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Home My WebLink AboutENG 15-23 Report to Executive Committee Report Number: ENG 15-23 Date: December 4, 2023 From: Richard Holborn Director, Engineering Services Subject: Detail Design for Sixth Concession Road Reconstruction and Bridge Rehabilitation Project -Request for Proposal No. RFP2023-17 -File: A-1440 Recommendation: 1.That Request for Proposal No. RFP2023-17, submitted by The Greer Galloway Group Inc., for the Detail Design of Sixth Concession Road Reconstruction and Bridge Rehabilitation in the amount of $371,147.37 (HST included), be accepted; 2. That the total gross project cost of $415,685.00 (HST included), including the fee amount, and other associated costs, and the total net project cost of $374,337.00 (net of HST rebate) be approved; 3.That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $374,337.00 as follows: a)the sum of $225,000.00 to be funded by a transfer from the Roads & Bridges Reserve Fund as approved in the 2017 and 2018 Capital Budgets; b) the additional sum of $149,337.00 to be funded by a transfer from the Rate Stabilization Reserve to cover the remaining over expenditure; 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: This request for external Consulting Engineering Services is required to complete the engineering design for both the Greenwood Bridge rehabilitation and the Sixth Concession Road reconstruction (including a new storm sewer and the reconstruction of the existing storm sewer outfall, and channel restoration into Duffins Creek). Request for Proposal No. RFP2023-17 was advertised on the City’s bids & tenders portal on August 18, 2023 and closed on September 19, 2023 with one proposal submitted. The Evaluation Committee consisting of staff from the Engineering Services Department conducted independent reviews and evaluations of the proposal received using criteria outlined in the bid document. The evaluation committee recommends approval of the fee proposal submitted by The Greer Galloway Group Inc. for Consulting Engineering Services for the Detail Design of Sixth ENG 15-23 December 4, 2023 Subject: Detail Design for Sixth Concession Road Reconstruction and Bridge Rehabilitation Project Request for Proposal No. RFP2023-17 Page 2 Concession Road Reconstruction and Bridge Rehabilitation Project in the amount $371,147.37 (HST included). It is also recommended that a net project cost of $374,337.00 (net of HST) be approved. Financial Implications: 1. Proposal Amount Request for Proposals No. RFP2023-17 $328,449.00 HST (13%) 42,698.37 Total $371,147.37 2. Estimated Project Costing Summary Request for Proposals No. RFP2023-17 – Fee proposal $328,449.00 Associated Costs Contingency (12%) 39,414.00 Sub Total – Costs $367,863.00 HST (13%) 47,822.00 Total Gross Project Cost $415,685.00 HST Rebate (11.24%) (41,348.00) Total Net Project Cost $374,337.00 3. Approved Source of Funds Expense Code Source of Funds Budget Required C10570.1803.01-504001 Roads & Bridges Reserve Fund $225,000.00 $225,000.00 C10570.1803.01-504001 Rate Stabilization Reserve 0.00 149,337.00 $225,000.00 $374,337.00 Net project cost (over) under approved funds ($149,337.00) ENG 15-23 December 4, 2023 Subject: Detail Design for Sixth Concession Road Reconstruction and Bridge Rehabilitation Project Request for Proposal No. RFP2023-17 Page 3 Discussion: The section of Sixth Concession Road from Highway 7 to Greenwood Road serves as the western entrance into the Hamlet of Greenwood. The existing road (Asset ID R- 6000) and the Greenwood Bridge (Asset ID Struct-Bridge-6001) have not been resurfaced or rehabilitated since 1970 and are in need of infrastructure improvements. The Engineering Services Department has recognized the need to retain an experienced Consulting Engineering firm to complete the engineering design for both the Greenwood Bridge rehabilitation and the Sixth Concession Road reconstruction (including a new storm sewer and the reconstruction of the existing storm sewer outfall, and channel restoration into Duffins Creek). This design award will require the consultant to incorporate key planning principles including public and agency consultation, an evaluation of the existing infrastructure, provide a range of improvement solutions including recommendations, a cost estimate, all permits required, utility relocation drawings (if required) and a tender-ready package for construction complete with drawings. Request for Proposal No. RFP2023-17 was advertised on the City’s bids & tenders portal on August 18, 2023 and closed on September 19, 2023 with one proposal submitted. The Evaluation Committee consisting of staff from the Engineering Services Department conducted independent reviews and evaluations of the proposal received using criteria outlined in the bid document. The Greer Galloway Group Inc. and its team of sub-consultants were previously hired by the City to undertake the detail design for the replacement of the Altona Bridge and Wilson Bridge projects. Staff had excellent experience with The Greer Galloway Group Inc. on these projects. They have the necessary experience with this type of infrastructure project to ensure that the detail design of the Sixth Concession Road Reconstruction and Bridge Rehabilitation Project is completed in accordance with current design criteria. Staff recommend approval of the fee proposal submitted by The Greer Galloway Group Inc. for Consulting Engineering Services for the Sixth Concession Road Reconstruction and Greenwood Bridge Rehabilitation Project in the amount of $371,147.37 (HST included). It is also recommended that a net project cost of $374,337.00 (net of HST rebate) be approved. Attachments: 1. Location Map ENG 15-23 December 4, 2023 Subject: Detail Design for Sixth Concession Road Reconstruction and Bridge Rehabilitation Project Request for Proposal No. RFP2023-17 Page 4 Prepared By: Approved/Endorsed By: Scott Booker Richard Holborn, P. Eng. Manager, Capital Projects & Infrastructure Director, Engineering Services Cathy Bazinet Stan Karwowski, MBA, CPA, CMA Manager, Procurement Director, Finance & Treasurer DL:mjh Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer •••••• •• •• •••••••••••• •• •• •• •• •• •• •• •• •• • • •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •••••••••••••••••• • • •• •• •• •••••••• •••••••••••••••• •• •• •• •• •• •• •• • • • • • • •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• •• • • •• • • ••• •• •• •• •• •• •• •• •• •• •• •• •• •• •• • • •• •• •• •• •• •• •• •• •• •• •• •• •• •• High w a y 7 We s t n e y R o a d Gr e e n w o o d R o a d Pa d d o c k R o a d Sixth Concession Road Highway 4 0 7 Greenridge Drive Du f f i n s C r e e k SCALE: Engineering Services Department Nov. 14, 2023 DATE: •• 1:6,853 Greenwood Location Map Sixth Concession Road Attachment #1 to Report ENG 15-23