HomeMy WebLinkAboutENG 01-22 Report to
Executive Committee
Report Number: ENG 01-22
Date: January 10, 2022
From: Richard Holborn
Director, Engineering Services
Subject: Rotary Frenchman’s Bay West Park
-Lake Ontario Shoreline Restoration
-File: A-1440
Recommendation:
1.That Report ENG 01-22 regarding the Rotary Frenchman’s Bay West Park, Lake Ontario
Shoreline Restoration, be received;
2.That Council approve engaging the services of the Toronto and Region Conservation
Authority (TRCA) as a sole source purchase for project management and construction
services for the Lake Ontario shoreline restoration work in accordance with the City’s
Purchasing Policy Items 09.04 and 09.09;
3.That Council authorize staff to execute a letter of agreement with the TRCA for the
project management and construction services for the Lake Ontario shoreline restoration
work, on such terms as are satisfactory to the Director, Engineering Services and the
Director, Finance & Treasurer;
4.That Council authorize the Director, Finance & Treasurer, to finance the total net project
cost of $472,377.00 as follows:
a)The sum of $236,188.00 to be funded by a transfer from the Development
Charges – City’s Share Reserve;
b)The sum of $236,189.00 to be funded by a transfer from the Development
Charges – Parks & Recreation Services Reserve Fund; and,
5.That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
Executive Summary: Rotary Frenchman’s Bay West Park (RFBWP) is situated on land
owned by the Toronto and Region Conservation Authority (TRCA) under Management
Agreement with the City of Pickering. The first phase of implementation of the RFBWP Master
Plan, which included the reconstruction of Beachpoint Promenade and associated park
features at the west end of the park, were completed in 2018. Following the high water events
of 2017 and 2019, the RFBWP Master Plan was slightly modified and re-endorsed by Council
in November 2020.
ENG 01-22 January 10, 2022
Subject: Rotary Frenchman’s Bay West Park,
Lake Ontario Shoreline Restoration Page 2
As part of the 2021 Parks Capital Budget, $2 million was approved for the implementation of
the balance of works in the RFBW Park Master Plan. This budget amount includes funds for
design and contract administration consulting fees, the Lake Ontario shoreline restoration work
and other park and trail improvements on the west spit. The MBTW Group Inc. were retained
in early 2021 to provide and coordinate the design and construction administration services for
this project.
The Lake Ontario shoreline restoration work extends along the Phase 1 area and includes the
removal of the old cottage foundation walls and associated debris found along the beach.
Shoreplan Engineering Limited, Coastal Engineers have designed a stone revetment treatment
to protect the shoreline from further erosion along the interpretive kiosk and picnic area, and
an armourstone protection wall to protect the end of road turning circle from wave uprush
during high water levels and severe storm events.
TRCA have provided City staff with a proposal for their Restoration & Infrastructure team to
perform the shoreline restoration work. As the owner of the RFBWP lands and as experts on
Lake Ontario and ecological restoration work, TRCA are well suited and have the experience
to complete this shoreline restoration work, recognizing the sensitivity of the area and the
nature of the safety hazards inherent with working on the shoreline.
The City’s Purchasing Policy Item 09.04(g) authorizes the Manager, Supply & Services to
make single or sole source purchases without competitive bids in respect of “work to be
performed on or about a leased building or portions thereof that may be performed only by the
lessor”. As stated earlier, TRCA is the owner of the RFBWP lands.
The City’s Purchasing Policy Item 09.09 states “a single or sole source purchase exceeding
$125,000 is subject to Council approval”. This report recommends that Council approve
engaging the services of TRCA as project manager and constructor of the Lake Ontario
shoreline restoration work.
TRCA have advised that the best time to complete the shoreline restoration work is during the
winter months, when the lake water levels are at their lowest. TRCA are prepared to mobilize
quickly in order to complete any in water works by March 31, 2022 to avoid conflict with the
fisheries timing window and to minimize public use conflicts by completing the project before
summer.
It is recommended that TRCA be retained to complete the Lake Ontario shoreline restoration
work as outlined in this report and their proposal (attached).
Financial Implications:
1. Proposal Amount
Toronto and Region Conservation Authority
Fee Proposal $407,939.00
HST (13%) 53,032.07
Total Gross Proposal Amount $460,971.07
ENG 01-22 January 10, 2022
Subject: Rotary Frenchman’s Bay West Park,
Lake Ontario Shoreline Restoration Page 3
2. Estimated Project Cost Summary
Toronto and Region Conservation Authority
Fee Proposal $407,939.00
Associated Costs
Contingency (12%) 48,953.00
TRCA Permit Fee 7,315.00
Sub Total – Costs $464,207.00
HST (13%) 60,347.00
Total Gross Project Cost $524,554.00
HST Rebate (11.24%) (52,177.00)
Total Net Project Costs $472,377.00
3. Approved Source of Funds – 2021 Parks Capital Budget
Expense Code Source of Funds Budget Required
Available
C10320.1912.01-Reserve – DC’s City’s Share $920,618.00 $236,188.00
504700 DC Res Fund – Parks & 920,617.00 236,189.00
Recreation Services
Total $1,841,235.00 $472,377.00
Net Project Cost under (over) Approved Funds $1,368,858.00
The costs for the shoreline restoration work indicated in the tables above represents a portion
of the overall project costs. Funds for the detailed design of the shoreline restoration work and
final phase of the Rotary Frenchman’s Bay West Park Master Plan implementation in the
amount of $158,765.00 (including Net HST) were previously approved by Council and the
project was awarded to The MBTW Group Inc. Funds for the actual construction of the park
features, permit fees, and geotechnical and materials testing and other associated project
costs will come from this same source of funds and will be itemized in a future Report to
Council to award the construction. The balance of funds left available for construction for the
remaining Master Plan implementation is $1,368,858.00.
Discussion: Rotary Frenchman’s Bay West Park (RFBWP), is situated on land
owned by the Toronto and Region Conservation Authority (TRCA) under Management
Agreement with the City of Pickering. The park underwent the first phase of improvements in
2018 that were based on the 2012 Council endorsed RFBWP Master Plan. This work included
the reconstruction of Beachpoint Promenade and other features at the west end of the park.
Following the high water events of 2017 and 2019, the RFBWP Master Plan was modified and
endorsed by Council in November 2020.
As part of the 2021 Parks Capital Budget, $2 million was approved for the implementation of
the balance of works in the RFBW Park Master Plan. This budget amount includes funds for
design and contract administration consulting fees, the Lake Ontario shoreline restoration work
ENG 01-22 January 10, 2022
Subject: Rotary Frenchman’s Bay West Park,
Lake Ontario Shoreline Restoration Page 4
and other park and trail improvements on the west spit. The MBTW Group Inc. were retained
to provide and coordinate the design and construction administration services for this project at
a total cost of $158,765.00 (net of HST rebate).
The Lake Ontario shoreline restoration work extends along the Phase 1 area, from the turning
circle at the east end of Beachpoint Promenade, west to beyond the picnic area. The work
includes the removal of old cottage foundation walls and associated debris such as reinforcing
steel and other building materials that become exposed through wave action, are unsightly,
and can be a hazard to the public. Shoreplan Engineering Limited, Coastal Engineers have
designed a stone revetment treatment to protect the shoreline along the interpretive kiosk and
picnic area from further erosion. An armourstone protection wall will also be installed between
the turning circle at the east end of Beachpoint Promenade and beach, to protect this
infrastructure from wave uprush during high water levels and severe storm events.
TRCA have provided a proposal for their Restoration & Infrastructure team to perform the
shoreline restoration work. The proposed work includes project management, site securement,
tree protection fencing, erosion & sediment control, creation of staging area and site access to
beach area, removal of old cottage structures, construction of shoreline revetment,
procurement of construction materials and restoration of the staging area at the completion of
the project.
As the owner of the land and as experts on Lake Ontario and ecological restoration work,
TRCA are well suited to perform this work. Similar services were provided by TRCA from 2012
to 2014, for the reconstruction of the Frenchman’s Bay Harbour Entrance. This arrangement
with TRCA led to a very successful implementation of new breakwaters and dredging of the
channel. It would be in the City’s best interest to retain TRCA to complete the shoreline
restoration work due to the sensitivity of the area, the nature of the safety hazards inherent
with working on the shoreline and TRCA’s expertise with this type of work.
The City’s Purchasing Policy Item 09.04(g) authorizes the Manager, Supply & Services to
make single or sole source purchases without competitive bids in respect of “work to be
performed on or about a leased building or portions thereof that may be performed only by the
lessor”. TRCA is the owner of the RFBWP lands.
The City’s Purchasing Policy Item 09.09 states “a single or sole source purchase exceeding
$125,000 is subject to Council approval”. This report recommends that Council approve
engaging the services of TRCA as project manager and constructor of the Lake Ontario
shoreline restoration work.
TRCA have advised that the best time to complete this shoreline restoration work is during the
winter months, when the lake water levels are at their lowest. TRCA are prepared to mobilize
quickly in order to complete any in water works by March 31, 2022 to avoid conflict with the
fisheries timing window and to minimize public use conflicts by completing the project before
summer.
It is recommended that TRCA be retained to complete the Lake Ontario shoreline restoration
work at a cost of $407,939.00 (excluding HST) and that Council approve a net project cost of
ENG 01-22 January 10, 2022
Subject: Rotary Frenchman’s Bay West Park,
Lake Ontario Shoreline Restoration Page 5
$472,377.00 (net of HST rebate) for this portion of the final phase of the RFBWP Master Plan
implementation.
Attachments:
1.Rotary Frenchman’s Bay West Park, Lake Ontario Shoreline Restoration proposal from
TRCA, dated December 13, 2021
2.Location Map
Prepared By: Approved/Endorsed By:
Original signed by:Original signed by:
Arnold Mostert, OALA Richard Holborn, P. Eng.
Manager, Landscape & Parks Development Director, Engineering Services
Original signed by:
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
AM:mjh
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Chief Administrative Officer
Original signed by:
December 13, 2021
To: Arnold Mostert, Senior Coordinator, Landscape and Parks Development, City of
Pickering
From: Karen McDonald, Senior Manager, Ecosystem Management, TRCA
CC: Ralph Toninger, Associate Director, Restoration and Resource Management,
TRCA
Mike Puusa, Associate Director, Construction Services, TRCA
Nancy Gaffney, Government and Community Relations Specialist, TRCA
Re: Rotary Frenchman’s Bay West Park, Lake Ontario Shoreline Restoration
PROJECT BACKGROUND
TRCA has been an active partner with the City of Pickering on the development of the
Rotary Frenchman’s Bay West Park Master Plan, which was approved by Council in
2012. Since then, TRCA has contributed to the advancement of the designs, including
provision of ecological data and participation in stakeholder and public meetings. As the
owner of Rotary Frenchman’s Bay West Park, and as experts on Lake Ontario and
ecological restoration, TRCA has provided guidance and advice to the City on best
approaches to achieve balanced, safe use of the West Spit while improving ecological
conditions of the site. TRCA is pleased to provide this proposal to undertake the Lake
Ontario shoreline restoration works for the Rotary Frenchman’s Bay West Park.
SCOPE OF WORK
TRCA’s role in the implementation of the Lake Ontario shoreline restoration at Rotary
Frenchman’s Bay West Park includes the following activities:
-Project management
-Delineation and securement of construction zone
-Tree protection fencing
-Erosion and sediment control
-Creation of staging area and site access (Figure 1)
-Removal and integration and/or offsite disposal of old concrete structures
-Construction of Shoreplan Engineering Ltd. design (Figure 2)
-Procurement of construction materials identified by Shoreplan Engineering Ltd.
(Table 2)
-Restoration of staging area
Attachment #1 to Report #ENG 01-22
2
EXCLUDED FROM SCOPE OF WORK
- Design changes
- Permits and approvals
-Project information signage
-As-built drawings
-Drone surveillance
-Pre-construction and post-construction ecological monitoring
PROJECT TIMELINE
-Construction commencement – week of January 31, 2022
-Approximate timeline 8 weeks
-Project requires completion by March 31 to avoid fisheries timing window
implications. TRCA can seek out timing extension if required.
SOLE SOURCE RATIONALE
The City of Pickering has a history of collaboration with TRCA. For many years, the
TRCA has undertaken a variety of projects in partnership with, and on behalf of, the City
of Pickering and which are of common interest to both organizations. A selection of
projects undertaken in partnership with, or with the support of, TRCA include:
•Frenchman’s Bay Harbour Entrance
•Frenchman’s Bay East Spit Shoreline Restoration
•Frenchman’s Bay vegetation monitoring and management guidance
•Various naturalization projects including community and staff plantings at various
sites, including Rotary Frenchman’s Bay West Park
•Canada Goose management
Various City of Pickering departments and divisions have worked with, and continue to
work with, TRCA in accordance with their respective business areas. There is value to
the City of Pickering in having TRCA provide services on behalf of the City on projects
that eliminate or reduce risk to life and property in a prompt, cost-effective and
environmentally responsible manner. TRCA is able to provide cost-effective
management of natural environment projects using their highly specialized expertise,
and ability to expedite required approvals, facilitate community involvement, meet tight
timelines, and satisfy federal and provincial environmental standards.
Furthermore, recent amendments made to the Conservation Authorities Act, which are
intended to increase the transparency of the relationships between conservation
authorities and municipalities to the public, and also to allow for conservation authorities
to enter into agreements with municipalities within their jurisdictions in respect to
programs and services that the authority will provide on behalf of the municipality.
These initiatives are in addition to the mandatory programs and services that
conservation authorities provide to their municipalities, which are required by regulation.
3
The City of Pickering would benefit by sole sourcing TRCA to undertake these works
due to the sensitivity of the area adjacent to Lake Ontario and near a provincially
significant wetland; the nature of the safety hazards on the shoreline; and TRCA’s
leadership and expertise related to shoreline restoration. Additionally, TRCA is prepared
to mobilize quickly in order to complete the works by March 31, 2022 to avoid conflict
with the fisheries timing window, and minimize public use conflicts by completing
construction in advance of the busy summer months.
BUDGET
Table 1. Rotary Frenchman’s Bay West Park Lake Ontario Shoreline Restoration budget
Item# Description Cost
4.10 Project Management $37,829
4.11 Site Set-Up, ESC,
Tree Protection
$38,818
4.12 Round Stone
Revetment
Construction
$237,224
4.13 Armour Stone
Revetment
Construction
$49,011
4.14 Site Demobilization
and Restoration
$24,136
4.15 Misc. Construction $1,495
Subtotal $388,513
Corporate Surcharge
(5%)
$19,426
Contingency (10%) $40,794
Revised Subtotal $448,733
HST 13% $58,335
HST Rebate (11.24%) -$50,438
GRAND TOTAL $456,630
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Table 2. Revetment Materials Quantities provided by Shoreplan Engineering Ltd.
18-2873
Rotary Frenchman’s Bay
West Park
Revetment Materials
Unit Quantity
Section A
400-600 Boulders tonnes 2000
800-1200 Boulders tonnes 40
Geotextile sq.m. 850
Section B
50-200 Round Stone tonnes 170
300-600 Boulders tonnes 5
400-800 Boulders tonnes 300
600-800 @ toe tonnes 25
Stacked Wall Materials
Wall Armour Stones 2-4 tonnes tonnes 140
Geotextile sq.m. 140
Rip rap tonnes 45
Figure 1. Shoreplan Engineering Ltd. Design
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Figure 2. Site access and staging area
Attachment #2 to Report #ENG 01-22