to avoid potential schedule impacts associated with approvals if required, but not available. This is a critical roof for the ongoing operation of the CHDRC, and extra site inspections will also help ensure that all work is completed in accordance with the contract documents. Second-Stage Request for Quotation No. RFQQ2026-2 through the Ontario Education Collaborative Marketplace (OECM) agreement was published on the City’s bids&tenders portal to 6 pre-qualified contractors on January 12, 2026, and closed on February 2, 2026. Bids submissions were received from 5 contractors. 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. Project Cost under (over) approved funds by $1,374,813.00 CS 04-26 February 23, 2026 Page 4 Subject to receipt of all pre-conditions of award required in accordance with the bid document, to the satisfaction of the City, the top-ranked response submitted by Proteck Roofing & Sheet Metal Inc. in the amount of $962,166.24 (net HST) or $1,068,443.25 (HST included), is recommended for approval. The total gross project cost is estimated to be $1,338,513.00 (HST included) and the total net project cost is estimated at $1,205,372.00 (net HST). 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 Original Signed By Original Signed By Arisa Marangos Laura Gibbs, MBA, MSc. Coordinator, Facilities Capital Projects Director, Community Services Original Signed By Cathy Bazinet, CPPB, NIGP-CPP Manager, Procurement Original Signed By Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer LG:am Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer