HomeMy WebLinkAboutINF 08-25Report to Council
Report Number: INF 08-25
Date: July 15, 2025
From: Kevin Heathcote
Director, City Infrastructure
Subject: The Esplanade South Asphalt Resurfacing & Municipal Parking Lot Replacement
Request for Tender No. T2025-9
File: A-1440
Recommendation:
1. That the bid submitted by IPAC Paving Limited in response to Request for Tender No.
T2025-9 for The Esplanade South Asphalt Resurfacing & Municipal Parking Lot
Replacement, in the amount of $649,280.09 (net HST) or $720,996.95 (HST included),
be accepted;
2. That the total gross project cost of $960,090.00 (HST included), including the tendered
amount, engineering design, a contingency, and other associated costs, and the total net
project cost of $864,591.00 (net of HST rebate) be approved;
3. That the Director, Finance & Treasurer be authorized to finance the net project cost of
$864,591.00 as approved in the 2024 and 2025 Capital Budget as follows:
a.That the sum of $282,376.00 to be funded from the CCBF Reserve Fund for The
Esplanade South Resurfacing as approved in the 2025 Capital Budget; and,
b.That the sum of $582,215.00 to be funded from the Rate Stabilization Reserve Fund
as approved in the 2024 Capital Budget for Municipal Parking Lot Replacement;
and,
4. That the appropriate officials of City of Pickering officials 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.
T2025-9 for The Esplanade South Asphalt Resurfacing and Municipal Parking Lot
Replacement project to IPAC Paving Limited.
Request for Tender No. T2025-9 was advertised on the City’s bids&tenders portal on Thursday,
May 29, 2025 and closed on Friday, June 20, 2025 with 13 bids submitted. The lowest
compliant bid of $649,280.09 (net HST) or $720,996.95 (HST included) submitted by IPAC
Paving Limited 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
is estimated to be $960,090.00 (HST included), and the total net project cost is estimated at
$864,591.00 (net of HST rebate).
INF 08-25 July 15, 2025
Page 2
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Advance Innovation & Responsible Planning to
Support a Connected, Well-Serviced Community.
Financial Implications:
1. Tender Amount
Request for Tender No. T2025-9 $638,050.40
HST (13%)
Total Gross Tender Amount
82,946.55
$720,996.95
2. Estimated Project Cost Summary
Request for Tender No. T2025-9 $638,050.00
Associated Costs
Consulting Services – Engineering Design (Parking Lot)
Geotechnical Investigation (Road Resurfacing)
Designated Substances Survey (Parking Lot)
Lighting Verification, Testing and Inspection (Parking Lot)
Materials Testing
CCBF Sponsor Signage (Road Resurfacing)
49,525.00
2,980.00
2,000.00
10,000.00
17,298.60
2,173.00
Construction Contingency (20%) 127,610.00
Sub Total - Costs $849,637.00
HST (13%) 110,453.00
Total Gross Project Cost $960,090.00
HST Rebate (11.24%) (95,499.00)
Total Net Project Cost $864,591.00
3. Approved Source of Funds
Account Code Source of Funds Budget Required
C10240.2502
C10570.2518
Total Funds
Rate Stabilization Reserve Fund
CCBF Reserve Fund
$885,000.00
345,000.00
$1,230,000.00
$582,215.00
282,376.00
$864,591.00
Project cost under (over) approved funds by $365,409.00
Discussion: The purpose of this report is to award Request for Tender No. T2025-9 for The
Esplanade South Asphalt Resurfacing and Municipal Parking Lot Replacement project to IPAC
Paving Limited.
INF 08-25 July 15, 2025
Page 3
As part of the 2024 and 2025 Capital Budget, Council has approved funding for two key
infrastructure projects: the asphalt resurfacing on The Esplanade South, from Glenanna Road
to Valley Road, and the replacement of the South Parking Lot at the Civic Complex. These
projects are essential to maintaining and enhancing the quality of municipal infrastructure,
ensuring long-term safety, and improving the aesthetic and functional conditions of the areas
involved.
The Esplanade South was part of the 2016 Road Needs Study endorsed by the Council
through Resolution #374/17. The study highlighted this street as a priority for resurfacing
improvements. As a comprehensive resource, the 2016 Road Needs Study guides staff in the
identification, planning and execution of maintenance, rehabilitation, and reconstruction
strategies, programs and projects for all municipal roads within the City of Pickering.
The south parking lot at the Civic Complex was originally constructed in 1990 and is
approximately 35 years old. The parking lot is past its typical lifecycle and is need of
replacement, which is evident by the various cracks, separation of asphalt layers and general
condition of the asphalt. This parking lot is used by City staff and the public for accessing the
Civic Complex, the Central Library Branch, as well as a host site for several community events
throughout the year.
Request for Tender No. T2025-9 was advertised on the City’s bids&tenders portal on
Thursday, May 29, 2025 and closed on Friday, June 20, 2025, with 13 bids submitted. The
lowest compliant bid of $649,280.00 (net HST) or $720,996.95 (HST included) submitted by
IPAC Paving Limited is recommended for approval. The total gross project cost which includes
the tendered amount, construction contingency, and other associated costs is estimated at
$960,090.00 (HST included) with an estimated total net project cost of $864,591.00 (net of
HST rebate).
Through RFSQ2023-1 Roster Category of Geotechnical Investigation and Inspection Services
Master Framework Agreement, the geotechnical investigation and inspection services under
associated costs have been awarded to GHD.
IPAC Paving Limited has completed construction contracts for the City in the past and staff
have deemed the company’s workmanship, experience and professionalism to be satisfactory.
Following Council approval and award to the Contractor, construction will be set to commence
after the Pickering Food Truck Festival from Wednesday, August 6 to Monday, August 11. The
project is anticipated to be completed by no later than November 2025. During construction,
the parking lot will be fully closed, and parking lot users will be directed to temporary parking
within the City owned portion of the City Centre, on the west side of Glenanna Road. The
Esplanade South will remain open to through traffic, aside from short-term closures for
construction activities such as paving.
Upon careful examination of all bids and relevant documents received, staff from the City
Infrastructure Department and Community Services Department recommend acceptance of the
lowest compliant bid submitted by IPAC Paving Limited for Request for Tender No. T2025-9,
subject to the receipt and approval of all pre-conditions of award required in accordance with
INF 08-25 July 15, 2025
Page 4
the bid document in the amount of $649,280.09 (net of HST rebate) or $720,996.95 (HST
included), and that the total net project cost of $864,591.00 (net of HST rebate) be approved.
Attachment:
1.Location Map
Prepared By: Approved/Endorsed By:
David Lo, CPT, C.E.T. Kevin Heathcote, P.Eng
Senior Coordinator, Infrastructure Design Director, City Infrastructure
Cathy Bazinet, CPPB, NIGP-CPP Stan Karwowski, MBA, CPA, CMA
Manager, Procurement Director, Finance & Treasurer
Laura Gibbs, MBA, MSc.
Director, Community Services
DL: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:
Project Area No. 1 – The Esplanade South
The Esplanade South – from Glenanna Road to Valley Farm Road. The proposed work
includes asphalt resurfacing and pedestrian crossover installation. Existing concrete curbs and
gutters and sidewalks that are deficient shall be removed and replaced as required.
Project Area No. 2 – The Esplanade South Municipal Parking Lot
The Esplanade South Parking Lot – The proposed work includes partial reconstruction of the
parking lot and drainage improvements. Work includes supplying and installing new granular
base, base and top course asphalt, line painting and streetlighting upgrades. Any existing
concrete curbs and sidewalks that are deficient shall be removed and replaced as required.
Attachment 1 to Report INF 08-25