HomeMy WebLinkAboutINF 11-25
Report to Council
Report Number: INF 11-25
Date: September 29, 2025
From: Kevin Heathcote
Director, City Infrastructure
Subject: Hoover Bridge Replacement – Emergency Work
Request for Tender No. T2025-11
File: A-1440
Recommendation:
1. That Report INF 11-25 regarding the emergency replacement of the Hoover Bridge be
received for information;
2. That Council approve the additional transfer from the Roads & Bridges Reserve Fund in
the amount of $466,895.00 for this emergency replacement; and,
3. That the appropriate officials of the City of Pickering be authorized to take the actions
necessary to implement the recommendation in this report.
Executive Summary: The purpose of this report is to advise Council of the emergency
replacement of the Hoover Bridge on Sideline 34, south of the Eighth Concession Road.
The Hoover Bridge (Bridge #7004) has reached its end of life and is at high risk of failure.
Upon completing the most recent biennial inspection in 2024, it was recommended that the
bridge be closed if not replaced in 2025. The bridge currently serves two residential tenants
within the Rouge National Urban Park lands south of Reesor Creek with no other means of
access to the properties. Sideline 34 also provides access for agricultural lands south of the
Reesor Creek.
Upon careful review of alternatives, it was determined that a rapid bridge replacement was the
most feasible option both financially and from a public and environmental impact perspective.
In order to complete the bridge replacement before end of 2025, staff were required to follow
the Emergency Purchase process outlined in Section 12.01 of the Purchasing Policy.
Request for Tender No. T2025-11 was advertised on the City’s bids&tenders portal on July 28,
2025, and closed on Thursday, August 21, 2025, with eight bids submitted. The lowest
compliant bid of $487,757.05 (net HST) or $541,632.73 (HST included) submitted by
Clearwater Structures Inc. was recommended for approval. Pre-conditions of award were met,
and a Purchase Order was issued to the Contractor on Thursday, September 4, 2025, in
accordance with the City’s Purchasing Policy, Section 12.01 (Emergency Purchase). The total
gross project cost is estimated to be $740,558.00 (HST included), and the total net project cost
is estimated at $666,895.00 (net of HST rebate).
INF 11-25 September 29, 2025
Page 2
Preperatory work is anticipated to commence at the start of October 2025, and the rapid
superstructure replacement will be completed over a consecutive 72-hour span in mid-
November 2025.
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. T2025-11 $479,321.00
HST (13%) 62,311.73
Total Gross Tender Amount $541,632.73
2. Estimated Project Cost Summary
Request for Tender No T2025-11
Associated Costs
$479,321.00
Detailed Design (Keystone Bridge Management)
TRCA Permit
Materials Testing (GHD)
Contract Administration and Construction Inspection (Keystone)
Resident Displacement (estimate)
43,490.00
4,070.00
4,546.00
23,070.00
5,000.00
Contingency (20%) 95,864.00
Total Project Cost $655,361.00
HST (13%) 85,197.00
Gross Project Costs $740,558.00
HST Rebate (11.24%) (73,663.00)
Total Net Project Costs $666,895.00
INF 11-25 September 29, 2025
Page 3
3.Approved Source of Funds
Account Code Source of Funds Budget Required
C10570.2201
C10570.2201
Transit & Infrastructure Grant
Roads & Bridges Reserve Fund
$93,890.00
106,110.00
$93,890.00
573,005.00
Total Funds $200,000.00 $666,895.00
Project Cost under (over) approved funds by ($466,895.00)
In accordance with Purchasing Policy PUR 010, Section 12.01 in an emergency situation, on the
approval of the appropriate Director, the Manager, Procurement is permitted to obtain such
goods and services as are necessary to respond to the emergency. If the purchase amount
exceeds $50,000.00, the Director must notify the Treasurer and CAO and the Director shall
submit a report of the incident to the appropriate Committee and Council at the earliest possible
time. In accordance with the Purchasing Policy, this report serves to inform Council of this
emergency purchase.
The Treasurer has confirmed that the additional funding required will be sourced from the Roads
& Bridges Reserve Fund subject to Council approval.
A higher construction contingency of 20 percent has been included as an associated cost due
to the unique nature of work and tight timelines related to the bridge superstructure removal and
installation.
Discussion: The purpose of this report is to advise Council of the emergency replacement
of the Hoover Bridge on Sideline 34, south of Eighth Concession Road.
Originally built in approximately 1930, Hoover Bridge (Bridge #7004) has reached its end of life
and is at high risk of failure. The structure is located on Sideline 34, approximately 220m south
of Eighth Concession Road and crosses Reesor Creek. Sideline 34 is a no-exit gravel road
which provides access to two residential homes south of the creek. The surrounding land is
within the boundaries of the Rouge National Urban Park, managed by Parks Canada. This
section of Sideline 34 also provides access to agricultural lands south of Reesor Creek that is
leased to tenants for farming. The structure currently has a 10 tonne load limitation due to it’s
condition.
Hoover Bridge is inspected as part of the City’s biennial bridge and culvert inspection program
for structures with spans equal to or greater than 3m as mandated by O.Reg. 278/06. The
replacement of Hoover Bridge has been identified as a capital need for several years,
however, due to competing priorities, budget constraints and lower risk due to traffic volumes
and road classification, it was not advanced prior to 2022. This project presents several
challenges due to the bridge crossing being the only access point for the residential properties
south of the bridge and the alignment of the creek sharply turning from north-south to east-
INF 11-25 September 29, 2025
Page 4
west adjacent to the bridge. The creek alignment poses a challenge for temporary access to
be constructed while the existing bridge is being replaced.
In 2022, Council approved a budget of $200,000 for the assessment of options to either
rehabilitate or replace the existing bridge, or to create an alternate means of access to Sideline
34 properties. Again, due to competing priorities and resource constraints, this assessment
was not formally advanced.
In 2024, an inspection of the structure was completed which resulted in a recommendation to
close the bridge if not replaced in 2025. This is due to further deterioration of the concrete deck
slab, T-beam girders and concrete post and rail barriers.
The alternatives included in the original 2022 Budget were assessed at the staff level and
presented the following challenges:
A. Rehabilitation of Existing Structure
Due to severity of damage and deterioration, rehabilitating the existing structure will not be
financially feasible for the return of serviceable life. The age of the structure prevents it from
meeting current bridge standards.
B. Complete Replacement of Existing Structure
A complete replacement of the existing structure in a similar location will prevent residents and
farmers from accessing the properties south of the creek for the duration of construction as
temporary creek crossing at this location is not an option due to creek alignment and property
constraints. A construction project of this nature typically takes 12-16 weeks to complete at a
significantly higher cost. This option would also require significant approvals, potential creek
realignment and would not be achievable within the appropriate timelines.
C. Create Alternative Means to Access Sideline 34 Properties
This alternative would require a new road to be constructed from either Seventh Concession
Road or York – Durham Line to access the properties south of Reesor Creek and eliminate the
need for the Sideline 34 creek crossing. This option of constructing a new road would require
undertaking a Municipal Class Environmental Assessment process with significant public and
stakeholder consultation and approvals, as well as property acquisition at a significantly higher
cost. This environmental assessment and design process would not be achievable within
appropriate timelines.
Upon completing the above assessment options and their conclusions, staff consulted
Keystone Bridge Management, a structural engineering consultant, in February 2025 to
request further assistance. As a result of this consultation, a fourth option was presented which
included a rapid replacement of the superstructure with a pre-fabricated steel structure sitting
on the existing bridge abutments. This option presented the following benefits:
• The existing abutments were determined to be in good condition, which allows the new
structure to utilize this foundation and eliminate the need for in-water works.
INF 11-25 September 29, 2025
Page 5
• The rapid bridge replacement can be completed in a 72-hour window which significantly
minimizes impacts to residents.
• Utilizing the existing sub-structure and a pre-fabricated steel super-structure is a cost
effective option which significantly reduces the total cost of the project while still offering a
50+ year service life.
• The overall timeline for design and construction made this option possible to complete
before end of 2025.
As a result of the benefits presented above, staff decided to move forward with this option on
an emergency basis.
In accordance with Purchasing Policy PUR 010, Section 12.01 in an emergency situation, staff
are permitted to obtain such goods and services as are necessary to respond to the
emergency. If the purchase amount exceeds $50,000.00, the Director must notify the
Treasurer and CAO and the Director shall submit a report of the incident to the appropriate
Committee and Council at the earliest possible time.
As per the Purchasing Policy, an emergency is defined as follows:
A situation that is, in the opinion of the CAO or a Director, a threat to public health, safety,
property, life or the environment and exists where the immediate acquisition of goods or
services is essential to prevent serious delay, injury, damage, restore basic service provided
by the City and warrants operating outside this Policy or limit potential liability.
In March 2025, the Director, Engineering Services requested approval from the Treasurer to
proceed with the recommended option and received confirmation of funding availability to
advance this project on an emergency basis. A Purchase Order was issued to Keystone
Bridge Management for the design of the structure in accordance with Section 10.03b of the
Purchasing Policy.
Request for Tender No. T2025-11 was advertised on the City’s bids&tenders portal on July 28,
2025 and closed on Thursday, August 21, 2025 with eight bids submitted. The lowest
compliant bid of $487,757.05 (net HST) or $541,632.73 (HST included) submitted by
Clearwater Structures Inc. was recommended for approval. Pre-conditions of award were met,
and a Purchase Order was issued to the Contractor on Thursday, September 4, 2025, in
accordance with the City’s Purchasing Policy, Section 12.01 (Emergency Purchase). The total
gross project cost is estimated to be $740,558.00 (HST included), and the total net project cost
is estimated at $666,895.00 (net of HST rebate).
As per Purchasing Policy, Section 12.01, the City Infrastructure Department is notifying
Council of the work being completed by Clearwater Structures Inc. in the amount of
$541,632.73 (HST included). The total net project cost inclusive of associated costs and net
HST rebate is estimated as $666,895.00.
INF 11-25 September 29, 2025
Page 6
Project Readiness:
• As the surrounding properties including the residential properties are within the boundaries
of the Rouge National Urban Park and are managed by Parks Canada, staff consulted with
Parks Canada early in the project, have kept them informed of potential impacts and have
received their support.
• Staff have received approval from TRCA and are awaiting issuance of a permit.
• Work is scheduled to commence in October 2025 with the rapid bridge replacement and
road closure anticipated to be completed over the span of a weekend in mid-November.
• Residents have been notified and potential displacement support is being coordinated by
staff.
• During the road closure, the Contractor will be required to complete work outside of the
prohibited periods of time, however, the work is considered exempted due to its emergency
nature as per Schedule 3 of By-law No. 8048/23.
• Staff are coordinating with Fire Services to ensure that an Emergency Response Plan is in
place should access be required south of Reesor Creek during the temporary road closure.
• Additional budget is being requested in 2026 to complete local concrete repairs on the
abutments and erosion protection work to protect the newly installed bridge asset.
Attachment:
1. Location Map
INF 11-25 September 29, 2025
Page 7
Prepared By: Approved/Endorsed By:
Kevin Heathcote, P.Eng. Kevin Heathcote, P.Eng.
Director, City Infrastructure Director, City Infrastructure
Richard Holborn, P.Eng. Stan Karwowski, MBA, CPA, CMA
Director, Engineering Services Director, Finance & Treasurer
P
Manager, Procurement
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:
Cathy Bazinet, CPPB, NIGP-CP
Original signed by:
Attachment 1 to Report INF 11-25