HomeMy WebLinkAboutENG 18-22Report to Council
Report Number: ENG 18-22
Date: June 27, 2022
From: Richard Holborn
Director, Engineering Services
Subject: Sandy Beach Road Reconstruction
-Elexicon Energy Hydro Pole Relocation
-File: A-1440
Recommendation:
1.That the quotation for hydro pole relocation submitted by Elexicon Energy for the Sandy
Beach Road reconstruction project in the amount of $310,524.00 (HST included) be
accepted;
2.That the total gross project cost of $341,576.00 (HST included) and the total net project
cost of $307,600.00 (net of HST rebate) for the Elexicon Energy Hydro Pole Relocation
be approved;
3.That Council authorize the Director, Finance & Treasurer to fund the net project cost of
$307,600.00 as follows:
a)the sum of $153,800.00 as approved in the 2019 Development Projects (DC-Funded)
Capital Budget to be funded by a transfer from the Development Charges – City’s
Share Reserve;
b)the sum of $153,800.00 as approved in the 2019 Development Projects (DC-Funded)
Capital Budget to be funded by a transfer from the Development Charges –
Transportation Reserve Fund; 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: The Municipal Infrastructure Group (TMIG, now a T.Y. Lin
International Company) were retained by the City to complete the Municipal Class
Environmental Assessment and the detailed design for the Sandy Beach Road Reconstruction
project. Through the design process, it was determined that hydro pole relocations are
required to create the necessary space for the installation of both the proposed 2.5m multi-use
path and the 1.5m grassed boulevard on the west side of Sandy Beach Road.
Elexicon Energy has submitted a quotation for the 45 hydro poles that have been identified to
be relocated on Sandy Beach Road. The quotation is governed under the Municipal Franchise
Agreement for Cost Sharing with Elexicon Energy.
ENG 18-22 June 27, 2022
Subject: Sandy Beach Road Reconstruction
Elexicon Energy Hydro Pole Relocation Page 2
The total estimated cost for the entire hydro pole relocation project (both Elexicon Energy and
City share) is $875,976.00 (HST included). After applying the cost sharing agreement, the
City’s share is $310,524.00 (HST included).
Engineering Services staff have reviewed the quotation and pole relocation plans submitted by
Elexicon Energy and recommend acceptance of the quotation in the amount of $310,524.00
(HST included), and recommend a total net project cost of $307,600.00 (net of HST rebate) be
approved.
Financial Implications:
1.Proposal Amount
Quotation submitted by Elexicon Energy $274,800.00
HST (13%) $35,724.00
Total $310,524.00
2.Estimated Project Costing Summary
Quotation submitted by Elexicon Energy $274,800.00
Project Contingency (10%) 27,480.00
Subtotal – Costs $302,280.00
HST (13%) 39,296.00
Total Gross Project Cost $341,576.00
HST Rebate (11.24%) (33,976.00)
Total Net Project Cost $307,600.00
3.Approved Source of Funds – Development Projects Capital Budget
Expense Code Source of Funds Budget Amount
Required
C10575.1904 R – DC’s City’s Share $1,000,000.00 $153,800.00
C10575.1904 RF DC – Transportation Services 1,000,000.00 153,800.00
Total $2,000,000.00 $307,600.00
Balance of Funds Available for Completion of Sandy Beach
Reconstruction Phase 1 $1,692,400.00
ENG 18-22 June 27, 2022
Subject: Sandy Beach Road Reconstruction
Elexicon Energy Hydro Pole Relocation Page 3
As part of the 2019 Capital Budget, funds for the Sandy Beach Road – Road Reconstruction
Phase 1 were approved in the amount of $2,000,000.00. The balance of funds for Phase 1
($1,692,400.00) will be used for the future culvert replacement where Krosno Creek crosses
Sandy Beach Road, south of Alyssum Street.
Discussion: The City of Pickering retained the services of The Municipal Infrastructure
Group (TMIG, now T.Y. Lin International Company) to undertake the Sandy Beach Road
Municipal Class Environmental Assessment (Class EA) and detailed design which commenced
in August, 2017. The Class EA examined the need for improvements to Sandy Beach Road
from Montgomery Park Road to Bayly Street, and reviewed the existing culvert where Krosno
Creek crosses Sandy Beach Road, for structure condition and sizing. The Class EA identified
that the reconstruction of Sandy Beach Road would also provide an opportunity to address
poor road conditions, drainage issues and the lack of pedestrian and cycling facilities. The
Notice of Completion for the Class EA was issued September 2019 and the Class EA process
has been completed.
Through the detailed design process, it was determined that hydro pole relocations are
required to create the necessary space for the installation of both the proposed 2.5m multi-use
path and the 1.5m grassed boulevard on the west side of Sandy Beach Road.
Elexicon Energy has submitted a quotation for the 45 hydro poles that have been identified to
be relocated on Sandy Beach Road. The quotation is governed under the Municipal Franchise
Agreement for Cost Sharing with Elexicon Energy. The City’s apportioned cost is as follows;
Categories City of Pickering Elexicon Energy
Materials 0% 100%
Labour/Vehicles 50% 50%
Labour Saving Devices 50% 50%
Subcontractors 50% 50%
The Elexicon Energy quotation is in accordance with the Purchasing Policy – Appendix 1
(Exceptions), Section 8, where only one written proposal is required without going through a
competitive process, and Capital funds are available in an approved Budget.
(8)Work or services to or from other government agencies, utilities, Provincial or Federal
agencies, Crown Corporations, municipalities, public agencies, or Boards
The total estimated cost for the entire hydro pole relocation project (both Elexicon Energy and
City share) is $875,976.00 (HST included). Applying the cost sharing proportion above, the
City’s share is $310,524.00 (HST included).
Engineering Services staff have reviewed the quotation and hydro pole relocation plans
submitted by Elexicon Energy and recommend that acceptance of the quotation in the amount
of $310,524.00 (HST included), and recommend a total net project cost of $307,600.00 (net of
HST rebate) be approved.
ENG 18-22 June 27, 2022
Subject: Sandy Beach Road Reconstruction
Elexicon Energy Hydro Pole Relocation Page 4
Attachment:
1.Location map
Prepared By: Approved/Endorsed By:
Original signed by: Original signed by:
Scott Booker Richard Holborn, P.Eng.
Manager, Capital Projects & Infrastructure Director, Engineering Services
Original signed by:
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
SB:mjh
Recommended for the consideration
of Pickering City Council
Original signed by:
Marisa Carpino, M.A.
Chief Administrative Officer
Attachment #1 to Report ENG 18-22