HomeMy WebLinkAboutCS 10-26
Report to
Council
Report Number: CS 10-26
Date: April 27, 2026
From: Laura Gibbs
Director, Community Services
Subject:
Seaton Recreation Complex & Library Project Management Services
File: A-1440-001
Recommendation:
1. That the proposal submitted by Colliers Project Leaders Inc. in response to Request for
Proposal No. RFP2026-3 for Project Management Support Services of the Seaton
Recreation Complex & Library project, in the amount of $965,500.00 (net HST) or
$1,091,015.00 (including HST), be accepted;
2. That the total gross project cost of $1,220,965.00 (including HST) and the total net project
cost of $1,099,517.00 (net HST rebate) be approved and funded from the Seaton
Recreation Complex & Library project budget;
3. That the Director, Community Services be authorized to execute the Form of Agreement
with Colliers Project Leaders Inc., pursuant to Request for Proposal No. RFP2026-3; and,
4. 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 Project Management Support Services for the Seaton
Recreation Complex & Library (SRCL) project.
In accordance with Council direction through Report CAO 14-25 (Resolution #828/25), staff
were directed to retain a third-party project management consultant to supplement internal
resources and support delivery of this large and complex capital project. The SRCL project is
currently in the design development phase and progressing toward the preparation of contract
documents this summer and fall, and tender in 2027.
Request for Proposal No. RFP2026-3 was advertised on the City’s bids&tenders portal on
Thursday, January 15, 2026, and closed Wednesday, February 18, 2026. Eight proponents
submitted proposals. The evaluation committee consisting of staff from Community Services,
CS 10-26 April 27, 2026
Page 2
including the Director, Community Services, and the Director, Finance & Treasurer. The
committee 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 Colliers Project Leaders Inc., in the
amount of $965,500.00 (net HST) or $1,091,015.00 (HST included), is recommended for
approval.
Given the scale of the project and associated financial pressures, external project
management support is critical to ensuring effective cost control, independent cost verification,
and identification of efficiencies throughout design and construction.
2.0 Relationship to the Pickering Strategic Plan:
The recommendations in this report respond to the Pickering Strategic Plan Priority of:
Champion Economic Leadership & Innovation; Advocate for an Inclusive, Welcoming, Safe &
Healthy Community; Advance Innovation & Responsible Planning to Support a Connected,
Well-Serviced Community; Lead & Advocate for Environmental Stewardship, Innovation &
Resiliency; Strengthen Existing & Build New Partnerships; Foster an Engaged & Informed
Community.
3.0 Financial Implications:
1. RFP Amount
Proposal RFP2026-3 $965,500.00
HST (13%) 125,515.00
Total Gross Proposal Cost
HST Rebate (11.24%)
Total Net Proposal Cost
$1,091,015.00
(108,522.00)
$982,493.00
2. Estimated Project Costing Summary
Proposal RFP2026-3 $965,500.00
Contingency 115,000.00
Total Project Cost 1,080,500.00
HST (13%) 140,465.00
Total Gross Project Costs $1,220,965.00
HST Rebate (11.24%) (121,448.00)
Total Net Project Cost $1,099,517.00
CS 10-26 April 27, 2026
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3. Approved Source of Funds
Approved
Code
Source of
Funds
Approved
Budget
YTD Actuals +
Commitments
Balance
Available
Funds
Required
C10260.2101
(2024)
Trf fr DC-
P&R OB
RF
$17,760,659 $0 $17,760,659 $1,077,527
C10260.2101
Seaton FIA
Reserve
Fund
389,341
0
389,341
21,990
Total Funds $18,150,000 $0 $18,150,000 $1,099,517
Sufficient funds are available within previous budget approvals to support the engagement of
the Project Management consultant, without requiring separate or additional funding.
4.0 Discussion:
The purpose of this report is to award Project Management Support Services for the Seaton
Recreation Complex & Library (SRCL) project.
4.1 Background and Council Direction
Report FIN 01-24 (Resolution #379/24) identified the Seaton Recreation Complex & Library
(SRCL) as Council’s highest capital project priority. On September 29, 2025, Council approved
Report CAO 14-25 (Resolution #828/25) and authorized staff to proceed with the design
development and contract document project phases of the Seaton Recreation Complex &
Library project, including the retention of a third-party project management consultant to
supplement internal resources and support delivery of this large and complex capital project.
Council further directed that the external project manager be engaged to support the ongoing
design and construction of the project and to identify potential efficiencies and cost savings.
4.2 Project Status
The SRCL project is currently in the design development phase, with completion targeted for
June 2026. Following this phase, and upon confirmation that the project’s estimated cost
remains at or under budget, the project will advance into the preparation of construction
documents and procurement for construction, with tender anticipated in early 2027.
CS 10-26 April 27, 2026
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The current phase is critical in confirming all essential elements of the project scope,
coordinating design disciplines, and establishing cost certainty prior to advancing to the next
stage of the project.
4.3 Procurement Process
Request for Proposal No. RFP2026-3 was advertised on the City’s bids&tenders portal on
Thursday, January 15, 2026, and closed Wednesday, February 18, 2026. Eight proponents
submitted a proposal. The evaluation committee consisting of staff from Community Services,
including the Director, Community Services, and the Director, Finance & Treasurer, 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 Colliers Project Leaders Inc., in the
amount of $965,500.00 (net HST) or $1,091,015.00 (HST included), is recommended for
approval.
4.4 Role of the Project Management Consultant
The external Project Management consultant will provide advisory and support services
throughout all remaining phases of the project, including:
• final stages of design development;
• preparation of contract documents;
• procurement and tendering; and,
• construction and post-construction.
Key responsibilities will include:
• budget tracking and financial reporting;
• review and validation of project costs;
• preparation of meeting minutes and tracking of related action items;
• coordination and review of independent cost estimates;
• change order review and cost control;
• maintaining contract administration logs throughout construction;
• schedule monitoring and risk management; and,
• identification of efficiencies and cost-saving opportunities.
The consultant will work alongside city staff in a support capacity, with final decision-making
authority remaining solely with the City.
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4.5 Cost Control and Independent Cost Verification
Given the scale and financial significance of the SRCL project, robust cost control measures
are critical to maintaining alignment with the project budget.
As part of this approach, cost estimates will be prepared at various key milestones for the
project by A.W. Hooker, the cost consultant engaged through Perkins&Will, and Ingersoll and
Associates Inc. engaged through Colliers Project Leaders Inc. These cost estimates will be
compared and analyzed for completeness and consistency and reconciled to identify variances
and underlying assumptions.
This dual-estimate approach provides an important layer of financial due diligence and
supports informed decision-making by ensuring that project costs are cross-validated through
independent sources. Where discrepancies are identified, adjustments and value optimization
measures can be implemented early, reducing the risk of cost escalation in later phases of the
project.
4.6 Importance of External Project Management Support
The SRCL project represents one of the largest and most complex capital projects undertaken
by the City and carries significant financial implications, including impacts on debt financing
and property taxes.
In this context, the engagement of an experienced external Project Management consultant is
essential to:
• strengthen financial oversight and cost control;
• provide independent verification of project costs;
• support proactive risk management;
• improve coordination across multiple disciplines;
• identify opportunities for efficiencies and cost savings; and,
• ensure project management support is available for city staff.
Colliers Project Leaders Inc. has demonstrated extensive experience managing large-scale
municipal and institutional projects of similar size and complexity. Their expertise in project
delivery, cost management, and construction administration services will provide valuable
support to the City throughout the remaining phases of the project.
The inclusion of external project management support is consistent with Council direction and
represents a key measure to help ensure the successful delivery of the SRCL project within
the approved scope, schedule, and budget.
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Attachments: None.
Prepared By:
Diana Poida, M.Arch., OAA, Senior Project Manager
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