HomeMy WebLinkAboutENG 17-22Report to Council
Report Number: ENG 17-22
Date: May 24, 2022
From: Richard Holborn
Director, Engineering Services
Subject: Beachfront Park
-Master Plan – Detailed Design
-File: A-1440
Recommendation:
1.That Council approve the hiring of The MBTW Group for Consulting and Professional
Services for the preparation of detailed design drawings and tender specifications for the
implementation of the Beachfront Park Master Plan, in accordance with Purchasing
Policy Item 10.03 (c), as the assignment is above $50,000.00;
2.That the fee proposal submitted by The MBTW Group for Consulting and Professional
Services for the preparation of detailed design drawings and tender specifications for the
implementation of the Beachfront Park Master Plan in the amount of $432,349.30 (HST
included) be accepted;
3.That the total gross project cost of $549,587.00 (HST included), including the fee amount
and other associated costs, and the total net project cost of $494,920.00 (net of HST
rebate) be approved;
4.That Council authorize the Director, Finance & Treasurer to finance the total net project
cost of $494,920.00 as approved in the 2022 Capital Budget to be funded by a transfer
from the Parkland 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: The City of Pickering retained The MBTW Group to complete the
Beachfront Park Rehabilitation & Needs Assessment Study and the public engagement
process in 2021. The study area extended along the lake front, from the Frenchman’s Bay
Harbour Entrance to Alex Robertson Park. Following consultation with Toronto and Region
Conservation Authority (TRCA) and City staff, two rounds of public engagement were
completed using the City’s Let’s Talk Pickering platform. Resident comments were considered
in the preparation of the Final Preferred Design Option which was endorsed by Council as the
Beachfront Park Master Plan at the December 13, 2021 Council meeting (Resolution #745/21).
As part of the 2022 Parks Capital Budget, $500,000 was approved for the preparation of the
detailed design drawings of the new elements proposed in the Master Plan.
ENG 17-22 May 24, 2022
Subject: Beachfront Park Master Plan – Detailed Design Page 2
The MBTW Group have provided the City with a fee proposal and have assembled a design
team that includes landscape architects, coastal, structural, electrical and civil engineers, and
environmental consultants, for detailed design development and the preparation of tender
ready drawings and specifications. In addition, an architectural firm is also being carried, to
prepare a needs and assessment study of the existing Beachfront Park washroom. The Study
will determine what building renovations will be required to make it more accessible, functional
and suitable for all season use, and, considering it’s close proximity to the shoreline, what
exterior building changes will permitted by the approval authorities.
Staff are seeking Council’s approval to retain The MBTW Group to prepare the detailed design
drawings and tender specifications. The MBTW Group have successfully completed several
waterfront related projects for the City of Pickering many of which included professional design
services. The MBTW Group also prepared the Master Plan for Beachfront Park. Staff are
recommending that The MBTW Group be retained to prepare the detailed design drawings and
tender specifications for this project at a total cost of $432,349.30 (HST included). The City will
recognize considerable savings by retaining the same consultant who prepared the
background studies and Master Plan. The total gross project cost which includes the
consulting fees other associated costs, is estimated at $549,587.00 (HST included) and the
total net project cost is estimated at $494,920.00 (net of HST rebate).
Financial Implications:
1. Proposal Amount
The MBTW Group
Fee Proposal $382,610.00
HST (13%) 49,739.30
Total Gross Proposal Amount $432,349.30
2. Estimated Project Cost Summary
The MBTW Group
Fee Proposal $382,610.00
Associated Costs
Topographic Survey (J.D. Barnes Limited) 14,950.00
Geotechnical Investigations (EXP Services Inc.) 30,400.00
Indigenous Peoples Consultation (allowance) 5,000.00
TRCA Permit Fees 7,500.00
Contingency 45,900.00
Sub Total $486,360.00
HST (13%) 63,227.00
Total Gross Project Cost $549,587.00
HST Rebate (11.24%) (54,667.00)
Total Net Project Costs $494,920.00
ENG 17-22 May 24, 2022
Subject: Beachfront Park Master Plan – Detailed Design Page 3
3.Approved Source of Funds – 2022 Parks Capital Budget
Expense Code
C10320.2206-504700
Source of Funds
Parkland Reserve Fund
Budget
$500,000.00
Required
$494,920.00
Total $500,000.00 $494,920.00
Net Project Cost under (over) Approved Funds $5,080.00
Discussion: The City of Pickering retained The MBTW Group to complete the
Beachfront Park R ehabilitation & Needs A ssessment Study and the public engagement
process i n 2021. Following consultation with Toronto and Region Conservation Authority
(TRCA) and City staff, two rounds o f public e ngagement were completed using the City’s Let’s
Talk Pickering platform.
The first engagement process ran from June 14, 2021 to July 5, 2021, where both a passive
and an active concept plan made available to the public for review and comment through an
online survey. For the second round of public engagement, the consultant created a single
revised concept plan based on the public responses received from the first round. An online
presentation that provided a summary of the survey results from the first round and described
the revised concept plan was posted and an online survey was also made available for public
input and comment from August 27, 2021 to September 27, 2021.
The Public Engagement Summary Report along with plans of the Final Preferred Design
Option were presented to Council at the December 6, 2021 Executive Committee Meeting as
part of Report ENG 25-21. The Final Preferred Design Option that was presented was
endorsed by Council as the Beachfront Park Master Plan at the December 13, 2021 Council
meeting (Resolution #745/21).
As part of the 2022 Parks Capital Budget, $500,000 was approved for the preparation of the
detailed design drawings of the elements proposed in the Master Plan. Funds for the
implementation of the Master Plan will be included in future year Capital Budget requests. The
MBTW Group, who completed the Beachfront Park Rehabilitation & Needs Assessment Study,
were requested to provide a proposal. They have completed several waterfront related projects
for the City of Pickering including the Rotary Frenchman’s Bay West Park Master Plan update,
the Washroom Feasibility Study and detailed design, and the Phase 1 and Phase 2
implementation plans for this park. This company has provided excellent professional design
services for the City. The City will recognize considerable savings and efficiencies by retaining
the same consultant who prepared the Master Plan for this park. The MBTW Group has gained
a thorough knowledge of the site through the preparation of various background studies,
discussions with the landowners, stakeholders, and approval agencies and though the public
consultation process that was completed as part of the master plan process.
ENG 17-22 May 24, 2022
Subject: Beachfront Park Master Plan – Detailed Design Page 4
The MBTW Group have provided the City with a fee proposal and have assembled the
following design team:
•The MBTW Group – Project Manager and Landscape Architects
•Beacon Environmental Ltd. – Environmental and Ecological
•Shoreplan Engineering – Shoreline and Coastal Engineers
•Blackwell Engineering – Structural Engineers
•MJS Consultants Inc. – Electrical Engineers
•MTE Consultants Inc. – Civil Engineers
•Pylons Architect Inc. – Architects
Separate to this contact, the City will retain J.D. Barnes Limited to prepare a topographic
survey of the subject site and EXP Services Inc. to complete the geotechnical investigations of
the site. An allowance has also been included in the associated costs for this project for
Indigenous Peoples Consultations.
The subject site extends along Lake Ontario shoreline, from the Frenchman’s Bay Harbour
Entrance, east to Alex Robertson Park. The project scope includes the preparation of detailed
design drawings of the master plan elements and tender specifications.
The Master Plan elements include the following features:
West of Millennium S quare:
• improvements t o the 6m wide access driveway/trail;
• improved plaza-to-trail transition area;
• gathering and seating nodes;
• beach access paths;
• shoreline/bank s tabilization;
• space for a small rental/retail kiosk;
• children’s p lay area;
• low level pathway lighting; and,
• cultural and natural heritage interpretation.
Millennium S quare:
• shade structure with seating;
• stage platform;
• reconstruction of Millennium Square;
• possible relocation of the Millennium Mast sculpture;
• possible renovation of existing washroom building (see text below); and,
• investigations f or possible water feature/play area.
ENG 17-22 May 24, 2022
Subject: Beachfront Park Master Plan – Detailed Design Page 5
East of Millennium Square:
•elevated 6.6m wide walkway structure with dedicated bike and pedestrian lanes;
•pedestrian and maintenance beach access ramps;
•observation platforms overlooking Hydro Marsh and the beach areas;
•seating areas;
•vegetative enhancements along the Hydro Marsh;
•pathway lighting; and,
•cultural and natural heritage interpretation.
Many comments were received about the washroom facilities during the public consultation
process. The public survey results indicated that the majority of the public would prefer that the
existing washroom facility remain and be renovated rather than having a new washroom facility
be constructed in a more distant location such as at the Liverpool parking lot. As such,
included in the scope of this work is a user needs and assessment study for the existing
washroom facility. The study will include analysis of the existing building and preparation of
schematic design options for renovations and/or additions to the existing structure, or
reconstruction of the building to provide a more accessible and functional building. As the
structure is located within the shoreline hazard area, the TRCA will be consulted, to confirm
what work they will permit on the existing structure. The preparation of detailed design of the
preferred option is beyond the scope of this work and is not included in this fee proposal, but
the selection of the preferred option will inform the design of the site work required surrounding
this facility. A separate fee proposal for the detailed building design of the preferred option will
be obtained after the preferred option has been determined and after funds for this design
exercise have been approved in a future Capital Budget.
The design team recommends a two stage approach for the detailed design process. The first
stage of work, the Initial Detailed Design Development/Constructability Exercise, includes
reviewing and analyzing the existing site conditions, determining the best design/structural
solution for the elevated walkway based on the site conditions and cost analysis of the various
options, design development of the Millennium Square and the area west of the square (shade
structure, children’s play area and stage configuration, washroom alterations, possible water
feature/play area, possible sculpture relocation, and reviewing site drainage issues), and
consultation with staff, stakeholder groups, approval agencies and Indigenous Peoples.
The second stage of work, the Detailed Design and Tender Document Preparation Stage,
includes the preparation of detailed design drawings and specifications, submissions to the
approval agencies, and preparation of detailed cost estimates of the work to better inform of
the amount required to include in future year capital budget requests for construction. The cost
for Contract Administration during construction has not been included for approval in this
Report. Approval for these costs will be requested at a later date, in conjunction with the
approval to award a tender for construction.
The first stage of the work is proposed to commence upon award and proceed through to the
fall of 2022, followed by the second stage, which will take place over the winter months and be
complete in the spring of 2023.
ENG 17-22 May 24, 2022
Subject: Beachfront Park Master Plan – Detailed Design Page 6
Staff are seeking Council’s a pproval to retain The MBTW Group to prepare the detailed design
drawings i n accordance with Purchasing Policy item 10.03 (c) which states:
The Manager may obtain the services o f a particular consultant selected by the initiating
Director without going through a competitive process. Where the funds a re available in the
approved budget and the project or annual cost of a consulting or professional service
assignment is e xpected to be:
(c) Above $50,000 is s ubject to the additional approval of Council. The initiating
Director shall submit the Report to Council to obtain approval.
Staff are recommending that The MBTW Group be retained at a total cost of $432,349.30
(HST included). The total gross p roject cost which includes t he consulting fees other
associated costs, is e stimated at $549,587.00 (HST included) and the total net project cost is
estimated at $494,920.00 (net of HST rebate) and falls w ithin this l evel of approval.
Attachments:
1. Council Resolution #745/21 dated December 17, 2021
2. Location map
Prepared By: Approved/Endorsed By:
Arnold Mostert, OALA
Manager, Landscape & Parks D evelopment
Richard Holborn, P Eng.
Director, Engineering Services
Cathy Bazinet
Manager, Procurement
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:
Original signed by:
Attachment #1 to Report ENG 17-22 Legislative Services Division
Clerk’s Office
Directive Memorandum
December 17, 2021
To: Richard Holdborn
Director, Engineering Services
From: Susan Cassel
City Clerk
Subject: Direction as per Minutes of the Meeting of City Council held on
December 13, 2021
Director, Engineering Services, Report ENG 25-21
Beachfront Park Rehabilitation & Needs Assessment
-Summary of Public Engagement Process and
-Endorsement of the Beachfront Park Master Plan
Council Decision Resolution #745/21
1.That Report ENG 25-21 regarding a summary of the Public Engagement
Process for Beachfront Park, as a follow-up to Report ENG 21-21, be received
for information;
2.That the Final Preferred Design Option that was prepared in response to the
input received through the public engagement process, be endorsed as the
Beachfront Park Master Plan; and,
3.That the appropriate officials of the City of Pickering be authorized to take the
necessary actions as indicated in this report.
Please take any action deemed necessary.
Susan Cassel
Copy: Chief Administrative Officer
Attachment #2 to Report ENG 17-22
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Engineering ServicesDepartment Beachfront ParkLocation MapFeb 12, 2021
DATE:
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Frenchman'sBay
Lake Ontario