HomeMy WebLinkAboutENG 04-25Report to
Executive Committee
Report Number: ENG 04-25
Date: March 3, 2025
From: Richard Holborn
Director, Engineering Services
Subject: Pine Creek Restoration Site #22 – Culvert Replacement at Lynn Heights Drive
Consulting and Professional Services for the Detailed Design
- File: A-1440
Recommendation:
1.That Council approve retaining Aquafor Beech Limited for consulting and professional
services for the preparation of the detailed design of the Pine Creek Restoration Site #22
–Culvert Replacement at Lynn Heights Drive, in accordance with Purchasing Policy Item
10.03 (c), as the assignment is above $50,000.00;
2.That the proposal submitted by Aquafor Beech Limited for consulting and professional
services for the preparation of the detailed design of the Pine Creek Restoration Site #22
–Culvert Replacement at Lynn Heights Drive, in the amount of $176,267.65 (net HST) or
$195,737.47 (HST included) be accepted;
3.That the total gross project cost of $232,713.00 (HST included), including the fee amount
and other associated costs, and the total net project cost of $209,565.00 (net HST) be
approved;
4.That Council authorize the Director, Finance & Treasurer to finance the total net project
cost of $209,565.00 as follows:
a)The sum of $183,239.00 to be funded by a transfer from the Development
Charges – City’s Share Reserve as approved in the 2025 Capital Budget;
b)The sum of $26,326.00 to be funded by a transfer from Development Charges –
Stormwater Management Reserve Fund as approved in the 2025 Capital Budget;
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 purpose of this report is to obtain Council approval to retain
Aquafor Beech Limited for consulting and professional services for the preparation of the
detailed design for the Pine Creek Restoration Site #22 –Culvert Replacement at Lynn Heights
Drive.
The City of Pickering hired Aquafor Beech Limited in June 2022 to undertake the Pine Creek
Erosion Assessment Municipal Class Environmental Assessment to assess the erosion
ENG 04-25 March 3, 2025
Subject: Pine Creek Restoration Site #22 – Culvert Replacement
at Lynn Heights Drive Page 2
hazards at identified risk sites and to develop erosion protection strategies for the Pine Creek
corridor. The study was completed in accordance with the requirements for Schedule B
projects, as per the Municipal Class Environmental Assessment (Municipal Class EA) process.
The implementation plan provided in the study specified eleven restoration projects within the
Pine Creek corridor. Council endorsed the Pine Creek Erosion Assessment Municipal Class
Environmental Assessment in September 2024 through Resolution #574/24.
The Pine Creek Restoration Site #22 – Culvert Replacement at Lynn Heights Drive project was
identified as a first priority project in the Pine Creek Erosion Assessment Municipal Class
Environmental Assessment.
Engineering Services Department staff requested a proposal from Aquafor Beech Limited for
the preparation of the detailed design of the Pine Creek Restoration Site #22 – Culvert
Replacement at Lynn Heights Drive due to their project history with the Pine Creek Erosion
Assessment Class Environmental Assessment Study, their specialized knowledge and
expertise in the subject matter, and on the basis that good value would be achieved since they
have all of the background information and have prepared the conceptual design from the
previous assignment.
In accordance with Purchasing Policy 10.03 (c), where the project or annual cost of a
consulting or professional service assignment is expected to be more than $50,000.00 and the
initiating Director intends to acquire the services without obtaining written proposals, the
Director shall submit a Report to Council to obtain approval to engage the services of a
particular consultant. Staff are recommending that Council approve the proposal submitted by
Aquafor Beech Limited for Consulting and Professional Services for the preparation of the
detail design of the Pine Creek Restoration Site #22 – Culvert Replacement at Lynn Heights
Drive, in the amount $195,737.47 (HST included).
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priorities of Lead & Advocate for Environmental Stewardship,
Innovation & Resiliency; and Advocate for an Inclusive, Welcoming, Safe & Healthy
Community.
Financial Implications:
1.Proposal Amount
Aquafor Beech Limited Fee Proposal $173,219.00
HST (13%) 22,518.47
Total Gross Proposal Amount $195,737.47
ENG 04-25 March 3, 2025
Subject: Pine Creek Restoration Site #22 – Culvert Replacement
at Lynn Heights Drive Page 3
2.Estimated Project Cost Summary
Aquafor Beech Limited Fee Proposal $173,219.00
Associated Costs
TRCA fees and Miscellaneous Costs 15,400.00
Contingency (10%) 17,322.00
Sub Total – Costs $205,941.00
HST (13%) 26,772.00
Total Gross Project Cost $232,713.00
HST Rebate (11.24%) (23,148.00)
Total Net Project Costs $209,565.00
3.Approved Source of Funds – 2025 Capital Budget
Expense Code Source of Funds Budget Required
C10525.2503
C10525.2503
DC– City’s Share – Reserve
DC – Stormwater Management
Reserve Fund
$264,500.00
38,000.00
$183,239.00
26,326.00
Total $302,500.00 $209,565.00
Net Project Cost under (over) Approved Funds $92,935.00
As part of the 2025 Capital Budget for Stormwater Management projects, the Pine Creek
Restoration Site #22 – Culvert Replacement Detailed Design project was approved in the
amount of $302,500.00 (net HST).
Discussion: The purpose of this report is to obtain Council approval to retain Aquafor Beech
Limited for consulting and professional services for the preparation of the detailed design for
the Pine Creek Restoration Site #22 –Culvert Replacement at Lynn Heights Drive.
On September 25, 2024, Council endorsed the Pine Creek Erosion Assessment Municipal
Class Environmental Assessment (Resolution #574/24) and authorized City staff to implement
the recommendations subject to budget and further Council approval for individual projects.
The overall goal of the Pine Creek Erosion Assessment Municipal Class Environmental
Assessment is as follows: “To assess the erosion hazards at identified risk sites and to
develop erosion protection strategies, which will result in the long-term stability of the Pine
Creek channel corridors, the reduction of suspended sediments in the channel, and ultimately
the improvement of water quality in Frenchman’s Bay.”
All of the restoration projects identified in the Pine Creek Erosion Assessment Municipal Class
Environmental Assessment are categorized as Schedule A undertakings under the Municipal
ENG 04-25 March 3, 2025
Subject: Pine Creek Restoration Site #22 – Culvert Replacement
at Lynn Heights Drive Page 4
Class EA and can proceed directly to the detailed design and construction stages in
accordance with the priority plan specified in the study. The Pine Creek Restoration Site #22 –
Culvert Replacement at Lynn Heights Drive project was identified as a first priority project in
the Pine Creek Erosion Assessment implementation plan.
Aquafor Beech Limited is recommended to complete the Detailed Design of the Pine
Creek Restoration Site #22 – Culvert Replacement at Lynn Heights Drive.
Engineering Services Department staff requested a proposal from Aquafor Beech Limited for
the preparation of the detail design for Pine Creek Restoration Site #22 – Culvert Replacement
at Lynn Heights Drive due to their project history with the Pine Creek Erosion Assessment
Municipal Class Environmental Assessment, their specialized knowledge and expertise in the
subject matter, and on the basis that good value would be achieved since they have all of the
background information and have prepared the conceptual design from the previous
assignment. Their previous work demonstrates a deep understanding of the technical
requirements and challenges, making them highly effective in providing solutions and
understanding the City’s requirements, including tender specifications, post-construction
inspections and monitoring. Keeping the same consultant allows for continuity in the project, as
they are already familiar with the project's scope, objectives, and challenges. This helps
reduce delays and the need to revisit previously completed tasks when a new consultant is
brought on. Retaining Aquafor Beech Limited will provide long-term value and reduce the risk
of delays, cost overruns, or complications.
In accordance with Purchasing Policy Item 10.03 (c), the Manager may obtain the services of a
particular consultant selected by the initiating Director without going through a competitive
process. Where the funds are available in the approved budget and the project or annual cost
of a consulting or professional service assignment is expected to be:
(c)above $50,000 is subject to the additional approval of Council. The initiating Director
shall submit the Report to Council to obtain approval.
Staff are recommending approval of the proposal submitted by Aquafor Beech Ltd. for
Consulting and Professional Services for the preparation of the detailed design of the Pine
Creek Restoration Site #22 – Culvert Replacement at Lynn Heights Drive in the amount of
$195,737.47 (HST included). It is also recommended that the total gross project cost of
$232,713.00 (HST included) which includes the consulting fees and other associated costs,
and a net project cost of $209,565.00 (net HST) be approved.
Attachment:
1. Location Map
ENG 04-25 March 3, 2025
Subject: Pine Creek Restoration Site #22 – Culvert Replacement
at Lynn Heights Drive Page 5
Prepared By: Approved/Endorsed By:
Irina Marouchko, P.Eng. Richard Holborn, P.Eng.
Manager, Water Resources Director, Engineering Services
Cathy Bazinet Stan Karwowski, MBA, CPA, CMA
Manager, Procurement Director, Finance & Treasurer
IM: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 04-25