GLENAIRLIE PUMPSTATION UPGRADES TENDER AWARD

RECOMMENDATION:

THAT Council approve the award for the Town’s 2025 Glenairlie Pumpstation Upgrades Contract to IWCE Ltd. at a price of $520,564.40 plus GST.

AND THAT the Financial Plan be amended accordingly to cover the small construction overage, contingencies and engineering inspections and contract administration.

ALTERNATIVE OPTIONS:

Option #2: THAT Council cancel the tender for the reason being that the bid price is over the allotted budget, and that the project scope be reduced and retendered at a future date to meet budget.

This option is not recommended by staff as feasibility to do so is not readily known (and can result in higher year to year maintenance costs), and delay would risk inflationary and industry costs that can reduce the effectiveness of reducing scope.

PURPOSE:

To receive Council approval to award the Glenairlie Pumpstation Upgrades project, a project identified in the Town’s 2025-2029 Financial Plan (project C-087: $517,500 budget funded through the Community Works Fund, Sewer Capital Reserves and DCC’s).

BACKGROUND:

The project is in accordance with the recommendations identified in the Sanitary Master Plan for smooth uninterrupted service to the sanitary system given existing levels of service. The project includes the installation of an electrical kiosk, relocation of the valve chamber and the installation of a flow meter and second duty pump. All works are to improve the resilience of the asset, reduce the magnitude of consequence of a single pump lift station, and to improve operational costs.

A competitive public bid was administered in August and closed on October 8, 2025. The bid results were open in a public form and the conforming bids are summarized as follows:

G&E Contracting LP worked on the last few pump station projects with good success. However, there is an obligation to award tenders to the lowest compliant bid. The project consultant reviewed IWC Excavating Ltd’s submission which confirmed good references and thus recommended award of the Tender to IWC Excavation Ltd. Staff agree with the recommendation.

The pump station costs are higher for this project, on average, than the previous pump station projects due to spatial challenges within the roadway. The design required unforeseen pivots including 1) locating the valve chamber on the opposite side of the street, and 2) relocation of a Capital Regional District Watermain.

ANALYSIS:

Impacts and implications can be summarized as follows:

Community Impact:

Glenairlie Pumpstation is one of View Royal’s oldest, un-refurbished pump stations. Upgrades are required to provide continued level of service to the surrounding neighbourhood and to mitigate disruptions that occur as a result of aging equipment and outdated design. The current pumpstation only has one pump, meaning that the neighbourhood is at high risk if the pump fails in an unforeseen manner.

Financial Implication:

A breakdown of the Financial Impacts is included in Attachment 1.

A budget increase by $120,000 (from $517,500 to $637,000) is required to cover the construction costs, engineering inspection services and contract administration services. Staff conducted risk management exercising and recommended an 11% contingency to address potential issues that may arise from a constrained site. Staff recommend drawing additional funding from:

1. The Community Works Fund; and
2. Maximizing the DCC program allocation to this project. There is little to no risk of maximizing the allotted amount to the pumpstation because new allocations will be available as part of the DCC update project in 2026.

There are no long term financial impacts with drawing from the DCC program and the Community Works Fund. The Sewer Capital Reserve Fund will remain intact and can proceed with existing reserve funding measures.

ALIGNMENT:

The recommended option aligns with the Town’s guiding documents as follows:

Strategic Plan: Strategic Priority D, Goal 1 - Financial Sustainability and Service Excellence: Confidence in the Fiscal Health and Financial Sustainability of the Town.

Other Policy Documents: Sanitary Sewer Master Plan (2019): Alignment with recommended short term upgrades due to service life.

PUBLIC PARTICIPATION GOAL:

The desired level of public participation for the recommended option is:

• Inform
• Consult
• Involve
• Collaborate
• Empower
• N/A

Residents directly adjacent to the project area have been informed and consulted on the project throughout the design phase and will be further engaged as part of the Construction project.

TIME CRITICAL:

Bid typically have a net 30 day clause, meaning that the bids can expire if not agreed upon within that time period.

CONCURRENCE:

REVIEWED BY:

ATTACHMENTS:

1. Attachment 1 – Approximate Construction Cost Breakdown
2. Attachment 2 - Site Plan – Glenairlie PS