HomeMy WebLinkAboutCS 12-26
Report to
Council
Report Number: CS 12-26
Date: April 27, 2026
From: Laura Gibbs
Director, Community Services
Subject:
Consulting Services for Civic Complex Infrastructure Renewal
Request for Proposal No. RFP2026-1
File: A-1440-001
Recommendation:
1. That the proposal submitted by Salter Pilon Architecture Inc. in response to Request for
Proposal No. RFP2026-1 for Consulting Services for the Pickering Civic Complex Renewal,
in the amount of $1,269,456.00 (net HST) or $1,409,675.00 (HST included) be accepted;
2. That the total gross project cost of $1,744,579.00 (HST included), including the amount of
the proposal, contingency, and other associated costs, and the total net project cost of
$1,571,047.00 (net HST) be approved;
3. That the Director, Finance & Treasurer be authorized to finance the net project cost of
$1,571,047.00 to be funded from Property Taxes, Rate Stabilization Reserve, Major
Equipment Reserve, Casino Reserve, Capital Works Reserve Fund (Parks Infrastructure
Reserve), and Facilities Reserve as approved in the 2019, 2021, 2023 and 2025 Capital
Budgets;
4. That the Director, Community Services be authorized to execute the OAA 600 2021 A
Contract with the above-mentioned consultant pursuant to Request for Proposal No.
RFP2026-1; 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 Proposal No. RFP2026-1 for consulting
services for the Civic Complex infrastructure renewal. This consulting work includes site
investigation, design, preparation of construction documents, and construction contract
administration for infrastructure renewal at the Civic Complex.
CS 12-26 April 27, 2026
Page 2
The Civic Complex, originally constructed in 1990, requires renewal of certain components as
they are at end of life. This includes partial restoration and replacement of key elements of the
central tower structure, building envelope, mechanical systems, lighting, underground parking
foundation waterproofing, emergency power generator, and related work.
Request for Proposal No. RFP2026-1 was advertised on the City’s Bids & Tenders portal on
January 9, 2026, and closed on February 10, 2026. Six proponents submitted proposals. The
evaluation committee, consisting of staff from Community Services, reviewed and evaluated
the proposals received using criteria outlined in the request for proposal documents.
Subject to receipt and approval of all pre-conditions of award required in accordance with the
bid document, the top-ranked proposal submitted by Salter Pilon Architecture Inc. in the
amount of $1,269,456.00 (net HST) or $1,409,675.00 (HST included), is recommended for
approval. The total gross project cost is estimated to be $1,744,579.00 (HST included), and
the total net project cost is estimated at $1,571,047.00 (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
Advocate for an Inclusive, Welcoming, Safe & Healthy Community; and Lead & Advocate for
Environmental Stewardship, Innovation & Resiliency.
3.0 Financial Implications:
RFP Amount
Proposal RFP2026-1 $1,247,500.00
HST (13%)
162,175.00
Total Gross Proposal Cost
HST Rebate (11.24%)
Total Net Proposal Cost
$1,409,675.00
($140,219.00)
$1,269,456.00
Estimated Project Costing Summary
Proposal RFP2026-1 $1,247,500.00
Testing and Inspection Costs (Design Phase) 50,000.00
Permits and Approvals 40,000.00
Commitments to Date 56,675.00
Contingency (12%)
149,700.00
Total Project Cost $1,543,875.00
HST (13%) 200,704.00
Total Gross Project Cost
$1,744,579.00
HST Rebate (11.24%)
(173,532.00)
Total Net Project Cost $1,571,047.00
CS 12-26 April 27, 2026
Page 3
Approved Source of Funds – Civic Complex, Library Capital Budgets
Approved Code Source of Funds Funds Available Funds Required
C10240.1901 Property Taxes $42,803.00
C10240.1901 Rate Stabilization Reserve 100,000.00
C10240.1901 Major Equip Reserve 92,000.00
C10240.2105 Rate Stabilization Reserve 31,926.00
C10240.2303 Capital Works Reserve
Fund (Parks Infrastructure
Reserve)
170,021.00
C10240.2303 Facilities Reserve 45,000.00
C10240.2503 Casino Reserve 480,000.00
C10240.2508 Rate Stabilization Reserve 395,000.00
C10900.2505 Casino Reserve 260,000.00
Total Funds $1,616,750.00 $1,571,047.00
Project Cost under (over) approved funds by $45,703.00
All funding will be consolidated under the capital project C10240.2508 (City Hall Tower
Retrofit). The funding from C10240.1901 (Generator Replacement), C10240.2105 (Tower
Balconies Membrane Replacement), C10240.2303 (Low Pressure Steam Boilers
Replacement), C10240.2503 (Building Envelope & Parking Garage Retrofit) and C10900.2505
(Building Envelope Retrofit – Central Library) will be transferred to C10240.2508 and the
remaining capital accounts will be closed. In 2024, the Capital Works Reserve Fund was
consolidated to the Parks Infrastructure Reserve. The balance of consolidated funding will
remain available to be used for related construction work, to follow the completion of design.
Funding Sources for the Construction Phase
The construction of the Civic Complex infrastructure renewal projects will be tendered following
the design process, and the award of construction is subject to Council approval. The
estimated construction budget and funding sources are outlined in the table below.
Construction of the central tower renewal, generator replacement and parking garage will be
completed before the building envelope. Construction is expected to begin in 2027, subject to
Council and budget approval.
Scope Area Estimated Total Budget Funding Sources
Central Tower Renewal $5,939,000 Various Reserves: $5,939,000
Generator Replacement $2,102,000 Property Taxes: $60,000
Various Reserves: $2,042,000
CS 12-26 April 27, 2026
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Underground Parking Garage
& Building Envelope $11,430,000 Casino Reserve: $4,115,000
External Debt: $7,315,000
All values are shown in 2026 dollars. Of the estimated total budget, $8,521,000 has been
approved in previous capital budgets. $10,950,000 of the estimated total project budget has
been included in the budget forecast and is subject to budget approval. Values may be subject
to inflation adjustments for future budgets.
4.0 Discussion:
The purpose of this report is to award Request for Proposal No. RFP2026-1 for Consulting
Services for the Pickering Civic Complex Renewal. This consulting work includes site
investigation, design, preparation of construction documents, and construction contract
administration for infrastructure renewal at the Civic Complex.
4.1 Project Summary
a. Central Tower
The first and most prominent work area involves restoration of the central tower, primarily
focusing on its exterior envelope, but also including limited interior work and mechanical
equipment replacement. Comprehensive condition assessments of the Civic Complex by
Tacoma Engineers Inc. began in 2020. Their reviews recommended that the steel framing of
the central tower be reviewed annually. Follow up reviews were completed as recommended.
The 2024 review concluded that the restoration of the tower frame requires the removal and
replacement of all the inset glazing panels, and a comprehensive update of all elements of the
tower, including the glazing, roofing, flashing and mechanical clock elements. Loose paint is to
be removed, and all exposed steel recoated. Localized replacement of degraded components
may be required. All inactive mechanical ductwork and hangers are to be removed. Ongoing
leaks in the east side meeting room will be addressed. This work was recommended to be
completed by 2027. Within the tower, mechanical upgrades will be implemented to
complement the existing heating system, as the current heating system lacks backup
capabilities.
b. Underground Parking Garage
The second scope of work involves restoration of the underground parking and foundation
waterproofing. A building condition assessment report, conducted by RJC Engineers in 2023,
reviewed the below-grade parking level and building envelope (cladding, glazing, roofing). This
report concluded that active water infiltration and leaks are present at multiple locations. Water
is collecting and ponding at various points, areas of the garage flooring are cracked and
deteriorated, and various drains were deteriorated or had failed. Associated repair and
rehabilitation work was recommended to be completed by 2025. It is worth noting that the
parking garage and related basement areas extend beyond the above-ground portions of the
building, meaning that several surface areas with unit pavers will likely also require
replacement as part of this scope of work.
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c. Generator Replacement
The third scope of work is for replacement of the facility’s existing backup generator system,
which is nearing end of life. It is also at capacity and lacks any potential for future needs. The
existing generator is 175 kw and was adequately sized when the Civic Complex was open in
1990, when its function was strictly limited to life safety systems. Over recent years, additional
systems have been placed on backup power, causing demand load to approach safe design
limits. Its original capacity was also designed at a time when personal computers were still
being introduced in office environments, compared to today’s heavy use and reliance upon
digital technology. Loss of backup power now severely impacts City operations, including
information technology equipment and systems, requiring a much larger generator capacity.
The Civic Complex is also the City’s emergency response command center, which requires
reliable backup power.
The first three scopes of work, described above, are anticipated to be tendered with related
contract administration fees already included in the award of the consulting contracts. Where
additional phased construction may be required, including for the building envelope work noted
below, contract administration fees for those phases will be included in their respective and
separate approvals.
d. Building Envelope
A fourth scope of work involves renewal of the building envelope, also reviewed as part of the
2023 RJC Engineers report. It concluded that the following are required to be replaced:
• exterior sealants;
• insulated glass units;
• windows, curtainwall;
• doors, sloped roofing, and,
• clerestory glazing above metal roofs.
The report also recommended evaluation of the Civic Complex masonry systems and leaks in
the library area. This work was recommended to be completed between 2023 and 2028.
Design for this work has been included in RFP2026-1 to ensure fulsome consideration of all
related details. Construction is expected to proceed separately, after the first three scopes of
work are complete. Deferring this broad scope of work in this way will help manage use of
limited capital funds and avoid selective trades competing for access to the same work areas
at the same time during construction.
4.2 Procurement Process
Request for Proposal No. RFP2026-1 was advertised on the City’s Bids & Tenders portal on
January 9, 2026, and closed on February 10, 2026. Six proponents submitted proposals. The
evaluation committee, consisting of staff from Community Services, reviewed and evaluated
the proposals received using criteria outlined in the request for proposal documents.
CS 12-26 April 27, 2026
Page 6
Subject to receipt and approval of all pre-conditions of award required in accordance with the
bid document, the top-ranked proposal submitted by Salter Pilon Architecture Inc. in the
amount of $1,269,456.00 (net HST) or $1,409,675.00 (HST included), is recommended for
approval. The total gross project cost is estimated to be $1,744,579.00 (HST included), and
the total net project cost is estimated at $1,571,047.00 (net of HST rebate).
Attachment: None.
Prepared By:
Dennis Yip, P.Eng., PMP®, CEM, LEED® AP, Manager, Facilities Capital Projects
Vince Plouffe, OAA, MRAIC, Division Head, Facilities Management & Construction
Approved/Endorsed By:
Laura Gibbs, MBA, MSc., Director, Community Services
Cathy Bazinet, CPPB, NIGP-CPP, Manager, Procurement
Stan Karwowski, MBA, CPA, CMA, Director, Finance & Treasurer
LG:vp
Recommended for the consideration of Pickering City Council By:
Marisa Carpino, M.A.
Chief Administrative Officer