ATKINS ROAD SIDEWALK TENDER AWARD

TOWN OF VIEW ROYAL COUNCIL REPORT

TO: Council DATE: November 18, 2025 FROM: Ivan Leung, P.Eng, Director of Engineering MEETING DATE: December 2, 2025

ATKINS ROAD SIDEWALK TENDER AWARD

RECOMMENDATION:

THAT the Atkins Road Sidewalk construction project be awarded to Don Mann Excavating Ltd. in the amount of $379,488.00 plus GST;

AND THAT a contingency of $135,000.00 plus GST be approved for unforeseen additions in construction, contract administration and inspections.

ALTERNATIVE OPTIONS:

Option #2: It is not recommended to cancel the tender as the low bid is favourable to the Town, given the significant grant funding that is allocated to the project.

PURPOSE:

The purpose of this report is to request a decision from Council regarding the award of the Atkins Road Sidewalk Project (C-107 of the 2025-2029 Financial Plan).

BACKGROUND:

A competitive bid process in accordance with the Town’s Purchasing Policy commenced in mid October. The bids were revealed in a public opening process within Council Chambers on November 13, 2025 at 3:00PM.

All tenders were reviewed for conformity by the Town’s Contract Administrator. A total of thirteen (13) compliant bids were received:

Table 1: Bids

Don Mann Excavating Ltd. was the lowest bid overall. Don Mann is a well known and respected local company whom have provided construction services to the Town before (notably the Atkins Road roundabout project which was a success).

It has been noted by staff that there is a wide range of bid values for the Atkins Road project. Much of this can be associated with the Town strategizing tenders during the slower season (better pricing). However, the competitiveness may also be indicative of changing economic conditions.

ANALYSIS:

Impacts and implications can be summarized as follows:

Community Impact: Improved pedestrian accessibility and safety along Atkins Road. Providing direct access to the Galloping Goose Regional Trail.

Financial Implication: The Town was successful in securing funding via the Provincial Active Transportation Grant. The maximum approved grant funding is the lesser of $500K or 70% of the actual costs of the project with any additional funds required to be funded from Community Amenity Contribution Reserve per the 2025-2029 Financial Plan.

A risk management exercise has indicated that there are potential for unforeseen, additional project costs:

1. Contaminated soils removal
2. Additional surface grading work
3. Additional pavement repairs / replacement
4. Seasonal delays (inclement rain or snow)
5. The vast range of bids indicates a higher potential for additional work to occur
6. The initial cost estimate used to inform on the Financial Plan, while was calculated at a time when construction costs were at their peak, could indicate the high potential for additional work to occur.

Therefore, staff recommend an approximately 35% contingency ($135,000) to address the potential risks noted above, including additional contract administration and inspections. Staff anticipate the total costs of the project will not exceed $514,488, including contingency, well within budget.

Inter-governmental Relations Impact: The project is subject to permitting from the Capital Regional District (connection to the Galloping Goose Regional Trail) and FortisBC (gas conflicts).

ALIGNMENT:

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

• Strategic Plan: Strategic Priority A, Goal 1: Shift primary transport mode within View Royal away from vehicles to walking, cycling and transit.
• Other Policy Documents: Active Transportation Network Plan: Identifies long term pedestrian facility upgrades to occur on Atkins Road (priority escalated at the request of Council in accordance with the Financial Plan).

PUBLIC PARTICIPATION GOAL:

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

[X] Inform [ ] Consult [ ] Involve [ ] Collaborate [ ] Empower

Residents within the project area will be informed on project commencement and apprised of updates from time to time.

The City of Langford will be informed of the project to encourage travellers choose a different route.

TIME CRITICAL:

Bids are valid for 60 Days, starting from the Tender opening date (November 13, 2025).

CONCURRENCE:

REVIEWED BY:

RESOURCES:

1. Additional Project Information including concept plans: https://engage.viewroyal.ca/atkins-road-sidewalk-extension

ATTACHMENTS:

1. Funding Breakdown (2025-2029 Financial Plan)

ATTACHMENT 1

Funding Breakdown (2025-2029 Financial Plan)

Project: Atkins Road Sidewalk – Anya Crt to Langford Border Project #: C-107 Priority: Required

From Schedule 3.1 Capital Projects, 2025-2029 Financial Plan

*carryforward to 2026 required

From Schedule 3.2 Capital Projects Funding, 2025-2029 Financial Plan

** 70% of the low bid ($265,642) funded via Provincial Active Transportation Grant 30% ($113,846) funded via Community Amenity Contributions. Additional Grants and Contributions Available = $821,225 - $265,642 - $113,846 = $441,737