HomeMy WebLinkAboutCS 12-25Report to
Executive Committee
Report Number: CS 12-25
Date: June 9, 2025
From: Laura Gibbs
Director, Community Services
Subject: Consulting Serv ic es for Mechanical Improvements at Chestnut Hill Developments
Recreation Complex
File: A-1440-001
Recommendation:
1. That RFP2025-5 for Consulting Services for Mechanical Improvements at Chestnut Hill
Developments Recreation Complex submitted by Bouthillette Parizeau Inc. (BPA) in the
amount of $188,764.80 (net HST) or $209,615.00 (HST included) be accepted;
2. That the total gross project cost of $420,640.00 (HST included), including the amount of
the proposal, contingency and other associated costs, and the total net project cost of
$378,799.00 (net of HST rebate), be approved;
3. That the Director, Finance & Treasurer be authorized to finance the net project cost of
$378,799.00 to be funded from the Facilities Reserve, CCBF (FGT) and Property Taxes
as approved in 2020 and 2022-2025 Capital Budgets;
4. That the Director, Community Services be authorized to execute the Form of Agreement
with the above-mentioned consultant pursuant to Request for Proposal No. RFP2025-5;
and
5. That the appropriate City of Pickering officials be authorized to take the necessary action
to give effect hereto.
Executive Summary: The purpose of this report is to award Request for Proposal No.
RFP2025-5 for Consulting Services for Mechanical Improvements at the Chestnut Hill
Developments Recreation Complex (CHDRC). This consulting work includes site investigation,
design, preparation of construction documents, and construction contract administration for
equipment replacements and performance improvements at the CHDRC.
Request for Proposal No. RFP2025-5 was advertised on the City’s bids&tenders portal on
March 12, 2025, and closed on April 8, 2025. Five proponents submitted proposals. The
Evaluation Committee, consisting of staff from Community Services, reviewed and evaluated
the proposals received using criteria outlined in the request for proposal documents.
All pre-conditions of award required in accordance with the bid document have been reviewed
and approved. The top-ranked proposal submitted by Bouthillette Parizeau Inc. (BPA) in the
amount of $188,764.80 (net HST) or $209,615.00 (HST included) is recommended for
approval. The total gross project cost is estimated to be $420,640.00 (HST included) and the
CS 12-25 June 9, 2025
Subject: Consulting Services for Mechanical Improvements at CHDRC Page 2
total net project cost is estimated at $378,799.00 (net of HST rebate).
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Advocate for an Inclusive, Welcoming, Safe &
Healthy Community.
Financial Implications:
1. RFP Amount
RFP2025-5 $185,500.00
HST (13%)
Total Gross RFP Cost
24,115.00
$209,615.00
2. Estimated Project Costing Summary
RFP2025-5 $185,500.00
Testing & Inspection 30,000.00
Permits & Approvals 25,000.00
Costs to date 109,488.00
Contingency (12%) 22,260.00
Total Project Cost $372,248.00
HST (13%) 48,392.00
Total Gross Project Costs $420,640.00
HST Rebate (11.24%) (41,841.00)
Total Net Project Cost $378,799.00
3. Approved Source of Funds - Community Centres Capital Budget
Approved Code Source of Funds Approved Budget Funds Required
C10230.2001
C10230.2001
C10225.2201
CCBF (FGT) Oblg RF
Property Tax
CCBF (FGT) Oblg RF
$450,000.00
155,000.00
225,000.00
$173,799.00
155,000.00
0.00
C10225.2404 CCBF (FGT) Oblg RF 930,000.00 0.00
C10225.2404 Facilities Res, 50,000.00 50,000.00
Total Funds $1,810,000.00 $378,799.00
Project Cost under (over) approved funds by $1,431,201.00
CS 12-25 June 9, 2025
Subject: Consulting Services for Mechanical Improvements at CHDRC Page 3
It is recommended that all costs be consolidated under the capital project C10225.2404
(Chiller & Cooling Tower Replacement). The funding from C10225.1905 (Supplemental
Heating and Cooling Coils), C10230.2001 (Pool Dehumidification Upgrades) and C10225.2201
(Chilled Water & Condenser Pump Replacements) will be transferred to C10225.2404 and the
remaining capital accounts will be closed. The four capital projects referenced above will be
tendered as one project. The balance of consolidated funding will be used for construction
work, to follow completion of design.
Discussion: The purpose of this report is to award Request for Proposal No. RFP2025-5 for
Consulting Services for Mechanical Improvements at the CHDRC . Work includes lifecycle
replacements for equipment such as the chiller, cooling tower, chilled water and condenser
water pumps, and improving dehumidification and ventilation in the pool and whirlpool spaces.
Originally constructed in 1982, the CHDRC has had various additions and upgrades
throughout the years. Various pieces of equipment are nearing the end of their serviceable life
and require replacement. Due to high usage of the CHDRC, prudent and planned replacement
of key systems prior to failure is essential to minimize risks of unexpected or critical failure that
could otherwise result in loss of services.
Main pool and whirlpool areas have also been identified as spaces in need of improved
dehumidification and ventilation to help prevent premature deterioration of existing and
adjoining materials due to excess heat and moisture buildup. All related systems must likewise
be integrated through the City’s Building Automation System (BAS) to ensure holistic building
performance, facility user comfort, and to optimize energy management. Costs spent to date
represent investigations into individual existing systems and conditions and have clarified that
an integrated solution will be necessary to avoid gaps between individual component projects;
they must be treated as one project. A specialty consultant is required to comprehensively
review existing site conditions, systems and documentation collected to date, meet with City
staff and provide a comprehensive design and construction approach.
Request for Proposal No. RFP2025-5 was advertised on the City’s bids&tenders portal on
March 12, 2025. Five companies responded by the closing date of April 8, 2025. Bouthillette
Parizeau Inc. (BPA) was the lowest compliant response with a price of $188,764.80 (net HST)
or $209,615.00 (HST included).
Proposals were evaluated and ranked based on the consultant’s experience and qualifications,
similar projects, the proponent’s project understanding, and their pricing. All pre-conditions of
award required in accordance with the bid document have been received, reviewed and
approved.
The top-ranked proposal submitted by Bouthillette Parizeau Inc. (BPA), in the amount of
$188,764.80 (net HST) or $209,615.00 (HST included), is recommended for approval. The
total gross project cost is estimated to be $420,640.00 (HST included) and the total net project
cost is estimated at $378,799.00 (net of HST rebate).
CS 12-25 June 9, 2025
Subject: Consulting Services for Mechanical Improvements at CHDRC Page 4
Attachment: None.
Prepared By: Approved/Endorsed By:
Original Signed By Original Signed By
Vince Plouffe, OAA, MRAIC Cathy Bazinet, CPPB, NIGP-CPP
Division Head, Facilities Management Manager, Procurement
& Construction
Original Signed ByOriginal Signed By
Dennis Yip, .Eng., PMP®, CEM, LEED® AP Laura Gibbs, MBA, MSc.
Manager, Facilities Capital Projects Director, Community Services
Original Signed By
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
VP:dy
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer