Loading...
HomeMy WebLinkAboutINF 07-26 Report to Council Report Number: INF 07-26 Date: April 27, 2026 From: Kevin Heathcote Director, City Infrastructure Subject: Asphalt Resurfacing on Various City Streets Request for Tender No. T2026-2 File: A1440-001 Recommendation: 1. That the bid submitted by Viola Management Inc. in response to Request for Tender No. T2026-2 for Asphalt Resurfacing on Various City Streets, in the amount of $2,764,939.00 (net HST) or $3,070,343.00 (HST included) be accepted; 2. That Council award the material testing and inspection services for Request for Tender No. T2026-2 to GHD Ltd. through RFSQ2023-1 Roster Category of Geotechnical Investigation and Inspection Services in the amount of $92,645.00 (HST included); in accordance with the Purchasing Policy Section 10.03 (c) as the assignment is above $50,000; 3. That the total gross project cost of $3,591,167.00 (HST included), including the tendered amount, geotechnical investigation reports, material testing, contingency and other associated costs, and the total net project cost of $3,233,957.00 (net of HST rebate) be approved; 4. That the Director, Finance & Treasurer be authorized to finance the net project cost of $3,233,957.00 as approved in the 2026 Capital Budget as follows: a. That the sum of $2,217,235.00 be funded from the Roads & Bridges Reserve Fund as approved in the 2026 Capital Budget; b. That the sum of $462,828.00 be funded from the Building Faster Fund (BFF) Reserve Fund as approved in the 2026 Capital Budget; c. That the sum of $553,894.00 be funded from the Canada Community Building (CCBF) Reserve Fund as approved in the 2026 Capital Budget; d. That funding from C10365.2611 Poprad Avenue Asphalt Resurfacing and C10365.2612 Drava Street Asphalt Resurfacing in the amount of $510,030.00 be used to fund the resurfacing of Honeywood Crescent, Fairview Avenue and Ilona Park Road; e. That the Director, Finance & Treasurer be authorized to adjust the funding plan as reflected in Recommendations 4a., 4b., 4c., and 4d. to incorporate and use all existing INF 07-26 April 27, 2026 Page 2 funding from the Building Faster Fund (BFF) and the receipt of any new additional BFF Funding that be announced later this year; and, 5. That the appropriate officials of the City of Pickering be authorized to take the actions necessary to implement the recommendations in this report. 1.0 Executive Summary: The purpose of this report is to award Request for Tender No. T2026-2 for Asphalt Resurfacing on Various City Streets to Viola Management Inc. As part of the 2026 City Infrastructure Roads Capital Budget, the following 12 locations were approved for Asphalt resurfacing: • Creekview Circle - from Creekview Circle to Petticoat Lane • Mountcastle Crescent - from Huntsmill Drive (north leg) to 450m East of Huntsmill Drive • Fawndale Road - from Riverview Crescent to 60m North of Gwendolyn Street • Ariel Crecent - from Amberlea Road to Highview Road • Oberon Court - from Ariel Crecent to North Terminus • Charnwood Court - from Rosebank Road to East Terminus • Silverthorn Square - from Dixie Road to Deerbrook Drive • Poprad Avenue – from Tatra Drive to West Terminus • Drava Street – from Reytan Boulevard to Sandy Beach Road • Waterford Gate - from 210m West of Altona Road to Altona Road • Pine Grove Avenue - from Oakburn Street to Altona Road • Somergrove Crescent - from Major Oaks Road to Major Oaks Road Joseph Street was reconstructed in 2025 and the surface lift of asphalt from Old Brock Road to Franklin Street was included in the 2026 Roads Projects Capital Budget. This work was included in Request for Tender No. T2026-2 due to similarity in scope. The urbanization of the cul-de-sac at the north end of Dunn Crescent was included in the 2025 Roads Projects Capital Budget. The scope includes installation of curb and gutter, resurfacing to adjust grades, extension of existing sidewalk and driveway / boulevard restoration. This work was included in Request for Tender No. T2026-2 due to similarity in scope. During the investigation stage of the project, staff identified concerns with the condition of the existing storm sewer along Poprad Avenue. Moderate to severe structural cracking including a fracture hinge were identified during video inspection. This condition increases the risk of INF 07-26 April 27, 2026 Page 3 further damage during construction activities, including exposure to heavy live loads and compaction equipment. As a result, Poprad Avenue was removed from the 2026 asphalt resurfacing program. Further investigation will be required to determine the appropriate rehabilitation or reconstruction strategies. Drava Street has also been removed from the 2026 asphalt resurfacing program due to its proximity to both the Sandy Beach Road Project and Krosno Creek Culvert Replacements Project (Morden Lane, Reytan Boulevard and Alyssum Street). Access to this road will be limited and there is risk of overlapping work zones, conflicts with equipment maneuverability and increased resident impacts. When Drava Street was included in the City’s Capital Forecast in 2025, this conflict was unforeseen because of the expedited Sandy Beach Road rehabilitation project driven by the OPG refurbishment. Once the Sandy Beach Road work is complete in 2026, Drava Street can be re-budgeted in 2027. As a result of these exclusions in Ward 2, three additional roads within Ward 2 were added to the tender as provisional locations. These locations were identified through pavement condition inspections and the City’s Roads Needs Study. The proposed roads as identified in recommendation 4d. are as follows: • Honeywood Crescent from Deerbrook Drive to Deerbrook Drive • Ilona Park Road from Liverpool Road to Liverpool Road • Fairview Avenue from Douglas Avenue to 200m southwest of Douglas Avenue The candidates were selected based on estimated costs not exceeding the combined costs of the removed locations (Poprad Avenue and Drava Street). Request for Tender No. T2026‑2 was advertised on the City’s bids&tenders portal on April 8, 2026, and closed on April 21, 2026, with three pre‑qualified contractors submitting bids. The lowest compliant bid submitted by Viola Management Inc. in the amount of $2,764,939.00 (net HST) or $3,070,343.00 (HST included), is recommended for approval. The total gross project cost is estimated to be $3,591,167.00 (HST included), and the total net project cost is estimated at $3,233,957.00 (net of HST rebate). 2.0 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. INF 07-26 April 27, 2026 Page 4 3.0 Financial Implications: 3.1 Tender Amount Tender T2026-2 $2,717,118.00 HST (13%) 353,225.00 Total Gross Tender Cost HST Rebate (11.24%) Total Net Tender Cost $3,070,343.00 (305,404.00) $2,764,939.00 3.2 Estimated Project Costing Summary Tender No. T2026-2 $2,717,118.00 Geotechnical Investigation Reports 48,520.00 Materials Testing Provincial Building Faster Fund (BFF) Sponsor Signage 81,986.00 2,173.00 Canada Community Building (CCBF) Sponsor Signage Contingency (12%) 2,173.00 $326,054.00 Total Project Cost 3,178,024.00 HST (13%) 413,143.00 Total Gross Project Costs $3,591,167.00 HST Rebate (11.24%) (357,210.00) Total Net Project Cost $3,233,957.00 INF 07-26 April 27, 2026 Page 5 3.3 Approved Source of Funds – City Infrastructure Capital Budget Expenditure Account Location Source of Funds Funds Available Funds Required C10365.2602 Creekview Circle Roads & Bridges RF $415,000.00 $206,656.00 C10365.2605 Mountcastle Cres. Roads & Bridges RF 475,000.00 316,295.00 C10365.2606 Fawndale Road Roads & Bridges RF 470,000.00 323,956.00 C10365.2607 Ariel Crescent Roads & Bridges RF 315,000.00 170,254.00 C10365.2608 Oberon Court Roads & Bridges RF 150,000.00 70,343.00 C10365.2609 Charnwood Court Roads & Bridges RF 405,000.00 208,639.00 C10365.2610 Silverthorn Sq. CCBF RF 600,000.00 318,894.00 C10365.2611 Poprad Avenue Roads & Bridges RF 640,000.00 0.00 C10365.2612 Drava Street CCBF RF 235,000.00 0.00 Honeywood Cres. Roads & Bridges RF 151,655.00 Ilona Park Road Roads & Bridges RF 7,450.00 Ilona Park Road CCBF RF 235,000.00 Fairview Avenue Roads & Bridges RF 115,925.00 C10365.2613 Waterford Gate Roads & Bridges RF 310,000.00 200,670.00 C10365.2614 Pinegrove Ave. BFF RF 630,000.00 462,828.00 C10365.2614 Pinegrove Ave Roads & Bridges RF 40,000.00 0.00 C10365.2615 Somergrove Cres. Roads & Bridges RF 565,000.00 330,970.00 C10570.2318 Joseph Street Roads & Bridges RF 60,000.00 51,157.00 C10570.2503 Dunn Crescent Roads & Bridges RF 80,000.00 63,265.000 Total Funds $5,390.000.00 $3,233,957.00 INF 07-26 April 27, 2026 Page 6 Net project cost (over) under approved funds $2,156,043.00 4.0 Discussion: The purpose of this report is to award Request for Tender No. T2026-2 for Asphalt Resurfacing on Various City Streets to Viola Management Inc. As part of the 2026 City Infrastructure Roads Capital Budget, the following asphalt resurfacing locations were approved as construction projects: • Creekview Circle from Creekview Circle to Petticoat Lane • Mountcastle Crescent from Huntsmill Drive (north leg) to 450m East of Huntsmill Drive • Fawndale Road from Riverview Crescent to 60m North of Gwendolyn Street • Ariel Crecent from Amberlea Road to Highview Road • Oberon Court from Ariel Crecent to North Terminus • Charnwood Court from Rosebank Road to East Terminus • Silverthorn Square from Dixie Road to Deerbrook Drive • Poprad Avenue from Tatra Drive to West Terminus • Drava Street from Reytan Boulevard to Sandy Beach Road • Waterford Gate from 210m West of Altona Road to Altona Road • Pine Grove Avenue from Oakburn Street to Altona Road • Somergrove Crescent from Major Oaks Road to Major Oaks Road These streets are indicated in the 2016 Road Needs Study as priority streets for asphalt resurfacing. Joseph Street was reconstructed in 2025 and the surface lift of asphalt from Old Brock Road to Franklin Street was included in the 2026 Roads Projects Capital Budget. This work was included in Request for Tender No. T2026-2 due to similarity in scope. The urbanization of the cul-de-sac at the north end of Dunn Crescent was included in the 2025 Roads Projects Capital Budget. The scope includes installation of curb and gutter, resurfacing INF 07-26 April 27, 2026 Page 7 to adjust grades, extension of existing sidewalk and driveway / boulevard restoration. This work was included in Request for Tender No. T2026-2 due to similarity in scope. During the investigation stage of the project, staff identified concerns with the condition of the existing storm sewer along Poprad Avenue. Moderate to severe structural cracking including a fracture hinge were identified during video inspection. This condition increases the risk of further damage during construction activities, including exposure to heavy live loads and compaction equipment. As a result, Poprad Avenue was removed from the 2026 asphalt resurfacing program. Further investigations will be undertaken for Poprad Avenue to determine appropriate long- term rehabilitation or reconstruction strategies. Option 1 would consist of relining the existing storm sewer. This is a significantly less intrusive and less expensive way to extend the life of the asset, however, further investigation will determine if relining can improve the pipe’s structural integrity and whether these pipes would be an appropriate candidate for this type of application based on their condition. If it is determined that the pipes can be relined, this work will have to be budgeted for accordingly. Once the relining is complete, the resurfacing of Poprad Avenue can be added back to a future asphalt resurfacing program. If it is determined that the pipes cannot be relined, the planning process for reconstructing this section of road and replacing the storm sewers over the next 5-10 years will commence. Drava Street has also been removed from the 2026 asphalt resurfacing program due to its proximity to both the Sandy Beach Road project and Krosno Creek Culvert Replacements Project (Morden Lane, Reytan Boulevard and Alyssum Street). Access to this road will be limited and there is risk of overlapping work zones, conflicts with equipment maneuverability and increased resident impacts. When Drava Street was included in the City’s Capital Forecast in 2025, this conflict was unforeseen because of the expedited Sandy Beach Road rehabilitation project driven by the OPG refurbishment. Once the Sandy Beach Road work is complete in 2026, Drava Street can be re-budgeted in 2027. As a result of these exclusions in Ward 2, three additional roads within Ward 2 were added to the tender as provisional locations. These locations were identified through pavement condition inspections and the City’s Roads Needs Study. The proposed roads as identified in recommendation 4d. are as follows: • Honeywood Crescent from Deerbrook Dr. to Deerbrook Dr. • Ilona Park Road from Liverpool Road to Liverpool Road • Fairview Avenue from Douglas Avenue to 200m southwest of Douglas Avenue INF 07-26 April 27, 2026 Page 8 The candidates were selected based on estimated costs not exceeding the combined costs of the removed locations (Poprad Avenue and Drava Street). The City issued RFSQ2026‑2 to establish a roster of prequalified, competent contractors for the City’s Asphalt Resurfacing Program. The RFSQ was advertised on the City’s bids&tenders portal on January 26, 2026, and closed on February 18, 2026, receiving submissions from 12 companies. In accordance with the RFSQ requirements, the evaluation committee reviewed and ranked the submissions and selected up to 5 of the highest‑ranking proponents for prequalification. As a result of the evaluation process, the following 5 contractors were selected: D. Crupi & Sons Limited; Brennan Paving & Construction Ltd.; Dufferin Construction Company; Four Seasons Site Development Ltd.; and Viola Management Inc. The prequalification period will be in effect for 3 years. Tender No. T2026-2 was advertised on City’s bids&tenders portal on Wednesday, April 8, 2026, and closed on Tuesday, April 21, 2026, with 3 pre-qualified companies responding. The lowest compliant bid of $2,764,939.00 (net HST) or $3,070,343.00 (HST included) submitted by Viola Management Inc. is recommended for approval. The total gross project cost which includes the tendered amount, a construction contingency, and other associated costs is estimated at $3,591,167.00 (HST included) with an estimated total net project cost of $3,233,957.00 (net of HST rebate). Through RFSQ2023-1 Roster Category of Geotechnical Investigation and Inspection Services Master Framework Agreement, material testing and inspection services under associated costs is recommended for award to GHD Ltd. 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 by Council. The initiating Director shall submit the Report to Council to obtain approval. Upon careful examination of all bids and relevant documents received, the City Infrastructure Department recommends acceptance of the lowest compliant bid submitted by Viola Management Inc. for Request for Tender No. T2026-2 in the amount of $3,070,343.00 (HST included), and that the total net project cost of $3,233,957.00 (net of HST rebate) be approved. Attachment: 1. Location Maps INF 07-26 April 27, 2026 Page 9 Prepared By: Cynthia Islam, Manager, Capital projects and Infrastructure Approved/Endorsed By: Kevin Heathcote, Director, City Infrastructure Approved/Endorsed By: Cathy Bazinet, Manager, Procurement Approved/Endorsed By: Stan Karwowski, Director, Finance & Treasurer CI:mjh Recommended for the consideration of Pickering City Council By: Marisa Carpino, M.A. Chief Administrative Officer Project Area No. 1 – Creekview Circle Creekview Circle – from Creekview Circle to Petticoat Lane. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 2 – Mountcastle Crescent Mountcastle Crescent – from Huntsmill Drive (north leg) to 450m East of Huntsmill Drive. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Attachment 1 to Report INF 07-26 Location Maps Project Area No. 3 – Fawndale Road Fawndale Road – from Riverview Crescent to 60m north of Gwendolyn Street. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 4 – Ariel Crescent Ariel Crescent – from Amberlea Road to Highview Road. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 5 – Oberon Court Oberon Court – from Ariel Crescent to North Terminus. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 6 – Charnwood Court Charnwood Court – from Rosebank Road to East Terminus. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters that are deficient shall be removed and replaced as required. Project Area No. 7 – Silverthorn Square Silverthorn Square – from Dixie Road to Deerbrook Drive. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 8 – Honeywood Crescent Honeywood Crescent – from Deerbrook Drive to Deerbrook Drive. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 9 – Ilona Park Road Ilona Park Road – from Liverpool Road to Liverpool Road. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 10 – Fairview Avenue Fairview Avenue – from Douglas Avenue to 200m North of Browning Avenue. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 11 – Waterford Gate Waterford Gate – from 210 m west of Altona Road to Altona Road. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 12 – Pine Grove Avenue Pine Grove Avenue – from Oakburn Street to Altona Road. The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 13 – Somergrove Crescent Somergrove Crescent – from Major Oaks Road to Major Oaks Road (Circular Road). The proposed work includes asphalt resurfacing. Existing concrete curbs and gutters and sidewalks that are deficient shall be removed and replaced as required. Project Area No. 14 – Dunn Crescent Dunn Crescent – from Kimton Court to North Terminus. The proposed work includes reconstructing the cul-de-sac, installing a new granular base, asphalt pavement, and concrete curb and gutter. All areas affected by construction, including boulevards, landscaping features, concrete sidewalks, interlocking pavers, and asphalt driveways, will be fully restored. Project Area No. 15 – Joseph Street Joseph Street – from Old Brock Road to Franklin Street. The proposed work includes concrete curb, maintenance hole and catch basin frame adjustments, surface asphalt placement and pavement markings.