HomeMy WebLinkAboutINF 05-25Report to Council
Report Number: INF 05-25
Date: June 23, 2025
From: Brian Duffield
Director, City Infrastructure
Subject: Autumn Stormwater Management Pond Cleanout
Request for Tender No. T2025-7
File: A-1440
Recommendation:
1.That the bid submitted by Mianco Group Inc. in response to Request for Tender No.
T2025-7 for Autumn Stormwater Management Pond Cleanout, in the amount of
$301,450.77 (net HST) or $334,747.81 (HST included), be accepted;
2.That Council approve the hiring of T.Y.Lin International Canada Inc. as a consultant, in
the amount of $88,600.00 (HST excluded) to undertake contract administration and
construction inspection for the Autumn Stormwater Management Pond Cleanout in
accordance with Purchasing Policy 10.03 (c), as the assignment is above $50,000.00;
3.That the total gross project cost of $560,462.00 (HST included), including the tendered
amount, engineering design, a contingency, and other associated costs, and the total net
project cost of $504,713.00 (net of HST rebate) be approved;
4.That the Director, Finance & Treasurer be authorized to finance the net project cost of
$504,713.00 as approved in the 2024 Capital Budget to be funded by a transfer from the
SWM Reserve Fund; 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 award Request for Tender No.
T2025-7 for the Autumn Stormwater Management (SWM) Pond Cleanout to Mianco Group Inc.
In 2024, T.Y.Lin International Canada Inc. (TYLin) was retained to undertake the detailed
design and approvals for the Autumn SWM Pond Cleanout project. Staff recommend
continuing with TYLin to undertake the contract administration, construction inspection and
certification of works associated with Request for Tender No. T2025-7 Autumn SWM Pond
Cleanout project as set out in the fee proposal dated December 10, 2024 in the amount of
$88,600.00 (HST excluded).
Request for Tender No. T2025-7 was advertised on the City’s bids&tenders portal on Friday,
April 25, 2025 and closed on Thursday, May 22, 2025 with 11 bids submitted. The lowest
compliant bid of $301,450.77 (net HST) or $334,747.81 (HST included) submitted by Mianco
Group Inc. is recommended for approval, subject to the receipt and approval of all pre-
conditions of award required in accordance with the bid document. The total gross project cost
INF 05-25 June 23, 2025
Page 2
is estimated to be $560,462.00 (HST included), and the total net project cost is estimated at
$504,713.00 (net of HST rebate).
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Lead & Advocate for Environmental Stewardship,
Innovation & Resiliency.
Financial Implications:
1.Tender Amount
Request for Tender No. T2025-7 $296,237.00
HST (13%)
Total Gross Tender Amount
38,510.81
$334,747.81
2.Estimated Project Cost Summary
Request for Tender No. T2025-7 $296,237.00
Associated Costs
Consulting Services – Engineering Design
TRCA Permit
Contract Administration and Construction Supervision
49,850.00
2,050.00
88,600.00
Construction Contingency (20%) 59,247.00
Sub Total - Costs $495,984.00
HST (13%) 64,478.00
Total Gross Project Cost $560,462.00
HST Rebate (11.24%) (55,749.00)
Total Net Project Cost $504,713.00
3.Approved Source of Funds
Account Code Source of Funds Budget Required
C10525.2401
Total Funds
SWM Reserve Fund $1,050,000.00
$1,050,000.00
$504,713.00
$504,713.00
Project Cost under (over) approved funds by $545,287.00
A higher construction contingency of 20% has been included as an associated cost due to the
varying degree of accuracy relating to pond sediment volumes and environmental quality
characteristics of the sediment requiring removal. At this current time, the financial implications
regarding tariffs is not known. However, the City has added a condition to the contract that it is
the responsibility of the vender to advise the City of any possible tariff related costs or
interruptions to the supply chain.
INF 05-25 June 23, 2025
Page 3
Discussion: The purpose of this report is to award Request for Tender (RFT) No. T2025-7
for Autumn SWM Pond Cleanout to Mianco Group Inc.
In June 2019, the City of Pickering engaged TYLin, formerly The Municipal Infrastructure
Group Ltd., to prepare a Stormwater Management Facilities Asset Management Plan (AMP),
awarded through Request for Proposal RFP-3-2019.
As part of the AMP, the Autumn SWM Pond was identified as the fifth-highest priority for
maintenance. Due to its deteriorating condition and associated cost considerations, the AMP
recommended sediment removal and restoration as the preferred maintenance approach.
Council approved the Autumn SWM Pond Cleanout project in the 2024 Capital Budget, with
design and approval activities scheduled for 2024, and construction anticipated in 2025.
The Autumn SWM Pond was constructed in 1994 to provide water quality and quantity control
for a 45-hectare drainage area. It services the Bramalea Highbush Subdivision, located
between Altona Road and Rosebank Road, north of Sheppard Avenue and the CN Rail
corridor (refer to Attachment 1 – Location Map).
Currently, the pond is experiencing significantly reduced performance due to a high volume of
accumulated sediment and a clogged hickenbottom outlet structure. Since its original
construction, the pond has never been cleaned, and it is now estimated to contain
approximately 1,079 cubic metres of sediment that needs to be removed.
In 2024, TYLin was engaged to complete the detailed design and obtain approvals for the
Autumn SWM Pond Cleanout project. It is recommended that TYLin continue to provide
contract administration, construction inspection and certification services for the work outlined
in RFT No. T2025-7 Autumn SWM Pond Cleanout, as detailed in their fee proposal dated
December 10, 2024. The proposed fee for these services is $88,600.00 (HST excluded). The
hiring of TYLin and its team of sub-consultants, represents good value as they have the
necessary knowledge, expertise and project history on the Autumn SWM Pond Cleanout
project.
In accordance with Purchasing Policy Item 10.03, 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 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.
Request for Tender No. T2025-7 was advertised on the City’s bids&tenders portal on Friday,
April 25, 2025 and closed on Thursday, May 22, 2025 with 11 bids submitted. The lowest
compliant bid of $301,450.77 (net HST) or $334,747.81 (HST included) submitted by Mianco
Group Inc. is recommended for approval. The total gross project cost which includes the
tendered amount, a construction contingency, and other associated costs is estimated at
$560,462.00 (HST included) with an estimated total net project cost of $504,713.00 (net of
HST rebate).
INF 05-25 June 23, 2025
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References for Mianco Group Inc. have been reviewed and are deemed acceptable by City
Infrastructure staff. In conjunction with staff’s review of the contractor’s previous work
experience, the tender is deemed acceptable.
Upon careful examination of all bids and relevant documents received, staff from the
Engineering Services and City Infrastructure Departments recommend acceptance of the
lowest compliant bid submitted by Mianco Group Inc. for Request for Tender No. T2025-7,
subject to the receipt and approval of all pre-conditions of award required in accordance with
the bid document in the amount of $301,450.77 (net HST) or $334,747.81 (HST included), and
that the total net project cost of $504,713.00 (net of HST rebate) be approved.
Attachment:
1.Location Map
Prepared By:Approved/Endorsed By:
Kevin Heathcote, P.Eng. Brian Duffield
Division Head, Capital Projects & Infrastructure Director, City Infrastructure
Cathy Bazinet, CPPB, NIGP-CPP Richard Holborn, P.Eng.
Manager, Procurement Director, Engineering Services
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
KH: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:
Original signed by:
Autumn Pond Stormwater Management Pond Cleanout
Autumn SWM Pond is located at 1706S Autumn Crescent in the City of Pickering. The proposed
works includes the removal of sediment in the water quality / erosion control cell of the SWM pond
and restore the design pond base elevation.
Figure 1 Autumn SWM Pond Location
Attachment 1 to Report INF 05-25