HomeMy WebLinkAboutOPS 13-23Report to Council
Report Number: OPS 13-23
Date: April 24, 2023
From: Brian Duffield
Director, Operations
Subject: Running Track Replacement at Beverley Morgan Park and St. Mary Park
- Second Stage Quotation No. RFQQ2023-4
- File: A-1440
Recommendation:
1. That Second Stage Quotation No. RFQQ2023-4 for Running Track Replacement at
Beverley Morgan Park and St. Mary Park submitted by FieldTurf Inc. in the amount of
$925,131.00 (HST included) be accepted;
2. That the total gross project cost of $1,049,431.00 (HST included), including the amount
of the quotation, contingency, consulting and other associated costs, and the total net
project cost of $945,045.00 (net of HST rebate), be approved;
3. That the Director, Finance & Treasurer be authorized to finance the net project cost of
$945,045.00 as approved in the 2022 and 2023 Capital Budgets as follows:
a) The sum of $400,000.00 from the Parkland Reserve Fund as approved in the
2022 Capital Budget be increased to $447,133.00;
b) The sum of $497,912.00 from the Casino Reserve as approved in the 2023
Capital Budget; and,
4. That the appropriate City of Pickering officials be authorized to take the necessary
action to give effect hereto.
Executive Summary: The existing running tracks at St. Mary Park and Beverly Morgan Park
are both showing signs of wear and delamination as they approach end of life. The existing
inner curb will also need to be replaced at the Beverly Morgan Park track to help prevent
premature deterioration of the new track.
A Second Stage Quotation No. RFQQ2023-4, through Canoe Procurement Group contract
#031022, was sent to six potential bidders on March 9, 2023 with a Submission Deadline of
February 23, 2023. FieldTurf Inc. is the only bid submission received. FieldTurf Inc. is a
Vendor of Record with Canoe Procurement Group, a collaborative agency which the City is a
member of, and therefore, meets the criteria of a Cooperative Purchase as per Section 13.01
of the Purchasing Policy.
All required pre-conditions of award have been received and approved; therefore, the
compliant bid submitted by FieldTurf Inc. in the amount of $925,131.00 (HST included) is
OPS 13-23 April 24, 2023
Subject: Running Track Replacement at Beverley Morgan Park & St. Mary Park
recommended for approval. The total gross project cost is estimated to be $1,049,431.00 and
the total net project cost is estimated at $945,045.00 (net of HST rebate).
Financial Implications:
1. Quotation Amount
Quotation No. RFQQ2023-4 $818,700.00
HST (13%) 106,431.00
Total Gross Tender Cost $925,131.00
2. Estimated Project Costing Summary
Quotation No. RFQQ2023-4 (Bev Morgan Park) $363,900.00
Quotation No. RFQQ2023-4 (St. Mary Park) 362,900.00
Cash Allowances 43,000.00
Optional Price: Inner Track Replacement at Bev Morgan 48,900.00
Consulting 20,000.00
Contingency (<12%) 90,000.00
Total Project Cost $928,700.00
HST (13%) 120,731.00
Total Gross Project Costs $1,049,431.00
HST Rebate (11.24%) (104,386.00)
Total Net Project Cost $945,045.00
3. Approved Source of Funds – Parks’ Capital Budget
Approved Code Source of Funds Funds Available Funds Required
C10320.2211 RF Parkland $400,000.00 $447,133.00
C10320.2333 Casino Reserve $770,000.00 $497,912.00
$1,170,000.00
$945,045.00
Project Cost under (over) approved funds by $224,955.00
Costs shown above include previously committed and separately awarded consulting and
related project fees. They are funded from the same accounts and have been included for
clarity regarding the total cost of the project.
Discussion: The existing running track at Beverly Morgan Park was originally installed in
2007 and consists of approximately 45,000 square feet of rubberized membrane on an asphalt
OPS 13-23 April 24, 2023
Subject: Running Track Replacement at Beverley Morgan Park & St. Mary Park
base. The base is believed to be in relatively good condition and can remain, allowing for
minor localized repairs. A concrete curb lines the interior perimeter of the track, separating it
from the grass football field within its bounds. This curb is in poor condition and also serves to
retain the inner edge of the track to prevent cracking and spalling from freeze-thaw and
general use. An optional price was carried in the bid documents to replace the inner curb and
is recommended to be included as part of the awarded scope of work.
The existing track at St. Mary Park was original in 2004 and consists of approximately 35,000
square feet of rubberized membrane on an asphalt base. This base is also believed to be in
good condition, and can be retained, allowing for minor localized repairs to be completed as
part of the awarded scope of work.
Cash allowances have been carried for localized repairs to the asphalt sub-base to both
tracks, which could not be assessed prior to issuing for quotation. These also include minor
allowances for testing and inspection of the asphalt and any other sub-base material that may
require review as part of the work.
Replacement of the track at Beverly Morgan Park is scheduled for July 2023, and the track at
St. Mary Park is scheduled for replacement in August 2023. Work at both sites is subject to
suitable weather conditions.
A Second Stage Quotation No. RFQQ2023-4, through Canoe Procurement Group contract
#031022, was sent to six potential bidders on March 9, 2023 with a Submission Deadline of
February 23, 2023. FieldTurf Inc. is the only bid submission received. All required pre-
conditions of award have been received and approved; therefore, the compliant bid submitted
by FieldTurf Inc. in the amount of $925,131.00 (HST included) is recommended for approval.
The total gross project cost is estimated to be $1,049,431.00 and the total net project cost is
estimated at $945,045.00 (net of HST rebate).
Attachment: None.
Prepared By: Approved/Endorsed By:
Original Signed By: Original Signed By:
Rob Gagen Stan Karwowski, MBA, CPA, CMA
Manager, Parks & Property Director, Finance & Treasurer
OPS 13-23 April 24, 2023
Subject: Running Track Replacement at Beverley Morgan Park & St. Mary Park
Original Signed By: Original Signed By:
Vince Plouffe, OAA, MRAIC Brian Duffield
Division Head, Operations Services Director, Operations
VP:nm
Recommended for the consideration
of Pickering City Council
Original Signed By:
Marisa Carpino, M.A.
Chief Administrative Officer