HomeMy WebLinkAboutENG 19-25Report to Council
Report Number: ENG 19-25
Date: September 29, 2025
From: Richard Holborn
Director, Engineering Services
Subject: Playground Reconstruction & Equipment Replacement 2025
Request for Tender No. T2025-12
File: A-1440
Recommendation:
1.That Request for Tender No. T2025-12 for the Playground Reconstruction and
Equipment Replacement 2025 as submitted by Gray’s Landscaping & Snow Removal
Inc. in the amount of $1,372,982.86 (net HST) or $1,524,637.02 (HST included) be
accepted;
2.That the total gross project cost of $1,723,431.00 (HST included), including the proposal
amount, a contingency and other associated costs, and the total net project cost of
$1,552,003.00 (net HST) be approved;
3.That Council authorize the Director, Finance & Treasurer to finance the total net project
cost $1,520,457.00 as follows:
a)The sum of $99,058.00 available budget in capital project C10572.2509 (Lynn Heights
Park playground) as approved in the 2025 Parks Capital Budget be funded by a
transfer of funds from the Parks Infrastructure Replacement Reserve and the balance
of the costs in the amount of $95,689.00 be funded from the Community Sport and
Recreation Infrastructure Fund (CSRIF) grant;
b)The sum of $88,144.00 available budget in capital project C10572.2510 (Bonita Park
playground) as approved in the 2025 Parks Capital Budget be funded by a transfer of
funds from the Parks Infrastructure Replacement Reserve and the balance of the
costs in the amount of $85,146.00 be funded from the CSRIF grant;
c)The sum of $71,873.00 available budget in capital project C10572.2508 (Bayshore
Tot Lot playground) as approved in the 2025 Parks Capital Budget be funded by a
transfer of funds from the Parks Infrastructure Replacement Reserve and the balance
of the costs in the amount of $69,429.00 be funded from the CSRIF grant;
d)The sum of $120,000.00 available budget in capital project C10320.2330 (Chickadee
Park playground) as approved in the 2023 Parks Capital Budget be funded by a
transfer of funds from the Park land Obligatory Reserve Fund and the additional
amount of $45,846.00 required be funded from a transfer of unspent funds from
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Page 2
C10320.2315 (Martin’s Tot Lot Playground) from the Parkland Obligatory Reserve
Fund;
e) The sum of $250,000.00 available budget in capital project C10572.2410 (Whitevale
Park playground) as approved in the 2024 Parks Capital Budget be increased to
$273,889.00 and funded by a transfer of funds from the Park land Obligatory Reserve
Fund;
f) The sum of $394,162.00 available budget in capital project C10572.2403 (Claremont
Memorial Park playground) as approved in the 2024 Parks Capital Budget be funded
by a transfer of funds from the Casino Reserve;
g) The sum of $200,000.00 available budget in capital project C10572.2413 (Diana,
Princess of Wales Park playground) as approved in the 2024 Parks Capital Budget be
increased to $208,764.00 and funded by a transfer of funds from the Casino Reserve;
4. That the Mayor and City Clerk be authorized to enter into the Transfer Payment
Agreement with the Ontario Ministry of Sport to obtain funds from the CSRIF;
5. That the Director, Engineering Services be authorized to execute the Form of Agreement
with Gray’s Landscaping & Snow Removal Inc. pursuant to Tender No. T2025-12; and
6. 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 authorization to
award Request for Tender No. T2025-12 for the Playground Reconstruction and Equipment
Replacement 2025 to Gray’s Landscaping & Snow Removal Inc . The playgrounds included in
this project are located in Lynn Heights Park, Bonita Park, Bayshore Tot Lot, Chickadee Park,
Whitevale Park, Claremont Memorial Park and Diana, Princess of Wales Park.
The selection of playground equipment for all seven parks was completed through a separate
procurement process. RSFQ2025-2 was advertised on the City’s bids&tenders portal on April
17, 2025 and closed on May 21, 2025 with eight vendors submitting proposals. Independent
evaluations of the proposals were conducted by Engineering Services and City Infrastructure
staff. The cost of the selected equipment was included as a cash allowance in Request for
Tender No. T2025-12.
The City was successful in obtaining grant funding from the Province of Ontario through the
Community Sport and Recreation Infrastructure Fund (CSRIF). This grant will fund up to 50%
of the eligible project costs to replace the playgrounds, up to a total value of $762,500.00.
Three of the playground replacements within this tender (Lynn Heights Park, Bonita Park and
Bayshore Tot Lot) were approved for grant funding (in the amount of $250,264.00), as well as
four playgrounds scheduled to be replaced in 2026 subject to Capital Budget approval. In
ENG 19-25 September 29, 2025
Page 3
accordance with the Transfer Payment Agreement, all costs are to be incurred before
December 31, 2026.
Request for Tender No. T2025-12, for the Playground Reconstruction and Equipment
Replacement 2025 was advertised on the City’s bids&tenders portal on August 8, 2025, and
closed on September 9, 2025, with eight compliant bids submitted. The lowest compliant bid
submitted by Gray’s Landscaping & Snow Removal Inc . in the amount of $1,372,982.86 (net
HST) or $1,524,637.02 (HST included) is recommended for approval. It is recommended that
the total gross project cost of $1,723,431.00 (HST included) and the total net project cost of
$1,552,003.00 (net HST) be approved.
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priorities of Advance Innovation & Responsible Planning to
Support a Connected, Well-serviced Community ; and Advocate for an Inclusive, Welcoming,
Safe & Healthy Community.
Financial Implications:
1. Tender Amount
Request for Tender No. T2025-12
$1,349,236.30
HST (13%) 175,400.72
Total Gross Tender Amount $1,524,637.02
2. Total Estimated Project Cost Summary
Request for Tender No. T2025-12:
Lynn Heights Park
Bonita Park
Bayshore Tot Lot
Chickadee Park
Whitevale Park
Claremont Memorial Park
Diana, Princess of Wales Park
Total Tendered Amount:
$172,163.00
152,994.00
124,417.00
147,253.00
243,775.00
323,041.00
185,593.00
$1,349,236.00
Associated Costs
Materials Testing Allowance
Project Signage ($1,000 per grant funded location)
8,000.00
3,000.00
30,000.00
ENG 19-25 September 29, 2025
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Provision for resurfacing of part of original rink area in Claremont
Memorial Park
Construction Contingency (10%)
134,924.00
Sub Total – Costs $1,525,160.00
HST (13%) 198,271.00
Total Gross Project Cost $1,723,431.00
HST Rebate (11.24%) (171,458.00)
Total Net Project Cost $1,552,003.00
3 A. Total Estimated Project Cost and Funding Per Location – Lynn Heights Park
Tendered Amount – Lynn Heights Park
Materials Testing Allowance
Project Signage
Construction Contingency
Sub Total – Costs
HST (13%)
Total Gross Cost
HST Rebate (11.24%)
Total Net Project Cost
$172,163.00
1,000.00
1,000.00
17,216.00
$191,379.00
24,879.00
$216,258.00
(21,511.00)
$194,747.00
Expense Code Source of Funds Funds Available Funds Required
C10572.2509 Parks Infrastructure Replacement
Res Fund
Provincial Grant (CSRIF)
$200,000.00
$95,689.00
$99,058.00
$95,689.00
Total: $295,689.00 $194,747.00
Net Project Cost under (over) Approved Funds $100,942.00
3 B. Total Estimated Project Cost and Funding Per Location – Bonita Park
Tendered Amount – Bonita Park
Materials Testing Allowance
Project Signage
Construction Contingency
$152,994.00
1,000.00
1,000.00
15,299.00
ENG 19-25 September 29, 2025
Page 5
Sub Total – Costs
HST (13%)
Total Gross Cost
HST Rebate (11.24%)
Total Net Project Cost
$170,293.00
22,138.00
$192,431.00
(19,141.00)
$173,290.00
Expense Code Source of Funds Funds Available Funds Required
C10572.2510 Parks Infrastructure Replacement
Res Fund
Provincial Grant (CSRIF)
$200,000.00
$85,146.00
$88,144.00
$85,146.00
Total: $285,146.00 $173,290.00
Net Project Cost under (over) Approved Funds $111,856.00
3 C. Total Estimated Project Cost and Funding Per Location – Bayshore Tot Lot
Tendered Amount – Bayshore Tot Lot
Materials Testing Allowance
Project Signage
Construction Contingency
Sub Total – Costs
HST (13%)
Total Gross Cost
HST Rebate (11.24%)
Total Net Project Cost
$124,417.00
1,000.00
1,000.00
12,441.00
$138,858.00
18,052.00
$156,910.00
(15,608.00)
$141,302.00
Expense Code Source of Funds Funds Available Funds Required
C10572.2508 Parks Infrastructure Replacement
Res Fund
Provincial Grant (CSRIF)
$200,000.00
$69,429.00
$71,873.00
$69,429.00
Total: $269,429.00 $141,302.00
Net Project Cost under (over) Approved Funds $128,127.00
ENG 19-25 September 29, 2025
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3 D. Total Estimated Project Cost and Funding Per Location – Chickadee Park
Tendered Amount – Chickadee Park
Materials Testing Allowance
Construction Contingency
Sub Total – Costs
HST (13%)
Total Gross Cost
HST Rebate (11.24%)
Total Net Project Cost
$147,253.00
1,000.00
14,725.00
$162,978.00
21,187.00
$184,165.00
(18,319.00)
$165,846.00
Expense Code Source of Funds Funds Available Funds Required
C10320.2330
C10320.2315
Park land Obligatory Res Fund
Parkland Obligatory Res Fund
(unspent funds from Martin’s Tot
Lot)
$120,000.00
$70,549.00
$120,000.00
$45,846.00
Total: $190,550.00 $165,846.00
Net Project Cost under (over) Approved Funds $24,704.00
3 E. Total Estimated Project Cost and Funding Per Location – Whitevale Park
Tendered Amount – Whitevale Park
Materials Testing Allowance
Construction Contingency
Sub Total – Costs
HST (13%)
Total Gross Cost
HST Rebate (11.24%)
Total Net Project Cost
$243,775.00
1,000.00
24,377.00
$269,152.00
34,990.00
$304,142.00
(30,253.00)
$273,889.00
Expense Code Source of Funds Funds Available Funds Required
C10572.2410
Park land Obligatory Res Fund
$250,000.00
$273,889.00
Total: $250,000.00 $273,889.00
Net Project Cost under (over) Approved Funds ($23,889.00)
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3 F. Total Estimated Project Cost and Funding Per Location – Claremont Memorial
Park
Tendered Amount – Claremont Memorial Park
Materials Testing Allowance
Provision for resurfacing of part of original rink area
Construction Contingency
Sub Total – Costs
HST (13%)
Total Gross Cost
HST Rebate (11.24%)
Total Net Project Cost
$323,041.00
2,000.00
30,000.00
32,304.00
$387,345.00
50,355.00
$437,700.00
(43,538.00)
$394,162.00
Expense Code Source of Funds Funds Available Funds Required
C10572.2403
Casino Res Fund
$400,000.00
$394,162.00
Total: $400,000.00 $394,162.00
Net Project Cost under (over) Approved Funds $5,838.00
3 G. Total Estimated Project Cost and Funding Per Location – Diana, Princess of Wales
Park
Tendered Amount – Diana, Princess of Wales Park
Materials Testing Allowance
Construction Contingency
Sub Total – Costs
HST (13%)
Total Gross Cost
HST Rebate (11.24%)
Total Net Project Cost
$185,594.00
1,000.00
18,559.00
$205,153.00
26,670.00
$231,823.00
(23,059.00)
$208,764.00
Expense Code Source of Funds Funds Available Funds Required
C10572.2413
Casino Res Fund
$200,000.00
$208,764.00
Total: $200,000.00 $208,764.00
Net Project Cost under (over) Approved Funds ($8,764.00)
ENG 19-25 September 29, 2025
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The total approved budget for all seven locations is $1,570,000.00 and the total net project
cost is estimated at $1,552,003.00 The City was successful in obtaining grant funding from the
Province of Ontario through the CSRIF. This grant will fund up to 50% of the eligible project
costs to replace the playgrounds at Lynn Heights Park, Bonita Park and Bayshore Tot Lot and
will offset the city’s share of the costs at these locations. This project will use a total of
$250,264.00 of the approved CSRIF grant funding. In accordance with the Transfer Payment
Agreement all costs, including the four playgrounds scheduled to be replaced in 2026 subject
to Capital Budget approval, are to be incurred before December 31, 2026.
As part of the 2023 Parks Capital Budget, $120,000.00 was approved for the playground
equipment replacement in Chickadee Park and $80,000.00 was approved for the playground
equipment replacement in Martin’s Tot Lot. Upon review of the existing play equipment, staff
determined that not all the equipment at Martin’s Tot Lot required replacement. The existing
swing structure was replaced at a total cost of $9,450.45, leaving $70,549.55 unspent. Since
the existing playground area in Chickadee Park is currently not accessible, staff are
recommending that the unspent funds from the Martin’s Tot Lot playground replacement
project be used for Chickadee Park, so that this park can be upgraded with an accessible path
of travel to the playground area from the municipal sidewalk and additional seating be provided
adjacent to the playground.
Discussion: The purpose of this report is to obtain Council authorization to award
Request for Tender No. T2025-12 for the Playground Reconstruction and Equipment
Replacement 2025 to Gray’s Landscaping & Snow Removal Inc. The playgrounds included in
this project are located in Lynn Heights Park, Bonita Park, Bayshore Tot Lot, Chickadee Park,
Whitevale Park, Claremont Memorial Park and Diana, Princess of Wales Park. The playground
area in Claremont Memorial Park will be relocated adjacent to the tennis courts, over the south
half of the existing rink facility as per the approved Claremont Memorial Park Master Plan. The
existing rink facility, including the rink boards and lighting will be removed as part of this
project, with consideration in the 2027 Parks Capital Forecast for the construction of a new
multi-use area covered structure. A provision of $30,000 to replace the asphalt on the north
half of the rink facility for other community uses is included in the estimated project cost. The
playground area in Diana, Princess of Wales Park will be relocated slightly south-east of its
current location at the request of Hydro One Networks Inc., so that it will not be directly under
the high v oltage overhead lines.
The selection of playground equipment for all seven parks was completed through a
competitive procurement process. RSFQ2025-2 was advertised on the City’s bids&tenders
portal on April 17, 2025 and closed on May 21, 2025 with eight vendors submitting proposals.
Independent evaluations of the proposals were conducted by Engineering Services and City
Infrastructure staff. The proposals were evaluated for playability, accessibility,
appearance/creativity, and durability/maintenance. Pricing was the final determining factor in
equipment selection. The vendors were advised of the type of equipment desired at each
ENG 19-25 September 29, 2025
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location. The Whitevale and Claremont community residents were also given the opportunity to
provide input into the type of replacement equipment that staff should consider within their
local parks during several public events. Staff consulted with the residents at the Whitevale
Spring Festival in May 2024 as well as at Claremont town hall meetings and Public open
houses held in April, May, and November 2024. This information was included in the RSFQ
documents and considered during the equipment selection process. The cost of the selected
equipment was included as a cash allowance in Request for Tender No. T2025-12.
The City was successful in obtaining grant funding from the Province of Ontario through the
CSRIF. This grant will fund up to 50% of the eligible project costs to replace the playgrounds,
up to a total value of $762,500.00. Three of the playground replacements within this tender
(Lynn Heights Park, Bonita Park and Bayshore Tot Lot) will receive this funding, in the total
amount of $250,264.00, as well as four playgrounds scheduled to be replaced in 2026 subject
to Capital Budget approval.
Request for Tender No. T2025-12, for the Playground Reconstruction and Equipment
Replacement 2025 was advertised on the City’s bids&tenders portal on August 8, 2025, and
closed on September 9, 2025, with eight compliant bids submitted. The Engineering Services
Department recommends approval of the lowest compliant bid submitted by Gray’s
Landscaping & Snow Removal Inc . for Request for Tender No. T2025-12 in the amount of
$1,372,982.86 (net HST) or $1,723,431.00 (HST included) and that the total net project cost of
$1,552,003.00 (net HST) be approved.
Attachment:
1. Location Map
ENG 19-25 September 29, 2025
Page 10
Prepared By: Approved/Endorsed By:
Arnold Mostert, OALA Richard Holborn, P. Eng
Manager, Landscape & Parks Development Director, Engineering Services
Cathy Bazinet, NIGP-CPP Stan Karwowski, MBA, CPA, CMA
Manager, Procurement Director, Finance & Treasurer
AM:am
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: