HomeMy WebLinkAboutINF 06-25Report to Council
Report Number: INF 06-25
Date: June 23, 2025
From: Brian Duffield
Director, City Infrastructure
Subject: Begley Stormwater Management Pond Cleanout
Request for Tender No. T2025-10
File: A-1440
Recommendation:
1. That the bid submitted by Buildscapes Construction Ltd. in response to Request for
Tender No. T2025-10 for Begley Stormwater Management Pond Cleanout, in the amount
of $262,537.67 (net HST) or $291,536.52 (HST included), be accepted;
2. That Council approve the hiring of T.Y.Lin International Canada Inc. as a consultant, in
the amount of $78,800.00 (HST excluded) to undertake contract administration and
construction inspection for the Begley 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 $498,603.00 (HST included), including the tendered
amount, consulting cost, a contingency, and other associated costs, and the total net
project cost of $449,007.00 (net of HST rebate) be approved;
4. That the Director, Finance & Treasurer be authorized to finance the net project cost of
$449,007.00 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.
T2025-10 for the Begley Stormwater Management (SWM) Pond Cleanout to Buildscapes
Construction Ltd.
In 2024, T.Y.Lin International Canada Inc. (TYLin) was retained to undertake the detailed
design and approvals for the Begley 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. T2025-10 Begley SWM Pond Cleanout project
as set out in the fee proposal dated December 10, 2024 in the amount of $78,800.00 (HST
excluded).
Request for Tender No. T2025-10 was advertised on the City’s bids&tenders portal on Friday,
May 9, 2025 and closed on Monday, June 2, 2025 with seven bids submitted. The lowest
compliant bid of $262,537.67 (net HST) or $291,536.52 (HST included) submitted by
Buildscapes Construction Ltd., is recommended for approval, subject to the receipt and
INF 06-25 June 23, 2025
Page 2
approval of all pre-conditions of award required in accordance with the bid document. The total
gross project cost is estimated to be $498,603.00 (HST included), and the total net project cost
is estimated at $449,007.00 (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. T2025-10 $257,996.92
HST (13%)
Total Gross Tender Amount
33,539.60
$291,536.52
2. Estimated Project Cost Summary
Request for Tender No. T2025-10 – Begley SWM Pond Cleanout $257,997.00
Associated Costs
Consulting Services – Engineering Design
TRCA Permit
Contract Administration and Construction Supervision
49,910.00
2,935.00
78,800.00
Construction Contingency (20%) 51,600.00
Sub Total - Costs $441,242.00
HST (13%) 57,361.00
Total Gross Project Cost $498,603.00
HST Rebate (11.24%) (49,595.00)
Total Net Project Cost $449,007.00
3. Approved Source of Funds
Account Code Source of Funds Budget Required
C10525.2402
Total Funds
SWM Reserve Fund
$550,000.00
$550,000.00
$449,007.00
$449,007.00
Project cost under (over) approved funds by $100,993.00
A higher construction contingency of 20 percent 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
INF 06-25 June 23, 2025
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the responsibility of the vender to advise the City of any possible tariff related costs or
interruptions to the supply chain.
Discussion: The purpose of this report is to award Request for Tender No. T2025-10 for
Begley SWM Pond Cleanout to Buildscapes Construction Ltd.
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 Begley SWM Pond was identified as the fourth-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 Begley SWM Pond Cleanout project in the 2024 Capital Budget, with
design and approval activities scheduled for 2024, and construction anticipated in 2025.
The Begley SWM Pond was constructed in 2000 to provide water quality and quantity control
for a 4.5-hectare drainage area. The pond services the Canoe Landing development and
Bayshore Cove Subdivision, situated southwest of Bayly Street and Begley Street (refer to
Attachment 1 – Location Map).
Currently, the pond is experiencing reduced performance due to a high volume of accumulated
sediment, heavy phragmite growth, debris buildup, and a degraded overland flow route. Since
its original construction, the pond has never been cleaned, and it is now estimated to contain
approximately 220 cubic metres of sediment that must be removed to restore its intended
performance.
In 2024, TYLin was retained to complete the detailed design and obtain the necessary
approvals for the Begley SWM Pond Cleanout project. It is recommended that TYLin continue
to provide contract administration, construction supervision and certification services for the
scope of work outlined in Request for Tender No. T2025-10 Begley SWM Pond Cleanout
project, as detailed in their fee proposal dated December 10, 2024 in the amount of
$78,800.00 (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 Begley
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. T2025-10 was advertised on the City’s bids&tenders portal on Friday,
May 9, 2025 and closed on Monday, June 2, 2025 with seven bids submitted. The lowest
compliant bid of $262,537.67 (net HST) or $291,536.52 (HST included) submitted by
INF 06-25 June 23, 2025
Page 4
Buildscapes Construction Ltd. 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 which includes the tendered amount, a construction contingency, and other
associated costs is estimated at 498,603.00 (HST included) with an estimated total net project
cost of $449,007.00 (net HST).
Buildscapes Construction Ltd. completed the Kingston Road and Finch Avenue New Asphalt
Sidewalk Construction project, as well as the Franklin Street/Central Street – Flood Protection
Works for the City in the past. Staff have deemed the company’s workmanship, experience
and professionalism to be satisfactory.
Upon careful examination of all bids and relevant documents received, staff from the
Engineering Services and City Infrastructure Departments recommend the acceptance of the
lowest compliant bid submitted by Buildscapes Construction Ltd. for Request for Tender No.
T2025-10 in the amount of $262,537.67 (net HST) or $291,536.52 (HST included), and that the
total net project cost of $449,007.00 (net HST) be approved, subject to the receipt and
approval of all pre-conditions of award required in accordance with the bid document.
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
Original signed by:
Original signed by:Original signed by:
Original signed by:
Original signed by:
INF 06-25 June 23, 2025
Page 5
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Chief Administrative Officer
Original signed by:
Begley Stormwater Management Pond Cleanout
Begley SWM Pond is located at 900 Begley Street 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 Begley SWM Pond Location
Attachment 1 to Report INF 06-25