HomeMy WebLinkAboutENG 15-20
Report to Council
Report Number: ENG 15-20
Date: December 14, 2020
From: Richard Holborn
Director, Engineering Services
Subject: Request for Additional Funding for Consulting Services
- Beachfront Park Rehabilitation & Needs Assessment Study
- File: A-1440
Recommendation:
1. That the additional fee proposal as submitted by the MBTW Group Inc. in the gross amount
of $15,086.00 (HST included) and a net amount of $13,585.00 (net of HST rebate) for the
increase in scope of work for the Beachfront Park Rehabilitation & Needs Assessment
Study, and associated costs for Geotechnical Investigations in the gross amount of
$1,718.00 (HST included) and a net amount of $1,547.00 (net of HST rebate) be accepted;
2. That the Director, Finance & Treasurer be authorized to finance the increase in the total net
project cost in the amount of $15,132.00 as follows:
a) The sum of $10,214.00 by a transfer from the Development Charges Growth-Related
Studies Reserve Fund;
b) The sum of $4,918.00 from property taxes; and,
3. That the appropriate officials of the City of Pickering to authorized to take the necessary
actions as indicated in this report.
Executive Summary: The MBTW Group Inc. (MBTW) was retained for the preparation of the
Beachfront Park Rehabilitation & Needs Assessment study in the amount of $49,780.00 (HST
extra) in December 2019. The MBTW proposal was approved by the Treasurer and Chief
Administrative Officer through a memo dated December 4, 2019 (Attachment #1) in accordance
with the Purchasing Policy Item 10.03 (b).
The study is well underway and has involved consultation with the Toronto and Region
Conservation Authority (TRCA). In order for TRCA to complete their preliminary review of the
concept plans, some additional studies and information are required that go beyond the
consultants original scope of work. The cost to complete this additional work by MBTW is
estimated at $13,350.00 (excluding HST). Geotechnical information has also been requested for
the beach area in order to determine the future possible rate of erosion. GHD have provided a
proposal for soil sampling and analysis at an estimated cost of $1,520.00 (excluding HST).
The revised total net project cost for this phase of the study is estimated to be approximately
$65,788.00. In accordance with the Purchasing Policy Item 10.03 (c), since the award to MBTW
will now exceed $50,000, approval for the increase in scope is required by Council.
ENG 15-20 December 14, 2020
Subject: Request for Additional Funding for Consulting Services
Beachfront Park Rehabilitation & Needs Assessment Study Page 2
Financial Implications:
1. Additional Fee Proposal Amount
Fee Proposal dated November 18, 2020
Scope Change for Beachfront Park Rehabilitation & Needs Assessment
HST (13%)
Total Gross Additional Fee Cost
HST Rebate (11.24%)
Total Net Additional Fee Cost
$13,350.00
1,736.00
15,086.00
1,501.00
$13,585.00
2. Estimated Project Costing Summary
Original amount for Beachfront Park Rehabilitation & Needs Assessment $49,780.00
Scope Change for Beachfront Park Rehabilitation & Needs Assessment 13,350.00
Geotechnical Investigations (GHD)
Subtotal
HST (13%)
Total Revised Gross Project Cost
HST Rebate (11.24%)
Total Net Project Cost
1,520.00
$64,650.00
8,405.00
73,055.00
(7,267.00)
$65,788.00
3. Source of Funds (2020 Current Budget – Uncommitted funds in 2290.2392)
Account Code Source of Funds Required
2290.2392.0000 Development Charges Reserve Fund – Growth Related
Studies (67.5%)
$10,214.00
Property Taxes (32.5%) 4,918.00
Total Additional Required Funds $15,132.00
Staff recommend the approval of an increase in the total net project cost to $65,788.00 from the
amount that was approved by the Chief Administrative Officer in a memo dated December 4,
2019. Due to the increase in scope, the award to MBTW will exceed $50,000 and in accordance
with the Purchasing Policy, item 10.03 (c), consulting and professional services above $50,000 is
subject to the additional approval of Council.
In accordance with the Purchasing Policy item 10.03 (b),the original award of $49,780.00 (HST
extra) to MBTW was previously approved by the Manager, Supply & Services, Director,
Engineering Services, Treasurer and the Chief Administrative Officer. Council approval is being
sought at this time for the increase in the total net project cost amount of $15,132.00 in order to
satisfy additional study requirements as requested by the TRCA, and to increase the award to
MBTW as the amount now exceeds $50,000.00.
ENG 15-20 December 14, 2020
Subject: Request for Additional Funding for Consulting Services
Beachfront Park Rehabilitation & Needs Assessment Study Page 3
Discussion: The MBTW Group Inc. (MBTW) was retained for the preparation of the
Beachfront Park Rehabilitation & Needs Assessment study in the amount of $49,780.00 (HST
extra) in December 2019. The MBTW proposal was approved by the Treasurer and Chief
Administrative Officer through a memo dated December 4, 2019 in accordance with the
Purchasing Policy. Item 10.03 (b).
The study is well underway and has involved consultation with City staff and the Toronto and
Region Conservation Authority (TRCA). TRCA has reviewed the concept plans prepared by
MBTW and has requested for some additional studies and information that is beyond the
consultants original scope of work. This work includes the following:
• review of other Coastal Engineering reports prepared by Baird Engineering;
• assess flood hazard in the vicinity of the proposed washroom building;
• site walk and additional meetings with the TRCA ;
• test pit excavations (review geotechnical studies); and,
• update of Flood Hazard report.
Staff would like to receive general approval from TRCA on the concept plans before proceeding
with the next phase of the Beachfront Park Rehabilitation & Needs Assessment study which
includes stakeholder and public consultation. The additional work required to satisfy the TRCA
request would be carried out by Shoreplan Engineering, the Coastal Engineering firm who is a
sub-consultant for MBTW. Shoreplan’s costs to complete this work is estimated at $13,350.00
(excluding HST).
Geotechnical information has also been requested for the beach area. A gradation analysis, which
looks at the size and layering of the beach sand and gravel, is required in order to determine the
possible future rate of erosion of the beach area. GHD have provided a proposal for the soil
sampling and sieve analysis at an estimated cost of $1,520.00 (excluding HST).
This study has been included in the 2017 DC Background Study, therefore it is eligible for DC
funding. Funds in the amount of $100,000 were approved in the 2019 Current Budget (account
2290.2392.0000) for a Waterfront Park Needs Assessment. As the award to MBTW was only
$49,780.00 (HST extra) the uncommitted funds were returned to source at the end of 2019. The
additional project cost for the increase in scope is proposed to be funded from available
uncommitted funds in account 2290.2392.0000 of the 2020 Current Budget with the source of
financing being 67.5 per cent Development Charges Growth-Related Studies Reserve Fund and
32.5 per cent from property taxes.
ENG 15-20 December 14, 2020
Subject: Request for Additional Funding for Consulting Services
Beachfront Park Rehabilitation & Needs Assessment Study Page 4
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 of Council. The initiating Director shall
submit the Report to Council to obtain approval.
The revised total net project cost for this phase of the study is $65,788.00.The revised award to
MBTW now falls within this level of approval.
Attachments:
1. Approved Memo – Consulting Services, the MBTW Group Inc. – Beachfront Park
Rehabilitation & Needs Assessment, dated December 4, 2019
2. Additional Services Request No. 1 from the MBTW Group Inc., dated November 18, 2020
3. Location Map
Attachment #1 to Report #ENG15-20
T 416.449.7767
F 416.449.1803
255 Wicksteed Ave., Unit 1A, Toronto, ON, Canada M4H 1G8
www.mbtw-wai.com
landscape architecture
urban design
design guidance
golf design
leisure design
November 18, 2020
Attention: Arnold Mostert, OALA, Senior Coordinator
Landscape & Parks Development
Engineering Services
City of Pickering
Via Email: amostert@pickering.ca
Re: ADDITIONAL SERVICES REQUEST No.1:
Beachfront Park Rehabilitation MBTW Project Number CPG006
Dear Arnold,
As per recent discussions, please find below a summary of Additional Services required to fully address
project related commentary submitted by the TRCA. The scope of the Additional Services relates to coastal
engineering expertise, which we propose be supplied by Shoreplan Engineering. The scope of work includes:
a)Review of other coastal engineering reports prepared by Baird Engineering and supplied by the TRCA;
b)Assess the Flood Hazard in the vicinity of the proposed washroom building;
c)Site walk with the TRCA (already completed);
d)Additional meeting allowance;
e) Test pit excavations and comments; and
f)Update of Flood Hazard report.
Fees: Estimated fee provided by Shoreplan Engineering for the above tasks is $13,350.00. Shoreplan’s
detailed fee estimate can be provided upon request.
Closure: The proposal outlines our understanding of the scope as of the date of this letter. Please do not
hesitate to contact our office should you have any questions or require clarifications. We look forward to
hearing from you.
Yours Truly,
The MBTW Group
Jana Joyce, OALA, CSLA, ASLA
Principal, Senior Landscape Architect
MBTW Group
255 Wicksteed Ave., Unit 1A
Toronto, ON, Canada M4H 1G8
T 416.449.7767 x 252
Attachment #2 to Report #ENG 15-20
LIVERPOOL ROADANNLAND STREET
WHARF STREET
1:5,000
SCALE:
Engineering Services
Department Beachfront ParkLocation MapDecember 3, 2020 DATE:
q
Frenchman'sBay
Lake Ontario
Attachment #3 to Report #ENG 15-20