HomeMy WebLinkAboutENG 06-22 Report to
Executive Committee
Report Number: ENG 06-22
Date: March 7, 2022
From: Richard Holborn
Director, Engineering Services
Subject: Rotary Frenchman’s Bay West Park
- Washroom Building Implementation, Tender No. T2021-37
- File: A-1440
Recommendation:
1.That Tender No. T2021-37 for the Rotary Frenchman’s Bay West Park Washroom
Building Implementation as submitted by Melfer Construction Inc. in the total tendered
amount of $1,205,882.89 (HST included) be accepted;
2.That the total gross project cost of $1,421,120.00 (HST included), including the tendered
amount, a contingency and other associated costs, and the total net project cost of
$1,279,763.00 (net of HST rebate) be approved;
3.That Council authorize the Director, Finance & Treasurer to finance the total net project
cost of $1,279,763.00 as follows:
a)the sum of $426,472.00 available budget in capital project C10320.1913 as
approved in the 2021 Parks Capital Budget to be funded by a transfer from
Development Charges – City’s Share Reserve be increased to $639,881.00;
b)the sum of $426,472.00 available budget in capital project C10320.1913 as
approved in the 2021 Parks Capital Budget to be funded by a transfer from the
Development Charges Reserve Fund – Parks & Recreation Services be increased
to $639,882.00; and,
4.That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
Executive Summary: As part of the 2021 Capital Budget, funds were approved for the
design and construction of a washroom building in Rotary Frenchman’s Bay West Park
(RFBWP). The project includes a facility comprised of three universal, non-gendered, self-
contained washrooms, storage for the site Gator vehicle and other maintenance equipment
and materials, and a staff room. Sanitary sewer, water and electrical service connections are
also required.
The revised Rotary Frenchman’s Bay West Park Master Plan endorsed by Council in
November 2020, indicated the need for a park washroom facility and staff area. This facility
was to be located north of the existing parking lot at the east end of Beachpoint Promenade.
The City of Pickering retained The MBTW Group in 2020 to prepare a Washroom Feasibility
ENG 06-22 March 7, 2022
Subject: Rotary Frenchman’s Bay West Park, Washroom
Building Implementation Tender No. T2021-37 Page 2
Study, and they were further retained in 2021 to prepare the detailed design drawings and
provide construction administration services (Report ENG 12-21, Resolution #600/21).
Tender No. T2021-37 for the Rotary Frenchman’s Bay West Park Washroom Building
Implementation was issued on Tuesday, January 11, 2022 and closed on Tuesday, February
8, 2022 with 3 bidders responding. The low bid of $1,205,882.89 (HST included) submitted by
Melfer Construction Inc. is recommended for approval. The total gross project cost which
includes the tendered amount, a contingency and other associated costs, is estimated at
$1,421,120.00 (HST included) and the total net project cost is estimated at $1,279,763.00 (net
of HST rebate). An allowance has been included in the total project cost to winterize the
proposed building and incoming water supply. This is in response to Council’s adoption of
Resolution #800/22, #801/22 and #802/22 at the January 24, 2022 Council meeting which
requests that staff take measures to provide full seasonal use in washroom facilities along the
waterfront trail.
Financial Implications:
1. Tender Amount
Tender No. T2021-37
$1,067,153.00
HST (13%) 138,729.89
Total Gross Tender Amount $1,205,882.89
2. Estimated Project Cost Summary
Tender No. T2021-37 Rotary Frenchman’s Bay West Park,
Washroom Building Implementation, T2021-37 $1,067,153.00
Associated Costs
TRCA permit fees
Materials Testing Allowance
Allowance for winterization (design & construction)
3,760.00
5,000.00
75,000.00
Contingency (10% of Tender No. T2021-37) 106,715.00
Sub Total – Costs $1,257,628.00
HST (13%) 163,492.00
Total Gross Project Cost $1,421,120.00
HST Rebate (11.24%) (141,357.00)
Total Net Project Cost $1,279,763.00
ENG 06-22 March 7, 2022
Subject: Rotary Frenchman’s Bay West Park, Washroom
Building Implementation Tender No. T2021-37 Page 3
3. Approved Source of Funds – 2021 Parks Capital Budget
Expense Code Source of Funds Budget
Available
Required
C10320.1913.80 Reserve-DC’s City’s Share
DC Reserve Fund – Parks &
Recreation Services
$426,472.00
426,472.00
$639,881.00
639,882.00
Total $852,944.00 $1,279,763.00
Net Project Cost under (over) Approved Funds ($426,819.00)
The net costs for the design and construction administration consulting fees for this project,
amounting to $147,056.00, were approved by Council (ENG 12-21, Resolution #600/21) and
awarded to The MBTW Group. The budget available amount reflects these already committed
costs.
Discussion: Rotary Frenchman’s Bay West Park (RFBWP), which is situated on
lands owned by the Toronto and Region Conservation Authority (TRCA) and is under
Management Agreement by the City of Pickering, underwent the first phase of improvements
in 2018. In response to the high water events experienced in 2017 and 2019, TRCA proposed
a new 100-year static lake level elevation. The Rotary Frenchman’s Bay West Park Master
Plan was revised and endorsed by Council in November 2020 (Report ENG 05-20, Resolution
#465/20). The original Master Plan included a park washroom in conjunction with a change
room facility and storage building for the Pickering Rouge Canoe Club (PRCC), to be located
adjacent to a small craft boat launch. With the high water levels, and due to current planning
policies and the Provincial Policy Statement, TRCA could no longer support a facility at this
location. The alternate location for the park washroom was located north of the existing parking
lot at the east end of Beachpoint Promenade.
The City of Pickering retained The MBTW Group in 2020 to prepare a Washroom Feasibility
Study in consultation with the Engineering Services and Community Services Departments
and TRCA planning staff. The MBTW Group was further retained in 2021 (Report ENG 12-21,
Resolution #600/21) to prepare the detailed design drawings and provide construction
administration services.
The proposed building includes three universal, non-gendered, self-contained washrooms
large enough to accommodate a user with a mobility aid accompanied by a caregiver, secured
storage for site Gator vehicle and other equipment and materials, and a staff room. Sanitary
sewer and electrical services are located in close proximity to the proposed washroom building
location. Water service needs to be extended to the washroom building location from the west
end of the park. The Region of Durham requires that the water meter and backflow protection
equipment be located in an above grade room, located close to the service connection. A small
precast concrete building is proposed to house this equipment.
ENG 06-22 March 7, 2022
Subject: Rotary Frenchman’s Bay West Park, Washroom
Building Implementation Tender No. T2021-37 Page 4
As part of the 2021 Parks Capital Budget, $1,000,000 was approved for construction of a
washroom facility in RFBWP. This budget amount included funds for design, contract
administration consulting fees, permit fees, and the construction costs for the new building
including site servicing.
Tender No. T2021-37 for the Rotary Frenchman’s Bay West Park Washroom Building
Implementation was issued on Tuesday, January 11, 2022 and closed on Tuesday, February
8, 2022, with three bidders responding. The three bids received were all competitive but over
budget. The consulting team and staff believe that the increased cost is an indication of the
current state of the construction industry that has seen a significant increase in material pricing
due to standard and COVID-19 pandemic inflation. The low bid of $1,205,882.89 (HST
included) submitted by Melfer Construction Inc. is recommended for approval. The total gross
project cost which includes the tendered amount, a contingency and other associated costs, is
estimated at $1,421,120.00 (HST included) and the total net project cost is estimated at
$1,279,763.00 (net of HST rebate).
At the January 24, 2022 Council meeting, Council adopted Resolution #800/22, #801/22 and
#802/22. The second point of this resolution states:
“That staff be directed through the Office of the CAO to incorporate into the planning and
construction of all future infrastructure along the Waterfront Trail, measures that will
achieve full seasonal accessible use, but not limited to the construction of the approved
permanent washrooms on both the east and west sides of the Frenchman’s Bay and all
proposed reconstructions of the Waterfront Trail system.”
As this project was designed and tendered prior to the adoption of this resolution, some
upgrades will be required to the facility in order for it to be able to operate over the winter
months. The building was designed and tendered with some allowances for future winterization
such as providing insulation in the walls and ceiling. In order for the building to be able to be
open during the winter months, a heating system must be added to washroom building and an
electrical service and supplemental heat be added to the water meter building to prevent the
plumbing system from freezing. Staff have consulted with The MBTW Group and obtained an
estimated cost for additional consulting services and construction costs for this facility to be
winterized. This amount has been carried as an allowance in the total net project cost. A 10
percent contingency has also included in the associated costs to cover any unforeseen costs.
Melfer Construction Inc. have successfully completed a number of other projects for the City of
Pickering including the first phase of the RFBWP Master Plan implementation, the construction
of the Don Beer Memorial Park and the reconstruction of the ball diamond in Amberlea Park.
They have also recently constructed custom park buildings for the Town of Richmond Hill and
the Town of Newmarket and are currently constructing park washroom facilities for the City of
Kawartha Lakes and the Town of Aurora.
The award of Tender No. T2021-37 to the low bidder, Melfer Construction Inc. will be
conditional upon receiving the City’s Health & Safety form, Certificate of Insurance and Waste
Management Plan and requisite approvals.
ENG 06-22 March 7, 2022
Subject: Rotary Frenchman’s Bay West Park, Washroom
Building Implementation Tender No. T2021-37 Page 5
Upon careful examination of all tenders and relevant documents received, the Engineering
Services Department recommends the acceptance of the low bid submitted by Melfer
Construction Inc. for Tender No. T2021-37 in the amount of $1,205,882.89 (HST included) and
that the total net project cost of $1,279,763.00 (net of HST rebate) be approved.
Attachments:
1. Supply & Services Memorandum dated February 10, 2022
2. Record of Tenders Opened and Checked
3. Location Map
ENG 06-22 March 7, 2022
Subject: Rotary Frenchman’s Bay West Park, Washroom
Building Implementation Tender No. T2021-37 Page 6
Prepared By: Approved/Endorsed By:
Arnold Mostert, OALA Richard Holborn, P. Eng.
Manager, Landscape & Parks Development Director, Engineering Services
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:Original signed by:
Original signed by:
Original signed by:
Memo
To: Richard Holborn February 7, 2022
Director, Engineering Services
From: Lisa Chang
(Acting) Senior Purchasing Analyst, Supply & Services
Copy: Administrative Assistant, Engineering Services
Subject: Tender No. T2021-37
-Tender for Rotary Frenchman’s Bay West Park
Washroom Building Implementation
File: F-5400-001
Tender No. T2021-37 was advertised on the City’s website on January 11, 2022. Three
companies have submitted a bid for this project.
A copy of the Record of Tenders Opened and Checked used at the public tender opening is
attached. Tenders shall be irrevocable for 60 days after the official closing date and time.
Purchasing Procedure No. PUR 010-001, Item 13.03 (r) provides checking tendered unit prices
and extensions unit prices shall govern and extensions will be corrected accordingly, which has
been completed by S&S and Melfer Construction Inc. is the compliant low bid at a value of
$1,062,953.00.
The unsuccessful Bidder’s tendering deposit, other than a bid bond, shall be returned to the
applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 13.03 (w).
Three (3) bids have been retained for review at this time and are attached.
Pursuant to Information to Bidders Item 25 Pre-Condition of Award and Item 19 Tendering
Specifications, the following documentation will be requested of Melfer Construction Inc. for
your review during the evaluation stage of this tender call. Please advise if Supply & Services
is to proceed with collecting the following documentation:
(a)A copy of the City’s Health and Safety Policy form currently dated and signed;
(b)A copy of the current Clearance Certificate issued by Workplace Safety & Insurance
Board;
(c)The City’s certificate of insurance or approved alternative form completed by the Bidder’s
agent, broker or insurer; and
(d)Waste Management Plan.
A budget of $860,000 was provided to Supply & Services for this procurement.
Attachment #1 to Report # ENG 06-22
February 7, 2022 Page 2 of 2
Tender No. T2021-37
If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy
Item 11 for additional instructions.
In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out
below excludes HST.
As such, in accordance with Purchasing Policy Item 06.11, where the compliant quotation or
tender meeting specifications and offering best value to the City is acceptable or where the
highest scoring proposal is recommended and the estimated total purchase price is:
(c) Over $250,000, the Manager may approve the award, subject to the approval of the
Director, Treasurer, CAO and Council.
Please include the following items in your report:
1.if Items (a) through (b) noted above are acceptable to the Co-ordinator, Health & Safety or
designate, if required;
2.if Item (c) is acceptable to the Manager, Budgets & Internal Audit;
3.if the list of subcontractors is acceptable to Engineering Services;
4.if Item (d) is acceptable to Engineering Services;
5.any past work experience with low bidder Melfer Construction Inc. including work location;
6.without past work experience, if reference information is acceptable to Engineering
Services;
7.the appropriate account number(s) to which this work is to be charged;
8.the budget amount(s) assigned thereto;
9.Treasurer’s confirmation of funding;
10.related departmental approvals; and
11.related comments specific to the project.
After receiving Council’s approval, an approved “on-line” requisition will be required to proceed.
Enquiries can be directed to the City’s website for the unofficial bid results as read out at the
public tender opening or to Supply & Services. Bidders will be advised of the outcome in due
course.
If you require further information, please feel free to contact me or a member of Supply &
Services.
LC
Attachment #2 to Report #ENG 06-22
City of Pickering
Record of Tenders Opened and Checked
Tender Description: Rotary Frenchman’s Bay West Park Washroom Building Implementation
Tender No.: T2021-37
Date: February 8, 2022 - 2:00 pm Local Time
Bidder Name Total Tendered Amount
(HST Excluded) Comments
Melfer Construction $1,067,153.00
Loc-Pave Construction Ltd. $1,154,159.40
Canada Construction Limited $1,079,690.00
City Staff Present
___________________
Other
_____________________ _____________________ ________________
The information is strictly preliminary, pending review and verification of conformance to terms, conditions and specifications.
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SCALE:
Engineering Services
Department Rotary Frenchman's Bay West Park
Proposed WashroomApr 16, 2021
DATE:
1:5,000
Frenchman's
Bay
Lake Ontario
Proposed
Washroom
Attachment #3 to Report #ENG 06-22